ATTACHMENT 2 - Aeromedical Case Manager - PWS.pdf

PERFORMANCE WORK STATEMENT

(PWS)

for

Aerospace and Operational Medicine Division

(HQ AFRC SG/SGP)

Medical Case Manager Support for

HQ AFRC SG RFO PWS

REVI. 01 JULY 2026

RFQ: FA664326Q0004

Table of Contents

1. DESCRIPTION OF SERVICES (BACKGROUND & SCOPE)

1.1. Government Mission and Objective:

1.2. Scope of Work:

1.3. Period and Place of Performance:

1.4. Notification of Non-Personal Services:

2. AEROMEDICAL CASE MANAGEMENT (WORK BREAKDOWN

STRUCTURE)

2.1. General:

2.2. Medical Case Processing:

2.3. Program Administration & Reporting:

2.4. Unit & Member Customer Support:

2.5. Historical Workload Data:

2.6. Personnel Qualifications (Medical Case Manager):

2.7. General Personnel Requirements:

3. GENERAL INFORMATION

3.1. Contractor Identification:

3.2. Contractor Training:

3.3. Contractor/Government Communications & Focal Point:

3.4. Personnel Retention, Recruitment, and Absence Notification:

3.5. Duty Hours, Base Closures, and Telework

3.6. Phase-In / Phase-Out Plan:

3.7. Security Clearance & Network Access

3.8. Disclosure of Information & NDAs:

3.9. Section 508 Compliance:

3.10. CPARS Self-Evaluation:

3.11. Government / Contractor Meetings and Reports:

3.12. Quality Assurance:

4. SERVICE SUMMARY (PERFORMANCE OBJECTIVES)

4.1. Service Summary – General: .................................................................................... 14 RFO PWS

4.2. Service Summary Table

5. DELIVERABLES

5.1. General Deliverable Instructions:

5.2. Government Review & Acceptance:

5.3. Deliverable Rights & Data Ownership:

5.4. Deliverables Summary Table

6. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES ... 16

6.1. General:

6.2. Facilities and Workspace:

6.3. Information Technology Equipment:

6.4. Network and System Access:

6.5. Training:

6.6. Contractor Responsibility and Liability:

7. APPENDICES

APPENDIX A – Acronyms and Definitions

APPENDIX – DoD Regulations/Manuals/Instructions/Directives

APPENDIX C – HQ AFRC/SG Non-Disclosure Agreement

RFO PWS

1. DESCRIPTION OF SERVICES (BACKGROUND & SCOPE)

1.1. Government Mission and Objective: The Aerospace and Operational Medicine Division within the Office of the Command Surgeon at Headquarters Air Force Reserve Command (HQ AFRC) services and nearly 70,000 reservists across the globe. Medical case management is a key component to medical readiness across the force. Case management specialists provide timely and accurate processing to maintain a Ready Now! force.

1.2. Scope of Work: This requirement is for non-personal, administrative, and aeromedical case management support services for the Office of the Command Surgeon at Headquarters Air Force Reserve Command (HQ AFRC). The contractor must provide all management, personnel, and operational oversight necessary to execute high-volume medical case processing, program administration, and unit-level customer support. As a Performance-Based Service Acquisition, the contractor must manage all workflows to consistently meet the performance thresholds established in the Services Summary.

1.3. Period and Place of Performance: The primary place of performance is Headquarters Air Force Reserve Command (HQ AFRC) facilities, located at Robins Air Force Base (RAFB), GA. Relocation and travel costs will not be reimbursed by the Government.

The period of performance is a one (1) year base period with four (4) option years.

Travel is not required. None of the services listed in this PWS are mission/emergency essential.

1.4. Notification of Non-Personal Services: This is a non-personal services contract. The contractor must not hold itself out to be an agent or partner of the Government.

Contractor personnel must neither supervise nor accept supervision from Government employees; the contractor is solely responsible for managing its employees and preparing work schedules.

1.4.1. Conduct: Contractor personnel must present a neat, well-groomed appearance (casual business attire), portray a professional demeanor, and observe all facility safety and traffic regulations. Alcoholic beverages, illegal drugs, and profane/abusive language are strictly prohibited. The Contracting Officer or COR may require the contractor to remove personnel from the job site for conduct violations; such removal does not relieve the contractor of contract requirements.

