7. Questions.pdf

CUI#

Question Number Question Answer 1 What is the historical average monthly case volume per category (medical, flight, mental health)?

Technician case volume on average approx 300-450 cases per month. MH provider is approx 15 cases per week or 45 per month depending upon availability of appointments. For Physicians, workload varies, but average approx 300-500ish per month.

2 Is there a current backlog? Yes, Currently there is 1,271 cases in the Enlisted Accession queue 3 How many cases per month does each Aerospace Medical Technician currently process? Please refer to question #1

4 What percentage of cases require physician-level adjudication? Approximately 30-40%.

5 What percentage of cases require psychologist review or telehealth interview? Please refer to question #1.

6 Are volumes seasonal (ROTC/USAFA cycles)? Yes. Often workload is seasonal but average daily workload should be consistently around 20ish cases per day per FTE. MH providers workload is steady due to telehealth appointment availability. As physician workload wanes, they will be doing work in needed clinical areas surround prognosis, waiver thresholds, and other medical issues.

7 Has workload increased over the past 24 months? Yes. Workload has increased, but average daily workload should be consistently around 20ish cases per day per Technician FTE. MH providers workload is steady due to telehealth appointment availability. As physician workload wanes, they will be doing work in needed clinical areas surround prognosis, waiver thresholds, and other medical issues.

8 Are all 6 technicians expected to be full-time onsite? Reference PWS section 5.6.1 9 Are physicians full-time advisory roles or production adjudicators? Reference PWS section 2.2 through section 2.3.3.17.

10 Are psychologists’ full-time telehealth providers? Yes 11 Is there a Lead/Chief SME role? There are Subject Matter Experts (SMEs) at Air Force Recuiting Service.

12 Who is the current incumbent? GC Associates USA LLC/FA301623D0016 13 Do they utilize a sub-contractor? This was awarded as a Small Business. In accordance with (IAW) Revolutionary FAR Overhaul (RFO)

19.109(b)(1), subcontracting plans are note required for Small Business concerns.

14 Are incumbent personnel eligible for capture? Once contract award is made, the incumbent will be contacted to determine if they would like to turn over names of current employees.

15 What is current turnover rate? This is a Non-Personal Service. Employment falls on Contractor.

16 Are positions fully staffed today? Yes.

17 What is average tenure of current SMEs? Please refer to question #11.

18 What salary band is currently being paid? This is proprietary information. The Performance Work Statement (PWS) outlines the critera for determining the appropriate salary band for this requirement.

19 What happens if case volume spikes beyond historical average? If case volume exceeds the historical average, the Directorate has established processes to ensure continuity of operations. Workload is assessed and assigned daily based on available Program Managers. During periods of elevated demand, we augment capacity by matrixing qualified personnel from other sections within the Directorate.

20 During surges times, is over time allowed? There will be no Surge CLIN added.

21 Is onboarding travel required for all SMEs? Travel for Physician and Technicians is not required. MH teleproviders will require travel to JBSA- Randolph for initial onboarding 22 We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. Please refer to question #12.

23 If not brand new, could you please provide the current / previous contract number? Please refer to question #12.

24 Is this a new contract or an existing one? Please refer to question #12.

25 If this is an existing one, what is the name of the current Contractor? Please refer to question #12.

26 Is there an incumbent? Please refer to question #12.

27 Please provide the option year prices for the contract. Please refer to question #12.

28 Can the Government confirm that this is the recompete of an existing contract? If so, can the Government identify the incumbent contract and contractor? Please refer to question #12.

Aerospace Medical Accession Standards - FA301626R00130003 RFP Questions & Answers

30 March 2026

DISCLAIMER: All answers given are pre-decisional. Should any solicitation documents conflict with the answers given below, the solicitation documents shall take precedence. These answers are being provided only with the goals of clarifying the Government's intent and obtaining feedback from Industry. Some answers may have changed in light of incorporating Industry feedback since they were answered.

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29 Can the Government provide current mix of onsite vs remote support for the existing contract support staff? Reference PWS section 5.6.1.

