IP Travel_Relocation_other.pdf

OTHER TERMS, CONDITIONS, AND PROVISIONS

Infection Preventionist Only

3.18. Travel and Transportation.

3.18.1. The U.S. Government will reimburse authorized travel in accordance with the terms and conditions of the contract. The Joint Travel Regulation (JTR) is not applicable to contractor travel; however, the not-to-exceed travel costs identified by the JTR will be used as a cost ceiling the U.S. Government will not exceed.

Reimbursements will be made in accordance with the JTR.

3.18.2. Transportation. The contractor is responsible for the physical placement of Contractor personnel at the appropriate work site. The Contractor personnel may use privately owned vehicles, public transportation, and/or other transportation to place the Contractor personnel at the work site.

3.19. Relocation.

3.19.1. The Government will pay the contractor to relocate contract providers and dependents from the United

States to OCONUS locations and will pay to repatriate authorized contract providers and dependents from

OCONUS locations back to the United States upon discontinuation of services under this contract. For a contract provider (plus dependents) to be authorized repatriation back to the United States, he/she will be required to provide a minimum of 12 months of continuous service based on the provider’s initial commencement of services under this contract. Repatriation expenses (back to the United States) will not be authorized if a given provider was removed for cause at any time; however, these expenses will be allowed if the Government unilaterally terminates a position(s).

3.19.1.1. In the event a HCP does not repatriate back to CONUS 90 calendar days after termination of employment, either less than or more than 3 years, the Government will not pay for the relocation costs.

3.19.2. ELIGIBILITY FOR TRANSPORTATION ALLOWANCES. This section describes the various travel allowances that the Government will authorize the contractor as reimbursable travel expenses. The following is associated with less than a three (3) year performance period and a three (3) or more years performance period of contractor employees at an OCONUS duty station. The contracting officer is responsible for definitizing the cost reimbursement invoices for travel. The contractor shall provide all receipts for items costing over $75.00 when the invoice is submitted.

3.19.2.1. If employees are hired during option year 3, then the less than three year requirement does not apply and they will fall under the more than 3 year rule.

3.19.2.2. Grandfathered HCPs. For a contract provider to be authorized full travel and transportation costs back to the United States, he/she will be required to provide a minimum of 36 months of continuous service based on the provider’s initial commencement of services under this contract. Any provider who has accumulated time with the previous contract to this one will have that time counted towards the 36 month requirement.

3.19.3. The following paragraphs apply to a three (3) or more year performance period. The performance period starts the day that the contractor employee arrives at the OCONUS duty station.

3.19.4. Transportation shall be authorized and consist of airfare, transportation of household goods (HHG), unaccompanied baggage (UB), shipment of one (1) privately owned vehicle (POV). The Government will reimburse the contactor a maximum of $4,500.00 per diem for relocation expenses (lodging, meals, and incidental expenses) for up to (30 calendar days) when the contract employee first arrives in OCONUS, and a maximum of $1,050.00 for up to (7 calendar days) before the contract employee departs OCONUS. The maximum reimbursement will be based on the actual number of days in temporary lodging at a rate of $150.00 per day. Per diem, lodging, and required miscellaneous expenses incurred by the contractor employee before the contractor employee arrives in OCONUS or after the contractor employee repatriates back to CONUS, will not be reimbursed by the Government. The Government will not reimburse the contractor for expenses determined to be excessive or not necessary for the relocation. Although, the Federal Travel Regulation (FTR) is silent and does not apply to this contract, it can be used as a basis to determine allowability of a transportation element. The final decision to allow or disallow any reimbursement claim element rests with the

Contracting Officer, In addition, an expense shall not qualify for reimbursement unless the expense has actually been incurred by the contractor’s employee. Shipment of personal property (to include per diem, etc.)

shall not be processed via the defense transportation system (DTS). The contractor shall be directly responsible for coordination and execution of all transportation required under this contract. The Government will authorize one (1) move to OCONUS, and one (1) move back to CONUS, for a maximum of $25,000.00 per move, not to exceed a total of $50,000.00 for both moves. The maximum amount includes all expenses for the move including airfare, HHG, UB, and POV. The maximum amount can only be waived for contractor employees that have served under a previous OCONUS DENCOM contract, and continued services with the new contract, for moves back to CONUS. In transit CONUS/OCONUS temporary storage is authorized and shall not exceed 30 calendar days unless authorized by the contracting officer on a case-by-case basis only.

