00_74_19.pdf

SECTION TABLE OF CONTENTS

DIVISION 00 - PROCUREMENT AND CONTRACTING REQUIREMENTS

SECTION 00 74 19

SUPPLEMENTAL CONDITIONS FOR PROJECTS IN POLAND (NAU)

03/19

PART 1 GENERAL

1.1 CONTRACTOR PERSONNEL IN POLAND

1.1.1 Visas and Required Documentation

1.1.2 U.S. Government Support

1.2 MILITARY INSTALLATION ACCESS PROCEDURES

1.2.1 Alteration of Procedures

1.2.2 U.S. Government Support

1.2.2.1 Limitation of U.S. Government Liability

1.2.2.2 Assistance by the U.S. Government

1.2.3 Contractor Non-Compliance

1.2.4 Vehicle Access

PART 2 PRODUCTS

PART 3 EXECUTION

3.1 CONTRACTOR NOTIFICATION PROCEDURES

3.2 PERSONNEL ACCESS REQUIREMENTS

3.2.1 General

3.2.2 Minimum Processing Period

3.3 VALUE-ADDED TAX (VAT) PROCEDURES

3.3.1 VAT Exemption at Time of Sale

3.3.2 VAT Reimbursement After Time of Sale

3.3.3 Return of Goods

3.4 UNEXPLODED ORDNANCE (UXO)

-- End of Section Table of Contents --

DOCUMENT 00 74 19 Page 1

SECTION 00 74 19

SUPPLEMENTAL CONDITIONS FOR PROJECTS IN POLAND (NAU)

03/19

PART 1 GENERAL

1.1 CONTRACTOR PERSONNEL IN POLAND

In addition to paragraph CONTRACTOR WORKFORCE in Section 00 74 00 SPECIAL CONDITIONS, the contractor shall comply with the following.

1.1.1 Visas and Required Documentation

The entry, stay and exit of contractors, contractor employees and their dependents who are not citizens of the Republic of Poland is regulated by the laws of the Republic of Poland. This may require contractor personnel to apply for and obtain temporary or long stay visas from the Republic of Poland.

Approval of visas may require written documentation substantiating the personnel are employed solely on this contract, possess medical coverage at certain minimum amounts, and have sufficient financial resources to cover all of their expected expenses, to include return to their home country.

1.1.2 U.S. Government Support

If so requested, the U.S. Government will issue letters confirming the contractual relationship to facilitate contractor personnel obtaining appropriate visas. The U.S. Government will have 14 calendar days to process the request and provide the letter to the contractor.

However, the U.S. Government is not liable or responsible for granting visas to contractor personnel, nor shall it be responsible for coordination of the issuance of visas with Polish authorities.

1.2 MILITARY INSTALLATION ACCESS PROCEDURES

Access to military installations is controlled by the various Armed Forces of Poland and contractors must comply with the requirements for access established by the installation commanders. The US Government does not maintain control over the access procedures and does not warrant access for any individual or groups of individuals.

Base access and security procedures will vary between installations throughout Poland. Each installation will have individual security and access procedures. Contractors are responsible for coordinating directly with the installation to identify the appropriate security and base access procedures and for complying with them.

1.2.1 Alteration of Procedures

Base access and security requirements may be altered by the Polish authorities at any time. The contractor shall have no recourse as to costs or time extensions for any delays resulting in changes to access and/or security requirements.

DOCUMENT 00 74 19 Page 2

1.2.2 U.S. Government Support

1.2.2.1 Limitation of U.S. Government Liability

The U.S. Government will not accept liability or responsibility for granting access to the installation, nor shall it be responsible for coordination of approval.

1.2.2.2 Assistance by the U.S. Government

When requested by the contractor, the U.S. Government may assist the contractor in obtaining access by providing a letter of introduction or other similar document to meet the requirements of the installation commander which will identify the contractor’s personnel or vehicles as being employed on the project site and requiring access.

The contractor shall be responsible for coordinating with the installation commander to identify the general format and requirements of the letter and allow a minimum of 10 calendar days for the U.S. Government to prepare the letter. This time period shall be in addition to any time periods indicated elsewhere in the contract.

The U.S. Government shall not warrant or otherwise provide good conduct certifications or other verifications of the background or suitability of the contractor's personnel.

1.2.3 Contractor Non-Compliance

Should the contractor fail to comply with the rules and regulations established by the installation commander, they, or their employees, may be barred from the installation. If, as a result, the contractor is unable to perform, the U.S. Government may determinate that the contractor is in default of the contract.

1.2.4 Vehicle Access

All vehicles requiring access to the installation, including delivery vehicles, shall be registered or otherwise approved for use on the installation, and display the appropriate installation access pass.

