PERFORMANCE WORK STATEMENT

FOR

AEROSPACE MEDICAL ACCESSION STANDARDS

HEADQUARTERS

AIR FORCE ACCESSIONS CENTER,

AM DIRECTORATE/AMWD

JBSA-RANDOLPH

PWS dated 02 July 2025

PERFORMANCE WORK STATEMENT

AEROSPACE MEDICAL ACCESSION STANDARDS

1.0 DESCRIPTION OF SERVICES.

This is a non-personal service, performance-based requirement providing professional medical services as Subject Matter Experts (SMEs) to the Aerospace medical standards program that supports Headquarters, Air Force Accessions Center (AFAC/AM), Accession Medical Waiver Directorate (AMWD), at Joint Base San Antonio (JBSA), Randolph Air Force Base, TX. The SMEs include services as Aerospace Medical Technicians and as an Aerospace Medicine Specialist Physicians.

AMWD performs data input and updates to an exclusive government provided database on medical certification, waivers, and cases of attrition from training, secondary to medical issues and standards. AMWD serves as the focal point for the United States Air Force Academy (USAFA), Air Force Reserve Officer Training Center (ROTC), United States Medical Enlisted Processing Centers (MEPS), Air Force Reserves, Air National Guard, and DoD Medical Evaluation Review Board (DoD MERB) on medically related concerns specific to the respective programs.

The contractor employees or SMEs will provide professional medical services supporting the AMWD since the agency functions as the Department of the Air Force (DAF) medical certification and waiver authority conducting occupational suitability risk assessments and analysis for all individuals applying for enlistment, commissioning, flying training, and other AF special operational duty accession programs.

1.1 Scope: The contractor shall provide the SMEs to perform the professional medical services and the work in-line with this Performance Work Statement (PWS). The contractor shall provide the personnel, management, transportation, equipment, materials, and quality control. There is a list of selected equipment furnished by the Government in paragraph 7.

1.2 Non-Personal Services. The contractor is responsible for managing contract employees through education and guarding against any actions that are personal in nature, actions that meet the parameters of personal services or give the perception of personal services. The government will neither supervise contractor employees, nor control the methods the contractor performs the required tasks, nor prepare work schedules for individual contractor employees; however, the contractor shall consider the Government’s duty hours and work schedule. If the contractor feels that any actions constitute or are perceived to constitute personal services, the contractor shall notify the Contractor Officer (CO) immediately. Personal services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decision-making relative to programs supported by the contractor shall be the sole responsibility of the Government.

2.0 REQUIREMENTS.

Primarily, the services include processing and accomplishing medical evaluations and adjudications of medical requirements and waivers specifically related to accessions waivers, medical examinations, and other similar physical medical cases submitted to AFAC/AM for determinations and actions; and it includes, services conducting ongoing accession medical waiver determinations, data analysis, preparing and delivering slide presentations on matters pertaining to the application of physical standards, certification actions, and waivers consideration delegated to the directorate by the Office of the Air Force Surgeon General.

The requirement is to provide SMEs as Aerospace Medical Technicians, as Clinical Psychologists, and as an Aerospace Medicine Specialist Physician. SMEs must meet the following credentials:

2.1 Aerospace Medical Technician (Flight & Operational Medical Technician)

2.1.1 EXPERIENCE

2.1.1.1 Expert knowledge in the application of the Air Force accession, retention, and special duty medical standards, or equivalent civilian occupational placement standards.

2.1.1.2 In-depth knowledge, experience, and training to handle and solve complex cases that arise when addressing occupational suitability decisions.

2.1.1.3 Ability to communicate in medical and psychological terminology and have a functional understanding of human anatomy and physiology.

2.1.1.4 Master of oral, written communication and customer service principles, methods, and techniques analytic methods, to include interpersonal relations practices.

2.1.1.5 Knowledge of Department of Defense (DoD), Air Force (AF), and government-wide manuals, policies, guides, instructions, and publications relevant to the medical programs; including procedures and references related to the DAFMAN 48-123, Medical Examination and Standards; DAFPD 48-1, Aerospace and Operational Medicine Enterprise; DAFMAN 36-2905, Fitness Program; AFI 10-203, Duty Limiting Conditions;

AFI 48-101, Aerospace Medicine Program; DAFMAN 48-149, Flight and Operational Medicine Program; DoDM 5210.42R; DoDI 6130.03 Vol 1, Military Medical Standards:

Appointment, Enlistment, or Induction, and DoDI 6130.03 Vol 2, Medical Standards for Military Service.

2.1.1.6 Knowledge of Air Force Instructions pertaining to physical, medical fitness and profiling standards.

2.1.1.7 Extensive knowledge and ability to work in the Microsoft Office software applications using PowerPoint, Excel, Access, Outlook, and Word and the ability work with other IT software.

2.1.1.8 Experience to the journeyman level in Military Healthcare Operations and Standards for the Air Force and Department of Defense. Minimum of four (4) years of experience performing physical standards case management with measurable physical standards within the last ten (10) years of application.