One (1) unaccompanied baggage shipment is authorized in accordance with paragraph 3.19.8.

3.19.5. Contractor employees repatriating to CONUS must ship all HHGs and POV within 90 calendar days of notification of contract termination or relocation. Shipments beyond 90 calendar days will be at the expense of the contractor on a non-reimbursable basis.

3.19.6. HHG transportation is limited to items associated with the home and all personal effects belonging to an employee and dependents on the effective date of the employee’s assignment overseas.

3.19.7. Maximum allowances authorized under paragraph 3.19.4. includes all household goods/personal items only. Temporary (with the exception of in-transit storage). In the event Non-temporary storage is authorized, the maximum allowances authorized shall not be exceeded for non-temporary storage and household goods/personal items shipped combined. The Government will reimburse up to the maximum allowed under the FAR.

3.19.8. One (1) shipment of unaccompanied baggage is authorized to be shipped to OCONUS and back to

CONUS by an expedited mode, such as airfreight or United States Postal Service, not to exceed 350 pounds net weight per family, and will be included as part of the maximum amount allowed per move as referenced in paragraph 3.19.4. Unaccompanied baggage charges are allowed only when the contractor requests authorization in advance and in writing from the Contracting Officer. Such authorization request for expedited shipment shall include an explanation for the requirement and a certification from the contractor that such items are necessary to avoid undue hardship. The Contracting Officer will grant or deny unaccompanied baggage shipments within seven (7) working days after receipt of request. Unaccompanied baggage may consist of personal clothing and equipment, essential pots, pans, and light housekeeping items; collapsible items such as cribs, playpens and baby carriages; and other articles required for the care of dependents. Items such as refrigerators, washing machines and other major appliances or furniture and pets must not be included in unaccompanied baggage shipments.

3.19.9. The following paragraphs apply to less than a three (3) year performance period. The performance period starts the day that the contractor employee arrives at the OCONUS duty station. ( See paragraph

3.19.12. for exceptions).

3.19.10. Transportation shall be authorized and consist of airfare and unaccompanied baggage. The

Government will reimburse the contactor a maximum of $4,500.00 for relocation expenses (per diem, lodging, and required miscellaneous expenses) not-to-exceed 30 calendar days when the contract employee first arrives in OCONUS and a maximum of $1,050.00 not-to-exceed seven (7) calendar days before the contract employee departs OCONUS. The maximum reimbursement will be based on the actual number of days in temporary lodging at a rate of $150.00 per day. Per diem, lodging, and required miscellaneous expenses incurred by the contractor employee before the contractor employee arrives in OCONUS or after the contractor employee repatriates back to CONUS, will not be reimbursed by the Government. The Government will not reimburse the contractor for expenses the Contracting Officer finds to be excessive or not reasonably necessary.

Although, the Federal Travel Regulation (FTR) is silent and does not apply to this contract, it can be used as a basis to determine allowability of a transportation element. The final decision to allow or disallow any reimbursement claim element rests with the Contracting Officer. In addition, an expense shall not qualify for reimbursement unless the expense has actually been incurred by the contractor’s employee. Shipment of personal property (to include per diem, etc.) shall not be processed via the defense transportation system

(DTS). The Government will authorize one (1) unaccompanied baggage shipment, via air, not to exceed 350lbs net weight per eligible household member and not to exceed a total of 1000lbs net weight per household to

OCONUS and back to CONUS. Also, within the weight limit, the actual cost for packing, crating, unpacking, drayage incident to transportation, and necessary accessorial services shall be allowed. Contractor employees repatriating back to CONUS must utilize the unaccompanied baggage shipment within 30 calendar days of notification of contract termination or relocation. Shipments beyond 30 calendar days will be at the expense of the contractor on a non-reimbursable basis. In transit CONUS/OCONUS temporary storage shall not exceed 15 calendar days unless authorized by the contracting officer on a case-by-case basis only. Temporary (with the exception of in-transit storage) and Non- temporary storage is not authorized and will not be reimbursed by the

Government.

