Site Visit Instructions.docx

Pre-Proposal Site Visit Instructions Floor Replacement, DISA Data Center Europe, Stuttgart, Patch Barracks

1. Pre-Proposal Site Visit

1.1 A site visit will be offered at the place of performance identified in the PWS for the Floor Replacement project, DISA Data Center Europe, Stuttgart, Patch Barracks. The site visit is scheduled for Wednesday, 04 September 2024, at 1300 CET during which vendors may obtain a better understanding of the work required. Vendors are strongly urged to attend this site visit to fully inform themselves about the location and conditions for the work to be performed.

1.2 All questions from the site visit, must be submitted in writing to the Contracting Officer no later than three (3) working day after the site visit (Monday 09 September 2024, at 4:00 pm CST). A record of the site visit and answers to the questions submitted will be distributed to all contractors as an amendment to the solicitation. Contractors are cautioned that, notwithstanding any remarks or clarifications given at the site visit, all terms and conditions of the contract apply unless changed in writing by the Contracting Officer.

1.3 Due to security concerns, we must limit access to the facility and request each interested company limit their representative to no more than two (2) people per company (2 per prime and 2 per subs).

2. Proposed Site Visit Itinerary

1300 - Meet interested contractor representatives in the lobby (No phones or photos allowed) at Patch Barracks

DISA

Illinoisstraβe Building 2340 (Please allow adequate time to check in at the gate as DISA does NOT control base access. Arrangements can be made with the DISA POC for access.)

1330 - Project Overview and Location Tour with DISA staff at building 2324. (No phones or photos allowed.)

1500 - Conclude Site Visit and depart facility.

3. Visitor Access Requirements

Use the attached SOP to request access Patch Barracks, buildings 2340 and 2324.

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SOP-Site-Access-for-Stuttgart.docx

DEFENSE INFORMATION SYSTEMS AGENCY

DATA CENTER EUROPE

UNIT 30403

APO AE 09131

07 December 2023

(U) Standard Operating Procedure (SOP)

SUBJECT: Access to DISA Data Center Europe, Stuttgart, Patch Barracks

1. PURPOSE: This memorandum provides guidance on how to access DISA Data Center Europe, Stuttgart, Patch Barracks, Bldg. 2340 and DIA Bldg. 2324. Our mission is safeguarding government systems by ensuring only authorized personnel with proper clearance and a valid need gain access to the facility and systems. Any individual who does not follow proper procedure will not gain access.

2. Procedures to Access DISA Data Center Europe

2.1 Standard Access

2.1.1 Data Center Europe personnel and DISA Europe Security Office are the representatives at DISA Europe that can coordinate for access to the DIA facility.

2.1.2 The visiting organization’s Security Manager must complete a Visitor Access Request (VAR) in DISS (Defense Information System for Security) for DISA Europe, SMO code DKAPAA3. *Note* DISA employees do NOT need to submit a VAR to the DISA Europe Security Manager, only the DIA SSO if they need access to the Data Center. Include the following POC information:

2.1.2.1 Site Lead and Data Center Personnel: disa.meade.hacc.list.compute-ops-hc34e-dc-stuttgart-all@mail.mil

2.1.3 For DISA employees that are not assigned to a DISA Europe organization and are scheduled for official travel to the DISA Europe AOR, the following must be completed. IAW DISA Instruction 200-40-1, Chapter 6, DISA employees must provide the information identified in C6.1.1.1. This information will be submitted via the following SharePoint link: https://dod365.sharepoint-mil.us/Sites/DISA-EU1/SitePages/DISA-Europe-Security-Office.aspx

2.1.4 Send an email to DISA Europe Security Manager email group to verify VAR approval: disa.stuttgart.eu.mbx.security@mail.mil

2.1.5 The visiting organization’s Security Manager must complete a VAR in DISS for the Data Center (DIA SSO – SCI), SMO code is W092AA2 (EUCOM Monitoring) and XP124CS (DIA Viewable).

2.1.6 Send an email to the DIA Security Manager to verify VAR approval: debonnae.cheeks@dodiis.mil and spenser.allison@dodiis.mil (DSN:314-430-7612)

2.2 Non-standard/Urgent Access: On a case-by-case basis, in very limited emergent/urgent situations, DISA HC34E1 leadership may allow access to DISA Data Center Europe, Stuttgart, bypassing step 2.1.1 above. Follow these steps to request non-standard/urgent access:

2.2.1 Have a government official (military or DoD Civilian) from the supporting program office or command send a digitally signed email to disa.meade.hacc.list.compute-ops-hc34e-dc-stuttgart-all@mail.mil. Include the grade, name, date of birth, and DOD ID number for all visitors. An email from a private company or contractor is not acceptable. The email must explain the urgent mission impact or disruption that will occur.

