Government Response -QA Document FA564126Q0001.xlsx
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- FA564126Q0001
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This document is a Questions and Answers (Q&A) file for a Request for Information (RFI) regarding United States Air Forces in Europe (USAFE) Home Station Medical Response (HSMR) Sustainment Operations for AFMS Response (SOAR) Training. The RFI covers 10 planned two-day training/exercise events across five installations, focusing on four training themes: Aircraft Mishap, CCBRN, Public Health Emergency, and Active Shooter/COOP. Currently, 4 events are confirmed with specific dates and locations, including RAF Lakenheath (March 3-4, 2026), Aviano AB (April 21-22, 2026), and two events at Incirlik AB (April 28-29 and August 18-19, 2026).
The Q&A document provides detailed clarifications about the training requirements, including virtual planning meeting expectations, travel reimbursement conditions, and the potential for additional 6 training events pending funding and installation requirements. The contract is being managed by the Department of the Air Force, United States Air Forces in Europe - Air Forces Africa, with the solicitation number FA564126Q0001. The document indicates that the contractor will be responsible for supporting all four training themes across the potential 10 events, with government guidance on theme distribution and specific planning requirements for each training session.
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| File | Type | Posted |
|---|---|---|
| SOW - USAFE Medical Training Dated 17 Dec 2026.pdf | ||
| RFI - USAFE Medical Training.pdf |
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RFI Questions
United States Air Forces in Europe (USAFE) Home Station Medical Response (HSMR) Sustainment Operations for AFMS Response (SOAR) Training RFI Questions & Answers
FA564126Q0001
| Question Number | PWS Paragraph # | Company Question | Government Answer | Answer Date | ||
| 1 | SOW p4 (Intro) | Will the awarded contractor be required to support all four training/exercise themes (Aircraft Mishap, C‑CBRN, Public Health Emergency, Active Shooter/COOP), or will the Government select only one theme for the entire contract? If multiple themes are possible, will the Government provide the planned distribution of themes across the ten (10) events? | Yes, the contractor will be required to support all 4 training/exercise events, if all 10 training/exercises are performed. Yes, the government will provide the distribution of themes, initially for the 4, subsequently for the remaining 6, if those are being executed. | |||
| 2 | RFI ¶4 (ROM for ten trainings); SOW p4 (Intro) | The RFI requests a ROM for a total of ten (10) trainings. Please confirm whether the Government intends ten (10) separate 2‑day events total, and whether these will be spread across the five listed installations (e.g., two events per installation) or another distribution. | The distribution of trainings are 10 separate 2-day events. There are currently 4 planned with 6 awaiting both funding and a requirement at the base. Once the installation provides the demand signal, we will be able to provide the location and time for the remaining 6. | |||
| 3 | SOW 1.5 / 2.5 / 3.5 / 4.5 | Please confirm the overall Period of Performance (start/end dates or total duration in months) and whether the Government anticipates sequencing visits in a specific order (by base or by theme). | 1. | March 3-4, 2026. RAF Lakenheath. COOP/AS | ||
| 2. | April 21-22, 2026. Aviano AB. Public Health Emergency (PHE) | |||||
| 3. | April 28-29, 2026. Incirlik AB. COOP/AS | |||||
| 4. | August 18-19, 2026. Incirlik AB. PHE |
The remaining 6 are contingent on additional funding and a desire by the installations.
| 4 | SOW 1.6.1.3 / 2.6.1.3 / 3.6.1.3 / 4.6.1.3 | Planning meetings are listed at 120/60/7 days (and 90/60/7 for C‑CBRN). Are these meetings expected to be virtual or in person? What is the expected duration/attendee list (USAFE/SGX vs local MDG/MTF), and can meetings be combined when multiple themes or repeat visits occur at the same installation? | Virtual meetings including the contractor and MTF readiness staff. SGX staff should be invited but be an optional participant. And yes, meetings can be combined if dealing with the same MTF. |
| 5 | SOW 1.6.2.4 / 2.6.2.4 / 3.6.2.4 / 4.6.2.4 | The SOW indicates the Government will reimburse contractor travel commitments if a base cancels/reschedules, and that flights should be booked 45 days prior. Please clarify: (a) what constitutes a cancellation vs reschedule, (b) what documentation is required for reimbursement, (c) how reimbursement will be handled in an FFP contract (separate CLIN, modification, etc.), and (d) whether any cancellation window applies (e.g., <45 days). | A. for purposes of travel reimbursement, a distinction between a cancellation and reschedule isn't necessary. |
B. invoice of rebooking or new charges stemming from the new travel plans C. reimbursement will handled in a seperate CLIN.
