Country_Clearance_Requirements_Contractor_Instructions.doc

GENERAL GUIDELINES FOR THE SUBMISSION OF PERSONNEL VISIT REQUESTS

EFFECTIVE DATE 1 JUNE 2016

GUIDELINES FOR VISITING PERSONNEL

The following supersedes previous ODC Clearance Information Packages The enclosed guidelines are intended to facilitate the preparation of required documentation for requesting Spanish base access for personnel supporting DOD contracts. It is critical that the documentation be completed in accordance with the enclosed instructions to ensure a timely response. All documentation should be submitted to ODC through the On Base Point of Contact. ODC will not accept documentation directly from the Contractors or other personnel requiring access.

GENERAL GUIDELINES FOR SUBMISSION

OF PERSONNEL CLEARANCE REQUESTS

Effective 1 June 2016, the following revised guidelines/procedures take effect:

1. All email requests should be submitted via the on-base POC/sponsor to the following ODC Spain addresses:

a. Eucom.stuttgart.ecj5-8.mbx.odc-spain-clearances@mail.mil

b. Domingo.casalgambin.ln@mail.mil

c. Cc: Lawrence.a.smith54.ln@mail.mil

2. IAW DOD Foreign Clearance Guide, Spain, Section III, requests for temporary passes of 90 days or less should be submitted to ODC via the on-base POC/DOD sponsor 21 calendar days prior to travel.

3. Routine requests must be submitted to ODC by in-country POC or DOD sponsor only. Requests received directly from contractors will not be processed.

4. Incomplete documentation will result in request being returned to sender. On base POC/DOD sponsor should verify all required documentation and information before forwarding to the ODC for processing.

5. The following documentation is mandatory for processing requests:

a. Country Clearance Request form for each traveler (See Section 2 for specific instructions on completing this form.)

b. Certificate of Liability Insurance for all DoD contractors (US citizens as well as Foreign National DoD contractors.) See Section 3 for details of this requirement.

c. Employee Certification form signed by company representative if insurance certificate is issued in the name of the company vice individual traveler.

6. Urgent requests must be fully justified in the email request. Only short notice URGENT requests that directly affect the immediate operational readiness of material, aircraft, ships, or military units will be considered. Late submission for training events or routine activities will not be processed on an urgent basis.

10. Do not submit requests for more than one DoD contracted company in the same email request even though the travelers may be involved in the same task. This avoids documentation (Insurance certificates, etc.) from being mishandled and facilitates data base inquiries.

7. INQUIRIES: ODC will only respond to inquiries regarding personnel clearance requests from the on-base POCs/DOD sponsor. Contractors should contact their on-base POC/DOD sponsor for any concerns vice ODC.

8. Designation initial requests and designation renewals should be sent to ODC no later than 45 days prior to arrival or expiration of current designation.

FOR DETAILED INSTRUCTIONS/CLARIFICATIONS FOR ALL PERSONNEL CLEARANCES PLEASE REFER TO THE DOD FOREIGN CLEARANCE GUIDE – SPAIN SECTIONS 1 AND 3.

SECTION 2

INSTRUCTIONS FOR COMPLETION OF

COUNTRY CLEARANCE REQUEST FORM

Block 1: Unit/Location – self explanatory Dates of visit – mo/dd/yy to mo/dd/yy Rank/Name and Commercial telephone of on-base POC/DOD Sponsor. POC should be the person directly related to the task/work to be performed. POC can be DOD civilian/military, locally employed staff (LES), or contract personnel in DESIGNATION status.

Note: Failure to provide Name/commercial telephone of on-base POC will result in return of request to sender.

Block 2: Pls. check appropriate block. Note: For temporary passes of 90 days or less, dependents cannot be processed for base access.

Block 4: Last name, first name, full middle name/initial.

Block 5: Date of birth

Block 6: Place of birth.

Block 7: Nationality (Passport must be issued by same country) Block 8: Passport number or, in the case of Foreign National military, Passport number or military ID number issued in country serving.

Block 9: SSN is not required for temporary passes of less than 90 days. It is required for Designations of greater than 90 days.

Block 10: Place of ordinary residence if not a US citizen.

Block 11: Name of company, company nationality and company mailing address. Note: Company must match name of company included on Certificate of Liability Insurance form.

Block 12: Position title. Note: “Technician” is not sufficient. Please be as specific as possible.

Block 13: Brief job description. Note: Please use clear concise English and minimize use of abbreviations except the most common. ODC must provide specific “purpose” of visit to Spanish authorities and does not have the expertise to decipher multiple service/technical related abbreviations.

