local guard program

U.S. Department of State Foreign Affairs Handbook Volume 12 Handbook 7 – Local Guard Program

12 FAH-7 H-010 of 2

12 FAH-7 H-000 LOCAL GUARD PROGRAM

12 FAH-7 H-010 BACKGROUND (CT:LGP-04; 03-23-2006)

(Office of Origin: DS)

12 FAH-7 H-011 GENERAL (TL:LGP-01; 08-10-2001)

a. The Bureau of Diplomatic Security (DS) is responsible for providing a secure environment in which to conduct U.S. Government business at Foreign Service posts. This responsibility embraces all agencies which normally are associated or co-located with diplomatic and consular establishments and under the direct control of the chief of mission (COM.) Responsibility for individual units is specified in the COM Commander-in-Chief (CINC) Memorandum of Agreement (MOA) on security for the respective country. Part of this secure environment is provided through the development of a Local Guard Program (LGP) which may include the use of local guard force (LGF) personnel for access control, building and residence security, and, if required, for personal protection of key personnel. Another important aspect of the LGP is the Surveillance Detection Program (SDP). This is a defensive program designed to enhance the safety and security of U.S. Government personnel and resources under the COM by detecting and reporting of pre-operational terrorist surveillance activities directed against U.S. Government personnel and facilities.

b. The regional security officer or post security officer (RSO and/or PSO) under the direction of the COM or principal officer (PO), has primary responsibility for establishing and managing LGPs.

12 FAH-7 H-012 PURPOSE (TL:LGP-01; 08-10-2001)


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The purpose of this Foreign Affairs Handbook (FAH) is to prescribe uniform policies, criteria, and standards for the LGP at U.S. Department of State (DOS) installations abroad and to provide guidance on how to initiate and manage a LGP.

12 FAH-7 H-013 SCOPE OF DS PROGRAMS AND POLICIES (TL:LGP-01; 08-10-2001)

The Omnibus Diplomatic Security and Antiterrorism Act of 1986 (Public Law 99-399) requires the Secretary of State to develop and implement policies and programs, including funding levels and standards, to provide for the security of U.S. Government diplomatic operations abroad.

12 FAH-7 H-014 STANDARDS (CT:LGP-04; 03-23-2006)

This handbook sets forth the procedures for managing LGP implementation standards for security services provided for protection of official facilities and residences abroad which fall under the authority of the COM. These standards are detailed in 12 FAH-6, Security Standards Handbook, which has been approved through the Overseas Security Policy Board (OSPB). (For detailed guidance on the SDP, see the Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002).

12 FAH-7 H-015 THROUGH H-019 UNASSIGNED


12 FAH-7 H-020 Page 1 of 2

12 FAH-7 H-020 LOCAL GUARD PROGRAM (LCP) CONCEPT

AND PHILOSOPHY (CT:LGP-04; 03-23-2006)


12 FAH-7 H-021 CONCEPT (CT:LGP-04; 03-23-2006)

a. The Omnibus Diplomatic Security and Antiterrorism Act of 1986 created the Bureau of Diplomatic Security (DS) with an Assistant Secretary of State at its head. The act directed the Secretary of State to develop and implement policies and programs, including funding levels and standards, for the protection of diplomatic operations abroad. This includes the establishment of LGPs.

b. DS will assist each post to:

(1) Develop the post’s LGP to be responsive to the actual threat level;

(2) Contract with one competent LGP firm that will provide security for all employees and agencies at the mission or DS will assist post in initiating a Personal Services Agreement (PSA) to provide such security;

(3) Deploy the LGP to achieve optimum security; and

(4) Initiate within the LGP a Surveillance Detection Program (SDP) dedicated to observation activity to detect, record, report and col-late reports of hostile surveillance directed against U.S. Govern-ment facilities and personnel. This program enables a post facing a potential terrorist attack to take defensive measures and work with local authorities to prevent a possible (for detailed guidance on the SDP, see the Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002).

12 FAH-7 H-022 PHILOSOPHY (TL:LGP-01; 08-10-2001)


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All security standards and guidelines were institutionalized in an official Foreign Affairs Handbook (12 FAH-6) as promulgated on November 3, 1997. When designing a LGP, the standards referenced in 12 FAH-6 pertaining to political violence and crime threat must be addressed. In the physical and personal security context, “threat” generally refers to the weapons and tactics that have been used against U.S. facilities and personnel. The “threat level” for a post, as identified in the Security Environment Threat List (SETL), published semi-annually by the Office of Intelligence Threat Analysis, is the current likelihood, arrived at after analysis, of those weapons and tactics that could possibly be used against U.S. Government facilities and/or personnel. Experience has shown that the most common and most dangerous physical threats to official facilities at Foreign Service posts come from:

(1) Mob violence and civil disturbance; and

(2) Explosive and incendiary devices (to include bomb laden vehicles).



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12 FAH-7 H-030 REFERENCES

(CT:LGP-04; 03-23-2006) (Office of Origin: DS)

12 FAH-7 H-031 REFERENCE LISTING (CT:LGP-04; 03-23-2006)

The following is a listing of references which are quoted or cited in the text of this handbook or which may be of assistance to users of this handbook. Except where specifically noted below, all references are unclassified:

(1) Public Law 99-399, The Omnibus Diplomatic Security and Antiterrorism Act of 1986;

(2) Vienna Convention on Diplomatic Relations and Optional Protocol on Disputes, dated April 18, 1961;

(3) 12 FAM 300, Physical Security Programs;

(4) 12 FAH-6, Security Standards Handbook;

(5) President's Letter of Instruction to Ambassadors;

(6) Foreign Service Act of 1980 (Pub. L. 96-465), 22 U.S.C 3927, Section 207;

(7) Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002;

(8) Special Protective Equipment (SPE) Annual Telegram.


U.S. Department of State Foreign Affairs Handbook Volume 12 Handbook 7 - Local Guard Handbook

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12 FAH-7 H-100 CREATING A LOCAL GUARD

PROGRAM (LGP)

12 FAH-7 H-110 SCOPE AND AUTHORITY

(TL:LGP-01; 08-10-2001)

12 FAH-7 H-111 SCOPE (TL:LGP-01; 08-10-2001)

a. The host government has responsibility for protecting diplomatic missions and accredited personnel as stated in the Vienna Convention on Diplomatic Relations (1961). Similar responsibility extends to consulates under the Vienna Convention on Consular Relations (1963). Host government support for meeting the security needs of U.S. diplomatic missions and consulates is a significant factor in determining the scope and structure of LGPs. See also 12 FAM 322, Host Government Role.

b. To complement host government support, security standards have been developed by the Bureau of Diplomatic Security (DS) in consultation with representatives of other foreign affairs agencies through the Overseas Security Policy Board (OSPB). For LGPs, DS has developed standards for the categories of both crime and terrorism. For more information refer to 12 FAH-6, Security Standards Handbook.

c. Other factors, such as threat levels and available funding, are also determining elements in the overall structure of LGPs.

12 FAH-7 H-112 LEGAL AUTHORITY (TL:LGP-01; 08-10-2001)

The Omnibus Diplomatic Security and Antiterrorism Act of 1986, Section 105, (22 U.S.C 4804) is the legal authority for the establishment and operation of LGPs.


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12 FAH-7 H-120 DETERMINING REQUIRED SECURITY

MEASURES (TL:LGP-02; 04-30-2003)

(Office of Origin: CIS/PSP/FPD)


a. The mission is responsible for determining specific security measures required in accordance with policies and guidance from the Department. The nature of the threat to each post is assessed and published semi-annually in the Security Environment Threat List (SETL) distributed by the Office of Intelligence and Threat Analysis (DS/DSS/ITA). Each post is assigned to one of four threat categories: low, medium, high, or critical. Threat factors are considered in all categories that bear on:

(1) Internal political stability and existing or latent violence;

(2) The existing or potential threat to personnel or facilities from mob violence, terrorist attack, or other violence; and

(3) The existing or expected nature of criminal attacks against personnel and residences.

b. The level of threat drives the specific security measures to be employed at a post. Missions are responsible for developing their security programs. This will include a LGP. Posts must obtain approval from DS, per guidelines provided in this handbook, for their LGP. The program must include coverage for vehicle access, perimeter security, explosive detection, surveillance detection, bodyguards, residential security, etc.

c. In selected instances, a post may seek to implement residential security standards above and beyond those required for the overall threat rating in the SETL. In these situations, the post must coordinate their requests with the Facilities Protection Division (DS/CIS/PSP/FPD) before taking any action unless an immediate or emergency situation dictates otherwise. If an RSO and/or PSO seeks to make residential security changes permanent, the Emergency Action Committee (EAC) will be required to provide specific justification for the permanent changes to


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DS/CIS/PSP/FPD for review and approval.

12 FAH-7 H-122 SECURITY MEASURES CONTINGENT UPON THREAT LEVEL (TL:LGP-01; 08-10-2001)

Security measures employed by posts involving a LGF should be responsive to and be designed to match threats, taking into account the commitment of security resources by the host government. No LGF would normally be authorized for residential security for those posts in the low threat category except for the EMR. If there are unusual local circumstances that require consideration for guard forces and/or bodyguards even though the threat level per se does not warrant this coverage, this information must be provided in the request for approval by DS. For example, a LGF may be needed to effectively counter an endemic high level of criminal activity directed against residences and/or their occupants.

12 FAH-7 H-123 FACTORS FOR DETERMINING LGP SCOPE (TL:LGP-01; 08-10-2001)

a. The governing factors for determining the scope of the mission’s LGP include:

(1) The nature of the threat to U. S. Government assets (personnel, official facilities, residences);

(2) The extent to which the host government can and does provide protection for them;

(3) The nature and extent of the assets to be protected;

(4) 12 FAH-6, Security Standards; and

(5) Post's threat ratings as identified in the SETL.

b. Each mission should document its assets. Assets are defined in terms of people, things or property. This documentation has value not only for the purpose of planning the LGP, but it directly affects the post’s emergency action plans (EAP).


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12 FAH-7 H-124 OFFICIAL FACILITIES (TL:LGP-01; 08-10-2001)

The RSO should be familiar with all official buildings, offices, structures and space, including consular agent offices, other than residences, of all agencies under the purview of the COM. A summary of such facilities is found in the Real Estate Management System (REMS) Report. This report should be on file at the General Service Officer's (GSO) office, giving the function, address, and agency name of each property. This serves as the basis for the conduct of the security survey used by the RSO to determine the level of security protection required. NOTE: U.S. Government sponsored or other international schools are not official facilities for the purpose of this handbook. If requested, RSOs can provide schools with assistance in determining security requirements. See 12 FAM 334.1, International Schools, for details.

12 FAH-7 H-125 PERSONNEL AND DEPENDENTS (TL:LGP-01; 08-10-2001)

Personnel falling under the COM's responsibility for security should be identified where:

(1) Their residence will require guard protection; and

(2) Where additional protection will be needed, such as an armed escort.

12 FAH-7 H-126 RESIDENCES (TL:LGP-01; 08-10-2001)

The COM or the principal officer (PO) and the Marine security guard (MSG) residences are considered to be at risk, regardless of the general level of threat to U.S. assets. Although not required for the principal officer residence (POR) and Marine security guard residence (MSGR) at low threat posts, guards may be authorized for any or all of these residences if there are unusual local circumstances.


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12 FAH-7 H-127 LGP SECURITY FORCE DEPLOYMENT (TL:LGP-01; 08-10-2001)

a. The LGF should be deployed to achieve maximum security by having guards stationed as the initial barrier against threats to U.S. assets. LGF personnel must deter or fend off attacks, and serve as an early alert capability. Key to the success of such a force is:

(1) The identification of specific posts and related security work and procedures needed in light of the threat;

(2) The nature and extent of host government protection and U.S. Government physical security measures used; and

(3) Proper training, supervision, and management.

b. The surveillance detection (SD) force should also be deployed to achieve maximum effectiveness in the identification of possible hostile surveillance. Successful deployment of this force requires:

(1) Identification of specific posts to include vulnerabilities and locations from which hostile surveillance would probably be carried out:

(2) Identification of choke points along routes commonly used by employees;

(3) Agreement with the host government on the operation of the SDP;

(4) Good communications between SD personnel and the RSO; and

(5) Proper training, equipment, supervision, and management.

12 FAH-7 H-128 MISSION DETERMINES REQUIRED SECURITY MEASURES (TL:LGP-01; 08-10-2001)

a. U.S. missions determine post-specific security measures in accordance with policy guidance and security standards developed by the OSPB. After receiving DS/CIS/PSP/FPD approval for a LGP, the RSO, with the concurrence of the COM, will establish implementation measures.


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b. Post requests for authorization and funding of security services from DS/CIS/PSP/FPD which exceed Department standards will require the post's emergency action committee (EAC) recommendation and the COM or PO's approval.

12 FAH-7 H-129 OVERSEAS BUILDINGS OPERATIONS (OBO) (TL:LGP-02; 04-30-2003)

a. Certain types or sizes of OBO construction or renovation projects may require the use of local guards to ensure security at a mission or construction site. OBO Security Management (OBO/PE/SM), OBO Area Management (OBO/OM/AM), and DS/CIS/PSP/FPD will discuss and assign responsibility for security funding at OBO projects. For construction and/or major renovation projects, the RSO and the site security manager (SSM) (if one is assigned to the project) are responsible for deciding on the appropriate level of security and what costs are related to the project.

b. Additional guards needed as a result of an OBO construction project are funded by OBO. The additional guards needed for OBO construction projects are usually obtained through a contract modification to an existing NPS guard contract. Posts using a PSA arrangement for guard staffing may need to hire additional guards.

12 FAH-7 H-129.1 Site Security Manager (SSM) (TL:LGP-02; 04-30-2003)

a. For major projects, OBO designates an individual as the manager of security for the project. This individual is known as the site security manager (SSM). Whether or not the SSM is in the chain of command, the SSM will monitor performance of the local guard force at the project site and is expected to maintain frequent contact with the LGF shift commander. The SSM, in monitoring guard performance, is required to inform the RSO of any guard who does not provide services in accordance with the guard force general orders or the post orders for the post to which the guard is assigned.

b. The RSO is normally the COR for all local guard services under a NPS contract, including those guards supervised by the SSM at a construction site. Local guard general and post orders should specify the SSM’s authority and the local guards be advised accordingly. When changes are required in general or post orders, the SSM submits the changes to the


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RSO for approval. The SSM has no authority to change the scope of work of a guard force contract or to otherwise modify the terms of the contract. If changes are needed, the SSM consults with the COR, who then makes a request to the CO for a modification of a NPS contract.

c. In the absence of the SSM, a cleared American guard (CAG), if present, may monitor guard performance, issue technical guidance and act as a point of contact for the RSO. CAGs do not have the authority to supervise or discipline guards.

12 FAH-7 H-129.2 Controlled Access Area (CAA) Construction-Related Guard Posts (TL:LGP-02; 04-30-2003)

a. Local guard positions at access and/or egress points which are primarily used for OBO construction activities at new and/or ongoing construction sites involving a CAA, are funded by OBO/PE/SM. The guard positions are administered through the RSO or PSO even though a designated site security manager (SSM) may be assigned for project security.

b. The SSM is responsible for preparing comprehensive guard orders for the LGF, and for assuring that local guards assigned to the construction site perform work in accordance with the guidelines expressed in terms of the existing local guard contract.

c. The SSM will coordinate all security requirements with the RSO and/or PSO to ensure that these requirements are properly implemented and administered. OBO/PE/SM funded positions include, but are not limited to access control facilities, construction vehicle gates, auxiliary entrances for OBO personnel or construction materials, and any other entrances necessary for OBO project operations exclusive of mission business. All local guard orders must be written in both English and the local language, and posted in the access control facility. Additionally, after consultation with the RSO, the SSM should define the role of the LGF in response to emergency plans.

d. Static guards and/or the creation of a mobile patrol for coverage of buildings (including warehouses used solely by OBO) or properties that are used primarily for OBO activities, such as offices which may be at a different location then the actual point of construction, are also included in the OBO/PE/SM funding.

12 FAH-7 H-129.3 Non-CAA Construction-Related


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Guard Posts (TL:LGP-02; 04-30-2003)

Local guard positions at access and/or egress points primarily used for OBO construction activities and involve non-CAA projects will be funded by OBO/OM/AM. Local guard administration will be through the RSO or PSO even though an SSM may be assigned. The SSM will coordinate all security requirements with the RSO and/or PSO to ensure requirements are properly implemented and administered. Static guards and the creation of mobile patrol coverage of buildings or properties used primarily for OBO non-CAA related activities would also be funded by OBO/OM/AM.

12 FAH-7 H-129.4 Non-Construction Guard Posts (TL:LGP-02; 04-30-2003)

Local guard positions at access and/or egress points which are primarily used for embassy and/or consulate business are funded by DS/CIS/PSP/FPD (using both International Cooperative Administrative Support Services (ICASS) and non-ICASS funds), and administered through the RSO or PSO for the given post. This may include perimeter entrances, chancery and/or office building entrances, consular entrances, general public access, and any other access and/or egress points exclusive of OBO construction operations. Static guards and/or mobile partrol mobile coverage of official facilities used primarily by mission personnel and/or service a mission function, also remain funded by DS/CIS/PSP/FPD.

12 FAH-7 H-129.5 Guard Posts at Vacant Official Properties or in Response to Specific Vulnerabilities (TL:LGP-02; 04-30-2003)

a. Property, which is vacant pending OBO construction or disposal activities, may require static and/or mobile patrol guard coverage in order to prevent vandalism or homesteading. DS/CIS/PSP/FPD will not support the creation of a mobile patrol solely for property that is unoccupied, pending OBO development, sale, or other form of disposal. Under these circumstances, OBO is responsible for funding static and/or mobile patrol guards, based on RSO and OBO agreement on the recommended level of guard coverage required. Under other circumstances, DS and/or post is responsible for guard coverage. When OBO is responsible and determines a need for local guard coverage, it will submit its request to DS/CIS/PSP/FPD for approval. This approval must precede any contract modification action, change in Personal Services Agreement (PSA) staffing


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level, or other action that may entail OBO funding commitments.

b. In response to specific vulnerabilities, due to distance from perimeter screening to work site, or due to limited clearance of local construction workers, additional guard presence at the construction site may be required. If OBO agrees that additional guard coverage is required, OBO will fund the requirement whether it is a non-CAA or a CAA construction project.


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12 FAH-7 H-130 TYPES OF LOCAL GUARD PROGRAMS

(TL:LGP-01; 08-10-2001)


a. Regardless of type, all LGPs have the same security function. The type of program is primarily determined by the source of the guards. Local guards come from one of three sources:

(1) The guards may be the employees of a professional security firm working under a non-personal services (NPS) contract with the mission;

(2) The guards may be employees of the U.S. Government working under personal service agreements (PSAs); or

(3) The guards may be employees of the host government serving as members of a police or other security force.

NOTE: For facility access control and inspection functions, host government forces should be used only when NPS or PSA employees are not an option.

b. The Department requires that posts attempt to obtain local guard services from the host government. However, if the level of coverage is not sufficient, then the preferred alternative is a NPS contract with a professional security firm. Only when both of the above options are clearly established as unfeasible, will DS consider approving the use of PSAs to establish and maintain a local guard force.

12 FAH-7 H-132 HOST-GOVERNMENT LAW ENFORCEMENT (TL:LGP-01; 08-10-2001)

The security environment maintained by the host government through the use of its police resources whether responding to criminality and violence in the form of bombings, terrorist attacks, and riots, influences the kind and


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size of the LGP for a post. Each post must rely on the local security forces to respond to criminal events in a manner prescribed by the host government laws. Further, additional security resources may be needed for protection of U.S. Government assets where there is civil disturbance or other forms of violence directed against these assets. How prepared the host government is to do this effectively has a bearing on plans that the mission must make for its protection under such circumstances. Mission requirements for response to criminal or other incidents vary according to the nature of the threat to mission assets. Host country response time will vary from country-to-country and it is the mission's responsibility to determine the response time and whether or not it meets the mission's needs.

12 FAH-7 H-132.1 Host-Government Local Guard Support (TL:LGP-01; 08-10-2001)

a. Posts must make formal notification to host governments before taking any measures to create or maintain a LGF for the protection of mission employees, dependents, residences, and facilities. The nature of the threat and the vulnerability of personnel and facilities will be the basis for the proposed security measures.

b. The post must submit the above information to DS/CIS/PSP/FPD, with the formal host government response. This should be done as part of a request for approval of all new programs, or where there is a substantial modification or increase in the scope of an existing program. If local conditions dictate caution in taking this initial step with the host government, the reasons and an alternative strategy should be communicated by the post to DS/CIS/PSP/FPD.

c. If the post concludes that local guard resources are needed only for certain security procedures, within the confines of post buildings or grounds, then no representation need be made to the host government. These guards enhance the U.S. Government facility internal security program and will not operate outside of the facility perimeter. Examples of this are guards who are used for examining packages or vehicular cargo within a diplomatic compound, operating a metal detector or access control device inside a chancery or consulate lobby, checking identity documents, etc. Identify these guard services separately in the approval submission to DS/CIS/PSP/FPD.

d. The U.S. Government provides conventional protection for foreign missions in the United States and bodyguard services to selected resident foreign diplomats. Reciprocity is a political issue with some nations.


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Consequently, it is critical that embassies carefully review requests to be made of the host government and to coordinate these with the Department. If there is any indication that the host government may request reciprocity, a full discussion of the extent of the request contemplated should be forwarded to DS/CIS/PSP/FPD and the Office of Foreign Missions (DS/OFM) along with comments and recommendations by the COM. DS/OFM will then provide guidance in anticipation of possible reciprocal requests in the United States. When reciprocity problems arise, posts should provide:

(1) Details of the protection assistance to be provided; and

(2) Post views relative to the reciprocity problems.

The Department will then provide specific guidance on a case-by-case basis.

e. It is U.S. Government policy that missions where local guard services are provided by the host government, responsibility for any questions or problems related to liability for the action or inaction of the host government forces is the sole responsibility of the host government. This should be made clear to the host government before conclusion of any MOA and/or MOU and should be included in the final MOA and/or MOU. See 12 FAH-7 Appendix III, Suggestions for Host-Government MOU and/or MOA, for additional information.

f. Before any approach is made to the host government, the RSO should discuss the local guard needs with the administrative officer and the DCM or COM, as appropriate. It should be understood that discussions with the host government would represent an official statement of the mission relative to the host government services. A decision may be taken to approach the host government in an informal manner.

g. Before signing any final agreement between the post and the host government, the post should send the final draft to DS/CIS/PSP/FPD for review and appropriate department clearances, e.g., A/OPE, L/LM/DS, regional bureau, etc.

12 FAH-7 H-132.2 Host-Government Security Services (TL:LGP-01; 08-10-2001)

The host government security forces may consist of civil, paramilitary, and military forces of various proficiencies. Such forces vary from country to country. The RSO or PSO should become aware of the responsibilities and


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capabilities of such forces at the post of assignment. Detailed information regarding the scope and nature of guard services provided should be determined. This includes information on the numbers of personnel, the posts of assignment, the nature of arms used, the manner in which such personnel are supervised, and the hours of coverage for each post.

12 FAH-7 H-132.3 The Vienna Convention on Diplomatic Relations and Optional Protocol on Disputes (1961) (TL:LGP-01; 08-10-2001)

a. Most countries, including the United States, are parties to the Vienna Convention on Diplomatic Relations, a multilateral international agreement concerning diplomatic privileges and immunities. The full language of the Vienna Convention is generally available in the mission’s political section. The key provisions include:

(1) Article 1—Provides definitions of diplomatic staff and premises;

(2) Article 22—States the inviolability of the premises of the mission and states the duty of the receiving state to take all appropriate steps to protect the premises of the mission against any intrusion or damage and disturbance of the peace or the impairment of its dignity;

(3) Article 27—Requires the receiving state to permit and protect free communication by the mission for all official purposes, but requires host government consent for the use of a wireless transmitter;

(4) Article 29—States the immunity from arrest or detention of a diplomatic agent;

(5) Article 30—Provides the same level of inviolability for the residence of a diplomatic agent as that accorded to the mission; and

(6) Article 37—Provides the same level of immunity for diplomatic agents and their families and defines the privileges and immunities of administrative and technical staff.

b. The Convention formalized rules of conduct that have existed for centuries. Whether or not a host country is a signatory of the Convention, its provisions have become the accepted norm in international relations.


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12 FAH-7 H-133 NONPERSONAL SERVICES (NPS) CONTRACT (TL:LGP-01; 08-10-2001)

a. It is the general policy of the U.S. Government, Office of Management and Budget (OMB) Circular A-76, to rely on commercial sources to supply the products and services that the U.S. Government needs. U.S. Government performance of the commercial activity of providing guard services may be authorized when:

(1) No commercial source is capable of providing the needed products or services;

(2) Use of such a source would cause unacceptable delay or disruption of an essential program; or

(3) A cost comparison demonstrates that the U.S. Government is operating or can operate the activity on an on-going basis at an estimated substantially lower cost than a qualified commercial source.

b. DS/CIS/PSP/FPD has a cost-estimating model that must be used to establish whether or not personal service agreements (PSAs) would be less expensive than continuing a NPS contract. However, if a post is able to substantiate that it could operate a LGP with PSAs, at a lower cost than a NPS contract, DS/CIS/PSP/FPD agreement is required.

c. The 12 FAH-7 H-400 covers in detail the benefits for the U.S. Government, the post and the RSO and/or PSO of operating a LGF through the use of a NPS contract as well as the procedures needed to execute a contract. The majority of LGPs use NPS contracts and every effort should be made by the mission to, where possible, maintain a NPS contract with a commercial security firm.

12 FAH-7 H-134 PERSONAL SERVICE AGREEMENT (PSA) (TL:LGP-01; 08-10-2001)

a. PSAs are used to employ guards at missions where no suitable commercial security contractors are available. The host government, for example, may prohibit the establishment or operation of such companies.


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b. Under a PSA, each personal service contractor is treated as if he or she is directly employed by contract by the U.S. Government, and therefore, direct supervisory authority is exercised over that employee through an established employer-employee relationship. See 12 FAH-7 H-440 for complete information on establishing and maintaining a PSA staffed LGF.



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12 FAH-7 H-200 PROGRAM MANAGEMENT

12 FAH-7 H-210 FACILITY PROTECTION DIVISION

(TL:LGP-01; 08-10-2001)

12 FAH-7 H-211 FACILITY PROTECTION DIVISION RESPONSIBILITIES (TL:LGP-01; 08-10-2001)

a. DS/CIS/PSP/FPD is the program office with the responsibility of reviewing all mission local guard programs (LGPs), including surveillance detection programs (SDPs). DS/CIS/PSP/FPD approves the program content, prepares and manages the worldwide budget, and provides funding (or allotment authority) for the implementation of mission security programs, including residential security and surveillance detection. This office also functions as the focal point for all activities needed in support of the mission’s LGP. DS/CIS/PSP/FPD will coordinate with other elements of DS, other bureaus, (i.e., A/OPE, L/LM/DS for contract administration and solicitation and/or award process), and other agencies as the need arises. DS/CIS/PSP/FPD is composed of program and budget officers.

b. The Department’s LGP is managed through the Chief of the Facility Protection Division (DS/CIS/PSP/FPD).

c. DS/CIS/PSP/FPD develops policies and procedures, responds to requests for information from missions, prepares statistics, and monitors disbursement of funds for the LGP worldwide. It is also responsible for:

(1) Assisting in training RSOs, PSOs, and others in Washington and abroad;

(2) Approving program content and program changes;

(3) Monitoring the implementation of program contracting and assisting in the development of solicitations for guard services and contracts;


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(4) Providing assistance in the design and implementation of programs, utilizing technology where possible;

(5) Conducting program and financial reviews to ensure that minimum LGP and residential security standards are met at posts;

(6) Allocating funds for posts’ LGPs;

(7) Coordinating LGP issues within DS, other Department offices and bureaus, and other foreign affairs agencies.

(8) Assisting RSO and/or PSOs in determining the need and level of protection to be provided to residences; and

(9) Providing assistance in the establishment and operation of programs for surveillance detection.



12 FAH-7 H-220 Page 1 of 5

12 FAH-7 H-220 PROGRAM DESIGN AND APPROVAL

(TL:LGP-01; 08-10-2001)


The RSO designs and adapts LGPs to address post threat levels, taking into account the security provided by the host government. The design of the program is determined by the facilities and residences the U.S. Government must protect and what protective measures will be used. A major design issue for many LGPs is whether or not the LGF should carry firearms and under what circumstances they should be used. The program design should also consider the need for security enhancements installed in residences and/or using mobile patrols in residential areas. Static residential guards may be authorized for certain categories of residences according to the threat level at post.

12 FAH-7 H-222 IDENTIFYING GUARD SERVICE NEEDS (TL:LGP-01; 08-10-2001)

a. After identifying the facilities and personnel the post must protect, the RSO is responsible for determining the extent of guard services required. Principally, the threat and the type of scope of other security measures already in place will influence this determination. Within policy guidelines, the RSO identifies guard posts, specifies hours of coverage per day and days per week, and the function of each guard on post.

b. LGF personnel should be the initial barriers against harm to U.S. Government personnel and facilities. The LGF provides an early alert of possible attacks against U.S. Government assets. Guards are expected to resist attacks, thereby providing a first line of defense from such violence.

c. Demand for guard services is dependent on how well the host government protects U.S. Government personnel and facilities and on how well it is able to respond to and deter criminal incidents in general.


12 FAH-7 H-220 Page 2 of 5

d. The types of guard services provided are:

(1) Access control for visitors and their packages—The examination and inspection of all non-U.S. Government employees entering an official facility, on foot or in a vehicle, to ensure that they and any packages or other material in their possession do not contain weapons, explosives, or other items prohibited from entry into the mission;

(2) Control of visitors within official facilities—The maintenance of order and the control of any disturbances created by visitors who have been permitted entry into the mission. For example, visa applicants who refuse to accept in an orderly manner rejection of a visa application;

(3) Examination of vehicles for contraband and explosives—The check of all vehicles, official and non-official, including cars, vans and trucks before allowing entry into official facilities in order to ensure that the vehicles do not contain weapons, explosives, or other items prohibited from entry into the mission;

(4) Foot patrol of secure perimeters—The patrol by a guard or guards either inside or outside of the exterior of the mission and its outer perimeter;

(5) Protection of employees at work and at home—Ensuring the security of employees while working in official facilities and at certain posts providing security to employees and dependents at their residences through mobile patrols or static posts;

(6) Mobile patrols—One or two guards, with a vehicle, who may conduct security checks at official facilities or residences on an irregular basis and/or be responsive to alarms and calls for assistance in the event of criminal or terrorist attack;

(7) Reaction forces—In countries with a high threat level, an armed mobile force that is prepared to respond to alarms and calls for assistance in the event of criminal or terrorist attack;

(8) Bodyguard and/or armed escort for the chief of mission (COM) and others—Guards employed by the U.S. Government, solely or in concert with host government security personnel, assigned to protect the COM or any other member of the mission, determined by the Emergency Action Committee (EAC), to be under extreme risk of personal violence or assassination;

(9) Surveillance detection—Often accomplished by LGF observations,


12 FAH-7 H-220 Page 3 of 5

but the objective of surveillance detection is considered so important that it has been assigned its own staff and program management (See 12 FAH-7 H-222, paragraph g); and

(10) Such other security functions as determined by the RSO—Depending on the local security situation, threat level and intelligence reporting, local guard forces may be assigned to tasks above and beyond those described above.

e. Where the host government provides security guards or patrols, or participates in the LGF mobile patrols, the post will be responsible for determining whether or not these services are adequate to meet the post's needs. In instances where a unit of the host government's security force is detailed to the post, the RSO or PSO will usually exercise professional oversight of this unit. Custom or circumstances may require the provision of a stipend and/or food, shelter or other forms of support for services rendered. Such costs are authorized if they are restricted to the LGF program and approved by DS/CIS/PSP/FPD. They should be accounted for under the RSO's input to the post's annual International Cooperative Administrative Support Services (ICASS) budget submission.

f. A major element in the post's LGP is the SDP. Surveillance detection (SD) is the identification of planned terrorist activities targeted at a mission through the use of personnel specially trained to detect and report on surveillance or other suspicious activity directed against the mission. This program requires a significant commitment in personnel and financial resources. U.S. Government surveillance detection requirements will normally not be met by host government forces, but the nature of the program requires host government concurrence before implementation.

g. An optimum and appropriate amount of host government protective services should be sought and its performance monitored by the RSO. In addition, where a LGP is required, it should be managed by the RSO. It is U.S. policy that missions should contract commercially with a suitable and qualified local firm for the provision of all guard services to meet the mission’s needs. This contract should provide coverage of specific posts for the required hours per year by trained guard personnel, transportation equipment, communications equipment, weapons, expendable supplies, and such operational costs as can be anticipated at the time of signing of the contract. Where this is not feasible or can be shown to be more costly and less effective, the mission may contract for guard services directly, using a personal services agreement (PSA). The mission then selects, trains, supervises, and disciplines guard personnel. The mission must also maintain proper records concerning the management and operation of the force. The administrative overhead costs to support the


12 FAH-7 H-220 Page 4 of 5

LGF personal service agreements must be borne by the mission and are not chargeable to the LGP.

12 FAH-7 H-223 NEED FOR ARMED GUARDS (TL:LGP-01; 08-10-2001)

a. Several factors must be taken into account by the RSO when making a determination that armed guards and/or bodyguards are needed to protect mission personnel and assets. The RSO must obtain Department approval for arming SD personnel. Should the RSO consider the use of firearms necessary for any security personnel the Department requires the following items to be taken into consideration:

(1) Mission policy, as developed by the EAC, supported by the RSO and approved by the COM concerning the need for armed guards;

(2) The 12 FAH-6, Security Standards, as related to special protective equipment (SPE);

(3) The host government laws, regulations and policy concerning weapons in the hands of a local guard force. NOTE: In those rare cases where an armed SD force is needed, particular attention must be paid to host government regulations on carrying and use of concealed weapons;

(4) Other local laws which may restrict the type and/or caliber or weapons that can be used (i.e., weapons exclusively for military forces use);

(5) Host government and U. S. Government policies on use of deadly force.

(6) Establishment of a clear line of responsibility for personal injury, loss of life or property damage (liability). Particular attention must be paid to differences in responsibility between a non-personal services (NPS) contract guard forces and PSA guard forces as well as local liability law.

(7) DS policy with regard to types and capabilities of weapons requested by the RSO to accomplish the mission. Heavy caliber or high rates of firepower (semi-automatic and automatic) weapons are usually restricted to bodyguards and certain high-threat situations;

(8) Procurement sources for weapons and ammunition, i.e., contractor,


12 FAH-7 H-220 Page 5 of 5

U.S. Government. See 12 FAH-7 H-626;

(9) The host government licensing and firearms training requirements for armed guards; and

(10) Training program for NPS contract or PSA guard forces, in the absence or unacceptability of host government standards. (i.e., Who will provide training, what are qualifying standards?).

12 FAH-7 H-224 HOST-COUNTRY CONSIDERATIONS (TL:LGP-01; 08-10-2001)

a. Due to the size of the mission and the number of personnel, dependents and official facilities that require protection, the LGF in many countries can constitute a substantial force. Posts and RSO and/or PSOs should make every effort to ensure that appropriate host government agencies and officials are fully aware of the size and function of the LGF. They should also ensure that a post's LGF is fully in compliance with any host government laws, regulations or policies governing the establishment and operation of a "private" guard force.

b. Many countries are also very sensitive about weapons and ammunition in the hands of any other entity other than their own police or military forces. Restrictive requirements or outright prohibitions may preclude the use of armed guards. Where the use of an armed LGF is contemplated, information relating to the above considerations must be fully researched and documented. This information must be maintained in the post's LGP files and records. A copy of this information should be provided to DS/CIS/PSP/FPD. Post specific, in contrast to nation-wide information, concerning host government regulations on weapons and ammunition should also be included in the post records.

12 FAH-7 H-225 PROGRAM APPROVAL (TL:LGP-01; 08-10-2001)

DS/CIS/PSP/FPD reviews each post’s LGP submission to ensure that the program request is in accordance with established standards. Adjustments may have to be made if the program submissions for all posts exceed the funding available to DS/CIS/PSP/FPD for the worldwide local guard program. If an adjustment is needed, DS/CIS/PSP/FPD will notify the posts effected.


12 FAH-7 H-220 Page 6 of 5



12 FAH-7 H-230 Page 1 of 2

12 FAH-7 H-230 PROGRAM MANAGEMENT REVIEW

(TL:LGP-01; 08-10-2001)


a. The Facilities Protection Division (DS/CIS/PSP/FPD) is responsible for managing the local guard, residential security and surveillance detection programs. Due to the large amount of money invested in these programs, periodic program management reviews (PMR) will be conducted to determine how effectively DS/CIS/PSP/FPD programs are being administered and whether the funds are being used judiciously for the purposes for which they were allotted. See 12 FAM 323.2, Program and Financial Reviews, for additional information.

b. The PMR team will consist of program officers from DS/CIS/PSP/FPD and contractors when performing reviews at larger posts. One program officer will be designated as the team leader. At posts with a significant security budget, a financial management officer from DS/CIS/PSP/FPD will also accompany the team. A separate telegram will advise posts of the details and schedule of a program management review, including any special requirements or requests.

c. A PMR will cover the post's local guard, residential security, surveillance and explosive detection programs, as well as funding and contractual issues,

d. A sample program management review checklist, which can be used by the RSO and/or PSO, to prepare for a program review or to evaluate the current state of the LGP can be found in 12 FAH-7 Appendix VIII.

e. Information reviewed at the post will include:

(1) Copies of LGP contracts with exhibits and modifications;

(2) Copies of invoices of payments;

(3) Records of deduct actions or sub-standard contract performance issues;


12 FAH-7 H-230 Page 2 of 2

(4) A listing of all LGP and SD vehicles;

(5) LGP and SD training records;

(6) Residential security files and/or records; and

(7) Post's input regarding LGP, SD and residential security concerns.



12 FAH-7 H-240 Page 1 of 3

12 FAH-7 H-240 LCOAL GUARD PROGRAM (LGP) CHANGES

AND OTHER CONSIDERATIONS (TL:LGP-01; 08-10-2001)

12 FAH-7 H-241 SUBMISSION GUIDELINES FOR LGP CHANGE REQUESTS (TL:LGP-01; 08-10-2001)

a. Various events or conditions at the post may indicate a need for changing the scope of the current LGP, to an extent that will have resource implications. These changes may mean that additional resources will be required or that there is no longer a need for the current level of services. Examples include, but are not limited to:

(1) Acquisition or reduction of office space in a location outside of the chancery;

(2) A long term change in the threat level that requires additional protection;

(3) A decision that firearms are now needed or no longer needed; and

(4) Opening or closing of a consulate in a city outside of the capital.

b. These changes or others may require formal discussions with the host government. They may also involve the modification of existing contract guard services, the procurement or disposal of non-expendable equipment, or the increase or decrease in funding for supplies or for LGP operations.

12 FAH-7 H-242 LGP RESOURCE INCREASES (TL:LGP-01; 08-10-2001)

Where the RSO perceives a need for an increase in resources (i.e., guard services, surveillance detection, additional non-expendable equipment, operational expenses, etc.), which have funding implications and which cannot be absorbed within the authorized level of funding for the LGP, a


12 FAH-7 H-240 Page 2 of 3

message should be sent to DS/CIS/PSP/FPD. The message should give full details regarding the specific reasons for the needed increase, identifying the amount of funds that would be required and noting that the request has been coordinated with the contracting officer (CO), normally the GSO, and the financial management officer (FMO). The funding information concerning the request should be covered, giving appropriate message references, in the post's annual ICASS budget submission.

12 FAH-7 H-243 LGP RESOURCE DECREASES (TL:LGP-01; 08-10-2001)

Mission needs for resources may decrease during the current fiscal year, as in the case of an overestimation of need or where the nature of the threat is reduced. The decrease may also be the result of downsizing or other long-term changes. These changes may affect security posts for guard services, vehicles, radios, weapons, or operating expenses. With a NPS contract, the decrease in the need for guard personnel and contracted-for non-expendable equipment must be made through modification of the existing contract using the procedures specified in the contract. Otherwise, guidelines for making appropriate changes in the LGP scope are the same as that used in the mission’s request for increases in resources. DS will provide approval for changes that do not involve the contract modification. Modifications of the contract should be followed by the mission sending an information copy of the contract modification to DS/CIS/PSP/FPD and A/OPE. Since LGP funding resources cannot be used by the mission for other purposes and because DS must manage LGP program funding worldwide, missions should notify DS/CIS/PSP/FPD when decreases in resources become apparent, indicating the dollar amount. DS will provide instructions for the disposition of excess equipment items and for return of excess funds to DS for reallocation.

12 FAH-7 H-244 DS/CIS/PSP/FPD NOTIFICATION (TL:LGP-01; 08-10-2001)

The RSO should advise DS/CIS/PSP/FPD as soon as a need for additional or decreased resources is identified. The documentation can follow, but it is important that DS/CIS/PSP/FPD knows of the mission's needs and can take early action to provide prompt support. It is expected that the RSO and DS/CIS/PSP/FPD will communicate freely during the process of program and funding approval in order that action in support of the mission can be expedited.


12 FAH-7 H-240 Page 3 of 3



12 FAH-7 H-310 Page 1 of 3

12 FAH-7 H-300 PROGRAM FUNDING AND BUDGET

PROCESS

12 FAH-7 H-310 OFFICE RESPONSIBILITIES AND

PROCEDURES RELATED TO THE LGP BUDGET PROCESS

(TL:LGP-01; 08-10-2001)


a. The funds used by the Local Guard Program (LGP) originate in an annual appropriation from Congress. This appropriation is based upon a budget request submitted by the Department. The Department request is based upon a compilation of existing and projected needs submitted annually by all posts and missions. The individual posts develop their financial inputs from integration of the post threat level as published in the security environment threat list (SETL) and local elements such as post housing profile, numbers of employees and dependents, and number and location of official facilities.

b. When the Department has received the Congressional appropriation for the LGP the amount received is compared to the total requested. Posts' requests are then considered based on a priority that considers threat level, existing programs, contractual obligations, planned changes, etc. DS then determines what percentage of the original post request can be funded. Advice of allotments are prepared and the funds are allocated to the posts periodically during the fiscal year.

c. The RSO manages the expenditure of funds allotted to the LGP including key elements such as cost estimates, rates of expenditure and approval of invoices. The mission’s primary budget document is the annual International Cooperative Administrative Support Services (ICASS) budget submission. This budget submission includes the local guard,


12 FAH-7 H-310 Page 2 of 3

surveillance detection and residential security program costs which are cited under non-ICASS and regular ICASS budget codes. This budget submission is prepared by the financial management officer (FMO) using information provided by the RSO and/or PSO. DS uses LGP information from this budget submission to develop its portion of the Department's annual budget request to Congress.

d. The LGP portion of the annual ICASS budget submission is reviewed by DS/CIS/PSP/FPD for approval. It also provides the rationale to support the request for approval of the proposed program. The ICASS budget submission (ICASS and non-ICASS portions) includes personnel, equipment, supplies, and other operating expenses for the LGP, including guard services for all foreign affairs agencies at post.