2. AEROMEDICAL CASE MANAGEMENT (WORK BREAKDOWN

STRUCTURE)

2.1. General: The contractor must provide case management support and assistance necessary to aid in mission accomplishment for the Aerospace and Operational Medicine Division at HQ AFRC. Under the direction of the Division Chief, the contractor processes medical cases on flying and non-flying personnel not meeting the appropriate standards, supporting over 70,000 reserve personnel. The contractor must furnish all RFO PWS necessary management, processes, and labor to meet the performance standards defined herein.

2.2. Medical Case Processing: The contractor must accomplish administrative case evaluation by receiving, tracking, and reviewing pertinent medical data/information (e.g., medical history, doctor’s findings) to ensure proper documentation is available for government medical providers to substantiate granting a waiver. All information must be input into respective electronic systems depending on case type. Case actions include, but are not limited to:

2.2.1. Update Aeromedical Waiver Management Information System (AIMWTS), Electronic Case Tracking (ECT), Physical Exam Processing Program (PEPP), MEDXS and other systems of record with current case status as needed especially when case status changes

2.2.2. Provide written instructions to reserve medical units on the management of questionable or incompletely documented cases for additional information/requirements.

2.2.3. References and applies knowledge of general medical guidelines covering physical standards and forming the basis for adjudicating medical cases and obtains medical opinions/recommendations from professional medical personnel.

2.2.4. Coordinates with MAJCOMs, HQ USAF and medical treatment facilities (MTF) addressing reserve unique medical issues.

2.2.5. Confirming all required data included in case files for HQ AFRC provider adjudication, confirming provider statements match case type and higher level (e.g.

PEB) requirements.

2.2.6. Loading cases into appropriate electronic system of record

2.2.7. Completing technician level inputs for front and back-end management.

2.2.8. Ensure cases are handled in a timely fashion per applicable policy, and for special or high interest cases, per directive.

2.2.9. Ensure accuracy of data entry and case processing.

2.2.10. Track cases through the entire review process keeping RMUs and Chief, Medical Standards, informed of the status of each case.

2.2.11. Coordinate and assist with schedule evaluations using all available resources (ACS, nearest MTF to member, and other outside civilian agencies).

2.2.12. Review all cases submitted from reserve medical units (RMUs), the Aeromedical Consult Service (ACS) and Recruiting Services (RS), and ensure pertinent data is included with case results. RFO PWS

2.2.13. Reviews, schedules, and certifies accession, retention, and flying waivers utilizing ECT, AMWITS and PEPP.

2.2.14. Collection and compilation of data for final case disposition and mail-out to member.

2.3. Program Administration & Reporting: The contractor must provide program administration related to aeromedical case processing, including reports related to case processing metrics, data quality, unit case load, and other recurring reports as required.

The contractor must:

2.3.1. Creates educational tools and educates on all aspects of AOME mission.

2.3.2. Conducts ongoing command evaluation of physical examination statistics to ensure timely resolution and disposition of cases.

2.3.3. The contractor shall be responsible for performing analyses related to special requests or high-interest cases as identified by the COR.

2.3.4. Prepare a wide variety of recurring and some nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts.

2.3.5. The contractor shall perform clerical and administrative services, including the use of automated programs and software to produce required databases, spreadsheets, and graphics

2.3.6. Comply with all policies of the Aerospace and Operational Medicine Division and ensure appropriate timely and complete case management workflow. Additionally, he/she shall do the following:

2.3.7. Attend meetings for discussion of cases and are required to provide administrative computer support for this function on an as needed basis.

2.3.8. Complete required monthly, annual, and ad hoc reports.

2.3.9. Communicate all necessary information for appropriate case adjudication and workflow to the case management providers.

2.3.10. Coordinate activities with ACS, RS and other referring facilities.

2.3.11. Administrative due outs performed and completed as by directive.

2.3.12. Assist with planning, preparation, and execution of four training sources conducted by the SGP division. RFO PWS

2.4. Unit & Member Customer Support: The contractor must provide customer support related to aeromedical case processing and workflow to individual members and system users at reserve units, wings, NAFs, or commands. The contractor must:

2.4.1. Provides day-to-day advice and assistance to medical personnel in 69 separate units and three numbered Air Forces.

2.4.2. Receive telephone calls, return messages within 2 duty days of receipt.

2.4.3. Communicate effectively with coworkers, leaders, commanders, first sergeants, MAJCOMs, and AFMEDCOM, and resolve conflicts at different levels.

