GSA Office of Governmentwide Policy

Spring 2003

A Guide to Federal Security

Office of Real Property

Federal Real Property Council

Security Resource GuideSecurity Resource GuideSecurity Resource GuideSecurity Resource Guide

OverviewThe Federal Real Property

Council (FRPC) is a group ofsenior level real property

executives from more than 30 Federalagencies representing the globalportfolio of all Federal real propertyassets. The Council provides aforum to address critical real estateand workplace issues challenging allFederal agencies. The FPRC iscurrently co-chaired by David Bibb,Deputy Associate Administrator,Office of Real Property, GeneralServices Administration, and hasbeen co-chaired by Gary Arnold,Deputy Associate Commissioner,Office of Facilities Management,Social Security Administration. TheFPRC identified security as itsnumber one issue to address in 2002

and formed a work group ofrepresentatives from a cross sectionof Federal agencies, including theDepartments of Agriculture, Justice,State, and Interior, as well as NASA,National Research Council, OPM,SBA, SSA and GSA. The workgroup was chaired by Gary Arnold(SSA), and facilitated by MarjorieLomax (GSA), and Andrea WohlfeldKuhn (GSA).

The work group began in March 2002and quickly acknowledged that therewas sufficient policy available orbeing created in other arenas andthat its focus would be on how bestto function in the day-to-dayenvironment facing each agency. Thatled the group to concentrate on fourmajor security areas:

I. Design and Construction. . . . . . . . . . . . . . . . . . . . . . . . . . S3

II. Existing Space (Leased and Government-Owned) . . . . S5

III. Occupant Emergency Organizations . . . . . . . . . . . . . . . . S9

IV. Sharing Information/Valuable Resources . . . . . . . . . . S10

Through a series of meetings andfeatured speakers, the groupacknowledged the need forimprovement and, at the same time,identified the outstanding practicesto be found in each agency. Many ofthe ideas and practices are simplemeasures that may appear obvious,but they are all worth repeating.Among the group members, eachparticipant found many actions thatwould enhance their security pro-grams, frequently with minimal effortand expense. In the hope that otherswill find these ideas and practicesequally useful, the work group offersthis Security Resouce Guide. ■Gary Arnold

(SSA), Work Group Chair

Spring 2003 S3

This section identifies therelevant policies, guidelinesand standards affecting

security and construction andalteration projects in leased andFederally owned buildings.Secondly, a synopsis of currentlyavailable information and generalguidelines of resources is providedto assist agencies in incorporatingappropriate levels of security intotheir facilities. Relevant web sitesare found at the end of the document.

The security needs of each agencyand building are dependent on thethreats to the agency and physicalcharacteristics of the building.Security guidelines should be on acase-by-case basis and should betailored to address the specificthreat and vulnerability. In general,agencies should look for and followthe recommendations of theInteragency Security Committee(ISC), which is responsible forpublishing guidelines for securityimprovements at both leased andowned buildings.

Applicable Security Standards and References• DOD Antiterrorism Minimum Construction Standards for Buildings

http://www.tisp.org/files/pdf/dodstandards.pdf

• GSA Facilities Standards for the Public Buildings Service (Section 8and others) http://hydra.gsa.gov/pbs/pc/facilitiesstandards/

• DOJ Vulnerability Assessment of Federal Facilities (contact Adam Bodner at Adam.H.Bodner@usdoj.gov)

• Document security for sensitive but unclassified paper andelectronic building information, GSA 3490.1, March 8, 2002 athttp://www.gsa.gov (search FMR)

• Mail Room Safety information available at http://www.gsa.gov andthrough the U.S. Department of Health and Human Services, Centersfor Disease Control and Prevention at http://www.bt.cdc.gov/

• Technical Assistance Document for Anthrax Cleanup athttp://www.nrt.org/production/nrt/home.nsf

• FMR 102-71 through 102-83 ”Real Property Policies Update” athttp://www.gsa.gov

• FPS Occupant Emergency Program Guide at http://www.gsa.gov

• Sources for execution (design and construction): GSA term contracts, MOBIS schedule, etc. at http://www.gsa.gov under Security Design and Construction

“The security needs of each agency and building are dependent on the threats to the agency and physical characteristics of the building.”

I. Design and Construction

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I. Design and ConstructionChecklistChecklistChecklistChecklistChecklist

Significant security issuesto consider related toconstruction and

alteration projects.