Vetting, prior submittal/notification, or pre-approval of vehicles may be required. The contractor is responsible for determining the appropriate processes in accordance with the security and access procedures referenced in Paragraph MILITARY INSTALLATION ACCESS PROCEDURES. The installation may require the use of escorts for vehicles or personnel who have not been previously vetted. The Contractor is solely responsible for providing all required escorts.

PART 2 PRODUCTS

Not used.

PART 3 EXECUTION

3.1 CONTRACTOR NOTIFICATION PROCEDURES

Following contract award, the U.S. Government will provide notification of award to the Host Nation utilizing the NOTIFICATION OF AN AWARD OF CONTRACT TO A UNITED STATES CONTRACTOR form in Attachment 1. The contractor will be

DOCUMENT 00 74 19 Page 3 responsible for completing this form and providing it to the U.S.

Government for submission to the Host Nation within 14 calendar days of award.

Following contract award the Contractor shall also complete the UNITED STATES CONTRACTOR AND UNITED STATES CONTRACTOR EMPLOYEES CERTIFICATION form provided in Attachment 2. The contractor is responsible for submitting the completed form to both U.S. Government and the Host Nation.

These forms require the contractor to identify all subcontractors and contractor employees who will enter Poland for work on this project. This information may also be provided as an attachment to the form when submitted.

3.2 PERSONNEL ACCESS REQUIREMENTS

3.2.1 General

Anyone requiring access to the installation, including delivery drivers, construction workers, and administrative personnel, must have an installation access pass or other documentation granting them access to the installation. In general, all persons requiring access must already have legal permission to work in the country before a request for access may be submitted.

Personnel should expect to undergo a vetting process prior to obtaining installation access. As part of the vetting process, personnel must expect and be willing to provide provide personally identifiable information to the Polish authorities prior to obtaining access to the installation. Such information includes, but is not limited to, name, identification number, place of birth, date of birth, and nationality.

3.2.2 Minimum Processing Period

Requests for installation access must be made at least 30 calendar days prior to the anticipated date access will be required. Requests made with less than 30 days notice may be disallowed.

3.3 VALUE-ADDED TAX (VAT) PROCEDURES

Contractors are advised that they are solely responsible for obtaining either VAT exemptions or reimbursements. The U.S. Government will assist with the VAT procedures to the extent feasible. However, the contractor retains responsibility for completing the proper procedures with the Republic of Poland. There will be no reimbursement if the process takes longer than anticipated or requires the contractor to incur additional costs associated with pursuing an exemption/reimbursement (i.e.

coordination visits, tax consultants, accountants etc.).

3.3.1 VAT Exemption at Time of Sale

The exemption from taxes applicable to goods and services acquired during execution of this contract and on behalf of the United States forces shall be applied at the time of sale if the transaction is confirmed by a VAT Certificate (Certificate) issued by United States Forces and presented to the supplier of goods and services

The contractor shall complete a "VAT and EXCISE DUTY EXEMPTION CERTIFICATE" as follows:

DOCUMENT 00 74 19 Page 4

a. The contractor shall fill out the appropriate boxes of the Certificate.

b. An authorized representative of United States forces completes and sign the Certificate in two duplicate copies.

c. The contractor shall coordinate directly with the Polish HN authorities and ensure that an authorized representative of the Minister of National Defence of the Republic of Poland completes the appropriate boxes of the Certificate, or issues a single authentication for the contract. In the latter case, a copy of the authentication shall be attached to the Certificate.

d. Any unused fields on the Certificate should be crossed out.

3.3.2 VAT Reimbursement After Time of Sale

Where exemption from taxes is not provided at the time of sale, the contractor may seek a reimbursement from the competent tax authority of the Republic of Poland ("tax authority").

To request reimbursement the contractor should request such reimbursement on a quarterly basis by the 25th day of the month following the quarter concerned. The request for reimbursement shall include the requestor's name, a statement of the amount to be reimbursed, and a bank account number into which reimbursement is to be paid. The request shall be accompanied by:

a. The list of goods and services acquired for United States Forces.

b. The invoices received in a given quarter for the goods or services acquired for purposes of calculating the amount of reimbursement. If the contractor is not able to provide invoices, the contractor may not be entitled to reimbursement.

c. A copy of the contract and/or a certification by an authorized representative of the United States.

3.3.3 Return of Goods

If goods are returned to a supplier and the reimbursement for Taxes on such goods has been paid, the contractor shall refund the tax authority by reducing the next request for reimbursement by the amount refunded; or where the relevant contractor does not apply for reimbursement for the next period, the contractor shall refund it by payment to the bank account of the tax authority within six (6) months from the date that such goods were returned to the supplier.