2.4.4. Review and process incoming and outgoing correspondence, materials, publications, regulations, and directives. Screen incoming mail/calls/emails to identify items that require escalation to designated Government personnel, referral to appropriate staff, rerouting to other organizations, or that can be handled directly by the contractor.

2.5. Historical Workload Data: The following table represents the approximate historical workload volumes for the services described above. This information is provided for estimation purposes only. As this is a Firm-Fixed-Price contract, the contractor must manage its staffing levels and workflows to ensure all performance standards are met for workload fluctuations up to 15% above the Estimated Average Monthly Volume.

Sustained workloads exceeding this 15% threshold may be subject to equitable adjustment.

Service Area Metric Estimated Average Monthly Volume

Aeromedical Case Processing

Initial Case Actions (Next Step) 864

Initial Case Actions (Complete) 432

Final Case Actions (Complete) 756

Data entry/case status updates across ECT, AIMWTS, PEPP, MEDXS, and PSC tracking outside of ECT

Scheduling and coordination actions with ACS, MTFs, and civilian providers (including IFC/MFS appointments)

RMU guidance and case clarification actions

162 RFO PWS

Final disposition compilation and mail-out actions

Unit and Member Customer Support

Phone calls 270

Email responses sent 486

Case consultation or advisement sessions

Urgent case support actions 41

Incoming and outgoing correspondence screened and routed

Program Administration and Reporting

Status or leadership reports 11

Correspondence, memo, or policy support actions related to adjudication memoranda

Administrative due-outs completed (aligned with final disposition compilation)

Total 6456

2.6. Personnel Qualifications (Medical Case Manager): The contractor must ensure all personnel performing case management support under this contract meet or exceed the following minimum qualifications. The primary labor category for this requirement is equivalent to a Medical Case Manager or Aeromedical Administrative Specialist.

2.6.1. Domain Experience: Must possess demonstrated experience processing and managing physical exams and medical standards. This experience may be acquired through military medical environments (e.g., USAF PES), or through equivalent civilian aeromedical, occupational health, or disability evaluation system environments.

2.6.2. System Proficiency: Must demonstrate a high level of proficiency with (or the ability to rapidly acquire proficiency in) Air Force and DoD medical systems, including the Aeromedical Information Management Waiver Tracking System (AIMWTS), Physical Examination Processing Program (PEPP), Periodic Health Assessment (PHA) programs, Joint Legacy Viewer (JLV), and Management Internal Control Toolset (MICT). RFO PWS

2.6.3. Regulatory Knowledge: Must demonstrate a high level of knowledge regarding medical standards for retention, flying classes, Line of Duty (LOD) determinations, and special operational duty for the USAF. Must be proficient in utilizing the Aeromedical Waiver Guide (AMWG) and the Medical Standards Directory (MSD).

2.6.4. Medical Literacy: Must possess basic knowledge of anatomy, physiology, disorders of human body systems, and emergency medical care procedures. Must possess knowledge of medical terminology and International Classification of Diseases (ICD-10) coding and possess the ability to use medical terminology accurately when documenting cases.

2.6.5. Communication & Administrative Skills: Must possess excellent oral and written communication skills and project management experience. Must possess the ability to translate and communicate complex medical/administrative instructions to service members at the member’s comprehension level.

2.6.6. Technical Skills: Must be highly proficient with Portable Document Format (PDF) software and the Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

Must possess proficient typing skills utilizing QWERTY and 9-key pads.

2.7. General Personnel Requirements: The contractor must ensure all personnel performing under this contract meet the following minimum baseline requirements:

2.7.1. Must be capable of working independently with strong time-management and prioritization skills.

2.7.2. Must be proficient in reading, writing, speaking, and understanding the English language to effectively communicate applicable technical subject matter to management, providers, and service members.

2.7.3. Must possess exceptional customer service skills.

2.7.4. Contractor personnel designated in a leadership or lead capacity (e.g., the Focal Point) must be capable of directing contractor personnel operations and serving as the primary interface with the Government.