3.19.11. Unaccompanied baggage may consist of personal clothing and equipment, sporting goods, essential pots, pans, and light housekeeping items; collapsible items such as cribs, playpens and baby carriages; and other articles required for the care of dependents. Items such as refrigerators, washing machines and other major appliances or furniture and pets must not be included in unaccompanied baggage shipments.

3.19.12. If an employee extends their performance under this contract for three (3) or more years, the

Government will authorize a HHGs, POV and unaccompanied baggage shipment, in accordance with section

(3.19.3.), upon repatriation back to CONUS after such performance. HHG transportation is limited to items associated with the home and all personal effects belonging to an employee and dependents on the effective date of the employee’s repatriation back to CONUS.

3.19.13. For shipments of HHG and Unaccompanied Baggage in excess of the authorized maximums and weight allowances, as referenced in paragraphs (3.19.4.), (3.19.8.), and (3.19.10.), the contractor is financially responsible for all associated costs.

3.19.14. Shipment Locations. The contractor’s employees shall be entitled to shipments from their place of origin to the OCONUS location and repatriate back to the original place of origin.

The contractor’s employees, upon repatriation, can elect to ship HHGs/POVs to an alternate location. However, the Government is only responsible for costs, associated with the shipments, no further than the contractor’s employee’s original place of origin. Additional costs incurred for shipments to other than the original place or origin shall be at the expense of the contractor.

3.19.15. Insurance. The U.S. Government does not insure the contractor employee’s travel, household goods, unaccompanied baggage or POV for CONUS/OCONUS moves and will not be responsible for any loss or damage incurred during these moves. It is strongly recommended that the contractor advise their employees as to the liability of the carrier for travel, and moving company for loss and damage of transported household goods/POV, in the transportation circumstances involved, so that the employees will be able to evaluate the need to purchase supplemental insurance. The Government will not reimburse the contractor for supplemental insurance obtained from a carrier, moving company or any other insurance company and these costs shall not be included in the total cost of the travel and/or shipment if it is normally offered separately by the carrier or other insurance company.

3.19.16. The contractor shall be required to submit a minimum of two quotes for all relocation expenses in excess of $1,500 per occurrence, for all expenses per applicable contract line item number (CLIN) to the COR.

The contractor shall ensure that all documentation for relocation reimbursement be submitted to the COR within 75 days after the date of relocation (the date that all HHG, POV, etc., shipments have been picked up or turned in for shipment). It is required that all invoices being processed for relocation reimbursement within 60 calendar days at the end of a fiscal year (30 Sep) be reported to the contracting officer, COR and Project

Manager. This will prevent carrying over invoices between fiscal years. The Government will not reimburse the contractor who fails to submit or report documentation within the required suspense without prior coordination with the COR/Contracting Officer. The Government reserves the right to deny any relocation expense deemed unreasonable or unnecessary to execute provider relocation. An example may include unnecessary cancellation charges.

3.19.17. The Contractor shall notify, in writing, the COR of all potential contract provider (and their dependents) movements, either back to CONUS (repatriations) or to OCONUS locations, not less than 45 calendar days before their household goods shipment and shall provide a breakout of the estimated costs associated with the movement of each provider. Failure to give prior notice and estimated costs may result in the Government not reimbursing the Contractor for any costs associated with their failure to comply.

3.19.18. The U.S. Government will not pay expenses for repatriation or replacement costs of Contractor personnel within one-year of arrival at the location of service performance unless repatriation is U.S.

Government directed. Therefore, all HCPs must perform a minimum of 12 months in order to be eligible for

U.S. Government reimbursement for relocation. The maximum repatriation costs paid will only be equivalent to the cost of repatriating to the point of origin. To minimize personnel turnover, it is intended for contractor personnel to remain at the place of performance. Inter-theater or intra-theater transfers must be approved by the

Contracting Officer in order for the contractor to be reimbursed relocation and replacement costs. If the contractor chooses to transfer a contract employee without U.S. Government approval, the contractor must also replace any HCP at the losing location. These actions will occur at the contractor’s expense.

