AADCR PWS for Contract LIE-PAs for Market Survey.docx

Federal Aviation Administration Office of Aerospace Medicine (AAM) Aerospace Medical Certification Division (AMCD) Blanket Purchase Agreement (BPA) AAM Airman Disability Case Review (AADCR) (Contract Legal Instrument Examiner / Program Analyst) Performance Work Statement

December 17, 2021December 1, 2021

Table of Contents

1.0 Overview

The Federal Aviation Administration (FAA) Office of Aerospace Medicine (AAM) Aerospace Medical Certification Division (AMCD) ensures that the United States’ pilot population and the public are safe from aircraft incidents/accidents that could be the result of pilot medical problems. Towards this end, the FAA requires pilots with first-class medical certificates to certify at designated intervals and to notify the AMCD when health risks arise that may affect current certification. AAM has directed a review of Airman medical certifications through the AAM Airman Disability Case Review (AADCR) project. This includes an estimated 10,000 pilot records (5,000 Veterans Administration Pilots and 5,000 Pilot Records from Airman Medical Examiners (AME) in response to concerns that some pilots and/or AME’s have incorrectly identified all medical issues and as a result, the FAA AMCD may have evaluated Pilot Medical Certification erroneously. This review requires contract support of two (2) Contract Professional Service Specialties including Medical Officers, Legal Instrument Examiners LIE) / Program Analysts (PA) by way of Multiple Award via Blanket Purchase Agreements under each of the aforementioned Professional Labor categories. In this case, this PWS supports contract services for LIE’s / PA’s.

2.0 Scope of Work

The intent of AADCR Project is to obtain contract support services of LIE/PA’s in accordance with this Performance Work Statement (PWS) Section 2.0 The Contractor must provide all labor, facilities (including utilities and Internet Access), materials & supplies (with the exception of those outlined in the PWS Section 3.0 (Government Furnished Equipment). The Contractor must be able to work independently, able to meet all the qualification requirements in Section 6.0, and ensure it is capable of providing the necessary services and deliverables to support FAA.

2.1 Period of Performance (POP):

The Blanket Purchase Agreement (BPA) anticipates professional contract services for a POP of 24 months beginning January 1, 2022 through December 31, 2023. Task Orders will be primarily priced and funded in Blocks of Time. One Block of Time consists of four (4) (4 X 60 minute) hour’s period of time. The Blanket Purchase Agreement (BPA) is expected to provide contract services for a POP of 24 months beginning during the month of January 2022.

2.2 Services:

The FAA requires a Multiple Award BPA for Contract Legal Instrument Examiner(s) (CLIE/CPA) to provide review/consultative services. The CLIE/CPA will review Airman Medical Certification Records/Applications assigned by AADCR project. The CLIE/CPA must review assigned Airman medical applications, all pertinent medical documentation, provide medical interpretation, formulate recommendations in accordance with the Code of Federal Regulations (CFR) Part 67, AAM-300 Quality Management System (QMS), Aeromedical Reference Manual “RefMan”, and other pertinent documentation and record recommendations in the Document Imaging Workflow System1 (DIWS) or any other system(s) required under the AADCR project.

The services must align with applicable federal regulations and AMCD policies and procedures outlined in current QMS practices. The CLIE/CPA must review and document its findings in the DIWS Notes identified by the FAA and/or other government sources such as the Veterans Administration (VA) and AAM to be of concern and of sufficient risk across the National Air Space (NAS) based on Airman or Air Medical Examiners (AME) medically incorrect information for which the FAA AMCD relied to affirm its position for pilot medical certification. The CLIE/CPA must identify aeromedically significant errors and document concerns in the DIWS Notes.

2.2.1 Contractors are expected to work remotely.

2.2.2 Contractors must comply with security requirements in accordance with Paragraph 5.0 of this PWS.

2.2.3 Cases for review will be assigned by the Contracting Officer Representative (COR) or designated Alternate. Airman reviews will be assigned cases IAW the scheduled Block. A single Block represents a four (4) hour period of time. (4- LH period of time) The government has established a price for the Block as well as an hourly rate for reviews efforts or activities associated with ADCR project may be approved by the COR assigned. AADCR assignments must be processed within the 1st /15th within five (5) business days.

2.2.4 Upon request from the Government Contracting Officer (CO) or COR, the CLIE/CPA will be required to attend ZOOM meetings with Regional Flight Surgeon assigned the AADCR. This may include Travel to the Mike Monroney Aeronautical Center (MMAC) for a post award meeting and updated training on the use of AMCD computer applications and changes in procedures and AMCD Guidelines specific to this project.