3. GENERAL INFORMATION

3.1. Contractor Identification: All contractor personnel must identify themselves as contractor personnel during all forms of communication, including business meetings, telephone conversations, electronic mail, attendance sheets, coordination documentation, reports, and signature blocks. Contractor personnel working in Government workspaces must wear a picture identification badge clearly visible on the outermost garment between the neck and waist and identify their workspace area with a name plaque displaying their name and company affiliation. RFO PWS

3.2. Contractor Training: Contractor personnel must attend all Government-provided training required to perform normal services under this contract. Personnel must complete required web-based training, including but not limited to:

3.2.1. DoD Information Assurance Cyber Awareness Challenge

3.2.2. Health Insurance Portability and Accountability Act (HIPAA)

3.2.3. Privacy Act Training, and Derivative Classification and Marking Classified Information.

3.3. Contractor/Government Communications & Focal Point: The contractor must designate a Focal Point to serve as the single point of contact for all contractors and Government correspondence. The Focal Point must provide clear and consistent written and verbal responses to the Government within 24 hours of Government-initiated communication.

3.4. Personnel Retention, Recruitment, and Absence Notification: The contractor must make every effort to retain personnel to ensure continuity of operations. The contractor must immediately notify the COR in writing of any potential vacancies and the estimated time to fill them, ensuring continuity during periods of personnel turnover or long-term absences (absences longer than two weeks).

3.4.1. Absence Notification: To maintain non-personal services boundaries, individual contractor employees must not report daily attendance or sick leave directly to Government personnel. Instead, the contractor’s Focal Point must provide a courtesy notification to the COR for any scheduled or unscheduled absences that will impact daily workflow within 24 hours of the scheduled start of the workday.

3.5. Duty Hours, Base Closures, and Telework

3.5.1. Duty Hours: Normal operational hours are 0800 to 1600 (EST), Monday through Friday, excluding federal holidays and Family/Down Days. Contractor personnel must be available during the core hours of 0900 to 1500 (EST). Overtime is not authorized; however, flex-time is permitted to meet PWS requirements. If expedited performance requires extended hours, the Government will provide authorization to occupy Government facilities beyond normal duty hours.

3.5.2. Federal Holidays & Family/Down Days: Federal offices are closed on New Year’s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The contractor will not have access to Government facilities on these federal holidays or on designated Air Force Family/Down Days. The COR will notify the contractor of any non-planned closures.

3.5.3. Contractor Responsibilities During Facility Closures: Because the facility is closed on federal holidays and down days, the contractor is solely responsible for

RFO PWS

managing its personnel schedules, leave, and workflows. If the contractor determines that work must be performed on a facility closure day to maintain the performance thresholds established in the Services Summary, such work must be accomplished via authorized telework. The Government will not dictate contractor employee leave or compensation.

3.5.4. Telework & Cybersecurity: Situational telework is permitted with prior COR approval. The contractor must ensure telework operations comply with all DoD telework security policies (DoDI 1035.01p) and 48 CFR Part 40 (Information Security). Off-site personnel accessing sensitive medical case information (HIPAA/PII) must utilize secure, Government-approved Virtual Private Networks (VPN) and prevent the introduction of vulnerabilities. No data may be stored locally on unapproved devices.

3.5.5. Unplanned Base Closures: In the event of an unplanned facility closure (e.g., severe weather, shutdown), contractor personnel must not report to the base. The contractor must make its best effort to mitigate loss of work time by utilizing authorized telework/alternative connectivity to continue essential support services.

3.6. Phase-In / Phase-Out Plan:

3.6.1. Phase-In: The contractor must execute a 30-day Phase-In period at contract start.

Personnel must complete system access requirements and shadow existing USG staff to review day-to-day operations and procedures. The Focal Point must attend weekly transition meetings with the COR.

3.6.2. Phase-Out: During the 30 days prior to contract expiration, the contractor must establish procedures with the successor to ensure transition without degradation of service, providing copies of all instructions, records, databases, metric data, and standard operating procedures.

3.7. Security Clearance & Network Access

3.7.1. Tier 1 (T1) Requirement: All contractor personnel must possess or obtain a favorable Tier 1 (T1) – National Agency Check with Inquiries (NACI) or meet the current requirements of DoDM 1000.13-M-VI.

3.7.2. Timeline & Costs: The contractor is responsible for all costs and documentation required for security certifications. All contractor personnel must have their Tier 1 certification (or interim access approval) within 30 days of the start of the contract.

The contractor’s Facility Security Officer (FSO) must ensure timely notification of all hires to the AFRC Security Office.

3.7.3. LAN Access: Contractor personnel requiring access to the Government unclassified computer network must have a valid T1 verified through the DoD system of record (e.g., DISS/NBIS). No contractor personnel will be provided access to the network RFO PWS or its inherent capabilities (internet, email) without valid T1 or approved interim access.