Block 14: Self-explanatory. Type of contract with DOD. Contract number is no longer required.

Block 15: Estimated duration of job in Spain. Days should coincide with number of days in Dates of Visit Block 1.

Block 16: Place of performance of contract in Spain. Should coincide with Unit/Location Block 1.

Block 17: Purpose and duration of contract. Use this space to expand on Block 13 (Brief job description) if necessary.

Block 18: Information on Dependents. Only applicable for Designations for periods of more than 90 days up to one year.

Note: For temporary passes of less than 90 days, blocks 2, 9, 15, 16, and 18 are not mandatory.

SECTION 3

INFORMATION REGARDING REQUIREMENT

FOR CERTIFICATE OF LIABILITY INSURANCE FOR DOD CONTRACTORS

(1) All contractors and other personnel to whom the provisions of Article VIII of the SOFA Agreement are not applicable and that are travelling to Spain to conduct official business with U.S. forces must have civil liability insurance issued by a company legally registered in Spain and as specified under Annex 6 of the Agreement of Defense Cooperation between the United States of America and the Kingdom of Spain (ADC), before they can obtain country clearance(s) for their employees, regardless of whether their employees will be designated contractor employees, “tech reps,” or employees of non-Spanish and non-commercial organizations.

(2) A duly signed copy of the certificate of insurance proving that this insurance has been obtained will be included in all requests for country clearance. Information on how to obtain this certificate is provided below. The required certificate format is provided in this package. The contents of the certificate may not be altered in any manner unless previously authorized by ODC/Permanent Committee.

(3) The period covered by the civil insurance policy must coincide with the period of the visit or designation of the employees in Spain.

INSURANCE COMPANIES

The following list is for information purposes only. A contractor can use any insurance company to obtain a certificate of insurance as long as the exact requirements detailed in the certificate format provided in this package are met. The list shows companies that have successfully meet these requirements in the past. For contact information, please consult the company’s website.

The U.S. Forces, ODC Spain, or the U.S. Government does not assume responsibility for the professional ability or integrity of persons or firms whose names appear in the following list. The list is made available as a service to potential U.S. Forces’ contractor companies or others wishing to have information regarding U.S. and Spanish insurance companies that offer liability insurance as required by Annex 6, Article 5 of the 1989 U.S.-Spain Agreement of Defense Cooperation. The names are listed alphabetically, and the order in which they appear has no other significance.

ACE American Insurance Company

ACE Europe ACE Insurance S.A. NV

AIG Europe S.A.

Allianz Compania de Seguros y Reaseguros, S.A.

American International Group Company

P. B. Brokerage Agency, Inc

Aon Gil y Carvajal, S.A.

Correduria de Seguros Chubb Insurance

Great Northern Insurance Company (a subsidiary of Chubb Insurance)

La Compania de Seguros CATALANA OCCIDENTE, S.A.

De Seguros y Reaseguros

La Compania de Seguros GOTHAR VERSICHERUNGSBANK VvaG

La Compania de Seguros PLUS ULTRA

Compania Anonima de Seguros y Reaseguros Reliance National Insurance Company (Europe) Limited

Espana Sabadell Aseguradora

Compania de Seguros y Reaseguros, S./A.

Certificate of Insurance

CERTIFICATE OF INSURANCE COVERAGE OF THE CIVIL LIABILITY REFERRED TO UNDER ARTICLE 5 OF ANNEX 6 TO THE AGREEMENT BETWEEN THE KINGDOM OF SPAIN AND THE UNITED STATES OF AMERICA ON COOPERATION FOR THE DEFENSE.

The insurance Company_______________________________________________with legal domicile in _______________________________________________________________ Tel:__________________________ of Spanish/US nationality, registered in the Mercantile Registry of_______________________________________

Date:____________________, Number________, Book:_______, Section _____, Volume________, Page_______.

CERTIFIES

That (insert contractor or company name) of ___________ nationality has contracted with this company Policy Number_______________ of civil liability against damages to persons or property which could arise from actions or omissions committed by any of their employees in the performance of their official functions/professional activities in Spain because of the contracts signed with U.S.Forces, and during the visit which, in respect of such contract, they may make to Spain, according to the general conditions in force for this type of insurance and also to the special conditions created for this purpose in the Spanish-U.S. Permanent Committee; that said company has paid the premium according to the agreed conditions; and that such Policy is in force.