• Setbacks

• Progressive collapse

• Control of parking and firstfloor retail

• Window glazing/framing

• Electronic security/accesscontrol systems

• Biohazard mitigation

• Anthrax decontamination

• Isolated air handling for mailcenters

• Back-up public utilities(emergency power)

Points of ContactMajor federal agency headquartershave projects underway in theNational Capital Region, which willrequire the application of newsecurity standards/criteria. Thefollowing points of contact canprovide further information:

• Alcohol, Tobacco, and Firearms(ATF) Headquarters Project:Mignon Anthony, (202) 927-1688

• Patent and Trademark Office(PTO) Headquarters Project:Rick Hendricks, Project Manager,(202) 401-4319

• PentagonModernization/Renovationhttp://renovation.pentagon.mil

Questions and AnswersWho do I contact in the GSACentral Office for securitysurveys of my agency’s buildingsand office space throughout theUS?

Bruce A. Davis at (202) 219-1236

What are typical security costs asa percentage of new constructionand renovation/alterationprojects?

Costs average 6 to 8 % for newconstruction while renovations andalterations costs depend on thebuilding and are site-specific

What is GSA’s schedule forconducting surveys?

Surveys are conducted of GSA’sbuilding inventory depending on thelevel of the facility, as defined by theJune 28, 1995 Department of JusticeVulnerability Assessment of FederalFacilities:

• Level 1 (10 or fewer federalemployees): Survey conductedevery 4 years

• Level 2 (11-150 federal employees):Survey conducted every 4 years

• Level 3 (151-450 federalemployees): Survey conductedevery 3 years

• Level 4 (450 or more federalemployees): Survey conductedevery 2 years

• Level 5 (a facility such as thePentagon or CIA Headquarterswith missions critical to nationalsecurity): Survey conducted everyyear ■

Spring 2003 S5

A. Aids forEmployeesIn its examination of how variousdepartments and agencies handlephysical security, the FRPC workgroup discovered or identified anumber of aids that can make iteasier for employees to keeprequirements and procedures inmind. Here are several:

Wallet sized emergencyprocedure cards

These wallet cards can be designedto contain whatever information theagency deems most critical. Forexample, the card can contain, insimple abbreviated language, thesteps each person must take toevacuate the building in anemergency, including where toregroup and how to report should thebuilding be closed. They can alsoindicate the color or numericalemergency codes used and theirmeanings.

Often the cards contain emergencynumbers, names of contacts, andhotline numbers for employees toreport suspicious activities,emergencies anddeficiencies/inconsistencies inpractices and a website withfrequently asked questions (FAQ)about security policy.

Several agencies have found it usefulto make the cards compatible withaccess badges so that employeeshave the information with them at alltimes.

An example is provided by OPM (see illustration above at right).

Bomb Threat or EmergencyContact Cards

There are a number of aids thatemployees can keep at their

workstations, near their telephonesor computers that give step-by-stepinstructions in case of an emergency.An example is the FBI’s Bomb DataCenter card (FBI Form FD 730), whichcontains the key items the personreceiving the call should elicit fromthe caller. Similar cards, tailored toindividual agency needs (see GSAexample on next page), containagency-specific information, likeemergency telephone numbers, whichcan be affixed to the telephone.

It is best to keep the cards simpleand advisable to make them a diff-erent color than normal notices andcorrespondence, so that the individ-ual can find them in a hurry. Theemphasis is on enabling the personwho is responding to do so as calmlyand as quickly as possible, withouthaving to rely solely on memory.

Security Reminders

Many agencies have found it valuableto reinforce security by sending outspecific messages regularly with

each message concentrating on anindividual issue, such as remindersabout how to identify and handlesuspicious packages. In some casesthere are posters to accompanythese reminders available throughanother agency (e.g., the USPSposter on suspicious mail). Whilemuch information can be sent viaemail, sometimes to overcome theemail overload many employeesexperience, it is good to find anothervenue or to use several venuessimultaneously. Desk to deskdistribution of a brightly colored factsheet (and using the same color forall security related material), alongwith the use of in house newslettersand publications can be veryeffective.

