GLOBAL PATIENT MOVEMENT CAPABILITY Requirment_DRAFT.pdf

DRAFT PERFORMANCE WORK STATEMENT FOR

GLOBAL PATIENT MOVEMENT CAPABILITY

IN SUPPORT OF THE

DEPARTMENT OF WAR

26 June 2026

Global Patient Movement Capability DRAFT Requirements

HT9402-26-RFI-0002

1. DESCRIPTION OF SERVICES

1.1 Service Overview

The contractor shall provide a widebody aircraft and crew specifically configured to support global Patient Movement operations for the Department of War (DoW). These operations shall include the following key services:

• In-Flight Patient Movement The contractor shall ensure safe and effective transfer and medical care for patients with varying medical needs, ranging from ambulatory care to intensive care. The aircraft shall be equipped to handle critical care patients and provide necessary medical interventions during transit.

• Training Support The contractor shall deliver both in-flight and static Patient Movement training to DoW uniformed personnel. This training shall focus on enhancing operational readiness and establishing DoW personnel proficiency in patient transport procedures and medical care during aeromedical missions aboard commercial aircraft.

The contractor shall ensure all aircraft, equipment, and personnel meet the required standards for safety, reliability, and compliance with DoW operational requirements.

1.2 Area of Operations

The contractor shall provide patient movement services within the Continental United States (CONUS) and Outside the Continental United States (OCONUS) as directed.

To ensure operational efficiency, the contractor's base of operations shall:

• Be located within CONUS to maximize availability and minimize response times.

• Be strategically positioned to support potential OCONUS operations, particularly in the Indo-

Pacific region.

Any proposed base of operations or changes to the location must be submitted to the Contracting Officer for review and approval prior to implementation.

1.3 Contract Administration/Management

The administration and management of this contract shall be led by U.S. Transportation Command (USTRANSCOM) as the DoW Single Manager for Global Patient Movement.

• Defense Health Agency (DHA):

o Administration:

Act as the primary contract procurement and administration authority.

Provide a Contracting Officer Representative (COR) to oversee contracting functions and ensure compliance with all contractual requirements.

• USTRANSCOM:

o Program Management and Operational Oversight:

Mission Tasking Authority resides with the 618th Air Operations Center (AOC)

(Tanker Airlift Control Center) and the Contracting Officer.

Mission Cancelation Authority resides with the 618th AOC and the Contracting

Officer.

Provides program management, oversight, and coordination of all required services to ensure seamless operational integration.

Lead the integration of commercial capabilities into the Defense Transportation System.

Collaborate with U.S. government (USG) mission partners to minimize waste, duplication, and overlap with existing government functions.

The contractor shall maintain regular communication with USTRANSCOM and DHA to ensure effective execution of services and adherence to operational and contractual requirements.

2. BASIC SERVICE

2.1 Aircraft Qualifications

2.1.1 Registration and Ownership Requirements

• Aircraft must be a U.S. registered aircraft

• Aircraft must be owned or controlled by a U.S. flagged air carrier

• Aircraft must be operated by a U.S. flagged air carrier

2.1.2 Certification Requirements

• The carrier must be Federal Aviation Regulations (FAR) Part 121 certificated to qualify for Civil Airlift Review Board (CARB) approval.

• The carrier must receive and maintain CARB approval to operate the aircraft. CARB approval is contingent upon meeting all Federal Aviation Administration (FAA) requirements, including specific approval to conduct medical evacuation and patient movement operations.

• The carrier must receive and maintain a Civil Reserve Airlift Fleet (CRAF) contract for the duration of the Patient Movement contract.

• Certification under FAR Part 121, CARB, and CRAF ensures the carrier meets operational, safety, and medical evacuation standards required for integration into the Defense Transportation System.