3.19.19. Shipment of personal property shall be authorized in accordance with U.S. Government procedures

Contract personnel will be authorized to ship personal property and store personal property at a rate that would be comparable to a U.S. Air Force civilian employee equivalent. The amounts authorized for Contractor personnel for shipment and/or storage will not exceed the amounts authorized for U.S. Government civilian personnel under the JTR. Insurance coverage for additional weight or for valuables above the standard coverage provided by the carrier will not be reimbursable by the U.S. Government. Such additional insurance shall be the responsibility of the contractor.

3.19.20. Reimbursable Costs CLINs are not subject to the application of overhead or profit. Reimbursement costs are limited to actual costs incurred. The contractor shall notify the U.S. Government when they reach

75% of the Not-To-Exceed cost amount for each reimbursable Contract Line Item Number (CLIN). Exceeding this limit without prior approval from the contracting officer may result in the contractor not receiving reimbursement by the Government for any costs exceeding the specified limit.

3.19.21. Intra-theater OCONUS Permanent Change of Station (PCS) moves are authorized and apply to the relocation CLIN. PCS’ing is not authorized between paired community personnel. For those personnel in a designated paired community, there is no reimbursement of costs for travel between the paired communities.

3.19.22. When the contract expires or any task order written beyond the contract expiration date expires, the contractor has 12 months to complete relocation of their employees back to CONUS. The Government will not reimburse the contractor for any employee that relocates back to CONUS beyond the 12 months.

3.20. LOGISTICAL SUPPORT. The U.S. Government will provide individual logistical support for contract providers to the extent available and as authorized by current applicable Army and foreign regulations; by current applicable international agreements, arrangements, policies; and the local installation Commander. The duration of the initial individual logistic support authorization may be subject to a time limitation. Prior to expiration of the initial logistical support authorization (if and as applicable), the COR and Contractor shall expedite/process the individual Renewal/Authorization in sufficient advance to insure continuation of logistical support. Logistical support is provided only for those contractors that are providing services solely for U.S.

Forces. Logistical support, if granted, will only be provided to authorized, full- time (40 hours per week) HCPs and authorized dependents.

3.20.1. Authorized Contract Provider. An individual who has (1) been hired as a consequence of this contract or of a predecessor contract, (2) is a full-time 40 hour per week or more employee, (3) is employed at a foreign location under contract, or (4) is a national (citizen) of/or an ordinary resident of the US provided that the contract provider is not also a foreign national of the host country (i.e., a dual citizen).

3.20.2. Authorized Dependent of a Contract Provider. The contract provider's lawful spouse who will reside in the host country in the same household with the contract provider or an unmarried child, including a stepchild or a lawfully adopted child of the contract provider who will reside in the host country in the same household with the contract provider. The child either has not passed his/her 21st birthday or, if past, is incapable of self-support because of mental or physical incapability that existed before that birthday and is dependent on the contract provider for over one-half of his/her support.

3.20.3. The following logistical support will be provided to contractor personnel:

1) Movement of household goods (not to exceed 10,000 lbs), and one vehicle to and/or from overseas place of performance; the contractor will get three quotes for costs that exceed $2,500.00.

2) Commissary

3) Army Air Force Exchange Service

4) Armed Forces Recreation Facilities

5) Military dining facilities

6) Class VI (alcoholic beverages, including rationed items)

7) Legal assistance

8) Military Banking facilities

9) Military postal services

10) Officer and NCO Club memberships

11) Mortuary services

12) Privately Owned Vehicle (POV) authorization

13) Petroleum, Oils, and Lubricants (POL) purchases

14) Transient billets on space available basis

15) Army Continuing Education Courses

16) Credit union facilities

17) Dependent schools, on space-available

18) Medical/Dental on a reimbursable basis. Dental on emergency basis only

19) Pet and firearm registration and control

20) NATO status of Forces Agreement stamp (subject to approval of Host nation Customs Authority)

21) Customs exemptions

3.20.4. Transportation shall consist of relocation (airfare) of contractor personnel, transportation of household goods, one privately owned vehicle, non-temporary storage, per diem (meals/lodging) up to 30 days, and required miscellaneous expenses. Air Freight of personal items for relocation or repatriation is not authorized.