D. No additional windows
| 6 | SOW 1.6.1.2 / 2.6.1.2 / 3.6.1.2 / 4.6.1.2 | When the SOW states the contractor shall 'provide available training dates,' is the Government requesting the contractor propose a complete base-by-base schedule at time of award, or provide date windows/availability for the Government to select from? How far in advance will dates be locked? | The contractor shall provide available training dates for the government to choose during time of award or shortly thereafter. | ||
| 7 | SOW 1.6.1.4 / 2.6.1.4 / 3.6.1.4 / 4.6.1.4 | The SOW requires one Lead Instructor/Lead Exercise Controller and at least two additional staff. Are there minimum credential requirements (e.g., clinical licensure, HSEEP, emergency management, CBRN/HAZWOPER, TCCC, etc.) the Government expects for the lead and supporting cadre? | The requirements for the lead instructor are that they should be well versed in Air Force Medical Emergency Management and Home Station Medical Response. | ||
| 8 | SOW 1.7 / 2.7 / 3.7 / 4.7; 4.6.1.5 | Please confirm travel expectations and constraints: Will contractor staff be authorized to use on‑base lodging/transportation when available, or should we assume off‑base lodging and rental cars for every visit? Are there any country/base-specific access or travel restrictions that could affect schedule and pricing (e.g., Turkey entry requirements, force protection limits, etc.)? | Contractors are authorized on base lodging, if space allows. Contractor should determine entry requirements into each country and determine what their costs are as the US Government doesn't dictate this. | ||
| 9 | SOW 1.1 / 2.1 / 3.1 / 4.1; 1.3.2 / 2.3.2 / 3.3.2 / 4.3.2 | For each theme, what is the expected number of participants (total and by team—MCC, PAD, FRT, BEE, IPPD/MUS/Triage, Clinical, DMH, etc.) and should the contractor plan for multiple training iterations if turnout exceeds classroom capacity? | If the contractor has the necessary experience required to perform this training, they already know the answer to this question. The teams at Lakenheath are the largets due to it being a Role 3 hospital. The teams at Incirlik are the smallest due to their MTF being the smallest. The teams at Spangdahlem and Aviano are similar in size. Ramstein tends to have larger teams since they support the Army Hospital. For the ranges of the teams, MCC is between 9 and 17 people, PAD is between 10 and 32 people, FRT is between 22 and 35 people, BEE is between 12 and 22 people, IPPD is between 12 and 30 people, TRIAGE is between 7 and 27 people, Clinical is between 13 and 159 people (Lakenheath with 159 is an outlier, due to their Role 3 hospital), DMH is between 7 and 32. | ||
| 10 | SOW 1.3.2 / 2.3.2 / 3.3.2 / 4.3.2 (references 'required Training and Exercise Objectives') | The SOW references 'required Training and Exercise Objectives' for the full-scale exercise. Will the Government provide a standard objective list/template for each theme, or should the contractor propose objectives for Government approval? If provided, when will objectives be released (pre-award vs post-award)? | The government has the list of standard objectives and will provide the contractor with these post award. | ||
| 11 | SOW 1.1 / 2.1 / 3.1 / 4.1 (RTAP); 1.2 / 2.2 / 3.2 / 4.2 | Will the Government provide the current RTAP tools (tactical drills, team chief guides, Incident Response Matrix, etc.) for contractor use during course design and delivery? Are there any restrictions on incorporating contractor-developed job aids or lesson content alongside RTAP material? | If the contractor requires the current RTAP tools, the government will provide those for course design and delivery. There are no restrictions on incorporating contractor developed job aids or lessons alongside the RTAP material. | ||
| 12 | SOW 4.1 (HSEEP note) | HSEEP is explicitly referenced in the Active Shooter/COOP section. Does the Government require HSEEP-compliant design deliverables (e.g., ExPlan, C/E Handbook, AAR/IP structure) for all four themes, or only for Active Shooter/COOP? | Only for the Active Shooter/COOP exercise/training. | ||
| 13 | SOW 1.3.1 / 2.3.1 / 3.3.1 / 4.3.1; 1.6.2.2 / 2.6.2.2 / 3.6.2.2 / 4.6.2.2 | The Government will provide training and exercise locations. Please describe expected facility support at each base (classroom size/AV, outdoor areas, access to medical unit spaces, alternate facility access for COOP, water/electricity availability for decon/POD, etc.) and any restrictions on using operational spaces. | Each base will have multiple classrooms/conference rooms available and during the exercise/training event, access to medical unit spaces should be largely unimpeded. The specifics on these questions depend largely on wing operations during the execution of each event and will need to be determined during the planning meetings with the MTFs leading up to the event. | ||