Examples include:

• USPS poster

• Internal agency bulletins such asthe Social SecurityAdministration’s Bulletin onSuspicious Packages

II. Existing Space (Leasedand Government-Owned)

XXX

XXX

XXX

XXX.XXX.XXXXXXX

XXX

XXX XXX.XXX.XXXX

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II. Existing Space (Leasedand Government-Owned)

from each of the Federal agenciesoccupying the building. The BSCalso ensures that people followproper security practices in thebuilding and that employees receivetraining concerning the OccupantEmergency Plan and securityawareness. The BSC mustcontinually evaluate standards tomake sure they protect the facility.For its inventory of buildings, GSAwill normally conduct routinesecurity assessments and thenshare, discuss, and validate findingswith the BSC during a regularmeeting. However, the BSC shouldmeet whenever tenants or anagency’s mission changes.

All agencies, and particularly thosethat involve face-to-face service tothe public, can benefit from formallyrecording incidents. The collectionand analysis of this information overtime allows agencies to modify theirsecurity programs and justifyexpenditures. This information also isa solid basis for objectivediscussions by building securitycommittees as they determine theappropriate security procedures andequipment for a facility. It is criticalthat the agencies housed in a multi-tenant facility share this informationwith the other occupant agenciessince an incident in one office caneasily affect other offices as well.

The types of incidents captureddepend to some extent on the level ofinteraction with the public.

Agency examples include:

Communications

Most agencies depend on computers,telephones and pagers/beepers ofvarious types to communicate duringemergencies. Given the situationthese may or may not work, so it isvital that there be back up systems.For example, if there is an automated

and exchanges intelligenceinformation with other Federal, Stateand local law enforcement agencies.

Since security needs vary bylocation, even among facilities at thesame security level, the Departmentof Justice’s (DOJ) VulnerabilityAssessment of Federal Facilitiesestablished the Building SecurityCommittee (BSC) as a formalmechanism for addressing securityconcerns at each facility. The BSCshould consist of representative(s)

Incident Reporting

Federal Management Regulation(FMR) Section 102-74.15 requires thatoccupant agencies in GSA spacepromptly report all crimes andsuspicious circumstances occurringon federally controlled property firstto the regional law enforcementorganization and other designatedlaw enforcement agencies, and thenthrough internal agency channels. Inaddition, GSA investigates crimescommitted on property it controls

Actions for a Bomb Threat:

If Faced with a Gun, Knife, or Weapon Threat:

Sample of GSA bomb threat/emergency card

Spring 2003 S7

II. Existing Space (Leasedand Government-Owned)sign-in system and access to thesystem is unavailable, it may bedifficult to reconstruct who was atwork on the day of the incident. Or ifthe communications systems aredown or overloaded, at least the keyemergency response personnelshould have some alternativemethod of communicating.

Many of the newer buildingemergency systems provide voiceinstructions (e.g., there is a fire inBuilding A; only the occupants ofBuilding A need vacate at this time).While these systems are appropriateand valuable, many times theannouncements are misunderstoodor the programmed announcementsdo not apply to the situation. Againthere needs to be a backup or anoverride, and one that is tested toverify its operation. An emergencybackup is an automated messagethat overrides whatever the activityis on an individual’s computer screenat the time. Special attention needsto be paid to the requirements forpersons with disabilities and topeople who may be unfamiliar withthe building. Section 7 of GSA’sFacilities Standards for the PublicBuildings Service addresses“Audible Notification Appliances”requirements, and can be accessedat http://hydra.gsa.gov/pbs/pc/facilitiesstandards/.

Agency examples include:

USDA or Pentagon messagesystems

• Accommodations for Personswith Disabilities

Individual arrangements need to bemade for persons with disabilitiesand consideration must includevisitors to the facility as well. Thereare many devices that should beevaluated, including strobe lights forthe hearing impaired and special

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II. Existing Space (Leased and Government-Owned)

B. Emergency PowerConsiderationsSection 6.11, entitled "EmergencyPower Systems," of the FacilitiesStandards for the Public BuildingsService (PBS-P100), requires that allnew GSA-constructed facilities havean emergency power system for lifesafety as required by code. It mustbe designed in accordance withNFPA 110, Emergency and StandbyPower Systems. Also, the GSAleasing solicitation for offers (SFO)requires that emergency buildingpower for life safety systems beprovided in GSA-leased buildings.