2.1.1.9 Must understand and adapt to the work environment, where the work is primarily sedentary.

2.1.1.10 Must meet the physical requirements since tasks may include prolonged walking, standing, sitting, or bending.

2.1.2 EDUCATION, TRAINING AND CREDENTIALS:

2.1.2.1 Formal Air Force Aerospace Medical Technician technical training, and/or Flight and Operational Medical Technician training.

2.1.3 TECHNICAL REQUIREMENTS OR DESCRIPTION OF THE WORK

2.1.3.1 Act as the subject matter expert, with oversight and guidance from AMWD personnel, to review medical documentation, interpret DoD and AF guidance and assist in providing recommendations to adjudicate cases pertaining to all requests related to AMWD programs and similarly related medical evaluation functions in support of Aeromedical functions in HQ AFAC.

2.1.3.2 Receive and provide recommendations, with approval by the HQ AFAC/AM personnel, to all physical evaluation cases using dedicated, web-based systems or hard copies within the production standard set forth by the CMO or designee.

2.1.3.3 Accurately review all Physical Examination cases submitted from the worldwide customer bases and ensure pertinent data is included with each case, and systematically and correctly input all required information into HQ AFAC databases within 10 business days of case receipt.

2.1.3.4 Track case using the HQ AFAC database throughout the entire medical review and evaluation process. Keep staff, base, and interested parties informed of case status via e-mail, telephone calls and face-to-face interaction.

2.1.3.5 Coordinate as needed, Physical Examination cases using all available resources and appropriate agencies from Wilford Hall Ambulatory Surgical Center (WHASC), San Antonio Military Medical Center (SAMMC), Air Force Medical Consultants, in-house consultants, and other agencies global-wide and military-wide. Process cases and/or evaluations by using departmental government-wide procedures, manuals, regulations, policies and procedures that directly support the determinations, which includes current standards outlined by DAFMAN 48-123, Aerospace Medical Program, DODI 6130.03 Vols. 1 and 2, the AF Waiver Guide, and HQ AFAC/AM protocol.

2.1.3.6 Prepare, process and package all administrative and support documents pertaining to physical evaluation and certification within 10-business days of case receipt.

2.1.3.7 Review medical documentation, present a medical summary of applicant's medical history, and describe the AF medical standards applicability by briefly detailing the program applying for, using DAFMAN 48-123, required forms, and directorate protocol.

2.1.3.8 Perform all required data entry to initiate review, maintain follow-up reports using the templates used by HQ AFAC/AM.

2.1.3.9 Coordinate with and inform the appropriate Branch Chief or the Contracting Officer Representative (COR) concerning case reviews that do not conform with standard operating procedures.

2.1.3.10 Maintain knowledge of current publications released by DoD, the Air Force and government-wide publications or health directives. Apply the necessary research and the methods of specifying resources or references that supports the medical evaluation. The publications include instruction manuals, guidebooks, circulated directives, applicable policies relevant to the work to include procedures and applications of departmental protocols.

2.1.3.11 Prepare and dispatch correspondence IAW Health Information Portability and Accountability Act (HIPAA) and Privacy Act requirements for all documentation meeting these requirements.

2.1.3.12 Must be able to type, read, speak, understand, and write English well enough to effectively communicate with other members of the staff.

2.2 Aerospace Medicine Specialist Physician (Flight Surgeon)

2.2.1 EXPERIENCE:

2.2.1.1 Shall have demonstrated leadership in the management of aeromedical programs at the group, wing, and enterprise level. Ideal candidate must have a background in flight operations and in-depth understanding of USAF Operations and Maintenance programs.

2.2.1.2 Shall be an experienced flight surgeon capable of performing medical standards consultation/staff functions at the MAJCOM level. SME should have an in-depth understanding of the management of aerospace medicine programs and policy at the enterprise level; along with, a strong background in flight standards and will have extensive experience writing regulatory guidance, reviewing waivers, and implementing policy regarding aerospace medicine and must have experience overseeing aeromedical programs and organizations. Additionally, the applicant would provide consultation and feedback for implementation of the Base Operational Medicine Cell (BOMC) initiative.

2.2.1.3 Shall have a minimum of three (3) years in the last fifteen (15) years as a military Flight Surgeon while serving on active duty. The Flight Surgeon shall have experience in applying military medical standards and conducting special operational evaluations, including (but not limited to) PHA for flyers/special duty personnel, and initial certification exams for flying/special duty applicants.

2.2.1.4 Aeromedical disposition for flying/special operational duty.

2.2.1.5 Conducting adaptability rating assessment for military special duty applicants.

2.2.1.6 Knowledge and application of essential manuals, policies, guides, instructions, and publications relevant to the medical programs; including procedures and references related to the DAFMAN 48-123, Medical Examination and Standards;

DAFPD 48-1, Aerospace & Operational Medicine Enterprise; DAFMAN 36-2905, Fitness Program; AFI 10-203, Duty Limiting Conditions; AFI 48-101, Aerospace Medicine Program; DAFMAN 48-149, Flight and Operational Medicine Program; DoDM 5210.42R;

and DoDI 6130.03 Vol 1, Military Medical Standards: Appointment, Enlistment, or Induction, and DoDI 6130.03 Vol 2, Medical Standards for Military Service.