30 Given that contractor personnel will provide case review and recommendation support under Government oversight, please confirm whether the contractor is required to carry professional liability or medical malpractice insurance.

Professional liability or medical malpractice insurance is not required for this effort.

31 Can the Government provide historical annual workload metrics (e.g., number of accession medical reviews, evaluations, or cases processed annually)? Technician workload is 300-450 per month, 3600-5400 annually. MH provider workload is 15 a week/45 cases per month, approx 750 annually, depending upon availability of appointments. Physician workload is approx 300- 450ish, 3600-6000 annually.

32 Will contractor personnel interact directly with accession applicants or will support be limited to medical record review?

Contractor personnel will not have direct interaction with accession applicants. All support will be provided through medical record review only.

33 Given that Section 5.1 identifies JBSA Randolph as the primary performance location and Section 5.6 permits telework, can the Government clarify whether contractor personnel may perform routine duties remotely outside the Randolph AFB area?

Telework is permitted on a situational basis only and is not intended to replace the primary duty location at JBSA‑Randolph. Please refer to Performance Work Statement (PWS) section 5.1 and section 5.6.1.

34 Are the desired standards of no more than 5% of examination cases exceeding the established time frame per month currently being met? If not, in what areas is it falling short? At this time, the standard is not being meet in AMWD as a whole. Current shortfalls are due to staffing levels with

Active Duty and civil service manning. Technician daily workload should be consistently around 20ish cases per day per FTE. MH provider workload is approx 15 cases per week or 45 per month depending upon availability of appointments. For Physicians, workload varies, but average approx 300-500ish per month.

35 For pricing purposes, can the Government confirm the intended full-time staffing levels represented by the labor months in the Schedule of Services? For example, the base period lists 48 months for Aerospace Medical Technicians over an 8-month performance period, which appears to equal six full-time personnel (48 ÷ 8 = 6).

Similarly, the Schedule appears to represent two Flight Surgeons and two Clinical Psychologists supporting the requirement concurrently. Please confirm whether the Government expects six Aerospace Medical Technicians, two Flight Surgeons, and two Clinical Psychologists working simultaneously during the performance period, or if the labor months represent a flexible level of effort that may vary month to month.

The Government expects six (6) Aerospace Medical Technicians, two (2) Flight Surgeons, and two (2) Clinical Psychologists (total of 10 FTEs) to be working simultaneously; the labor months do not represent a flexible level of effort. The FTE quantities represent fixed requirements and not estimates.

36 (PWS, Section 1.0, Description of Services, Page 2) Could the Government please identify all Government systems and databases the contractor must use (e.g., AFAC database, DoD MERB interfaces) and confirm whether role-based training will be provided by the Government?

At this time, these are the platforms that USAF is using: AFNET, MS office, PEPP, AIMWTS, AFRISS-TF, DoD MERB, MS Genesis, MyLearning, AF Portal, Knowledge Exchange, SharePoint, MS TEAMS. Traning will be provided by the government.

37 (PWS, Section 5.9, Travel, Page 19/ Travel CLIN) Can the Government please clarify what the expected frequency of travel per position is? How long would travel be required, and to which locations?

Travel for Physician and Technicians is not required. MH teleproviders may require the need to travel to JBSA- Randolph annually for training. If required, travel should be limited to <5 duty days and IAW PWS 5.9.

38 (PWS, Section 3.0, Services Summary, Page 14) Beyond the performance objectives and performance thresholds outlined in the service summary, does the Government anticipate any additional performance metrics or tracking requirements that are not currently indicated in the solicitation?

No.

39 (PWS, Section 2.0, Requirements, Page 3 - 13) Can the Government provide historical caseload data for each position, either on an annual or month-to-month basis? Please refer to question #31.

40 (PWS, Section 2.1.2.1, Page 4) The PWS references formal Air Force Aerospace Medical Technician technical training and/or Flight and Operational Medical Technician training as an education requirement for the Aerospace Medical Technician position. This training appears to only be obtainable through prior active-duty military service. In the event a replacement becomes necessary, will the Government permit equivalent training or experience in lieu of this specific military-acquired qualification? Additionally, will the Government consider revising the PWS to allow for equivalent qualifications to ensure contractor flexibility in filling replacement positions?