2.2.5 The Contractor is not authorized to review Airman Review Cases, which are not assigned.

2.3 Contractor (CLIE/CPA) Tasks

The CLIE/CPA must review Airman Applications certified by the FAA, which are referred by the COR or designee under the AADCR project.

The CLIE/CPA must be ensure that the highest level of professional performance is applied to each Airman Certification under review and must demonstrate the following:

· Knowledge, experience and understanding of medical terminology as it applies to the Airman Medical Certification Process

· Knowledge, experience and understanding of human anatomy and Physiology

· Must be able to effectively apply skills and experience as a LIE/PA to identify errors and or missing information in the Airman medical application.

· Must be able to utilize and understand the function of various computer hardware and automated software systems. [i.e., Desktop and/or Laptop Computer, (Windows), office business applications (i.e., Microsoft Office), electronic medical record systems, web-based/internet applications, data entry applications (i.e., spreadsheets, databases, etc.), common email applications (MS Outlook), etc.] Skill in the implementation and evaluation of medical certification procedures.

· Must be able to perform and draft notes in DIWS from Day 1 of ADCR adapting easily to changes in the system since separation.

· Must be able to use the experience, knowledge of the AMCD processes and procedures to provide a review to ensure the Airman application is without flaw and consistence with compliance of all applicable federal laws, regulations, and guidance specific to the Airman Medical Certification.

The CLIE/CPA must review cases independently as assigned taking into consideration FAA policies, exercise seasoned professional judgment based on its experience and take action and documents findings/response in DIWS notes or other supporting systems, and government-wide regulations. Airman records are generally electronic, however they may be in digital form, or submitted by an Airman or AME by hard copy, other electronic means in response to requests. All hard copies are forwarded to Mike Monroney Aeronautical Center CAMI building #13 mailroom where the records all prepared and submitted for scanning into DIWS.

The CLIE/CPA must review Airman Medical Certificates and any supporting medico-legal and privacy documents submitted to the FAA under Title 14 Part 67 Code of Federal Regulations. The government COR will perform random reviews of CLIE/CPA assigned and noted in DIWS.

The CLIE/CPA must perform a combination of routine and multiple and varyingly difficult tasks/assignments identified as subject to AADCR. Primarily, the CLIE/CPA reviews Applications for Airman Medical Certificates and any supporting medico-legal and privacy documents submitted to the FAA under Title 14 Part 67 Code of Federal Regulations with periodic reviews of the Government COR or delegated Quality Assurance Review.

The CLIE/CPA uses established legal and regulatory guidance contained in the Federal Air Regulations, FAA medical and legal handbooks and Government approved reference material consistent with current Airman Certification Application Reviews detailing findings in the DIWS Notes section. The CLIE/CPA applies experience and detailed knowledge to ensure all aspects of quality and adherence to regulatory guidance, policy, and procedure.

The CLIE/CPA examines Airman Records identified by the AADCR Team all Airman medical applications and the supporting medico-legal information, which may include:

· Correspondence from the applicant, correspondence from the aviation medical examiner, hospital medical records, lab results, radiology reports, diagnostic testing, consultant reports, police reports, court records, treating physician reports, doctor’s office records, medical flight test results, occupational color vision test results, and other various medico-legal documents subject to the AADCR project.

If after examining the medical application and supporting medico-legal information, the CLIE/CPA must determine if the decision made by AMCD was based on false or incorrect information in the Airman’s application or AME submission. This includes all prior review decision of a) a medical certificate with the appropriate restrictions and limitations was issued, or b) a withdrawal of a Special Issuance Authorization, or c) deny/disqualify of the application for a medical certificate, or d) request was made for additional medico-legal information if needed to determine an applicant’s current eligibility and qualifications.

The CLIE/CPA will respond to various telephone and written inquiries specific to the ADCR.

The CLIE/CPA composes written correspondence to the stakeholders and the correspondence shall be clear, concise, and without spelling errors. The CLIE/CPA utilizes a variety of automated software systems to prepare written correspondence.

The CLIE/CPA manages their assigned AADCR caseload in accordance with the established guidance. Work will be periodically checked to ensure all aspects of quality and adherence to regulatory guidance, policy, and procedure. The CLIE/CPA must refers problems to a COR, Quality Assurance Specialist when guidelines are not available or unclear but applicable.

The CLIE/CPA must its experience of AMCD systems in the use automation software to accurately documents its findings and where necessary enter data and update the medical systems database to reflect the status of an applicant’s Application for Medical Certification and current status of the review should it be subject to AADCR.

The CLIE/CPA must apply its expertise to determine if the aviation medical examiner processed the application appropriately and in accordance with established regulations and guidance for aviation medical examiners. The CLIE/CPA will make note and update the medical system database accordingly.