12 FAH-7 H-312 FINANCIAL MANAGEMENT OFFICER (FMO) (TL:LGP-01; 08-10-2001)

The post FMO is responsible for preparation of the annual ICASS budget submission for the planning year. The FMO relies on the RSO to provide data for preparation of this document. The FMO provides guidance as to the information required. The FMO is responsible for approving the billing form and procedure for payment of the guard force contractor. The FMO provides information regarding the current status of obligations and expenditures of funds for the LGP.

12 FAH-7 H-313 REGIONAL SECURITY OFFICER (RSO) (TL:LGP-01; 08-10-2001)

a. The RSO prepares detailed LGP information along with his or her LGP budget requests. The program and fiscal information is required by DS/CIS/PSP/FPD in order to meet its responsibility for worldwide LGP management. Annually an ICASS budget submission is provided by the post and includes local guards, surveillance, explosives detection and residential security program costs. The RSO must review the applicable sections of the post's budget submission prior to informing the Department. Upon information receipt by the Department the data is entered into the ICASS Service Center's global database for department office use. The data serves to justify the post's overall budget plan.


12 FAH-7 H-310 Page 3 of 3

b. The RSO in his or her management role should:

(1) Base requests on need;

(2) Monitor actual expenditures;

(3) Initiate change requests;

(4) Certify service provided; and

(5) Approve payment of invoices.

c. The RSO is an ICASS service provider representative and attends ICASS council meetings as an executive office member. The RSO is responsible for presenting ICASS security budgets.

12 FAH-7 H-314 DS/CIS/PSP/FPD (TL:LGP-01; 08-10-2001)

a. DS/CIS/PSP/FPD plays a major role in the budget process as a central point for accumulating data, validating LGP programs, and balancing requests and resources. To do this, DS/CIS/PSP/FPD performs the following functions:

(1) Reviews post's ICASS budget submissions to ensure that they are in accordance with DS standards and Department policy. This includes paying particular attention to changes in size or direction of a program, training initiatives, threat level changes, changes of contractors or types of program, and currency devaluation and changes in rates of exchange;

(2) Approves LGPs and forwards the budget submission to other offices for the issuance of advice of allotments;

(3) Initiates disbursement actions; and

(4) Coordinates and adjudicates requests for changes throughout the budget year.

b. The final approved total for any posts LGP is determined by DS/CIS/PSP/FPD based on a variety of factors, including amounts appropriated by Congress and priority of post's needs relative to all other post's security situations.


12 FAH-7 H-310 Page 4 of 3



12 FAH-7 H-320 Page 1 of 3

12 FAH-7 H-320 PROGRAM FUNDING

(TL:LGP-01; 08-10-2001)

12 FAH-7 H-321 INTERNATIONAL COOPERATIVE ADMINISTRATIVE SUPPORT SERVICES (ICASS) FUNDING (TL:LGP-01; 08-10-2001)

a. The ICASS system is used to budget and distribute the cost of local guard services to participating U.S. agencies abroad. Developed to respond to changing conditions and the large increases in staff abroad, ICASS stresses local empowerment, transparency of administrative costs, post selection of service providers, and customer satisfaction.

b. The key financial management mechanisms supporting ICASS are:

(1) A working capital fund through which all funds flow. All costs are clearly identified, recorded, and accounted for. It operates on a no-year basis and most funds can be carried forward from one fiscal year into the next.

(2) A contingency fund system that allows bureaus to address unbudgeted or unanticipated ICASS needs that arise after allotments have been made. See the FMO for additional information on this or any other aspect of ICASS funding.

c. The ICASS Service Center (FMP/ICASS) provides post ICASS budget and cost distribution software to each post to facilitate the budget formulation and execution process for identifying the actual costs of shared administrative services by cost center (function code) and each agency’s share. The ICASS councils use this information to manage their resources including preparing their budget submissions. Post ICASS budget and cost distribution software is further described in 6 FAH-5 H-808.1-3.

d. ICASS funding for non-residential local guard services is charged against cost center Function Code 5826, for shared facilities such as chanceries, annexes and shared warehouses which State and other U.S. Government agencies occupy.


12 FAH-7 H-320 Page 2 of 3

12 FAH-7 H-322 NON-ICASS FUNDING (TL:LGP-01; 08-10-2001)

a. Non-ICASS funding is everything that the Department provides through the appropriation that it receives from Congress for its operating expenses. This includes all items, (i.e., salaries, supplies, equipment, bodyguard travel and subsistence, etc.) that are used for the exclusive support of the Department's employees and programs. It also includes funding for many employees and services which, although they provide support for other agencies, would still be provided in the absence of the other agencies. Non-ICASS funding is used to fund all residential local guards, mobile patrols, bodyguards and office sites that are DOS only or directly charged to another agency. It remains Department policy to make every effort to identify costs that are the legitimate expense of other agencies and to charge those costs to the identified agency.

b. Non-ICASS funding is distributed under Function Code 5820. Actual expenditures are accounted for under the individual codes listed in 12 FAH-7 Appendix IV.

12 FAH-7 H-323 SECURITY FUNDING FOR REPRESENTATIONAL EVENTS (TL:LGP-01; 08-10-2001)

a. In the event that funding is required for LGP services for representational events hosted by the chief of mission (COM), deputy chief of mission (DCM) or other Department officers, the costs should be charged as additional and emergency services under a NPS contract. For a personal service agreement (PSA) staffed LGPs, the costs are charged to the applicable function code.

b. Additional costs for LGP services for representational events hosted by non-State agencies are the responsibility of the non-State agency hosting the function. Payment should be made through a transfer of funds at the post.

c. Additional LGP services may be provided for a non-representational event hosted by a U.S. Government employee, but all of the costs of the LGP services are the responsibility of the employee.


12 FAH-7 H-320 Page 3 of 3

12 FAH-7 H-324 SECURITY SUPPLEMENTAL FUNDING (TL:LGP-01; 08-10-2001)

a. Occasionally, the Department receives additional funding for programs related to security. These funds are generally targeted for specific improvements in security and, in some cases, may involve capital expenditures and new programs or changes in existing programs. For example, the creation of surveillance detection teams at embassies originated as a result of a supplemental appropriation for security improvements. If a program becomes long-term or permanent, it is included in the appropriate annual budget.

b. Security supplemental funding cannot be anticipated. The Department may initiate requests for additional security appropriations when a need is identified, but the actual decision as to whether or not funds will be appropriated and the terms and conditions of any appropriations are Congressional prerogatives, the outcome of which is difficult to predict.

c. In the event that security supplemental funds affecting the LGP are anticipated, posts will be notified by telegram of the intent for which the funds have been appropriated. The posts will be informed of the guidelines necessary to utilize the supplemental funds in order to meet the requirements of the legislation.



12 FAH-7 H-410 Page 1 of 7

12 FAH-7 H-400 LOCAL GUARD SERVICES

12 FAH-7 H-410 CONTRACTING FOR LOCAL GUARD

SERVICES (TL:LGP-01; 08-10-2001)


a. The U.S. Government has found that a non-personal services (NPS) contract with an established professional security firm is generally the most effective, efficient and least expensive option for providing LGP services to a mission. This chapter provides an RSO with information and assistance to develop, finalize, and administer such a contract. A NPS local guard contract provides the following benefits to the RSO and/or PSO and the mission:

(1) Shifts some of the burden of day-to-day responsibility for administration, scheduling, logistics and personnel to the contractor;

(2) Generally reduces the U.S. Government liability for accidents, malfeasance, misfeasance, and other long-term obligations as the contract makes most liabilities the responsibility of the contractor;

(3) Reduces some of the administrative burdens of the program;

(4) Shifts recruitment, screening, and selection to the contractor;

(5) Makes the contractor responsible for some or all of the equipment; and

(6) Makes the contractor responsible for removal and/or replacement of personnel.

b. A sample contract for solicitation can be found on the Department’s


12 FAH-7 H-410 Page 2 of 7

intranet site at http://aope.a.state.gov/ and on the Internet site at http://www.statebuy.gov/opehelp/opehelp.htm. The RSO and contracting officer (CO) must use this sample document to ensure the proper contract terms are included.

c. The RSO should work closely with the CO to take into account post-unique requirements, as well as local law and conditions, in tailoring the sample local guard solicitation to satisfy LGP needs.

12 FAH-7 H-412 NONPERSONAL SERVICES (NPS) TIME AND MATERIALS CONTRACTS (TL:LGP-01; 08-10-2001)

The sample LGP solicitations found on the intranet or internet are based on a time and materials basis. Items of particular interest to RSOs and PSOs can be found in 12 FAH-7 Appendix V. The contractor provides hours of service based on a specific requirement (by post and hours of coverage) at a rate fixed in the contract. The contract also provides for both changes in work level requirements and temporary additional and/or emergency services. This type of contract has the following features:

(1) Responsibility for Supervision—A NPS contract shifts some of the burden of day-to-day supervision from the RSO and/or PSO to the contractor. Although the RSO and/or PSO should retain overall control and supervision of the LGF, the daily operation, supervision, inspection, and discipline are the contractor’s responsibility. This includes preparation of duty rosters and records maintenance (pay, allowances, etc.), all of which are subject to RSO and/or PSO review and/or approval. The fact that the contractor has corporate responsibility under the contract to manage the guard force does not eliminate the need for proper monitoring by the RSO. The RSO as the contracting officer's representative (COR) must be vigilant in reviewing the work of the contractor and documenting cases of poor performance.

(2) U.S. Government Liability—A NPS contract reduces the U.S. Government liability for many long-term obligations normally incurred in the direct hiring of local employees. These include coverage under retirement and medical programs, social security, and other benefits required by U.S. or local law. The burden of participation in these programs as required by local custom or law is included in the terms of the contract. Severance pay may or may not be a U.S. Government liability under a NPS contract. See 12


12 FAH-7 H-410 Page 3 of 7

FAH-7 Appendix V.2, paragraph (40). The rates and prices in the contract include all direct costs, indirect costs (fringe benefits), and profit.

A NPS contract also reduces the U.S. Government liability for personal injury or property damage caused by actions or inactions of the contractors guard force employees. The responsibility for liability for injuries or damage on the part of guards should be clearly spelled out in the contract. See 12 FAH-7 Appendix V.2, paragraph (41).

(3) Mission Administrative Workload—A NPS contract changes but does not eliminate mission workload. The RSO is not personally responsible for records preparation and/or maintenance in administering a group of employees for individual payroll, leave, health programs, other social services, and administrative details. Contractors are held responsible for all of these functions rather than the mission’s administrative staff. NOTE: Nevertheless, the RSO as the COR is responsible for inspecting the contractor’s work and reviewing the contractor’s invoices. The RSO as COR must ensure that the contractor performs acceptably. The U.S. Government pays only for acceptable hours worked, and all items in each invoice must match the terms of the contract.

(4) Selection and Screening—A NPS contract shifts some of the burden of pre-employment selection and screening from the mission to the contractor. The mission can require the contractor to perform much of the preliminary work in processing prospective guards. This may include verification of birth, education, military service, previous employment, health examinations, and police checks. Results of all of these should be subject to the mission’s final review, internal record checks and approval. The RSO is responsible for reviewing the sample LGP solicitation and ensuring that the selection and screening process meets post’s needs.

(5) Equipment—A NPS contract can require contractors to furnish some or all of the needed equipment. Where possible, this is the most desirable method of equipping a contracted LGP guard force. It relieves the mission of the burden of funding, procurement, and maintenance of equipment. It eliminates or reduces the level of inventory of U.S. Government property and related administrative work. However, the mission is responsible for periodic reviews and testing of equipment, and the prices offered by competitors may require review during the proposal evaluation process to ensure that they are reasonable.

(6) Removal and/or Replacement of Personnel—A NPS contract


12 FAH-7 H-410 Page 4 of 7

makes the contractor responsible for the removal and/or replacement of personnel for cause. The sample solicitation and/or contract has a clause covering the removal and/or replacement of personnel for cause upon the written advice of the CO or the COR.

12 FAH-7 H-413 STEPS IN CONTRACTING LGF SERVICES (TL:LGP-01; 08-10-2001)

Once the decision has been made to contract the LGF services, the procedure generally involves the following steps:

(1) Development of a Request for Proposals (RFP)—Assemble all the information necessary to allow prospective offerors to fully understand the scope of work to be performed under the contract. Include the numbers of posts, numbers of guards, kinds and numbers of equipment, etc. A full list of the information needed to develop a RFP can be found in the sample solicitation on the A/OPE Intranet site at http://aope.a.state.gov and on the Department's Internet site at http://www.statebuy.gov/opehelp/opehelp.htm. The RSO should coordinate with DS/CIS/PSP/FPD and A/OPE for the required inputs.

(2) Public Announcement Information—Distribution of the mission's intention to contract for LGF services is publicized through announcements in the Commerce Business Daily, local papers and other sources.

(3) The Solicitation—This is the process of requesting and receiving proposals from offerors in accordance with the terms laid out in the request for proposals (RFP).

(4) Technical Evaluation—A panel is assembled to review each proposal to ensure that the offeror has fully understood and is able to comply satisfactorily with the terms and conditions of the contract. Only offerors with acceptable technical proposals, as determined by the panel, can be considered for the award of the contract.

(5) Award of Contract—The CO awards the contract to the technically acceptable responsible offer with the lowest evaluated price. A 10 percent price preference is available for qualified U.S. firms. Contract awards must be reviewed by A/OPE and L/BA before the contract can be signed.


12 FAH-7 H-410 Page 5 of 7

12 FAH-7 H-414 CONTRACTING OFFICER (CO) (TL:LGP-01; 08-10-2001)

The CO is the U.S. Government's authorized agent for dealing with contractors and has sole authority to solicit proposals, negotiate, award, and modify contracts on behalf of the U.S. Government. For a LGP, the CO performs duties at the request of the RSO and/or PSO and relies on the RSO and/or PSO for technical advice concerning the supplies and services needed. A close and cooperative relationship between the CO and the RSO is necessary to ensure successful management of these contracts. The CO has the following roles and responsibilities in the contracting process:

(1) Determining the method of acquisition and type of contract to be used;

(2) Appointing the COR. The COR must be a State Department employee unless alternative procedures have been approved by A/OPE. For local guard force (LGF) contracts, the RSO and/or PSO or an A/RSO are usually appointed as the COR;

(3) Advertising the procurement action in the Commerce Business Daily;

(4) Developing the solicitation mailing list;

(5) Obtaining approval for the solicitation from DS/CIS/PSP/FPD and A/OPE;

(6) Issuing the solicitation;

(7) Providing guidance to the technical evaluation panel;

(8) Negotiating with offerors;

(9) Executing the contract;

(10) Debriefing the unsuccessful offerors;

(11) Administering the contract including execution of contract modifications; and

(12) Rendering final decisions regarding protest, claims, and disputes.


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12 FAH-7 H-415 CONTRACTING OFFICER'S REPRESENTATIVE (COR) (TL:LGP-01; 08-10-2001)

a. The COR acts as a technical resource to the CO by providing a detailed scope of work for the required services. The RSO or PSO are usually designated as the COR and, as such, is responsible for day-to-day monitoring of the contractor’s performance. NOTE: Only the CO may modify the terms and conditions of the contract. The COR’s duties are described in detail in 6 FAH-2, The Contracting Officer's Representatives Handbook, subchapter H-142, and include the following:

(1) Defining project requirements and developing a statement of work (SOW);

(2) Initiating, developing and transmitting a complete procurement request package to the CO with all required administrative approvals;

(3) Assisting the CO in obtaining certification of the availability of funds;

(4) Obtaining appropriate justification for other than full and open competition, if necessary;

(5) If serving as chairperson of the technical evaluation panel, directs the evaluation of the technical proposals;

(6) Assists the CO during discussions and/or negotiations;

(7) Monitors progress of work under the contract;

(8) Performs inspection and acceptance work, including a thorough review of all invoices submitted by the contractor;

(9) Informs the CO, in writing, of any performance or schedule failure by the contractor;

(10) Resolves technical issues;

(11) Informs the CO of any changes needed in the SOW;

(12) Ensures that the U.S. Government meets its obligations to the contractor (e.g., provide U.S. Government furnished equipment and services and timely review and approval of documents);


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(13) Reviews contractor records and files, as needed; and

(14) Maintains the COR file.

12 FAH-7 H-416 COR LIMITATIONS (TL:LGP-01; 08-10-2001)

The COR is not authorized to direct the contractor to undertake any activity which will change any of the following:

(1) Total price or estimated cost;

(2) Products or deliverables;

(3) Statement of work;

(4) Delivery dates;

(5) Total period of performance; or

(6) Administrative terms of the contract.

12 FAH-7 H-417 COR APPOINTMENT PROCEDURES (TL:LGP-01; 08-10-2001)

Specific appointment procedures for a COR are as follows:

(1) A COR is nominated by the requirements office, using the COR nomination form (See 6 FAH-2 H-143 Exhibit H-143.2A). The COR nomination form should be completed and included in the procurement request package, unless the COR will be nominated at a later date.

(2) If approved by the contracting officer, the COR is appointed using Form DS-1924, Certificate of Appointment (6 FAH-2 H-143 Exhibit H-143.2B). In addition, the CO prepares an accompanying delegation memorandum which outlines the scope of the COR's authority, including duties, responsibilities, and prohibitions. (See 6 FAH-2 H-143 Exhibit H-143.2C for a sample generic designation memorandum.) The CO shall ensure that the contractor receives a copy of the memorandum.


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(3) If the COR is replaced during the term of the contract, the CO prepares an appointment memorandum for the replacement COR and ensures that the contractor receives a copy.

12 FAH-7 H-418 OFFICE OF THE PROCUREMENT EXECUTIVE (A/OPE) (TL:LGP-01; 08-10-2001)

a. Direct any questions that arise at posts regarding the correct drafting, approval or interpretation of a LGF contract to A/OPE.

b. A/OPE is the office responsible for the appointment of contracting officers and approving contracts. A/OPE has posted the sample LGF contract on the Intranet and Internet. The office also keeps this sample contract up-to-date and makes any changes in contracting procedures or language that may be required as a result of new laws or changes in policy.

12 FAH-7 H-419 UNASSIGNED


12 FAH-7 H-420 Page 1 of 7

12 FAH-7 H-420 GUARD CONTRACTING PROCESS

(TL:LGP-3; 12-31-2003) (Office of Origin: DS/IP/FPO)


a. Local guard services (which may include a surveillance detection program) may be acquired through a Non-Personal Service (NPS) contract with a company or by Personal Service Agreements (PSAs). PSAs are covered in 12 FAH-7 H-440. Under a NPS contract with a company, the guards and surveillance detection personnel remain employees of the company.

b. The guard contracting process consists of several phases:

(1) Pre-solicitation which is advance planning and publicizing of the upcoming contract, preparing the solicitation;

(2) Soliciting and evaluating offerors and awarding the contract;

(3) Administering the contract after award (contract administration); and

(4) Contract closeout.

12 FAH-7 H-422 SOLICITATION

12 FAH-7 H-422.1 Pre-Solicitation (TL:LGP-01; 08-10-2001)

This is the initial phase of an LGP contract. The RSO's thoughts and efforts are devoted to defining the security problems, analyzing various solutions and developing initial or draft plans to operate a LGP.

12 FAH-7 H-422.2 Statement of Work (SOW)


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(TL:LGP-01; 08-10-2001)

RSO and CO actions taken in the pre-solicitation phase of the acquisition process result in the completion of an advance acquisition plan and a procurement request package, including the development of the SOW, independent U.S. Government cost estimate, and technical evaluation plan. (See 6 FAH-2 H-312 Exhibit H-312 for a list of COR responsibilities versus CO responsibilities in the pre-solicitation phase.)

12 FAH-7 H-422.3 Solicitation (TL:LGP-01; 08-10-2001)

a. When a contract is used, the Competition in Contracting Act of 1984 (CICA) and specific legislation related to the local guard program generally require that the U.S. Government allow full and open competition. To do so, the U.S. Government must solicit proposals from all responsible sources.

b. The CO will prepare solicitations for guard services with input from the RSO. Full and open competition requires the U.S. Government to publicize its intent to issue a solicitation in the Commerce Business Daily. The CO either posts the solicitation on the Internet (with assistance from A/OPE) or provides each prospective offeror a copy of the solicitation.

c. Because the mission must evaluate the technical capability of the offerors in addition to their prices, a negotiated acquisition is required. The type of solicitation used is a request for proposal (RFP).

d. By law (22 U.S.C. 4864), the U.S. Government must award the contract to the technically acceptable offeror with the lowest price, subject to a 10 percent price preference for eligible U.S. firms.

12 FAH-7 H-423 OTHER THAN FULL AND OPEN COMPETITION (TL:LGP-01; 08-10-2001)

The CO and RSO are responsible for preparing the written justification in those rare instances where full and open competition is not desirable or possible. In preparing the justification the CO may call upon the RSO to assist in documenting the basis for limiting competition. In these cases, the RSO must provide the CO a written, signed statement providing accurate and complete data to support a justification for other than full and open


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competition (JOFOC). For example, when unusual and compelling urgency will not allow full and open competition, the U.S. Government may document the reasons for limiting the sources solicited. In some cases, host government restrictions may limit competition. If this is the case, legal requirements under the CICA and the Department's own legislation mandate documentation.

12 FAH-7 H-424 TECHNICAL EVALUATION OF PROPOSALS (TL:LGP-01; 08-10-2001)

a. The RFP requires evaluation of technical and price proposals. When evaluating proposals, the CO will ask the RSO and the technical evaluation panel to perform a detailed technical evaluation to document whether each proposal is acceptable or unacceptable. A sample technical evaluation plan is available from A/OPE and may be found on the Department's intranet site at http://aope.a.state.gov and also found on the Department's Internet site at http://www.statebuy.gov/opehelp/opehelp.htm. The technical evaluation must contain both a rating of acceptable or unacceptable for each offeror and a narrative explaining the basis for the rating, citing any deficiencies or weaknesses in the proposals.

b. While the CO does sit on the technical evaluation panel, he or she serves only as a technical advisor. The panel is generally chaired by the RSO and may have as other members, U.S. Government employees, regardless of agency, considered able to help make a fair evaluation of whether or not the technical proposals meet the standards required by the RFP.

c. Contractors should have a demonstrated performance record of satisfactory delivery of services as well as a record of integrity and business ethics. As part of the technical evaluation, the technical evaluation panel or CO will review the past performance of each offeror by contacting clients. The RSO must also examine prospective contractors from the security point of view. This may require additional research, i.e., record checks, on both the personal background of principal officers as well as the past activities of the firm.


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12 FAH-7 H-425 IDENTIFICATION, DETERMINATION, AND SELECTION OF RESPONSIBLE OFFERERS (TL:LGP-01; 08-10-2001)

The CO makes the determination of “responsibility” on the part of the prospective contractor. This determination is based on a review of the firm’s capability to perform, as well as the firm's technical and financial resources. The RSO may provide the CO with the information needed to make the determination.

12 FAH-7 H-426 U.S. SOURCES AND LOCAL PERMITS (TL:LGP-01; 08-10-2001)

a. The U. S. Government must solicit all responsible sources when awarding LGP contracts. In addition, the law requires special efforts to ensure that U.S. firms are allowed to compete, and that a price preference is given during the proposal evaluation process. As a result, many U.S. firms, as well as local or international firms, have won local guard contracts. Many countries require that non-local firms establish a local business entity for the purpose of conducting business. This establishment is required to pay taxes and obtain pertinent licenses. The host government may require that any firm demonstrate or certify that it has met all or will meet all such local prerequisites to be able to do business. U.S. law also requires that the embassy and/or consulate assist U.S. firms in obtaining licenses and permits from the local government. The CO and RSO should document all efforts made in this regard.

b. Under U.S. law, preference must be given in the award of LGP contracts to offerors qualifying as “U.S. persons or U.S. joint venture persons.” Offerors must complete a certification, which is reviewed by A/OPE and L/BA, to qualify for this 10 percent price preference. See the sample solicitation found on the Department's Intranet site at http://aope.a.state.gov and also found on the Department's Internet site at http://www.statebuy.gov/opehelp/opehelp.htm for more information on this subject.


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12 FAH-7 H-427 PAYMENT IN LOCAL CURRENCY (TL:LGP-01; 08-10-2001)

Contracts awarded to non-U.S. firms are normally paid in local currency. Contracts awarded to U.S. firms are often paid in dollars. Payment to U.S. firms in U.S. dollars is required by U.S. law where payment in local currency would be a barrier to competition by U.S. firms. Payment in U.S. dollars to a local firm may raise legal issues under local law. Contact A/OPE with any questions on payment matters.

12 FAH-7 H-428 POST AWARD (TL:LGP-01; 08-10-2001)

a. When a contract is awarded on a basis other than price, unsuccessful offerors, upon their written request, must be debriefed by the CO and furnished the basis for the selection decision.

b. A CO debriefing can be conducted orally or in writing. It should tell the offeror in general terms why it was not selected for award. The debriefing should tell an unsuccessful offeror which areas of its proposal were deficient and whether the deficiencies were factors in its not having been selected. The debriefing should not reveal confidential or privileged commercial or financial information, trade secrets, or the proposal contents of the other offerors.

12 FAH-7 H-429 CONTRACT MODIFICATION AND PERFORMANCE WARNINGS (TL:LGP-01; 08-10-2001)

Each contract must state a performance period and must include clauses allowing termination for the convenience of the U. S. Government or for the default of the contractor. These elements are the primary responsibility of the CO.

12 FAH-7 H-429.1 Duration (TL:LGP-01; 08-10-2001)

a. LGF services contracts should be for a period of one year with the option


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to renew for as many additional one-year periods as are appropriate, up to a total period of five years (four one-year renewals). Further extensions require approval by A/OPE and are only granted under unusual circumstances. Both the basic performance period and the options must have fixed rates and prices, subject only to adjustment due to increases in the applicable mandatory wage law.

b. Periodic re-competition allows an opportunity to take advantage of new market conditions and to promote fairness in the procurement process. If offerors can project firm rates into the future, then a one-year contract with four, one-year options may be appropriate.

12 FAH-7 H-429.2 Modification and/or Change Orders (TL:LGP-01; 08-10-2001)

The contract must contain clauses allowing the CO to modify the contract to adjust to changed conditions. The "Changes" clause required by the Federal Acquisition Regulation (FAR) allows the CO to change the SOW, for example. The "Variation in Quantity" clause allows the contract to be modified to increase or decrease the number of guard hours, up to plus or minus twenty five percent without a change in rates. Major changes that are not within the scope of the contract may require a new solicitation.

12 FAH-7 H-429.3 Unsatisfactory Performance Warnings (TL:LGP-01; 08-10-2001)

There are several methods used to indicate unsatisfactory performance or illustrate areas where improvements are needed. These are:

(1) The Deduct Schedule—As part of the contract (Exhibit C), there is a complete schedule of specific items that subject the contractor to deductions in the dollar amounts received if they are unaccomplished or ignored. When the contractor has failed to comply with any item on this list the RSO and/or PSO should inform the CO to apply the appropriate deduction from the deduct schedule. This serves two purposes. It puts the contractor on warning of unsatisfactory performance and it saves the U. S. Government from paying for a service that it did not receive.

(2) Cure Notice—If or when the RSO and/or PSO discovers a failure on


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the part of the contractor to adhere to any elements of the contract the failure should be brought to the attention of the CO. A cure notice can then be sent to the contractor, informing him of the problem and/or lapse and identifying the actions needed to "cure" the problem. A cure notice also includes notification of the possible consequences of the contractor's failure to comply.

(3) Show Cause Notice—This is the last step before termination of a contract for default. The CO provides the contractor with a list of outstanding deficiencies, lapses and failures on the part of the contractor. The order demands that the contractor "show cause" as to why the contract should not be terminated.

12 FAH-7 H-429.4 Termination for Default and/or Convenience (TL:LGP-01; 08-10-2001)

The U.S. Government has the right to terminate a contract for default or convenience. Terminations for default may be necessary when the contractor fails to perform or make satisfactory progress. Terminations for convenience allow the U.S. Government to terminate a contract when it is in the best interests of the Government, through no fault of the contractor. If termination is necessary, the CO must coordinate with A/OPE, L/BA and DS/CIS/PSP/FPD. Terminations are rare. Terminations for default require a considerable amount of documentation showing unacceptable performance by the contractor and must be preceded by an opportunity to correct the deficiencies. Whenever a termination for default is being considered, the CO and the RSO must have a plan in place for a replacement contractor.


12 FAH-7 H-430 Page 1 of 10

12 FAH-7 H-430 LOCAL GUARD PROGRAM MANAGERIAL

RESPONSIBILITIES (TL:LGP-3; 12-31-2003)

(Office of Origin: DS/IP/FPO)


a. Daily supervisory actions are needed to assure that assigned guards are efficiently performing the required work. Post inspections by contract guard force inspectors or managers, as specified in the contractor’s management plan, generally meet this need. However, the RSO or PSO must also conduct personal inspections to ensure that the work of the contractor is being performed properly, This is done through frequent random verification of the work of the managers and inspectors and by personal inspections of posts, records and files as needed. Early detection and documentation of problems like missing equipment, poor understanding of guard orders, or untidy and improperly clothed guards are a basic necessity for ensuring that all LGFs, in general, and large programs, in particular, are providing the required level of security.

b. The RSO and/or PSO must also be constantly alert for any changes in the local security situation. These changes may result from factors as varied as a VIP visit to information indicating a possible terrorist attack. These changes form the basis for on-going analysis and review of the structure and location of posts as well as the level of security in effect. Any required alterations or adjustments should be communicated to the project manager or guard force commander in writing. Verification of the requested adjustments must be obtained.

c. Thus, while use of a contractor to provide guard services may relieve the RSO from many of the management tasks, it does not relieve the RSO of the responsibility for assuring that work is performed in accordance with the terms of the contract and the security needs of the mission.

12 FAH-7 H-432 PROGRAM ELEMENTS


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(TL:LGP-01; 08-10-2001)

An RSO and/or PSO must address the following items when managing a LGP:

(1) Initiate and maintain appropriate records and files (i.e., copy of the contract, current Exhibit A, guard orders, equipment inventory, record checks or background checks, incident reports, training, personnel, deduct or compliance file);

(2) Ensure compliance of all guard orders;

(3) Update guard orders, as required;

(4) Ensure that all contract clauses are followed;

(5) Verify the accuracy of all invoices or bills;

(6) Forward all correct bills and invoices to the financial management officer (FMO) in a timely fashion to ensure prompt payment;

(7) Correct any problems or deficiencies which develop and document those which are appropriate for reductions in payment under the deduct schedule;

(8) Monitor contractor performance through written records to prepare and justify either exercising the next option or initiating a new solicitation;

(9) Provide technical expertise to the CO in all phases of contract operation;

(10) Provide information to the FMO to ensure accurate and up-to-date budget forecasts and expenditure rates; and

(11) Keep Exhibit A updated.

12 FAH-7 H-433 LGP ADMINISTRATION AND DOCUMENTATION (TL:LGP-01; 08-10-2001)

The RSO and/or PSO, when acting as COR for proper administration and documentation of NPS contracts for LGF services, must deal with the following issues:


12 FAH-7 H-430 Page 3 of 10

(1) Performance and Evaluation—The COR must assess contractor performance during the contract. The evaluation should be of both price and performance. Renewals or new contracts should only be awarded to contractors who have clearly demonstrated an acceptable performance record. The standard LGF solicitation requires each offeror to address performance on similar contracts. The offeror must list deductions and/or terminations that occurred under similar contracts within the past three years. The offeror must also list: technical problems and resolutions, terminations (partial or complete), and type (convenience or default), as well as cure or show cause notices.

(2) Exercising Contract Options—The CO may exercise a contract option only after making a written determination that the exercise of the option is the most advantageous method of fulfilling the U.S. Government's need. If the COR (RSO or PSO) has failed to properly document poor performance, the CO could possibly be required to exercise an option with a marginal performer. This action could place U.S. Government employees and/or property at a significant risk.

(3) Notice of Option Exercise—All contracts with options contain a provision as to the procedure required and the amount of notification time necessary for the option to be exercised. The exercise of an option is at the discretion of the CO, but unless the correct notification procedures are followed, the U. S. Government loses its right to unilaterally extend the contract and the contractor may refuse to perform the option year. In these circumstances, it is the contractors legal right to refuse the extension. The COR (RSO or PSO) is responsible for communicating to the CO, on a regular basis, information on the quality of the services being provided. The COR must also recognize that the contract is for one 12 month period at a time. Succeeding years of service only result if the CO signs the option modification and sends it to the contractor in accordance with the terms of the contract. Failure to do this properly may put the post in jeopardy and cost the Department and other agencies at post more than had previously been negotiated. The RSO and/or PSO is the requiring office and should work with the CO to determine if it is in the U.S. Government's interest to exercise an option year.

12 FAH-7 H-434 INADEQUATE LGP ADMINISTRATION BY COR


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(TL:LGP-01; 08-10-2001)

The most common mistakes made by a COR in LGF administration are:

(1) Failure to take appropriate action when the contractor allows an uncleared employee to work without RSO and/or PSO approval;

(2) Failure to take appropriate action when the contractor allows a guard to work for more than 12 hours in a 24 hour period;

(3) Failure to take appropriate action when a contractor allows a guard to be armed without the requisite training;

(4) Failure to take appropriate action when the contractor fails to provide the required equipment;

(5) Failure to take appropriate action when the contractor fails to provide the required training, and

(6) Failure to use the deduct schedule.

12 FAH-7 H-435 INVOICES (TL:LGP-01; 08-10-2001)

a. The receipt of an invoice or bill from the contractor, verification of its accuracy and submission to the FMO for payment are among the most important functions for the COR in administering a LGF. Proper review and payment of an invoice requires the following information:

(1) Name of contractor;

(2) Invoice date;

(3) Contract number;

(4) Description, price, and quantity of services or supplies delivered or rendered;

(5) Shipping and payment terms, if any;

(6) Other substantiating documentation or information as required by the contract;

(7) Name, title, phone number and complete mailing address of the responsible person to whom payment is to be sent, and


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(8) Name, title, phone number and mailing address of the person to be notified in the event of a defective invoice (one that does not contain the proper or required documentation).

b. The contractor must submit to the RSO and/or PSO an original and three copies of each invoice for processing.

c. Copies of invoices provided to the RSO by the contractor for approval should be retained in a file. All approved extraordinary expenses should also be recorded. The operation of the guard force will require the availability of funds for operational expenses that should be under the control of the RSO though disbursed by the FMO. Examples of such expenditures are RSO authorized guard travel and subsistence, guard services to meet unscheduled security needs, and other unanticipated operational needs, such as procurement of radios or weapons to accommodate an increased guard force or to procure new uniforms. Records of such expenditures should be maintained showing the date, the reasons for the procurement, and the cost. Procedures to be used for such expenditures will be in accordance with the contract and consistent with those of the mission for other items and may involve the use of purchase orders in some cases. Such costs are also included in sections of the annual ICASS budget submission regarding the LGP that are sent to DS yearly.

12 FAH-7 H-436 LGF TRAINING (TL:LGP-01; 08-10-2001)

a. Section H of all local guard NPS contracts includes specific requirements for both basic and recertification training. The contractor is required to subject its personnel to the U. S. Government's approval prior to their posting. Contractor personnel are prohibited from providing guard services if they have not successfully completed basic and/or recertification training. Recertification training shall include any new material bearing on the performance of the local guards that is deemed necessary by the COR.

b. If the contractor is not meeting the minimum training requirements, the CO should be notified by the COR. A contractor's failure to provide the required training is considered a serious breach of the contract and necessitates timely and effective corrective action.

c. The Mobile Security Division (MSD) of DS is available at times to assist posts in the training of local guard forces. However, given the number of requests and other assigned duties, MSD must prioritize their


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requirements. Fiscal resources generally allow only a few scheduled training missions each year and these are generally not scheduled with posts that have NPS contracts.

12 FAH-7 H-437 GENERAL AND POST ORDERS (TL:LGP-01; 08-10-2001)

Whether staffed through NPS contract or PSAs and regardless of the size of the guard force, general and post specific guard orders must be written. These documents establish the standards for guard performance and the basis for guard training in many respects. All post inspections are based on these guard orders, and they form the basis for any disciplinary actions that may be required. General orders are defined as those that apply to all guards, regardless of where they are assigned. Post orders pertain to the duties and responsibilities of a guard assigned to a specific post. At a minimum, all orders should be reviewed as to adequacy as a part of the annual review of the contractor’s performance. Although normally a responsibility of the RSO, the preparation of general and post orders may be required of the contractor. If so, the RSO must approve, by signature endorsement, each order prior to its issuance. See also 12 FAH-7 Appendix I.

12 FAH-7 H-437.1 General Orders (TL:LGP-01; 08-10-2001)

All guard orders should be maintained at the post and available for reference and inspection. Guidelines for the preparation of general guard orders follow:

(1) Use the Proper Language—The language of the order should be in the language used by the guards. Such orders should also be written in English to facilitate the RSO post inspection.

(2) Cover All Work Aspects—General orders should cover all aspects of guard work requirements that are applicable to all guards, regardless of their specific post or assignment. Examples include, but are not limited to; wearing the uniform, personal appearance, display of name tags and official identification, conduct while on duty, maintenance of logs and preparation of records, statements regarding use of force and power of arrest; use of radios, tape players or TV while on duty, sleeping on duty, manning of posts and


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reporting for duty, use of alcohol and proscribed drugs, violations of orders, eating while on post, post relief, visitors on post; conducting of personal business on post, and the use of the telephone for personal business.

(3) Relations with the Marine Security Guards (MSG)—The responsibility of the MSG for monitoring the work performance of the guards does not require that they perform supervisory or administrative functions. However, the LGF guards do have a responsibility to respond to the directions of the MSGs for assuring that security is maintained. Instructions should be included in the general orders to clearly define the relationship between the LGF and the MSG.

(4) Relations with Host Government Security Forces—RSO and/or PSO should ensure a clear understanding by PSA and NPS contract guards of the roles, responsibilities and relationships with host government forces assisting in protection of the mission. In like manner, RSO and/or PSO should ensure that the host government forces have a clear understanding of the roles, responsibilities and relationships of the PSA and/or NPS guard force.

(5) Unacceptable Performance and Discipline—Violations of general or post orders should be uniformly dealt with by either the contractor or the RSO. The RSO must be able to require that a particular guard be relieved for cause and that a replacement be provided immediately. Orders and/or the deduct schedule should specify that, where orders are violated, immediate removal from post will ensue and that the guard will be discharged. In some cases, local law requires that warnings be given prior to dismissal. Missions should seek relief from such a law and require immediate dismissal where guards violate general or post orders.

(6) Illness or Incapacitation—Instructions should be provided for guards who become ill or believe that they would not be able to perform work for any reason. This includes notification of inability to report to duty so as to allow for assignment of replacement personnel.

(7) The Power of Arrest and Use of Force—A specific statement in the orders is warranted on this subject and the use of deadly force because of their importance, not only in the conduct of work by guards, but for the protection of the contractor and the U.S. Government from liability arising from guard actions. For example, host country rules must be complied with to ensure that the U.S. Government has appropriate liability protection for such things as


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the a guard’s use of mace or pepper spray.

(8) Carrying and Handling of Firearms—A special section of the general orders should apply to the carrying, handling and use of firearms by armed guards, or those providing bodyguard services. The post orders for such posts should include specific details, but general instructions should deal with procedures to be used when a firearm is discharged, for malfunctioning equipment, and in cases of emergency.

(9) Communications Discipline—Where guards use radios in the performance of their work, orders should specify how they are to be used, with emphasis on communications discipline and the use of codes or signals. Orders should also state action to be taken when a radio unit is inoperable. Reference should be made to emergency and evacuation (E&E) net and shared frequencies, where appropriate.

(10) Maintenance of Post Logs—The responsibility of the guard for maintenance of post logs and the manner in which this is to be carried out should be included in general orders. The procedures for the preparation of reports of security incidents should be addressed. NOTE: It is suggested that the RSP and/or PSO consult with the COM and/or PO on appropriate routine entries (i.e., repairman, tradesmen, visitors, etc.) for post logs at the EMR and POR.

12 FAH-7 H-437.2 Post Orders (TL:LGP-01; 08-10-2001)

a. Post orders should have essential operational information provided, such as specific tasks required, call signs, and telephone numbers for persons that must be notified under various circumstances.

b. Post orders should also contain instructions for guards on items such as the following:

(1) Specific times for events;

(2) Search requirements for visitors' and vendors' trucks or vans;

(3) Use of imminent danger notification systems (IDNS) or duress alarms; and

(4) Raising and lowering of flags.


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c. The maintenance of proper operational records is an essential requirement of the guard force. It allows the details of security incidents that arise to be documented and allows the guard to note for the record other items of operational concern. There are two kinds of records prepared by LGF personnel: post logs and incident reports.

12 FAH-7 H-437.3 Post Logs (TL:LGP-01; 08-10-2001)

a. Post logs should be maintained in a bound notebook with serially numbered pages. This should allow for recording the following information, at a minimum:

(1) Date and time of guard relief;

(2) Name of the guard on watch;

(3) Name of the guard supervisor;

(4) Receipt and condition of issued equipment;

(5) All breaches of security occurring, including date, time, incident report number, time guard supervisor was notified and how notified;

(6) Special instructions received from the guard supervisor or the RSO; and

(7) Date and time of inspection of the post by the guard supervisor or RSO.

b. Additionally, the mission may wish to require:

(1) Arrival and departure times for the COM, RSO, other officials of the mission, or of special work parties; and

(2) In the case of vehicles, the vehicle's make and license number and purpose of entry or departure (cargo or personnel transfer).