In addition, the Interagency SecurityCommittee (ISC) Security DesignCriteria for New Federal OfficeBuildings and Major ModernizationProjects provides electricalengineering criteria aimed atprotecting the electrical system andensuring that it functions in the eventof a blast. During an emergency, theelectrical system maintains power toessential building services,facilitates evacuation, and allows forcontinuing communication. Thesedesign criteria also specify the needfor a tertiary power source, such as atrailer-mounted generator, forbuildings where operationalcontinuity is critical. Additionally,the ISC Security Design Criteriaindicate that the electrical systemshould be coordinated with thebuilding’s Occupant Emergency Planrequirements. Information on designcriteria is available at http://hydra.gsa.gov/pbs/pc/facilitiesstandards/.

Renovations to the Pentagon includeprovisions for illuminated directionalarrows and signs in case of poweroutages and other emergencysituations. More information can be found at http://renovation.pentagon.mil/. ■

chairs for assisting mobilityimpaired individuals for evacuating(and which allow assistants toevacuate via stairways). Attentionneeds to be directed to theassignment of monitors or aides, aswell as the assignment of backups oralternates. Because employees andvisitors may be anywhere in thefacility at the time of the emergency,additional devices should beavailable as well. Buses, vans, etc.may be available to shelteremployees with disabilities duringemergencies.

Accommodations requirements arefound in 36 CFR 1190, “MinimumGuidelines and Requirements forAccessible Design," and 36 CFR1191, entitled "Americans withDisabilities Act (ADA) AccessibilityGuidelines for Buildings andFacilities." The GSA OccupantEmergency Program Guide athttp://www.gsa.gov also providesguidance such as assistinghandicapped persons out of thebuilding and knowing the locationsand telephone numbers of thehandicapped persons to be assisted,the types of handicaps, and thelocation of crutches, wheelchairs,and other support devices. Alldevices (such as strobe lights andthe special chairs for assistingmobility impaired individuals) shouldbe evaluated in light of handicappedaccessibility standards and fire andlife safety standards.

An example is the evacuation chair,which can be used for stairwayevacuation and emergency transport.It can be easily stored on walls instairways or an employee'sworkspace.

Spring 2003 S9

explained to facility occupants, itcannot remain static. People movein and out of offices, telephonenumbers and methods of contactchange, and the plans must beupdated quarterly if not morefrequently depending on thesituation in the facility.

Several departments and agencieshave been updating and expandingtheir OEPs and are willing to sharetheir documents:

OPM – contact Wayne Steneck atwpstenec@opm.gov

SSA – contact Brian Clevenger at(410) 965-4542, orbrian.clevenger@ssa.gov

USDA –contact Ed Campbell at (202) 720-2371 oredc.Campbell@usda.gov ■

Each government agency andfacility in Federally owned orleased space is required to

have an Occupant Emergency Plan(OEP) supported by an OccupantEmergency Organization (OEO).GSA regulations state that officialsshall be designated as members ofthe OEO organization as well asreceive training specifically tailoredto their positions. The OEP shoulddetail:

• Responsibilities

• Emergency numbers

• Primary evacuation proceduresand routes

• Alternate routes

• Assembly areas

• Contact lists

The OEP’s primary purpose has beento evacuate the facility in the face offire or natural disasters. It may besupplemented, if necessary, by aSecurity Action Plan (SAP) whichdelineates procedures to follow incase of incidents involving the public,protests, terrorist threats or attacks.The important consideration is thatthe plan or plans address as manycontingencies as possible. The focushas to be on solid preparation,followed by practice. Conductingdrills under varying circumstances isthe best possible measure to take.

A key factor in the OEP is thedelineation of duties with theassignment of backup and supportroles so that in the absence of oneindividual, another can step inseamlessly. This is especiallyimportant in the evacuation ofpersons with disabilities. As peoplemove about the facility during theworkday, they may be away from theirprimary location when theemergency occurs. Having additional

people trained to assist in evacua-tions is critical to the safety of all.

Monitors may play a key role inensuring dissemination ofinformation and prompt evacuationin an emergency. Monitors should beeasily identifiable; some agenciesuse brightly colored vests, armbandsand/or hats to facilitate identifica-tion. In an emergency, hats mayprove more visible than other items.

Another key factor is the relationshipbetween the federal facilitymanagers and the local fire, lawenforcement and emergencyresponse personnel. Response timescan be kept to the minimum possibleif everyone involved knows who tocall and the respondents know howand where to respond.