2.2.1.7 Proficient with the procedures and implementations of medical, fitness and profiling standards IAW DAFMAN 48-123, DAFMAN 36-2905 and AFI 10-203 (including profiling and duty restrictions as Profile Officer).

2.2.2 EDUCATION, LICENSE AND CREDENTIALS:

2.2.2.1 Shall possess a Doctor of Medicine or a Doctor of Osteopathy degree and fulfilled a residency or fellowship acceptable to the U.S. Air Force Surgeon General.

2.2.2.2 Shall possess a Board Certification in Aerospace Medicine, Occupational

Medicine, or Preventive Medicine, and the Board Certification shall be valid (state or federal license) to practice medicine as a doctor or physician assistant. If the SME has a different certification, the SME shall be board certified with another specialty and meet the experience outlined in paragraph 2.2.1.

2.2.2.3 Shall possess a valid, full, active, unrestricted medical license in good standing from any U.S. jurisdiction. There shall not be any history of adverse actions against the applicant in the last ten (10) years.

2.2.3 TECHNICAL REQUIREMENTS OR DESCRIPTION OF THE WORK. The SME shall:

2.2.3.1 Assist in formulation of responses, dispositions of individual cases, as well as making recommendations for development of policies that guide the decisions which are ultimately made by the AMWD/CMO. Includes providing strategic direction project, planning, scheduling development, and general administrative support functions which may include tasking support functions, consultation, meeting attendance, briefing development, and providing support and other such duties as directed and within the technical capacity.

2.2.3.2 Will act as the subject matter expert, with oversight and guidance from AMWD personnel, to review medical documentation, interpret DOD and AF guidance and assist in providing recommendations to Aerospace Medical Technicians to adjudicate cases pertaining to all requests related to AMWD programs and similarly related medical evaluations in support of Aeromedical functions.

2.2.3.3 Receive and provide recommendations, with approval by the HQ AFAC/AM personnel, to all types of cases using dedicated web-based systems or hard copies, within the production standard set forth by the CMO or designee.

2.2.3.4 Assist HQ AFAC in providing information and updates to external customers on the focused areas. The contractor will also assist in preparation of responses to inquiries or objections to decisions that have been made by the AMWD.

2.2.3.5 Accurately review all physical examination cases submitted from the worldwide customer base and ensure pertinent data is included with each case, to correctly input all required information into HQ AFAC databases within 10-business days of case receipt.

2.2.3.6 Track case using the HQ AFAC database, through entire review process keeping staff, base, and interested parties informed of case status via e-mail, telephone calls and face-to-face interaction.

2.2.3.7 Coordinate as needed, Physical Examination cases using all available resources and appropriate agencies from Wilford Hall Ambulatory Surgical Center

(WHASC), San Antonio Military Medical Center (SAMMC), Air Force Medical Consultants, in-house consultants, and other agencies global-wide and military-wide. Process cases and/or evaluations by using departmental government-wide procedures, manuals, regulations, policies and procedures that directly support the determinations, which includes current standards outlined by DAFMAN 48-123, Aerospace Medical Program, DODI 6130.03 Vols. 1 and 2, the AF Waiver Guide, and HQ AFAC/AM protocol.

2.2.3.8 Prepare all routine administrative documentation pertaining to review and certification within 10-business days of case receipt.

2.2.3.9 Review medical documentation, present a medical summary of applicant's medical history, and describe the AF medical standards applicability by briefly detailing the program applying for, using DAFMAN 48-123, required forms, and directorate protocol.

2.2.3.10 Perform all required data entry to initiate the reviews, maintain reports and use the appropriate templates provided by HQ AFAC/AM.

2.2.3.11 Coordinate and inform the AMWD Chief Physician, appropriate Branch Chief, or the Contracting Officer Representative (COR) concerning case reviews that do not conform with standard operating procedures or policies and present an outcome of unsuitability.

2.2.3.12 Maintain knowledge of current publications released by DoD, the Air Force and government-wide publications or health directives. Apply the necessary research and the methods of specifying resources or references that supports the medical evaluation. The publications include instruction manuals, guidebooks, circulated directives, applicable policies relevant to the work to include procedures and applications of departmental protocols.

2.2.3.13 Disseminate HQ AF/AM and/or Air Force Medical Command (AFMED) policy updates via email to the Aeromedical Career Field Advisor with updates for the Air Force Surgeon General and HQ AFAC/AM on policy and procedures concerning assigned program.

2.2.3.14 Prepare and dispatch correspondence IAW Health Information Portability and Accountability Act (HIPAA) and Privacy Act requirements for all documentation meeting these requirements.

2.2.3.15 Additional duties include, but not limited to, assisting HQ AFAC or designees with special projects such as attending and instructing at relevant conferences, AF or DoD-level meetings, and supporting policy level issues on behalf of or in conjunction with the AFAC/AM Directorate.

2.2.3.16 Must be able to read, speak, understand, and write English well enough to effectively communicate with other members of the staff.

2.3 Clinical Psychologist (Mental Health Provider). The contractor shall:

2.3.1 EXPERIENCE:

2.3.1.1 Shall have demonstrated leadership/experience in the management of psychological health and USAF aeromedical programs at all levels. Ideal candidate must have a background in military service, experience with deployment (specifically USAF), and in-depth understanding of Medical Standards and USAF policy and programs.