12 FAH-7 H-437.4 Incident Reports (TL:LGP-01; 08-10-2001)

These are intended to be used to record the information surrounding a specific security incident. For example, what happened, when, where, to


12 FAH-7 H-430 Page 10 of 10

whom, and what actions the guard took. Instructions for the preparation of incident reports will include the notification procedure to be used by the guards. The date and time of notification should be shown on the incident report form. A sample form, showing the minimum information that should be required, is given in 12 FAH-7 Appendix VI-3.

12 FAH-7 H-438 LGP RECORDS AND FILES (TL:LGP-3; 12-31-2003)

The RSO will maintain various files to support his or her responsibilities. RSOs are urged to maintain the information and accuracy of files in the same manner as they would like to find them on their arrival at a new post. Accordingly, LGP files should be established to deal with the subjects indicated below.

(1) Personnel—Names and qualification information concerning all contractor guard personnel should be maintained, including those submitted for approval but disapproved by the RSO. This includes the initial application, background information, training records, examination test scores, firearms qualification scores and timing, leave records, etc. When PSAs are used a copy of the contract, signed by the guard, should be included. All records regarding commendations or disciplinary actions with related investigative reports should be included.

(2) Funding—Program funding files should be maintained on post’s Local Guard, Surveillance Detection, and Residential Security Programs. The files should include post and Department correspondence.

(3) Equipment Inventories—Where the U.S. Government rather than the contractor provides personal equipment or non-expendable items for the guard force, inventory files must be maintained. Such files should include items such as date of last procurement; numbers of items and cost; items issued and on hand; serial numbers, if applicable; rate of use; and a re-ordering time table. Issuance records and accountability forms should be used to show to whom uniforms and personal equipment was provided and when. Inventories, including serial numbers as appropriate, should be established and maintained for all items of non-expendable equipment. Procurement records for each category should be maintained. A re-order schedule should be determined for non-expendable items that takes into account the procurement and shipping lead time. From these records, cost estimates can be made


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for replacement or for increase in the inventory. Maintenance and repair records should be maintained for each item of equipment. For vehicles, mileage records should be maintained. Weapons inventories should be checked monthly and all weapons examined to be sure that no repairs are needed.

(4) Contract File—Copies of all contracts, contract modifications, and correspondence regarding the guard force should be filed.

(5) Incident Reports—The originals of all incident reports are to be filed along with all information regarding follow-up actions. Copies of statistical analyses made regarding such reports are also filed here under a subheading.

(6) Inspection and Evaluations—Documentary results of all post inspections and program evaluations conducted by the RSO are included here. This information will assist in determining whether or not to exercise additional option years.



12 FAH-7 H-440 Page 1 of 5

12 FAH-7 H-440 PERSONAL SERVICE AGREEMENT (PSA)



a. Local guard services (which may include a surveillance detection program) may be acquired through PSAs. Under a PSA, each individual personal service contractor is treated as an employee of the U.S. Government, and direct supervisory authority is maintained through this employer-employee relationship. The use of PSAs can be an expensive option, one that places the greatest risk of liability on the part of the U.S. Government, and makes the most time consuming demands on the RSO.

b. The creation of a Local Guard Program (LGP) through the use of PSAs will generally only be approved when:

(1) The host government prohibits the presence or operation of commercial security firms within the country;

(2) Although not prohibiting commercial security firms, the host government raises enough legal, technical or bureaucratic obstacles to their use by the U.S. Government to make a contract unfeasible;

(3) Commercial security firms are allowed and operate within country, but no acceptable firm responds to the mission's solicitation;

(4) There are no commercial guard companies in country;

(5) RSO determines that the post's LGP and SD program would be more effective if staffed using PSA employees rather than through a NPS contract; and

(6) Prior to any final decision to staff a LG force or SD team with PSA employees, posts must obtain approval from DS/IP/FPO. Posts will need to conduct a cost benefit analysis (Contract versus PSA) and also determine the additional administrative support required if under a PSA guard force.


12 FAH-7 H-440 Page 2 of 5

NOTE: The administrative overhead costs to support a PSA LG force or SD team are borne by the mission and are not chargeable to the local guard program.

12 FAH-7 H-442 HUMAN RESOURCES OFFICER (HRO) (TL:LGP-01; 08-10-2001)

The human resources officer (HRO) is the primary resource for RSOs or PSOs when operating a LGP through the use of PSAs. The HRO has the responsibility for the administrative and management work necessary to obtain Department agreement for the use of PSAs, drafting of individual agreements, recruiting, and most other tasks necessary for the use of PSAs to staff a LGP. On a practical basis, a close and cooperative relationship between the HRO and the RSO is necessary to ensure successful oversight of these agreements.

12 FAH-7 H-443 REGIONAL SECURITY OFFICER (RSO) (TL:LGP-01; 08-10-2001)

The RSO acts as a technical resource to the HRO by providing complete and accurate position descriptions of the duties and responsibilities assigned to local guard positions. The RSO should also provide LGP-related tests (one for uniformed local guards, one for surveillance detection personnel), for personnel selection and training, special skill qualifications, and performance standards. The RSO should also provide information on security concerns regarding supervision, discipline, awards and incentives, the relationship of the LGF to the MSG and host country security forces, etc. to the HRO. The RSO or a designated member of his or her staff is the overall supervisor for a PSA LGF and, as such, is responsible for day-to-day monitoring of the performance of the guard force. NOTE: Only the HRO can make any substantive changes in the terms and conditions of an employee's PSA.

12 FAH-7 H-444 RSO RESPONSIBILITIES WHEN ACQUIRING SECURITY PERSONNEL BY PSA


12 FAH-7 H-440 Page 3 of 5

12 FAH-7 H-444.1 Uniformed Local Guard Force (TL:LGP-01; 08-10-2001)

Where missions must acquire security personnel by using PSAs, the monitoring responsibilities will be greater than those when using a NPS contract. The RSO, in effect, becomes the LGP program manager. As such, the RSO will be required to monitor in some detail all expenses regarding the operation of the LGP. Included are funds used for administrative supplies, office equipment, maintenance and repair costs for non-expendable equipment, guard force uniforms, insignia, and equipment inventories, and supplies as well as all other costs relative to the administration and operation of the guard force. An individual security personnel file must also be maintained. The RSO and/or PSO must also perform background checks, ensure weapons qualifications when guards are armed, and provide other needed training. The RSO will have to ensure that the required equipment, including vehicles, is obtained, maintained, inventoried and replaced, as necessary. In summary, all of the requirements satisfied by a NPS contract must be met by RSO and/or PSO actions in managing and supervising a PSA staffed LGF.

12 FAH-7 H-444.2 Surveillance Detection Team Members (TL:LGP-01; 08-10-2001)

All of the managerial responsibilities listed in 12 FAH-7 H-444.1 apply to the use of PSAs as SDP team members. Position descriptions in the FSN-710 series apply to surveillance detection positions and should be used in completing the Form OF-298, Interagency Foreign Service National Employee Position Description, required for each PSA. Posts should consult their HRO for position descriptions for SDP team members. In addition, to avoid compromising active SD employees, the HRO and RSO must make every effort to ensure that the prospective SD personnel are selected, hired and briefed in ways that keep them isolated from other candidates and serving team members. If possible, candidates should be kept away from mission facilities. Ideally they should be screened, hired and processed into the job without once entering the mission.

12 FAH-7 H-445 PSA PROCEDURES AND FORMAT (TL:LGP-01; 08-10-2001)


12 FAH-7 H-440 Page 4 of 5

In instances where the use of PSAs is necessary to obtain local guard services, the mission will follow instructions provided by HR/OE in 3 FAM 7260 and the post's HRO.

12 FAH-7 H-446 AUTHORITY TO ENTER INTO PSA (TL:LGP-01; 08-10-2001)

A PSA cannot be awarded unless prior Department approval is obtained from DS/CIS/PSP/FPD. Requests for PSA approval must contain detailed information as to numbers of personnel involved and intended deployment or use and justification for selecting this method over the use of a NPS contract.

12 FAH-7 H-447 CONDITIONS OF EMPLOYMENT (TL:LGP-01; 08-10-2001)

a. The terms of PSAs will conform to the conditions of employment for direct-hire Foreign Service National (FSN) employees (excluding participation in the U.S. Civil Service Disability and Retirement System).

b. Pay and benefits provided to PSA employees will be determined by guidelines, policies, and standards contained in 3 FAH-2 H-400, Foreign Service National Position Classification, and paid in accordance with the appropriate grade and step of the local compensation plan. This plan includes premium pay, severance pay, bonus payments, and other fringe benefits for which direct payment is made.

c. Each PSA position shall be classified in accordance with 3 FAM 7500, FSN Position Classification and Pay Administration, on the basis of duties assigned as described in Form OF-298. The RSO must draft or use standard job descriptions. It is anticipated that the mission will have a series of guard classifications under the FSL-700 Security Group series (Guard Series FSL-710). These should be descriptive, with general functions, duties, responsibilities, and desired qualifications for each class of guard and guard supervisor. Specific work requirements should be contained in the guard force general and post orders. Classifications for pay purposes is based on the content of these descriptions; thus, it is important that the RSO assure that they are as complete and accurate as possible.


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12 FAH-7 H-448 LIABILITY (TL:LGP-01; 08-10-2001)

a. When PSAs are used to staff a LGP, a major issue is the question of liability for actions (either accidental or deliberate) of the guards. This could have an additional potentially significant impact on the U.S. Government where the LGF is armed.

b. The members of a PSA staffed guard force are treated in the same manner as FSN employees when questions of liability arise. The circumstances of any liability claim against the U. S. Government or an FSN or PSA employee for the actions of that employee while on duty should be reported to the Department with as much detail as possible. Each case is examined, evaluated and responded to on an individual basis. Posts will be informed by the Department of the proper response to the claim. The response may vary from an offer of monetary or other compensation to a claim of sovereign immunity. For additional information, see 2 FAM 280, Claims Against the United States.



12 FAH-7 H-510 Page 1 of 5

12 FAH-7 H-500 LOCAL GUARD TRAINING AND

SECURITY AWARENESS

12 FAH-7 H-510 CONTRACTOR PROVIDED TRAINING

(TL:LGP-01; 08-10-2001)

12 FAH-7 H-511 GENERAL OBSERVATIONS (TL:LGP-01; 08-10-2001)

a. Missions will usually draw guard personnel from the general labor pool available in the country. The suitability of candidates and their availability will be influenced by:

(1) The rate of unemployment;

(2) Local attitudes regarding the attractiveness of the position; and

(3) The conditions of work offered by the position (including the salary offered).

b. Care must be exercised to assure that the guard force performs work in a satisfactory manner and that turnover is not an indicator of controllable problems in factors such as rates of pay, workload, training or morale. Training is an important element in ensuring proper performance along with constant security awareness.

12 FAH-7 H-512 GUARD LOYALTY (TL:LGP-01; 08-10-2001)

Missions desire that the guard force represent a security resource that can be counted upon under all circumstances to protect the assets and interests of the mission. The mission should be able, through the manner in which guards are selected, trained, and managed, to assure a measure of dependability and loyalty to the job. There are many instances where guards


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have been prepared to risk physical injury to protect U.S. facilities and personnel.

12 FAH-7 H-513 GUARD TRAINING

12 FAH-7 H-513.1 Sources of Guard Training (TL:LGP-01; 08-10-2001)

a. Local guard training responsibilities and programs vary according to the sources of the guards.

(1) Non-Personal Services (NPS)—Under a NPS contract, the contractor is responsible for providing training and ensuring that only qualified and approved guards are assigned to the mission.

(2) Host Government Forces—When the host government provides guards for a mission's local guard force (LGF), the host government usually does all of the training, but the Department or post may have to provide some supplemental training for mission specific needs or equipment. The post should also attempt to evaluate the qualifications of the forces assigned to protect official facilities.

(3) Personal Service Agreements (PSA)—When the LGF has been hired and is operated using PSAs, the RSO is responsible for ensuring that all guards have received appropriate training and have been certified as qualified for whatever positions and responsibilities they will have.

b. Security awareness and its maintenance are universal goals with a shared responsibility among participants regardless of the source of the guards. Good two-way communication is necessary to establish and maintain a high level of individual guard and supervisor ability to correctly apply both their training and their security awareness to the current security situation. The ultimate goal is a proactive and LGF not merely one which only reacts to a terrorist or criminal's initiative.

12 FAH-7 H-513.2 Types of Guard Training (TL:LGP-01; 08-10-2001)

a. The types of training required to be provided to guards by contractors include:


12 FAH-7 H-510 Page 3 of 5

(1) Basic training;

(2) Firearms qualification training;

(3) Annual recertification training; and

(4) Guard electronic monitoring system (GEMS) training.

b. Training requirements apply to all employees assigned a position listed in Exhibit A. The contractor is required to maintain employee-training records to document the training each employee receives. These records shall be part of the administrative files and available for inspection by the contracting officer's representative (COR). For more information, see C.1.5.9.2 of the sample LGP solicitation.

12 FAH-7 H-513.3 Basic Training (TL:LGP-01; 08-10-2001)

Prior to assigning an employee to a position, the contractor is required, at the contractor's expense, to have the employee satisfactorily complete a program of basic training approved by the COR. This program shall be for no less than 80 hours. Where guards are armed, the training shall include an additional 40 hours of firearms training as discussed in 12 FAH-7 H-522. This basic training requirement may be waived by the CO, in coordination with the RSO and/or PSO, for incumbent employees rehired by a successor contractor. The training program must cover at least the following subjects:

(1) Orientation—Introduction to the training program, training objectives, and the role of the guard force in the mission security plan. The post RSO shall participate in this block of instruction.

(2) U.S. Government Assets—This includes a description of U.S. assets to be protected, their names, locations, and functions. The RSO shall provide this information.

(3) Local Law and the Power of Arrest—The powers and legal limitations of the guard to use force and arrest offenders and the relationship of the guard force to the host government security forces.

(4) Terrorism and Criminality—A description of the nature of the threat to U.S. assets with examples should be provided by the RSO and/or PSO.

(5) Fires and Explosions—A description of the threat to assets caused


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by fire and explosions with examples of attacks in the past.

(6) Emergency Action Plans—The role of the guard force in cases of fire, explosions, bomb search and building evacuation. The RSO shall provide this information based upon the post's emergency action plan (EAP).

(7) Physical Security Measures Employed by the Mission—A description of the access control systems employed and of alarms used (anti-intrusion and fire).

(8) Basic Guard Duties—A general description of guard actions for protection of facilities and residences. The denial of access to unauthorized persons, maintenance of guard force records, logs and the preparation of reports.

(9) Guard Force Communications—The procedures to be used in case of incident; the chain of notification and the use of radio equipment.

(10) General Orders and Post Orders—Details of the approved Exhibit B—U.S. EMBASSY and/or CONSULATE GUARD INSTRUCTIONS—GENERAL ORDERS AND POST ORDERS, must be in training programs for the guards and supervisors. Emphasis should be placed on guard responsibilities, deportment, penalties for violations of orders.

(11) Maintenance of Post Logs and Preparation of Incident Reports—The procedures for preparation of daily logs of incident reports must be covered.

(12) Unarmed Defense and Restraint of Disorderly Persons—The procedures for defending against physical attack, procedures for restraining others and guidance on the use of force.

(13) Use of Personal Equipment—The procedures for the use of the baton, handcuffs, and mace, as appropriate, must be taught.

(14) Access Control Equipment Use and Procedures—The use of electronic body (magnetometer and hand-held devices) and package search equipment (X-ray or physical); manual body search, vehicle search, building search for suspected bombs; and visitor control systems, including badge issuance and control. General coverage of this subject is for all guard personnel, with special hands-on training to be provided to those to be assigned to access control duties.


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(15) Observation Techniques—The use of observation techniques for static guards, mobile patrol units, and foot patrols to identify, report and record suspicious acts and persons, with special emphasis on surveillance detection techniques for all guards.

(16) U.S. Government Employees and General Public—The procedures to be used when dealing with U.S. Government employees and the general public; actions to be taken when confronted by hostile individuals and mentally disturbed persons.

12 FAH-7 H-513.4 Annual Recertification Training (TL:LGP-01; 08-10-2001)

a. Each employee must successfully complete a total of 16 hours of annual recertification training. The purpose of this training is to re-enforce and verify continued understanding of the material covered during the initial basic training. The recertification training shall include any new material bearing on the performance of local guard duties.

b. The annual retraining time of an employee is computed from the completion date of the previous training for that particular employee. Employees are prohibited from providing services under the contract if they are not certified on all required training.



12 FAH-7 H-520 Page 1 of 2

12 FAH-7 H-520 U.S. GOVERNMENT PROVIDED TRAINING

(TL:LGP-01; 08-10-2001)


When a LGF is staffed through the use of PSA employees, the RSO or PSO are responsible for ensuring that all of the guards are trained and qualified in all of the subjects previously address in 12 FAH-7 H-513.2. The training must be accomplished before the guards assume their posts and the requirement for recertification training applies to PSA guards as it would to contractor provided guards.

12 FAH-7 H-522 FIREARMS TRAINING (TL:LGP-01; 08-10-2001)

The 12 FAH-6, Security Standards Handbook, contains the Department's firearms policy. All contract guard employees who must be armed in the performance of their duties must qualify as a "marksman.” The qualification standards will depend on the weapons selected and will be determined by the post and host government laws. The qualification standards must be approved by DS/CIS/PSP/FPD. As part of a contract, the CO must specify the appropriate period, e.g. semiannually or annually for requalification. Specific qualification standards should be requested from DS/CIS/PSP/FPD. For NPS contracts, the qualification standards should be included as Exhibit G in the contract.

12 FAH-7 H-523 GUARD ELECTRONIC MONITORING SYSTEM (GEMS) TRAINING AND X-RAY TRAINING (TL:LGP-01; 08-10-2001)

a. Each supervisor and any other employee utilizing U.S. Government furnished GEMS will receive initial training in system operation by the


12 FAH-7 H-520 Page 2 of 2

U.S. Government. All subsequent required GEMS training, including recertification training, shall be the responsibility of the contractor.

b. Each supervisor and any other employee utilizing contractor furnished GEMS will receive training from the contractor in the proper use of the system. GEMS training shall also be part of their annual recertification training.

c. Each employee utilizing the X-ray inspection equipment will receive initial training in system operation by the U.S. Government.



12 FAH-7 H-530 Page 1 of 2

12 FAH-7 H-530 SURVEILLANCE DETECTION PROGRAM

(SDP) TRAINING (CT:LGP-04; 03-23-2006)


12 FAH-7 H-531 INTRODUCTION (TL:LGP-3; 12-31-2003)

The SDP objective is to enhance the prospects of preventing a terrorist attack by recognizing pre-operational hostile surveillance directed against mission facilities and personnel. Proper training and supervision of surveillance detection personnel is key to realizing this goal.

12 FAH-7 H-532 TRAINING RESPONSIBILITY FOR SD SUPERVISORS AND SPECIALISTS (CT:LGP-04; 03-23-2006)

a. The U.S. government shall provide initial and periodic refresher training to surveillance detection supervisors and specialists. DS/IP/OPO will be responsible for providing the trainers and coordinating their visits to post to conduct the training. As part of the training, trainers will review post SD operations and provide the RSO with an assessment of the proficiency of the SD team and make recommendations for corrective action.

b. Post will be notified of proposed SD training via a country clearance request cable. This cable will include requests for various types of support. Questions regarding support requirements should be directed to the appropriate DS/IP/FPO desk officer.

c. Prior to departing post, the SD trainers will outbrief the RSO’s office on training results as well as their assessment of post SD operations. The senior RSO should make every effort to attend this out brief.

d. The RSO should keep records of periodic in-service training.


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12 FAH-7 H-533 SDP GENERAL AND POST ORDERS (CT:LGP-04; 03-23-2006)

RSOs are required to ensure the SD program follows written guidance contained in post specific management and operational plans. These plans must be supplemented with post-specific Standard Operating Procedures (SOPs). Detailed guidance for drafting these plans and procedures is contained in the Surveillance Detection Management and Operations Field Guide (For detailed guidance on the SDP, see the Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002). Note: This field guide should be available at post, but if not, RSO should request a copy from DS/IP/FPO. Periodic updates are made to the field guide so post should ensure it maintains the latest version.

12 FAH-7 H-534 FUNDING (TL:LGP-3; 12-31-2003)

DS/IP/FPO is the office that authorizes funding for post surveillance detection programs. Include SD funding requirements in post’s annual ICASS budget submission under the DS program function code of 9912. RSOs are also required to prepare an annual LGP Field Budget Plan (FBP) and funding for the SD program requirements should be submitted as part of this plan. Funding requests made during the fiscal year should be submitted by telegram and include detailed justification and an itemized cost breakdown.



12 FAH-7 H-540 Page 1 of 3

12 FAH-7 H-540 EXPLOSIVES DETECTION TRAINING

(TL:LGP-01; 08-10-2001)


a. The objective of the Explosive Detection Program is to enhance the prospects of preventing a terrorist attack by deterring or detecting any attempt to use explosive devices directed against mission personnel or facilities. The program also seeks to give all possible support, directly or by calling for assistance, in case an imminent attack is uncovered.

b. Local guards play an important role in detecting attempts to introduce explosive devices onto or near official facilities and instructions and procedures to support this program should be included in guard orders and training.

12 FAH-7 H-542 GENERAL AND/OR POST ORDERS (TL:LGP-01; 08-10-2001)

a. The general and post orders should include the following information, as appropriate:

(1) Explosive detection operations are overt and include both visual inspection of visitors and vehicles and the use of special sensing equipment to detect either explosives or traces of explosives;

(2) Explosive detection operations are intended to deter as well as to detect attempts to use explosives in an attack on a post; and

(3) In the event that explosives are detected, coordination and cooperation with host country police and/or security forces will be required.

b. Appropriate methods of explosive detection operations include:

(1) Visual inspection of all vehicles and visitors entering official


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facilities; and

(2) The use of sensitive technical equipment to detect explosives traces on visitors, and/or vehicles which may have either transported or been in contact with explosives or the components of explosives.

c. If explosives or traces of explosive are detected, either visually or with inspection equipment, the guard must take the following actions:

(1) The suspected device should not be touched or moved and if attached to a vehicle the vehicle should not be moved; and

(2) The discovery should immediately be reported to the RSO and/or PSO and/or the MSG Post One.

12 FAH-7 H-543 EXPLOSIVE DETECTION EQUIPMENT OPERATOR TRAINING (TL:LGP-01; 08-10-2001)

DS/CIS/IST/FSE/FS shall provide the explosive detection training at post to local guard personnel, the RSO and/or PSO and others, as required. This training will include the operation of all explosive detection equipment.

12 FAH-7 H-544 EXPLOSIVES DETECTION EQUIPMENT (TL:LGP-01; 08-10-2001)

Different types of explosive detection equipment are in use at different posts. Specific information on the operation and maintenance of explosive detection equipment will be provided to the personnel assigned to operate and maintain the equipment.

12 FAH-7 H-545 ALARM RESOLUTION (TL:LGP-01; 08-10-2001)

a. The kind of alarm and the actions required necessary to resolve that alarm, depend upon the kinds of explosive detected and the detector in use. Explosive detection equipment operators should be provided with written information outlining the range of alarms and the steps required


12 FAH-7 H-540 Page 3 of 3

to resolve the alarm. Alarm resolution questions should be addressed to DS/CIS/IST/FSE/FS.

b. A format for reporting alarms is in 12 FAH-7 Appendix VI-2.


Funds for explosive detection (i.e., procurement, maintenance and/or parts and shipping) are provided by DS/CIS/IST/FSE/FS.



12 FAH-7 H-550 Page 1 of 4

12 FAH-7 H-550 CHEMICAL AND BIOLOGICAL (CB)

COUNTERMEASURES TRAINING (TL:LGP-01; 08-10-2001)


a. This subchapter provides an overview of the chemical and biological terrorist threat and, drawing on the lessons learned from the chemical and biological incidents to date, suggests some basic means of detection, defense, and decontamination.

b. Local guards can play an important role in preventing a chemical or biological attack. Therefore, RSOs should incorporate countermeasures into guard orders and training.

c. The U.S. Government provides training and equipment appropriate to chemical and biological incidents.

12 FAH-7 H-552 BRIEFING LOCAL GUARD PERSONNEL (TL:LGP-01; 08-10-2001)

The following instructions should be incorporated in briefings to all local guards:

(1) Be alert for unusual clothing or use of breathing protection by pedestrians or drivers in the neighborhood of mission facilities (e.g., wearing long sleeved shirts or gloves on a hot day, etc.);

(2) Know which way and how strong the wind is blowing. A CB attack from outside the perimeter is most likely to come from upwind of the facility. (NOTE: Winds over 25 MPH (40 KPH) or under 5 MPH (8 KPH) are not ideal conditions for this type of attack.);

(3) Guards should be especially alert at sundown, sunup and at night. These are normally times when temperature inversions, which


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create ideal conditions for an external plume attack, occur; and

(4) Always suspect chemical agents with conventional explosions, especially when a device explodes with significantly less force than one would expect.

12 FAH-7 H-553 GENERAL AND/OR POST ORDERS (TL:LGP-01; 08-10-2001)

General and post orders should instruct all guards to stay alert for the following indicators of chemical or biological attack and report immediately to the appropriate supervisors, MSG, RSO, or PSO, if they are detected:

(1) Unusual dead or dying animals in the area;

(2) Unusual liquid sprays or vapor;

(3) Droplets or oily film on surfaces;

(4) Large numbers of strange or unseasonable insects or vermin not typical for the time of day or year. (Fleas, lice, mosquitoes and ticks have all been used to spread biological agents in tests);

(5) Unexplained odors (smell of bitter almonds, peach kernels, newly mown hay, or green grass);

(6) Low flying cloud formations unrelated to weather; clouds of dust; or suspended, possibly colored particles;

(7) People dressed unusually (long-sleeved shirts or overcoats in the summertime) or wearing breathing protection, particularly in areas where large numbers of people tend to congregate, such as subways or stadiums.;

(8) Suspicious devices, especially spray devices, used or found in the area;

(9) Any type of unusual or unauthorized spraying upwind of mission buildings;

(10) Sudden difficulty in seeing, especially dimness or vision while in broad daylight. (Nerve agents affect vision at lower doses than other chemical agents.);


12 FAH-7 H-550 Page 3 of 4

(11) Numerous individuals experiencing unexplained blisters or rashes;

(12) Unexplained casualties, including multiple victims;

(13) Victims displaying symptoms of nausea, difficulty breathing, convulsions, disorientation, or patterns of illness inconsistent with natural disease;

(14) Security personnel should first screen letters from unknown sources. If opened, letters allegedly containing anthrax or another toxin should be handled carefully. NOTE: If there was a puff of dust or particles from the envelope when it was opened, be sure to report that when assistance arrives. Carefully place such a letter and its envelope in a sealed plastic pouch. Thoroughly wash hands first and then face with warm soapy water before calling for assistance;

(15) When searching bags and packages, look for and carefully examine containers that could carry chemical or biological agents in powder, liquid, or aerosolized form, i.e., aerosol cans, perfume bottles, thermos jugs, glass and/or plastic bottles, baby bottles, etc. These items should not be allowed into the building unless the owner can demonstrate to designated supervisors (e.g., through drinking or spraying on skin) that the substance is safe;

(16) The presence of breathing devices, air filters, nose clips, hospital masks, rubber gloves, etc., should be cause for immediate concern and require further investigation. Visitors should be questioned regarding their use of these items and the supervisor, or RSO and/or PSO should be notified before access is permitted;

(17) Be alert to visitors displaying unusual nervousness or care when handling liquid containers in their possession or who ask questions about location, type or protective measures for air conditioning or heating systems;

(18) Mail and package screeners should be alerted to possible introduction of chemicals or biologics through their areas. Most current mailroom screening procedures (letter bomb indicators, X-rays) will also help in detecting CB agents. Personnel should report any unusual odors from mail or packages and be alert for envelopes containing granular material. Anthrax hoax letters have come in such envelopes (NOTE: Suspect packages or envelopes should only be opened by security personnel wearing at a minimum a CB protective mask and butyl rubber gloves and at a location away from building ac vents.);


12 FAH-7 H-550 Page 4 of 4

(19) Be alert to the use of any device inside or outside the building perimeter that could be used to spray a toxic cloud toward the building. This could include commercial spraying equipment, paint, insecticide or garden sprayers, air pumps, or even a crop duster airplane. When possible, persons conducting such spraying should be challenged, and, in all cases, supervisors and the RSO and/or PSO should be immediately alerted;

(20) When patrolling public areas, look for abandoned spray liquid containers. If found, immediately alert the supervisor and RSO and/or PSO. Particular attention should be paid to insure building air vents can not be approached by anyone using such devices;

(21) Non-employees requiring access to or near building air intake vents or drinking water storage tanks should be escorted by LGF or employee personnel;

(22) At posts with wells or accessible water storage tanks, LGF orders should include regular patrols of those areas; and

(23) A chemical or biological attack or incident won’t always be immediately apparent given the fact that many agents are odorless and colorless and some cause no immediately noticeable effects or symptoms. Nevertheless, be alert to the possible presence of an agent as indicated by the presence of symptoms.

12 FAH-7 H-554 LGF ACTIONS IN CASE OF ATTACK AND/OR DETECTION OF WARNING SIGNS (TL:LGP-01; 08-10-2001)

a. LGF personnel noting suspicious activity and/or the above indicators should immediately report the incident to his and/or her supervisor and the RSO and/or PSO. If the attack is in progress, avoid contact with the agent being delivered and attempt to stop the attack if at all possible.

b. Local guards should assist in evacuation, and, if necessary, direct police and/or HAZMAT response and if properly equipped with masks, gloves, and protective coveralls, assist in stopping the attack or helping in decontamination.

c. If assisting in building evacuation, guards should be sure to direct evacuees upwind of the building to avoid further contamination and be


12 FAH-7 H-550 Page 5 of 4

alert to the possibility of attack using conventional weapons on the gathered evacuees. NOTE: If the mission is in a high-rise building, it may be advisable to move to upper levels as many chemicals are heavier than air and will sink or stay close the ground.

d. If exposed to CB agents, evacuate the area as soon as possible. Once out of range, take immediate steps to decontaminate using soap and/or diluted bleach solution and lots of water. Medical treatment should be sought as soon as possible after decontamination. NOTE: Clothes tend to retain toxins so they should not be put on again after decontamination.



12 FAH-7 H-610 Page 1 of 7

12 FAH-7 H-600 PROGRAM EQUIPMENT

12 FAH-7 H-610 GENERAL

(TL:LGP-01; 08-10-2001)


a. Items such as vehicles, weapons, and radios are the kinds of equipment considered non-expendable. Equipment that has been purchased or provided by the U.S. Government, must be controlled and kept inventoried from acquisition to disposal. As with other aspects of the Local Guard Program (LGP), where and how necessary equipment is obtained, depends on whether the local guard force (LGF) is operated under a non-personal services (NPS) contract, using host government forces or with personal services agreements (PSAs).

b. Only equipment, which is fully dedicated to the LGP, can qualify for funding by DS/CIS/PSP/FPD. Queries on eligibility for LGP funding of specific items should be directed to DS/CIS/PSP/FPD. Queries must include a description of the item along with the intended use and any other pertinent data.

c. For guidance on accountable property, see:

(1) 6 FAM 221.4a, Accountable Property;

(2) 6 FAM 224.1-1, Criteria for Accountability; and

(3) 6 FAM 226, Physical Inventory and Reconciliation.

12 FAH-7 H-612 HOST-GOVERNMENT RESTRICTIONS (TL:LGP-01; 08-10-2001)


12 FAH-7 H-610 Page 2 of 7

Most countries have laws or restrictions governing the categories of equipment normally used in the LGP. To preclude problems with the host government, the RSO should ensure that all items ordered are in conformance with host government imposed restrictions. Restrictions may include, but are not limited, to the following:

(1) Uniforms—The configuration and colors shall not be similar or identical to police or military uniforms;

(2) Weapons—There may be a total prohibition or a restriction on caliber, type, number of weapons, and kind and quantity of ammunition that can be used by the LGF;

(3) Vehicles—Certain colors, size, weight, engine horsepower or displacement and configurations may be restricted. Right-hand drive may be required;

(4) Communications—Frequency, power rating, and licensing requirements are usually subject to host government regulation; and

(5) Emergency Lights and Sirens—The use of these colored lights on a vehicle may be limited to official host government vehicles and ambulances. The color of lights on vehicles may also be restricted.

12 FAH-7 H-613 NONPERSONAL SERVICE (NPS) CONTRACTS (TL:LGP-01; 08-10-2001)

a. Under a NPS contract, every attempt should be made to have all needed equipment and supplies, including non-expendable items such as vehicles, weapons, radios, etc., and expendables such as, batteries, flashlights, whistles, gasoline, uniforms, etc., provided by the contractor as a part of the contract. Although the contractor may be unable to fund major items such as vehicles, weapons, and radios, it is reasonable to expect they should furnish uniforms, weather-protective clothing, flashlights, batons, whistles, and other selected items. A competent contractor, who supplies equipment, will amortize the costs by prorating them, based on the expected life of the item. This should be reflected in the contractor’s bid as an overhead or operating expense and identified as such for each category of equipment. Equipment needed for the LGF may be funded as a program expense provided all efforts have been exhausted to have such equipment supplied by the LGF contractor.


12 FAH-7 H-610 Page 3 of 7

b. The contract must have exhibits to specify all items of equipment to be provided by the U.S. Government and/or the contractor. The contractor should provide for equipment maintenance and repair, insurance, expendable supplies, and operational costs for the use of the equipment. Where costs are substantially greater than if the U.S. Government provided the equipment, it may be necessary and advantageous for the post to provide equipment for use by a contractor. In these situations, the mission must retain title to the equipment and in the contract hold the contractor liable for loss or damage beyond normal wear and tear to U.S. Government furnished equipment.

12 FAH-7 H-614 HOST-GOVERNMENT FORCES (TL:LGP-01; 08-10-2001)

a. Host government security forces may not have all of the equipment and supplies required to equip a fully effective LGP. Post may provide funds for the procurement of supplies to assist the host government in meeting U.S. Government requirements. Generally, the U.S. Government does not provide vehicles or weapons to host government forces. Only in rare instances with detailed justification, EAC, and chief of mission support and/or approval, will such requests be considered.

b. In some cases, the host government may request meals, supplementary uniform items, civilian clothing for bodyguards, and equipment or financial compensation. Funding is available for justifiable requests and should be accounted for according to FMO budget codes. DS/CIS/PSP/FPD approval is required before funds are allocated or equipment procured. See 12 FAH-7 Appendix III for further information.

c. The Procurement Executive has determined that security agreements with local security forces under the control of host government authority (including payments of police stipends) shall not be subject to any of the requirements of the FAR.

12 FAH-7 H-615 PSA LOCAL GUARD FORCES (TL:LGP-01; 08-10-2001)

When using a PSA staffed LGF, the U. S. Government furnishes all of the necessary equipment and supplies to include vehicles, weapons, and radios, when justified. The types of equipment, quantities needed, and estimated cost should be included as part of the annual International Cooperative Administrative Support Services (ICASS) budget submission for approval by


12 FAH-7 H-610 Page 4 of 7

DS/CIS/PSP/FPD. Provision should be made for including projections on maintenance costs and equipment repair as well as any required liability insurance. A complete system of inventory and control has to be established as well as procedures for ensuring compliance with U.S. Government regulations governing the procurement and disposal of non-expendable equipment. Expendable supplies can be obtained using purchase orders provided the price does not exceed the dollar threshold for such purchases. The RSO and/or PSO must also obtain the required approvals from DS/CIS/PSP/FPD for the program and the planned equipment before any acquisitions have begun.

12 FAH-7 H-616 MISCELLANEOUS ITEMS

12 FAH-7 H-616.1 General (TL:LGP-01; 08-10-2001)

a. As with the previous categories of equipment, the contractor should supply any other items necessary to equip the LGF. This requirement should be identified in the solicitation for guard services and made a part of the contract. All contractor-supplied equipment should be subject to prior approval by the RSO. In the case of uniforms and personal equipment, the RSO may provide the specifications and list of what constitutes a “basic issue” and what the replacement cycle will be for specific items.

b. When furnished by the U.S. Government, other equipment should be procured through mission procurement channels. The GSO is the responsible officer to initiate and monitor these actions in accordance with the Federal Acquisition Regulation (FAR) and the Department of State Acquisition Regulations (DOSAR).

12 FAH-7 H-616.2 Uniforms (TL:LGP-01; 08-10-2001)

a. Uniforms provide a distinctive appearance and visually identify the official nature of the wearer’s position. Each post should decide the most effective type of clothing for the local guards to wear while on duty. RSOs have to take into consideration local restrictions as to style, color, and cut. Often, certain colors are limited to use by the military and police forces. The same applies to a military cut. Under certain cultural or ethnic conditions, the use of a “blazer” with shirt and tie would be more acceptable and create less of an authoritarian or military image. Some


12 FAH-7 H-610 Page 5 of 7

posts provide a distinctive patch to be worn on a sleeve or breast pocket.

b. Wherever possible, the contractor should be required to provide uniforms for guards and to replace them on a prescribed schedule. Such costs then become a part of the overhead costs of the contract. See 12 FAH-7 Appendix V-2, paragraph (28) for sample contract language regarding contractor provided uniforms.

c. Where posts use PSA employees as local guards, the post is responsible for providing the uniforms. In these cases, posts must follow the provisions of 6 FAM 240, Uniforms and Protective Clothing, when making decisions on the kinds and cost of uniforms for the LGF.

d. When the host government provides local guard service, uniforms for the guards are the responsibility of the host government.

12 FAH-7 H-616.3 Belts, Holsters, Whistles, Flashlights, Batons, etc. (TL:LGP-01; 08-10-2001)

With a NPS contract, the contractor should supply belts, holsters, whistles, flashlights, batons, etc. These ancillary items should be stipulated in Exhibit D of the contract. If the U.S. Government provides any of these items, they should be included in Exhibit E, U.S. Government Furnished Equipment. Where a PSA staffed guard force is in place, these items are provided by the post. The control and accountability of this equipment remains the responsibility of the post whether provided under Exhibit E for a NPS contractor or to the post's own PSA LGF.

12 FAH-7 H-616.4 Civilian Clothing (TL:LGP-01; 08-10-2001)

a. In cases where the COM or other employee is assigned the protection of a bodyguard(s) to enhance security, it may be necessary for the U.S. Government to provide or pay for suitable clothing for the bodyguard(s). Generally, this is required in countries where such clothing must be provided for security reasons, i.e., to lower the guard profile. This may be authorized under the LGP, but before purchasing clothing, or paying an allowance, the post should contact DS/CIS/PSP/FPD for approval. The request should include a justification and estimate of costs.

b. Most SDPs require the team members to wear civilian clothing. In some cases, in order to allow the employee to maintain a low profile or


12 FAH-7 H-610 Page 6 of 7

otherwise assist in surveillance detection, additional or special clothing may be necessary. This may be authorized under the SDP, but before purchasing clothing, or paying an allowance, the post should contact DS/CIS/PSP/FPD for approval. The request should include a justification and estimate of costs.

12 FAH-7 H-616.5 Supply Sources to Consider (TL:LGP-01; 08-10-2001)

With the exception of U.S.-made vehicles and weapons and other special protective equipment, the following sources should be considered:

(1) The General Services Administration (GSA) Stores Stock Catalog;

(2) The Federal Supply Schedule (FSS);

(3) Individual manufacturers;

(4) Police and uniform supply companies; and

(5) Local suppliers.

12 FAH-7 H-616.6 Expendable Supplies (TL:LGP-01; 08-10-2001)

Expendable supplies are items that are designed to be depleted in normal operations. Supplies required for the operation of the guard force and for training are included in this program element. Examples of expendable supplies are:

(1) Petroleum, Oil and Lubricants—In instances where such costs are included in the guard force contract costs, they should be separately identified. U.S. Government furnished vehicles dedicated to the guard force are maintained by the mission motor pool, and such vehicles receive fuel from this source. Such costs are not to be isolated as separate LGP costs, but absorbed in the overall costs of the operation of the mission motor pool.

(2) Radio and Flashlight Batteries—It is recommended that battery powered equipment be the type using rechargeable batteries; appropriate replacement batteries and spare parts are a part of this program element.

(3) Personal Equipment—Examples of personal equipment are


12 FAH-7 H-610 Page 7 of 7

nightsticks, whistles, web or leather belts, nightstick holder, MACE or pepper spray with holder in some cases, and notebook. The contractor providing guard service normally should provide these. If such items are not provided for in this manner, the costs will represent a separate program element.

(4) Administrative Supplies—Appropriate office supplies and printed forms for record keeping needed by the RSO in carrying out his or her responsibilities regarding the guard force are included in this element.



12 FAH-7 H-620 Page 1 of 5

12 FAH-7 H-620 FIREARMS

(TL:LGP-01; 08-10-2001)

12 FAH-7 H-621 FIREARMS PROCUREMENT (TL:LGP-01; 08-10-2001)

a. For LGFs staffed by PSAs, DS/CIS/PSP/PEL will continue to procure and ship weapons, ammunition, and the other special protective items contained in the DS Special Protective Equipment (SPE) Catalog (dated January 2000). Equipment procured from the SPE catalog will be provided by DS/CIS/PSP/PEL at no cost to the post, provided it is issued to PSA Guards or is listed in Exhibit E, U.S. Government Furnished Equipment (GFE), of a NPS contract. Equipment not contained in the SPE catalog is not available from DS/CIS/PSP/PEL and must be procured by post. Funding for items not available in the SPE catalog must be requested from DS/CIS/PSP/FPD. Requests should include a full narrative justification and cost estimate. If funding is approved, procurement remains a post responsibility. All requests for firearms must be accompanied by a detailed explanation of their intended use. Rifles and submachine guns are normally limited to use by the RSO and bodyguards. These weapons are not authorized in inventories at posts that do not have an RSO resident.

b. In the solicitation for an armed LGF, the types and numbers of weapons required must be identified. Local laws and regulations may govern the selection of types of weapons. Unless prohibited by local laws or not possible for other legitimate reasons, the proposal from commercial security firms for a LGF, which will be armed, should include the cost of furnishing all weapons, ammunition, training, and the actions and expenses necessary to obtain any required licenses and insurance. When furnished by the contractor, the weapons remain the property and responsibility of the contractor. The RSO and/or A/RSO acting as contracting officer's representative (COR) must ensure through written documentation that any weapons used as part of a local guard contract have been obtained, are stored, and used in accordance with local laws and regulations. When the contractor is unable to provide weapons required by the LGF, equipment procured from the SPE catalog will be provided by DS/CIS/PSP/PEL at no cost to the post provided it is listed as GFE in the LGP NPS contract.