• The Government may elect to pursue Public Aircraft Operations (USAF) and State Aircraft designation (USTRANSCOM) on an interim basis until the carrier is certified under FAR Part

121. Once FAR Part 121 certification is established, the carrier must comply with all CARB requirements.

o During transition from USAF to FAA oversight, the Contractor will not be penalized for downtime from aircraft certification delays beyond their control. This re-certification process should be coordinated with the Program Manager and where possible, coincide with other scheduled down times (e.g. heavy maintenance).

2.1.3 Airworthiness Requirements

• Aircraft must meet and maintain compliance with U.S. Air Force Technical Airworthiness requirements while designated for Public Use and/or State Aircraft status.

• The government intends to utilize the Public Aircraft Operations and State Aircraft designation for airworthiness compliance. The contractor shall:

o Configure the aircraft to meet airworthiness standards.

o Provide all requested information, technical and engineering support, and comply with all other requirements as directed by airworthiness authorities.

• The Contractor shall work with the FAA to seek FAR Part 121 certification for medical evacuation and patient movement operations. Without FAA approval, the carrier will not be eligible for CARB certification to transport patients.

• If the contractor fails to meet or maintain airworthiness requirements under either Public Aircraft Operations or State Aircraft designation, or fails to secure FAA approval for patient movement operations and is unable to meet the requirements of the contract, the government reserves the right to cancel the contract.

o The Contractor will not be penalized or held in default if the failure to meet or maintain the Public Aircraft Operations or State Aircraft designation is attributable to Government processing delays, revocation without Contractor fault, or other factors outside the Contractor or Carrier’s direct control. This exclusion also applies to the Contractor securing FAA Part 121 Aeromedical Evacuation status and transitioning the aircraft back to FAA Part 121.

2.1.4 FAA & Aeromedical Evacuation (AE) Requirements

• FAA Requirements:

o Once FAA requirements are established for wide-body patient movement, the aircraft must meet and maintain all applicable FAA certifications and standards.

o The contractor shall coordinate with the Federal Aviation Administration (FAA), as directed by the Program Manager, to inform and support the development of airworthiness standards and procedures for commercial wide-body patient movement operations. The Carrier will provide routine updates as required by the Program Manager and Contracting Officer.

o If subsequent patient movement aircraft are contracted by the Government, the contractor shall seek airworthiness certification through the FAA to ensure compliance with patient movement requirements.

• Aeromedical Evacuation (AE) Requirements:

o The contractor shall ensure the aircraft is configured and equipped to meet Aeromedical Evacuation (AE) requirements, including:

Support for medical equipment and systems necessary for patient care during transport.

Compliance with standards for patient safety, medical intervention capabilities, and critical care transport.

Integration of AE-specific operational procedures, as directed by the Program

Manager, to ensure seamless coordination with DoW medical teams and Theater Validating Flight Surgeons (TVFS).

o The contractor shall provide technical and operational support to meet AE mission requirements, including training for USAF, NATO, Five-Eye aeromedical crews and compliance with AE-specific protocols.

2.1.5 CRAF Program Exclusion

• Commercial Patient Movement Aircraft:

o Aircraft utilized for Commercial Patient Movement shall not be committed to the Civil Reserve Air Fleet (CRAF) program or subject to any contractual or other superseding requirements.

o The contractor must ensure that aircraft dedicated to patient movement operations remain exclusively available for this purpose and are not dual purposed for CRAF or private-sector commitments.

• Operational Integrity:

o The contractor shall maintain clear separation between aircraft designated for

Commercial Patient Movement and those committed to the CRAF program to avoid operational conflicts and ensure compliance with both programs' requirements.

o If the Contractor’s designated aircraft is part of the CRAF program, the contractor will have 120 days to remove the aircraft from the CRAF program.

2.2 Aircraft Configuration

2.2.1 Basic Configuration Requirements

One (1) Widebody aircraft configured to:

2.2.1.1 Litter Capacity

Transport a minimum of 34 NATO litters secured to litter stanchions Consisting of a minimum allotment of 30 litter patients and 4 vented critical care litter patients

2.2.1.2 Stanchion Systems

Stanchion litter systems shall be capable of supporting NATO litters, equipment, in-flight kits, consumables and other required items.