| 14 | SOW 1.6.1.3 / 2.6.1.3 / 3.6.1.3 / 4.6.1.3 (actors acquisition mentioned) | Who is responsible for sourcing, scheduling, and managing role players/actors for the full-scale exercises and drills (including minimum number of actors, shift length, safety briefing, and any required screening)? If the base provides volunteers, what is the realistic maximum number available? | Each MTF will be responsible for sourcing, scheduling, and managing role players/actors. However, the contractor will provide the simulation cards/injects. Regarding the number of volunteers, that will be determined during the planning meetings with the MTFs leading up to the event. | ||
| 15 | SOW 1.3.13 / 4.3.14 (MTF provides moulage/vests/signage); 2.3.11; 3.3.12 | Please confirm the exact list of Government-furnished exercise supplies by theme and by installation (e.g., moulage, vests, signage, simulated countermeasures). May the contractor supplement with additional simulation aids (manikins, additional moulage, training props) at no additional cost, if it improves realism and learning outcomes? | Each MTF has moulage, vests, and signage normally associated with medical response and medical exercises however, the contractor may suppliment if desired. This can be determined during the planning meetings with the MTFs leading up to the event as each MTF has multiple events throughout the year and the quantity of this inventory flucuates. | ||
| 16 | SOW 1.3.10 / 4.3.11 (site walkthrough & staging); 1.3.14 (white cell) | Are there installation exercise support organizations (EM, FES, Security Forces, CAT/EOC staff) that will participate as players/controllers, or should the contractor plan to simulate these functions (injects/role play) when participation is limited? Please identify expected player agencies by base. | The specifics of this question depends largely on wing operations during the execution of each event and will need to be determined during the planning meetings with the MTFs leading up to the event. | ||
| 17 | SOW 1.3.3–1.3.4; 4.3.5 (Patient Tracking training/FE) | What patient tracking tools/systems are used at each MTF/MDG during HSMR events (paper tracking, specific electronic systems, AFIMS modules, etc.) and will the contractor be provided temporary accounts/access to train and exercise on the actual system? | The tracking tools used are largely excel files or similar paper copies. The contractor should not expect access to any government systems in regard to the training/exercise events. | ||
| 18 | SOW 1.3.14 (white cell communications); 2.3.13; 3.3.14 | For controller/white-cell communications during the exercises, will the Government provide radios/communications equipment and frequencies, or is the contractor expected to provide its own (and if so, are there any spectrum/authorization constraints on each installation)? | Each MTF has their own radios. Regarding the specific frequencies, this will be determined during the planning meetings with the MTFs leading up to the event. | ||
| 19 | SOW 4.3.8–4.3.10 (MWN systems) | For the Active Shooter/COOP theme, which Mass Warning Notification (MWN) systems are in use at each installation, and will the contractor be allowed to demonstrate/test these systems during training/exercise (including any required permissions)? | Every base utilizes At Hoc as this is an Air Force wide system. Use of this system for purposes of the exercise is possible but use of it will be determined during the planning meetings with the MTFs leading up to the event. | ||
| 20 | SOW 4.3.6 (alternate facility walkthrough); 4.2.4 (alternate facility operations) | Will the contractor be provided the MCRP-designated 'primary alternate medical facility' location and access details far enough in advance to plan realistic patient flow, security, and logistics? Are there restrictions on using/setting up that facility during the exercise (e.g., hours, areas off-limits, protection of real equipment)? | Yes, the contractor will be provided this information during the MTF planning meetings. | ||
| 21 | SOW 2.2.4 (TVI 4‑lane vs Zumro 2‑lane); 2.2.9; 2.3.12 | For each installation, which patient decontamination system/configuration is fielded (TVI 4‑lane vs Zumro 2‑lane), and is it currently operational/serviceable? If equipment is non-mission capable, what is the Government’s expectation for contractor actions (report only vs assist with setup/troubleshooting vs provide substitutes)? | Our MTFs have the traditional TVI 4 lane set up and they are currently operational. | ||
| 22 | SOW 2.2.9; 2.3.8 (heated water supply & wastewater collection) | For C‑CBRN decon drills/exercises, will the Government provide heated water, hoses, power, and wastewater containment/disposal capabilities at the decon site, or should the contractor plan to provide/arrange any of these? | The government will provide these. | ||
| 23 | SOW 3.2.1; 3.3.2; 3.3.4 (POD throughput) | Will the Government provide each installation’s Mass Prophylaxis Plan / Disease Containment Plan (including throughput targets and POD layout constraints) early in the planning cycle so the contractor can tailor POD walkthroughs and the full-scale exercise? | Yes. | ||