12 FAH-7 H-620 Page 2 of 5

c. When the host government provides an armed force as part of the LGP, the host government is responsible for furnishing weapons. In some cases where a host government has provided an armed force, the host government may not be able to provide sufficient ammunition to ensure an acceptable level of training. Should an RSO determine that this condition exists at his or her mission, a request for supplemental ammunition can be made to DS/CIS/PSP/FPD and DS/CIS/PSP/PEL. The request should explain the local situation and indicate kinds and quantities of ammunition required.

d. Regardless of the source of weapons used for the security of the mission, the RSO and/or PSO must ensure that they are clean and maintained in a serviceable condition.

e. Trigger locks, shotgun racks, and/or safes for local guard weapon storage are to be post purchased and/or procured items when listed as U.S. Government furnished property in a NPS guard contract or under a PSA arrangement. Funding will be provided by DS/CIS/PSP/FPD. If not provided as GFE under a NPS guard contract, posts should ensure that the contractor is providing and accounting for weapons securing equipment.

12 FAH-7 H-622 SPECIAL PROTECTIVE EQUIPMENT (SPE) TELEGRAM (ANNUAL) (TL:LGP-01; 08-10-2001)

a. The SPE telegram, prepared annually by DS/CIS/PSP/PEL, contains valuable information concerning acquisition of weapons, ammunition, and other special protective equipment. It lists specific make and model information and nomenclature for ammunition.

b. All requests for SPE in support of LGPs should be addressed to DS/CIS/PSP/FPD as well as DS/CIS/PSP/PEL. Instruction and formats for these requests are contained in the annual SPE telegram and should be followed when ordering weapons, ammunition, and other items listed. This includes the type and number of items required, firearms request justification, ammunition request justification, current firearms inventory by types and quantities, and confirmation of the nearest available Air Force Air Mobility Command (AMC) terminal for special flight information, if applicable. A statement that the chief of mission (COM) or principal officer (PO) concurs with the request must also be included.

c. The current formula for calculating ammunition requirements is contained


12 FAH-7 H-620 Page 3 of 5

in the SPE catalog. When ordering training ammunition, use the formulas outlined in the SPE catalog to indicate how quantities requested were determined and that this quantity does not exceed the authorized level.

d. The RSO or PSO is responsible for an annual inventory of firearms at post. This inventory is submitted to DS/CIS/PSP/FPD and DS/CIS/PSP/PEL.

12 FAH-7 H-623 STANDARD TYPES OF WEAPONS AND/OR AMMUNITION FOR LGF (TL:LGP-01; 08-10-2001)

a. The standard issued weapons for LGFs depend on the post, country, threat rating, and the RSO request. As required in accordance with 12 FAH-6, Security Standards Handbook, the DS Firearms Policy Review Board reviews requests before approval is granted. Specific details as to make, model, configuration, etc., for current DS standard weapons are contained in the SPE catalog.

b. Only in rare cases will any surveillance detection (SD) personnel be armed. The requirements that apply to obtaining approval for an armed LGF also apply if there is a need to arm all or part of the SD personnel. In addition, the issue of carrying concealed weapons must be met with confirmation of host government approval as part of the request.

c. DS/CIS/PSP/PEL recommends the RSO order for the LGF a reserve supply equal to 10 percent of the required inventory to assure an adequate supply of weapons to replace those that become unserviceable or are under repair. Weapons, which need repair or replacement, must be returned to the Department; the turn-around time for weapons returned to the Department for repair may be 90 days or longer. It is, therefore, essential to have an adequate number of reserve weapons on hand. The contractor or host government is responsible for maintenance and repair as well as ensuring an adequate number of reserve weapons when they are responsible for the supply of weapons.

12 FAH-7 H-623.1 Procurement Lead Time (TL:LGP-01; 08-10-2001)

RSOs should be aware that due to transportation restrictions and availability of suitable shipping channels, there may be up to one year or more of lead-


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time from the time weapons are ordered before shipments could arrive in country. Emergency requests will be considered on a case-by-case basis.

12 FAH-7 H-623.2 Ammunition Procurement Alternatives (TL:LGP-01; 08-10-2001)

a. Prior to requesting DS/CIS/PSP/PEL assistance in obtaining ammunition, the RSO should explore alternative sources including the following:

(1) Commercial sources in the local economy;

(2) Purchase from host government sources; or

(3) Offshore commercial sources. If appropriate, the post should request host government approval for a “declared” entry via commercial sources.

b. If none of these alternatives are feasible and DS assistance is required, delivery will be to the closest USAF Air Mobility Command (AMC) terminal or by other special flight arrangements as may be available, such as small commercial charter or any U.S. military aircraft operating in the area. For further guidance, check with DS/CIS/PSP/PEL.

12 FAH-7 H-624 WEAPONS SAFETY AND DISPOSAL

12 FAH-7 H-624.1 Weapons Safety (TL:LGP-01; 08-10-2001)

a. Missions having uniformed armed local guard personnel and/or armed SD personnel are required to review their guard orders and make periodic random inspections to ensure weapons safety and handling procedures are being followed according to regulations. Constant attention should be paid to proper weapons control (i.e., loading, unloading, carrying, storage, etc.). Posts may also need to review and/or update their general guard orders to cover, at a minimum, the following issues:

(1) How a weapon will be passed from shift to shift;

(2) How a weapon will be secured when not in direct possession of a guard; and


12 FAH-7 H-620 Page 5 of 5

(3) Stern reminders that weapons will not be left unattended unless they can be secured.

b. Violations of weapons handling and/or storage procedures and rules are grounds for immediate dismissal of any guard. Accidental discharge of a firearm or weapon use resulting in a discharge should be investigated by the RSO and reported expeditiously by DS channel telegram to DS/CIS/PSP/FPD, DS/DSS/OP, and DS/DSS/ICI/CR. See also 12 FAM 228.3-6, Alien Employees, Contractor, and Contractor's Employees.

12 FAH-7 H-624.2 Weapons Disposal (TL:LGP-01; 08-10-2001)

a. Disposal of weapons no longer needed or non-repairable is the responsibility of the contractor when the contractor has furnished the weapons.

b. Disposal of weapons that are the property of the host government is the responsibility of the host government.

c. When weapons have been furnished to the contractor by the U.S. Government or when PSA guards are armed, disposal of any excess or unrepairable weapons is the responsibility of the RSO or PSO with instructions from and approval of DS/CIS/PSP/PEL. Before returning any weapons, the post should notify DS/CIS/PSP/PEL of the intention to return weapons as excess or for repair, and request authority to ship them. These weapons should be returned to DS/CIS/PSP/PEL in accordance with the correct shipping procedures.



12 FAH-7 H-630 Page 1 of 8

12 FAH-7 H-630 VEHICLES

(TL:LGP-01; 08-10-2001)


a. Vehicles may be required for transport of guard force supervisors, mobile patrols, reaction forces, transporting guards for shift relief, surveillance detection (SD) operations, or ambassadorial-follow cars. SD teams will likely need a vehicle(s) which may include bicycles, motor bikes as well as automobiles to deploy into positions and maneuver on the street. SD vehicles should be of a make, model, and color that will readily blend in with other local vehicles; the use of diplomatic or official license plates should be avoided.

b. Under a local guard contract, vehicles used for all local guard operations will be provided by the contractor, whenever possible. However, in cases where this is not feasible, or for a PSA staffed LGF, this requirement may be met by vehicles funded and provided by DS/CIS/PSP/FPD. Post must coordinate with DS/CIS/PSP/FPD before any vehicles are purchased or otherwise obtained. When LGP and/or SDP vehicles are funded by DS/CIS/PSP/FPD, they must be used exclusively for these or other approved LGP and/or SDP activities.

c. All vehicles used of U.S. Government property must be fully licensed, inspected and insured in accordance with local laws and regulations.

12 FAH-7 H-632 CONTRACTOR PROVIDED TRANSPORTATION (TL:LGP-01; 08-10-2001)

a. Vehicles provided by the contractor are maintained and controlled by and are the responsibility of the contractor. The type of vehicle provided by the contractor should be specified in the solicitation (i.e., utility, pickup, van, four-wheel drive, etc.).

b. In some cases where high vehicle import duties may make it prohibitive


12 FAH-7 H-630 Page 2 of 8

for the post or the contractor to reasonably meet transportation requirements under the contract, the post should consider using its duty-free import privilege, but with the contractor paying the cost and assuming all responsibility for the vehicle. Prior to using this method, the post must consider the host government’s attitude towards such a transaction. It may also be prudent to firmly establish that should a contractor’s services be terminated prior to the date when the vehicle could be disposed of without payment of tax or import fee (usually two or three years from the date of import), the contractor will be responsible for all such payments. It may be advisable to establish an “escrow” account in a local bank, funded by the contractor, to cover such an eventuality.

12 FAH-7 H-633 VEHICLE ACQUISITION (TL:LGP-01; 08-10-2001)

a. Vehicles are acquired through purchase, lease, or transfer. Funds for the purchase of vehicles are obtained through Congressional appropriations and proceeds from the sale of vehicles. Vehicle replacement coordination efforts are made through post, DS/CIS/PSP/FPD, and A/LM/OPS/RLC/MV.

b. Posts abroad must obtain prior approval from A/LM/OPS/RLC/MV before acquiring any vehicle by purchase, lease, transfer, or other means, except as provided in 6 FAM 228.9. The General Services Administration (GSA) is the mandatory procurement source for the purchase of U.S. manufactured vehicles from the United States. A/LM/OPS/RLC/MV is responsible for submitting purchase requests to GSA.

c. Foreign made vehicles are purchased abroad by the post, either through a regional procurement office, third country procurement, or locally. All purchases abroad must be authorized by A/LM/OPS/RLC/MV.

d. Due to the Balance of Payments Program, it is the Department‘s policy to acquire and use U.S.-manufactured vehicles except when:

(1) There are special requirements which cannot be met by U.S. manufacturers (e.g., right-hand drive);

(2) The total cost of acquisition and use (including maintenance and repair) of non-U.S.–made vehicles is at least one third less than that of U.S.-made vehicles. This is generally due to the availability of parts and service, suitability to local conditions, and more efficient fleet operations; and


12 FAH-7 H-630 Page 3 of 8

(3) It is necessary due to local conditions to use non-U.S.-made vehicles for the SDP or special operational needs. Justification to procure a vehicle under this provision must be submitted to A/LM/OPS/RLC/MV. If security is a consideration, the justification must be routed through DS/CIS/PSP/FPD for approval.

e. It is also the Department’s policy that when the use of foreign-made vehicles is determined to be in the best interests of the U. S. Government, consideration will be given to vehicles manufactured by U.S. subsidiary firms.

12 FAH-7 H-633.1 U.S.-Manufactured Vehicles (TL:LGP-01; 08-10-2001)

a. DS/CIS/PSP/FPD will approve the acquisition of U.S.-manufactured vehicles to meet LGP transportation requirements based on information from the post. Vehicle specifications and funding information will be provided by DS/CIS/PSP/FPD to A/LM/OPS/RLC/MV to initiate procurement action through the GSA. See 6 FAM 228, Use and Control of Official Vehicles. A/LM/OPS/RLC/MV will continue to procure and ship all U.S.-manufactured vehicles in accordance with established procedures (consult the GSO for details).

b. Transportation costs from the manufacturer’s facility to the port of entry of the receiving country are included in the overall funding level approved for the procurement action. However, all local post, handling, clearance, or other fees, including inland freight, are chargeable to the post's salaries and expenses (S&E) account.

12 FAH-7 H-633.2 U.S.-Affiliated Manufacturers (TL:LGP-01; 08-10-2001)

a. It is the policy of the U.S. Government to purchase, to the greatest extent possible, equipment manufactured by companies either in the United States or, when abroad, owned by U.S. citizens or corporations.

b. When a post determines that no U.S.-manufactured vehicle meets the post's requirements and a foreign manufactured vehicle must be procured, the first option available to a post is selection of a suitable vehicle from a U.S. owned company or the subsidiary of a U.S. company.

c. Requests for foreign–manufactured vehicles manufactured by a company with a U.S. affiliation must be submitted to and approved by


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DS/CIS/PSP/FPD with the concurrence of A/LM/OPS/RLC/MV. The post should include specifications that illustrate the need for a foreign-manufactured vehicle. The following material must be included in the request:

(1) A request from post for an exception to purchasing a U.S.-manufactured vehicle under this provision must be accompanied by a cost benefit analysis as cited in 6 FAM H-228, Use and Control of Motor Vehicles, justifying the exception. Requests must be accompanied by pro forma invoices for suitable vehicles, available locally, or through third-country sources. In each case, the post will be advised whether procurement is approved and what action will need to be taken to procure the required vehicle.

(2) When right-hand drive vehicles are required, priority should continue to be given to vehicles manufactured in the U.S. or by U.S. affiliated companies. A cost analysis is needed for right-hand drive vehicle requirements only when the recommended replacement vehicle is non-U.S. affiliate manufactured.

(3) A list of U.S. affiliated vehicle manufacturers can be obtained from A/LM/OPS/RLC/MV.

12 FAH-7 H-633.3 Non-U.S.-Manufactured Vehicles (TL:LGP-01; 08-10-2001)

Requests for foreign–manufactured vehicles will be approved by DS/CIS/PSP/FPD with the concurrence of A/LM/OPS/RLC/MV provided the post generates specifications that call for a foreign-manufactured vehicle with a full explanation of the circumstances. The same material required in 12 FAH-7 H-642.2 must be included in the request.

12 FAH-7 H-633.4 Acquisition for Use by Contractor Personnel (TL:LGP-01; 08-10-2001)

In cases where it is not feasible for the contractor to provide required transportation, the post may submit a request to DS/CIS/PSP/FPD for U.S. Government procured vehicles. The post should explain why the contractor can not provide vehicles or why it is necessary to use U.S. Government-owned vehicles, with info copy to A/LM/OPS/RLC/MV, as required. Vehicles will be funded through an ICASS appropriation designated for the LGP.


12 FAH-7 H-630 Page 5 of 8

12 FAH-7 H-623.5 Acquisition for Use by Host- Government Police and/or Security Forces (TL:LGP-01; 08-10-2001)

In cases where it is not feasible for the host government to provide required transportation, the post may submit a request to DS/CIS/PSP/FPD for U.S. Government procured vehicles. The post should explain why the host government can not provide vehicles or why it is necessary to use U.S. Government-owned vehicles, with info copy to A/LM/OPS/RLC/MV, as required. Vehicles will be funded through an ICASS appropriation designated for the LGP.

12 FAH-7 H-634 U.S. GOVERNMENT PROCURED VEHICLE USEAGE

12 FAH-7 H-634.1 Use by Contractor Personnel (TL:LGP-01; 08-10-2001)

a. The vehicles will be maintained and controlled under the regulations and procedures governing the use and control of all U.S. Government-owned or leased vehicles. See 6 FAM 228, Use and Control of Official Vehicles. When U.S. Government-furnished equipment is provided to the contractor, the terms and conditions of the contract will govern use, maintenance, control, and responsibility for the vehicles.

b. The contractor should identify to the RSO and/or PSO all LGF personnel who are properly licensed to operate a motor vehicle.

12 FAH-7 H-634.2 Use by PSA or FSN Personnel (TL:LGP-01; 08-10-2001)

The regulations in 6 FAM 228, Use and Control of Official Vehicles, govern the use of U.S. Government provided LGP vehicles are driven by PSA or FSN employees.

12 FAH-7 H-634.3 Use by Host-Government Police and/or Security Forces (TL:LGP-01; 08-10-2001)


12 FAH-7 H-630 Page 6 of 8

a. The vehicles will be maintained and controlled under the regulations and procedures governing the use and control of all U.S. Government-owned or leased vehicles. See 6 FAM 228, Use and Control of Official Vehicles. When U.S. Government-furnished equipment is provided to the host government, the terms and conditions of the MOU and/or MOA or other written agreement will govern use, maintenance, control, and responsibility for the vehicles. NOTE: In order to protect the U.S. Government from property loss or liability claims, the post must purchase an appropriate commercial insurance policy from a local provider.

b. The host government should be requested to provide a list to the RSO and/or PSO of all personnel authorized to operate a U.S. Government provided vehicle.

12 FAH-7 H-635 LEASED VEHICLES (TL:LGP-01; 08-10-2001)

a. Posts may lease or rent a vehicle to meet temporary requirements for periods not to exceed 60 days. Leases in excess of 60 days, or a series of individual leases, must be approved in advance by A/LM/OPS/RLC/MV. For additional guidance, see 6 FAM 228.9-3(D), Lease Acquisition Methods.

b. If a post believes that unusual circumstances favor leasing over purchase, a proposal must be submitted to A/LM/OPS/RLC/MV with a comparison of: purchase price, maintenance and repair costs, operating costs, and proceeds of sale, to the annual lease costs, length of agreement, and contract maintenance and repair costs. The comparison should be for similar makes and models. The provisions of 6 FAM 228, Use and Control of Official Vehicles, concerning vehicles of foreign manufacture apply to lease as well as purchase. Approval of a lease extends for the life of the lease, but not for renewals. A renewal requires a new request and justification in the same manner as the original.

c. Vehicles leased by a post for LGPs, as an alternative to the purchase of vehicles, will also be funded by DS/CIS/PSP/FPD with approval by A/LM/OPS/RLC/MV. If a post believes that it would be more practical and economical to provide leased vehicles, the request should be submitted to DS/CIS/PSP/FPD.

12 FAH-7 H-636 LGP VEHICLE INVENTORY (TL:LGP-01; 08-10-2001)


12 FAH-7 H-630 Page 7 of 8

Inventory records for U.S. Government provided LGP vehicles (with the exception of two and three-wheeled vehicles, which should be accounted for by the post through appropriate entries into the ICASS Global database) are maintained by A/LM/OPS/RLC/MV. This office annually requests a vehicle inventory from country fleet managers and posts without an immediate supervising mission. The inventory printout appended to the request lists the vehicles currently authorized and on-hand at a post. The post must annotate any corrections directly on the printout, sign the certification statement stamped on the inventory, and return the signed inventory printout by the date indicated.

12 FAH-7 H-637 REPLACEMENT CRITERIA AND FLEET INCREASES (TL:LGP-01; 08-10-2001)

a. Rigid replacement cycles will not be established for vehicles provided for this program. Replacement will be made, as required, based upon information supplied by the post. When a post determines that a vehicle needs to be replaced, a condition report (describing condition, projected repair costs, mileage, assigned use, etc.) similar to the one required for A/LM/OPS/RLC/MV provided vehicles, should be submitted to DS/CIS/PSP/FPD. This should be done as far in advance as possible for planning purposes. At this time, the post should reassess the need for the U. S. Government to procure the replacement vehicle or if the contractor can now be expected to provide them.

b. A/LM/OPS/RLC/MV funds and controls the replacement of motor vehicles abroad, evaluating the size and composition of post fleets when reviewing replacement requests. Approval of vehicle replacement is based on the mileage and condition reported by the post. A vehicle due for replacement may not be replaced if the program has been reduced in size or if other vehicles in the fleet are under utilized.

12 FAH-7 H-638 LOSS OR EXTENSIVE DAMAGE TO OFFICIAL VEHICLES (TL:LGP-01; 08-10-2001)

a. The repair of official vehicles is a post responsibility and does not require prior approval from A/LM/OPS/RLC/MV. Accidents involving official vehicles must be reported in accordance with 6 FAM 617.3-5. If a vehicle is lost, stolen, or damaged beyond repair, the post must forward Form


12 FAH-7 H-630 Page 8 of 8

OF-132, Property Disposal Authorization and Survey Report, after survey action has been completed.

b. If a replacement vehicle is required, the post should first request disposition authority, then follow the procedures described in 6 FAM 228.9-1 to request replacement.

12 FAH-7 H-639 LGP VEHICLE DISPOSAL (TL:LGP-01; 08-10-2001)

a. The Department authorizes disposal of official vehicles on a case-by-case basis. Advance approval must be obtained from DS/CIS/PSP/FPD and A/LM/OPS/RLC/MV when a vehicle is to be disposed of before the replacement vehicle is received. If the vehicle is not being replaced, the post should inform DS/CIS/PSP/FPD and A/LM/OPS/RLC/MV when a vehicle is no longer serviceable or economical to maintain.

(1) Normally, vehicles are to be sold on a competitive basis as re-placement property. While disposal authorization must be obtained, the property disposal officer is responsible for determining the proper disposal method (see 6 FAM 227.3, Methods of Disposal).

(2) Disposal of vehicles should be accomplished within six weeks after receipt of authorization. If disposal action cannot be completed within two months, A/LM/OPS/RLC/MV should be advised by memorandum, stating the reason for delay and what action is being taken. If disposal is delayed because of host country requirements, the Office of Foreign Missions (DS/OFM), in addition to A/LM/OPS/RLC/MV, should be advised by memorandum, with copies of pertinent correspondence.

(3) When a vehicle is lost or destroyed by accident, natural causes, or civil strife, a non-U.S. Government entity may provide replacement. In those circumstances, acceptance of the vehicle must be approved by A/LM/OPS/RLC/MV. Complete details relating to the incident should be provided, including a full description of the vehicle proposed as a replacement, and copy of Form OF-132, Property Disposal Authorization and Survey Report.

b. Funds obtained from the sale of official vehicles shall be deposited in accordance with instructions provided by A/LM/OPS/RLC/MV, normally included with the disposal authorization.


12 FAH-7 H-640 Page 1 of 4

12 FAH-7 H-640 ACCESS CONTROL AND INSPECTION

EQUIPMENT (TL:LGP-01; 08-10-2001)


All official facilities, regardless of location, threat level, or local conditions, are mandated to use access control procedures for all visitors, and their handbags and packages. All posts are also mandated to use access control procedures for all vehicles, deliveries, and packages. These access control procedures require the use of certain kinds of equipment for effective inspection and control of access to official facilities. Members of the LGF normally operate this equipment.

12 FAH-7 H-642 PEDESTRIAN INSPECTION EQUIPMENT (TL:LGP-01; 08-10-2001)

a. The kinds of equipment most often used for access control and inspection of pedestrians and packages include:

(1) Walk-through metal detectors;

(2) Hand held metal detectors; and

(3) X-ray machines.

b. The Department funds and procures access control and inspection equipment. The RSO and/or PSO identifies the need and specifies the types of equipment required by the post. A request should be sent to DS/CIS/PSP/FPD and DS/CIS/PSP/PEL. The request should include:

(1) Types of equipment needed;

(2) Number of each item;


12 FAH-7 H-640 Page 2 of 4

(3) Location within the official facility; and

(4) A justification for the need.

NOTE: DS/CIS/PSP/PEL orders and funds the required equipment.

c. The installation and set up of new equipment should be coordinated with DS/CIS/PSP/PEL. If funding is needed for equipment repair or replacement, contact DS/CIS/PSP/PEL.

d. The operator ordinarily accomplishes preventive maintenance of the inspection equipment. Preventive maintenance depends on the type of equipment in use and is taught as part of the training course to certify operators. Equipment repair is ordinarily the responsibility of DS/CIS/PSP/PEL, the security engineering officer (SEO), security technician specialist (STS) and seabee. Therefore, they should be contacted when problems with the equipment develop. In some countries, it may be possible to have a service contract with a local company to accomplish any required maintenance and repair.

e. Disposal of access control and inspection equipment should be accomplished in accordance with 6 FAM 227, Disposal of Personal Property.

12 FAH-7 H-643 VEHICLE INSPECTION EQUIPMENT

12 FAH-7 H-643.1 General (TL:LGP-01; 08-10-2001)

a. The Department provides the following types of equipment to supplement the conduct of vehicle inspections:

(1) Inspection mirrors for viewing the underside of vehicles;

(2) Chemical detection equipment; and

(3) Explosive detection equipment.

b. Each of these types of equipment is stocked by DS/CIS/PSP/PEL.

12 FAH-7 H-643.2 Inspection Mirrors


12 FAH-7 H-640 Page 3 of 4

(TL:LGP-01; 08-10-2001)

DS/CIS/PSP/PEL is the program office that approves deployment of inspection mirrors, and provides guidance for their utilization. Inspection mirror repair is coordinated with DS/CIS/PSP/PEL. Broken equipment is usually replaced.

12 FAH-7 H-644 CHEMICAL DETECTION EQUIPMENT (TL:LGP-01; 08-10-2001)

DSS/CCBC is the program office that approves deployment of chemical detection equipment, and installs or provides guidance for post-installation and utilization. Chemical detection equipment is replaced, rather than field repaired. Contact DS/DSS/CCBC for guidance and instructions.

12 FAH-7 H-645 EXPLOSIVE TRACE DETECTION EQUIPMENT (TL:LGP-01; 08-10-2001)

a. DS/CIS/IST/FSE/FS is the program office that approves deployment of explosive trace detection equipment, and installs or provides guidance for post-installation and utilization.

b. Explosive trace detection equipment maintenance and calibration are important and must be accomplished daily. Post LGF resources perform these operations in accordance with the user manual included with the equipment. The maintenance cycle has daily, weekly and monthly routines specified by the respective manufacturer. Basic troubleshooting requires no technical expertise and must be performed by post personnel in accordance with the user manual. If troubleshooting indicates technical support is required, contact DS/CIS/IST/FSE/FS for guidance. Many field-related problems may be correctable with basic guidance to non-technical personnel. Field level repairs may be performed by technically qualified personnel and by DS/CIS/IST/FSE/FS trained ESC/ESO staff. The manufacturer and/or DS/CIS/IST/FSE/FS will provide needed parts.

c. The decision to return the equipment for manufacturer repair is determined by DS/CIS/IST/FSE/FS. If needed, a replacement unit will be provided. Should the equipment be designated for a major repair, it shall


12 FAH-7 H-640 Page 4 of 4

be shipped via pouch to DS/CIS/IST/FSE/FS, SA-7. If commercial shipping is necessary, coordinate funding with DS/CIS/IST/FSE/FS.

12 FAH-7 H-646 EQUIPMENT DISPOSAL (TL:LGP-01; 08-10-2001)

Disposal of explosive detection equipment should be coordinated with DS/CIS/IST/FSE/FS, and, when necessary, the manufacturer.



12 FAH-7 H-650 Page 1 of 6

12 FAH-7 H-650 COMMUNICATIONS EQUIPMENT

(TL:LGP-01; 08-10-2001)


a. Two-way radio communications are an important part of an effective LGP, particularly when telephone service is limited or undependable. Vehicles used for supervisory duties, mobile patrol, or rapid response by a reaction force should be equipped with mobile radios. It is important that bilingual dispatchers be used so that messages received from employees or dependents calling for assistance or reporting incidents will be clearly understood and that instructions to member of the LGF are clear.

b. The Department recommends that, wherever possible, cellular telecommunications equipment be used to support surveillance detection. The use of cell phones lowers the profile of SD personnel and enhances their ability to perform their duties outside of the mission environment. DS/CIS/PSP/FPD recommends, at minimum, the RSO, each team leader, and command post (CP) have a cellular phone. Where cell phones are used, the RSO needs to monitor phone usage and require reimbursement if personal calls are made.

c. Where cellular phone capabilities are lacking, SD personnel should be equipped with radio equipment compatible with existing mission equipment. There should be at least one separate channel for SD operations. If radios are used, the procedures in 12 FAH-7 H-642 and 12 FAH-7 H-643 must be followed for their acquisition and operation. Radios should also be used with prudence as they may expose team members to the public or hostile surveillance teams.

d. The RSO should include LGP cellular phone and radio requirements in the LGP contract. The LGP contract should include initial funding for equipment, maintenance costs, and replacement parts. If the contractor is unable to provide radio communication as part of the contract, the RSO should coordinate with the information management officer (IMO) and regional information management center (RIMC) to obtain purchasing information on compatible VHF or UHF radio systems for LGP programs. The RSO should coordinate funding requirements for LGP radios with IRM


12 FAH-7 H-650 Page 2 of 6

and DS/CIS/PSP/FPD. RIMC can provide limited assistance with maintenance repairs, but will not supply replacements for inoperable LGF units.

12 FAH-7 H-652 INFORMATION MANAGEMENT OFFICER (IMO) OR INFORMATION PROCESSING OFFICER (IPO) (TL:LGP-01; 08-10-2001)

The IMO or IPO is the embassy’s focal point for all radio matters. The functions of the IMO or IPO is:

(1) To manage all Department HF, UHF and/or VHF radio systems and provide guidance to users of other radio systems under the authority and direction of the COM, as required, to maintain network discipline and operational efficiency. This includes consulting with host government authorities for operating licenses and frequency approvals;

(2) To provide radio operating procedures and maintenance guidance to radio equipment users;

(3) To assure that all users have provided the IPO with the information and operator instructions needed to isolate and correct faults when radio assets cause existing post or host country networks to degrade;

(4) To determines test schedules and procedures; and

(5) To establish the area custodian of IM property.

12 FAH-7 H-653 REGIONAL INFORMATION MANAGEMENT CENTER (RIMC) (TL:LGP-01; 08-10-2001)

a. The RIMC should be consulted on all matters pertaining to communications needs for the LGP. The RIMC provides direct technical and operational support to each COM within its geographic area of responsibility. The RIMC reviews and approves post and contractor equipment specifications and technical plans to ensure compliance with the Department’s established radio program standards and specifications.


12 FAH-7 H-650 Page 3 of 6

For post or Bureau funded systems, the RIMC assesses the probability of and recommends resolutions to interference problems. It also provides technical assistance on integrating new systems or major changes in existing systems with other existing and planned radio systems.

b. It is the responsibility of the RIMC to ensure appropriate operating frequencies are requested from the host government for official mission use. The question of reciprocity must be considered and Department approval received prior to requesting operating frequencies from the host government. The RIMC will be aware of legal restrictions on types of equipment, transmitter power limits, and licensing requirements. The RSO should provide the RIMC with sufficient information about the LGP communications requirements to allow identification of the options available in terms of organization of the net and the selection of proper equipment to do the required work. At a minimum, this information should include:

(1) The function and purpose of the net;

(2) Anticipated guard post locations (great distances or obstacles may require the use of repeaters);

(3) Anticipated shift arrangements in terms of hours (this can affect the recharging program and the kind of portable equipment selected in terms of power pack capability); and

(4) Number of hand-held and mobile units required to man the net.

c. Based on the total number of radios required, the RIMC will recommend a suitable number of spare units to provide replacements for units out for repair or other reasons.


a. Department funded cell phones and radio systems may be owned or leased. DS/CIS/PSP/FPD funds LGP, including SDP, cell phones, and/or radios. The post or regional bureau funds all other communication requirements.

b. All proposals relating to introducing new radio systems or making major changes to existing systems must be coordinated with the COM and the Department. The RSO should coordinate with the IMO and/or IPO for acquisition of UHF and/or VHF radio systems for the LGP.


12 FAH-7 H-650 Page 4 of 6

12 FAH-7 H-655 COMMUNICATION EQUIPMENT SELECTION (TL:LGP-01; 08-10-2001)

a. An important consideration in determining radio requirements is compatibility with the post's E&E radio network frequencies. The RSO and others should be able to maintain contact with the emergency action network and the guard force. Based on requirements identified by the RSO, the RIMC should provide detailed specifications for all radio equipment needed, including hand-held mobile units, repeaters, chargers, antennas, and spare rechargeable batteries. Consideration should be given to the use of a clip-on lapel microphone in conjunction with a belt unit. Such a configuration facilitates the use of the radio without the need for removing it from the belt carrier.

b. Although not available on all models of radios, high-risk posts should strongly consider the use of a distress and/or duress button on the units. When depressed, these buttons will transmit a signal to the base station signifying the fact that the guard is in danger or needs assistance. An alternative at a fixed post is a hardwired duress device.

c. The post may decide that the radio communications system for the operation of the guard force or the surveillance detection team will require a separate and dedicated communications center or base station. The RIMC should be consulted as to the minimum requirements even if a contractor is providing all radios and a complete communication system. This information will be of value to the RSO where the contractor provides such a facility in assuring that proper base station equipment and related items are adequate for the purpose.

d. The post may select cellular phone equipment based on locally available equipment, financial options, and the operational requirements. Every attempt should be made to acquire the most suitable equipment for the lowest possible cost.

12 FAH-7 H-656 COMMUNICATION EQUIPMENT PROCUREMENT (TL:LGP-01; 08-10-2001)

a. The preferred method for meeting the need for cellular phones and radio equipment is to require the contractor, as part of the contract, to supply and maintain all needed equipment. This shifts the burden of


12 FAH-7 H-650 Page 5 of 6

procurement and maintenance from the mission. When buying the units, the contractor has the freedom of choice, under local laws and regulation, of any equipment that satisfies the program's communication requirement. The contractor may choose to procure non-U.S.-made equipment.

b. If the contractor is unable to provide the radio equipment, the post should identify the requirement to the Department’s Diplomatic Telecommunications Services Program Office (DTSPO) so that available equipment may be issued. If the required equipment is not readily available, the Department may authorize post to purchase or lease equipment on a long-term basis. In all cases, full coordination with the RIMC is required for technical advice and assistance. If the Department has authorized the post to purchase and/or lease locally, then pro forma invoices should be obtained. Generally the department seeks the most expeditious, efficient, and cost-effective method of procurement.

c. If the host government is supplying security forces for the LGF, the host government usually provides adequate communication capability. Should the host government not have adequate radios or should there be a compatibility problem, consult with the RIMC and DS/CIS/PSP/FPD for information on actions and equipment necessary to ensure satisfactory communications.

12 FAH-7 H-657 MAINTENANCE CONSIDERATIONS (TL:LGP-01; 08-10-2001)

a. When the contractor provides communications equipment, all repair, replacement, and maintenance problems are the responsibility of the contractor. This should be stated in the contract and failure to provide continuous or acceptable communications should be one of the elements of the deduct schedule.

b. When the U.S. Government is providing the radio equipment the availability of a suitable maintenance capability should influence the selection of the make of equipment. To reduce downtime and the number or spare units that must be kept on hand, a local repair capability is preferred. However, many developing countries lack this, and it is necessary to return units to the manufacturer or a suitable repair facility in a third country. This often results in undue delay in returning a unit to operation. The RIMC can provide guidance on maintenance matters and the selection of the best option in terms of quality of service and turn-


12 FAH-7 H-650 Page 6 of 6

around time.

12 FAH-7 H-658 COMMUNICATIONS EQUIPMENT DISPOSAL (TL:LGP-01; 08-10-2001)

a. Disposal of excess or unrepairable cellular phones or radio equipment, which is the property of a contractor, will be accomplished by the contractor.

b. Where the communications equipment is the property of the U.S. Government, the equipment must be inventoried and excess or unrepairable equipment will be returned to the IMO, IPO or RIMC where appropriate action will be taken. For additional guidance on disposal of GFE LGP radio equipment, see 6 FAM 227, Disposal of Personal Property.



12 FAH-7 H-660 Page 1 of 3

12 FAH-7 H-660 GUARD ELECTRONIC MONITORING

SYSTEM (GEMS) (TL:LGP-01; 08-10-2001)


a. To effectively supervise a guard force which may be assigned to widely separated locations and to ensure that the proper schedule of inspections is maintained, the RSO or PSO may elect to use a GEMS.

b. The system collects data by scanning bar codes using an electronic hand held bar code reader; downloads the information to a computer; and creates computer generated reports designed to document guard activities and supervisor oversight. The system should have an archival capability so that historical information can be accessed via the computer. The integrity of the system shall be such that information, once collected, can not be altered or modified. Bar code labels should be assigned to individual guards, supervisors, guard posts, and certain defined incidents or events that will be contained on an incident card.

c. Each supervisor will receive a bar code scanner at the beginning of a shift. Each supervisor, mobile patrol or guard responsible for security checks at multiple locations will be strictly responsible for scanning all of the bar-code labels at each post along his route and completing the required number of visits to each post throughout his daily and/or nightly tour. During supervisory rounds, the supervisor is required to report all incidents using the electronic bar code incident card and follow up with written reports, as necessary.

12 FAH-7 H-662 CONTRACTOR-PROVIDED GEMS (TL:LGP-01; 08-10-2001)

a. When it is desirable to use a GEMS and local guard services are provided through a NPS guard contract, every effort should be made to have the


12 FAH-7 H-660 Page 2 of 3

contractor provide a GEMS. The RSO and/or PSO must approve the system selected by the contractor before installation and use. The contractor shall then utilize the GEMS for supervision and quality control of guard services.

b. The contractor shall provide a complete GEMS which shall include the system software, bar code readers, bar code labels, data transmitter, computer, and printer. The contractor shall provide training to the employees who will be using the system and be responsible for the maintenance, replacement and support of the system to ensure continuous operation.

c. The contractor is responsible for ensuring the correct use of the bar code scanner, for the integrity of the system, ensuring that supervisors scan all bar codes for the route and ensuring the data is properly entered into the computer. Any software changes and/or revisions must receive prior COR approval.

d. The contractor's technical proposal should describe how the contractor's system would meet the requirements of the solicitation and/or contract. This should include a complete description of the monitoring system to be provided, whether new or used, the number of scanners to be provided, maintenance programs, how the integrity of the system is maintained, etc. The plan should detail the type of reports to be generated and their frequency.

12 FAH-7 H-663 U.S. GOVERNMENT-FURNISHED GEMS (TL:LGP-01; 08-10-2001)

a. Where the use of a GEMS is necessary and the contractor cannot provide a system or when the LGF is staffed through the use of PSAs, the U.S. Government shall furnish all necessary equipment to operate a GEMS. The U.S. Government will provide initial training in system operation. This will include supervisors and others who will be required to use and operate the bar-codes readers and related computer equipment to generate the required information and reports.

b. Where the U.S. Government has provided the GEMS, the contractor is responsible for ensuring the correct use of the system and is responsible for loss or damage of bar code equipment and other U.S. Government furnished equipment. The contractor will be required to identify where within his headquarters the GEMS computer is to be located.


12 FAH-7 H-660 Page 3 of 3

12 FAH-7 H-664 GEMS MAINTENANCE (TL:LGP-01; 08-10-2001)

a. Where the contractor has furnished the GEMS, the contractor should be responsible under the contract for all maintenance and repair of the system.

b. Where the U.S. Government has furnished the GEMS, the post will be responsible for maintenance and repair of the system. For assistance, contact the SEO having responsibility for the mission.

12 FAH-7 H-665 GEMS DISPOSAL (TL:LGP-01; 08-10-2001)

a. The contractor is responsible for the disposal of a GEMS system, which was provided by the contractor as part of the local guard contract.

b. When the U.S. Government has provided the GEMS, disposal should be accomplished in accordance with 6 FAM 227, Disposal of Personal Property.



12 FAH-7 H-670 Page 1 of 2

12 FAH-7 H-670 CENTRAL ALARM MONITORING SYSTEM

(CAMS) (TL:LGP-01; 08-10-2001)


A CAMS is an alarm system whereby alarms from official facilities and/or residences are routed to a central location. Personnel at the central location then notify police or dispatch response forces to the site of the alarm.

12 FAH-7 H-672 CAMS SECURITY ASSESSMENTS (TL:LGP-01; 08-10-2001)

a. Generally, the deployment of static guards in lieu of a CAMS will only be considered by the Department after alternatives are determined to be not suitable or cost effective. The methodology of selecting guards or CAMS shall consist of a systematic assessment of the specific post threat, vulnerabilities, assets to be protected, practicality of available countermeasures, and a cost-benefit analysis. The assessment methodology is as follows:

(1) Threat analysis—Identify the specific nature of the threat, criminal and/or terrorist;

(2) Assets—Identify all assets (e.g., material, information, human);

(3) Countermeasures—Identify procedural, technical, and human countermeasures. Then, identify vulnerabilities for each countermeasure and the effectiveness of each countermeasure;

(4) Practicality—To assess the practicality of a CAMS, obtain answers to the following:

(a) Do local entities have the technical infrastructure to utilize technical measures such as CAMS?


12 FAH-7 H-670 Page 2 of 2

(b) Must post utilize phone lines or RF signals?

(c) If phones are unreliable, will the geographic terrain allow a CAMS to operate using a RF signal?

(d) Will the host government grant approval for a RF signal?

(e) Are qualified personnel who are capable of operating the system locally available to the post? and

(f) Are fuel supplies and maintenance for vehicles available and reliable?

(5) Cost analysis—Compute and compare costs for each countermeasure. Include costs for vehicles (e.g., procurement, maintenance, and fuel), alarms (e.g., procurement, installation, and maintenance), and guards (to monitor alarms and provide a react capability).

b. Upon completing this assessment, the post should advise DS/CIS/PSP/FPD of its overall conclusions. If the Department and post not concur in the best method or systems to counter the threat, the matter will be referred to OSPB for disposition. DS/CIS/PSP/FPD can provide further guidance upon request.



12 FAH-7 H-680 Page 1 of 3

12 FAH-7 H-680 SURVEILLANCE DETECTION (SD)

EQUIPMENT (CT:LGP-04; 03-23-2006)

(Office of Origin: DS/IP/FPO)

12 FAH-7 H-681 INTRODUCTION (CT:LGP-04; 03-23-2006)

The SDP uses a variety of equipment and clothing. DS/CIS/PSP/FPD recommends the SDP be equipped with the following:

(1) Binoculars (full sized or compact);

(2) Cameras (35 MM, digital, and possibly video);

(3) Micro-cassette recorders;

(4) Computer equipment and peripherals to process and analyze SD information on Department approved software;

(5) Office equipment (copier, shredder, modest furniture, etc.);

(6) Specialized equipment such as night vision goggles (NVG) and camera adapters; and

(7) Miscellaneous items such as umbrellas, strollers, etc.