2.2.1.3 Seating Requirements

Maintain a minimum mixture of 50 business and economy class seats to support ambulatory patient loads, passenger, and crew requirements.

Seating shall be arranged to provide additional isle clearance to support safe and efficient loading and unloading of litter patients.

2.2.1.4 Medical Equipment Support

The contractor shall ensure the aircraft is configured to support medical equipment and supplies necessary to provide global in-flight transit and medical care for all patients. This includes:

• Power Requirements:

o Aircraft must provide sufficient and reliable power sources to operate medical equipment, including ventilators, monitors, infusion pumps, and other critical care devices.

o Power systems must meet safety and Special Flight Release airworthiness standards and be capable of supporting continuous operation of medical equipment during extended flights.

• Medical Equipment Integration:

o The aircraft must be equipped with mounting systems, storage areas, and connections to securely accommodate medical equipment and supplies.

o Ensure compatibility with standard medical equipment used by DoW aeromedical crews.

• Environmental Controls:

o Maintain appropriate cabin temperature, humidity, and pressurization to support patient care and the operation of medical equipment.

o Ensure the aircraft is equipped with lighting systems suitable for medical procedures during flight.

• Operational Readiness:

o Provide backup systems to ensure uninterrupted operation of medical equipment in the event of power or system failure.

o Coordinate with DoW medical teams to ensure all equipment and supplies are properly integrated and operationally tested prior to missions.

• Provision of Portable Power System (PPS), NPTLOX, 887A Version 7 and 887N Version 7 Inflight (Medical) Kits.

o The Government will provide the contractor the following serviceable, certified, and complete Government Furnished Material:

o Two (2) PPS UNITRON INVERTORS P/N 80-18025-1, QTY 2. This is a PORTABLE POWER SYSTEM, PS-95-448-2 and associated cable system (ECAS).

o Six (6) NPTLOX systems

• In-flight Kits and Narcotics o The Contractor will procure in-flight kits and will be responsible for replenishment of all consumable items.

o The Contractor will procure all required narcotics consistent with HB Narcotics Box 6516-01-473-8678. The Contractor is responsible for storage, transport and compliance with applicable licenses and federal laws.

• Medical Equipment Storage, Servicing, Calibration, Repair:

o The Contractor is responsible for servicing, calibration, and repair of Contractor provided medical equipment. The Government is responsible for servicing, calibration, and repair of Contractor provided medical equipment The Contractor will work with Government to develop an efficient system to manage the drop-off and pick-up of medical equipment requiring servicing, calibration, and repair.

o The Government will also service Government Owned Contractor Operated NPTLOX systems. The Contractor will work with the Government to develop an efficient process for NPTLOX servicing. This process will also ensure that the ability to properly service NPTLOX is available during contingency and alert operations.

o In the event the Government is unable to support any required equipment, the Contractor will establish a servicing contract and manage calibration, repair and servicing cycles in a manner that ensures availability to meet contract requirements.

2.2.2 Configuration Approval

Aircraft configuration plan and configuration modification shall be submitted to Program Manager for review and approval prior to implementation.

2.2.3 Stanchion/Seat Maps

Contractor shall furnish stanchion/seat maps conforming to the configuration of its aircraft, to the Transportation Reference Data Management (TRDM) program office transcom.scott.tcj6.mbx.trdm@mail.mil, at least 30 days prior to the start of a channel mission or seven days after contract award, whichever is earlier. Contractor shall submit configuration modifications to the TRDM at least 10 days after approval. Stanchion/seat map legends must clearly identify the tail number, total stanchions, total physical seats, and number of seats by seat pitch measurement and the location of all emergency exits and indicate seat pitch between rows. Where required seat spacing results in less rows of seats than are indicated in the aircraft's overhead numbering system, the excess row numbers and seats should be blanked out to minimize confusion.