3.7.4. Personnel Listing: The contractor must provide a current listing of personnel (including name and clearance level), validated by the company FSO, to the COR 30 calendar days prior to the service start date, and update it whenever personnel status changes.

3.8. Disclosure of Information & NDAs: In the performance of this contract, the contractor will have access to sensitive medical data, proprietary information, and Controlled Unclassified Information (CUI).

3.8.1. The contractor and its personnel must not divulge or release data or information developed or obtained under this contract except to authorized Government personnel or upon written approval of the Contracting Officer.

3.8.2. The contractor must strictly abide by the terms of the Privacy Act and Health Insurance Portability and Accountability Act (HIPAA).

3.8.3. Non-Disclosure Agreement: All contractor personnel must sign the AFRC/SG Non- Disclosure Agreement (Appendix C) prior to beginning contract performance. The contractor must provide copies of the signed NDAs to the COR prior to the start of work.

3.9. Section 508 Compliance: The contractor must meet the requirements of the Access Board’s regulations at 36 CFR Part 1194.22, which implements Section 508 of the Rehabilitation Act of 1973 (as amended), ensuring information technology is accessible to people with disabilities.

3.10. CPARS Self-Evaluation: In accordance with 48 CFR Part 42, the Government will formally evaluate and record the contractor’s overall performance annually utilizing the Contractor Performance Assessment Reporting System (CPARS).

3.10.1. The contractor must designate an authorized representative to access the CPARS system.

3.10.2. Upon the Government's issuance of the annual evaluation, the contractor will have the opportunity to review the rating and submit comments, rebutting statements, or a self-evaluation directly into the CPARS system within the statutorily mandated timeframe.

3.10.3. The contractor's performance on this contract (including adherence to the Services Summary metrics) will be used by the Government to determine future contract awards.

3.11. Government / Contractor Meetings and Reports: The contractor must participate in required meetings and submit associated deliverables to ensure transparent performance RFO PWS tracking. The contractor must record meeting minutes and submit them to the COR within five (5) business days for all required meetings:

3.11.1. Post-Award Meeting: The Government will host a post-award meeting with the contractor within 30 calendar days after contract award. The purpose of the meeting is to acquaint all parties, including the Contracting Officer, Government representatives (Program Manager (PM)/COR), and contractor representatives, and to review the contractor’s understanding of the requirements, goals, and objectives of the contract. The contractor must also address the status of any issues that will affect contractor start-up/ramp-up toward achieving full service/support capability.

3.11.2. Initial Contractor Performance Review: The contractor must attend an Initial Contractor Performance Review 30 calendar days after the contractor assumes full performance responsibilities (i.e., after completion of the transition) to ensure the contractor has successfully started performance, completed the transition, is fully operational, and is within the cost, schedule, and performance parameters of the contract.

3.11.3. Monthly Status Meetings: The contractor must participate in monthly status meetings at a mutually agreeable time and place or via teleconference. During these meetings, the contractor must provide, at a minimum, the following information:

accomplishments during the past month; update on work progress and milestones;

problems/issues; and planned actions for the coming month. The contractor must take minutes of these meetings and include them in the Monthly Status Report

(MSR).

3.11.4. Ad Hoc Meetings: The contractor must participate in ad hoc technical meetings to discuss taskings, work progress, technical problems, performance issues, or other technical matters. These meetings will occur at a time and place mutually agreed upon by the parties or via teleconference. The contractor must take minutes of these meetings and include them in the Monthly Status Report.

3.11.5. Contract Administration Meetings: The Contracting Officer (CO) may require the authorized contractor representative to meet or participate in a teleconference with authorized Government personnel as often as deemed necessary to discuss contract performance or administrative issues. The contractor may also request a meeting with the CO when deemed necessary.

3.11.6. Monthly Status Report (MSR) & Annual Report: The contractor must provide an MSR that briefly summarizes, by task, the management and technical work conducted during the month. Monthly Status Reports must be rolled up into an Annual Report that is a compilation of MSR reports with specific notable events or report information. The contractor must provide at a minimum the following information:

3.11.6.1. Summary of effort, progress, and status of all activities/requirements by task linked to deliverables as appropriate. RFO PWS

3.11.6.2. Accomplishments since the previous Monthly Status Meeting.

3.11.6.3. Actual monthly workload volume processed versus the estimated baselines (tracking the 15% surge threshold) and performance against the Services Summary standards. (Replaced the hazardous "New work added" bullet)

3.11.6.4. Brief summary of activity planned for the next reporting period.

3.11.6.5. Deliverables submitted for the period by task and linked to the milestone schedule.

3.11.6.6. All standards followed in support of the requirements.

3.11.6.7. Staffing (including turnover, vacancies, and security clearance statuses).

3.11.6.8. Milestone updates and schedule changes, issues, and/or variances.

3.11.6.9. Problems or issues.

3.11.6.10. Government action requested or required.

3.12. Quality Assurance: The Government will perform periodic reviews of the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) to determine conformity with the Services Summary performance thresholds.