NOTE: Determining exactly what equipment is appropriate for any mission depends on local conditions. Generally, local guard employees engaged in surveillance detection efforts are in plain clothes (for detailed guidance on the SDP, see the Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002).


Funds for the SDP are controlled by DS/CIS/PSP/FPD. Initial requests for funds to start a SDP should be addressed to DS/CIS/PSP/FPD. The request


12 FAH-7 H-680 Page 2 of 3

should include a complete explanation of estimated costs, number and kinds of items required, a justification for each item, and the total estimated cost. Funds for subsequent years are included in the post's annual ICASS budget submission.

12 FAH-7 H-683 PROCUREMENT (TL:LGP-01; 08-10-2001)

a. Vehicles required for the program are procured in accordance with the procedure outlined in 12 FAH-7 H-632 when provided under a commercial local guard contract. When the U.S. Government provides vehicles for this program, the procedures outlined in 12 FAH-7 H-633 - H-634 should be followed.

b. Posts using NPS contracts have the option of having the contractor provide and maintain the SDP equipment or use U.S. Government furnished equipment. If U.S. Government furnished equipment is provided, the post should use appropriate local purchase procedures to purchase all required equipment.

12 FAH-7 H-684 MAINTENANCE AND REPAIR (TL:LGP-01; 08-10-2001)

a. When the contractor furnishes equipment or vehicles, maintenance and repair should be included in the contract as the responsibility of the contractor.

b. When the U.S. Government furnishes equipment or vehicles, maintenance and repair are the post's responsibility and should be accomplished in accordance with the appropriate regulations.

12 FAH-7 H-685 DISPOSAL (TL:LGP-01; 08-10-2001)

Disposal of equipment furnished by the U.S. Government, which was used for the SDP, should be accomplished in accordance with 6 FAM 227, Disposal of Personal Property.

NOTE: Night vision equipment may not be disposed of locally. Contact DS/CIS/PSP/FPD for disposal instructions.


12 FAH-7 H-680 Page 3 of 3



12 FAH-7 H-690 Page 1 of 2

12 FAH-7 H-690 IMMINENT DANGER NOTIFICATION

SYSTEM (IDNS) (TL:LGP-01; 08-10-2001)


The Imminent Danger Notification System (IDNS) was established to allow security personnel responsible for access control and perimeter security to alert mission personnel of an imminent attack as soon as it is recognized. The system allows a local guard at an access point or on the perimeter to independently activate the selectone system in case of terrorist attack. The RSO is responsible for determining which official facilities require an IDNS.

12 FAH-7 H-692 FUNDING AND PROCUREMENT (TL:LGP-01; 08-10-2001)

The IDNS should be created by a hard-wired connection; button activated circuit from all perimeter and access control posts directly to the selectone system. DS/CIS/IST/FSE has switches and installation instruction that will be shipped to posts on request. Other parts and needed equipment can be procured locally and mission maintenance staff can do installation of the wiring up to entry into Post One. The final hook up into the selectone system is the responsibility of the SEO. Installation may include an override switch to turn off the alarm should the situation prove non-threatening, but no disabling device can be installed which will interfere with the initial activation of the alarm.

12 FAH-7 H-693 MAINTENANCE (TL:LGP-01; 08-10-2001)

Maintenance of the portion of the IDNS outside of Post One is the responsibility of the post. The SEO is responsible for maintenance inside of


12 FAH-7 H-690 Page 2 of 2

post one. Replacement switches are available from DS/CIS/IST/FSE. An estimate of costs for repair should be included under the S&E portion of the posts annual ICASS budget summary.

12 FAH-7 H-694 DISPOSAL (TL:LGP-01; 08-10-2001)

The post in accordance with 6 FAM 227, Disposal of Personal Property, can dispose of unwanted or unworkable parts of the IDNS.



12 FAH-7 H-710 Page 1 of 1

12 FAH-7 H-700 PROGRAM COVERAGE FOR

AGENCY AND/OR FACILITY AND/OR PERSONNEL

12 FAH-7 H-710 CHIEF OF MISSION (COM)

(TL:LGP-01; 08-10-2001)

12 FAH-7 H-711 COM AUTHORITY (TL:LGP-01; 08-10-2001)

a. The President's Letter of Instruction to ambassadors and section 207 (22 U.S.C 3927) of the Foreign Service Act of 1980, (Pub. L. 96-465) gives COMs ultimate responsibility for the security of employees, dependents and official facilities under their control. The President's letter states in part: the Secretary of State and, by extension, COMs abroad must protect all U.S. Government personnel on official duty abroad (other than those under the command of a U.S. area military commander) and their accompanying dependents. The President's letter also expects COMs to take direct responsibility for the security of their mission. The COM and post management, including the RSO and/or PSO, must ensure that all those under COM authority, regardless of agency affiliation, receive equitable security protection.

b. Section 103 of the Diplomatic Security Act, (Pub. L. 99-399) authorizes the Secretary of State to set security standards for all personnel under COM authority, including military personnel not under the command of a military area commander.



12 FAH-7 H-720 Page 1 of 2

12 FAH-7 H-720 THE PEACE CORPS

(TL:LGP-01; 08-10-2001)


The Peace Corps is a signatory to the local guard standards contained in 12 FAH-6, Security Standards. Therefore, Peace Corps employees and facilities must receive the same level of protection as all other U.S. Government facilities and direct hire employees at post. Peace Corps volunteer employees are not, however, considered to be U.S. Government employees for the purposes of this handbook. At posts where there are no direct hire Peace Corps employees, the post will not fund any Local Guard Program (LGP) activities for the Peace Corps.

12 FAH-7 H-722 PEACE CORPS OPTIONS (TL:LGP-01; 08-10-2001)

a. The Peace Corps has the option of not using the local guard services provided by the post’s LGP. If the Peace Corps wants to obtain guard services outside of the post’s LGP, advance consultation with the RSO before acquisition of the other service is required.

NOTE: Any guard service obtained by other means than through the LGP must be approved in advance by the RSO. Guard services obtained through a separate contractual instrument by the Peace Corps must conform to the post’s local guard standards. All guards must meet established training requirements and have clothing and equipment similar to that used by the post’s LGP. Additionally, all guards must be cleared and approved by the RSO prior to performing guard services.

b. The Department encourages the Peace Corps to obtain guard services through the post’s guard contract. Consolidating the programs at post simplifies the lines of command and control, better integrates the efforts of the LGP abroad, eliminates duplicative efforts, saves costs through economies of scale, and provides for equal levels of protection for personnel and facilities in similar threat level categories.


12 FAH-7 H-720 Page 2 of 2


a. When the Peace Corps elects to obtain local guard force (LGF) services through a separate contractual instrument, the Peace Corps is fully responsible for all costs of that contract.

b. When the Peace Corp obtains LGF services through the post’s LGP, the Peace Corps shall reimburse the State Department at post on a pro rata share basis to include all other security costs.


12 FAH-7 H-730 Page 1 of 2

12 FAH-7 H-730 OTHER AGENCIES

(TL:LGP-01; 08-10-2001)

12 FAH-7 H-731 OFFICE OF PUBLIC DIPLOMACY FACILITIES (TL:LGP-01; 08-10-2001)

DS/CIS/PSP/FPD funds the local guard program (LGP) requirements at Office of Public Diplomacy facilities (formerly USIA) abroad. However, at present, greater attention is focused on the specific guard needs and whether there is an official U.S. Government presence which falls under the authority of the chief of mission (COM). Requests for temporary or permanent guard coverage at Office of Public Diplomacy sponsored events (e.g., for speakers and/or performing groups, Fulbright Commission offices, bi-national centers, English teaching facilities and/or institutions, libraries and cultural centers) will be addressed by post on a case-by-case basis through the RSO and the Emergency Action Committee (EAC).

12 FAH-7 H-732 OTHER AGENCY RESPONSIBILITIES (TL:LGP-01; 08-10-2001)

a. All other agencies at a mission (USAID, DOD, IBB, DOC, DOA, etc.) are required to meet, at a minimum, the security standards required by the COM, with guidance provided by the RSO. The standards to be met are determined by the RSO using 12 FAH-6, Security Standards Handbook, under the authority of the COM.

b. Requests by other agencies for LGP security protections above the level currently approved at a post must be considered and approved by the RSO and the Emergency Action Committee (EAC). The principle of fair and equitable treatment for all U.S. Government employees at post should be the primary concern. This principle may lead to a denial of a request even when funding is available.

c. When elements of the LGP requested by an individual agency are for the

12 FAH-7 H-730 Page 2 of 2

exclusive use of an individual agency, after approval by the RSO and EAC, all of the costs related to those elements are the responsibility of the requesting agency.



12 FAH-7 Appendix I Page 1 of 22

12 FAH-7 APPENDICES

12 FAH-7 APPENDIX I GENERAL AND POST ORDERS (SAMPLES)

(TL:LGP-01; 08-10-2001)

12 FAH-7 APPENDIX I-1 GENERAL ORDERS (TL:LGP-01; 08-10-2001)

The specific orders, based on these samples, modified to local conditions, drafted by the mission will appear as Exhibit B in the guard contract solicitation. A copy of the latest documentation, information, and sample of guard orders can also be found on the Internet at www.statebuy.gov/opehelp/lgporders.htm. These sample orders include the requirement for chemical and/or biological awareness and countermeasures.

12 FAH-7 Appendix I-1.1 U.S. Embassy at (Location of Embassy) Instructions: General Orders and Post Orders

12 FAH-7 Appendix I-1.1-1 Purpose (TL:LGP-01; 08-10-2001)

General orders for the guard force provide directions and instructions of general application to all members of the Local Guard Program (LGP). Each member of the guard force is responsible for being fully familiar with and responsive to the general orders. These orders will not be modified or revised without the written authority of the regional security officer (RSO) for the U.S. embassy at ________.

12 FAH-7 Appendix I-1.1-2 Mission (TL:LGP-01; 08-10-2001)



The primary mission of the local guard force is to provide protection for U.S. personnel and U.S. Government employees and to protect U.S. facilities and equipment from damage or loss due to violent attack and theft. The local guards act as an early warning signal to the Marine security guard (MSG) on duty and the RSO. The local guard force also will carry out specific actions as described in these orders and individual guard post orders in case of emergencies.

12 FAH-7 Appendix I-1.1-3 Manner of Performance of Duty and Uniform (TL:LGP-01; 08-10-2001)

a. Guard personnel will be firm yet courteous, efficient and tactful at all times while in the performance of their duties. They will never engage in arguments with any person, and will refer disagreements and misunderstandings to their supervisor and the RSO. Guard personnel must read, fully understand and comply with all general and post guard orders.

b. Guard personnel will, at all times, maintain a neat and clean appearance and, while on duty, be fully dressed in the prescribed guard uniform and equipment. Guards will be subject to inspection at any time.

c. The local guards must not participate in or support any activities that would be disruptive to the performance of their duties or would decrease the efficiency of the guard force operation.

d. Guard personnel will perform only those security duties identified by the guard contractor and the RSO. Guards will not perform any other nonsecurity-related or unauthorized functions during duty hours, i.e., gardening, housekeeping chores, maintenance duties, or any other duty or act which distracts the guard from his or her intended purpose.

e. Where appropriate, guards will maintain in a neat, orderly, legible fashion, all logbooks, ledgers, record books, incident reports, or any other written record of duties performed or of any security event.

f. Guard personnel will not offer or divulge any information about embassy operations or personnel to anyone. They will report any attempt by individuals to solicit information regarding U.S. Government personnel or facilities immediately to their supervisor and the RSO.

g. The relief guard will take complete charge of duties from the guard he or she relieves, including the post logbooks and all other equipment maintained at the post.



h. Guards will brief and pass on any special instructions to their relief guard concerning outstanding or significant events that occurred during the previous shift.

i. Guards will be alert to their surroundings and report any vehicles or individuals acting in a suspicious manner to the senior guard, shift commander, or supervisor.

j. Guard personnel will control access to U.S. Government facilities and properties, protect life, maintain order, resist criminal attacks against mission personnel, visitors, dependents and property, and resist any other form of violent attacks against same to include terrorist attacks in accordance with Department and mission policies.

k. Guard personnel will intercept, identify, and make the proper log entries for visitors and other appropriate persons to U.S. Government facilities. Furthermore, guards will conduct inspections of persons, property, or vehicles, confiscate unauthorized items, and issue appropriate access control identification badges according to Department and mission policies.

l. Guards will ensure that only authorized persons displaying a valid form of identification and legitimate visitors enter the area the guards are assigned to protect. Guards will not hesitate to challenge persons who do not have proper identification or who attempt to avoid specified access control procedures or policies.

m. Guard personnel will conduct periodic, nonroutine inspections of their areas of responsibility and immediately report any unusual incident or circumstances, or emergency situation to the senior guard, shift commander or supervisor, and the RSO.

n. Guards will not leave their assigned post until a relief guard properly relieves them.

o. Guard personnel will maintain a high standard of professionalism while on duty. Guards will be polite and courteous in the performance of their duties. They will not use abusive language, be late for work, or be inattentive. Guard personnel will not act in any manner detrimental to the reputation of their company or the U.S. Government.

p. Guard personnel at U.S. Government facilities must be able to demonstrate a working knowledge of the post's emergency action plans (fire, bomb, intruder, etc.).

q. Guard personnel will comply with all orders or instructions given to them



by the senior guard, shift commander, supervisor, and the RSO.

r. Guards will not abuse their authority for personal or monetary gain.

s. Guard personnel will not gamble or engage in any illegal activity while on duty or while in uniform.

t. Guard personnel will not provide information about U.S. Government personnel or facilities to anyone without the specific approval of the RSO.

u. Guards will prepare an incident report immediately after observing a security incident. The incident report is given to the shift commander or supervisor during post inspection.

v. Surveillance detection: Guards will be aware of and attempt to detect surveillance directed at U.S. Government facilities and personnel. If surveillance is detected, the information will be entered in the logbook and an incident report will be prepared. The supervisor and RSO will be notified immediately.

w. Guard personnel are not to salute pedestrians or vehicles with the exception of the ambassador, the deputy chief of mission (DCM), and officers in military uniform.

x. All staff members or employees of the embassy are required to show proper identification or authorization before being permitted to enter the embassy compounds. Proper identification to the embassy will be one of the following:

(1) U.S. embassy ID card;

(2) U.S. Department of State ID card;

(3) Current U.S. military ID card or Department of Defense (DOD) dependent ID card;

(4) All U.S. passports; and

(5) Passes authorized by the RSO.

y. Improper identification card or no identification card: A person without an ID card or a person in possession of a card which differs from those listed in paragraph x of this section, will be required to furnish the guard with the name of the person or office he or she wishes to visit. The guard will call the person or office concerned and state the circumstances involved. Either a section chief or the person concerned will give permission for the visitor to proceed to the office of that person, or the



guard will be advised that someone from that office will come to the gate to escort the visitor. The guard will record the visitor's identity.

z. Telephone and radio communication: The guard, while on duty and handling official telephone calls or inquiries, will be courteous and polite and assist the caller, if possible. All official information calls and inquiries will be referred to the proper person or the MSG on duty.

aa. Removal of U.S. Government property: The guards will be observant of all employees or visitors departing the embassy compounds to prevent unauthorized removal of any U.S. Government property. A memorandum signed by the U.S. supervisor will properly authorize any property removed from the embassy or other official facilities by Foreign Service nationals (FSNs) or third-country nationals (TCNs). The memorandum will be retained by the guard and delivered to the shift commander or supervisor at the time of the guard's next post inspection.

bb. Use of force: The use of force is defined as the physical application of violence upon or against a person in any way, including the use of the baton (nightstick). The baton serves as a defensive weapon for the guards. Its use by the guards is defined as follows:

(1) The baton will only be used after all nonviolent efforts are exhausted to quell a disturbance at any post manned by the guards;

(2) It will only be used to protect the guard or persons on the post premises from actual bodily harm by another person or persons. The oral threat of bodily harm is insufficient justification for the use of the baton;

(3) Abusive and/or obscene language directed at the guard or a third party is insufficient justification for the use of the baton;

(4) Any person attempting to strike the guard, in the performance of duty or to forcibly detain the guard, causing a serious disturbance on the post premises by striking or assaulting the guard or another party, or in any way causing injury, constitutes sufficient justification to use the baton; and

(5) Only the minimum use of force necessary for the restoration of order is authorized.

cc. Use of deadly force: The use of deadly force is defined as the application of lethal force by use of a firearm upon a person attempting to inflict bodily harm to, or threatening the life of, the guard or another person.



The use of a firearm by local guards serves as a defensive weapon. A guard's use of a firearm to apply deadly force is justified as follows:

(1) Deadly force will only be used after all nonviolent efforts are exhausted to stop a life-threatening disturbance at any post manned by the guards;

(2) Deadly force will only be used to protect the life of the guard or person on the post premises from lethal bodily harm by another individual or individuals. The oral threat of bodily harm is insufficient justification for the use of deadly force;

(3) Abusive and/or obscene language directed at the guard or another individual is insufficient justification for the use of deadly force;

(4) Any person attempting to use lethal force on a guard, or lethally assaulting the guard or another individual, or in any way causing the death of another individual, constitutes sufficient justification for the use of deadly force; and

(5) The use of deadly force represents the last resort by a guard for the restoration of order.

dd. Fire prevention and reporting: In the event of an emergency, it is important that only correct and prescribed procedures are followed in order to minimize the emergency. Notify the MSG on Post One, the RSO and/or PSO and the shift supervisor. Local police or emergency responders shall be called only with authorization of the RSO and/or PSO or the MSG, Post One, in consultation with the senior officer present and/or duty officer, if the RSO and/or PSO are not present. More specific instructions concerning emergencies for each guard post are in the post orders. The objectives of fire prevention and reporting, in the orders of their importance, are:

(1) If the guard discovers a fire, he or she should report it immediately and request assistance: inform MSG Post One or activate the fire alarm, prior to attempting to extinguish the fire;

(2) Prevent the fire from spreading;

(3) Inform employees in the immediate vicinity of the fire and order them to evacuate the area immediately;

(4) Prevent the loss of life and property in case a fire should start;

(5) Confine the fire to its place of origin; and



(6) Secure all elevators, return to ground floor, and throw "emergency stop" switches within the elevators.

ee. Bombs and incendiary devices: If a bomb or incendiary device, or what may have the appearance of a bomb or incendiary device, is discovered, the guard(s) should immediately clear the area and notify the MSG at Post One and the RSO through the supervisor. Also:

(1) "Under no circumstances should the guard touch or in any way disturb the suspicious article or package." DO NOT TOUCH OR MOVE any item suspected to be a bomb or incendiary device. The guard(s) should stand by to prevent its being touched or disturbed by other persons. Employees working in the area where the suspicious article or package is located should be evacuated until the cause of the danger is removed. The general rule to follow is: "Clear the immediate area and call the appropriate authorities";

(2) Should the guard(s) on duty receive a bomb threat from any source, he or she will immediately contact the MSG on Post One and the RSO through the shift commander or the supervisor. If the guard receives a bomb threat, the guard will try to determine where the bomb is located, when the bomb is set to detonate, what it looks like, who placed the bomb, and why the bomb was placed. The most important information is when the bomb is set to detonate and where the bomb is located. Other information like the description of the voice and background noise is important for the guard to determine. This information will be reported in the post log and an incident report will be prepared; and

(3) Should a bomb explode on or near the guard post, keep the area clear of people. Remember, during the confusion of a bomb blast, the guards must still provide security for employees or other people in the area.

ff. Weapons: The guards will not allow anyone to enter the embassy compound or other official facilities who has an open or concealed firearm, knife, explosive, or any other type of weapon in his or her possession except for authorized embassy personnel. The guards will be especially watchful for attempted entry of firearms or explosives under cover. In the event such devices are detected, the guard will immediately report it to the MSG on duty and to the RSO through the shift commander or the supervisor.

gg. Any person demanding to speak to a U.S. official at anytime should be immediately referred to the MSG on duty at Post One.



hh. The U.S. Government may require the contractor to remove any guard who fails to comply with any general order.

12 FAH-7 APPENDIX I-2 POST ORDERS (TL:LGP-01; 08-10-2001)

The purpose of post orders is to provide the guard force with specific directions and instructions in order to perform specified duties and tasks at specific posts or assignments. Each member of the guard force is responsible for being fully familiar with and responsive to those post orders that apply to them. These orders will not be modified or revised without the written authority of the RSO.

12 FAH-7 Appendix I-2.1 Post Orders for Surveillance Detection (SD) Specialist (TL:LGP-01; 08-10-2001)

a. NOTE: Telephone number and radio call sign, if applicable, will be provided after contract award

b. Function: Under the direction of the RSO, Surveillance Detection (SD) supervisor and/or SD shift supervisor, observes areas of assignment and provides discreet security services as part of the surveillance detection unit.

c. Hours: As set forth in Exhibit A of the contract.

d. Specific duties: Occupy surveillance detection points in the areas of the assets being observed. At these points, maintain a log, recording the license plate numbers of vehicles moving suspiciously (slow or fast) when passing the front, side or rear of the patrol area. Also record license plate numbers and descriptions of vehicles where the passenger(s) appear to be taking pictures, person(s) acts suspicious, appear to be out of place, or makes an effort to blend into the area. Photograph and/or video and/or record the suspicious acts. Also:

(1) If ordered, conduct further surveillance to determine if the activity is coincidental or if possible surveillance is being conducted;

(2) Report significant security-related events through the chain of command. This includes, but is not limited to, surveillance detection, security incidents, and accident reports;



(3) Become acquainted with the merchants and people living in the patrol area who can be a valuable source of information on strangers or vehicles. This information, including any photos and videos of the individuals or vehicles, will be forwarded to the RSO through the SD supervisor and/or SD shift supervisor;

(4) Duties and assignments shall be performed in a professional and consistent manner as set forth by the general and specific guard orders. SD personnel shall be polite, courteous and professional in dealing with police or mission employees, and be on time for their shift or assignment. While on duty, surveillance detection (SD) personnel will be expected to wear clothing appropriate to the area assigned;

(5) SD personnel shall be responsible for being familiar with the use and maintenance of all assigned equipment, the hand-held radio and the vehicle mobile unit. All radio transmissions will be brief and to the point and radio discipline will be maintained. Any inoperable item of equipment shall be immediately reported, corrected, repaired, or replaced if these items are contractor-provided. Any inoperable or damaged items of equipment, which are U.S. Government furnished equipment (GFE), shall be immediately reported to the shift supervisor in accordance with the requirements of the contract pertaining to GFE;

(6) At the beginning of each shift, each vehicle, if applicable, will be inventoried to ensure that emergency equipment is present. The LGP office shall be notified immediately of any missing items;

(7) No personal use of vehicles or equipment shall be tolerated;

(8) No passengers shall be allowed in a vehicle unless it is in the context of the operation and/or duties. This includes transporting mission employees to the hospital, police station or to their residence if their vehicle is rendered inoperable. Additionally, if the local police are assisting in an investigation, you may transport them;

(9) Excessive speed or reckless driving shall be considered unacceptable. In the event of an emergency, excessive speed may be required and may be considered acceptable if it does not endanger lives, i.e., pedestrians or self; and

(10) Should an SD guard be involved in an accident with an embassy vehicle, the RSO office will be notified immediately. Appropriate accident forms will be filled out. Do not leave the scene of the



accident without gathering all information possible regarding other vehicle(s) or person(s) involved in the accident.

e. Emergency procedures: Notify the MSG on Post One, the RSO and/or PSO, and the shift supervisor. Local police or emergency responders shall be called only with the authorization of the RSO and/or PSO or the MSG, Post One, in consultation with the senior officer present and/or duty officer, if the RSO and/or PSO are not present.

f. If there is a bomb or suspicious package:

(1) Clear and secure the immediate area;

(2) Notify the Marine security guard at Post One via telephone;

(3) Make no attempt to move the device; and

(4) Do not use your radio.

g. Since all SD personnel are responsible for knowing the location of all fire equipment and are knowledgeable and familiar with the use of fire extinguishers and other fire fighting equipment, if a fire should occur:

(1) Clear the area;

(2) If it is a small fire, suppress it with a fire extinguisher. If not, alert the local fire brigade (use appropriate nomenclature); and

(3) Notify the MSG at Post One (or use appropriate nomenclature) immediately.

12 FAH-7 Appendix I-2.2 Post Orders for Vehicle Gate Guard (TL:LGP-01; 08-10-2001)

a. Telephone number: To be provided after contract award.

b. Radio call sign: To be provided after contract award.

c. Function: To control and operate the electric gates and the delta barrier at the main vehicle entrance gate of the embassy, and to inspect all authorized vehicles entering the embassy.

d. Hours: As set forth in Exhibit A of contract.

e. Specific duties: The gate guard will observe the following instructions:



(1) Assure that appropriate entries are made in the post log in accordance with the general orders;

(2) Except during entry or exit of vehicles, the main gates will remain closed at all times;

(3) The guard will first visually identify the vehicle as approved for access before opening the gate and before the delta barrier is lowered;

(4) The delta barrier should always be maintained in the raised position except when vehicles are entering or exiting;

(5) Open the outside gate only when it is necessary to allow access and when the inside gate is closed;

(6) Open the inside gate only after the vehicle has been inspected; the identification card of each occupant of the vehicle has been checked; and the outside gate is closed;

(7) Do not permit anyone inside the guardhouse except those having official business;

(8) Guards will not permit pedestrians to gain access to the embassy compound through the vehicle entrance. Guards will request that pedestrians utilize the pedestrian entrance;

(9) In the event that force is used to prevent unauthorized entry, the guard will immediately notify the MSG at Post One;

(10) Guards will be alert for any person who appears to be conducting surveillance of the embassy. During embassy business hours, the guard will immediately report any possible surveillance to the shift supervisor and the RSO. After business hours, the guard will report the same to the shift supervisor and the MSG at Post One; and

(11) Guards will remain at their post until properly relieved. During the period 1800-0600 hours the guard will conduct a radio check with the dispatcher or shift supervisor every 30 minutes.

f. Emergencies: Should any of the events listed below occur, the gate guard must make an appropriate entry in the post log, following instructions in the general orders, and may be required to prepare an incident report as directed by the supervisor. Notify the MSG on Post One, the RSO and/or PSO, and the shift supervisor. Local police or emergency responders shall be called only with authorization of the RSO and/or PSO or the MSG, Post One, in consultation with the senior officer



present and/or duty officer, if the RSO and/or PSO are not present.

(1) In case of fire, have a fire extinguisher in the guard post. Know where it is located and how to operate it for the type of fire being fought. Suppress the fire, using the fire extinguisher and notify the MSG on Post One and the RSO through the shift supervisor;

(2) If a bomb or incendiary device is discovered, notify the MSG on Post One and the RSO through the shift supervisor. Clear the area and do not touch the suspected device;

(3) If the embassy is attacked, maintain the order and security of the embassy compound. Notify the MSG on Post One and the RSO through the shift supervisor; and

(4) If a chemical and/or biological device is discovered or if a threat or attack occurs, notify the MSG on Post One and the RSO and/or PSO through the shift supervisor. Clear the area and do not touch the suspected device.

12 FAH-7 Appendix I-2.3 Post Orders for Pedestrian Gate Guard (TL:LGP-01; 08-10-2001)

a. NOTE: Telephone numbers and radio call signs, if applicable, will be provided after contract award.

b. Function: To control pedestrian traffic at the main entrance to the chancery.

c. Hours: As set forth in Exhibit A of contract.

d. Specific duties: The pedestrian entrance guard will observe the following instructions:


(2) The guard will inspect the identification card of each employee before granting access to the embassy compound;

(3) The guard will grant access to legitimate visitors to the embassy. The guard will request guidance from the MSG at Post One if any question should arise as to who should be allowed entry;



(4) The guard will visually inspect the purses, briefcases, packages, or other belongings of all visitors for weapons or suspicious objects;

(5) During business hours, the discovery of a weapon or suspicious object will be immediately reported to the shift supervisor, MSG at Post One and the RSO;

(6) After business hours, the guard will report the above to the shift supervisor and the MSG at Post One;

(7) The guard will immediately seize the weapon and/or suspicious object, deny entry to the visitor and await instructions;

(8) The guard will allow entry to any person, who, in the considered opinion of the guard, is not a threat or poses no danger and who requests to speak to a U.S. embassy officer. After business hours, the MSG at Post One will be notified before access is granted;

(9) The guard will deny access to unauthorized persons attempting to penetrate the embassy compound perimeter. The minimum amount of force required will be used to prevent entry;

(10) The guard may summon a member of the local police authority assigned to the embassy for assistance if necessary. The guard will immediately notify the shift supervisor and the MSG at Post One in the event force is used to deny entry to the embassy compound;

(11) The guard will be on constant alert for criminal or terrorist surveillance directed toward the embassy or embassy personnel. During business hours, the guard will immediately report any possible surveillance to the shift supervisor and the RSO. After business hours, the guard will report the same to the shift supervisor and the MSG at Post One; and

(12) The guard will remain at his or her post until properly relieved. During the period 1800-0600 hours, the guard will conduct a radio check with the dispatcher or shift supervisor every 30 minutes.

e. Emergencies: Should any of the events listed below occur, the pedestrian entrance guard must make an appropriate entry in the post log, following instructions in the general orders, and may be required to prepare an incident report as directed by the supervisor. Notify the MSG on Post One, the RSO and/or PSO and the shift supervisor. Local police or emergency responders shall be called only with authorization of the RSO and/or PSO or the MSG, Post One, in consultation with the senior officer present and/or duty officer, if the RSO and/or PSO are not present.







12 FAH-7 Appendix I-2.4 Post Orders for Explosives Detection and X-Ray Inspection Guard (TL:LGP-01; 08-10-2001)

a. Telephone number: To be provided.

b. Radio call sign: To be provided.

c. Functions: Vehicle and/or pedestrian perimeter access control inspection and inspection of suspect vehicle and packages.


e. Specific duties: The following instructions apply to the use of explosive detection equipment and x-ray inspection machinery:

(1) The guard shall inspect every employee or visitor vehicle. Each visitor’s or delivery person’s package, personal bag, and designated mail delivery will be inspected before allowing it to be introduced into the embassy or consulate grounds or building. In addition, any vehicle or package suspected of containing explosives or other dangerous items discovered in proximity to the embassy or consulate shall be inspected. No vehicle or container shall be allowed onto the grounds or into the facility without completion of the prescribed inspections and subsequent clearance. No searches will involve touching another person or removal of any article of clothing from the person. Only the RSO and/or PSO can except the



prescribed initial or secondary inspection;

(2) Explosive detection equipment shall be employed as a complement to full visual inspection of each vehicle and the contents of delivery vehicles before allowing entry onto the chancery grounds. Inspections will be conducted to prohibit entry of explosives onto the controlled grounds;

(3) X-ray machinery shall be used to inspect every hand-carried package, bag, and briefcase at the pedestrian entrance to the chancery property. These inspections will be conducted to detect and prohibit the introduction of prohibited items onto the grounds or into the facility. Prohibited items include explosive devices, flammable liquids, guns, edged weapons, recording devices, electronic devices, still cameras, and video cameras;

(4) X-ray machinery may also be situated at the delivery dock to inspect boxes, furniture and equipment before allowing entry into the facility;

(5) In the event that an explosive or prohibited item is detected by use of the equipment, the vehicle or person shall be denied entrance until full secondary inspection is completed. If an explosive device or prohibited item is found, the RSO and/or PSO will be notified immediately and requested to provide guidance on the disposition of the detection situation. In addition, the MSG, Post One, and the guard supervisor will be immediately notified for appropriate follow-on action;

(6) The inspecting guard will not touch the explosive device. The guard will take possession of any other prohibited item, and will be careful to guard against allowing the person possessing the item to use it during the inspection process. The prohibited item may be held for safekeeping at the guard station until the departure of the owner, except weapons, which may only be taken into safekeeping if presented in a safe, unloaded state (weapons clearing shall be done only outside the facility). Furthermore, weapons in safekeeping may only be returned to the owner if the owner has legal license to carry the weapon. Confiscated items will be brought to the immediate attention of the RSO and/or PSO, MSG, Post One, and the guard supervisor;

(7) Equipment or machinery operator maintenance will be conducted by the guard or equipment supervisor as prescribed with the operation and/or maintenance guidebook instructions and at the beginning of each day shift. Completion of maintenance will be logged in the



guard post log and in the equipment maintenance logbook; and

(8) Guards shall direct any question about their procedures or guard orders to the RSO and/or PSO.

f. Emergency instructions: Should any of the events described below or any observed act offer danger to any person, property or facility, the guard shall call for assistance, then immediately notify the RSO and/or PSO, MSG, Post One, and the guard supervisor. Police or emergency responders shall be called only with authorization of the RSO and/or PSO, or MSG, Post One, if the RSO and/or PSO are not available.

(1) If a bomb, explosive device or incendiary device is discovered, immediate action to warn all persons away from the area and to take cover in the facility are crucial to protect against injury. Notify all persons within calling distance to move away and advise the MSG, Post One, of the situation in order to activate the appropriate alarm. Secure the gates and entry barriers to protect against the device being brought closer to the facility;

(2) Any suspect vehicle or package left within close range to the embassy or consulate may be an emergency and should be fully inspected with explosive detection equipment to provide an early warning. The first steps for any suspect vehicle or package are to warn everyone away, and to immediately notify the RSO and/or PSO and the MSG, Post One. Call for assistance to conduct an inspection of the suspicious vehicle or package with the explosive detection equipment. If an explosive is detected or a bomb discovered, immediately depart the area for cover and advise the MSG, Post One, to sound the alarm; and

(3) If the embassy or consulate is under attack or an intrusion is detected, secure the entry gates and the guard booth. Notify the MSG, Post One, and the RSO and/or PSO. Notify the guard supervisor to provide back-up assistance. Prepare to withdraw to the emergency fall-back position, in coordination with the MSG, Post One.

g. Medical emergency: Notify MSG, Post One, and the RSO and/or PSO. Call the guard supervisor for back-up assistance. Be prepared to guide medical response personnel to the location of the victim. Provide first aid assistance to the victim.

h. Fire: Notify MSG, Post One, and the RSO and/or PSO. If possible, attempt to use extinguishers against the fire. Be prepared to direct the emergency response team to the fire. Call the guard supervisor for back-



up. Obtain authority from the RSO and/or PSO or MSG, Post One, to allow the fire fighters to enter the embassy or consulate grounds, if needed to fight the fire.

12 FAH-7 Appendix I-2.5 Post Orders for Chancery Lobby Walk-Through Metal Detector (WTMD) Guard (TL:LGP-01; 08-10-2001)

a. Telephone Number: To be provided after contract award.

b. Radio call sign: To be provided after contract award

c. Function: To control pedestrian access of persons desiring to enter the chancery.


e. Specific duties: The lobby WTMD guard will observe the following instructions:


(2) The guard will visually inspect the contents of purses and briefcases belonging to embassy visitors. These items will be left on the counter and the visitor will be requested to pass through the WTMD. If the visitor clears the WTMD, the purses and/or briefcases will be returned and the visitor will be issued a visitor's pass, which will be recorded in the post log;

(3) Packages and bags, other than purses and briefcases, are not allowed inside the embassy. They will be retained by the guard and returned when the visitor departs. The visitor will then be directed to the receptionist's booth. The RSO is the only person who can override this order;

(4) In the event the visitor activates the alarm of the WTMD, he or she will be politely requested to place any large metallic objects he or she may be carrying on the counter and pass through the WTMD again. If the alarm again activates, the hand-held metal detector (HHMD) will be used. If it cannot be resolved, the MSG at Post One will be consulted for guidance;

(5) The guard will not physically touch a visitor or request that a visitor remove any articles of clothing such as belts or shoes;



(6) In the event a weapon or suspicious object is discovered the guard will seize the weapon and/or object and notify the MSG at Post One;

(7) Cameras, recording devices and knives are not allowed in the embassy without the approval of the RSO, and the guard will retain such items for return when the visitor departs the chancery, unless given specific instructions by the RSO; and

(8) All persons entering the property are subject to inspection, except for those exempted, if any, by the post's RSO.

f. Emergencies: Should any of the events listed below occur, the guard must make an appropriate entry in the post log, follow instructions in the general orders, and may be required to prepare an incident report as directed by the supervisor.





12 FAH-7 Appendix I-2.6 Post Orders for Access Control Booth Guard (TL:LGP-01; 08-10-2001)


b. Radio Call Sign: To be provided after contract award.

c. Function: To control access doors and maintain surveillance of the consular section lobby.




e. Specific duties: The following instructions will be observed by the access control booth guard:


(2) The guard will constantly maintain surveillance of the consular section lobby and visa section waiting room, citizens' services, and CCTV monitors, being alert to problems or disturbances;

(3) In the event of a disturbance, the guard will immediately lock down all doors, notify the MSG at Post One, the RSO, and await instructions. In the event the RSO is not immediately available, the shift supervisor should be contacted;

(4) The guard will electronically open the door to the American Services area to U.S. citizens who seek admission;

(5) In the event a weapon or suspicious object is discovered by the consular section lobby guards, the access control booth guard will take possession of the item and notify the MSG at Post One; and

(6) The guard will not give information to applicants concerning consular operations or assist in filling out visa applications. Visa applicants with questions about nonimmigrant visas should be referred to the information sheets available at the entrance or advised to call the consular section during business hours.

f. Emergencies: Should any of the events listed below occur, the guard must make an appropriate entry in the post log, follow instructions in the general orders, and be required to prepare an incident report as directed by the shift supervisor. Notify the MSG on Post One, the RSO and/or PSO and the shift supervisor. Local police or emergency responders shall be called only with authorization of the RSO and/or PSO or the MSG, Post One, in consultation with the senior officer present and/or duty officer, if the RSO and/or PSO are not present.





(3) If the embassy and/or consular section is attacked, maintain the order and security of the embassy compound. Notify the MSG on Post One and the RSO through the shift supervisor; and


12 FAH-7 Appendix I-2.7 Post Orders for Residential Exterior Guard (TL:LGP-01; 08-10-2001)


b. Radio Call Sign: To be provided after contract award.

c. Function: To control pedestrian traffic, maintain surveillance of the exterior of the residence, and deny access to the residence compound.


e. Specific duties: The residential exterior guard will observe the following instructions:


(2) The guard will maintain constant surveillance of the exterior of the residence, being alert for any problems or disturbances. In the event of a disturbance, the guard will immediately notify the shift supervisor;

(3) The guard will deny access to the residential area (house or compound) by using the minimum amount of force required to prevent access;

(4) If necessary, the guard may summon the mobile patrol guards on patrol in the area for assistance. The guard will immediately notify the shift supervisor of an incident in the event force is used to deny access to a residence or residential compound; and

(5) The guard will be on constant alert for criminal or terrorist surveillance directed at the residential post or embassy personnel residing at the residence. If hostile surveillance is detected, the



guard will report it to the shift supervisor and the RSO during business hours. After business hours, the guard will report the information to the shift supervisor and the MSG at Post One. Also, an incident report will be prepared and an entry in the post log will be made.

f. Emergencies: Should any of the events listed below occur, the guard must make an appropriate entry in the post log, follow instructions in the general orders, and be required to prepare an incident report as directed by the shift supervisor. Notify the MSG on Post One, the RSO and/or PSO and the shift supervisor. Local police or emergency responders shall be called only with authorization of the RSO and/or PSO or the MSG, Post One, in consultation with the senior officer present and/or duty officer, if the RSO and/or PSO are not present.

(1) In case of fire, notify the occupant of the residence and evacuate the premises. After notifying the occupants of the residence, notify the shift supervisor and if possible the MSG on Post One. If a fire extinguisher is available know how to use it and suppress the fire;

(2) If a bomb or incendiary device is discovered, notify the occupant immediately and evacuate the premises. Notify the MSG on Post One and the RSO through the shift supervisor. Clear the area and do not touch the suspected device;

(3) If the residence is attacked, maintain the order and security of the residence (and or compound). Notify the MSG on Post One and the RSO through the shift supervisor; and


12 FAH-7 APPENDIX I-3 POST LOGS (TL:LGP-01; 08-10-2001)

Each guard post is provided with a post log. Post logs provide specific instructions relative to the guard service to be provided at the guard post. It is the responsibility of each guard assigned to maintain the post log in the following manner:

(1) Upon assuming the duty, the guard must enter the time, date and his or her name;



(2) Upon assuming duties at a post, the relief guard will inspect the post to insure that all guard equipment and supplies are present, and that all guard and/or security equipment is in good working condition. Such equipment may include telephones, radios, flashlights, vehicle inspection mirrors, HHMDs/WTMDs, CCTV monitors, and vehicle barriers. Any malfunctioning or broken security equipment will be noted in the post log and will be reported to the shift commander or supervisor immediately, and an incident report prepared;

(3) During the time assigned, the guard is required to note the time and make an entry as to the nature of any event considered to be of a security nature (e.g., an attempt to enter the facility or destroy U.S. Government property, and direct attacks by force on the guard post or guard personnel, etc);

(4) Where any security event occurs, the guard:

(a) Notifies his or her supervisor and others as instructed in the post orders;

(b) Makes the appropriate entry in the post log;

(c) Prepares an incident report; and

(d) Reports orally to the shift commander or supervisor at the time of the next post inspection and provides that person with the incident report;

(5) During the time assigned, when the supervisor provides specific instructions for the guard, such instructions are to be entered in the log, with the time indicated when they are received;

(6) If, at any time, a guard is relieved on post for any reason, the guard assigned in relief must enter the time, his or her name and the reason for the relief; and

(7) At the end of the assigned tour of duty, the guard must initial the log, assuring that all entries have been made properly during his or her period of assignment.