2.2.2 Call to obtain approval from HC34E1 personnel:

Working hours (Mon-Fri, 0800–1700 CEST): DSN 324-555-8000/Commercial +49 711 7077 8000

After hours/Weekends/Holidays: DSN 324-555-8000/Commercial +49 711 7077 8000

DISA Europe EOC Battle Captain at 324-555-7300

3 Equipment Installation Approval

3.1 Any technician installing equipment inside Building 2324 must have a Change Request in BMC ITSM prior to installation.

3.2 Break/Fix actions that replace faulty equipment with identical equipment also require a Change Request or Incident Ticket in ITSM but should still be coordinated with the HC34E1 Site Lead by emailing disa.meade.hacc.list.compute-ops-hc34e-dc-stuttgart-all@mail.mil.

4 Administrative Computing Equipment

4.1 If a laptop is required inside the DIA Building 2324 send the laptop authorization request (Appendix 2) to TSgt Cheeks: debonnae.cheeks@dodiis.mil and SSgt Allison: spenser.allison@dodiis.mil

See appendices for important visitor guidance:

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Appendix 1 - DISA EU Visit Instructions.pdf

DEFENSE INFORMATION SYSTEMS AGENCY

EUROPEAN AREA

UNIT 30403

APO AE 09131

DISA EUROPE INSTRUCTION 100-11

DISA Visitors to U.S. European Command Area of Responsibility

1. PURPOSE. This Instruction provides guidance and policy for DISA visitors traveling to DISA Europe. The DISA Europe Commander reserves the right to deny or immediately terminate any visit that does/did not adhere to this Instruction.

2. REFERENCES.

2.1 DISA Instruction 200-40-1, Official Travel, 11 June 2014

2.2 DoD 5200.01, Volumes 1-4, “DoD, Information Security Program”, 24 October 2012

3. APPLICABILITY. This Instruction applies to all military personnel, DoD civilians and contractors visiting DISA Europe.

4. PROCEDURES.

4.1 DISA Europe Field Command Visit Approval. Visitors MUST register their visit request at the DISA Europe disa.mil page: https://www.disa.mil/About/Our-Organization- Structure/OD-Field-Office/EUROPE/Visit-Request-Form through the Visit Request Form site, no later than 10 days prior to travel. Travelers must be prepared to provide the following information:

- Name(s) of Visitors

- Service (Grade/rank for military and civilian, Company name if contractor)

- Start and end date

- Your DISA organization

- Purpose of Visit

- Locations and/or units to visit

- DISA Europe POC/sponsor (military or civilian only, no contractor)

4.1.1 Once the visit request is received, the DISA Europe Visitor Travel Approval Section (VTAS) will validate the visit with the listed POC/sponsor. Members of VTAS include the https://www.disa.mil/About/Our-Organization-Structure/OD-Field-Office/EUROPE/Visit-Request-Form

Deputy Commander, Chief, Business Management Division, Chief, Plans and Programs Division and DISA Europe administrative support personnel. They will process the visit request as outlined in section 4.5 to determine approval/disapproval response for the visit.

4.1.2 Approved visit requests do not constitute admittance into the theater, country, installation or DISA facilities. The DISA Europe POC will be responsible for ensuring the visitor is aware of all Command and Garrison entry/visitor requirements. To assist with all foreign travel requirements, a DISA Europe Visitor’s Preparation Checklist is available in appendix A.

4.1.3 When the visitor arrives at the DISA Europe facility, the assigned POC will sign thevisitor into the facility and ensure the visitor receives the appropriate visitor badge. The visitor sign-in station is the Security Office, located to the left at the main entrance in Bldg. 2341.

4.1.4 Information Technology Devices.

4.1.4.1 Laptops/computers are not authorized to be carried into the building without prior coordination and approval. Visitor POC must address all visit related restrictions and pre-visit coordination using the visitor checklist in appendix B.

4.1.4.2 Portable Electronic Devices (PEDs), in general, are prohibited in DISA Europe facilities, however each device may be declared, approved and registered on a case-by-case basis as DISA policy dictates. PEDs discovered that are not pre-approved are subject to seizure and forensic evaluation that could result in damage to the device or data.

4.1.6 At the conclusion of the visit to the DISA Europe facility, the DISA Europe POC will ensure the visitor badge is returned and the visitor is signed out.