4. SERVICE SUMMARY (PERFORMANCE OBJECTIVES)

4.1. Service Summary – General: The contractor service requirements are summarized into performance objectives that relate directly to mission-essential items. The performance thresholds briefly describe the minimum acceptable levels of service required for each objective. These thresholds are critical to mission success. The Government will perform periodic surveillance to evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP).

4.2. Service Summary Table

Performance Objective PWS Para Performance Threshold Method of Surveillance

Medical Case Processing & Adjudication Support Accuracy: Ensure accurate processing, updates, and data entry across systems of record.

2.2

The contractor must perform case processing and adjudication support actions with 90% or better accuracy per month.

Method: Periodic Inspection. Surveillance conducted monthly via COR sampling of case trackers and electronic system audits.

Case Processing Corrections:

Ensure rapid correction of errors.

2.2 The contractor must complete directed corrections within one

(1) duty day (24 hours) of

Method: Periodic Inspection. Surveillance conducted monthly via RFO PWS notification 95% of the time per month.

COR review of backlog and correction logs.

Customer Service Timeliness & Accuracy: Ensure timely and accurate response to units, members, and FAM consultation sessions. 2.4

The contractor must meet response timeliness standards (calls within 2 days, emails within 3 days, urgent cases same day) 95% of the time per month, and route correspondence with 90% or better accuracy per month.

Method: Periodic Inspection. Surveillance conducted monthly via COR review of phone/email logs, attendance, and customer feedback.

Program Administration, Meeting & Training Support: Provide administrative support for case discussions, special analyses, SGP meetings, and training.

2.3

The contractor must execute meeting, administrative, and training support tasks with 95% or better execution and timeliness per month.

Method: Customer Complaint / Periodic Inspection. Surveillance conducted via validated customer/staff feedback to the COR.

Contract Deliverables & Reporting: Ensure required reports (e.g., MSRs, meeting minutes) are submitted on time.

2.3 3.11

The contractor must submit all required contract deliverables and reports with 95% or better timeliness per month.

Method: 100% Inspection.

Surveillance conducted by COR upon receipt of each deliverable (e.g., MSR).

5. DELIVERABLES

5.1. General Deliverable Instructions: The contractor must submit all deliverables electronically to the Contracting Officer's Representative (COR) using standard Microsoft Office products (e.g., Word, Excel, PowerPoint) unless otherwise specified.

5.2. Government Review & Acceptance: The Government will review deliverables for accuracy, timeliness, and formatting. If a deliverable (such as a Monthly Status Report) is incomplete or inaccurate, the COR will notify the contractor in writing. The contractor must incorporate Government comments and resubmit the deliverable within five (5) business days of receipt of comments at no additional cost to the Government. The COR may approve extensions to deliverable timelines based on the magnitude and complexity of the requested changes.

5.3. Deliverable Rights & Data Ownership: All data, documentation, notes, records, spreadsheets, reports, and materials produced by the contractor under this PWS are the sole property of the U.S. Government. The Government retains unlimited rights to all generated materials and determines the scope of publication and distribution. The contractor must deliver electronic copies of all documentation to the Government upon termination or expiration of the contract.

RFO PWS

5.4. Deliverables Summary Table

Deliverable PWS Para Frequency / Due Date Submit To

Personnel Security Listing (Staff Matrix) 3.7.4.

30 days prior to service start date; update upon any changes

COR

Non-Disclosure Agreements (NDAs) 3.8.3

Prior to commencement of performance by all personnel

COR

Meeting Minutes (All Types) 3.11 Within five (5) business days following the meeting

COR

Monthly Status Report (MSR) 3.11.6 By the 10th business day of each month

COR

Annual Report 3.11.6 30 days after the end of the fiscal year

COR

Phase-Out Materials (SOPs, Data) 3.6.2 30 days prior to contract expiration COR / Contracting Officer

6. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND

SERVICES

6.1. General: The Government will provide the facilities, equipment, and information necessary to perform the tasks stipulated in this contract. These items are incidental to the place of performance and remain accountable to the Government. All facilities, equipment, and information remain the property of the Government, and the contractor must return all items to the COR or designated representative upon request or at the end of the period of performance.