12 FAH-7 Appendix II Page 1 of 4

12 FAH-7 APPENDIX II PSA STAFFING DETERMINATION

(TL:LGP-01; 08-10-2001)

12 FAH-7 APPENDIX II-1 GENERAL (TL:LGP-01; 08-10-2001)

a. When forced to use personal service agreements (PSAs) to provide guards for the local guard program (LGP) much of the basic work for the RSO is similar to that needed for a non-personal service (NPS) contract. The RSO has to determine the numbers and kinds of posts as well as the schedule for manning each post. A determination of transportation and communication needs is the same. The kinds of other equipment needed by the guards are the same as needed for a NPS contract. The acquisition of transport, radios and other equipment will use the same procedures as required for U.S. Government furnished material in the appropriate sections of this handbook.

b. The major difference will be in the requirement for the RSO to determine the actual number of guards and their job classifications. Although the personnel officer will actually prepare and sign contracts, neither the personnel officer or any other person at post is competent to decide how many of what kind of guards are needed. This is solely the responsibility of the RSO.

c. The complexity of the guard force and the ultimate pay grade of the guard members are contingent upon the size of the program. For planning purposes, however, the average local guard force (LGF) under a PSA system will consist of:

(1) One guard commander—The senior member of the LGF responsible for direct supervision and operation of the guard force under the direction of the RSO;

(2) Up to four shift commanders—The next lower level of seniority. Shift commanders are responsible for oversight and supervision of the entire program for a specific shift. When coverage is on a 24 hour-per-day basis for seven days-per-week four shift commanders may be needed; and

(3) Guards—The number of guards and/or a possible additional layer



of supervision is entirely a function of the size of the program, i.e., number of guards, number of posts, schedule of coverage.

12 FAH-7 APPENDIX II-2 DETERMING STAFFING NEEDS (TL:LGP-01; 08-10-2001)

To determine the number of guards needed to staff a LGF, there are two pieces of information needed:

(1) Total number of hours of coverage required; and

(2) Number of hours of guard coverage time available for each employee.

2 FAH-7 Appendix II-2.1 Calculating Coverage—Number of Hours (TL:LGP-01; 08-10-2001)

a. To calculate the total number of hours of coverage required by the mission, a list of every post should be produced. This list should show the coverage required by the post. This may vary from a post which requires 24 hour, seven day-per-week coverage to one which is only manned during business hours (not manned on weekends or holidays) or even one which may only be manned at certain times of year.

b. Once the list has been produced, the total number of hours required to man each individual post should be calculated. For example, a 24-hour, seven-day-per-week post requires 8,760 hours of staffing (24 hours times 365 day). The total for each individual post is then added up to produce the total number of hours of staffing required for the program.

NOTE: Do not forget to calculate the number of hours required for supervisory and support personnel. This is also required to determine the numbers of such personnel needed for the program.

2 FAH-7 Appendix II-2.2 Calculating Number of Hours of Guard Availability (TL:LGP-01; 08-10-2001)



a. The total number of hours that are available for guard force employees to actually stand post or directly perform guard force assignments will vary substantially from post to post. To determine the correct number for a post:

(1) Begin with the number of hours per week that an employee is legally authorized to work at his or her basic salary. This is generally 40 hours per week, although in some countries the basic workweek is as much as 48 hours. Do not include availability for overtime in deciding on what constitutes a basic workweek;

(2) Multiply the number of hours in a basic workweek by 52 to determine the total number of hours per year of availability; and

(3) Subtract the number of hours of unavailability to determine the actual numbers of availability for each kind of guard or supervisor. The following items are normally causes of unavailability and should be totaled to determine the hours of unavailability:

(a) Vacation time—Generally required by host government labor law or local tradition and conditions. Include a reduction for the total number of hours authorized;

(b) Sick leave—Generally required by host government labor law or local tradition and conditions. Include a reduction for the total number of hours authorized;

(c) Local holidays—Include a reduction for the total number of local holidays;

(d) U.S. holidays—Include a reduction for the total number of U.S. holidays; or

(e) Training—Include a reduction for the planned number of hours of training.

b. When the total number of hours of unavailability have been determined, subtract them from the number of hours determined in step 2. The result is the total number of hours per year an employee is available to perform his or her basic function.

2 FAH-7 Appendix II-2.3 Determining Number of Guards Needed (TL:LGP-01; 08-10-2001)



a. The final step is to divide the total number of hours of coverage required for each category, by the total hours of availability for employees in that category. The result is the number of employees needed in that category. When the result produces an answer less than X.5, the total should be rounded off to the lower number. When the result is a number equal to or greater than X.5, the total should be rounded off to the next higher number.

b. Example of shift commanders:

According to the compensation plan, shift supervisors are available to work 48 hours per week. The program requires 24-hour, seven day per week shift commander availability by one shift commander. The total number of hours of coverage required is 8,760. (24 times 365 days). Each shift commander is theoretically available for 2, 496 hours (48 times 52 weeks).

Hours of unavailability for a shift commander are:

Vacation time 15 days = 120 hours

Sick leave 13 days = 104 hours

Local holidays 10 days = 80 hours

U.S. holidays 10 days = 80 hours

Training 3 days = 24 hours

TOTAL = 408 hours

Actual availability of a shift commander is 2, 088 hours per year (2,496 minus 408)

Number of shift supervisors required is 4.2 (8,760 divided by 2,088). Since the decimal is less than .5 the number is rounded down to a requirement for 4 shift commanders.

c. The method illustrated above should be applied to each category of guard to determine the numbers needed for the LGP when staffing is by a PSA.


12 FAH-7 Appendix III Page 1 of 2

12 FAH-7 APPENDIX III SUGGESTIONS FOR HOST GOVERNMENT

MEMORANDUM OF UNDERSTANDING (MOU) AND/OR MEMORANDUM OF

AGREEMENT (MOA) (TL:LGP-08; 08-10-2001)

12 FAH-7 APPENDIX III-1 GENERAL (TL:LGP-08; 08-10-2001)

In some countries, the host government may provide all or much of the support required for the security of the mission. In these cases, it is preferable that the support provided by the host government be based upon a written understanding with the mission. This written agreement is normally called a memorandum of understanding (MOU) or a memorandum of agreement (MOA).

12 FAH-7 APPENDIX III-2 AREAS COVERED IN MOU AND/OR MOA (TL:LGP-08; 08-10-2001)

The following are key examples and/or elements of an MOU and/or MOA between a post and the host government:

(1) The agreement is between post and representatives of the host government, the MFA or National Police. Agreement(s) shall not be with individual police units or organizations. A MOU and/or MOA normally requires final approval and/or signature of the COM;

(2) The agreement recognizes the local government may provide such services (i.e., legal basis of the arrangement, law or decree, etc.);

(3) The agreement states liability for actions and/or inactions on the part of any guard who is a member of the host government forces is the responsibility of the host government and not of the U.S. Government;



(4) The agreement describes the services to be provided in as much detail as possible. Numbers of guards, locations and hours of coverage should be listed in a manner similar to an Exhibit A for a NPS contract;

(5) The agreement describes how services are ordered. For example, the regional security officer (RSO) and/or post security officer (PSO) shall request from the police headquarters, in writing, and with a minimum of 24 hour notice, the services required for each month, indicating the amount of monthly hours required as well as the locations and address where such services is to be provided. If the RSO and/or PSO does not send a request for any month, or does not inform the police headquarters of any changes in the initial request, it shall be understood that such initial request is still in force;

(6) The agreement describes the relationship or responsibilities between police, local guards (PSA or NPS contract), MSG (if present) and the RSO and/or PSO;

(7) The agreement describes how services will be invoiced, where to send invoices at the post, how payments will be made by the post (check made payable to _______ or lump sum cash in what currency) and to whom payments are made. Payments should not be made to individual guards by the post. The invoice should only cover the actual hours worked;

(8) The agreement should describes how price(s) for the services are determined (key for insuring rates are reasonable) and the basis for any changes to the rates (i.e., ministry decree);

(9) The agreement should state or describe that the man hour rates include all amounts due the police including salary, benefits, social security, severance, retirement, etc., what ever is required under local law. Under certain conditions, this may include clothing of a specific style or nature;

(10) The agreement should specify the terms and conditions of any funding or other assistance requested by the host government;

(11) The agreement should not provide for payment in advance. Services should be paid for after they are performed or delivered; and

(12) The agreement describes the length of time services are to be provided and the rights of the parties to immediately terminate the



agreement by written notice to the other party.

12 FAH-7 APPENDIX III-3 MOU AND/OR MOA DEPARTMENT APPROVAL (TL:LGP-08; 08-10-2001)

Before the post signs any final agreement with the host government, the post must send the final draft to DS/CIS/PSP/FPD for review and appropriate department clearances, e.g., L/LM/DS and regional bureau.


12 FAH-7 Appendix IV Page 1 of 1

12 FAH-7 APPENDIX IV FINANCIAL FUNCTION CODES

(TL:LGP-01; 08-10-2001)

a. The program function code for the Overseas Local Guard Program is FC 5820. All direct costs for the Local Guard Program (LGP) are obligated and expended against the following subfunction codes. Function codes 5821 through 5824 are non-International Cooperative Administrative Support Services (ICASS) function codes.

• FC 5821—Security Guard Services for Residences. Costs for secu-rity guards for all residences, including the ambassador’s residence and the Deputy Chief of Mission (DCM’s) residence.

• FC 5822—Security Guard Services for Non-residential Buildings. Applies to Department of State only occupied buildings.

• FC 5823—Mobile Patrol Security Guard Services. Costs of roving security guard services for chancery, residences and other mission buildings and facilities.

• FC 5824—Bodyguards and/or armed escorts for mission personnel and guests. Costs of bodyguards for the ambassador, DCM, and other personnel, as required.

• Cost Center 5826—A code representing the service provided by the LGP for ICASS non-residential properties, for example, shared facilities such as chanceries, annexes and shared warehouses which State and other agencies occupy.

• FC 5841—Perimeter and internal security: residential security up-grades including expenses for grilles, alarms, locks, lights, substan-tial doors, etc. Funds also cover the cost of shipping and installa-tion of equipment as well as the salary of a residential security co-ordinator if applicable.

• FC 5843—Maintenance and repair (M&R) of installed residential se-curity equipment: M&R contract and other residential security ex-penses including labor, parts and supplies.

b. Occasionally, events occur which result in the appropriation of security supplemental funding. In these cases, new and/or different function codes may be used to account for the funds.


12 FAH-7 Appendix IX Page 1 of 15

12 FAH-7 APPENDIX IX GLOSSARY

(TL:LGP-01; 08-10-2001)

12 FAH-7 APPENDIX IX-1 TERMS (TL:LGP-01; 08-10-2001)

A

Acceptance—The act of an authorized representative of the U.S. Government acknowledging that the supplies or services are in conformity with the con-tract requirements.

Acquisition—The acquiring, by contract with appropriated funds, of supplies or services (including construction) by and for the use of the Federal Gov-ernment. This may be accomplished through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, and evaluated. Acquisition begins at the point when agency needs are established. It includes the description of requirements to satisfy agency needs, solicitation and selection of sources, award of contracts, con-tract financing, contract performance, contract administration, and those technical and management functions directly related to the process of fulfill-ing agency needs by contract. (FAR 2.1)

Acquisition Planning—The process by which the efforts of all personnel re-sponsible for an acquisition are coordinated and integrated through a com-prehensive plan for fulfilling the agency need in a timely manner and at a reasonable cost. It includes developing the overall strategy for managing the acquisition. (FAR 7.101)

Administrative Controls—Safeguards ensuring that contracting will be carried out in conformity with applicable regulations and Department policy.

Allotment—A funding authorization by the head of an agency, or other au-thorized official (i.e., the comptroller), to a responsible officer of a desig-nated organization unit (i.e., DS), making funds available for obligation for the purpose of carrying out the program of the unit. Also see Field Allot-ment.

Amendment—Revision made to a solicitation. Normally, an action to im-prove or alter. In the context of the handbook, it means those actions taken



periodically to modify or change the language or the forms used in the hand-book.

Annualization—The projection of costs or obligations for a fiscal year based on rates of costs or obligations incurred for like items during only part of the preceding fiscal year. For example, a guard contract in effect at $1,000 per month for only 3 months of the year would be annualized as $12,000.

Asset—An asset is any person, building, equipment or property required by the mission in order for it to conduct its business. In the context of this handbook, U.S. assets include all of these things, except classified facilities and information.

B

Brand Name or Equal—A type of purchase description in which an agency specifies its requirement by reference to a particular brand name product followed by the words “or equal” and a listing of the essential characteristics of that product that an offered “equal” product must possess. This tech-nique should only be used when an adequate specification or more detailed description cannot feasibly be made available by means other than inspec-tion and analysis in time for the acquisition under consideration.

Budget—A financial plan serving as an estimate of, and a control over, future operations.

Budget Call—A request of components that are authorized allotments for a new budget or budget update.

Budget Year—The fiscal year beginning on the next October 1. At the time of the preparation of the program submission, the mission will already have received information concerning approval of the Local Guard Program (LGP) for the budget year.

C

Central Alarm Monitoring System (CAMS). An alarm system that sends alarms from official facilities and/or residences to a central location.

Change Order—Unilateral action taken by the contracting officer in order to modify an existing contract.

Choke Point—Any location through which foot or vehicle traffic must pass to get to a destination.

Cluster Housing—Several residential housing units of U.S. citizen employees situated in one area so as to allow more effective response of a mobile secu-



rity patrol to any security threat within minutes.

Commerce Business Daily—Published by the Department of Commerce. It provides industry with notices concerning current U.S. Government contract-ing and subcontracting opportunities, including information on the identity and location of contracting offices and prime contractors having current or potential need for certain requirements. Missions must notify the Commerce Business Daily of its intent to issue a solicitation for guard services so pro-spective bidders may request a copy.

Competitive Procedures—Procedures under which an agency enters into a contract pursuant to full and open competition.

Competitive Proposal—An offer submitted to the U.S. Government in re-sponse to a request for proposal (RFP). This method of contracting permits bargaining and usually affords bidders an opportunity to revise their offers before award of a contract.

Compound—As used here, this means the kind of housing group where there is an actual or perceived perimeter and an entrance gate. All houses or liv-ing structures within the compound may or may not be occupied by U.S. Government employees.

Congressional Budget—The initial budget for the planning year of the budget cycle.

Constituent Post—An RSO may have responsibility for the mission to which assigned and to one or more other posts. A constituent post is a consulate outside the capital city or the mission of a nearby country. At a constituent post, many of the duties of the RSO are assigned to the post security officer (PSO).

Contract—An agreement or order for procuring supplies or services. An agreement, enforceable by law, between two or more competent parties to do or not do something not prohibited by law, for a legal consideration. All contracts require the essential elements of offer and acceptance. These elements constitute the means by which a contract is consummated, and the absence of either element prevents the formation of a contract. In U.S. Government procurements, the RFP constitutes a request by the U.S. Gov-ernment for offers of a certain nature. The proposal submitted in response to the solicitation is, in fact, the offer, and the subsequent contract award constitutes acceptance.

Contract Administration—The monitoring of the contractor's performance in order to assure compliance with performance requirements and contract provisions.



Contract Modification—Any written change to an existing contract.

Contracting Officer—A person, usually the general services officer (GSO), appointed by the Procurement Executive (A/OPE) in accordance with the DOS acquisition regulations, vested with the authority to enter into and/or administer contracts and make related determinations and findings. No other person may amend or otherwise change the terms of existing con-tracts.

Contract Officer Representative (COR)—The officer of the embassy who is charged with the responsibility for monitoring the performance of the con-tract. This officer normally represents the first point of contact used by the contract supervisor concerning the performance of work. The COR for LGPs is usually the regional security officer (RSO) or post security officer (PSO).

Contract Project Manger—The person with managerial responsibility for the day to day performance of work on the part of employees of a contract firm. His or her responsibilities are defined in the contract.

Contracting—Purchasing, renting, leasing, or otherwise obtaining supplies or services from nonfederal sources.

Contractor—A firm that is in the business of providing guard services. Such a firm may be local or may be a subsidiary of an international firm in such business.

Correlation—Any movement or activity of a suspicious nature that appears to happen in conjunction with the movement of a U.S. official. Any suspicious activity or event in the vicinity of a U.S. facility.

Cost Estimate—A written calculation of all items included in the scope of the work, tabulated under appropriate cost headings (direct costs, labor, over-head, and profit).

Cure Notice—A document the contracting officer sends to a contractor to no-tify the contractor that the contract may be terminated by reason of default if the condition endangering performance of the contract is not corrected in 10 days.

D

Determinations and Findings—Written approval by an authorized official re-quired by statute or regulation as a prerequisite to taking certain contracting actions.

E



Excusable Time Delay—Failure to perform which is beyond the control and without fault or negligence of the contractor.

Expendable Supplies—Miscellaneous items required for the function of the LGP that have a useful life of less than one year. Such items include training ammunition and targets; weapons cleaning supplies; training supplies and training aids; whistles; nightsticks; guard badges and insignia; guard force forms; pens and pencils; and paper.

F

Federal Acquisition Regulation (FAR): The single, U.S. Government-wide procurement regulation issued and maintained jointly by General Services Administration (GSA), Department of Defense (DOD), and National Aeronau-tics Space Administration (NASA).

Financial Plan—A part of the annual International Cooperative Administrative Support Services (ICASS) budget submission, providing U.S. dollar cost es-timates for the LGP for the planning year.

Firm Fixed-Price Contract—A contract that provides for a price which is not subject to any adjustment by reason of cost experience of the contractor in the performance of the contract.

Fixed Post—A guard post at one location where the assigned guard does not have to move to another location in the performance of his duty.

Fixed Surveillance Detection—Detection observation points from which sur-veillance detection can remain in place for an extended period of time.

Follow-on Contract—Defined as a new noncompetitive acquisition (whether by separate new contract or modification outside the scope of the original contract) placed with a particular contractor to continue a specific program.

Full and Open Competition—When used with respect to a contract action, the term means that all responsible sources are permitted to submit competitive proposals on the procurement. (41 U.S.C. 403(7)); (FAR 6.003)

Funding Accountability—The method of coding classifications for obligations and costs from the allotment or funding authorizations. Coding classifica-tions generally include subfunctions and subobject classes (codes). See sub-function and subobject class.

G

Guard—A person who is assigned security duties such as access control, ve-hicle inspection, fixed post or mobile patrol, escort or bodyguard duties or



part of an emergency response force. Guards may also be assigned to resi-dences.

Guard Force Commander—The person responsible for the day-to-day per-formance of work on the part of employees of a contract firm. His or her re-sponsibilities are defined in the contract.

Guard Post—A location where one or more guards is assigned.

General Orders—Those instructions, directives, and guidelines that apply to all guard personnel.

Guard Post Schedule—A listing of all posts manned for each shift, giving the post number, name of guard assigned, hours of coverage.

I

Inspection—Examining and testing supplies or services to determine whether they conform to contract requirements.

L

Labor-Hour Contract—A contract that provides for the procurement of prop-erty or services on the basis of direct labor-hours at specified, fixed hourly rates (which include direct and indirect labor, overhead, and profit).

Local Guard Force (LGF)—The LGF is a non-U.S. citizen protective force used to provide protection for U.S. facilities and, in some cases at residences, to deter attacks on U.S. personnel or facilities. Such services are normally provided under contract to the mission to augment the host government’s efforts and complement the security provided by marine guards inside the mission.

Local Guard Program (LGP)—The sum of all of the equipment and services at a mission or post devoted to the control of visitors and the protection of em-ployees, dependents and U.S. Government property and facilities against crime and the threat of terrorism.

Log—A written record, a book or binder with appropriate pages, for re-cording chronologically specific information relative to the guard post or sur-veillance detection operation for use by local guards. Instructions for re-cording of information in the surveillance detection program (SDP) logs are provided in the post orders for the SDP posts.

M

Mission—The official U.S. delegation to a foreign country, including all agen-



cies falling under the purview of the chief of mission (COM), wherever lo-cated in the country. A mission may consist of more than one facility.

Mobile Patrol—This refers to a vehicular patrol of guard personnel to provide improved prevention of criminal activity and to provide a response capability where security incidents occur. Mobile units are usually radio equipped and often include two guard personnel.

Mobile Surveillance Detection—Movement or transportation used to assist surveillance detection that occurs on the move.

Modification—See Contract Modification, above.

N

Negotiation—The procedure for awarding contracts without sealed bidding. This method of procurement is used when sealed bidding is not feasible or practicable. Under negotiation, the lowest offeror does not necessarily re-ceive the award, since technical and other factors are considered as well as cost.

Non-Expendable Equipment—This is equipment that generally has more than one year of useful life. In the context of the LGP, examples of non-expendable equipment are vehicles, computers, cellular phones, cameras, radios, weapons, etc.

Non-Personal Services Contract (NPS)—A contract with a commercial com-pany under which the personnel rendering the services are not subject, ei-ther by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the U.S. Government and its employees.

O

Obligation—A valid claim against the U.S. Government resulting from action by an authorized official pursuant to orders placed, contracts awarded, ser-vices ordered, and similar transactions payable from funds available to an U.S. Government agency.

Observation Post—Static location outside of an official facility from which a surveillance detection team member can survey without being discovered.

Overt—In the open, without any attempt to deceive or mislead; done with-out attempt at concealment.



P

Perimeter—The boundary that defines U.S. Government-owned or leased property. Inside the perimeter are U.S. Government operations, functions and employee work spaces; outside of the perimeter is host country area and property. The perimeter may be a fence, a wall or the walls of a build-ing. In a security sense, the perimeter is the first point where access to U.S. Government property or facilities is controlled.

Personal Services Agreement—An agreement that, by its express terms or as administered, makes the contractor, in effect, a U.S. Government employee.

Police Stipend—Usually a financial payment made to the host government for additional expenses incurred in providing officers as part of the LGF. Ex-amples of expenses include; meals, uniforms, other clothing, equipment or a financial consideration. The stipend may also take the form of a meal or equipment.

Post Orders—Detailed instructions to persons assigned to a specific guard post.

Post Security Officer (PSO)—A post security officer is a U.S. citizen Foreign Service employee designated by the COM or principal officer (PO), at posts with no permanent RSO, to perform certain security functions in the imple-mentation of the security program at the post where he or she is assigned. PSOs receive guidance and assistance from RSOs.

Pre-award Survey—An evaluation of a prospective contractor’s capability to perform a proposed contract.

R

Request for Proposals (RFP)—The U.S. Government's written solicitation to prospective offerors to submit a proposal based on the terms and conditions set forth therein. Proposal evaluation and contractor selection is based on the factors for award as stated in every competitive RFP.

Responsible Source—In general, a prospective contractor who:

(1) Has adequate financial resources to perform the contract or the ability to obtain such resources;

(2) Is able to comply with the required or proposed delivery or per-formance schedule, taking into consideration all existing commercial and government business commitments;

(3) Has a satisfactory performance record;



(4) Has a satisfactory record of integrity and business ethics;

(5) Has the necessary organization, experience, accounting and opera-tional controls, and technical skills, or the ability to obtain such organization, experience, controls, and skills;

(6) Has the necessary production, construction, and technical equip-ment and facilities, or the ability to obtain such equipment and facilities; and

(7) Is otherwise qualified and eligible to receive an award under appli-cable laws and regulations.

Revision—In the context of the handbook, it means an updating or repub-lishing of the entire handbook, as necessary, to facilitate the incorporation of amendments and to facilitate the use of the handbook.

Rover or Roving Patrol—This term refers to a foot patrol where the guard pa-trols a specified area.

S

Show Cause Letter—A document the contracting officer sends to a defaulting contractor to notify the contractor that the contract may be terminated by reason of default unless the contractor can prove in 10 days that the condi-tion was not his or her fault.

Sole-Source Acquisition—A contract for the purchase of supplies or services that is entered into or proposed to be entered into after soliciting and nego-tiating with only one source.

Solicitation Mailing List—The list of firms requesting copies of the solicitation.

Solicitation—The document describing what the U.S. Government is seeking in terms of equipment, and supplies or services. It provides all information needed by an offeror to prepare and submit an offer.

Specification—A description of the technical requirements for a material, product, or service that includes the criteria for determining whether these requirements are met. Specifications are required to state only the U.S. Government’s actual minimum needs and be designed to promote full and open competition, with due regard to the nature of the supplies or services to be acquired.

Statement of Work (SOW)—Written definition of work to be performed that establishes standards sought for the goods or services to be supplied.

Surveillance Detection Program (SDP)—A program designed to detect and



report through the proper channels potentially hostile surveillance against any person, building, equipment or property required by the mission in order for it to conduct its business.

Surveillance Detection Team—A group of trained observers who operate to-gether to determine if U.S. assets are under hostile surveillance.

T

Technical Evaluation Panel (TEP)—One or more technical staff members des-ignated by the requirements office to evaluate technical proposals.

Termination for Convenience—The U.S. Government's termination of a con-tract when it no longer needs or requires the products or services.

Termination for Default—The U.S. Government's termination of a contract when the contractor fails to perform or fails to make progress so as to en-danger performance.

Terrorism—The calculated use of violence or the threat of violence to incul-cate fear; intended to coerce or to intimidate governments or societies in the pursuit of goals that are generally political, religious or ideological.

Time-and-Materials Contract—A contract that provides for payment of sup-plies and services on the basis of incurred direct labor hours (at fixed rates) and materials (at cost).

Time Delay—An interruption during which services, supplies, or work are not delivered in accordance with the performance time schedule stated in the contract.

U

U.S. Embassy—A diplomatic or consular mission of the United States of America.

12 FAH-7 APPENDIX IX-2 ACRONYMS (TL:LGP-01; 08-10-2001)

The following acronyms are used throughout this Handbook:

A/DTSPO Diplomatic Telecommunications Service Program Office



A/LM/OPS/RLC/MV Supply, Transportation, Procurement, Motor Vehicles

A/OPR/ACQ Office of Acquisitions

ARSO Assistant Regional Security Officer

A/SDBU Office of Small and Disadvantaged Business Utilization

ASBCA Armed Services Board of Contract Appeals

BPA Blanket Purchase Agreement

CBD Commerce Business Daily

CFR Code of Federal Regulations

CG Comptroller General

CICA Competition in Contracting Act

CO Contracting Officer

COM Chief of Mission

COR Contracting Officer's Representative

CR Cost-Reimbursement Contract

D&F Determination and



Findings

DCM Deputy Chief of Mission

DOSAR Department of State Acquisition Regulation

DS Diplomatic Security Service

DS/DSS/ITA Office of Intelligence and Threat Analysis

DS/DSS/OP Overseas Operations

DS/CIS/IST/FSE Facilities Security Engineering

DS/CIS/IST/FSE/FS Facility Support

DS/PPB/FMD Financial Management Division

DS/CIS/PSP/FPD Facilities Protection Division

DS/CIS/PSP/PEL Protective Equipment and Logistics

FAH Foreign Affairs Handbook

FAM Foreign Affairs Manual

FAR Federal Acquisition Regulation

FBP Field Budget Plan

FFP Firm-Fixed-Price



Contract

FMO Financial Management Officer

FMP Bureau of Finance and Management Policy

FOIA Freedom of Information Act

FSI Foreign Service Institute

FSN Foreign Service National

GFP U.S. Government Furnished Property

GSA General Services Administration

GSO General Services Officer

HCA Head of the Contracting Activity

HG Host Government

ICASS International Cooperative Administrative Support Services

L/BA Office of the Legal Adviser, Building and Acquisitions

L/LM/DS Office of the Legal Advisor for Diplomatic Security

LGF Local Guard Force



LGP Local Guard Program

LGP/FBP Local Guard Program Field Budget Plan

M/OBO Management, Overseas Buildings Operations

MSG Marine Security Guard

NPS Non-Personal Service

OFPP Office of Federal Procurement Policy

OIG Office of the Inspector General

OMB Office of Management and Budget

OSAC Overseas Security Advisory Council

PO Principal Officer

PSA Personal Service Agreement

PSO Post Security Officer

PSOH Post Security Officers Handbook

RAMC Regional Administrative Management Center

RFP Request for



Proposals

RSO Regional Security Officer

S&E Salary and Expenses

SBA Small Business Administration

SDP Surveillance Detection Program

SETL Standard Form

SOW Statement of Work

T for C Termination for Convenience

T for D Termination for Default

TCN Third Country National

TEP Technical Evaluation Panel

UCF Uniform Contract Format and

U.S.C U.S Code.


12 FAH-7 Appendix V Page 1 of 13

12 FAH-7 APPENDIX V SOLICITATION EXTRACTS (SAMPLES)

FOR RSO ACTING AS COR (TL:LGP-01; 08-10-2001)

12 FAH-7 APPENDIX V-1 GENERAL (TL:LGP-01; 08-10-2001)

The contracting officer (CO) is responsible for the format and contents of non-personal service (NPS) contracts. However, it is incumbent on the RSO to work closely with the CO to assure that key elements are adequately covered in the solicitation and the contract.

NOTE: The solicitation becomes the contract when the solicitation provisions are reserved at time of award, and Sections B through J (including exhibits) of the solicitation become the award document. The information and guidance that follows deals with specific sections of the sample solicitation and/or contract. When it is determined an optional element of the sample is not applicable to the mission’s effort, it should be reserved. Law or regulation requires most of the sample solicitation and/or contract, so care should be taken before reserving or changing any clauses or provisions. A/OPE and DS/CIS/PSP/FPD must approve all such changes. Because the sample solicitation and/or contract changes frequently (due to Federal Acquisition Regulation (FAR) changes and for other reasons), a copy is not reproduced here. A copy of the most current complete contract may be obtained from A/OPE or downloaded from the intranet (http://99.1.1.18/) or internet (http://www.statebuy.gov/opehelp/opehelp.htm).

12 FAH-7 APPENDIX V-2 SPECIFIC PARTS OF THE SOLICITATION AND/OR CONTRACT FORMAT (TL:LGP-01; 08-10-2001)

The following extracts are keyed to the sample solicitation and are identified by the alphanumeric indicator used in the related section of the solicitation in the uniform contract format.



(1) Level of Effort (B.2)—Both the solicitation and the contract must reflect the levels of services required for the guard force program. Standard services are stated in hours of effort needed and are calculated by the RSO based on a comprehensive study of services needed, post by post, including any supervisory and mobile patrol input. The hours for additional or emergency services are the RSOs best estimate based on the mission’s past experience; usually, 5% of the annual figure is adequate.

(2) Standard Services (B.2.2.)—The hourly rates for standard services are fully loaded rates, inclusive of all direct costs (labor, including any premiums relating to overtime, holidays or night shifts, etc., and materials, excluding vehicles and communications equipment), insurance, indirect costs, and profit; however, Defense Base Act (DBA) insurance shall be separately reimbursed. Severance pay may be included in these rates if the post wishes (see H.7.3). Materials costs, exclusive of vehicles and communications equipment that may be in separate firm fixed price line items, shall be included as well in standard services hourly rates.

(3) Additional or Emergency Services (B.2.3 and C.2.2)—Price adjustments for these services (B2.3). Additional or emergency services are services within the scope of this contract but not specified in Exhibit A. Under no circumstances shall the performance of duties listed in Exhibit A constitute additional or emergency services. The contractor shall not subcontract or lease for the additional or emergency services. The hourly rates for additional or emergency services, as defined at C.2.2, are loaded rates, inclusive of all direct costs (labor, including any premiums relating to overtime, holidays or night shifts, etc.), and insurance; however, DBA insurance shall be separately reimbursed, per B.2.7, indirect costs, and profit.

(4) Prices (B.3)—The number of hours by labor category is necessary so that contractors can provide a fixed hourly rate when responding to the solicitation. An estimate based on the past three years experience should provide a good base for preparing this total. See the standard service table in section B.3.1. Post should use only approved categories in a solicitation. Any variation should be discussed with DS/CIS/PSP/FPD.

(5) Contract Price (B.3)—The total contract price consists of the hourly totals for each labor category as well as the fixed price monthly rates for other services such as vehicle, communications equipment, etc. The grand total price is the aggregate of the rates



and prices for each base and option year, for all line items.

(6) Advance Payments (B.3)—The Department will not approve such payments. A contractor needing such payments does not meet the requirements that relate to financial responsibility.

(7) Premium Pay (B.3)—Overtime or premium pay is not included as a separate line item in the contract. Any such pay must be figured into the contractor's fixed hourly rate and will not be separately paid or reimbursed. Specific legal holidays by date and title should be listed in the appropriate exhibit to the contract.

(8) Price Adjustments (B.5)—The sample solicitation and/or contract allows an adjustment based only on changes in the applicable mandatory wage law. No price adjustment is allowed for guards already paid above the applicable mandatory wage law (no parity of pay), and any exchange rate gain will be deducted from any requested price adjustment.

(9) Statement of Work (C.1)—This is perhaps the most important part of the LGP contracting process. It clearly states what is needed in terms of service and materials. It defines the quantity and kinds of services wanted; the hours and locations where the services will be performed; the qualifications of personnel; contractor-furnished and U.S. Government-furnished equipment needed to perform the services; and the contractor’s reporting requirements. The information provided must be complete enough to allow the contractor to submit an offer on the contract. Also, the statement of work must be specific enough to allow monitoring by the RSO and/or PSO and assurance that the work performed provides the required level of protection of U.S. assets. Due to the technical content of the scope of work, the RSO should be responsible for drafting this part of the contracting documentation.

(10) Personnel (C.1.2)—State in Section C and the appropriate exhibit, in detail, the posts to be manned, hours of coverage, and number and category (i.e., static guard, mobile patrol, supervisor, etc.) of personnel required for each shift. Identify posts requiring armed guards. Identify the time period covered by each shift. This information should be shown in tabular form as an exhibit with guard posts and schedule of guard coverage. Include post orders that detail specific duties, including log keeping and reporting requirements, either directly in an annex or by reference. NOTE: It is important that key personnel are identified and their duties specified as defined in section H.12. (i.e., project manager, guard commander)



(11) Explosive Detectors, Magnetometers and/or X-Ray Inspection Equipment (C.1.2.2)—Operation of this equipment is a senior guard responsibility. Explosive detector and/or x-ray inspection equipment operator personnel shall be provided by the contractor to enhance inspection of vehicles and materials for the detection of explosives and prohibited items prior to entering the embassy and/or chancery grounds. These personnel must operate in accordance with the instructions and procedures set forth in the embassy’s specific post orders.

(12) General Orders and Post Orders (C.1.3)—It is essential that the general orders and post orders are clear and concise. Sample orders are available in the sample contract solicitation.

(13) Posts (C.1.4)—The list of posts is the basis for calculating the annual standard service requirement. Accuracy is very important for a contract with fixed price rates. Each location may have more than one post. For example, the embassy pedestrian entrance may have three guards assigned during normal operating time with only one or two after hours, weekends, and holidays. For planning purposes, these are three posts: one is 24-hours, seven day a week, the other two are less according to the mission work schedule.

(14) Duties and Responsibilities (C.1.5)—This section should be modified and adapted to satisfy local conditions and requirements.

(15) Guard Electronic Monitoring System (GEMS) (C.1.5.1)—GEMS is a Diplomatic Security (DS) approved electronic system for monitoring performance of and adherence to the patrol requirements of the contract. The system collects data to produce reports and document guard activity and supervisory oversight. Where the RSO determines a need the contractor shall provide a (GEMS) for supervision and quality control of guard services. GEMS reports can substantiate deduct claims.

(16) Contractor Furnished Equipment (C.1.5.3)—Equipment required to implement the contract may be furnished in part or totally by the contractor as part of the contract or the U.S. Government may furnish it. Contractors shall ordinarily furnish all materials for performing U.S. Government contracts. However, agencies should provide material to a contractor when necessary to achieve significant economy or standardization, or when it is otherwise in the U.S. Government’s interest. In certain instances, there may be a separate contract with another contractor to supply such items as vehicles or communication equipment. If the



contractor is required to furnish equipment, such items must be listed in specific detail as to quantity, description, and specifications to ensure proper items are obtained. This list is part of the solicitation and contract and is shown in Exhibit D.

(17) Escorts (C.1.5.3)—Local guards do not normally provide escort services nor do they have escort duties. This task should not be reflected in Exhibit A. Under very special circumstances, as approved by the RSO and/or PSO, they may be required for temporary and/or short-term escorts on special projects.

(18) Surveillance Detection Operations (C.1.6)—The RSO may choose to have the contractor provide surveillance detection operations as part of this contract. Surveillance detection operations are overt and are not to be considered as a replacement for ongoing efforts; they will only supplement activities already in place. Surveillance detection operations are intended to be an early warning vehicle to detect rather than protect. Since coordination and cooperation with host country police and/or security forces will be required, it will be essential to recognize any political sensitivities that may arise and be able to adapt the program to accomplish its objectives while easing any concerns by either the mission or the host country.

(19) Additional or Emergency Services (C.2.2)—The contract allows the contracting officer's representative (COR) to order additional or emergency services, not to exceed the limits shown in Section B. The requirement for written confirmation precludes informal change and restructuring of the contract. The CO must sign a written modification for any permanent changes, including any period of time exceeding the duration of the emergency requiring the added service. This is also necessary to keep contracts current and to prevent claims or disputes by the contractor. Confirmation, in writing, provides the necessary "paper trail” for future audits.

(20) Guard Duty Hours Limits (C.3.1.1)—The specific number of hours worked should be governed by local practice, but under no circumstances should it exceed 12 hours in any 24 hour period.

(21) Supervision (C.3.2)—Specify, in detail, the supervisory responsibilities of the contractor including the frequency of inspection of posts, number of supervisors per shift, if appropriate, and include the relationship with the RSO or COR. The contractor is responsible for continuous supervision of all guard force activities under the contract. The LGF guard commander and the project manager are the principal contacts for the RSO. Under normal



circumstances the guard commander should not concurrently man a post except in an emergency and then only long enough to find a suitable replacement. The number of posts covered per shift will be a factor in determining the manning level for supervisory personnel. The statement of work should list specific supervisory requirements to be performed. The scope of work should also indicate the logs to be maintained and the frequency of inspection or review of such records by the supervisor and should briefly describe the oral and written performance system to be used by the LGP contractor.

(22) Inspection and Acceptance (E)—This section includes required FAR clauses that give the U.S. Government a right to inspect and accept or reject the work performed, as well as to apply deductions for inadequate performance. When a contractor fails to provide the services required by the contract, the U.S. Government shall extract a deduction for each instance of failure in accordance with the acceptable quality and deduct schedule, Exhibit C. NOTE: The COR is authorized by the contract to inspect contractor administrative files as defined in C.1.5.9.2.

(23) Period of Performance (F.4)—The usual period is one year. Up to four optional one-year renewals may be included, in addition to the base year, as part of the contract.

(24) Notice to Proceed (NTP) (F.5)—This is an important part of the transition into a contract or from one contractor to another. The CO should not issue the NTP until the contractor has acceptable evidence of all required licenses, insurance and permits. There may be an instance where the CO determines that a NTP must be issued prior to all licenses, insurance and permits being obtained. This action should not be taken without the concurrence of A/OPE/EAD. L/BA and DS/CIS/PSP/FPD.

(25) U.S. Government Approval and Acceptance of Contractor Employees (H.2.1)—The contractor shall subject his or her personnel to the U.S. Government's approval. All employees must pass a suitable investigation conducted by the contractor, including proof of successful employment during the past three years as well as recommendation(s) from their respective supervisor(s). Also required is a police check covering criminal and/or subversive activities, a check of personal residence, and a credit investigation. All such investigations shall be provided in summary form to the COR for review and approval or disapproval. The investigation record shall be part of the administrative file, see subsection C.1.5.9.2. Local conditions may dictate the degree to which this investigation can be conducted. Should a contractor-conducted



investigation not be possible the minimum requirement is a check of using mission sources. The contractor shall not use any employees under this contract without RSO approval. The contractor shall not bill for employees who have not received approval under this clause.

(26) U.S. Government-Furnished Property (H.3)—This is an important clause, and the RSO should be assured the contractor fully understands the implications of the intent of this clause concerning contractor liability for U.S. Government furnished property. An exhibit to the solicitation and/or contract must list specific items that the contractor should furnish also with an indication of the items to be furnished to the contractor by the U.S. Government. Subject to the terms of the contract and the circumstances surrounding a particular case, the contractor may be liable for shortages, losses, damage or destruction of U.S. Government furnished property. The RSO should periodically audit all inventories, require accounting for shortfalls, and make spot checks to verify totals, serial numbers, etc.

(27) Standards of Conduct (H.4.1)—The contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, and the U.S. Government. Guards must at all times use politeness and courtesy when dealing with visitors to the U.S. Government's offices and residences.

• The contractor shall notify the COR of proposed disciplinary actions 24 hours in advance. In addition, the U.S. Government reserves the right to direct the contractor to remove an employee from the work site for failure to comply with the standards of conduct. The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the U.S. Government.

(28) Uniforms and Personal Equipment (H.4.3)—As with other equipment, the contractor normally should furnish uniforms for guards. Uniforms should be subject to approval by the RSO and conform to any restrictions placed by the host government as to color, style, marking, badges, etc. Some contracts may specify what a basic issue of clothing includes. In some instances, the mission may furnish uniforms or material and reimburse the cost of tailoring. Blazers with an appropriate shirt, tie, pants and shoes are an acceptable alternative to the more traditional uniform. If the



individual guard provides shoes they should be uniform as to style and color. Surveillance detection personnel should wear appropriate civilian clothing. The contractor should bear the cost of purchasing, cleaning, pressing, and repair of uniforms. The contractor should ensure that no items of the uniform are worn, displayed, or used while in an off-duty status unless directly transiting between home and work.

• The RSO should determine what basic personal equipment the guards should use. These include leather gear such as belts, holsters, ammunition pouches, and keepers for flashlights and batons, as well as batons, radios, flashlights, whistles, etc. Regardless of who furnishes this gear, the RSO should require that it be uniform in appearance, serviceable, of good quality, and approved by the RSO. Periodic inspection by contractor supervisors and/or the RSO should be required to assure continued serviceability and quality.

(29) LGF-Marine Security Guard Relationship (H.4.4)—The Marine security guard (MSG) has no direct command authority over LGF personnel. However, as a matter of practice, the MSG does serve as a two-way communications channel between LGF personnel, the RSO, the Marine detachment commander, and selected mission personnel. Often, the MSG is the first person notified of an incident. In the absence of a guard supervisor or the RSO and/or PSO, guards should be instructed to contact the MSG for assistance. Under certain conditions, the LGP contractor may contact local police or fire services directly in the interest of time and security, prior to reporting to a supervisor or the MSG. In such cases, instructions concerning this procedure should be contained in each post.

(30) Intoxicants (H.4.7)—At some posts, there may be a problem with alcohol and drug abuse. In all contracts, there should be a clause prohibiting the consumption of these materials during a period before and while on duty. This subject may also be covered in general orders.