2.3.1.2 Shall be an experienced clinical psychologist capable of performing medical standards consultation, specifically in the areas of military service standards and equivalent civilian occupational placement standards. SME should have an in-depth understanding of the evaluation and policy at the enterprise level; along with the strong background in military standards, will have experience advising for regulatory guidance, reviewing waiver requests, and implementing policy regarding psychological aspects of military/aerospace medicine.

2.3.1.3 Shall have a minimum of three (3) years in the last fifteen (15) years as a military Biomedical Science Corps officer and psychologist. The mental health provider shall have experience in applying military medical standards and conducting special operational evaluations, including (but not limited to) clinical interviews/assessments for special duty applicants or accession candidates, and initial certification evaluations for flying/special duty applicants.

2.3.1.4 Conducting adaptability rating assessment for military special duty applicants.

2.3.2 EDUCATION, LICENSE AND CREDENTIALS:

2.3.2.1 Shall possess a Doctor of Psychology (Psy.D.) or equivalent level degree and fulfilled a residency or intern training year acceptable to the U.S. Air Force Surgeon General.

2.3.2.2 Shall possess a valid, full, active, unrestricted psychology license in good standing from any U.S. jurisdiction. There shall not be any history of adverse actions against the applicant in the last ten (10) years.

2.3.3 TECHNICAL REQUIREMENTS OR DESCRIPTION OF THE WORK. The SME shall:

2.3.3.1 Assist in formulation of responses and dispositions to individual cases as well as making recommendations for development of policies that guide the decisions which are ultimately made by the AMWD/CMO. Includes providing strategic direction project, planning, scheduling development, and general administrative support functions which may include tasking support functions, consultation, meeting attendance, briefing development, and providing support and other such duties as directed and within the technical capacity.

2.3.3.2 Act as the subject matter expert, with oversight and guidance from AMWD personnel, to generate and review medical documentation, interpret DOD and AF guidance and assist in providing recommendations for adjudicating cases pertaining to mental health related requests in support of AMWD programs and similarly related medical evaluations in support of Aeromedical functions.

2.3.3.3 Receive and provide recommendations, with approval by the HQ AFAC/AM personnel, to mental health types of cases using telehealth interviews, dedicated web-based systems or hard copies, within the production standard set forth by the CMO or designee.

2.3.3.4 Assist HQ AFAC in providing information and updates to external customers on the focused areas. The contractor will also assist in preparation of responses to inquiries or objections to decisions that have been made by the AMWD.

2.3.3.5 Accurately review mental health related physical examination cases submitted from the worldwide customer base and ensure pertinent data is included with each case, to correctly input all required information into HQ AFAC databases within 20-business days of case receipt.

2.3.3.6 Track cases using the HQ AFAC database, through entire review process keeping staff, base, and interested parties informed of case status via e-mail, video conferencing, telephone calls, and face-to-face interaction.

2.3.3.7 Coordinate as needed, Physical Examination Cases using all available resources and appropriate agencies (Wilford Hall Ambulatory Surgical Center, San Antonio Military Medical Center (SAMMC), other Air Force medical consultants, in-house consultants, and other agencies. Process evaluations by using departmental and government-wide procedures, manuals, regulations, and policies that directly support the determinations, which includes current standards outlined by DAFMAN 48-123, Aerospace Medical Program, DODI 6130.03 Vols 1 and 2, Medical Standards for Military Service, the AF Waiver Guide, and HQ AFAC/AM protocol.

2.3.3.8 Prepare all routine administrative documentation pertaining to review and certification within 20-business days of case receipt.

2.3.3.9 Review mental health medical documentation, interview the disqualified applicant, present a summary of applicant's medical history, and describe the AF medical standards applicability by briefly detailing the program applying for, using DAFMAN 48-123, required forms, and directorate protocol.

2.3.3.10 Perform all required data entry to initiate consultations/reviews, maintain reports and use the appropriate procedures and templates provided by HQ AFAC/AM.

2.3.3.11 Coordinate and inform the AMWD Chief Physician, appropriate Branch Chief, or the Contracting Officer Representative (COR) concerning case reviews that do not conform with standard operating procedures or policies and present an outcome of unsuitability.

2.3.3.12 Maintain knowledge of current publications released by DoD, the Air Force and government-wide publications or health directives. Apply the necessary research and the methods of specifying resources or references that supports the mental health evaluation.

The publications include instruction manuals, guidebooks, circulated directives, applicable policies relevant to the work to include procedures and applications of departmental protocols.

2.3.3.13 Disseminate HQ AFAC/AM and/or Air Force Medical Command (AFMED), formerly Air Force Medical Readiness Agency or AFMRA policy updates via email to the Aeromedical and or Mental Health Career Field Advisor with updates for the Air Force Surgeon General and HQ AFAC/AM on policy and procedures concerning assigned program.

2.3.3.14 Prepare and dispatch correspondence IAW Health Information Portability and Accountability Act (HIPAA) and Privacy Act requirements for all documentation meeting these requirements.

2.3.3.15 Additional duties include, but not limited to, assisting HQ AFAC or designees with special projects such as attending and instructing at relevant conferences, AF or DoD-level meetings, and supporting policy level issues on behalf of or in conjunction with the AFAC/AM Directorate.