6.2. Facilities and Workspace: Contractor personnel assigned to a Government facility will be provided office space in unclassified work areas. This includes desks, chairs, access to network printers, unclassified networks, copy machines, standard telephones (DSN and commercial access), and basic on-site office supplies.

6.3. Information Technology Equipment: The Government will provide standard IT equipment, including Government-configured computers (laptops or desktops), monitors, keyboards, mice, and telephone access. The contractor must not connect any unauthorized personal or corporate equipment (e.g., USB drives, personal laptops, unapproved peripherals) to Government networks or hardware.

6.4. Network and System Access: Pending the successful completion of the Tier 1 background investigation (PWS Section 3.7), the Government will provide access to the Non-Secure Internet Protocol Router Network (NIPRNet), official Government email, and the specific medical systems of record (e.g., ASIMS, MEDXS, PEPP) required to perform case processing duties. RFO PWS

6.5. Training: The Government will provide all mandatory, facility-specific, and system-specific training required to perform the duties outlined in this PWS (e.g., access training for specific DoD medical databases).

6.6. Contractor Responsibility and Liability: The contractor must safeguard all Government-furnished property, equipment, and information. The contractor must report any lost, damaged, or destroyed Government property to the COR within one (1) duty day. If Government property is lost, damaged, or destroyed due to contractor negligence or willful misconduct, the contractor must replace or repair the equipment at no additional cost to the Government.

7. APPENDICES

APPENDIX A – Acronyms and Definitions

APPENDIX B – DoD Regulations/Manuals/Instructions/Directives

APPENDIX C – HQ AFRC/SG Non-Disclosure Agreement

RFO PWS

APPENDIX A – Acronyms and Definitions

ACRONYM DEFINITIONS

ACS Aeromedical Consult Service AIMWTS Aeromedical Information Management Waiver Tracking System AF Air Force AFMEDCOM Air Force Medical Command AFRC Air Force Reserve Command CO Contracting Officer COR Contracting Officer Representative DHA Defense Health Agency DoD Department of Defense ECT Electronic Case Tracker FSO Facility Security Officer GFP Government Furnished Property HIPAA Health Insurance Portability and Accountability Act IT Information Technology JLV Joint Legacy Viewer LAN Local Area Network LOD Line of Duty MEDXS Medical Expeditionary System MTF Military Treatment Facility NACI National Agency Check with Inquiries NDA Non-Disclosure Agreement PEB Physical Evaluation Board PEPP Physical Exam Processing Program PHA Periodic Health Assessment PWS Performance Work Statement PM Program Manager

RMU Reserve Medical unit RS Recruiting Services SG Surgeon General SS Services Summary T1 Tier 1 USAF United States Air Force VA U.S. Department of Veterans Affairs RFO PWS

APPENDIX – DoD Regulations/Manuals/Instructions/Directives Department of Defense (DoD) Regulations/Manuals/Instructions/Directives:

Publications applicable to this requirement include, but are not limited to, those listed below.

The Contractor shall follow all applicable publications and references thereto. Supplements or amendments to listed publications from any organizational level may be issued by the Air Force (AF) Publications Office during the life of the contract.

Publications and forms are maintained and available electronically for Contractor download through the internet.

DoD Directives can be found at https://www.esd.whs.mil/DD/ Regulations are followed by a “---R” (e.g., DoD 6025.18-R) and can be located on the website by clicking on Publications instead of Directives.

Air Forces specific directives can be found at http://www.e-publishing.af.mil. All instructions are readily available for download.