The U.S. Government will reimburse the contractor for relocation of Contractor personnel to the post of assignment overseas and their return upon expiration of the contract. The contractor shall be directly responsible for coordination and execution of all transportation required under contract. The U.S. Government shall in no event be liable or responsible for damage, loss, injury to person or property incurred in required transportation as the U.S. Government essentially represents a third party. The contractor shall be reimbursed and is subject to monetary limitations (for all transportation costs) as identified in the JTR. In the event the airfare by non-U.S. carriers are lower than a U.S. Carrier, the contracting officer can approve a deviation from the JTR to accept the lower cost Non-U.S. carrier. The contractor shall submit this request to the contracting officer for approval prior to booking the airfare. In the effort to contain costs, the contractor shall be required to obtain a minimum of two independent estimates for each transportation cost element incurred under contract to include airfare for each employee only. The contractor shall submit a separate U.S. Government DD Form 250 for each transportation cost incurred under the contract line item number to include the attachment of two required independent estimates. Required copies of the U.S. Government DD Form 250 shall be forwarded to the Contracting Officer (not the COR) for approval and signature. If the Contracting Officer determines that a given transportation cost exceeds customary rates for like service, the contractor may be financially liable for the difference. The Contracting Officer will forward the required copies of the U.S. Government DD Form

250s to the Defense Finance and Accounting Office.

3.20.6. Medical/Dental services, provided by military treatment facilities (MTF) are on a reimbursable basis.

MTF medical services are available for emergency services and space- available for routine care). Dental services are only available for emergency care. Medical and Dental reimbursement rates will be in accordance with Title 10, United States Code, section 1095 and as released by the DoD Uniform Business Office (UBO).

These represent the charges for professional and institutional health care services provided in MTFs within the

Defense Health Program (DHP). The rates shall be used to submit claims for reimbursement of services rendered in accordance with the MTF Cost Recovery Programs: Medical Services Accounts (MSA), Third

Party Collections Program (TPCP) and Medical Affirmative Claims (MAC).

3.20.7. Pet/Firearms Registration and Control.

3.20.8. Status of Forces Agreement Stamp (if applicable).

3.20.9. Contractor employees repatriating to CONUS must ship all household goods (HHGs) and POVs within

30 calendar days of notification of contract termination or relocation. In addition, previously authorized non-temporary storage is required to be released within 30 calendar days of contract termination or relocation.

3.20.10. Contractor OCONUS employees continuing services from a previous contract, that had previously been authorized non-temporary storage (NTS), at the US Government’s expense, will no longer be authorized

Government expense NTS upon acceptance of a new contract and/or a continuation of services.

3.20.11. Contractors are authorized the following for in and out-processing: 4 days at Government cost when coming into country and leaving country. Contractors who discontinue employment but elect to stay in country are allowed only 1 paid day in order to turn in their badges and collect belongings from their workplace.

3.21. TROOP CARE (TC) REQUIREMENTS.

3.21.1. This contract requires the utilization of TC providers to be employed by the contractor in Germany. The

Department of Defense must obtain approval by the German authorities for accreditation of providers to fill such contract positions. However, the bilateral agreements with the German side on Technical Exchange (TEs) and Analytical Support (AS) personnel provide that in cases of military exigency, the US Forces may grant unilateral but conditional approval of Technical Expert Status Accreditation (TESA) or Analytical Support

Status Accreditation (ASSA), pending review by the Laender officials. In general, DOCPER applies the same rationale in reviewing all TESA/ASSA applications, whether Military Exigencies (MEs) or normal submissions, with the exception that MEs for marginal candidates are likely to be denied, and the candidates sent forward under conventional bilateral review.

3.21.2. HCPs utilized under contract are subject to the current and ongoing requirements specified in Article

72, NATO SOFA Supplementary Agreement (SA). The contractor shall obtain Troop Care Status

Accreditation (by German authorities) for all HCPs prior to commencement of services under this contract. The contractor shall not employ Troop Care providers that have not been accredited to specific positions at specific locations.

3.21.3. Upon Contracting Officer verbal/written notification, the contractor shall submit Troop Care Status

Accreditation (TCSA) documentation for all proposed HCPs (for Germany and Italy only), to the COR within

60 calendar days of notification/receipt of contract/task order award or modifications. The COR will immediately review submitted packets and notify the contractor of any missing/defective documentation. In the event a proposed provider is denied Troop Care status, the contractor shall submit like documentation for another nominee.