2.4 Normal Working Hours: The Government's primary operational hours, Monday through Friday, 6:00 AM through 6:00 PM. Normal office hours are Monday through Friday from 8:00 AM to 4:30 PM. No work shall occur on federal holidays or any other day(s) designated by Federal Statute, Executive Order, or Presidential Proclamation. No overtime rates will be authorized for this project.

Contractor(s) offering services under the ADCR need not comply with normal working hours.

3.0 Government Furnished Equipment

The Government will provide, without cost, a computer (laptop) with the appropriate applications to support contract performance at the Contractor worksite. The Contractor shall not alter property in any way.

The Contractor must return property to the Government in the same condition as received, with reasonable wear and tear. The Contractor must reimburse the Government for repairs resulting from negligence of the contract employees and is intended solely in the performance of this contract.

The Government will provide a one-time Fixed Priced payment for Contract Materials Support of worksite peripherals.

3.1 Obtaining Replacement of Government-Furnished Equipment

The Contractor must submit requests for replacement of Government-Furnished Equipment to the COR for processing. Such requests must specify the reason for the replacement request.

4.0 Contractor Furnished Property

The Contractor must provide, an adequate and necessary working space, office furniture, equipment, supplies, and materials required to successfully accomplish the requirements outlined in the PWS for Contractors workspace unless otherwise stipulated. The government will assume no liability or responsibility for the Contractor.

The Contractor shall not alter property in any way. The Contractor must return property to the Government in the same condition as received, with reasonable wear and tear. The Contractor must reimburse the Government for repairs resulting from negligence of the contract employees. The property must only be used in the performance of this contract. The Government will provide to the Contractor working on the MMAC campus, without cost,

5.0 Security:

The contractor shall observe and comply with all FAA/CAMI policies, regulations and procedures concerning; fire, safety, environmental protection, sanitation, identification, security, traffic, parking, limited access areas, gratuities, and conduct. Contractors working in government facilities shall be responsible for compliance with applicable building and physical security requirements. These requirements include, but are not limited to, the use of authorized entrance and exit points, responsibility for securing doors, protecting government property from loss theft abuse or damage, and the use of telephones and computers for only mission related activities. The contractor shall be responsible for safeguarding all Government property issued for contractor use. The Contract personnel are required to perform services in secure facilities. The Contract personnel are required to perform services in secure facilities. Once awarded the Contractor submit and complete information to support a background investigation in Vendor Application Program (VAP) followed by the governments eQuip system. Once the background processes in competed the contractor will receive a Government Personal Identity Verification (PIV) Contractor Badge. Entrance into working spaces at MMAC requires Government issued Personal Identification Verification (PIV) Card.

5.1 Safeguarding Airmen Sensitive But Unclassified (SBU) Information:

The Contractor must:

· Safeguard FAA Airman/ATC Medical Records

· Only access the FAA medical records assigned by the COR for review

· Do not discuss FAA Airman/ATC Medical Records with anyone who does not have a need to know

· Sign a Non-Disclosure Agreements

· Signed Conflict of Interest

· Proof of Liability Insurance (30 days from Contract Award)

6.0 Qualifications

The Contract Legal Instrument Examiner / Program Analyst must be able to perform duties upon issuance of Task Order of the BPA with limited review of systems. The CLIE/CPA must be a retired FAA Legal Instrument Examiner / Program Analyst or separated in good standing with knowledge and experience within the last five (5) years of Airman Medical Certification processes and systems. The CLIE/CPA/CPA must be a retired FAA employee or separated in good standing including all of the following:

· Must be able to perform services on day one of review period in accordance with PWS 2.3

· Must have at a minimum of 10 years or more Government LIE/PA experience

· Must have at a minimal five (5) years or less since retired or separated from service in good standing. status

· Ability to use FAA’s DIWS and other software applications (or its Replacement). (Limited Up to Date Training on the use of these systems will be provided upon contract award.)

The Contractor must provide Bi-Monthly Contract Review AADCR Status Report(s) with its Invoice and email to the COR and others as identified by the CO or the COR.

The CLIE/CPA must remain available for questions.

7.0 Contract Deliverables

The Contractor must provide the following deliverables:

8.0 Travel

The contractor must be able to travel IAW services outlined in this PWS in support the AMCD mission for this project. All Contract Travel must be IAW Federal Travel Regulations (FTR), funded, and authorized in writing by the CO /COR of record. The Government anticipates at least two (2) trips. A post award trip is anticipated within two (2) to three (3) of contract award. Should the government determine a need for additional travel, the CO /COR will coordinate this with the Contractor. The contractor will be provided at least 10 days notification of a request for travel.