DEPARTMENT OF DEFENSE (DoD) Regulations/Manuals Instructions/Directives *Most current versions apply

PUB NO. TITLE

DoDD 5015.2 DoD Records Management Program DoD 5015.02-STD Electronic Records Management Software DoDI 1241.01 Reserve Component (RC) Line of Duty Determination for Medical and

Dental Treatments and Incapacitation Pay Entitlements DoDI 6130.03 V1, V2

Medical Standards For Military Service: Appointment, Enlistment, Or Induction

DoDI 1332.18 Disability Evaluation System DoDI 6025.19 Individual Medical Readiness

AIR FORCE INSTRUCTIONS (AFI) / MANUALS

*Most current versions apply

PUB NO. TITLE

DAFI-33-322 Records Management Program DAF Manual 33-326 Preparing Official Communications DAFI 33-364 Records Disposition--Procedures and Responsibilities DAFI 33-360 Publications and Forms Management DAF Handbook (AFH) 33-337 The Tongue and Quill DAFI 36-2910 Line Of Duty (LOD) Determination, Medical

Continuation (MEDCON), And Incapacitation (INCAP) Pay

DAFMAN 48-123 Medical Examinations And Standards MSD Medical Standards Directory RFO PWS

DAFI 36-3212 Physical Evaluation For Retention, Retirement And Separation

DAFI 48-133 Duty Limiting Conditions Aeromedical Waiver Guide Aeromedical Waiver Guide

APPENDIX C – HQ AFRC/SG Non-Disclosure Agreement Purpose: The purpose of this Non-Disclosure Agreement (NDA) is to confirm in writing that the undersigned understands their responsibilities regarding the protection of information and/or material encountered during the course of work performed under this contract. This NDA covers all forms of information made available as Government Furnished Information or information/material developed under this contract, whether in the form of working materials or as a deliverable product. This NDA applies to unclassified Government information/material, including Controlled Unclassified Information (CUI), Health Insurance Portability and Accountability Act (HIPAA) data, Privacy Act data, and proprietary information supplied by other vendors for use by the Government. All information and material released to the contractor remains the property of the U.S. Government and may be withdrawn at any time.

Responsibility: As a condition of acceptability for work under this contract in support of AFRC/SG, contractor personnel are required to complete and sign the attached NDA prior to commencement of performance:

NON-DISCLOSURE AGREEMENT FOR CONTRACTORS/SUBCONTRACTOR

EMPLOYEES, SENIOR MANAGERS OR COPORATE OFFICERS

I, _______________________________________________________(clearly print or type name), an employee, senior manager, or corporate officer of ________________________________(Company Name) acting as a Prime or Subcontractor under Contract Number ________________________ awarded by the AFRC/SG office (Customer), agree not to disclose to any third party or anyone who is not performing work for the Customer and who does not have a need to know such information, any proprietary, source selection sensitive information, programmatic, budgetary information, Personally Identifiable Information (PII), or Protected Health Information (PHI) contained in or accessible through AFRC/SG programs and activities. All information and data will be handled in accordance with Government direction under the AFRC/SG program and applicable Government laws and regulations, including the Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act of 1974, and applicable sections of 48 CFR Part 3 (Improper Business Practices and Personal Conflicts of Interest) and 48 CFR Part 9 (Contractor Qualifications).

I understand that Information I may receive or possess as a result of my assignment to work on AFRC/SG activities under this Contract may be considered proprietary, source selection sensitive, and/or Controlled Unclassified Information (CUI). The responsibilities of my employer for the proper use and protection from unauthorized disclosure of such information are governed by 48 CFR Part 3. Pursuant to these regulations, I agree that I must not appropriate such information for my own use or release or discuss such information with third parties unless specifically authorized.

This Agreement must continue for a term of five (5) years from the date upon which I last have access to such information. Upon expiration of this Agreement, I have a continuing obligation not to disclose proprietary, programmatic, budgetary, source selection sensitive, or protected medical information to any person or legal entity unless that person or legal entity is authorized by the Government to receive such Information. I understand that any violation of my duty to protect information I was exposed to while working as an employee of _______________________________________ (Company Name) under the Contract referenced above may subject me, and/or my employer, to administrative, civil, and criminal sanctions.

I understand that the United States Government may seek any remedy available to it to enforce this Agreement, including, but not limited to, application for a court order prohibiting disclosure of information in breach of this agreement. Court costs and reasonable attorney fees incurred by the United States Government may be assessed against me if I lose such action. I understand that another company might file a separate claim against me if I have misused its proprietary information. RFO PWS

In the event that I seek other employment, I will reveal to any prospective employer the continuing obligation in this agreement prior to accepting any employment offer.

If signing as a corporate officer of either the Prime or Subcontractor, I certify that I am a duly authorized representative with legal authority to bind the Company.

Agreed and Accepted:

(Signature of Employee) (Date)

(Printed Name/Position) (Telephone Number)

(Signature of Employer Sr. Mgr/Officer) (Date)

(Printed Name/Position) (Telephone Number)