2._Base_Access_Info_for_Contractors.doc

Attachment 2

FA5702-15-T-0001

Base Entry Process

Terms Defined

UPC – Unit Pass Coordinator

EAA – Entry Authorization Application IAA – Installation Access Application

QEAF – Qatari Emir Air Force

QCID – Qatari Criminal Investigation Department HN – Host Nation

HNLO – Host Nation Liaison Office

HNPO – Host Nation Pass Office (QEAF Pass Office)

The Down and Dirty

- #1 priority - EAA’s are submitted early (suggest at least 45 days prior to period of performance start date) to allow the process to work

- Host Nation has final say on who is and is not allowed on base

- UPC is a unit commander’s pass requesting, base entry, escort-arranging expert.

- EAA and IAA processes must be complete prior to Other Country National (OCN) entering the installation Types Entry Authorization Applications

Temporary – (1-45 Days) For projects, visits, meetings, non-contracted work, etc...Cannot be renewed

Initial – (Up to 6 Months) For projects taking longer than 45 days to complete, or the exact dates to complete the work are unknown. The dates requested for badges cannot extend longer than the Period of Performance dates on the contract.

Renewal – (Up to 6 months) Must be submitted at least 30 days prior to previous EAA expiration.

Other types of requests

Lost Badge – Up to 6 months, QEAF lost badges require police report, US lost badges require statement Cell Phone – Up to 6 months (Managers/Supervisors only) Multimedia Request – Up to 6 months (Managers/Supervisors only)

Installation Access Application (IAA)

- Is a standardized USCENTCOM access application.

- Prior to entry applicants must complete the provided IAA and register at the Visitor Control Center (VCC).

- The IAA can be given out in electronic format but will not be accept back in electronic.

- IAA must be completed in English and can be handwritten or typed. Handwriting must be legible.

- An Arabic version can be made available for reference purposes only.

Timelines for submitting requests

Initial / Temporary EAA – Submit at least 45 days prior to start of work

Renewal – Submit at least 30 days prior to expiration date

IAA’s – Submitted with pass request to VCC (Bldg 6881) once QEAF approves entry

Unescorted – Can only be submitted after certain requirements are met, contact HNLO

Cell Phone Request:

· New request - submit after IAA paperwork approval

· Renewal – submit 30 days prior to expiration of previously approved letter

Multimedia Request:

· New request - submit after IAA paperwork approval

· Renewal – submit 30 days prior to expiration of previously approved letter

Individual Responsibilities for completing an EAA package

All documents with stamps, seals, or photos must be in color. This includes but is not limited to; Commercial Registrations, documents with stamps, seals, passport photos and Visa’s. If the original document had any color to it, it must be submitted as a color copy or it risks being rejected.

Contractor - must provide UPC with the following for the EAA package:

- Copy of contract with company stamp

- Copy of applicable subcontracts/commercial registries with company stamps

- Copy of prime contractor/subcontractor agreement endorsed by Ministry of Justice.

- Arabic script page with company stamp

- English script page with company stamp

Contractor - must also provide UPC the following for each employee in the EAA package:

- Two copies of a valid passport. Must be Clear Color Copies.

- Two copies of a valid visa (Must be a Qatari resident visa to get a long term pass). Must be clear color copies.

- Passport size color photo

- Drivers License, Insurance & Registration (if applicable) Contractor is responsible for the following:

- Reviewing documents and checking for errors

- Paying specific attention to Arabic writing

- Tracks EAA throughout the routing/process

- Continually check up with HNLO and HNPO after EAAs are submitted (the office will not notify the Contractor or UPC if a package is complete, if the completed package sits too long it will be thrown away or lost)

- Pick up and pay for EAAs submitted

- Track employees needing passes in the future, submit renewal EAA’s when needed

UPC is responsible for the following:

- Review all documents submitted

- Works with Contractor to get the appropriate Government signatures and send the complete EAA to Host Nation Liaison Office

- Assists Contractor with tracking EAA throughout the routing/process

- Continually check up on EAAs submitted

- Assist Contractor to pick up and pay for EAAs submitted if necessary (Contractor provides money for fee’s)

- Assist Contractor in tracking employees needing passes in the future, submit renewal EAA’s when needed

HNLO is responsible for the following:

- Reviewing EAA’s submitted

- Assist Contractor/UPC with EAA’s, pass problems, etc…

Misc. Information

- Contractor/UPC will not receive notification of EAA approval, renewal and temporary approval. Contractor/UPC must follow up with HNLO and HNPO after submission. Recommend following up every other day after submission to pick up/pay for passes.

- Installation Access Applications are required for all OCNs.

- UPC should keep copies of approved EAA’s.

The EAA path to approval

1. Contractor generates required documents

2. Unit receives documents

- Reviews for accuracy

- Incorrect documents are returned for correction

- Correct documents attached to EAA memorandum

- EAA signed by Requiring Commander or UPC

- EAA package is delivered to HNLO

3. HNLO receives EAA with IAA attached

- Reviews for accuracy

- Incorrect/Incomplete EAA/IAAs are returned to Unit for correction

- Correct EAAs are signed

- EAA package must be picked up and delivered to HNPO

- Correct IAAs are picked up and taken to VCC (aka DBIDS office)

- HNLO approval typical takes 1-5 days for packages with no errors

4. HNPO receives EAA

- Reviews for accuracy

- Incorrect/Incomplete requests are returned to HNLO

- Correct EAAs are forwarded to HN leadership for signature

- HNPO approval takes anywhere from 5-15 days for packages with no errors

5. Unit or Contractor arrives at HNPO

- Pay for EAA

- Receive the request document with a blue stamp

6. Unit Sponsor identified on IAA is now responsible for OCNs

- Arranges for OCNs to complete fingerprints, LEPTS and register in DBIDS

7. DBIDS registration

- OCN to VCC to register

- Registration complete - TCN goes home

- 1-3 days later Contractor or UPC picks up badges from VCC and can begin work (after coordinating an escort) HNPO Fees:

*** Fees below are estimates based on historical values. They are subject to change based on HNPO guidance.

Fees are paid to the HNPO when the application has been approved. These fees are due when the application is picked up. A fee is charged for each person listed on the application. The only currency accepted is Qatar Riyals. (HNPO will not accept US currency, checks, or credit cards)

1. Initial Entry Authorization Application: One-time fee of 50 Riyals per person.

(This will include first time issue of Qatari Red Badge)

2. Temporary Entry Authorization Application: 50 Riyals per person

3. Renewal Entry Authorization Application: 50 Riyals per person

4. Stolen/Lost Qatari Badge Renewal: 300 Riyals per person

5. Discolored/Damaged Qatari Badge Renewal: 50 Riyals per person

Checklists

Temporary (1-6 Day) Entry Authorization Application Checklist

Produced, signed & stamped by company.

Initial Entry Authorization Application Checklist

Company stamp required

Produced, signed & stamp by company.

Important Contact Information

HNLO Office (Mr. Jeff Kempski) – 437-2794 frank.kempski.ctr@auab.afcent.af.mil