(31) Personnel Requirements (Qualifications) (H.5.1)—All LGF employees, except residential guards, must be literate to the extent that they can read and understand printed orders, maps and instructions. This part of the contract states personnel qualifications in terms of education, experience, work-related training, and other general conditions for satisfactory performance. Requirements need to be valid, clear, concise, and reasonable when measured against local conditions, customs and laws.



(32) Language Proficiency (H.5.1.1)—Employees assigned to certain guard posts must have sufficient English language ability to converse with English speaking employees and visitors and read some printed material. The required levels of language proficiencies as defined below are required at guard posts as indicated in Exhibit A, Guard Posts and Schedule of Guard Coverage.

• Level 1—Can initiate and maintain predictable face-to-face conversations and satisfy limited demands. Must have sufficient reading comprehension to understand simple expressions in printed form for informative purposes.

• Level 2—Able to verbally satisfy routine demands and limited work requirements. Sufficient reading comprehension to read simple written material in a form equivalent to usual printing or typescript on subjects within a familiar context.

• Level 3—Able to satisfy most work requirements with language usage that is often, but not always, acceptable and effective. Sufficient reading comprehension to understand most factual material of a non-technical nature as well as some discussions on concrete topics related to special professional needs.

• Level 4—Able to speak English with sufficient structural accuracy and vocabulary to participate effectively in most formal and informal conversations on practical, social, and professional topics. Able to read with almost complete comprehension prose on unfamiliar topics.

NOTE: If fluency in one or more local languages, in addition to English, is required, the contract must state so.

(33) Health (H.5.2)—All employees must be well proportioned in height and weight and in good general health without physical defects or abnormalities that would interfere with the performance of their duties, including standing for prolonged periods in performance of guard duty. They shall be free from communicable disease. They shall possess binocular vision, correctable to 20/30 (Snellen) and shall not be colorblind. They shall be capable of hearing ordinary conversation. Physical fitness shall be evidenced by a certification from a licensed physician, based on a physical examination conducted prior to the employee's assignment to duty and annually thereafter. This certification will be maintained in the administrative file referenced in C.1.5.9.2.

(34) Training (H.5.4)—This section governs all aspects of basic guard



training whether contractor or U.S. Government provided, including recertification. GEMS training is covered in section H.5.4.4.

(35) Firearms Qualification (H.5.4.2)—No guard should be assigned to duty as an armed guard until being trained and qualified as a “marksman” according to either host government or Department standards, whichever are the higher standards. Complete records of all training and firing for qualification and re-qualification must be maintained as part of the permanent record of all training.

• All contract guard employees who must be armed in the performance of their duties must qualify as a "marksman" utilizing the qualification standards shown in Exhibit G, prior to assignment at the activity. The CO must specify the appropriate period, e.g. semiannually, annually, biannually for recertification training.

• Each employee must successfully complete a total of 16 hours of annual recertification training. The annual retraining time of an employee is computed from the completion date of the previous training for that particular employee. Employees are prohibited from providing services under this contract if they are not certified on all required training. The training shall include any new material bearing on the performance of local guard duties.

(36) Annual Recertification Training (H.5.4.3)—Each employee must successfully complete a total of 16 hours of annual recertification training. The annual retraining time of an employee is computed from the completion date of the previous training for that particular employee. Employees are prohibited from providing services under this contract if they are not certified on all required training. The training shall include any new material bearing on the performance of local guard duties.

(37) Surveillance Detection Training (H.5.4.5)—The U.S. Government shall provide the initial surveillance detection training. The RSO will ensure that either the contractor or the U.S. Government meets subsequent training requirements.

(38) Weapons (H.6)—This section should state whether or not the guards will be armed. Where guards are armed, the U.S. Government prefers that the contractor furnish weapons, but the U.S. Government may furnish weapons if the contractor is unable to do so. The RSO should use current data on weapons provided by DS/CIS/PSP/PEL to determine what should be the standard type of weapons for the mission LGF. The RSO also should be aware of local laws concerning firearms. The contract should specify weapons



to be furnished. Weapons, other than standard items, require prior DS/CIS/PSP/FPD and DS Firearms Policy Review Board approval based on mission justification and supporting data. DS plays a major role in procurement of these weapons. Weapons furnished by the U.S. Government will be listed in an Exhibit E to the contract. Those furnished by the contractor will be listed in an Exhibit D to the contract.

(39) Authority (To Detain and/or Arrest) (H.7.1)—The authority for contractor personnel to detain and/or make arrests is usually that of a private citizen as defined by host government law, but should be thoroughly researched and documented by a competent local legal authority.

(40) Employee Salary Benefits (H.7.3)—The U.S. Government shall have no responsibility or liability for payment of any wages or benefits to contractor's employees, including those associated with severance pay as defined by local law. The U.S. Government, its agencies, agents, and employees shall not be part of any legal action or obligation regarding these benefits which may subsequently arise. Where local law requires bonuses, specific applicable mandatory wage levels, premium pay for holidays, payments for social security, pensions, severance pay, sick or health benefits, child care or any other benefit, the contractor is responsible for payments of such costs and must include all such costs in the hourly rates incorporated in this contract.

• Except for reimbursement to the contractor for payment of severance benefits, as set forth herein, the U.S. Government shall have no responsibility or liability for payment of any wages or benefits to contractor's employees. The contractor shall not include severance pay (as defined by local law) accrual in his and/or her labor hour rates, but shall be reimbursed for severance payments actually made to employees providing direct service labor under this contract, to the extent that such payments are required by local law and are made with respect to periods of direct service labor provided under this contract. Severance pay is as defined by local law. Any claim for reimbursement for severance pay must be made not later than sixty (60) calendar days after the expiration of the contract term, and must be supported by proof that the amounts claimed have actually been paid to the employees. No profit, overhead, or other additional charge will be allowed in severance pay reimbursements.

(41) Personal Injury, Property Loss or Damage (Liability) (H.7.4)—The contractor hereby assumes absolute responsibility



and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the contractor's personnel in the performance of the services required under this contract or any cause arising from accidental, careless or irresponsible discharge of firearms assigned to the contractor's personnel. The contractor's assumption of absolute liability is independent of any insurance policies.

(42) Insurance (H.7.5)—All LGP contracts require the contractor to provide insurance for its employees in conformity with local law. DBA insurance is also a reimbursable item when any U.S. citizens will work for the contractor on site. See H.7.5.2 for DBA guidance. All other insurance must be included in the hourly rates in Section B.

(43) Permits (H.7.6)—Without additional cost to the U.S. Government, the contractor shall obtain all permits, licenses, and appointments required for the prosecution of work under this contract. The contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. By law, the embassy must assist a U.S. citizen or company contractor in this process.

(44) Continuity of Services (H.11)—A FAR addresses the orderly transition from one contractor to another. The clause requires the contractor to provide an orderly and efficient transition to a successor. In addition, Section L of the Request for Proposal (RFP) requires offerors to submit a preliminary transition plan with their proposals. In this way, problems associated with changeover to a new contractor can be minimized.

(45) Variation in Quantity (H.13)—The estimated hours shown in Section B may be changed. Normally, the CO would modify the contract to show new hours, posts, etc. Changes to each category of labor are allowed up to 25% below or above the numbers in Section B. If a change greater than 25% is required, the contractor has the right to request a price adjustment. All changes should be made in the form of a written modification, although Section H includes procedures for emergency ordering.

(46) Renewal Options (I)—The sample solicitation and/or contract includes a FAR clause allowing the CO to unilaterally renew the contract for as many option years as the contract provides (no more than four options). A contract modification is required to exercise any option.

(47) Travel and Subsistence Payments (I.2)—The sample



solicitation and/or contract allows post to reimburse the contractor if travel is required. The FAR cost principle on travel cost allowability should be followed.

(48) Changes (I.5)—If the mission deems it necessary to change the statement of work, the FAR "Changes" clause provides authority to do so. The CO may modify the contract unilaterally or bilaterally to make the needed changes.

(49) Payment Due Date (I.1.3.)—The Prompt Payment Act applies to local guard contracts. A mandatory FAR clause is included in Section I of the sample solicitation and/or contract. Payment is required within 30 days. The RSO as COR must review and certify the invoice for payment. Since this is a time and materials contract, the contractor must provide evidence that the guards have been paid; the hours and rates in the invoice must match what the contract says. Late payments are subject to a penalty, which comes from the program office's budget, not FMP.

(50) Section J, List of Attachments (Annexes)—Information contained in the various exhibits is necessary to complete the statement of work and for prospective contractors to develop fixed rates and prices for their offers. The RSO should have primary responsibility for the contents of the exhibits. Of particular note is the exhibit listing the guard posts, the exhibit providing guard orders, and the exhibit providing a schedule of deductions for unacceptable performance.


12 FAH-7 Appendix VI Page 1 of 3

12 FAH-7 APPENDIX VI REPORTING FORMATS


12 FAH-7 APPENDIX VI-1 SURVEILLANCE DETECTION REPORTING FORMAT (TL:LGP-3; 12-31-2003)

In an attempt to standardize post surveillance reports, posts should use the format and guidelines addressed below when reporting surveillance incidents. Telegrams should be sent sensitive but unclassified except in circumstances where classified information must be included in the cable. All surveillance reporting telegrams should be slugged for DS/DSS/ITA, DS/DSS/IP, DS/DO/ICI/PII, DS/DO/ICI/CI and DS/IP/FPO.

(1) Post;

(2) Date and time of surveillance activity;

(3) Summary of surveillance activity (e.g., methods used, use of vehicle, use of video camera, etc.);

(4) Source(s) of the report;

(5) Number and description of surveillants (names, sex, and bio information, if available);

(6) Probable target(s) of the surveillance (e.g., post buildings or operations, post personnel, official residences, vehicles, etc.);

(7) Post investigative actions (e.g., record checks by another agency, consular checks, vehicle traces, surveillants confronted and/or interviewed);

(8) Post security/operational actions (e.g., security augmentation measures, briefings);

(9) Requests made by post for host government security assistance;

(10) Security actions taken by host government (e.g., police or host



country intelligence checks, vehicle traces, surveillants confronted or interviewed; and

(11) Additional comments by post and/or request for investigative action.

12 FAH-7 APPENDIX VI-2 EXPLOSIVE DETECTION ALARM (RESOLUTION REPORTING FORMAT) (TL:LGP-01; 08-10-2001)

Reports are required on alarms generated by explosive detection equipment and the actions taken to resolve the alarm should be reported to DS/CIS/IST/FSE/FS via DS Channel cable using the format below.

• Detailed narrative of the circumstances of the detection, include date, time and description of where the sample was taken.

• Type of explosive detected.

• Steps taken to resolve the alarm, for example, describe detailed search conducted.

• Describe responses by the vehicle operator, occupants or carrier of the suspect bag or package.

• Report if an explosive ordnance disposal unit (EOD) was called and describe the assistance provided by the EOD or other host government element.

• Describe explosive or explosive device found, if any. The discovery of an explosive device should be reported via TERREP CHANNEL.

• Was the emergency bomb response plan initiated?

• Was the IDNS activated?

• Report the operating condition of the explosive detection equipment.

12 FAH-7 APPENDIX VI-3 SAMPLE OF INCIDENT REPORTING FORMAT



(TL:LGP-01; 08-10-2001)

Report Number_________________

Date of Report_____________Time________ Post No._______Location_________

Type of Incident:

Breach of Security___________

Attempted Breach of Security______________

Equipment Malfunction_______

Guard Malfeasance______________________

Other_____________________

Date of Incident________________Time of Day___________________

Time of Day Guard Supervisor Notified_________________

How Notified____________

Time of Day RSO and/or PSO Notified________________

How Notified___________________

Details of Incident:

Guard Assigned to Post (Print Name)___________________________________

Signature____________________________________________________

Guard Supervisor's Name (Printed) (Print Name)________________________________

Signature_______________________________________________

Follow Up Actions Taken (Describe and indicate by whom and when):

Original to RSO and/or PSO Date and Time Received_________

cc: Guard Supervisor, RSO and/or PSO


12 FAH-7 Appendix VII Page 1 of 3

12 FAH-7 APPENDIX VII CHEMICAL AND BIOLOGICAL

COUNTERMEASURES (TL:LGP-01; 08-10-2001)

a. All guard personnel shall stay on alert for indications of chemical and/or biological attack or agent, which could include the following:

(1) Unexplained dead or dying animals in the area;

(2) Unusual liquid sprays or vapor or suspicious devices;

(3) Unexplained droplets or oily film on surfaces;

(4) Unexplained odors or low flying clouds and/or fog unrelated to weather, some of which would be similar in scent to bitter almonds, peach kernels, newly mown hay or green grass;

(5) Large numbers of strange insects or vermin not typical for the time of day or year;

(6) Individuals displaying symptoms of nausea, difficulty breathing, convulsions, disorientation or patterns of illness inconsistent with natural disease, unexplained blisters or rashes or sudden difficulty in seeing, especially dimness of vision while in broad daylight; and

(7) Unexplained casualties.

b. If any of the conditions identified above are discovered the guard(s) must immediately clear the area and notify the Marine security guard (MSG) at Post One and the RSO and/or PSO and the guard supervisor.

c. The guard must not touch or in any way disturb the suspicious article or package. DO NOT TOUCH OR MOVE any item suspected to be a possi-ble chemical and/or biological device. The guard(s) should stand by to prevent its being touched or disturbed by other persons. Employees working in the area should be evacuated until the cause of the danger is removed. The general rule to follow is: "Clear the immediate area and call the appropriate authorities."

d. If the guard(s) on duty receive a chemical and/or biological threat from any source, the guard must immediately contact the MSG on Post One and the RSO and/or PSO through the shift commander or the supervisor.



Relay all pertinent information, including the type of chemical and/or bio-logical agent, the location and time of the attack, if known, the descrip-tion of the voice and background noise is important. This information will be reported in the post log and an incident report prepared.

e. If a chemical and/or biological threat or attack occurs, keep the area near the guard post clear of people. REMEMBER, DURING THE CONFUSION OF THIS TYPE OF ACT, THE GUARDS MUST STILL PROVIDE SECURITY FOR EMPLOYEES OR OTHER PEOPLE IN THE AREA.

f. The guards will not allow anyone to enter the embassy compound or other official facilities with; an open or concealed firearm, knife, explosive or any other type of weapon or container that could carry chemical and/or biological agents, in powder, liquid, or aerosolized form (i.e. aerosol cans, perfume bottles, thermos jugs, glass and/or plastic bottles, etc.), in his and/or her possession, unless authorized by the RSO and/or PSO. The guards must be especially watchful for attempted entry of firearms or ex-plosives or chemical and/or biological agents under cover. The presence of breathing devices, air filters, nose clips, hospital masks, rubber gloves, etc., must be cause for immediate concern and requires further investiga-tion. If such devices are detected, the guard must immediately report the situation to the MSG on duty and the RSO and/or PSO through the shift commander or the supervisor.

g. All guards shall be aware when performing grounds and/or perimeter pa-trols of the following:

(1) Be alert to use of any device inside or outside the building perime-ter that could be used to spray a toxic cloud toward the building. This could include commercial spraying equipment, paint, insecti-cide or garden sprayers, air pumps, or even a crop duster-type air-plane. When possible, persons conducting such spraying should be challenged and in all cases, supervisors, RSO and/or PSO immedi-ately alerted.

(2) When patrolling public areas look for abandoned spray devices or liquid containers. If found immediately alert the supervisors, RSO and/or PSO. Particular attention must be paid to insure buildings air vents cannot be approached by anyone using such devices.

(3) Non-employees requiring access to or near building air intake vents or drinking water storage tanks must have authorization from the General Services Officer (GSO), coordinated with the RSO and/or PSO. In all cases, the local guard force (LGF) or employee person-nel shall escort these non-employees.



(4) At posts with wells or accessible water storage tanks, regular pa-trols of those areas are required.


12 FAH-7 Appendix VIII Page 1 of 13

12 FAH-7 APPENDIX VIII PROGRAM MANAGEMENT REVIEW

(TL:LGP-01; 08-10-2001)

12 FAH-7 APPENDIX VIII-1 GENERAL (TL:LGP-01; 08-10-2001)

The following items are indicative of the areas surveyed during a Local Guard Program (LGP) Program Review:

• Country

• Post reviewed

• Dates of review

• Date of last review

• Threat levels

• Name(s) of reviewer(s)

• Reason for review (provide summary only if needed):

____________Length of time since last review

____________Financial issues ((FBP), cost distribution, funding, etc.)

____________Specific issues (contractor claims, work stoppage, etc)

____________Preparation of a new contract

____________Change in threat rating

____________Ensure compliance with security standards

____________Address office of the Inspector General (OIG) compliance

____________Part of a regional review

____________Other (provide details below)



12 FAH-7 APPENDIX VIII-2 FUNDING (TL:LGP-01; 08-10-2001)

a. Review International Cooperative Administrative Support Services (ICASS) and non-ICASS funding levels:

(1) Is the current funding level sufficient?

(2) Does cost appear to be correctly distributed between ICASS and non-ICASS?

(3) Is funding distributed correctly under security supplemental cost centers?

(4) LGP costs proportionately distributed to each agency?

(5) Is each agency proportionately billed for LGP supervisory costs?

(6) Is each agency proportionately billed for LGP equipment and vehicle costs?

b. FMO records of 5827-x106 expenditures for this fiscal year.

(1) Field Budget Plan submitted?

(2) Mid-Year Review submitted and accurate?

(3) Post maintaining separate records for Local Guard Force (LGF) and Surveillance Detection (SD)?

(4) SD funds separated by sub-cost categories?

c. Address any outstanding claims, which may effect the funding levels.

12 FAH-7 APPENDIX VIII-3 SURVEILLANCE DETECTION PROGRAM (TL:LGP-01; 08-10-2001)

a. Personnel:

(1) Number of surveillance detection personnel;

(2) Personal service agreement (PSA) or contract_________

(3) Other (identify and/or describe)_________



(4) Personnel dedicated to SD (including supervisor, analyst, admin)?

(5) How many 24 x 7 positions? Other positions?

(6) Have all SD specialists and supervisors received initial training?

(7) What was the date surveillance detection training was completed?

(8) Does RSO or contractor maintain training records?

(9) Do team members speak the local language?

(10) Does the supervisor speak and/or write English?

b. Deployment and/or Operations:

(1) Date program was activated?

(2) Number of compounds?

(3) Number of hours of coverage for main compound?

(4) Any off-site offices or OPs?

(5) Have rotating SD teams? Deployment controlled and verified?

(6) Describe interaction with LGF.

(7) Provide deployment details.

(8) Reporting procedures and chain-of-command.

(9) Maintaining a SD database?

(10) Reporting significant sightings to DSS/ITA and DS/CIS/FPD/SD?

(11) Explain SD arrangements with host country.

(12) Attach copy of SD guard orders.

(13) Do they personally challenge suspects?

(14) Attach a copy of a typical SD end-of-shift report.

c. Equipment:

(1) Provide list of SD equipment (including radios, cellular phones and computers, bikes).



(2) Type and number of vehicles (including motorcycles, scooters)? VIN?

(3) Are any SD personnel armed? Attach special protective equipment (SPE) inventory.

(4) If SD personnel have cell phones, what safeguards are in place to minimize personal calls?

12 FAH-7 APPENDIX VIII-4 GUARD FORCE OPERATIONS (TL:LGP-01; 08-10-2001)

a. Personnel:

(1) Number of contract guards:_____________

(2) Number of PSA guards:________________

(3) Number of Foreign Service national (FSN) guards:________________

(4) Number of police and/or military:_______________

(5) Other (identify and/or describe):_______________

b. Security supplemental positions (post and/or personnel):

(1) Number of perimeter security guards:________________

(2) Number of vehicle inspection guards:________________

(3) Number of post standers:__________________________

(4) Other (identify and/or describe):___________________________

(5) Identify all U.S. Government agencies represented at post:

(6) Identify any U.S. Government agency, which is not part of the embassy contract or not being provided guard service through the embassy? Explain?

(7) Identify all compounds, facilities and residencies, which are covered by guards:



(8) If guard force personnel are utilized as bodyguards describe deployment?

c. Access control and/or perimeter security:

(1) Are guards assigned to perimeter positions to augment setback?

(2) Are vehicle inspections being carried out at all facilities?

(3) Is explosive detection equipment being used?

(4) If no, is there a date of anticipated delivery?

(5) Are guards properly trained in vehicle searches?

(6) Are drills being done to assess their effectiveness?

(7) Does each post have guard orders? (English and host nation)

(8) Are guard orders complete and address surveillance awareness?

(9) Do guards project a professional image? If no, provide details.

(10) Are guards properly equipped for assigned posts?

(11) Does the Exhibit A or guard schedule reflect current posting?

(12) Do guards conduct package and/or bag inspections?

(13) Are walk through and/or hand held metal detectors available?

(14) Is x-ray equipment being used?

d. Response capabilities of the guard force:

(1) Do guards know what to do in emergency situations?

• Fire

• Bomb Threat

• Demonstration

• Intruder Attack

• Natural Disaster

(2) Do guards participate in drills?



e. Vehicles:

(1) How many vehicles are available? React? Mobile Patrols? Surveillance Detection? Protective Detail?

(2) Are vehicles U.S. Government-issued or contractor provided?

(3) Identify year, make, model and VIN Number?

(4) Provide operational details. Staffing? Armed? Mobile? Stationary?

(5) Is this sufficient for post’s requirements?

(6) Any vehicles that should be replaced?

f. Guard Electronic Monitoring System (GEMS):

(1) U.S. Government and/or contractor furnished? Operational?

(2) Are the GEMS being utilized as stipulated by the contract?

(3) Would this program benefit by having a GEMS?

g. Weapons and/or firearms:

(1) Does Host Government prohibit or allow firearms?

(2) Is any part of the guard force armed? Police? Military?

(3) What types of weapons are used? Basic load of ammunition?

(4) Are guards (PSA and/or commercial guards) properly licensed to carry firearm?

(5) Does the RSO maintain a copy of the firearms training requirements to include recertifications?

(6) Do records (PSA guards and/or NPS guards) indicate the initial qualification and subsequent recertification of guards?

(7) Has the RSO reviewed the records, when?

(8) How are weapons and ammunition secured when not issued?

(9) How are rifles and/or shotguns secured when on post or in a vehicle?

(10) If NPS contract Review Exhibit G – Firearms



h. Radios:

(1) How many guard radios are available and what type is used?

(2) Is this sufficient for post’s requirements?

(3) Are the radios U.S. Government furnished equipment or contract provided?

(4) Are guard force radios compatible with MSG and RSO radio nets?

(5) Describe LGP radio net integration with post emergency communi-cations plan.

i. Training:

(1) Review training records for type and/or amount of training that guards receive?

(2) Basic training

• Basic Firearms qualification

• Annual recertification

• GEMS training

• Explosive detector and/or X-ray inspection equipment operators

(3) Is the contractor maintaining training records in accordance with the requirements of the contract?

(4) Are guard training records available? If contractor maintains re-cords, has the RSO reviewed the records?

(5) Date when Mobile Security Division (MSD) last trained guard force?

j. Guard recruitment:

(1) Are guard’s files reviewed by RSO prior to employment?

(2) Background check including police and U.S. Government records checks?

k. Supervision and management:

(1) Is contractor management responsive to the RSO and/or PSO?

(2) Is the day-to-day supervision by the contractor or chief of PSA



guard force adequate? Superior? Unacceptable? Briefly describe.

(3) Do guard postings meet or exceed standards for the threat rating assigned to post? Provide details?

(4) Are there any areas where guard posts or guard hours should be added or deleted? Provide details.

(5) Have any areas been identified where technical equipment could be used to replace a static guard? Identify and describe.

12 FAH-7 APPENDIX VIII-5 RESIDENTIAL SECURITY PROGRAM (TL:LGP-01; 08-10-2001)

• Does the RSO maintain residential security files?

• Has the RSO conducted physical security surveys of all residences?

• Are residences in compliance with applicable FAH standards? (Grills, locks, Alarms, doors, door viewer, etc.)

• Number of residences at post?, U.S. Government-owned, short-term, long-term (Obtain Real Estate Management System (REMS) report for post)

• Is there a residential security coordinator at post?

• Are guards assigned to residences? Hours? (Review Exhibit A.)

• Residential security equipment and supplies. Review stock, inven-tory and procedures for control and issue of items.

• Is there shatter resistant window film (SRWF) for residences on-hand?

• Are residential security items (locks, grilles etc) recovered from property no longer leased?

• Are mobile patrols being used to support residential security? How many? Frequency? Staffing?

• Who is performing residential security upgrades?



12 FAH-7 APPENDIX VIII-6 CENTRAL ALARM MONITORING SYSTEM (CAMS) (TL:LGP-01; 08-10-2001)

• Are CAMS being utilized as stipulated by the contract?

• If provided under a separate contract, provide details?

• Is a reaction force used in support of CAMS? How many? Fre-quency? Staffing?

• Would this program benefit by having CAMS?

• Are react vehicles being used to support CAMS? How many? Fre-quency? Staffing?

12 FAH-7 APPENDIX VIII-7 NPS CONTRACT GUARD OPERATIONS

12 FAH-7 Appendix VIII-7.1 Contract Compliance (TL:LGP-01; 08-10-2001)

• What is the name of the guard company?

• If joint venture, explain.

• If guard services are provided for under more than one contract, provide details.

• What is the effective date of the present contract?

• How many options does the contract contain?

• What is the current option?

• What is the exact date that the current option expires?

• Review Exhibit A - Guard Posts and Schedule of Guard Coverage.

Is the exhibit up to date

Does the exhibit accurately reflect the current guard post and postings?



Does the exhibit match the hours described in Section B of the contract.

• Review Exhibit D, Contractor Furnished Property.

Is the exhibit up to date

Is the contractor providing all the equipment, materials, sup-plies, clothing, etc., listed in Exhibit C?

Is the contractor providing replacements when necessary in a timely fashion?

• Review Exhibit E, U.S. Government Furnished Property (GFP).

• Is the exhibit up to date?

• If the U.S. Government furnishes vehicles in accordance with the exhibit, who is responsible for maintaining the vehicles?

• Is the responsible party properly maintaining the vehicles?

• Is an inventory conducted annually of all GFP provided to the contractor?

• Is a copy of the inventory on file?

12 FAH-7 Appendix VIII-7.2 Contract Administra-tion (TL:LGP-01; 08-10-2001)

• Does the RSO maintain a contract file?

Contract file checklist

Current copy of contract to include current Exhibit A

Contracting Officers Representative (COR) designation letter

• Documentation backup for additional or emergency services. File should document each occasion when additional or emergency ser-vices were requested. File should contain evidence that RSO con-firmed oral requests for additional or emergency services in writing within 48 hours of the oral request (see C.2.2.2).



• Documentation supporting any deductions for deficient service. File should contain evidence that contractor is notified in writing of de-ductions for deficient service?

• Documentation that RSO periodically performs a headcount (num-ber of approved guard positions by hours worked matched against the time cards)?

• Documentation that RSO periodically examines time cards and sign-in sheets.

• Does COR review time cards or time sheets to determine if em-ployee hours exceed the 12 hour tour length (or other length estab-lished in the contract)? If there are such occurrences, has the COR determined an emergency situation exists and the contracting offi-cer authorized the contractor in writing to work its employees more than 12 continuous hours.

• Address any outstanding contractual issues, which may impact the guard program.



12 FAH-7 Appendix VIII-7.3 Invoices (see at-tached invoice checklist) (TL:LGP-01; 08-10-2001)

• If the hours contracted do not match the hours billed, has the con-tract been modified to reflect the increase or decrease?

• Is the invoice received after the work has been performed and re-viewed for completeness and signed by the COR?

• Is the invoice submitted on monthly basis? If less than once a month, does the contract provide for such billings?

• Are deducts in accordance with Exhibit C and applied to next month’s invoice pursuant to Section E (normally, E.4) of the con-tract?

• Has the RSO coordinated a letter through the Contracting Officer to notify the contractor of any deducts to be taken?

12 FAH-7 APPENDIX VIII-8 PERSONAL SERVICE AGREEMENT (PSA) (TL:LGP-01; 08-10-2001)

Develop a profile of job series FSN 710 by position level and staffing:

• Are guard companies (foreign and domestic) prohibited from oper-ating in country?

• If no, briefly explain why post utilizes PSA guards.

• When did post last have a NPS guard contract?

• Does RSO maintain updated guards schedule much like that of the Exhibit A?

• If not, what does RSO use?

• Are the PSA guard contracts administered for all agencies from state Human Resources and Budget and Fiscal (B & F)? If not, has RSO management of personnel been hindered?



• Is number of PSA guards within the Diplomatic Security (DS) ap-proved PSA ceiling?

• Obtain and attach a copy of post compensation plan:

• Does post use exception rate(s) for PSA guards?


12 FAH-7 Appendix X Page 1 of 14

12 FAH-7 APPENDIX X ALPHABETICAL INDEX

(TL:LGP-01; 08-10-2001)

A

ACCEPTANCE, A-V.2, paragraph (25)

ACRONYMS, A-IX.2

ADDITIONAL SERVICES, A-V.2, paragraphs (3) (19)

ADMINISTRATION, H-433

ADVANCE PAYMENTS, A-V.2, paragraph (6)

AGENCIES, H-720

ALARM RESOLUTION, H-545, REPORTING FORMAT, A-VI.1

––UNITED STATES SOURCES, H-426

AMMUNITION PROCUREMENT ALTERNATIVES, H-615

ARMED GUARDS, H-222

ATTACHMENTS, A-V.2, paragraph (49)

AUTHORITY TO ARREST, A-V.2, paragraph (39)

B

BIOLOGICAL ATTACK WARNING SIGNS, H-554

BIOLOGICAL COUNTERMEASURES, H-540, A-VII

BRIEFING GUARD PERSONNEL, H-552

BUDGET PROCESS, H-300

C

CENTRAL ALARM MONITORING SYSTEM (CAMS), H-670, A-VIII.6

––SECURITY ASSESSMENT, H-672



CHANGE ORDERS, H-429.2

CHANGES, A-V.2, paragraph (48)

CHEMICAL ATTACK WARNING SIGNS, H-554

CHEMICAL COUNTERMEASURES, H-540, A-VII

CHEMICAL DETECTION EQUIPMENT, H-644

COM AUTHORITY, H-701

COMMUNICATION WITH DS/CIS/PSP/FPD, H-244

CONCEPTS AND PHILOSOPHY, H-020

CONTINUITY OF SERVICE, A-V.2, paragraph (44)

CONTRACT

––ACQUISITION PROCESS, H-420

––ADMINISTRATION, A-VIII.7.2

––CHANGE ORDERS, H-429.2

––COMPLIANCE, A-VIII.7.1

––DURATION, H-429.1

––MODIFICATION, H-429

––PRICE, A-V.2, paragraph (5)

––STEPS IN, H-403

––TERMINATION, H-429.4

CONTRACTING, H-400

––OFFICER RESPONSIBILITIES, H-411

––OFFICER'S REPRESENTATIVE, H-412

––OFFICER'S REPRESENTATIVE LIMITATIONS, H-413

––OFFICER'S REPRESENTATIVE APPOINTMENT PROCEDURES, H-414

CONTRACTOR



––FURNISHED EQUIPMENT, A-V.2, paragraph (16)

––PROVIDED GEMS, H-662

––PROVIDED TRAINING, H-510

––PROVIDED TRANSPORTATION, H-632

CONTROLLED ACCESS AREA (CAA) H-129.2

D

DECREASES IN LGP RESOURCES, H-243

DEPENDENTS, H-125

DEPLOYMENT

––LOCAL GUARD, H-127

––SURVEILLANCE DETECTION, H-127

DETERMINING GUARD NUMBERS, A-II.2.3

DETERMINING REQUIRED SECURITY MEASURES, H-120

DOCUMENTATION, H-433

––INADEQUATE, H-434

DS/CIS/PSP/FPD, H-314

DUTIES, A-V.2, paragraph (14)

DUTY HOUR LIMITS, A-V.2, paragraph (20)

E

EMERGENCY SERVICES, A-V.2, paragraphs (3), (19)

EQUIPMENT, H-016, H-600

––ACCESS CONTROL, H-640

––CONTRACTOR FURNISHED, A-V.2, paragraph (16)

––DISPOSAL, H-646

––EXPLOSIVE DETECTION, H-544, H-645, A-V.2, paragraph (11)



––HOST GOVERNMENT FORCES, H-614

––HOST GOVERNMENT RESTRICTIONS, H-612

––IMMINENT DANGER NOTIFICATION SYSTEM, H-690

––INSPECTION, H-640, H-642

––MAGNETOMETERS, A-V.2, paragraph (11)

––MISCELLANEOUS, H-616

––PEDESTRIAN INSPECTION, H-642

––PSA LGFs, H-615


––VEHICLE INSPECTION, H-643

––X-RAY, A-V.2 paragraph (11)

ESCORTS, A-V.2, paragraph (17)

EXPENDABLE SUPPLIES, H-616.6

EXPLOSIVE DETECTION EQUIPMENT, H-645, A-V.2, paragraph (11)

––ALARM REPORTING FORMAT, A-VI.2

––TRACE DETECTION EQUIPMENT, H-646

––TRAINING, H-543

F

FACILITY PROTECTION DIVISION, H-210

FACILITY PROTECTION PROGRAM REVIEW, A-VIII

FILES, H-438

FINANCIAL MANAGEMENT OFFICER, H-312

FIREARMS, H-620


––PROCUREMENT, H-621



––LEAD TIME, H-624

––QUALIFICATION, A-V.2, paragraph (35)

––SAFETY, H-624

––SPECIAL PROTECTIVE EQUIPMENT TELEGRAM, H-622

––STANDARD TYPES OF WEAPONS, H-623

––TRAINING, H-522

FUNCTION CODES, A-IV

FUNDING, H-320, H-534, H-546, H-654, H-682, H-692, H-714, A-VIII.2

G

GEMS (GUARD ELECTRONIC MONITORING SYSTEM) H-660, A-V.2, paragraph (14)

––CONTRACTOR PROVIDED, H-662


––U.S. GOVERNMENT PROVIDED, H-663

––MAINTENANCE, H-664

GENERAL ORDERS, H-437, A-V.2, paragraph (12)

––BIOLOGICAL AND CHEMICAL COUNTERMEASURES, H-553

––EXPLOSIVE DETECTION, H-542

––SAMPLES, A-I


GLOSSARY, A-IX

GOVERNMENT

––APPROVAL OF CONTRACTOR EMPLOYEES, A-V.2, paragraph (25)

––FURNISHED GEMS, H-663

––FURNISHED PROPERTY, A-V.2, paragraph (26)



––FURNISHED VEHICLES, H-634

––PROVIDED TRAINING, H-520

GUARD AVAILABILITY, A-II.2.2

GUARD ELECTRONIC MONITORING SYSTEM (GEMS), H-661, A-V.2 paragraph (15)



––U.S. GOVERNMENT FURNISHED, H-663


GUARD FORCE OPERATIONS, A-VIII.4

H

HEALTH, A-V.2 paragraph, (33)

HOST GOVERNMENT

––CONSIDERATION, H-224

––FORCES, H-614

––LAW ENFORCEMENT, H-131

––USE OF U.S. GOVERNMENT VEHICLES, H-634.3

MOU and/or MOA, A-III

––AREAS OF COVERAGE, A-III.2

––DEPARTMENT APPROVAL, A-III.3

––RESPONSE, H-131

––RESTRICTIONS H-612

––SECURITY SERVICES, H-131.2

HOURS OF COVERAGE, A-II.2.1

HUMAN RESOURCES OFFICER, H-442



I

ICASS FUNDING, H-321

IDENTIFYING BIDDERS, H-425

IDENTIFYING NEEDS, H-222

IMMINENT DANGER NOTIFICATION SYSTEM, (IDNS), H-690


––FUNDING, H-692



INADEQUATE ADMINISTRATION, H-434

INCIDENT REPORTS, H-437.4

––SAMPLE FORMS, A-VI.3

INCREASES IN RESOURCES, H-242

INFORMATION MANAGEMENT OFFICER, H-652

INFORMATION PROCESSING OFFICER, H-652

INSPECTION, A-V.2, paragraph (22)

INSPECTION EQUIPMENT, H-640

INSPECTION MIRRORS, H-643.2

INSURANCE, A-V.2, paragraph (42)

INTERNET, H-401

INTOXICANTS, A-V.2, paragraph (30)

INVOICES, H-435, A-VIII.7.3

L

LANGUAGE PROFICIENCY, A-V.2, paragraph (32)

LEGAL AUTHORITY, H-112



LESS THAN FULL AND OPEN COMPETITION, H-424

LEVEL OF EFFORT, A-V.2, paragraph (1)

LIABILITY, A-V.2, paragraph (41)

––NPS CONTRACTS, H-400

––HOST GOVERNMENT, H-131.1 (e.), A-III.2, paragraph (3)

––PERSONAL SERVICE AGREEMENTS, H-440

LOCAL CURRENCY PAYMENT, H-427

LOCAL PERMITS, H-426

LOYALTY, H-502

M

MAGNETOMETERS, A-V.2, paragraph (11)

MANAGERIAL RESPONSIBILITIES, H-431

MARINE SECURITY GUARD, A-V.2, paragraph (29)

MISCELLANEOUS EQUIPMENT, H-616

N

NON-ICASS FUNDING, H-322

NON-PERSONAL SERVICES TIME AND MATERIALS CONTRACTS, H-132, H-402, H-613

NOTICE TO PROCEED, A-V.2, paragraph (24)

––GUARD OPERATIONS, A-VIII.4

O

OFFICE OF THE PROCUREMENT EXECUTIVE, A/OPE, H-415

OFFICIAL

––FACILITIES, H-124

––PERSONNEL, H-125



OPTIONS, A-V.2, paragraph (46)

OVERSEAS BUILDINGS OPERATIONS, M/OBO, H-129

P

PAYMENT DUE DATE, A-V.2, paragraph (49)

PEACE CORPS, H-710


––OPTIONS, H-712

PEDESTRIAN INSPECTION EQUIPMENT, H-642

PERFORMANCE WARNINGS, H-429

PERIOD OF PERFORMANCE, A-V.2, paragraph (23)

PERMITS, A-V.2, paragraph (43)

PERSONAL

––EQUIPMENT, A-V.2, paragraph (28)

––INJURY, A-V.2 paragraph, (41)

PERSONAL SERVICE AGREEMENT, H-133, H-440, A-VIII.8

––AUTHORITY TO ENTER INTO, H-446

––CONDITIONS OF EMPLOYMENT, H-447

––FORMAT, H-445

––LAYOUT, A-II

––PROCEDURES, H-445

PERSONNEL, H-125, A-V.2, paragraph (10)

––REQUIREMENTS, A-V.2, paragraph (31)

POLICE STIPEND, H-614

POLICY, H-111

POSTS, A-V.2, paragraph (13)



––AWARD, 428

––LOGS, H-437.3, A-I.3

––ORDERS, H-437, H-533, A-V.2, paragraph (12)

––SAMPLES, A-I

––ACCESS CONTROL BOOTH GUARD, A-I.2.6

––CHANCERY LOBBY WTMD GUARD, A-I.2.5

––EXPLOSIVES INSPECTION GUARD, A-I.2.4

––EXTERIOR RESIDENTIAL GUARD, A-I.2.7

––PEDESTRIAN GATE GUARD, A-I.2.3

––SURVEILLANCE DETECTION SPECIALIST, A-I.2.1

––VEHICLE GATE GUARD, A-I.2.2

––X-RAY INSPECTION GUARD, A-I.2.4

PREMIUM PAY, A-V.2, paragraph (7)

PRE-SOLICITATION, H-422

PRICES, A-V.2, paragraph (4)

––ADJUSTMENTS, A-V.2, paragraph (8)

PROGRAM, H-000

––ADMINISTRATION, H-433

––APPROVAL, H-220, H-225

––CHANGES, H-240

––CONCEPT, H-021

––COVERAGE, H-700

––DESIGN, H-220

––ELEMENTS, H-432

––EQUIPMENT, H-600




––MANAGEMENT, H-200

––MANAGERIAL RESPONSIBILITIES, H-430

––RECORDS, H-438

––REVIEW, H-230

PROPERTY LOSS OR DAMAGE, A-V.2, paragraph (41)

PURPOSE, H-013

R

RADIOS, H-650





––SELECTION OF EQUIPMENT, H-656

RECORDS, H-438

REFERENCES, H-030

REGIONAL INFORMATION MANAGEMENT CENTER, H-653

REGIONAL SECURITY OFFICER, H-313, H-443

––RESPONSIBILITIES FOR PSA'S, H-444

RENEWAL OPTIONS, A-V.2, paragraph (46)

REPRESENTATIONAL EVENT FUNDING, H-323

RESPONSIBILITIES, A-V.2, paragraph (14)

RESPONSIBLE BIDDERS, H-425

RESIDENCES, H-126

RESIDENTIAL SECURITY PROGRAM, A-VIII.5



S

SALARY BENEFITS, A-V.2, paragraph (40)

SCHOOLS, H-124

SCOPE AND AUTHORITY, H-110

SCOPE OF DS PROGRAMS AND POLICIES, H-014

SECTION J, A-V.2 paragraph (50)

SECURITY AWARENESS, H-500

SECURITY ENVIRONMENT THREAT LIST, H-121

SECURITY SUPPLEMENTAL FUNDING, H-324

SITE SECURITY MANAGER, H-129.1

SOLICITATION, H-423

––EXTRACTS, A-V

STAFFING

––DETERMINATION, A-II

––NEEDS, A-II.2

STANDARD SERVICES, A-V.2, paragraph (2)

STANDARDS, H-015

––OF CONDUCT, A-V.2, paragraph (27)

STATEMENT OF WORK, H-421.1, A-V.2, paragraph (9)

SUBMISSION OF REQUESTS FOR CHANGES, H-241

SUBSISTENCE PAYMENTS, A-V.2, paragraph (47)

SUPERVISION, A-V.2, paragraph (21)

SUPPLIES, H-016, H-616.6

SURVEILLANCE DETECTION , H-000, H-022, H-222, H-530, H-680, A-I.1

––PERSONNEL, H-444.2



––REPORTING FORMAT, A-VI.1

SURVEILLANCE DETECTION EQUIPMENT, H-680,





––TRAINING, A-V.2, paragraph (37)

SURVEILLANCE DETECTION OPERATIONS, A-V.2 paragraph, (18)

––PROGRAM REVIEW, A-VIII.3

T

TECHNICAL EVALUATION OF PROPOSALS, H-425

TERMINATION, DEFAULT OR CONVENIENCE, H-429.4

TERMS, A-X.1

TRAINING, H-436, H-500, H-503, A-V.2, paragraph (34)

––ANNUAL RECERTIFICATION, A-V.2, paragraph (36)


––EXPLOSIVE DETECTION EQUIPMENT, H-540, H-543

––FIREARMS, H-522

––U.S. GOVERNMENT PROVIDED, H-520

––SURVEILLANCE DETECTION, A-V.2, paragraph (37)

TRAVEL, A-V.2, paragraph (47)

TYPES OF LGP'S, H-130

U

UNIFORMED LGF, H-444-1

UNIFORMS, H-616.2, A-V.2, paragraph (28)



UNSATISFACTORY PERFORMANCE, H-429.3

V

VACANT PROPERTIES, H-129.5

VARIATION IN QUANTITY, A-V.2, paragraph (45)

VEHICLES, H-630

––ACQUISITION, H-633

––NON-U.S. MANUFACTURED, H-633.3

––U.S. AFFILIATED, H-633.2

––U.S. MANUFACTURED, H-633.1

––DAMAGED, H-638


––FLEET INCREASES, H-637

––USE OF U.S. GOVERNMENT FURNISHED, H-634

––INSPECTION EQUIPMENT, H-643

––INVENTORY, H-636

––LEASED, H-635

––LOST, H-638

––REPLACEMENT, H-637

VIENNA CONVENTION, H-131.3

W

WEAPONS, A-V.2, paragraph (38)

X

X-RAY INSPECTION EQUIPMENT, A-V.2, paragraph (11)

U.S. Department of State Foreign Affairs Manual Volume 12 – Diplomatic Security

12 FAM 320 Page 1 of 8

12 FAM 320 LOCAL GUARD PROGRAM (LGP)

(CT:DS-129; 08-20-2007) (Office of Origin: DS/IP)

12 FAM 321 SCOPE AND AUTHORITY

12 FAM 321.1 Policy (TL:DS-78; 08-10-2001)

a. The host government’s responsibility to protect diplomatic missions and accredited personnel is addressed in the Vienna Convention on Diplomatic Relations and Optional Protocol on Disputes (1961). Similar responsibility extends to consulates under the Vienna Convention on Consular Relations (1963). Host government support for meeting the security needs of U.S. diplomatic missions and consulates abroad is a significant factor in determining the scope and structure of local guard programs (LGPs).

b. Posts will develop a local guard program and incorporate host government police and/or security support, where applicable. LGPs may include the use of personnel in a local guard force (LGF) for access control, real property (e.g., buildings and residences) security, and, if required, for personal protection of key personnel. Another important aspect of the LGP is the Surveillance Detection Program (SDP). This is a defensive program to enhance the safety and security of U.S. Government personnel and resources under the chief of mission (COM). The SDP discreetly detects and reports on pre-operational terrorist surveillance activities directed against U.S. Government personnel and facilities.

c. Security standards used to determine the minimum acceptable level of local guard coverage for a post’s threat ratings are contained in 12 FAH-6, Security Standards. For LGPs, the Bureau of Diplomatic Security (DS) uses the standards for the threat rating categories of political violence (includes inter-state war, civil disorder, coup, and insurgency) and crime. The security standards were developed in consultation with representatives of other U.S. Government agencies through the Overseas Security Policy Board (OSPB).

d. Other factors, such as post-specific threat environment and available funding, are additional elements in determining the overall structure of LGPs. (See 12 FAH-7, Local Guard Program Handbook, for complete



information on the creation and operation of a local guard program.)

