AADCR PWS for MEDICAL OFFICERS 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 MEDICAL OFFICER (CMO))

Performance Work Statement

December 17, 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’ Airman Population and the public are safe from aircraft incidents/accidents that could be the result of Airman medical problems. Towards this end, the FAA requires Airman 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 Airman records (5,000 Veterans Administration Airman and 5,000 Airman Records from Airman Medical Examiners (AME) in response to concerns that some Airman and/or AME’s have incorrectly identified all medical issues and as a result, the FAA AMCD may have evaluated Airman Medical Certification erroneously. This review requires contract support of two (2) Contract Professional Service Specialties including Medical Officers, Legal Instrument Examiners / Program Analysts by way of Multiple Award via Blanket Purchase Agreements under each of the aforementioned Professional Labor categories. In this case, the PWS supports contract services for Medical Officers.

2.0 Scope of Work

The intent of AADCR Project is to obtain contract support services of Medical Officers 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 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) is expected to provide contract services for a POP of 24 months beginning at mid to late January 2022.

2.2 Services:

The FAA requires a Multiple Award BPA for Contract medical officer(s) (CMO) /physician(s) to provide review/consultative services. The Contractor must review identified Airman Medical Certification Records/Applications provided by the AAM. This includes a review of 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), Guide for Aviation Medical Examiners (AMEs), 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 AAM ADCR project. The services must align with applicable federal regulations and AMCD policies and procedures outlined in current QMS practices. The Contractor must review and document its findings in the DIWS Notes or with a Formal Finding of Facts Determination (FoFD) of Airman 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 Airman medical certification. The Contractor must identify aeromedically significant errors and document concerns for the AAM Deputy Regional Flight Surgeon.

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 Alternate. Airman reviews will be assigned cases IAW the scheduled Block Hours (Block is a 4-hour period of review). Partial Block hours (i.e. hourly rates) may be approved by the COR assigned. CMO review of Airman Records must be processed within a month of assignment.

2.2.4 Upon request from the Government CO or COR, the Contractor will be required to attend ZOOM meetings with Regional Flight Surgeon assigned the ADCR. 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 Contractors (CMO) Tasks

The CMO must review Airman Applications certified by the FAA, which are referred by the Contracting Officer Representative (COR) or designee under the AADCR project.

The CMO must be ensure that the highest level of professional performance are applied to each Airman Certification under the ADCR project and must demonstrate the following:

· Skill overseeing aspects of the medical certification process.

· Skill in the implementation and evaluation of medical certification procedures as applied to ADCR.

· Knowledge of principles, concepts, and theories in public health and their application to board-based population screening.

· Knowledge of the principles of aviation medicine and its application for the purpose of medical certification of Airman identified by the ADCR.

The CMO will review the cases assigned taking into consideration FAA policies, seasoned professional judgment, and government-wide regulations. The CMO will collaborate with other government physicians to assess the Airman application, AME documentation, medical standards prescribed by Federal Aviation Regulations (FARs) and AMCD guidance documents.

The CMO establish and maintain contact with professional medical groups, both civilian and military, and attends meetings of these groups to exchange information on current developments related to aviation medicine and its application specific to this review as requested.

The CMO must share its responsibility for the physical custody and maintenance of Airman medical records to guarantee the legal and medical confidentiality of those cases submitted for its review. This includes hard copy, microfilmed, and electronic medical records along with various pathological entities of medicine and represent the largest collection of medical data concerning civil Airman. THE CMO will review electronic copies and other means provided for the purposes of the AADCR project.

The CMO must review Airman medical records and note any incongruences in the Airman’s application and those identified by the Airman, Airman Medical Examiner (AME) and/or other sources as identified by the review in DIWS Notes. All incorrect citations must be corrected within one (1) reporting cycle.

The CMO must document those Airman Records are found in the government systems (i.e. DIWS) its findings and prepare a Finding of Fact Determination (FoFD) for submission for decision or judgement of the AMCD Manager or the Deputy Regional Flight Surgeon (DRFSs).

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 Property

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 of a maximum of $500.00 for Contract Materials Support of worksite peripherals. The peripherals may be determined by the contractor contracts. Examples of peripherals are second monitors, key boards, head sets, printers, speakers, cameras and or a chair.

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, The Government will provide, without cost, a computer (laptop) to the Contractor working remotely.

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 visiting government facilities for post award meeting(s) 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 eQip system. Once the background processes in competed the contractor will receive a Government Personal Identity Verification (PIV) Contractor Badge. Comment by Cooper, Cynthia (FAA): OK, I am not understanding your thought. You clearly say that contractors will work remotely so why would they need to visit government facilities? Comment by McCauley, Katharine (FAA): Meetings We have one post award meeting and the CMO’s the team wanted to be able to plan another has the AME review begins

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 Agreement

· Signed Conflict of Interest Agreements

6.0 Qualifications

The Contract Medical Officer (CMO) must be able to perform duties upon issuance of Task Order of the BPA with limited review of systems. The CMO must be a retired FAA medical officer/physician or separated in good standing with knowledge and experience within the last five (5) years of Airman Medical Certification processes and systems. Other credentials include:

· Current Medical License by a state or US territory

· Board certified in a medical specialty recognized by the ABMS. Must have experience in aerospace or aviation medicine.

· Has previously completed Basic Aviation Medical Examiner Seminar held in Oklahoma City, Oklahoma or virtually due to the pandemic.

· Minimum of 10 years MO experience

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

· Contractor Liability Insurance Medical Officer Consultant

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 CMO must remain available for questions within should an Airman dispute government findings.

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.

Currently, the government anticipates up to 2 travel requirement(s) for this effort. All travel requirements will be scheduled 14 days in advance. The government anticipated a post award meeting the 3rd week of January 2022. Accommodations will be made for those that are unable to 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 2 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.

No FoFD will be requested where Review Sustains Airman Certification.

Correct workup* for missing information.

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 Airmen, 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 9 image1.png