3.4 UNEXPLODED ORDNANCE (UXO)

Although the Government is unaware of the presence of any UXO on the project site, the potential exists for UXO to be encountered on military installations. During construction, surface or subsurface ordnance, including inert practice ordnance might be encountered.

If any suspected ordnance material is discovered, the Contractor will immediately cease work in the area and notify the COR. Work in other areas shall continue. The Contractor shall cordon the area with any means available, such as tape or a red banner. If possible, provide GPS coordinates of the found object. Once notified of ordnance material, the

DOCUMENT 00 74 19 Page 5

COR will notify the Base Authority which will then engage an Explosive Ordnance Disposal (EOD) team.

The Contractor will allow an EOD team provided by the host nation to clear the ordnance within 5 working days. Upon clearance, the Contractor shall resume work without requiring additional clearance actions from the US or host nation governments beyond the clearance of the specifically encountered ordnance items.

In order to minimize the possibility of encountering any subsurface ordnance, when not otherwise specified, the Contractor shall:

a. Minimize excavation below existing ground level

b. Minimize the amount of clearing and grubbing of vegetation

c. Plan trenching routes to minimize additional excavation in areas beyond those already disturbed by construction

-- End of Section --

DOCUMENT 00 74 19 Page 6

ATTACHMENT 1

NOTIFICATION OF AN AWARD OF CONTRACT

TO A UNITED STATES CONTRACTOR

Notification of an Award of Contract to a United States Contractor

(pursuant to Implementing Arrangement Concerning Contracting Procedures, Article 4)

1. Entity Awarding the Contract

Organization:

Email:

Telephone/Fax:

Address:

Point of Contact (POC) in the Republic of Poland:

Last Name/First Name:

Email:

Telephone/Fax:

Address:

2. United States Contractor Information

Contract information:

(13 characters, required)

Contract No.: Company:

Subcontract information:

(If applicable)

Task order No.: Subcontractor Company:

Period of Performance Start Date (YYYYMMDD): End Date(YYYYMMDD):

Anticipated Numbers and

Locations of employees:

Numbers of

Employees:

Locations:

Contract Synopsis

ATTACHMENT 2

UNITED STATES CONTRACTOR

AND

UNITED STATES CONTRACTOR EMPLOYEES CERTIFICATION

United States Contractor and United States Contractor Employees Certification (pursuant to Implementing Arrangement Concerning

Contracting Procedures, Article 4)

1. United States Contractor Information (from Appendix 1)

Contract information:

(13 characters, required)

Contract No.: Company:

Subcontract information:

(If applicable)

Task order No.: Subcontractor Company:

Period of Performance Start Date (YYYYMMDD): End Date(YYYYMMDD):

Company POC:

Last Name Tel. Number: Email:

2. United States Contractor Employee Information Last Name: First Name: Mid. Initial: Country of Birth:

Date of Birth:

Year (YYYY): Month (MM): Day (DD):

Passport Information:

Nationality: Passport No.: Expiration Date:

Poland Border Crossing

Details (if known)

Transport

Mode:

City/Airport of Entry: Dates of Entry (YYYYMMDD):

3. Facilities Access Information Facility (Primary Assignment):

Dates of Assignment:

FROM (YYYYMMDD): TO (YYYYMMDD:

Facility (Secondary Assignment):

Dates of Assignment:

FROM (YYYYMMDD): TO (YYYYMMDD:

Urgency of Access (check one) Expedited (3 working days)

Normal (6 working days)

4. Republic of Poland Action on Facilities Access Request Granted: Name/Title/Signature: Date:

Denied:

Comments. (If denied in whole or part, provide the justification for this denial):

Contract Synopsis:

ATTACHMENT 3

VAT and EXCISE DUTY EXEMPTION CERTIFICATE

VAT AND EXCISE DUTY EXEMPTION CERTIFICATE

ZWOLNIENIA Z PODATKU VAT i PODATKU AKCYZOWEGO

1. UPRAWNIONA ORGANIZACJA SIŁ ZBROJNYCH STANÓW ZJEDNOCZONYCH / WYKONAWCA KONTRAKTOWY

(ELIGIBLE UNITED STATES FORCES ORGANIZATION/CONTRACTOR)

Nazwa / Nazwisko Designation / Name:

Adres Address

2. PRZEDSTAWICIEL SIŁ ZBROJNYCH STANÓW ZJEDNOCZONYCH (REPRESENTATIVE OF UNITED STATES

FORCES)

OŚWIADCZENIE PRZEDSTAWICIELA UPRAWNIONEJ ORGANIZACJI SIŁ ZBROJNYCH STANÓW ZJEDNOCZONYCH: Uprawniona organizacja niniejszym oświadcza, że towary i/lub usługi są nabywane przez siły zbrojne Stanów Zjednoczonych lub na ich rzecz na cele zdefiniowane w Umowie między Rządem Rzeczypospolitej Polskiej a Rządem Stanów Zjednoczonych Ameryki o statusiesił zbrojnych Stanów Zjednoczonych Ameryki na terytorium Rzeczypospolitej Polskiej.