4.2 Joint Personnel Adjudication System (JPAS) Visit Request Requirements.

4.2.1 Incoming Visit Requests.

4.2.1.1 Visitors to DISA Europe are required to have their organization security personnel send clearance information via the JPAS at least 10 days prior to the visit.

4.2.1.2 To pass a clearance to DISA Europe, use JPAS SMO code DKAPAA. SCI-level visits require additional coordination and should be routed to DISA SSO (JPAS SMO code

DKABAA2).

4.2.1.3 It is imperative that the DISA Europe POC, not the DISA Europe Security Manager, be listed on the JPAS visit request.

4.2.1.4 The Security office will prepare and issue the DISA Europe visitor badgecommiserate with the JPAS visit request. Badges will be worn and visible at all times while in the DISA facility and stowed promptly upon departure.

4.2.1.5 All personnel for whom visit requests are not received, will be regarded as uncleared and must be escorted at all times. This includes personnel who possess security badges from other Commands aside from personnel with EUCOM/AFRICOM badges. EUCOM/AFRICOM badges are accepted, however, those individuals must have their clearances validated and sign in and out upon entering and exiting the building.

4.2.2 Outgoing Visit Requests. DISA Europe Command personnel who require their clearances to be sent to external organization must provide the following information to the DISA Europe Security Office.

- Names of all travelers

- Dates of Visit

- Purpose of Visit

- POC and phone number at command to be visited

- JPAS SMO code for command to be visited (visitor can check with their POC at command to be visited for correct SMO code)

4.3 EUCOM Theater and Country Travel Clearance Request

4.3.1 The Department of Defense (DoD) Foreign Clearance Guide outlines the requirement for theater and country travel clearances for specific foreign countries in the EUCOM AOR. If required, these should be completed, prior to travel, using the Aircraft and Personnel Automated Clearance System (APACS) located at https://apacs.dtic.mil.

4.3.2 The DoD Foreign Clearance Guide also specifies EUCOM’s requirement for all DoD military, civilians, family members and DoD-sponsored contractors to enroll in the Department of State’s Smart Traveler Program (https://step.state.gov), prior to entering or traveling within the EUCOM AOR.

4.4 Visits from DoD contractor personnel are required to submit a “Fax-back” form for temporary duty not to exceed 3 months. See appendix C.

4.5 DISA Europe Visitor Travel Approval Section.

4.5.1 Members of the VTAS will manage the overall visitor process. Members include the Deputy Commander, Chief, Business Management Division, Chief, Plans and Programs Division and DISA Europe administrative support personnel.

https://apacs.dtic.mil/ https://step.state.gov/

4.5.2 The VTAS will receive all website visit requests and validate the visit and requirements with the identified DISA Europe POC. Once acknowledgment and POC recommendation of the visit is received from the prospective POC, the VTAS will issue an approval for the visit or recommend disapproval.

4.5.3 The VTAS is the approval authority for visit requests however, the DISA Europe Commander reserves the authority for denying a request. All recommendations for disapproval will be routed to the Commander and he/she will give the final decision on all visit request disapprovals.

4.5.4 It is the responsibility of the VTAS to maintain accountability of visitor requests, approvals and disapproval on the Visit Request site. They will brief the Command leadership during the weekly Stand Up of the upcoming visits.

4.5.5 The VTAS will work in conjunction with Command leadership to assign action officers to coordinate the visit of Very Important Persons (VIP) and others, as necessary. See visitor checklist in appendix B.

5. The DISA Europe VTAS is the proponent for this Instruction. Questions concerning these procedures should be directed to the Chief, Business Management Division at DSN 324-434- 5082 or commercial 0711-686-39-5082.

Digitally signed by

LINDEMAN.JOEL.ST LINDEMAN.JOEL.STEVEN.1040 296189

EVEN.1040296189 Date: 2019.01.24 17:13:18

+01'00'

3 Enclosures a/s JOEL S. LINDEMAN Colonel, USA Commander

Distribution:

DISA Europe Ecosystem Europe DITCO Europe NATO Field Office

DISA Europe Visitor's Preparation Checklist

Complete Website Action https://www.fcg.pentagon.mil/fcg.cfm Review DoD Foreign Clearance Guide https://apacs.dtic.mil Aircraft and Personnel Automated Clearance System (APACS) (as needed) http://travel.state.gov Department of State Travel Warnings, Travel Alerts, and individual country specific information https://step.state.gov Enroll in the Department of State's Smart Traveler Enrollment Program: (mandatory)

Stuttgart Garrison IACS (DISA Europe POC/sponsor) https://cmis.disa.mil/security/foreign/foreign.cfm All Foreign Travel, must be reported in CMIS.