2.3.3.16 Be able to read, speak, understand, and write English well enough to effectively communicate with other members of the staff.

2.3.3.17 Be required to travel to HQ AFAC on initial hiring for orientation and at least annually to coordinate and communicate with other members of AMWD leadership and provider staff

2.4 General Administrative Requirements. The contractor shall:

2.4.1 Provide a contact person responsible for the management, performance, operation, plus have the full understanding, authority-to-act for the Contractor on all matters relating to the components, circumstances and expectations of the services and the contract. The Contractor shall designate this individual, title, and submit pertinent contact information, to the contracting agency and the COR within ten (10) calendar days of award date.

2.4.2 The Contractor shall provide resumes of proposed personnel for positions requiring specific qualifications as outlined in Section 2.0 of the PWS. The Government reserves the right to review these resumes prior to the Contractor's final hiring decision to ensure candidates meet the mandatory qualifications detailed in Section 2.0 of the PWS. The Government's review will be limited to verifying that the resume demonstrates the required experience level, certifications, licenses, and degrees specified for the position.

The Government shall provide feedback to the Contractor within ten (10) business days regarding whether the candidate's resume meets the mandatory qualifications. The Contractor remains solely responsible for all hiring decisions and the performance of its employees. Should the Contractor not fill a position with a candidate that meets the minimum qualifications, the contractor must provide the government with their rationale.

A waiver of a specific qualification may be requested in writing, with justification, to the Contracting Officer (CO) and is subject to Government approval.

2.4.3 Ensure continuation of services and the impact to the Government is minimal during personnel absences due to sickness, leave, voluntary or involuntary termination from employment. The absence or vacancy should not exceed thirty (30) days, and the contractor must recognize that the extended absences does not preclude the contractor from performing the work herein and does not constitute an excuse for nonperformance.

2.4.4 Notify the Government at the earliest date or within three (3) business days of any extended absence or projected vacancies exceeding thirty (30) days, or an immediate personnel departure. Furthermore, the contractor shall follow-up within 72 hours, stating the date and time the position to be vacant, the reason, the anticipated replacement date of personnel, and/or what measures or corrective action be taken to carry on the mission.

2.4.5 Replacement personnel shall begin work in a manner that a position is not vacant for more thirty (30) calendar days. A part-time substitute or any type of temporary staffing employee will not be considered.

2.4.6 Prior to referring a SME replacement, the contractor shall notify the Government immediately but NLT two (2) weeks in advance of the proposed substitution. The notice shall include written justification for the change and a resume for the proposed personnel.

From that point, the Government will review the proposed SME’s qualification(s) and provide concurrence. The Government has three (3) days to validate if the candidate is qualified IAW the PWS.

2.4.7 The CO may request any personnel whose conduct interferes with proper order or professionalism at the installation where services are performed, be removed from such installation and the contractor will comply with such request.

2.4.8 Military Personnel: Members serving in the military respective to Guard and Reserve components are subject to active duty and/or activation. Extended absences under these circumstances does not preclude the contractor from performing the work herein and does not constitute an excuse for nonperformance. This includes the deliverables applicable to paragraph 4.

2.4.9 CONFLICT OF INTEREST: The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with DoD Directive 5500.7 and Air Force policy (see paragraph 11.0 for further information).

2.4.10 RECORDS: The contractor shall manage all data created for Government use; to include handling and processing any records legally controlled by the Government in support of the functional activity, medical standards as required by AF publications and all AF Records Management procedures outlined in AFI 33-322, DAFMAN 33-363, AFI 33- 364 or subsequent replacements, revisions, reference paragraphs 2.3.6. and 5.5.

2.4.11 DOCUMENTATION: The contractor is responsible for the outcome and management of all documentation prepared; to include the quality, timeliness, legibility, accuracy, content, and signatures. Contractor is expected to meet or exceed the established standards of the AFAC/AM by properly apply, handle, and utilize patient identification data on documents applicable to the work. All documents initiated relevant to the services performed by the contractor becomes part of a government record system.

The contractor shall complete the workload data sheet at the end of each workday.

2.4.12 COMMUNICATION: The contractor shall maintain professional communication with members of the Government and the worldwide AF medical network. Complaints validated by the COR will be reported to the CO and the Contractor for action.

2.4.13 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA). All individuals are required to complete HIPAA and Privacy Act training and will be held accountable for complying with the agency's specific health information privacy and security policies and procedures. HIPAA is to emphasize security and to protect the privacy of individuals' health information. The contractor is required to abide by the implemented policies, procedures, and technologies that have been established in accordance with 45 CFR 164.502(e)(2) and 164.504(e) and paragraph C.3.4. 1.3 of DoD 6025.18-R, "DoD Health Information Privacy Regulation," January 24, 2003, and other publications established by DoD Military Health System (MHS) and the Air Force. The attached document that serves as a Business Associate Agreement (BAA) between the signatory parties for purposes of the Health Insurance Portability and Accountability Act (HIPAA) and the "HITECH Act" amendments thereof, as implemented by the HIPAA Rules and DoD

HIPAA Issuances. The contractor shall read, understand, and comply with the BAA and each SME shall maintain a signed copy prior to starting any of the services.