DECLARATION BY REPRESENTATIVE OF THE ELIGIBLE UNITED STATES FORCES ORGANIZATION: The eligible organization hereby declares that the goods and/or services are acquired by or for the United States Forces for the purposes defined in the Agreement Between the Government of the Republic of Poland and the Government of the United States of America on the Status of the Armed Forces of the United States of America in the territory of the Republic of Poland.

Nazwisko i status osoby składającej podpis Name and Status of Signatory

Adres i numer telefonu Address and Telephone Number

Miejscowość i data Place and Date

Podpis Signature

3. OPIS TOWARÓW I/LUB USŁUG (DESCRIPTION OF THE GOODS AND/OR SERVICES)

A. Informacje dotyczące dostawcy/uprawnionego właściciela składu podatkowego:

Information concerning the supplier / authorized warehouse keeper:

(1) Imę i nazwisko, adres Name and Address

(2) Numer identyfikacji podatkowej VAT / numer akcyzowy VAT/excise number

B. Informacje dotyczące towarów i/lub usług:

Information concerning the goods and/or services:

Numer

Number

Szczegółowy opis towarów i/lub usług (lub odwołanie do załączonego formularza zamówienia)

Detailed description of goods and/or services (or reference to the attached order form)

Ilość Quantity

Wartość bez podatku VAT i/ lub podatku akcyzowego Value excluding VAT and/or excise duty

Wartość jednostkowa Value per Unit

Wartość całkowita Total Value

Wartość całkowita Total Value

4. WŁAŚCIWY ORGAN RZECZYPOSPOLITEJ POLSKIEJ (COMPETENT AUTHORITY OF THE REPUBLIC OF

POLAND)

OŚWIADCZENIE WŁAŚCIWEGO ORGAN RZECZYPOSPOLITEJ POLSKIEJ: Niniejsze Świadectwo upoważnia uprawnioną organizację sił zbrojnych Stanów Zjednoczonych lub wykonawcę kontraktowego, którzy zostali wymienieni w polu nr 1, do zwolnienia z podatku VAT i/lub podatku akcyzowego w związku z zaopatrzeniem w towary i/lub usługi opisane w polu nr 3.

DECLARATION BY THE COMPETENT AUTHORITY OF THE REPUBLIC OF POLAND: This certificate entitles an eligible United States forces organization or contractor listed in Box No.1 to exemption from VAT and/or excise duty for supply of goods and/or services described in Box No. 3.

Nazwisko i status osoby składającej podpis Name and Status of Signatory

Adres i numer telefonu Address and Telephone Number

Miejscowość i data Place and Date

Podpis Signature

Pieczęć Stamp

5. ZEZWOLENIE NA REZYGNACJĘ Z PIECZĘCI W POLU NR 4 W PRZYPADKU POJEDYNCZEGO POŚWIADCZENIA (PERMISSION TO DISPENSE WITH STAMP UNDER BOX 4 FOR PURPOSE OF SINGLE AUTHENTICATION)

Zgodnie z pismem o numerze By letter No. Z dnia of (sygnatura) (reference to file) (data) (date)

Podmiot wymieniony w polu nr 1 uzyskał pojedyncze poświadczenie, wobec czego pieczęć oraz podpis właściwego organu Rzeczypospolitej Polskiej w polu nr 4 nie są wymagane w przypadku towarów i/lub usług zwolnionych z (*):

The entity listed in box No. 1 has been granted a single authentication and the stamp and signature by the Competent Authority of the Republic of Poland in box No. 4 is not required for goods and/or services exempted from(*):

(1) Podatku VAT oraz podatku akcyzowego od towarów i/lub usług zgodnie z kontraktem o numerze VAT and excise duty levied on goods and/or services under contract number

; lub or

(2) Podatku VAT od towarów i/lub usług nabywanych przy użyciu Karty Płatniczej Rządu Stanów Zjednoczonych VAT levied on goods and/or services purchased with the usage of the United States Government Purchase Card.

(*)Niepotrzebne skreślić Delete as appropriate