PGI 225.7402-3 Government support.

(a) Support that may be authorized or required when contractor personnel are deployed with or otherwise provide support in the theater of operations to U.S. military forces deployed outside the United States may include, but are not limited to-

(i) Deployment in-processing centers;

(ii) Training;

(iii) Transportation to operation area;

(iv) Transportation within operation area;

(v) Physical security;

(vi) Force protection;

(vii) Organizational clothing and individual equipment;

(viii) Emergency medical care;

(ix) Mess operations;

(x) Quarters;

(xi) Postal service;

(xii) Phone service;

(xiii) Emergency notification;

(xiv) Laundry; and

(xv) Religious services.

(e) Letter of Authorization.

(i) A Letter of Authorization (LOA) is necessary to enable a contractor employee to process through a deployment processing center, to travel to, from, and within the theater of operations, and to identify any additional authorizations and privileges. If authorized by the contracting officer, a contracting officer's representative may approve a Letter of Authorization. Contractor travel orders will be prepared by the supporting installation.

(ii) The LOA will state the intended length of assignment in the theater of operations and will identify planned use of Government facilities and privileges in the theater of operations, as authorized by the contract. Authorizations may include such privileges as access to the exchange facilities and the commissary, and use of Government messing and billeting. The LOA must include the name of the approving Government official.

(iii) Sample LOA:

MEMORANDUM FOR [insert name and address of military organization with the authority to provide Government-provided support where the contractor employees will be deployed]

SUBJECT: Contractor Letter of Authorization [note: much of the information contained within this Memorandum is similar to the information contained in travel orders for Government personnel]

1. The [insert appropriate name of Government requiring activity, such as a program management office], in its capacity for providing support under Contract Number [insert contract number], [insert delivery or task order number if applicable], awarded [insert award date]; authorizes the [insert company name] employee identified below to proceed to the locations and for the timeframe indicated below. Travel being performed is necessary and in the public's service.

a. Name: [insert employee's full name, including middle name. In addition, include the employee's GS grade equivalent].

b. Home Address: [insert complete street address, city, state, and zip code. Include a CONUS work e-mail address if available].

c. Date of Birth: [insert employee's birth date].

d. Place of Birth: [insert employee's birth place].

e. Passport Number/Expiration Date: [insert contractor employee's passport number and passport expiration date].

f. Next of Kin: [insert full name, along with contact information and individual's relationship].

g. Job Title: [insert company job title for employee].

h. Equivalent GS grade: For purposes of determining what level of Government-provided support should be granted to contractor personnel, and for prisoner-of-war status, the individual named herein is equivalent to a [for contractor nonsupervisory positions insert GS-12. For contractor supervisory/managerial positions insert GS-13].

i. Level of Clearance: [insert individual's security clearance; if not applicable, insert N/A].

j. Issuing Agency: [insert complete name and address of Government contracting organization that awarded the contract for which this work is being performed].

k. Countries to be visited: [insert the countries to be visited in support of military operations].

l. Purpose: [provide a brief description of the contractor support being provided. This should not exceed three lines. If known, include what military organizations will be supported at the tactical level].

m. Deployed Performance Period: [provide the estimated deployed performance dates].

2. Contractor Privileges: [Note the following list is provided for sample purposes only. The contracting officer should not state the following list verbatim. Every contracting officer should prepare the LOA in accordance with those specific privileges that may be made available for contractor personnel in performance of the specific contract.] Request that this contractor employee be granted, subject to availability, access to or the privileges defined below while temporarily deployed with [insert military organization supporting] on Contract Number [insert contract number]:

a. Common Access Card (CAC), Geneva Convention Card (DD Form 489), and ration cards.

b. [Insert appropriate exchange name] Exchange service facilities (includes rationed items).

c. Military clothing sales for repair and replacement of issued equipment.

d. Organizational clothing and individual equipment.

e. Military banking facilities and Finance Accounting Office.

f. Government transportation (i.e. aircraft, automobile, bus, train) for official Government business.

g. Commissary (includes rationed items).

h. Morale and welfare recreational facilities (e.g., clubs, movie theaters, gyms).

i. Purchase of petroleum and oil products for rental and/or Government vehicles.

j. Customs exemption.

k. Emergency medical care.

l. The following theater-specific immunizations that are not available to the general public: ______________________________________________.

m. Mess facilities.

n. Quarters.

o. Military postal service.

p. Phone service.

q. Laundry services.

r. Religious services.

3. Travel Discount Rates: [Insert full name of contract employee], the bearer of this letter, is an employee of [insert company name] which has a contract with this agency under Government contract [insert contract number]. During the period of this contract, [insert performance period relating to deployment], and only if the vendor permits, the named bearer is eligible and authorized to use available travel discount rates in accordance with Government contracts and/or agreements. Government Contract City Pair fares are not available to Contractors.

4. Special Notice: Employees, including dependents residing with employees, employed by or accompanying the Armed Forces outside the United States, who engage in conduct outside the United States that would constitute an offense punishable by imprisonment for more than one year if the conduct had been engaged in within the special maritime and territorial jurisdiction of the United States, may potentially be subject to the criminal jurisdiction of the United States. See the Military Extraterritorial Jurisdiction Act of 2000 (18 U.S.C. 3261 et. seq., as amended by Section 1088 of the National Defense Authorization Act for Fiscal Year 2005 (Public Law 108- 375)).

5. Points of Contacts (POC):

a. POC at [insert contracting activity information] is the undersigned. The undersigned can be reached at:

(1) DSN and Commercial [insert phone numbers].

(2) E-mail [insert unclassified e-mail address].

b. The Government requiring activity POC at [insert requiring activity information] is [insert a requiring activity POC who will be familiar with the work being performed]. The undersigned can be reached at:

(1) DSN and Commercial [insert phone numbers].

(2) E-mail [insert unclassified e-mail address].

c. Contracting Officer's Representative (COR) POC [insert primary contract COR information. In addition to the primary COR, there may be a COR in the theater of operations.]. The COR can be reached at:

(1) DSN and Commercial [insert phone numbers].

(2) E-mail [insert unclassified e-mail address].

6. Upon completion of the mission, the employee should make all attempts to return to the deployment processing center point of origin.

[The LOA is typically signed by the procuring contracting officer.]

CF: [insert applicable addresses (i.e., PM for the individual specified in this order)]