The Policy establishes as coverage of the mentioned risks the following amounts:

INDEMNITY LIMITS:

- For casualty: --------------------------601,012.10 Euros

With the following sub-limits for each injured person:

- For personal liability:-----------------90,151.82 Euros

- For property damage:---------------- 60,101.21 Euros

- For Judiciary Bond:-------------------- 6,010.12 Euros

The granted coverage is effective from ________________ through________________, and does not include any type of franchise, or similar limitation, to be deducted from the mentioned guarantees or any clause which requires the submission to any type of arbitration. The underwriting insurance company considers that the established amounts adequately cover the insured risks.

The policy sets forth the following clauses:

1.

“The insurance company waives any right of subrogation against the United States of America which may arise by reason of any payment under this Policy.”

2.

“The parties hereto explicitly agree to submit to the jurisdiction of the Spanish Courts of Law and to the Spanish Laws to settle any matter related to the construction or enforcement of the clauses and conditions of this Policy.”

IN WITNESS HEREOF, the present document is signed in______________________________, on the____________of_____________2.0____

For the Insured Company (signature)

For the Insurance (signature) (Courtesy Translation)

Certificado de Cobertura de Seguro

CERTIFICADO DE COBERTURA DE SEGURO DE LA RESPONSABILIDAD CIVIL A QUE SE REFIERE EL ARTICULO 5 DEL ANEXO 6 AL CONVENIO ENTRE EL REINO DE ESPAÑA Y LOS ESTADOS UNIDOS DE AMERICA SOBRE COOPERACION PARA LA DEFENSA.

La Compañia de Seguros ______________________________________ con domicilio social en la Calle/Avda./Pla. ____________________________________________________________________, Tlfo.: _________________ , de nacionalidad española/norteamericana, inscrita en el Registro Mercantil de______________________________, fecha _________________, Número ________, Libro _________, Sección ______, Tomo _______, Folio_______.

CERTIFICA:

Que ___(nombre del individuo o la empresa)______________, de nacionalidad _________________________, tiene suscrita con esta Compañia la Póliza número ____________________________, de responsabilidad civil contra daños a personas y cosas que pudieran derivarse de acciones u omisiones realizadas por sus empleados en el desempeño de sus funciones oficiales/actividades profesionales en España con ocasión de su contracto con las Fuerzas de los EE.UU. y con la visita que en relación con dicho contrato realicen sus empleados a España, según las condiciones generales vigentes para este tipo de seguros y además las condiciones especiales elaboradas a este fin en el Comité Permanente Hispano-Norteamericano; habiéndose satisfecho la prima según las condiciones pactadas, y encontrándose dicha Póliza en vigor.

La Póliza establece como cobertura de los riesgos mencionados las siguientes cuantías:

LIMITES DE INDEMNIZACION:

- Por siniestro: -------------------------- 601.012,10 Euros

Con los siguientes sublímites por perjudicado:

- Por daños personales:---------------- 90.151,82 Euros

- Por daños materiales: ---------------- 60.101,21 Euros

- Por fianzas judiciales:-_--------------- 6.010,12 Euros

Las coberturas otorgadas son efectivas desde el ___________________________, hasta el _________________________, no incluyéndose en las mismas ningún tipo de franquicia o limitación similar a deducir de las garantías indicadas ni ninguna disposición que requiera la sumisión a cualquier tipo de arbitraje. La Compañia aseguradora que suscribe considera que las cuantías establecidas cubren adecuadamente los riesgos asegurados.

La Póliza establece las siguientes cláusulas:

1.

“La Compañia Aseguradora renuncia a cualquier derecho de subrogación contra los Estados Unidos de América que pueda provenir por razones diferentes a pago, bajo la Póliza epígrafiada.”

2.

“Las partes se someten expresamente a la jurisdicción de los tribunales españoles y al derecho español para resolver cualquier cuestión relativa a la interpretación o aplicación de las cláusulas y condiciones de la Póliza.”

Y para que conste a los efectos oportunos, se firma el presente en __________________ a _______________ de _____________ 2.0___.

Tomador:

Asegurador:

COUNTRY CLEARANCE REQUEST

Do not use abbreviations where indicated by an asterisk.

Blocks in red are not required for Temporary Passes (<90 days)

ڤ Temporary Visit: Visitor will be staying at location less than 90 days.