3.21.4. The contractor shall submit documentation for proposed full time providers (based on total annual hours stated in the task order). Documentation requirements are subject to change as Status of Forces Agreement(s) change. The contractor shall provide written notification to the CO and the COR within 24 hours of becoming aware of an accredited employee no longer performing duties requiring accreditation. The contractor shall recognize that German Government authorities may conduct on-site inspections at any time in the contractor's work areas for the purpose of verifying the status of positions and personnel as Troop Care accredited providers. The contractor shall assume all costs related to submission of required documentation. The following information (as applicable) shall be submitted.

3.21.4.2. Citizenship

3.21.4.3. Social security number.

3.21.4.4. Passport number.

3.21.4.5. Number of family members and relationship to contract provider.

3.21.4.6. Planned arrival date in Germany specific duty location.

3.21.4.7. A statement whether or not the contract provider has ever held a work permit with the host nation.

3.21.4.8. A detailed job description of the position each individual will fill.

3.21.4.9. Supporting background information on the education, training, and experience level of each contract provider designated to fill a troop care or technical expert position.

3.21.4.10. Not Applicable

3.21.4.11. The Individual Logistic Support Questionnaire.

3.21.5. At the time of preparation of this contract, applicable information and forms for placement of contract

HCPs in Germany may be accessed at the following internet address:

http://www.per.hqsareur.army.mil/cpd/docper/GermanyDefault.aspx

Applicable information and forms for placement of contract HCPs in other Host Nation countries may be accessed at the internet address: http://www.state.gov/.

3.22. Status of Forces Agreement (SOFA) (Except for Italy): The NATO Status of Forces Agreement (SOFA), Article III, requires that eligible civilian employees and their dependents have a SOFA identification in their official passports. This identification is commonly called a SOFA stamp or SOFA letter. It identifies the bearer as a person who is entitled to unrestricted entry and exit from most foreign countries. The following SOFA identification information is general and not inclusive of all the requirements necessary to travel to a particular country for the purposes of employment under this contract. The contractor must coordinate with the COR, local SOFA offices, and other offices for information about obtaining SOFA stamps, Visas and/or any other requirements necessary for employment in the country where the position is located. All 29 fees associated with SOFA stamps, working permits and/or visas are not reimbursed by the Government. For more information on SOFA identification in Europe review

USAREUR Regulation 600-77, Status of Forces Agreement Identification, at:

https://www.aeaim.hqusareur.army.mil/library/reg/pdf/aer600-77.pdf

3.23. SOFA IDENTIFICATION REQUIREMENTS FOR GERMANY. United States citizen civilian contractor employees who are entitled to only tourist passports and non-US citizen or stateless family members get SOFA letters. SOFA letters identify the passport bearer as a person who is entitled to unrestricted entry into and exit from Germany and to benefits, privileges, and protection under the NATO SOFA and the

Supplementary Agreement to the NATO SOFA. In other words, passport bearers with valid SOFA identification generally may enter, remain, and exit Germany without obtaining visas.

3.25. The Contractor is responsible for ensuring all country clearances, passports, visas, and accreditations required by the Host Nation are obtained prior to employment of individuals under this contract. In the event a http://www.state.gov/ proposed contract employee is denied Host Nation approval, accreditation and/or permission, the Contractor shall submit like documentation for another nominee.

3.26. Continuing Education: All contractor personnel shall maintain Continuing Education credit sufficient to maintain both their clinical license and to meet MTF specific Quality Assurance standards for credentialing.

The U.S. Government will not pay for the continuing education.

3.27. Retention. Awardees shall offer compensation packages sufficient to minimize personnel loss due to inadequate incentives. For most task orders, the Government will require a full time equivalent, not a succession of temporary HCPs. To facilitate continuity of care, task orders may identify an acceptable fill rate and turnover rate. Turnover rate is the number of times a different HCP is provided for the same requirement.

3.28. Yearly License Verification: No later than 15 January yearly, Contractor will verify that all licenses are

"Current, Valid, and Active" either by online database or phone to call to the state where the license is held.

The contractor shall submit to the COR a spreadsheet listing employee name, type of license, state license held, expiration date of license, and method of verification that license is still in good standing.