2.2.4 The Government may direct (and will reimburse) the contractor to procure the second SLS and baseplates based on the extended manufacturing lead-time to ensure the ability to generate a second aircraft quickly to support contingency operations.

2.3 Availability

2.3.1 Monthly Block Hours

The contractor shall provide the aircraft and a full complement of aircrews and aeromedical crews to support operations for 150 Block hours per month. Block hours shall be measured from the removal of aircraft chocks for pushback/taxi to the placement of chocks at the end of each flight.

• Aircraft Availability:

o The contractor must ensure the aircraft remains operational and available to meet the monthly block hour requirement.

o If the aircraft undergoes bi-annual heavy maintenance or other extended downtime

(e.g., 1 to 2 months), the contractor shall provide a replacement aircraft to maintain operational continuity and fulfill the monthly block hour requirement.

• Billing During Downtime:

o The contractor shall not bill for the full 150 Block hours during months when the primary aircraft is unavailable and no replacement aircraft is provided.

o Billing shall be adjusted proportionally based on the actual block hours flown during the downtime period.

• Maintenance Planning:

o The contractor shall coordinate with the Program Manager to schedule heavy maintenance periods in advance to minimize operational disruptions.

o The contractor must provide a detailed quarterly maintenance plan, including timelines and contingency measures, to ensure compliance with contract requirements.

2.3.2 Carryover Hours

Up to 10 block hours of unused time may be carried forward into the next month until utilized, but each month will not exceed 160 block hours.

2.3.3 Aircraft Maintenance

Contractor furnished aircraft shall be capable of completing each flight without requiring regularly scheduled maintenance, except for enroute and turnaround service unless permitted otherwise by the mailto:transcom.scott.tcj6.mbx.trdm@mail.mil

Contracting Officer.

2.3.4 Equipment and Supplies

All equipment, supplies and consumables required for contract performance will be maintained at or near the aircraft's home base, except for contingency directed support taskings. When required to increase operational readiness and aircraft generation, the Contractor will be allowed to store extra aircraft wheels, brakes, and tooling at mutually agreed hubs.

2.4 Personnel

2.4.1 Aircrews

The contractor shall provide sufficient qualified cockpit crew members and aircrew to ensure the completion of each flight without delays, while complying with all safety standards and operational requirements. Key considerations include:

• Crew Composition:

o The contractor shall ensure the number of cockpit crew members and aircrew meets FAA requirements for the number of patients being transported, including:

Providing food and beverage services to patients and passengers.

Supporting loading and unloading operations.

Delivering non-medical emergency services during flight, as required.

o The contractor shall provide sufficient crew to support 150 Block Hours per month, including contingency planning for OCONUS travel (e.g., Indo-Pacific operations) to ensure crew availability and compliance with duty time limitations.

• Restrictions on ANG/AFRC Personnel:

o CRAF Carriers are prohibited from using Air National Guard (ANG) or Air Force

Reserve Command (AFRC) aircrew to meet CRAF contract requirements. This restriction applies to all commercial operations under this contract.

o The contractor shall ensure that aeromedical evacuation (AE) nurses, technicians, and other medical personnel assigned to the contract are not part of ANG or AFRC units unless explicitly authorized by the Government for specific missions.

• Compliance and Accountability:

o The contractor shall maintain detailed records of crew assignments and qualifications to ensure compliance with Special Flight Release and FAA (Part 121 once the FAA approves Part 121 AE operations) regulations and contract requirements.

o The contractor shall coordinate with the Program Manager to address crew utilization for OCONUS operations and ensure sufficient staffing levels for all missions.

o The Government will be responsible for verifying medical qualifications and approving NATO and Five-Eye partners, AE and other medical personnel to fly on the aircraft.