Once the plan is developed and

III. Occupant EmergencyOrganizations

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IV. Sharing Information/Valuable ResourcesBefore listing sites that have valuable information,

it is necessary to issue a reminder about the needto exercise extreme caution before sharing

security-related information. Specifics about buildinglayouts, exits, locked doors, etc. that are in OccupantEmergency Plans (OEP)s should not be disseminatedbeyond a need to know. Emergency call in numbers canbe publicized, but the phone numbers for individualsshould be guarded. ■

Web SitesA. Federal Agencies and Programs

Air Force Civil Engineering Support Agency

http://www.afcesa.af.mil/

Air Force Center for Environmental Excellence(AFCEE)

http://www/afcee.brooks.af.mil/afceehome.asp

Department of Health and Human Services, Centersfor Disease Control and Prevention (Information onbioterrorism, select agent regulations)

http://www.cdc.gov

Department of Homeland Security

http://www.dhs.gov

Department of State Travel Warnings and Consular Information Sheets

http://travel.state.gov/travel_warnings.html#a

AFCEE Force Protection Handbook

http://www.afcee.brooks.af.mil/dc/dcd/arch/force.pdf

Federal Emergency Management Agency (FEMA)

http://www.fema.gov

Many publications are available, including How-To Guide#7: Integrating Human-Caused Hazards Into MitigationPlanning

http://www.fema.gov/fima/planning_toc6.shtm

General Services Administration (GSA): A variety ofinformation is available through www.gsa.gov and thensearching for the desired topic. Among others, thefollowing may be of interest:

GSA Making Federal Buildings Safe

http://www.gsa.gov/Portal/content/pubs_content.jsp?contentOID=119420&contentType=1008

GSA Security Solutions Catalog

http://www.gsa.gov/Portal/content/pubs_content.jsp?contentOID=117096&contentType=1008

Office of Federal Protective Service

Effective March 1, 2003, the FPS was transferred to theBorder and Transportation Security Directorate of theDepartment of Homeland Security. Until further notice, allphone numbers and points of contact contained in the GSAwebsite at www.gsa.gov for FPS personnel nationwide andemergency and non-emergency numbers remainunchanged.

Spring 2003 S11

IV. Sharing Information/Valuable ResourcesGSA Mail Communications Policy (includes standardsand guidelines for federal mail centers, including manyrelated documents, such as responding to anthrax threats,mail center security management, irradiated mail, etc.)

http://www.gsa.gov/Portal/content/orgs_content.jsp?contentOID=22920&contentType=1005

Interagency Security Council (ISC) Design Criteria

http://hydra.gsa.gov/pbs/pc/facilitiesstandards/

National Capital Planning Commission

http://www.ncpc.gov

“The National Capital - The Urban Design and Security Plan”

http://www.ncpc.gov/publications/UDSP.html

Designing for Security in the Nation’s Capital

http://www.ncpc.gov/whats_new/ITFreport.pdf

National Infrastructure Protection Center

http://www.nipc.gov/

National Institute for Occupational Safety andHealth: “Guidance for Protecting Building Environmentsfrom Airborne Chemical, Biological, or RadiologicalAttacks”

http://www.cdc.gov/niosh/bldvent/2002-139.html

Navy/DOD Force Protection Course

http://atfp.nfesc.navy.mil/training.htm

Pentagon Renovation Program

http://renovation.pentagon.mil

B. Organizations

Building Owners and Managers Association www.boma.org

Interagency Security Committee http://www.worldnetdaily.com/resources/govdocs/eos/eo12977.htmlhttp://hydra.gsa.gov/pbs/pc/facilitiesstandards/

International Facility Management Association http://www.ifma.org/

National Academies of Science and the Federal Facilities Council information and publications can be downloaded from

http://www.nationalacademies.org/publications/

The Protection of Federal Office Buildings Against TerrorismProtecting People and Buildings from TerrorismLearning from our Buildings

Security Design Coalition http://www.designingforsecurity.org/

Terrorism Research Center http://www.terrorism.com/index.shtml

The Infrastructure Security Partnershiphttp://www.tisp.org/

C. Recent Studies

GAO “Security Responsibilities for Federally Owned and Leased Facilities”http://www.gao.gov

GAO “ISC has had Limited Success in Fulfilling its Responsibilities”http://www.gao.gov and enter Report # GAO-02-1004 in search

GAO “Technologies to Secure Federal Buildings” http://www.gao.gov/new.items/d02687t.pdf

Smarter Solutions

GSA Office of Governmentwide PolicyOffice of Real Property

U.S. General Services Administration1800 F Street NWWashington DC 20405www.gsa.gov