ڤ Designation: Visitor will be staying at location for more than 90 or will be residing at location in the performance of a contract

POINT OF CONTACT

4. Name of visitor

(Last name, first name, full middle name spelled out)

5. Date of Birth

7. Nationality

10. Place of ordinary residence, if not a U.S. citizen:

9. SSAN

11. * Name of company, company nationality, and company mailing address (Include telephone and fax numbers):

12. Position Title:

13. *Brief Job Description (i.e., repair F-16 radar)

16. Place of performance of contract in Spain:

17. *Purpose and duration of contract:

18. Information on dependents for designation only

Name of dependent(s)

(Last name, first name, full middle name)

PRIVACY ACT STATEMENT

AUTHORITY: 10 U.S.C. 8012; Title 5, U.S.C. Chap 57, subchapter 1 and EO 9397

PRINCIPAL PURPOSES: Used to request access and/or designation. SSAN is used to make positive identification of military and civilian personnel.

ROUTINE USES: Becomes record copy of request for access and/or designation, procures approval for request, as applicable. Depending on type of request, may or may not become a permanent record.

DISCLOSURE IS VOLUNTARY. However, without the SSN, ODC cannot process a Designation request.

Employee Certification

Date:

To Whom It May Concern:

This is to certify that the individuals listed below are employees of (insert name of company)__ and are covered for civil liability purposes under Policy Number (insert policy number) taken out with __(insert name of insurance company)__, copy of which is attached.

Said employees will be in Spain:

In the performance of contract number ___(insert contract number)__.

To conduct a site survey for the awarding of a contract.

Other (please specify): ____________________________________________________

Name

Nationality

Passport Number

Signed: (insert corporate signature and title)

SECTION 4

ADDITIONAL GUIDANCE REGARDING

THIRD COUNTRY FOREIGN NATIONALS

AND

EMPLOYEES OR CONTRACTORS OF NON-PORFIT ORGANIZATIONS

All third country nationals traveling to Spain under DoD sponsorship require country clearance from ODC Spain, including crew members on board U.S. military and DoD chartered aircraft as well as embarked foreign nationals on U.S. ships. Contractors of third country nationality must adhere to procedures as outlined for DoD contractors and are not eligible for “designation.” Third country nationals employed directly by DoD that are traveling to NS Rota or Moron AB must complete a Country Clearance Request form only. The request will be e-mailed to the point of contact at the unit being visited, who, in turn will endorse the visit and forward the document to ODC for processing through Spanish authorities. Third country nationals traveling to any other location is Spain on DoD official business should have their DoD contract administrator e-mail the Country Clearance Request directly to ODC for processing.

Note: Third country nationals cannot use on-base U.S. billeting facilities. They must billet off-base per the Spanish Government requirement.

DOD Contractors Employees and Employees of Non-Profit Organizations (i.e.Red Cross, Universities certified as non-profit organizations) Requiring “DESIGNATION” (Lead time for processing initial designations is 45-60 days):

(1) A certificate of designation is granted by the Government of Spain to these individuals when they are in Spain in the execution of a DoD contract and their stay will exceed 90 days (consecutive or cumulative) out of a 180-day period. To obtain designation ODC/SJA (Staff Judge Advocate) Spain must receive a Certificate of Civil Liability Insurance issued in Spain. To obtain the certificate contractors must contact their insurance provider and instruct them to contact their affiliate in Spain, who in turn will issue the certificate and forward it to the contractor, who will obtain corporate signature. Once the certificate is completed, it must be e-mailed along with a completed Country Clearance Request, the Employee Certification (all forms are included in this package) and a statement from the DoD contract administrator validating the visit to the point of contact at the unit being visited, who in turn will endorse the visit and forward the documents to ODC/SJA for processing through Spanish authorities. All designation renewals for NS Rota will be processed through the Human Resources Office with a 75-day lead time. Designation renewals for Moron AB will be processed by ODC/SJA. The ODC e-mail is eucom.stuttgart.ecj5-8.mbx.odc-spain-clearances@mail.mil cc: elena.arranzcasado.ln@mail.mil and domingo.casalgambin.ln@mail.mil.

(2) These employees cannot use on-base U.S. billeting facilities at any Spanish installation. They must billet off-base per Spanish Government requirement.

(3) The employees pertaining to “non-profit/non-commercial organizations” which have identified as such by the Government of Spain (i.e. Red Cross, certain Universities) and which are allowed to operate at Rota Naval Base and/or Moron Air Base, should follow the procedure described in paragraphs (1) and (2) above. However, a DESIGNATION may be granted by Spain for periods of less than 90 days, if duly justified.