2.4.2 Aeromedical Crews

Contractor shall provide the required complement of medical crew members to provide the standard of care necessary to accommodate patient acuity of persons who are ill, injured, wounded, or otherwise mentally or physically incapacitated or helpless; who may require emergency medical care in-flight; and who, in a physician's opinion, cannot be safely transported on a standard commercial or charter flight.

2.4.2.1 Criticality Matrix

The Contractor shall submit for approval a criticality matrix that shows a proposed mix of Full Time Equivalent (FTE) Specialties (Flight Nurse, Physician, Respiratory Technicians, Paramedics, etc.) for each of the defined Levels of Medical Care (Intensive Care (IC), Advanced Life Support (ALS), Basic Life Support (BLS).

2.4.2.2 Team Definitions

2.4.2.2.1 Aeromedical Evacuation Team

An Aeromedical Evacuation (AE) team shall consist of the following personnel:

• Core Team Composition:

o One (1) flight physician.

o Two (2) flight nurses.

o Two (2) flight paramedics.

o Three (3) flight emergency medical technicians.

o One (1) crew member assigned as the medical crew director to oversee medical operations during the mission.

• Flexibility in Crew Complement:

o The contractor may tailor the AE team composition based on:

Patient Acuity: Adjustments to the team size and specialties may be made to accommodate the specific medical needs of patients (e.g., critical care patients requiring additional support).

Crew Duty Day: Modifications may be made to ensure compliance with duty time limitations and operational requirements.

Mission Requirements: Adjustments may be made to align with the scope and complexity of the mission.

• Coordination and Approval:

o The contractor shall coordinate with and receive approval from the

Government's Theater Validating Flight Surgeon (TVFS) for any modifications to the AE team composition.

o The TVFS shall have final authority to approve or reject proposed changes to the AE team based on mission requirements and patient care standards.

• Consistency with Civilian/Commercial Standards:

o If the contractor is providing the medical teams, the AE team definitions and roles must align with civilian/commercial standards for aeromedical evacuation personnel.

This includes:

Ensuring all team members are appropriately trained, certified, and experienced in aeromedical evacuation and patient care during flight.

Adhering to industry best practices for staffing levels and medical specialties to ensure safe and effective patient transport.

2.4.2.2.2 Critical Care Air Transport Team (CCATT)

A Critical Care Air Transport Team (CCATT) shall consist of one (1) critical care flight physician, one (1) critical care nurse, and one (1) respiratory technician or flight paramedic.

2.4.2.3 Medical Director

The Contractor shall maintain a Medical Director to act as their chief physician. The Medical Director shall be a licensed physician who is ultimately responsible for patient care during patient transport missions. The Medical Director will provide clinical directions and medical orders to address enroute changes in patient health status and other medical emergencies. The Contractor shall provide medical management and clinical oversight for all manifested patients. The Contractor shall provide administrative oversight and credentialling for all Aeromedical Crew Members (ACM).

2.4.2.4 Crew Complement

Patient stability may dictate changes in the mix of patients to crew members, crew augmentees and medical attendants affecting standard planning assumptions. The contractor's Medical Director, in coordination with the Government's Theater Validating Flight Surgeon (TVFS), determines the appropriate aeromedical crew complement based on the acuity of manifested patients. The TVFS has the final decision on crew complement and will notify the Program Manager of any disputes.

2.4.2.5 Accreditation

Contractor shall meet U.S. accreditation standards for basic, advanced, and critical-care life support.

If new standards are developed during the FAA certification process, the Contractor will submit plans to the Contracting Officer to comply with new or emerging standards.

2.4.2.6 Training and Certification

The Contractor shall ensure all aeromedical crew members, flight crews, and support personnel maintain current certifications and complete initial and recurrent training in accordance with FAA, DoD, HIPAA, and cybersecurity requirements. Training records shall be provided to the Government upon request.