Yes, the Government may accept equivalent training and/or experience in lieu of the specific military‑acquired qualification. Experience with fitness for duty standards and aeromedical examination evaluation is critical for success in this environment. Some MEPS technicians may be eligible for these roles, as well. Govt will evaluate every available candidate's qualifications for acceptance.

41 (PWS, Section 2.1.3.10, Page 5) The PWS references publications and forms as being available electronically online. Publications listed in Section 2.1.3.5 include the Air Force Waiver Guide, HQ AFAC Protocol, and DoD Instruction 6130.03. Will the Government confirm whether any additional publications, regulations, mandates, or local policies apply to performance under this contract?

Can the Government provide a comprehensive link or list of all applicable references be provided to contractor personnel, or will this be incorporated into the PWS prior to award?

There are no additional publications, regulations, mandates, or local policies applicable to this requirement at this time. Should any new guidance be issued based on evolving needs or requirements, the Government will provide the applicable references to contractor personnel. Any future updates will be communicated and incorporated as appropriate.

42 (PWS, Section 2.4.6, Page 12) Based on the language in Section 2.4.6, it appears that the Government holds the ultimate decision-making authority in determining which contractor personnel are permitted to support this contract. Can the Government please clarify or confirm?

The government will review the proposed SME and provide the contractor with a yes or no answer if the resume meets qualifications in accordance with (IAW) Performance Work Statement (PWS) Section 2.4.6.

43 (PWS, Section 5.5.1, Page 18) The PWS references that occasional changes to work hours may be required to accommodate mission-essential or extraordinary circumstances. Can the Government please define "occasional" in measurable terms (e.g., frequency per quarter)?

The Government anticipates that any changes to work hours would occur on a limited and infrequent basis. At this time, the Government cannot provide a specific measurable frequency, as such occurrences are driven by unpredictable operational demands and personnel requests.

44 (Schedule of Services, Attachment 2, CLIN 0001, Page 1) The Schedule of Services lists "Estimated" quantities for each labor category (e.g., "Estimated six (6) SMEs") in the description column. Could the Government please confirm whether these FTE quantities represent fixed requirements or estimates that may fluctuate during performance. If these are estimates, what is the minimum guaranteed quantity of personnel per labor category?

Please refer to question #35.

45 (Solicitation, SF1449, Page 1) The SF1449 lists NAICS Code 541611 (Administrative Management and General Management Consulting Services). However, the scope of this requirement involves licensed physicians, psychologists, and credentialed aerospace medical technicians performing clinical case adjudications, medical evaluations, and waiver determinations, which is more consistent with NAICS 621111 (Offices of Physicians, except Mental Health Specialists) or NAICS 621999 (All Other Outpatient Care Centers). Will the Government consider amending the solicitation to reflect the NAICS Code that represents the preponderance of the scope of work?

The Government has deemed NAICS 541611 as the most appropriate code at this time.

46 (Instructions to Offerors, Factor 3 – Past Performance, Page 3) Will the Government accept CPARS ratings in lieu of the PPQ requirement? Given that CPARS records are already referenced as an evaluation source, can the Government please clarify whether CPARS ratings can satisfy the past performance submission requirement without requiring PPQ completion by references?

No, a CPARS may not be submitted in lieu of PPQs.

47 (PWS, Section 2.4.5, Page 12) Will the Government consider allowing a formal transition-in period to onboard and credential SMEs prior to the contract start date of July 25, 2026?

No. The Government intends on awarding the contract by a date that will give the contractor enough time to onboard and credential their SMEs prior to the contract start date.

48 (PWS, Section 2.4.5, Page 12) The PWS states “Replacement personnel shall begin work in a manner that a position is not vacant for more thirty (30) calendar days.” Once a proposed replacement candidate is submitted for Government review, what is the Government's expected timeline for providing concurrence or rejection?