- AT/FP training date

- Anti-Terrorism Foreign Travel Brief

Gov issued Electronic device form (DISA Europe POC/sponsor)

Civilian visitors: for extended TDYs, have Commissary/Exchange privileges added to orders (optional) http://www.imcom-europe.army.mil/webs/sites/staff_org/safety/driver_training/index.html Check the driving in Germany website(optional) http://www.eur.army.mil/aepubs/publications/AEP190-34.pdf USAREUR driver’s Handbook(optional)

A pp en di x A http://www.fcg.pentagon.mil/fcg.cfm http://travel.state.gov/ http://www.eur.army.mil/aepubs/publications/AEP190-34.pdf

Appendix B

COMMAND VISITOR SUPPORT CHECKLIST

POC & DIVISION: Visitor's Name: Grade/Rank

Dates of Visit: Duty Title: Organization

Highest Classification Required During Visit: SECRET, TOP SECRET

POC/SPONSOR

Assistance: Admin Assistants Group Email: disa.stuttgart.eu.list.administrative-assistants@mail.mil

YES

N/A

REQUIREMENTS

Submit IACS form to garrison for installation access.

Visitor Room (3 docking stations w/DISANET)reserve with facilities, 434-5181

Meeting Room:

Date: Time: MCR, Training RM, EU5 Conference Rm:

If visitor has a gov electronic device, submit request to EU12- IA section.

Outdoor Marquee Greeting:

Name plates for conference table (submit to admin)

Schedule In- and Out-Brief with Commander

Contact Command Group for General Officer flags reservations

Complete Visitor Meeting Information and Itinerary, Appendix D

Suspense Visitor Trip Report for 5 days after travel completion (submit to Adm

SECURITY OFFICE

DSN: 324-434-5624 Security Office Group Email: disa.stuttgart.eu.mbx.security@mail.mil

VERIFIED

YES

NO

DATE/INITIAL

Verification of Security Clearances

Issue Temporary badges for unescorted/escorted facility access

Clearance passed both through NATO/US

Follow-up a week prior to ensure Clearances are validated.

SUPPLY EU11

DSN: 324-434-5220

VERIFIED YES NO DATE/INITIAL

Parking spots reserved/blocked off.

Vehicle Support: *Only personnel with Valid GOV License may operate a GO

* Contractors attached to a VIP visit will need to submit a German Fax Back Form.

** Provide up to date travel policy. Visit https:// www.fcg.pentagon.mil/fcg.cfm.

05/01/2018 mailto:disa.stuttgart.eu.list.administrative-assistants@mail.mil mailto:disa.stuttgart.eu.mbx.security@mail.mil http://www.fcg.pentagon.mil/fcg.cfm

Agentur für Arbeit Stuttgart Werkvertragsverfahren Nordbahnhofstr.

30-34 70191 Stuttgart Email: Stuttgart.009-OS@arbeitsagentur.de Fax-Nr. 0711/920-3234

Juli 2018 Seite | 2

INSTRUCTIONS FOR USE OF “BACO-90” (formerly known as “FAX-BACK”)

The term “BACO-90” is a short-hand way of referring to the "Request for Confirmation of Exemption from the Requirement to Obtain a Work Permit" in Germany from the Bundesagentur für Arbeit (BA) in Stuttgart.

a. What “BACO-90” does: Allows the contractor employee to work in a temporary duty (TDY) status for periods not to exceed 90 days in any 12-month period starting with the first day of entry into Germany/Schengen Zone and ending with the date of exit. Once 90 days are exhausted, the contractor employee has to exit the Schengen Zone!

b. What “BACO-90” does not do: Does not authorize logistical support nor NATO SOFA privileges (e.g., PX, commissary, fuel rations, etc.).

c. Process: A “BACO-90” is initiated by the contractor (the company, usually HR), scanned and emailed to the Bundesagentur für Arbeit (BA) in Stuttgart. Fax submission only as a last resort!

Email address:Stuttgart.009OS@arbeitsagentur.de

The BA signs and stamps the form with the German eagle, and emails it back to the originator/requestor. The contractor employee should retain the signed form. The BACO-90 confirmation is required before the contractor employee starts to work in Germany!

(1) It will take up to 10 German working days for the BA to process the form.

(2) The BA will not approve a “BACO-90” with a work start date earlier than the date of approval.

(3) Do not use to support EU citizens, U.S. government civilian employees on TDY, military members or dependents with NATO SOFA status already in Germany.