9.0 Over and Above (O&A)

Additional services may be necessary to support the AMCD mission. The Contracting Officer will request a proposal from the Contractor should the need for additional support arise. All O&A’s must be incorporated into the Contract through Bilateral modification.

10.0 Quality Assurance

10.1 Objective

The Contracting Officer's Representative (COR) will perform periodic reviews of all assigned Airman Cases and provide surveillance of the first billing. All errors identified by the government oversight teams will be reviewed and the Contractor will update within the current business days. The goal is to address and avoid unacceptable or deficient performance, and provide verifiable input for the performance evaluations and/or further case assignments.

The Contractor does not have to authority and will not access FAA medical records for cases they have not been assigned to work by the COR or other designee.

10.2 Performance Expectations

The COR will conduct performance evaluations based on the below table.

Correct workup* for missing information.

The Contractor accesses FAA medical records for cases they have not been assigned to work by the COR or other designee.

11.0 General Information

11.1 Definitions/Acronyms

As used throughout this Performance Word Statement the following terms/acronyms shall have the meaning set forth below:

Aerospace Medical Certification Subsystem (AMCS): The web application used by Aviation Medical Examiners and their staff to transmit FAA flight physical data to the FAA

Aviation Safety (AVS): The FAA line of business responsible for the certification, production approval, and continued airworthiness of aircraft; and certification of pilots, mechanics, and others in safety-related positions.

Contract Discrepancy Report (CDR): A formal, written documentation of contractor non-compliance or lack of performance for contracted work.

Contracting Officer (CO): The person authorized to act on behalf of the Government to negotiate and award contracts and modifications thereto, and to administer contracts through completion or termination. Except for certain limited authority delegated by the CO to a technical representative, the CO is the only individual with the authority to direct the work of the contractor.

Contracting Officer’s Representative (COR): An individual who is designated and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Contractor: The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that subcontracts (if any) comply with the provisions of this contract.

Defect: Each instance of noncompliance with a contract requirement. A defect may be caused by either noncompliance or poor performance.

Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Document Imaging Workflow System (DIWS): AMCD software that automates medical processing.

Finding of Fact Determination (FoFD): After thorough review of the Airman Application and Certification Assessment, a FOFD is prepared based on CMO consideration of the facts, a Determination Memo with Overview and Recommendation is generally set forth by the FAA AMCD manager or Deputy Regional Flight Surgeon.

Government-Furnished Equipment (GFE): Government owned equipment provided to the contractor for use in fulfilling the terms of this contract.

Government-Furnished Property (GFP): All equipment, facilities and material provided by the Government for use of the contractor in fulfilling the terms of this contract.

Inspection: The comparison of services against contract requirements in order to establish conformance or non-conformance with the contract requirements.

Performance Work Statement (PWS): A document that describes the requirements and/or services, including performance standards for contractual services.

Quality Assurance (QA): A method used by the Government to check services to determine whether or not they meet the requirements of this contract.

Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Quality Management System (QMS): AVS system that documents processes, procedures, and responsibilities for achieving quality policies and objectives

Screening Information Request (SIR): a request by the FAA for documentation, information, presentations, proposals, or binding offers concerning an approach to meeting potential acquisition requirements established by the FAA. The purpose of a SIR is for the FAA to obtain information needed for it to proceed with a source selection decision and contract award.

Surveillance: Planned or random observation of requirements of the PWS or services performed.

Task Order: A Component of a Contract, the Task Order’s scope, cost and schedule must conform to the terms of the master contract (BPA).

11.2 References

The Contractor must ensure all work is in full compliance with regulations expressed in the following procedures, orders, and programs unless otherwise directed by the COR:

Title 14 CFR Part 67

AAM QMS: https://my.faa.gov/org/linebusiness/avs/programs/qms/qms_homepages/aam.html

Medical Certification Manual

Guide for Aviation Medical Examiners: www.faa.gov/go/AMEGuide

Aeromedical Reference Manual

FAA Acquisition Management Policy: http://fast.faa.gov/AMP_TOC.cfm

FAA Acquisition Toolset: http://fast.faa.gov/

ID Badge Online Application: https://my.faa.gov/org/linebusiness/ash/programs/id_badge.html

Orders and Notices: http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.list/parent TopicID/184

1 a system is currently under development to replace DIWS. Contractor must be able to transition to the new IT system.

2 to include the Code of Federal Regulations (CFR) Part 67, AAM-300 Quality Management System (QMS), Guide for Aviation Medical Examiners (AMEs), Aeromedical Reference Manual “RefMan”, and other pertinent instruction should it be required.

Prepared by Katharine T. McCauley Page 3 image1.png