Given that the Government's review period falls outside of the contractor's control, could the government please clarify how the 30-calendar-day vacancy requirement outlined in Section 2.4.5 will be applied during the pendency of that review?

The Government will provide concurrence or rejection within 72 hours of receiving a proposed replacement candidate to avoid delays in onboarding and to allow the contractor sufficient time to identify additional candidates if needed. The 30‑calendar‑day vacancy requirement will be applied with the understanding that the Government’s review period is included within that timeframe; timely submission of candidates and prompt Government review will ensure compliance with this requirement.

49 (Schedule of Services, Attachment 2, Third Ordering Period, Pages 2–3) CLIN 3001 appears twice in the Third Ordering Period, once for the Aerospace Medical Technician and once for the Aerospace Medicine Specialist Physician. Can the Government please confirm the correct CLIN numbering for the Third Ordering Period. Attachment 2, Schedule of Services, has been amended to relfect the correct CLIN numbering.

50 (PWS, Section 5.3, Page 17 / Schedule of Services, Attachment 2, Page 1) PWS Section 5.3 references a "base year plus three (3) 12-month ordering periods," while the Schedule of Services reflects a base period of only eight (8) months (July 25, 2026 – March 24, 2027). Can the Government please confirm the intended base period of performance is eight (8) months and not one (1) year?

The base period is eight (8) months.

51 Addenda to 52.212-1(a), Submission of Offers, page 1 This section states:

At a minimum, offers shall include –

1. Solicitation signed and returned.

2. Any issued amendments signed and returned.

3. Completed Schedule of Services (Attachment 2).

4. Past Performance List of References (Attachment 3).

5. Bank Point of Contact

6. Representations and Certifications

Please confirm where offerors should include the Solicitation, Amendments, Bank Point of Contact, and Representations and Certifications in their proposals.

Solicitation (signed), Amendments (signed), Bank Point of Contact, and Representations and Certifications shall be emailed to the POCs specified in Attachment 5, Revolutionary FAR Overhaul 52.212-1 Addendum, paragraph 2.

52 Attachment 4, Past Performance Questionnaire, page 1 Attachment 4, PPQ includes the following note: “*NOTE: If the contractor holds or has held other contracts with your agency/organization in the last 3 years from the date of issuance of this solicitation, please complete separate evaluation forms for those contracts as well.”

If a customer, following the instructions in this note, completes more than one PPQ, will the additional PPQs count against the maximum of three PPQs required from each offeror?

Attachment 4, PPQ has been amended to state, "If the contractor holds or has held other contracts within the 502 CONS agency in the last 3 years from the date of issuance of this solicitation, please provide the contract number(s)." Providing a contract number that is within the 502 CONS (FA3016) will not count against the maximum of 3 PPQs.

53 To adequately plan staffing and ensure compliance with the 5% threshold in the Service Summary (3.0), can the Government provide historical or estimated monthly case volumes for each SME category (Aerospace Medical Technician, Flight Surgeon, Clinical Psychologist)?

Please refer to question #31.

54 Can the Government clarify whether Aerospace Medical Technicians and Flight Surgeons are eligible for routine telework, or only situational telework? Please refer to question #33.

55 Can the Government identify the specific IT systems SMEs will use and whether system training is Government provided? Additionally, does the Government require SMEs to complete any specialty credentials or system access prerequisites beyond Tier 1 investigations?

Please refer to question #36.

56 Question: Attachment 5 (FAR 52.212‑1 Addendum) requires offerors to (1) submit Attachment 3 – Past Performance List of References, and (2) send Attachment 4 – Past Performance Questionnaires (PPQs) to customers, who must return the PPQs directly to the Government.

We note that the PPQ is extensive and would require considerable time and effort from Government points of contact to complete within the solicitation timeline. For the Government’s ease and to reduce administrative burden on agency personnel, would the Government allow offerors to submit final CPARS with all relevant ratings and narratives in lieu of Attachment 4 (PPQs)?

Please refer to question #46.

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