2.4.14 TRAINING REQUIREMENTS: All contract employees must complete any mandatory and annual training requirements IAW the Department of Defense, AF Instructions, HIPAA, Privacy Act, AF Computer Security Policy, AF Safety Policy, and all civilian training requirements and regulatory agencies (such as AAAHC, HHS). Training shall include duty procedures and familiarization with applicable directives, instructions, regulations, and policy letters. Initial and ongoing computer, records management, safety, and security training are required and shall be coordinated through the COR.

3.0 SERVICES SUMMARY:

# Performance Objective PWS Para.

Performance Threshold

Aerospace Medical Technician (Flight & Operational Medical Technician): Reviews all physical examination cases and inputs all pertinent data into HQ AFAC databases within 10-business days upon case receipt. Tracks cases throughout the entire evaluation process. Coordinates as needed, using resources, appropriate medical agencies, and published policies, standards, etc.

2.1.3.3 2.1.3.4 2.1.3.5

No more than 5% of physical examination cases exceed the 10-day review threshold, per calendar month.

Aerospace Medical Technician (Flight & Operational Medical Technician): Prepares, processes, and packages all routine administrative and support documents pertaining to physical evaluation and certification within 10-business days of case receipt. Reviews medical documents, presents a medical summary of applicant's medical history, and applies appropriate AF medical standards.

2.1.3.6 2.1.3.7

2.1.3.10 examination cases exceed the 10-day review threshold, per calendar month.

Aerospace Medicine Specialist Physician (Flight Surgeon): Reviews all physical examination cases and ensures all pertinent data is included with each case and correctly entered to databases within 10-business days upon case receipt. Tracks caseloads throughout the entire evaluation process. Coordinates as needed, using resources, appropriate medical agencies, published policies, standards, etc.

2.2.3.5 2.2.3.6 2.2.3.7

2.2.3.11 examination cases exceed the 10-day review threshold, per calendar month.

Aerospace Medicine Specialist Physician (Flight Surgeon): Prepares all routine administrative documents pertaining to review and certification within 10-business days of case receipt. Reviews medical documents, presents a medical summary of applicant's medical history, and applies appropriate AF standards.

2.2.3.8 2.2.3.9

2.2.3.10 2.2.3.14 examination cases exceed the 10-day review threshold, per calendar month.

# Performance Objective PWS Para.

Performance Threshold

Clinical Psychologist (Mental Health Provider):

Reviews all physical examination cases and ensures all pertinent data is included with each case and correctly entered to databases within 20-business days upon case receipt. Tracks caseloads throughout the entire evaluation process. Coordinates as needed, using resources, appropriate medical agencies, policies, standards, etc.

2.3.3.5 2.3.3.6 2.3.3.7

2.3.3.11

No more than 5% of physical examination cases exceed the 20-day review threshold, per calendar month.

Clinical Psychologist (Mental Health Provider):

Prepares all routine administrative documents pertaining to review and certification within 20-business days of case receipt. Reviews medical documents, presents a medical summary of applicant's medical history, and applies appropriate AF medical standards.

2.3.3.8 2.3.3.9

2.3.3.10 2.3.3.13

No more than 5% of physical examination cases exceed the 20-day review threshold, per calendar month.

Knowledge of current publications released by the DoD and the Air Force and the military medical standards or health directives. Remains current in training, attends and completes required certifications to include annual computer-based training mandated by DoD and the AF, in-service sessions, branch meetings, etc.

2.1.3.10 2.1.3.11 2.2.3.11 2.2.3.12 2.2.3.13 2.2.3.14 2.3.3.11 2.3.3.12 2.3.3.13 2.4.14

100% training requirements and maintain certifications.

Maintains patient privacy and confidentiality.

Completed HIPAA training, conforms to the rules implemented by HIPAA, and consents with the signed agreement. Completed Privacy Act training and assures proper handling of all medical health records and the principles of collecting, securing, and controlling patient’s health information.

2.4.13 Atch 1

The standard is zero breaches.

100% privacy implemented.

4.0 DELIVERABLES/QUALITY CONTROL

4.1 GENERAL GUIDANCE: Only the Contracting Officer’s Representative (COR) or the designated alternate COR has the authority to inspect, accept, or reject all deliverables (see paragraph 4.5 for more information on deliverables).

4.2 QUALITY ASSURANCE: The government is responsible for evaluating the contractor's performance. For the tasks listed on the Service Summary (SS), the COR shall follow the methods of surveillance specified in the Quality Assurance Surveillance Plan (QASP). The COR shall record all surveillance observations. COR surveillance of tasks not listed in the SS or by methods other than those listed in the SS may occur on an as needed basis.

4.3 QUALITY ASSURANCE MEETINGS. The Contracting Officer (CO) may require the contractor to meet with the CO, Contract Specialist (CS), COR, and other government personnel as deemed necessary. The contractor may request a meeting with the CO when necessary. Written minutes of any such meetings shall be recorded by the COR. A copy of the minutes shall be sent to all attendees via e-mail, and a copy of all recorded minutes shall be provided to the contractor, and a copy shall be placed in the official contract file for record keeping purposes. In the event the contractor does not concur with any portion of the minutes, exceptions to the minutes shall be provided, in writing, to the CO within ten (10) working days following receipt of the minutes. Final resolution to exceptions taken by the contractor resides with the CO.