(4) “Place of Work (in Germany)”: List city/area and name of military installation (US base, military unit or Kaserne) to be visited.

(5) Formatting Notes:

(a) Use the European date format (dd/mm/yy)

(b) “Place and Date/Ort und Datum” refers to where and when the requestor (company representative/contractor) signed the form (signatures in Germany typically require place and date to be specified).

d. Important notes for time periods requested on the “BACO-90” form:

(1) Fill out the form for the minimum time needed for TDY in Germany. It is easier for the BA to approve a new “BACO-90” then try to amend a previous one. If more time is needed, fill out subsequent forms as required for the TDY.

(2) To repeat: Total time under “BACO-90” cannot exceed 90 days in any 12-month period.

(3) For a subsequent “BACO-90”, the company should reference the predecessor “BACO-90” and explain the reason for the update/change.

(4) If a correction of an approved “BACO-90” is required, the new request needs to contain a copy of the passport pages reflecting the duration of stay in Germany, and an explanation of the reason for the update/change.

e. Find the form on the DOCPER website at http://www.eur.army.mil/Contractor/. Then download

“BACO-90 form for Germany”, save as PDF (it’s fillable).

DOCPER does not administer the “BACO-90” process, but can answer questions.

Write to: usarmy.wiesbaden.usareur.mbx.odcs-g1-docper-baco-90@mail.mil mailto:Stuttgart.009-OS@arbeitsagentur.de mailto:Stuttgart.009OS@arbeitsagentur.de http://www.eur.army.mil/Contractor/ mailto:usarmy.wiesbaden.usareur.mbx.odcs-g1-docper-baco-90@mail.mil

Agentur für Arbeit Stuttgart Werkvertragsverfahren Nordbahnhofstr.

30-34 70191 Stuttgart Email: Stuttgart.009-OS@arbeitsagentur.de Fax-Nr. 0711/920-3234

Juli 2018 Seite | 3

Antrag auf Bestätigung einer aufenthaltsgenehmigungsfreien Tätigkeit Request for

Confirmation of Exemption from the Requirement to Obtain a Work Permit

Please note: Approval does NOT confer status under NATO Status of Forces Agreement (NATO SOFA) or any associated privileges

Last Name/Nachname

First Name/Vorname

Date and Place of Birth/Geburtsdatum/-ort (dd/mm/yy)

Nationality/Nationalität

Passport Number/Paßnummer

Contract Number/Vertragsnummer

Company Name/Name des Unternehmens

Place of Work (US-Installation in Germany)/Ort der Beschäftigung

USAG Stuttgart Installations: Patch Barracks, Kelly Kaserne, Panzer Kaserne

Description of Work (in Germany)/Art der Beschäftigung (If appropriate, see further explanation on attached sheet/ ggfs.

weitere Beschreibung auf Beiblatt)

AFRICOM DCS Network/Application Discussions

Dates of Work (in Germany)/Zeiten der Tätigkeit

From/von (dd/mm/yy)

Until/bis (dd/mm/yy)

Fax-Number of Company/Fax-Nr. des Unternehmens

Email-Address/Email-Adresse

Place and Date/Ort und Datum

Name of Company Representative/Name des Bevollmächtigten des Unternehmens

Signature of Company Representative/Unterschrift des Bevollmächtigten des Unternehmens

Bestätigung Nach Prüfung des vorstehenden Antrages wird bestätigt, das die Tätigkeit des/der o.g. Beschäftigten des o.g. Unternehmens für den genannten Zeitraum eine zustimmungsfreie Beschäftigung in Anlehnung an § 3 (leitende Angestellte mit Generalvollmacht, Prokura usw.) oder nach § 19(1) Beschäftigungsverordnung darstellt.

Tätigkeiten, die bis zu 90 Tage innerhalb eines Zeitraumes von 12 Monaten in Deutschland ausgeübt werden, sind nach § 30 der Beschäftigungsverordnung von der Erfordernis einer Aufenthaltserlaubnis befreit.

Agentur für Arbeit Stuttgart Nordbahnhofstr. 30-34 70191 Stuttgart

Stuttgart, den

Datum

Siegel und Unterschrift mailto:Stuttgart.009-OS@arbeitsagentur.de

2. REFERENCES.

4. PROCEDURES.

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Patch Barracks Map.pptx

GYM

DISA EUR/ECO/DITCO

Post Office

Mail Room

Community Bank

Service Credit Union

Food Court

Commissary

Health Clinic

Library

Data Center image1.jpeg image3.emf

Appendix 2 - PED Request.pdf image4.png