12 FAM 321.2 Legal Authority (TL:DS-78; 08-10-2001)

The legal authority for the Bureau of Diplomatic Security is found in Section 102 of the Omnibus Diplomatic Security and Antiterrorism Act of 1986 (22 U.S.C. 4802).

12 FAM 321.3 U.S. Missions and Required Security Measures (CT:DS-129; 08-20-2007)

a. U.S. missions develop their post-specific LGP and SDP in accordance with policy guidance and security standards (for detailed guidance on the SDP, see the Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002). Post-specific proposals must be submitted to the Facility Protection Division (DS/OPO/FPD) prior to implementation. After receiving DS/OPO/FPD approval and funding, the regional security officer (RSO), with the concurrence of the chief of mission (COM), shall establish the necessary implementation measures.

b. Post requests for authorization and funding from DS/OPO/FPD for security programs which exceed Department standards must include the post’s emergency action committee (EAC) recommendation and the COM or principal officer’s (PO) approval.

12 FAM 322 HOST GOVERNMENT ROLE (CT:DS-129; 08-20-2007)

a. Posts must make formal representations to host governments for the protection of mission employees, dependents, residences, and facilities, under the terms of the Vienna Convention, before taking any measures to create or use a LGF. The relationship with the host government, the nature of the threat, and the vulnerability of personnel and facilities will be the basis for the security measures requested.

b. The post must submit a copy of their formal representation and the formal host government response to DS/OPO/FPD. This should be done as part of a request for approval of an LGP and is required where there is a substantial modification or increase in the scope of an existing program. If local conditions dictate caution in requesting host government security services, the reasons and an alternative strategy must be communicated to DS/OPO/FPD by post.



c. The Surveillance Detection Program (SDP) requires host government approval and support before it can be initiated by post. Should the host government approval not be granted for new programs, or withdrawn from existing programs, DS/OPO/FPD must be notified immediately.

d. The U.S. Government provides protection for foreign missions in the United States and protective services to selected resident foreign diplomats. The level of mobile patrol, static guard and/or other protective service varies, as does the level of support provided by the host government to our missions and/or diplomats abroad. When posts anticipate or encounter reciprocity problems, they should provide details to DS/OPO/FPD with an information copy to DS/OFM.

12 FAM 323 PROGRAM MANAGEMENT

12 FAM 323.1 Facility Protection Division Responsibilities (CT:DS-129; 08-20-2007)

a. The Director for the Office of Overseas Protective Operations (DS/IP/OPO) oversees the Department’s Local Guard Program (LGP), Surveillance Detection Program (SDP), and Residential Security Program (RSP). All are managed by the Division Chief of the Facility Protection Division (DS/OPO/FPD).

NOTE: The Explosives Detection Program (EDP) is managed by Facility Support (DS/C/ST/FSE).

b. DS/OPO/FPD develops policies and procedures, responds to requests for assistance and information from missions, prepares statistics, and monitors disbursement of funds for the LGP and SDP worldwide. It is also responsible for:

(1) Assisting in training RSOs, PSOs, and others in Washington and abroad;

(2) Approving program content and program changes;

(3) Monitoring the implementation of program contracting and assisting in the development of solicitations for guard services and contracts, and providing assistance for contract modification actions;

(4) Providing assistance in the design and implementation of programs;

(5) Conducting program and financial reviews;

(6) Allocating funds for posts’ LGPs and SDPs; and

(7) Coordinating LGP and SDP issues within DS, other Department



offices and bureaus, and other U.S. Government agencies.

c. The RSO will provide post-specific program and funding information to DS/OPO/FPD. DS/OPO/FPD will, in consultation with the RSO, determine approvals of program content and funding prior to program approval.

12 FAM 323.2 Program Management Reviews (PMRs) (CT:DS-129; 08-20-2007)

a. DS/OPO/FPD conducts program management reviews (PMRs) at selected posts each year. The PMRs encompass the management of the LGP and SDP by the RSO. Additional elements evaluated include the contracts for guard services, explosive detection program, residential security program, budget accountability and funding management. The PMRs ensure that guard services for the post address minimum, but adequate requirements for political violence (includes inter-state war, civil disorder, coup, and insurgency) and crime contained in 12 FAH-6, Security Standards. Guard services which are above standard must have Emergency Action Committee (EAC) approval prior to becoming permanent. During the review, officers from DS/OPO/FPD will assess all aspects of a post’s DS/OPO/FPD programs and provide comments and/or recommendations for action.

b. The RSOs should periodically evaluate the post’s security programs to ensure that the appropriate level of protection is being provided given the standards for the current threat ratings at post. The RSO should determine what changes may be needed in the scope and content of the programs. The evaluation should include the post’s threat ratings, mission assets, security needs, responsiveness of the host government in meeting post needs, and the quality of performance of either the non-personal services (NPS) contractor or personal services agreement (PSA) provided guard services

c. The RSO will review the overall LGP and SDP in terms of its content and cost and include this information, where appropriate, when preparing post’s International Cooperative Administrative Support Service (ICASS) annual budget submission.

12 FAM 323.3 Program Funding

12 FAM 323.3-1 Post Profile and ICASS Budget Submission (CT:DS-129; 08-20-2007)

a. The LGP is primarily funded through Department appropriated funds.



These funds are supplemented by other agencies based upon the use and/or distribution of guards at posts using ICASS. Missions are required to provide detailed information concerning their LGP and SDP in post’s annual ICASS budget submission. This information is itemized and includes all pertinent data on the LGP and SDP at the mission and all constituent posts. Additionally, the ICASS budget submission provides estimates for the funding required in five categories affiliated with the non-ICASS LGP, ICASS LGP and SDP services:

(1) Residential (non-ICASS LGP);

(2) Official facilities including warehouses (ICASS and non-ICASS LGP);

(3) Mobile patrols (non-ICASS LGP);

(4) Bodyguards (non-ICASS LGP); and

(5) Surveillance detection (security supplemental).

b. The post’s ICASS budget submission includes the current personnel and financial requirements of the LGP and estimates for the upcoming fiscal year. Posts must provide written justification for any requested changes to their program and related costs to DS/OPO/FPD, as well as through the ICASS budget submission process.

c. The RSO is an ICASS service provider representative and attends ICASS council meetings as an ex officio member. The RSO is responsible for presenting the ICASS LGP portion of the budgets to the post ICASS council.

12 FAM 323.3-2 Approving Local Guard and Surveillance Detection Programs (CT:DS-129; 08-20-2007)

DS/OPO/FPD reviews each post’s annual ICASS budget submission as well as any other formal request for program changes to ensure that the program request is in accordance with established standards. After this review, DS/OPO/FPD makes funding recommendations on ICASS funds to the ICASS Budget Committee and provides the approved funding target to post. Adjustments may have to be made if the total LGP target amount for all posts exceeds the funding appropriated by Congress for the current fiscal year. If adjustments are required, DS/OPO/FPD will notify the affected posts of the adjusted amounts.

12 FAM 323.3-3 Allotment of Funds (CT:DS-129; 08-20-2007)

a. The Financial Management Division (DS/EX/PPB/FMD) authorizes posts to



obligate and expend non-ICASS funds. This authorization of funds allows the post to incur obligations for the fiscal year within specified amounts, under certain conditions, and for specific purposes. DS/OPO/FPD approves funding levels for all posts and forwards them to DS/MGT/CFO for authorization and transmission of advices of allotment to the post.

b. Posts can request additional funds for non-ICASS local guard and surveillance detection security supplemental requirements.

NOTE: Security supplemental funds are temporary. The SDP has been funded under security supplemental, but is to convert to non-ICASS. All funding requests should be sent to DS/OPO/FPD and include a full justification as well as a complete cost estimate. The DS/OPO/FPD staff will review these requests and provide increases in the LGP allotment if funds are available.

c. DS/OPO/FPD recommends ICASS LGP funding levels to the ICASS budget committee, who, in-turn, authorizes all LGP funding levels. The ICASS service center processes these funding levels through the ICASS funding mechanism and the regional bureaus issue advices of allotment to the posts.

d. Posts can request additional funds for ICASS LGP needs through the ICASS budget hearing or contingency fund process.

12 FAM 324 RESPONSIBILITIES AND SUPERVISION

12 FAM 324.1 RSO and/or PSO Responsibilities (CT:DS-129; 08-20-2007)

a. RSOs are responsible for assessing the type and scope of guard services and surveillance detection operations provided at post per applicable security standards and policy guidelines (for detailed guidance on the SDP, see the Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002). Where their recommendations differ from the view of the head of an agency represented at post, the post emergency action committee (EAC) should consider the issue(s) and make recommendations to the COM or PO. If the head of the agency feels that the COM or PO’s decision is unacceptable, the matter should be referred to that agency’s security director and the Assistant Secretary for DS through the chief of mission or principal officer, for final resolution.

b. The RSO has the responsibility for the implementation and overall management of the post’s LGP and SDP. The RSO is responsible for the following:



(1) Designing the guard and surveillance detection programs;

(2) Maintaining liaison with host government security personnel;

(3) Assessing the effectiveness of host government provided security services;

(4) Acting as the contracting officer’s representative (COR), assisting the mission contracting officer in the preparation of solicitations for local guard and/or surveillance detection services and evaluating offers received;

(5) Ensuring that background checks are conducted on prospective guard personnel; and

(6) Evaluating the contractor’s performance on a recurrent basis and formally once each contract year prior to contract renewal.

c. The PSO assumes many of the same functions as the RSO at constituent posts where no RSO is resident. For all substantive matters concerning the design of the LGP and SDP, the use of host government security personnel, contracting for guard services, and evaluation of contractor’s performance, the PSO takes direction from the RSO. For all program changes or funding requirements, the RSO’s approval is required prior to submitting the post request to DS/OPO/FPD.

12 FAM 324.2 Routine Supervision (CT:DS-129; 08-20-2007)

a. Where services are provided by non-personal services (NPS) contract, the contractor’s management plan will show which day-to-day activities are to be managed and supervised by the contractor.

b. The size and complexity of the LGF and SDP may warrant consideration of the services of an additional full-time employee. In such cases, after obtaining DS/OPO/FPD approval, the mission may hire an individual who is to be responsible to the RSO for:

(1) The quality of local guard and surveillance detection work performed;

(2) Investigating, at the RSO’s direction, LGF or surveillance detection-related security incidents;

(3) Maintaining day-to-day contact with the contract manager, inspectors, and shift supervisors; and

(4) Supervising a PSA guard force.

c. At some posts where a guard electronic monitoring system (GEMS) is in place, posts must include language in contracts for guard services regarding the use of this equipment. (See 12 FAH-7, Local Guard



Program Handbook.)

12 FAM 324.3 Personal Services Agreements (PSAs) (CT:DS-129; 08-20-2007)

a. The RSO is responsible for all implementation activities of a PSA-staffed local guard and/or surveillance detection program. The RSO (or PSO) and/or other mission personnel are responsible for all administrative and management activities. (See 12 FAH-7, Local Guard Program Handbook.)

b. The burden of recruiting, screening, training, managing, and providing all administrative support, including maintenance of personnel files, leave records, and training records, rests with the post. The post is also responsible for the disbursement and accounting of all funds from its DS/OPO/FPD allotment, including payment of salaries, fringe benefits, bonuses, and severance pay.

12 FAM 325 PROGRAM CHANGES (CT:DS-129; 08-20-2007)

a. When an RSO determines that an approved LGP or SDP should be expanded or reduced, he or she will advise DS/OPO/FPD of the reasons for the change and provide specific details. The RSO will provide DS/OPO/FPD with a cost-benefit analysis that will include the following factors:

(1) Number of guard posts and/or surveillance detection positions;

(2) Functions;

(3) Hours of coverage;

(4) Cost in dollars (both for the remaining fiscal year and annualized for the subsequent fiscal year); and

(5) Details regarding implementation.

b. When an approved change affects the post’s LGP or SDP funding level, DS/OPO/FPD will adjust the post’s LGP and SDP allotment and authorize the contracting officer to modify the NPS contract or the human resources officer to change the number of PSAs.

12 FAM 326 THROUGH 329 UNASSIGNED

U.S. Department of State Foreign Affairs Manual Volume 12 - Diplomatic Security

12 FAM 420 Page 1 of 16

12 FAM 420 POST SECURITY MANAGEMENT

(CT:DS-122; 10-19-2006) (Office of Origin: DS/DSS/IP)

12 FAM 421 CHAIN OF COMMAND (CT:DS-122; 10-19-2006)

a. Regional security officers (RSOs) are responsible to the Assistant Secretary of State for Diplomatic Security (DS) and the chief of mission at Foreign Service posts for the establishment and operation of Department security policies and programs abroad.

b. The RSO or post security officer (PSO) and their staff are subject to the administrative direction of the chief of mission or principal officer in countries assigned, or where they are detailed on official temporary duty.

c. The deputy chief of mission (DCM) is the direct supervisor and designated rating officer for the senior RSO at post. The Ambassador is the designated reviewing officer for the senior RSO. RSOs rate their immediate subordinates and the DCM serves as the reviewing official. At constituent posts, RSOs report directly to and are rated by the principal officer. The senior RSO in country is the reviewing officer. (See 3 FAH-1 H-2813.3)

d. All RSOs report to the Director of the Diplomatic Security Service (DS/DSS) through the Assistant Director for International Programs (DS/DSS/IP).

12 FAM 422 REGIONAL SECURITY OFFICER (RSO)

12 FAM 422.1 General (CT:DS-122; 10-19-2006)

a. The RSO is a U.S. Foreign Service security officer serving abroad at an embassy or consulate. RSOs are responsible for implementing and managing the Department’s security and law enforcement programs for a geographic region, which includes at least one Foreign Service post. RSOs are resident at a particular post and may have constituent posts


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within their region for which they are responsible. The RSOs or PSOs are responsible for overseeing the day-to-day management of security programs at their constituent posts.

b. The RSOs responsibilities and duties are enumerated in sections 422.2 through 422.5. In accordance with 2 FAM 110, the chief of mission may reassign some of the specific elements to other post personnel. If the chief of mission changes RSO duties, the RSO must notify DS/IP/RD.

12 FAM 422.2 Security Briefings (TL:DS-39; 08-15-1994)

RSOs, PSOs, and security officers provide security briefings at post directed primarily toward maintaining a high level of security awareness on the part of post employees by providing the necessary knowledge of specific security regulations, procedures, and techniques. See 12 FAM 424 for types of briefings.

12 FAM 422.3 Reporting (CT:DS-122; 10-19-2006)

a. See 12 FAM 425 for RSO reporting requirements to DS/IP/RD.

b. At all posts without a resident RSO, the PSO must send copies of all correspondence relating to the post’s security programs to both DS/IP/RD and the responsible RSO.

12 FAM 422.3-1 Reporting Security Incidents (CT:DS-122; 10-19-2006)

a. PSOs must immediately report to the responsible RSO and to the Bureau of Diplomatic Security (DS/DSS/IP) all incidents (e.g., actual or possible demonstration directed at U.S. persons or the embassy; planned or actual kidnapping of U.S. diplomat; planned or emergency absence of RSO from post; Marine security guard or guard force problems/issues; other life/facility protection issues) that could adversely affect a post’s security status.

b. Security incidents involving the possible or actual compromise of classified information (see 12 FAM 553) must be reported within 24-hours of discovery to DS/IS/APD via DS channels and C-LAN e-mail. Initial reports must be made by telegram, entitled “POSSIBLE SECURITY COMPROMISE—(DATE OF INCIDENT)”, and use the following format:

(1) Summary of incident;

(2) Circumstances of discovery;


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(3) Name of person suspected of or responsible for incident;

(4) Highest classification of material involved;

(5) List of potentially compromised material;

(6) Action taken by RSO to avert further unauthorized disclosure of material; and

(7) The RSOs assessment of the degree of compromise.

c. If additional reports by telegram are necessary, they must be sent via DS channel and to DS/IS/APD on C-LAN e-mail, and include the following (at minimum):

(1) Additional information since initial report;

(2) Status of post’s damage assessment; and

(3) Any requests for DS/IS/APD assistance.

d. RSOs must initially fax or e-mail to DS/IS/APD all forms OF-117, Notice of Security Incident, as they receive or initiate them, and all forms OF-118 Record of Security Incident as soon as they are realized (see 12 FAM 553 and 12 FAM 553 Exhibit 553.1B).

e. The preferred transmission method is to e-mail scanned forms OF-117 and/or OF-118 in the portable document format (PDF) to “DS SECURITY INCIDENT PROGRAM,” via the C-LAN. OpenNet e-mail transmissions are acceptable. However, due to privacy and operational security reasons unencrypted transmissions via the Intranet are not authorized.

f. RSOs must inform DS/IS/APD if the Form OF-118 completion date is expected to occur more than 30 days from the date of the incident.

g. RSO must pouch the Form OF-117 and Form OF-118 record copies to DS/IS/APD within 45 days of the most recent forms completion date. DS/IS/APD must include these record copies in the security history file of the individual involved in the incident.

12 FAM 422.3-2 DS Channels—General Guidance (CT:DS-122; 10-19-2006)

a. DS channel caption messages provide control over communications between DS and the RSO or PSO on security matters of a highly sensitive nature and must be used only for this purpose. The strictest need-to-know principle applies to such communications. The need-to-know principle does not relieve the security officer of the obligation to keep the principal officer, or other responsible officers, informed of matters of official interest relating to personnel or operations of any post under the general supervisory jurisdiction of the chief of mission. Since telegram distribution is appropriately restricted to the RSOs at post, sharing such


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information with the chief of mission (COM) should when possible be person-to-person to preclude disclosure to others (see 5 FAH-2 H-444).

b. The DS channel is used for telegrams between the Assistant Secretary and/or Deputy Assistant Secretaries and Assistant Directors of Diplomatic Security, and other appropriate DS personnel, and the responsible DS officer concerning criminal investigations involving U.S. citizens or foreign nationals, who are not U.S. Government employees; special protective equipment; and other sensitive subjects which the drafter deems should be restricted to DS personnel at posts or within the Department. RSOs must ensure that communication program unit (CPU) distribution is in accordance with 5 FAH-2 H-444. The Executive Director for Diplomatic Security (DS/EX) authorizes access to DS channel message traffic at the headquarters level. This caption may be used laterally in the field. Use ASEC as the only TAGS on this message traffic.

(1) The Diplomatic Security Background Investigations (DSBI) channel should be used exclusively by RSOs for cable reporting of information (derogatory and non-derogatory) developed during the course of background investigations (BI) or periodic reinvestigations (PRI) to the Personnel Security and Suitability Division of Diplomatic Security (DS/SI/PSS) and other RSOs. This channel: restricts, for Privacy Act reasons, distribution of cable reporting only to RSOs and DS/SI/PSS; creates a direct channel of communications between RSOs and DS/SI/PSS; and is not available to Department personnel outside of DS/SI/PSS. The Senior Coordinator for Security Infrastructure (DS/SI) authorizes access to DSBI channel message traffic at the headquarters level. This caption may be used laterally in the field. Use ASEC as the only TAGS on this traffic.

(2) The DSX channel is used for telegrams between the Assistant Secretary and/or Deputy Assistant Secretaries and Assistant Directors of Diplomatic Security and other appropriate DS personnel, and the responsible DS officer concerning criminal and special investigations involving U.S. citizens, U.S. Government employees or DS employees; counterintelligence investigations; adverse personnel security actions; investigations concerning spouse or child abuse; confidential sources; undercover operations; and other sensitive subjects which the drafter deems highly restricted. RSOs must ensure that communication program unit (CPU) distribution law is in accordance with 5 FAH-2 H-444. The Director for the Office of Investigations and Counterintelligence (DS/DO/ICI) authorizes access to DSX channel message traffic at the headquarters level. This caption may be used laterally in the field. Use ASEC as the only TAGS on this traffic.


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12 FAM 422.4 Other Responsibilities and Duties (CT:DS-122; 10-19-2006)

The RSOs other responsibilities and duties are, but not limited to:

(1) Serving as the focal point at post for programs to protect U.S. classified and sensitive information, facilities, and personnel from terrorism, weapons of mass destruction, hostile foreign intelligence activity, and criminal acts.

(2) Monitoring and inspecting the security programs at constituent embassies or consulates and providing comprehensive training and planning guidance to PSOs at these posts through periodic visits and exchanges of correspondence.

(3) Managing the Regional Security Office, including the supervision of any assigned:

(a) Deputy regional security officers (DRSOs);

(b) Special agents (SAs);

(c) Assistant regional security officers for investigations (ARSO-Is)

(d) Security engineering officers (SEOs);

(e) U.S. Marine security guards (see 12 FAM 430);

(f) U.S. Navy Seabees;

(g) Foreign Service national investigators (FSNIs) (see 12 FAM 423.6);

(h) Local guards under personal services contracts (see 12 FAM 320 and 12 FAH-7, Local Guard Program Handbook);

(i) Special bodyguards; and

(j) Office management specialist (OMS) staff.

(4) Maintaining official liaison with host-country, third-country, and U.S. intelligence, security, and law enforcement organizations to conduct exchanges of current terrorist, counterintelligence, and criminal investigative data and to coordinate post defensive security programs or planning.

(5) Reporting and interpreting information of security significance developed through host-country liaison activity.

(6) Serving as a member of the embassy emergency action committee, other pertinent committees, and the country team, providing security insights to other members based upon information received through foreign liaison and specialized knowledge of the security


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policies or programs.

(7) Establishing and managing, where required, a special security program for the personal protection of the chief of mission and other U.S. officials targeted by terrorist groups, closely monitoring all available intelligence to determine the need for changes in operational protective tactics and techniques.

(8) Arranging and providing protective security coverage, host-country security liaison, and other services for U.S. VIP visits and conferences within the region.

(9) Developing, as the chief of mission or principal officer may direct, the security portion of the post emergency action plan (EAP) to address security issues including terrorist attacks, weapons of mass destruction, internal defense, riots, coups, and demonstrations.

(10) Participating in the conduct of bureau training or other programs that ensure the effectiveness of the EAP and the efficient utilization of post personnel and resources.

(11) Continually assessing the vulnerability of resident and constituent posts to terrorism and hostile foreign intelligence information gathering activities, adjusting post defensive counterintelligence and/or counterterrorist planning and programs.

(12) Reviewing current and near-term intelligence, Foreign Service reporting, and local news reporting on political, military, security, and intelligence developments in a region to identify security concerns.

(13) Preparing and coordinating comprehensive threat assessments for use by the Department and the post, including revising assessments when intelligence information is received.

(14) Providing unclassified security threat countermeasure briefings and other professional security advice to U.S. business executives and other U.S. private citizens at a level of frequency commensurate with host-country threat conditions.

(15) Performing defensive counterintelligence functions and coordinate activities involving U.S. officials or Foreign Service national (FSN) employees who are targeted by hostile intelligence services.

(16) Maintaining current knowledge of tactics and techniques being used locally by hostile intelligence services.

(17) Participating in the post counterintelligence working group (CIWG).

(18) Conducting, when directed by DS headquarters or the chief of mission, investigations of allegations or occurrences involving violations of U.S. criminal law or U.S. Government regulations by


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official employees, in accordance with 12 FAM 220.

(19) Conducting full-field background investigations of all applicants for appointment to FSN positions within the limits imposed by existing liaison agreements with the host government. This includes making maximum use of host-country investigative records or resources when possible to ensure the fullest development of investigative leads and evaluating all information developed as a basis for the issuance or denial of a security certification for employment (see 3 FAM 7222).

(20) Conducting full-field background investigations of all contract employees of a U.S. mission and/or reviewing investigations conducted by contractors on their employees; evaluating all information developed as a basis for the issuance or denial of a security certification for employment (see 3 FAM 7222).

(21) Conducting update investigations on all FSN and contract employees on a 5-year cycle and evaluate the results for the purpose of issuing or denying recertification for employment (see 3 FAM 7222).

(22) Conducting security surveys of resident and constituent posts to include official office buildings and residential areas utilized by mission personnel and, as necessary, recommending major physical security changes or improvements revealed by such surveys to chiefs of mission; coordinating the implementation of all approved and proposed projects until completed; and modifying internal defense planning concepts as necessary to incorporate improved physical security features as they are added.

(23) Designing, implementing, and managing post’s local guard program (see 12 FAM 320).

(24) Designing, implementing, and managing post’s residential security program (see 12 FAM 330).

(25) Providing professional security advice to dependents and employees of all U.S. country team elements at post.

(26) Formulating and conducting education and training programs pertinent to the conduct of post information security programs and ensuring adherence to Foreign Service and other pertinent U.S. Government security regulations.

(27) Investigating and reporting to DS/IS/APD all instances of possible information security incidents (see 12 FAM 550).

(28) Serving as the mission focal point for the general oversight and coordination of special security programs managed by DS offices.


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(29) Coordinating the conduct of technical surveillance countermeasures inspections at posts with DS/C/ST, the regional engineering service center (ESC) and, if resident, the post security engineering officer (SEO).

(30) Coordinating with the private sector on threat levels and help establish country councils for the Overseas Security Advisory Council (OSAC).

(31) Offering to provide professional security advice and unclassified security threat briefings to administrators of schools in which dependents of U.S. Government direct-hire employees are enrolled.

(32) Where appropriate at post, serving as the contracting officer’s representative (COR) for local guards and residential security contracts.

(33) Designing, implementing, and managing post’s surveillance detection program (for detailed guidance on the SDP, see the Surveillance Detection Management and Operations Field Guide, Version 2, dated 2002).

(34) Performing additional duties as directed by a chief of mission or the Bureau of Diplomatic Security.

12 FAM 422.5 RSO and PSO Systems Security Responsibilities (CT:DS-122; 10-19-2006)

a. RSOs and PSOs work closely with the information systems security officer (ISSO) at post (see 12 FAM 613) on systems security issues and have specific responsibilities for:

(1) Ensuring that all personnel with access to a classified system have an appropriate security clearance;

(2) Coordinating briefings with the ISSO for system users upon their arrival at post, concerning the security considerations of classified systems;

(3) Issuing Form OF-117, Notice of Incident, for security incidents on the system based upon either the RSOs or ISSOs investigation;

(4) Periodically checking alarm systems that protect computer equipment to ensure proper functioning; and

(5) Conducting or verifying the security clearances of local vendor personnel who service system components.

b. Pursuant to their role as the overall manager for security at a post, RSOs or PSOs must also provide the ISSO with guidance and/or information


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regarding the:

(1) Department prohibition on processing classified security information on an unclassified system;

(2) Physical and equipment security measures;

(3) Security processing for staff and maintenance employees with access to an automated information system;

(4) Identification of a secure storage area for backup copies of system data files and software;

(5) Suspected incidents of fraud or manipulation of data on a system, the unauthorized disclosure or the destruction of data, or the personal use of system resources; and

(6) Coordination and monitoring of the conduct of periodic security indoctrination and training sessions for personnel assigned to a post.

12 FAM 423 SECURITY PERSONNEL

12 FAM 423.1 Post Needs (CT:DS-122; 10-19-2006)

a. Posts are encouraged to identify breaks in security personnel staffing that may require temporary duty (TDY) coverage. Direct requests for TDY security personnel to DS/DSS/IP. RSOs must notify their respective DS/DSS/IP regional director at least 2 months prior to any anticipated absences. NOTE: If there is a deputy regional security office or special agent (see 12 FAM 423.3) resident at post, DS will consider that post appropriately covered.

b. During an RSOs absence from post due to a permanent change of station, home leave, medical evacuation, or annual leave, DS/DSS/IP will consider providing TDY coverage to post if:

(1) The post is at the critical or high-threat level in the terrorism and/or crime categories, or it is facing a specific threat even though the post is not in a high-threat category;

(2) The request is received with sufficient lead time to permit an orderly selection and briefing of the TDY replacement; and

(3) Sufficient funding for the TDY is available.

c. DS/DSS/IP will notify DS/ICI/CI of breaks in security personnel staffing at critical human intelligence threat posts and will coordinate requests for


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TDY support from those posts with DS/ICI/CI (see 1 FAM 260).

12 FAM 423.2 Deputy Regional Security Officer (DRSO) (CT:DS-122; 10-19-2006)

a. For some RSO posts, DS/IP/RD may approve (with the concurrence of DS/DSS) the establishment of a deputy regional security officer (DRSO) position because of the exceptional priority security is accorded there. The DRSO is a professional security officer with prior RSO experience and reports to the RSO.

b. DRSO responsibilities and duties are similar to those of an RSO. DRSOs are usually assigned to posts with a large (three or more) number of special agents (SAs) and serve as the rating officers for the SA.

12 FAM 423.3 Special Agent (SA) (CT:DS-122; 10-19-2006)

A special agent (SA) assists an RSO with all matters pertaining to post security programs. At posts without an assigned DRSO, and in the RSOs absence, the SA becomes the acting RSO. SAs perform a wide range of duties designated by the RSOs.

12 FAM 423.4 Assistant Regional Security Officer for Investigations (ARSO-I) (CT:DS-122; 10-19-2006)

An assistant regional security officer for investigations (ARSO-I) is responsible for the criminal investigations program at post, in particular passport and visa fraud. The ARSO-I has specialized consular training and law enforcement experience. The ARSO-I works with Consular Section on anti-fraud efforts and criminal investigations of passport and visa fraud. The ARSO-I reports to the RSO and the consul general. The ARSO-I also provides routine reporting to the DS Criminal Investigations Division on their investigative activities.

12 FAM 423.5 Post Security Officer (PSO) (CT:DS-122; 10-19-2006)

a. Post security officers (PSOs) are U.S. officers whom the chief of mission or principal officer designates to manage security programs at posts that do not have a resident RSO. PSOs assume responsibility for day-to-day


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security matters. Most tasks assigned to PSOs are similar to those assigned to RSOs, but are limited in scope because PSOs are not Bureau of Diplomatic Security officers.

b. PSO duties consist of:

(1) Administering post security policies and procedures;

(2) Administering the security incident program;

(3) Providing arrival and departure briefings to all U.S. employees and their dependents;

(4) Reporting threats and other post security situations to the RSO;

(5) Conducting investigations as requested and directed by the RSO;

(6) Conducting investigations of FSN applicants, in accordance with existing liaison agreements with the host government, and submitting results to the RSO;

(7) Supervising the Marine security guard detachment commander and maintaining control of the Marine security guards;

(8) Managing the local guard program and supervising local guards hired under personal services contracts;

(9) Maintaining liaison with host-country officials and post officials;

(10) Formulating and coordinating emergency plans and conducting drills;

(11) Conducting physical security surveys on proposed new-lease or purchase residential and/or official building properties, as directed by the RSO; and

(12) Managing and supervising the Surveillance Detection Program.

c. The chief of mission must designate each PSO in writing and send a copy to the RSO who has regional responsibility for the post.

12 FAM 423.6 RSO Office Management Specialist (OMS) (CT:DS-122; 10-19-2006)

U.S. citizen employees may be hired or assigned as RSO OMSs to posts where there is a resident RSO. They perform many specialized tasks not typically performed by other OMSs and are knowledgeable of security policies and procedures, in addition to secretarial skills. RSO OMSs are also responsible for:

(1) Typing specialized reports such as the security survey reports, investigative reports, security incident reports, and quarterly status


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reports;

(2) Disseminating threat information and information regarding policy changes; and

(3) Answering questions and resolving minor security problems in the RSOs absence.

12 FAM 423.7 Locally Hired FSN Investigators (FSNI) (CT:DS-122; 10-19-2006)

a. Foreign Service national investigators (FSNIs) work in the security office and perform a variety of tasks that support the entire security program abroad primarily by:

(1) Providing expertise concerning the language, culture, and customs of the host country;

(2) Maintaining contacts with police and other host-government authorities;

(3) Obtaining information concerning potential security threats to the post; and

(4) In accordance with 12 FAM 220, conducting investigations as assigned by the RSO to include background/security investigations, investigations for other department elements, investigations for other U.S. Government departments or agencies and criminal investigations abroad.

b. The RSO or PSO is the FSNI supervisor. They control FSNI access to information pertaining to U.S. citizens and minimize the use of FSNIs in investigations involving U.S. citizens. FSNIs are prohibited from access to the security files of U.S. citizens and their access to the investigative files of other FSNs is controlled on a need-to-know basis. FSNIs may not interview U.S. sources or review U.S. citizen-controlled post files.

c. RSOs must ensure for all posts under their regional responsibility that within the first calendar year of employment, all FSNIs receive the Diplomatic Security Training Center’s (DSTC) Basic Foreign Service National Investigator’s course. Only FSNIs who successfully complete the course will be eligible to retain the investigator position.

d. The RSO must ensure that each FSNI is enrolled in DSTC’s Advanced Foreign Service National Investigator’s course every 5 years following their initial training.


12 FAM 420 Page 13 of 16

12 FAM 424 TYPES OF SECURITY BRIEFINGS

12 FAM 424.1 New Arrival Briefings (CT:DS-122; 10-19-2006)

a. The RSOs or PSOs must provide a mandatory comprehensive security briefing to employees shortly after their arrival at post. The briefing must acquaint newly arrived personnel with the security situation at post and the total security environment, including the general security requirements and procedures in effect. The briefing must also highlight the importance of attention to personal security and include a personal security self-assessment checklist. The baseline checklist can be found on the DS Web site.

b. Routine arrival briefings must include general counterterrorism and counterintelligence policy and procedures relating to the post and country of assignment. As threat situations change, RSOs and PSOs must provide briefings for senior post officials and other employees and dependents to minimize the dangers posed.

c. The officer must use an outline at each briefing to ensure that all required subjects are covered and include the Personal Security Self-Assessment checklist. RSOs and PSOs must maintain a record of all briefings, including the dates and identities of all employees briefed, and they must establish procedures for ensuring employee participation. The employee must sign a statement that he or she has been briefed, received a copy of the checklist, and that he or she understood the material covered. The statement must also indicate topics covered during the briefing.

12 FAM 424.2 Spouse and Dependent Briefings (CT:DS-122; 10-19-2006)

a. Post management must strongly emphasize the advisability of having all spouses and adult dependents briefed on the security situation at post and actively encourage them to attend all security briefings.

b. The RSO or PSO must make unclassified security briefings available for spouses and other adult dependents of post employees as soon as possible after their arrival at post. Regularly scheduled post orientations may be used for this purpose. However, if a post does not have a formal orientation program, the security officer should make arrangements with the post’s community liaison office (CLO) to establish a dependent briefing program that would include all adult dependents.

c. The CLO can assist in the subsequent dissemination of general security information to dependents. The security officer and CLO should jointly


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work out such a mechanism that possibly includes having the security officer participate in scheduled CLO dependent or community briefings.

d. The briefing must address all real threats and dangers to post personnel and dependents, and other related issues. The following are suggested topics of discussion for such a briefing:

(1) Local criminal activity affecting personal and residential security;

(2) High-crime areas of the city and country;

(3) An overview of narcotics available in the country and in the U.S. community, including local law enforcement and judicial action;

(4) An unclassified discussion concerning terrorist activity in the country directed against the host country, the diplomatic community, and U.S. interests;

(5) An unclassified discussion of the post’s emergency action plan with emphasis on the warden system, actions to take during civil disorders, emergency plans for dependent schools, etc.;

(6) The post’s specific problems, cultural differences, sensitivity to host-country customs and attitudes;

(7) The location where dependents can obtain information concerning the security situation; and

(8) Emergency telephone numbers including local police, fire and medical, and post security elements.

12 FAM 424.3 Re-briefing or Refresher Briefing (CT:DS-122; 10-19-2006)

Security officers must periodically repeat briefings on the security situation at certain posts where personnel live under hostile intelligence or terrorist threats for long periods of time. Updating and restating procedural details reduces their vulnerability to approach or surveillance. Re-briefing or refresher briefings must also highlight the importance of personal security and include a personal security self-assessment checklist.

12 FAM 424.4 Security Incident Program (CT:DS-122; 10-19-2006)

a. Security officers must brief all employees during their arrival on the security regulations and methods concerning the safeguarding of classified information. This briefing underscores the importance of handling classified material and helps to prevent security incidents.


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b. RSOs and PSOs must also brief each employee who receives a security incident report and sign as a witness to the employee’s signature acknowledging receipt of the notification packet. The briefing must include why the employee was responsible for receiving an incident report, how to prevent getting others, and the type of disciplinary action he or she may receive for further repeated incidents (see 12 FAM 557).

12 FAM 424.5 Special Travel Briefings (CT:DS-122; 10-19-2006)

Special travel briefings cover the counterintelligence regulations pertaining to employee travel to critical human intelligence threat posts (see 12 FAM 264).

12 FAM 424.6 Departure Debriefings (CT:DS-122; 10-19-2006)

a. The RSO or PSO must schedule an exit interview for all U.S. citizen employees before their permanent departure from post. Each departing employee should be interviewed separately and given an opportunity to comment on any aspect of the post security program including:

(1) Any significant contacts with foreign nationals of designated countries;

(2) International travel during their tour of duty; and

(3) Any security problems encountered.

b. The security officer must make a record of the exit interview, including any security-related comments received from the employee, and maintain these records in the post security office files.

12 FAM 424.7 Separating Employees (CT:DS-122; 10-19-2006)

a. Security officers must give a detailed security debriefing to personnel who are terminating their employment abroad and are not returning to the United States, or are otherwise to be separated for a continuous period of 60 days or more.

b. The employee must sign Form OF-109, Separation Statement (see 12 FAM 564.4), and the security officer must advise him or her of the applicable laws on the protection and disclosure of classified information.

12 FAM 425 QUARTERLY STATUS REPORT


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(CT:DS-122; 10-19-2006)

a. Each RSO must submit a Quarterly Status Report (QSR) to the Directorate for International Programs by the fifth working day of the appropriate month:

(1) April 5th – 1st Quarter (calendar year) for January, February, and March;

(2) July 5th – 2nd Quarter for April, May, and June;

(3) October 5th – 3rd Quarter for July, August, and September; and

(4) January 5th – 4th Quarter for October, November, and December.

NOTE: QSRs must not be sent over the DS channel.

b. RSOs must review QSR reports carefully for sensitive or classified information. The RSO must either remove such information from QSR reports and report it separately or mark paragraphs appropriately. QSRs are internal documents and not for distribution to other agencies. Internal post distribution, as RSOs deem appropriate, is encouraged. Additionally, the QSR is meant to be an overview of RSO activities and not a daily log of RSO action.

c. Security officers must always use the caption TERREP or TERREP EXCLUSIVE on telegrams pertaining to terrorism subjects including:

(1) Terrorist groups, threats, or acts;

(2) Anti-terrorist measures by other governments; and

(3) Conversations with foreign officials about terrorism.

12 FAM 426 THROUGH 429 UNASSIGNED

local guard program

Documents