4.4 CONTRACTOR’S QUALITY CONTROL PLAN (QCP). The Contractor shall provide and maintain a QCP that includes the requirements incorporated into this PWS. The QCP shall be submitted to the Contracting Officer with the contractor’s proposal and shall be approved by the Government. The contractor shall be responsible for the expectations of the services, the technical elements of the work, and the actual performance of each SME; plus, the responsiveness and adherence to schedules, the management of contractor team's efforts including the level of understanding of the HQ AFAC/AM mission.

4.5 DELIVERABLES AND OTHER REPORTING REQUIREMENTS

4.5.1 PERFORMANCE METRICS: The contractor shall establish performance metrics prior to contract start and submit the metrics to the CO for acceptance as part of the quality control plan and technical proposal.

4.5.2 The contractor shall prepare and provide a monthly status report that identifies efforts and estimated completion dates, problem areas, and proposed solutions to the COR. The contractor shall propose the format of all reports, data, and deliverables. One copy of each deliverable shall be provided by email to the COR by the 5th working day of the month with the previous month's activity. Final approval rests with the COR.

4.5.3 The contractor shall bring problems or potential problems affecting performance to the attention of the COR upon occurrence.

4.5.4 Deficiencies identified by the government shall require the contractor's re-performance within three (3) working days, and a written response within five (5) working days. The contractor's corrective action and time for completion shall be subject to approval by the COR.

5.0 GENERAL INFORMATION

5.1 PLACE OF PERFORMANCE: The primary duty location is HQ AFAC/AM, Building 663, JBSA-Randolph, Texas. Alternate duty location(s), including situational telework, may be authorized based on factors such as weather-related events, base exercises where base access is restricted, threat conditions, building renovations, organizational needs, or changes to work arrangements. Any authorization for alternate duty location(s) is subject to modification or termination by the agency at any time as detailed in paragraph 5.6.

Situational teleworking will be authorized by the Government to meet the agency’s needs.

5.2 WORK HOURS: Duty hours are from 7:00 a.m. to 5:00p.m., Monday through Friday, except for the scheduled federal holidays. The contractor’s Program Manager (PM) will coordinate proposed changes to the hours herein with the COR for approval. The COR can adjust the duty hours at their discretion to meet operational needs, such as staggering report times to accommodate the mission requirements and adequate staffing during operational hours to be fully responsive to the mission. Any such adjustments will be communicated to the contractor’s PM with reasonable advance notice, except in cases of emergency.

5.3 PERIOD OF PERFORMANCE: Base year plus three (3) 12-month ordering periods.

5.4 SCHEDULED HOLIDAYS. HQ AFAC/AM follows the Federal Government schedule for holidays provided during each work year. Below is a list of the holidays recognized and published by OPM.gov. Resiliency days and down-days declared by the AETC Commander are considered duty days and are not included in the definition of a holiday. An AETC Resiliency Day does not constitute a Federal Holiday.

• New Year's Day January 1

• Birthday of Martin Luther King, Jr. Third Monday in January

• Washington's Birthday Third Monday in February

• Memorial Day Last Monday in May

• Juneteenth National Independence Day June 19

• Independence Day July 4

• Labor Day First Monday in September

• Columbus Day Second Monday in October

• Veterans Day November 11

• Thanksgiving Day Fourth Thursday in November

• Christmas Day December 25

Note: Any of the above holidays falling on a Saturday may be observed on the preceding Friday; holidays falling on a Sunday may be observed on the following Monday depending on the which day the recognition day is declared.

5.5 WORK SCHEDULE. Occasional changes to work hours may be required to accommodate mission-essential or extraordinary circumstances, including additional hours beyond the normal duty day. All such changes require prior coordination with and approval from the COR.

5.5.1 Occasional change of work hours may be required to accommodate extraordinary requirements.

5.5.2 Government furnished resources shall be available during the hours of duty.

5.6 ALTERNATE DUTY LOCATION. The Government may authorize situational telework (also known as ad hoc telework) at its discretion, evaluated on a case-by-case basis, and based on mission requirements and contractor performance. Prior coordination with the COR is required, and approved duty hours shall remain consistent with the established work schedule as scheduled by AFAC/COM, excluding Federal holidays.

5.6.1 Situational teleworking at an alternate duty location may be authorized at the discretion of AFAC/CMO by coordination with the COR, based on mission requirements and contractor performance. Routine telework may be authorized for the Clinical Psychologists at an alternate duty location permitted at the discretion of AFAC/CMO. Given the nationwide scope of services provided to Military Entrance Processing Stations (MEPS) and Reserve Officer Training Corps (ROTC) detachments, this flexibility is essential for efficient support.

5.6.2 The Government may authorize teleworking in specific situations. Examples include uninterrupted time for complex projects, recovery from illness or injury, or during inclement weather. Notification and coordination with the COR are mandatory. The Government reserves the right to require periodic review(s) or renewal(s) of telework agreements and may modify or terminate any approved alternate duty location at any given time, with reasonable notice, except in cases of emergency.