| 24 | SOW 3.2.5–3.3.6 (LBDT; LRN shipments; sampling strategies) | For LBDT/LRN-related tasks, will activities such as evidence preservation, environmental testing, and LRN shipments be conducted as live actions or simulated? If simulated, what level of fidelity is required (forms, packaging, notional chain-of-custody)? | This can be determined during the planning meetings with the MTFs leading up to the event. | ||
| 25 | SOW 3.3.8 (foodborne illness exercise; DAFI 48‑116) | Is the foodborne illness exercise/training event a required component every time the Public Health Emergency theme is selected, or is it optional based on installation needs? If required, will real food samples/food operation access be available, or should the contractor plan for simulated sampling only? | It is optional based on installation needs and the answer to the simulated or real samples will be determined during the MTF planning meetings. | ||
| 26 | SOW 1.1 (aircraft mishap focus); 1.2.3 & 1.3.6 (carbon fiber hazard/HRA) | For Aircraft Mishap scenarios, should the contractor design the scenario around a specific aircraft type and local installation hazards (e.g., composite materials/carbon fiber combustion), and will the Government provide aircraft/mission context for each base to tailor the HRA and scenario realism? | The aircraft mishap can be designed around a specific aircraft type but that will be dependent on which installation requires this event/training. The government can then provide a mission brief to better inform the contractor for scenario realism. | ||
| 27 | SOW 1.3.10 (exercise site walkthrough & staging) | Will the Government be able to provide a proposed mishap site location and any safety/security constraints (e.g., restricted areas, runway proximity rules) during the planning cycle, or will final locations only be identified during the on-site walkthrough? | Yes | ||
| 28 | SOW 1.3.15 vs 1.8; 2.3.14 vs 2.8; 3.3.16 vs 3.8; 4.3.15 vs 4.8 | There appears to be a timeline ambiguity for the Base Visit AAR (stated as 'at the end of each visit' in the task section and 'within 15 working days' in Reporting Requirements). Please confirm the required delivery timeline, format, and whether an out-brief slide deck is also required as a separate deliverable. | A synopsis of the event should be given at the conclusion but a more formal AAR provided within 15 working days. A slide deck is not required. | ||
| 29 | SOW 1.3.12 / 2.3.10 / 3.3.11 / 4.3.13 (in-brief/out-brief) | Who are the required attendees for in-brief/out-brief sessions (local MTF/MDG leadership only vs USAFE/SGX participation), and are these briefs expected to be delivered in person only or is virtual delivery acceptable when schedules require? | The in-brief and out-briefs should be in person and should plan to occur. MTF leadership may choose to cancel or adjust based on mission requirements. | ||
| 30 | SOW 4.6.1.6 (proprietary materials); SOW p4 (training plans requirement) | Please confirm the Government’s expectation for deliverable ownership/data rights: Are contractors required to leave copies of training/exercise materials (slides, MSEL, patient cards) with the Government, or may proprietary materials be demonstrated/delivered without transfer? If materials must be provided, what level of detail is required (final editable vs PDF)? | Proprietary materials do not need to be transferred. Provided materials can be printed or electronic versions. | ||
| 31 | SOW, Page 4 of 30 | Will the USAFE Surgeon General provide the location and exercise information for the entire period of performance upon contract award or just the first four (4) events? | Just the 1st 4 events. The remainder are contingent on (1) additional funding, (2) desire by the MTF, and (3) availability of training/exercise dates for MTF and contractor. If these 3 things are met, then additional exercise/training options in the contract will be exercised. | ||
| 32 | SOW, Page 4 of 30 Paragraph 1.1 and 1.2 | For the Aircraft Mishap exercise will the Government be providing the casualty role players or is this exercise an evaluation of the MTF and disaster teams understanding of and execution of the CONOPS associated with each of the teams identified in paragraph 1.2? | The government will provide the role players and the contractor should provide an evaluation of the team during the exercise. | ||
| 33 | SOW, Page 6 of 30 Paragraph 1.3 | These are 2-day events. How many training hours are available in each day to conduct the Full-Scale, Exercise and Training Event, Training Sessions (6 each with multiple Teams, clinical team subpgroups, and local EMS teams), Medical Wing Inspection Team Exercise, Functional Exercise, White Cell Communications and Exercise Control Activities, In/Out Brief, and Hotwash events? | Plan for 8 hours each day for a total of 16 hours. However, due to mission requirements, specifics will be worked out during the MTF planning meetings leading up to the exercise. | ||
