Tracking and recovering deployed contractors

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1. Who must be registered

Accountability under 32 CFR 158.5 runs mainly through one database. During applicable operations, contractors use the Synchronized Predeployment and Operational Tracker-Enterprise Suite (SPOT-ES) under set rules (32 CFR 158.5(h)(1)). All contractors authorized to accompany the force (CAAF) register in it by name (32 CFR 158.5(h)(1)(i)). Other contractor personnel are registered by name if they perform on a Defense contract for at least 30 consecutive days, unless the combatant commander asks for fewer days (32 CFR 158.5(h)(1)(ii)). They are also registered if they need access to an American or coalition-controlled installation.

Contracting officers must make sure non-CAAF personnel who need installation access are registered before access is requested or granted (32 CFR 158.5(h)(1)(ii)). All private security contractor personnel, and all other contractor personnel authorized to carry weapons, register by name whatever the length of performance or contract value (32 CFR 158.5(h)(1)(iii)). In operations other than contingency, humanitarian or peace operations, contractors use SPOT-ES where the combatant commander requires it (32 CFR 158.5(h)(1)(iv)). In those operations it accounts for all American citizen and third country national personnel, and for armed and private security personnel working abroad, again regardless of length or value (32 CFR 158.5(h)(2)(i) and 32 CFR 158.5(h)(2)(ii)).

2. Local nationals and linguists

The contracting officer accounts for an estimated total number of local nationals employed under the contract, by country or monthly (32 CFR 158.5(h)(3)). Contract linguists register in SPOT-ES like other contractor personnel and are also tracked in the Contract Linguist Enterprise-wide Database (32 CFR 158.5(h)(4)). Local nationals should be registered by name to improve data quality and to reduce confusion in a transition to contingency operation requirements, which call for by-name accountability (32 CFR 158.5(h)(5)).

3. What the database does

The Department has designated SPOT-ES as the joint web-based database that helps combatant commanders understand the nature, extent, risks and capabilities of contracted support (32 CFR 158.5(h)(6)). It covers contingency operations, humanitarian assistance, peacekeeping operations and military exercises the combatant commander designates. Its procedures support forecasting and providing accountability, visibility, force protection, medical support and personnel recovery. They are meant to establish, maintain and validate the accuracy of the information in the database, as the Under Secretary of Defense for Acquisition and Sustainment or the combatant commander directs.

SPOT-ES serves as the central repository for deployment status and reporting on contractor personnel, including other agencies’ contractor personnel where applicable (32 CFR 158.5(h)(6)(i)(A)). It tracks all Defense contracts awarded in support of applicable operations abroad, following the SPOT business rules (32 CFR 158.5(h)(6)(i)(B)). It collects and reports three totals. They are contractor personnel working under contracts at the end of each calendar quarter, those performing security functions, and those killed or wounded while performing Defense contracts.

The system provides personnel accountability by unique identifier, such as an Electronic Data Interchange Personnel Identifier or a Foreign Identification Number (32 CFR 158.5(h)(6)(i)(C)). It holds or links to the minimum contract information needed for accountability, for equipment used on private security contracts, and for oversight of contracted support (32 CFR 158.5(h)(6)(i)(D)). It must comply with the personnel identity protection program, the Defense information enterprise architecture, and requirements on interoperability and secure sharing (32 CFR 158.5(h)(6)(i)(E)).

4. Who enters the data

Before registering in SPOT-ES, contracting officers, company administrators and government administrators or authorities must meet minimum training requirements in the SPOT business rules (32 CFR 158.5(h)(6)(ii)). The contractor must enter all required data before its employees may deploy to or enter a theater, and must maintain it as the Under Secretary, 48 CFR subpart 225.3 or the combatant commander directs (32 CFR 158.5(h)(6)(iii)). The contracting officer enters the contract services or capabilities for every contract awarded in support of applicable operations (32 CFR 158.5(h)(6)(iv)). That covers theater support, external support and systems support contracts, and the entries must be consistent with DFARS 252.225-7040.

Under applicable acquisition rules and the terms of each affected contract, all contractors with contracts supporting applicable operations must input employee data and maintain by-name accountability of designated personnel, as DFARS 252.225-7040 requires (32 CFR 158.5(h)(6)(v)). Contractors must maintain the current daily location of their employees (32 CFR 158.5(h)(6)(v)(A)). On request, they give the contracting officer’s representative real-time information on all personnel deployed or to be deployed. Prime contractors must enter current information on their subcontractors at all tiers (32 CFR 158.5(h)(6)(v)(B)). Users who provide classified information must report and keep it on systems approved for that classification level (32 CFR 158.5(h)(6)(vi)).

5. Letters of authorization

The contracting officer or designee makes sure a letter of authorization generated by SPOT-ES has been issued to all CAAF approved to deploy, as DFARS 252.225-7040 requires (32 CFR 158.5(h)(7)). Letters also go to selected personnel who are not CAAF, as 48 CFR subpart 225.3 provides or the combatant commander designates. The rule’s examples include local and other permanent residents of the area, third country nationals working away from the force, and private security contractors. The contract requires all contractor personnel issued a letter to carry it at all times (32 CFR 158.5(h)(7)(i)).

6. Personnel recovery and casualties

The Defense personnel recovery program applies to all CAAF regardless of citizenship (32 CFR 158.5(l)(3)(i)). If a CAAF individual becomes isolated or unaccounted for, the contractor must promptly file a search and rescue incident report to the theater’s personnel recovery architecture. Examples are the component personnel recovery coordination cell and the command’s joint personnel recovery center.

After recovery following an isolating event, a CAAF returnee must enter the first of the three phases of reintegration (32 CFR 158.5(l)(3)(ii)). The contractor must offer the further phases to the returnee, to ensure physical and psychological well-being while adjusting after captivity. The contractor must report all casualties, both CAAF and others (32 CFR 158.5(l)(3)(iii)). Who counts as CAAF is covered in who counts as deployed contractor personnel.

Key terms

SPOT-ES	The joint database for contractor personnel visibility and accountability.
30-day rule	Non-CAAF are registered by name after at least 30 consecutive days on a Defense contract, subject to exceptions.
By-name accountability	Tracking each individual, required for all CAAF and armed personnel.
Reported totals	Counts of personnel working, performing security, and killed or wounded.
Reintegration	The three-phase process a recovered CAAF returnee enters.

Every statement above links to the document behind it. The full source list for this piece is on the sources page.

This page describes public United States government programs for general information. It is not legal, regulatory or procurement advice, and it does not address the facts of any particular case.

How Sentfore supports this

Accountability for every person is the foundation of protective security. Sentfore works at the delivery end of defense programs in difficult environments, providing secure movement, protective security, facilities and life support. Requirements can be sent through the contact page.