5.6.3 Telework may include closure of the facility due to training, holidays, administrative leave granted to the entire staff, other closure including down days or resiliency days or to accommodate the mission requirements. If the work area or facility anticipates closure, the government will notify the contractor as soon as possible. Other examples for situational telework include but are not limited to the following: 1) an employee has a short-term need for uninterrupted time to complete work on a complex project or report;

2) an employee is recovering from illness or an injury and is temporarily unable to report to the traditional office physically; and 3) an employee receives word of inclement weather and notifies the supervisor to opt for unscheduled telework that day. Duty hours will remain as stated in paragraph 5.2.

5.6.4 In the event the employee does not have system connectivity or work stoppage for one hour, he/she will notify the supervisor of issue immediately, and report to the office within normal commute time as non-telework days. The employee will maintain system currency and training requirements to ensure system access and connectivity is not interrupted.

5.7 The contractor shall comply all applicable regulatory duty hour limitations. Any deviations or changes to the established schedule shall be pre-coordinated by the contractor focal point and approved in advance by both the Branch Chief and the COR to ensure continuity of operations and alignment with mission requirements. If flextime or a compressed work schedule is in effect, contractor work hours shall correspond with Government duty hours. Occasional changes to the work hours may be required to accommodate extraordinary circumstances. Extended or compressed schedules, not exceeding the 80 work hours in a pay period, are mutually beneficial and shall be coordinated with the COR. Government furnished resources shall be available during the hours of duty.

5.8 OTHER IMPACTS TO THE SCHEDULE:

5.8.1 In the event of unplanned closure of the facility due to natural disasters, military emergency, or severe weather, the contractor will be notified in the same manner as DoD civilian personnel. The government will not compensate, pay special fees, or reimburse for nonperformance due unforeseen natural events that may cause work stoppage.

5.8.2 Performance of Service during Crisis Declared by the National Command Authority or Overseas Combatant Commander. This service is not determined to be essential for performance during crisis according to DoDI 3020.37. However, in the event of a crisis or a significant emergency is declared, the CO will contact the contractor to go over the situation and discuss the possible impacts that may pause the services and the performance of the contract. Upon notification by the CO, the contractor shall perform special event services due to contingencies, natural disasters, or facility operation on an extended basis up to 24-hours per day, as required. If additional costs are incurred under this paragraph, the contractor shall have up to thirty (30) calendar days to request an equitable price adjustment.

5.9 TRAVEL

5.9.1 Travel to JBSA-Randolph, Texas may be required in support of the duties performed under the requirements of this PWS. The Government will approve all travel estimates in advance. Travel shall be a cost reimbursable item IAW RFO 31.205-46. The contractor must provide receipts for reimbursement of costs incurred.

5.9.2 The contractor shall coordinate and submit a request for travel to the COR with an estimate of total cost(s) to the government at least 30 days prior to the travel date and for approval. This travel will be a cost reimbursement item. The contractor shall submit an invoice to the government upon the completion of travel in support of this effort within 10 working days.

6.0 GOVERNMENT FURNISHED PROPERTY (GFP)

6.1 The Government will furnish or make available working space, network access and necessary office equipment to include:

• Windows PC with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.)

• Telephone (local/long distance calls authorized as dictated during the hours of work and to support the performance requirements)

• Facsimile, Copier, Printer

6.2 The contractor shall ensure accurate control and accountability of all GFP.

6.3 All materials will remain the property of the Government and will be returned to the Government or COR upon request or at the end of the performance period.

7.0 GOVERNMENT-FURNISHED FACILITIES AND SERVICES:

7.1. The government will furnish or make available facilities within HQ AFAC/AM. The government retains the authority to modify or realign facilities and space provided to the contractor. Contractor shall coordinate with the COR to obtain approval to modify working environment or request purchase of additional furniture or equipment.

7.2 OTHER GOVERNMENT SERVICES:

7.3.1 Supplies. The government will provide administrative supplies commonly used while in the facility during the performance under the requirement.

7.3.2 Forms/Templates. The government will provide required Government forms or templates of documents used at the workplace during performance of services.

7.3.3 Custodial Services. The government will provide custodial services in designated areas in and around the workplace and the workstation.

7.3.4 Utilities. Electricity, water, air conditioning, heat, and sewage shall be provided at no cost to the contractor during the work hours and during operations within the Government facilities. The contractor shall participate in government energy conservation programs.

8.0 INFORMATION MANAGEMENT

8.1 Contractor shall treat all deliverables under the contract as the property of the. U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

8.2 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

8.3 Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

8.4 Contractor shall not create or maintain any records containing any Government agency records that are not specifically tied to or authorized by the contract.

8.5 The Government owns the rights to all data/records produced as part of this requirement.

8.6 The Government owns the rights to all electronic information (electronic data, information systems, databases, etc.) and all supporting documentation created as part of the requirement herein. Contractor must deliver sufficient technical documentation with all data deliverables to permit the Government to use the data.

8.7 Contractor agrees to comply with federal and HQ AFAC/AM records management policies, including policies associated with the safeguarding of records covered by the Privacy Act of 1974.