| 34 | SOW, Page 8 of 30 Paragraph 1.3.11 | Is the hotwash part of the 16-hour training timeline? | Yes | ||
| 35 | SOW, Page 8 of 30 Paragraph 1.6.1.3 | Will the client consider conducting virtual 120- and 60-day planning meetings? | Yes, virtual is preferred for all planning meetings. The only on site requirement of the contractor is the 2 day event. | ||
| 36 | SOW, Page 10 of 30 Paragraph 1.7.1.3 | The contractor staffing requirement is a minimum of three (3). Based on the requirements and anticipated time lines to conduct the events identified in pagraph 1.3 some events may happen simultaneously and may require instructors with unique medical expereince and certifications. How is this award structured i.e., FFP, T&M, CPFF etc? | The contract type will disclosed in solicitation | ||
| 37 | SOW, Page 10 of 30 Paragraph 1.7.1.4 | Will the Government consider adding an 8 hour pre-event day between the travel day and the two-day event to allow the Contractor team time to conduct the walkthrough of full-scale exercise staging events and conduct the exercise in-brief as identified in paragraphs 1.3.10 and 1.3.12? | Yes, while not required, this can be worked out via the MTF planning meetings leading up to the exercise. | ||
| 38 | SOW, Page 10 of 30 Paragraph 1.8 | Is the base visit AAR a virtual, email, and/or a on-site event? | The offical AAR will be via an email (word document) | ||
| 39 | SOW, Page 12 of 30 Paragrpah 2.3.3 | What is the time line for this? The Contractor shall conduct a first responder and first receiver awareness training session that meets the training requirements for awareness level training in Occupational Safety and Health Administration (OSHA) Standard 1910.120 and OSHA Best Practices for Hospital Based First Receivers. | The contractor will develop this training and should determine how long and where in the timeline it best fits for the flow. As it is developed, the MTF pre planning meetings can help inform the need, timing, and duration of the training. | ||
| 40 | SOW, Page 12 of 30 Paragrpah 2.3.4 | What is the time line for this? The Contractor shall provide a first responder and first receiver operations level training session that meets the requirements for operations level training in OSHA Standard 1910.120 and OSHA Best Practices for Hospital Based First Receivers | The contractor will develop this training and should determine how long and where in the timeline it best fits for the flow. As it is developed, the MTF pre planning meetings can help inform the need, timing, and duration of the training. | ||
| 41 | RFI Instruction | Does the Government have a location in mind that they would like the vendors to use for the ROM in the RFI response? Or would the government want the vendors to utilize the most expensive locality, to gie you an idea of what those costs would be? | Use the ROM in the RFI response for the 4 identified and then the most expensive for the remaining 6. | ||
| 1. | March 3-4, 2026. RAF Lakenheath. COOP/AS | ||||
| 2. | April 21-22, 2026. Aviano AB. Public Health Emergency (PHE) | ||||
| 3. | April 28-29, 2026. Incirlik AB. COOP/AS | ||||
| 4. | August 18-19, 2026. Incirlik AB. PHE | ||||
| 42 | RFI | Does the government have an anticipated release date for an official solicitation? | Anticipated release date within the next four weeks | ||
| 43 | RFI Instruction | Does the government have any specific training package that it would like to utilize for the 10 training packages in the ROM? Since each training package is unique, outlining this would allow vendors to give the government a more accurate idea of what the cost may be. | No | ||
| 44 | RFI Sec 1-4 | During the HSMR 2-Day Training and exercise packages, will the government be providing the role players, or are we providing them externally? | The government will provide the role players. | ||
| 45 | RFI Sec 1-4 | What is the scale of the exercises, how many trainees does the government estimate will be attending? | Each MTF is different and this will largely depend on what operations are going on at the installation at the time. There are some team size numbers in question 9 but the best answer will be given during the MTF pre planning meetings leading up to the event. | ||
| 46 | RFI | Is this a new opportunity? | yes | ||
| 47 | RFI | Is there an anticipated timeframe for the delivery of the ten base visits? | The first 4 are known. There is no anticipated timeline for the remaining 6. | ||
| 48 | RFI | The amount of material that needs to be developed for this project is substantial. Should the ROM cover development of materials and then delivery to the basesseparately? | The ROM should include the total price for training and materials at all locations listed. | ||
| 49 |
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