2.4.3 Aircraft Support Personnel

Contractor shall establish ground support functions similar in capability to a USAF aeromedical evacuation operations team at the aircraft's CONUS base of operations to support crew, equipment and mission management. The Contractor will coordinate with the Program Manager and receive approval from the Contracting Officer before establishing additional ground support functions for operations and sustainment activities along recurring transportation routes.

2.4.4 Air Transportation Planner

The creation of an Air Transportation Planner role is not currently required under this contract.

However, the establishment of such a position may be considered in the future to enhance coordination and operational efficiency. If implemented, the following responsibilities and requirements shall apply:

• Role and Responsibilities:

o Upon tasking and approval from the Program Manager, the contractor shall provide an

Air Transportation Planner to Scott AFB, IL for the duration of the contract.

o The planner shall:

Implement flight schedules and coordinate patient manifests.

Coordinate passenger manifests and produce weekly situation reports for the

Program Manager.

Advise on mission planning and execution activities, including crew management for routine and contingency planning.

o This individual shall serve as the primary reach-back point to the contractor for all mission execution activities.

• Scope of Position:

o This position is not intended to support program management or high-level contacts with industry.

o The planner shall focus exclusively on operational coordination and execution activities.

• Security Clearance and System Access:

o The individual must obtain and maintain a SECRET level clearance for building access.

o The government shall provide access to NIPRNET IT systems as feasible to support seamless communication and information management.

• Approval and Oversight:

o The Program Manager in consultation with the Contractor, shall:

Determine duty location at Scott AFB, IL.

Coordinate system access and establish daily duties.

3. OPERATIONS

3.1 Standard Operations

3.1.1 Response Time

The Contractor will pre-position from "home base" and receive patient(s) at originating airfield within 72 hours of notification to begin performing movement and distribution operations after USTRANSCOM Theater Patient Movement Requirements Center (TPMRC) validation. The aircraft and associated crews will not reposition from “home base” without validated tasking from the 618 Air Operations Center, unless otherwise approved by the Program Manager and Contracting Officer.

3.1.2 Multi-Day Operations

The contractor shall support multi-day, multi-stop operations as required to ensure effective patient movement and distribution. The Government will provide both scheduled (recurring) routes and ad hoc taskings as determined by mission requirements. Key requirements include:

• CONUS Operations:

o The contractor shall support multi-day, multi-stop operations within the Continental

United States (CONUS) or other permissive environments.

• OCONUS Operations:

o The contractor shall support multi-day, multi-stop patient distribution operations in the Indo-Pacific, Europe, and other permissive environments as directed.

• Government-Positioned Aeromedical Crews:

o The government may position Department of War (DoW) aeromedical crews and critical care teams on a temporary basis at CONUS and OCONUS locations to:

Support local training missions.

Conduct training aboard operational missions.

The contractor shall coordinate with the Program Manager to ensure seamless integration of operations and training activities.

3.1.3 Support Functions

• Contractor will establish ground support functions similar in capability to a USAF aeromedical evacuation operations team at the aircraft's home base to support crew, equipment and mission management.

• The Contractor will coordinate with the Program Manager and seek approval before establishing additional ground support functions for operations and sustainment activities along recurring transportation routes.

3.1.4 Flight Planning and Permits

The Contractor shall be responsible for all flight-related planning, permits, and coordination to ensure seamless patient movement operations. Key responsibilities include:

• Flight Plans and Permits:

o The contractor shall file all necessary flight plans and secure landing permits for all locations, including civilian airfields and DoW airfields.

o The contractor shall ensure compliance with all access, basing, and overflight requirements for each mission.

• Prior Permission Requests (PPRs):

o The Contractor shall coordinate and process Prior Permission Requests (PPRs) for all locations, including military and civilian airfields, to ensure timely access and operational readiness.

o The Government will provide support for the rapid processing of PPRs, overflight, and landing permits at DoW airfields as needed.

• Material Handling Equipment (MHE):

o The Contractor shall ensure that appropriate Material Handling Equipment (MHE) is available at all locations to facilitate the safe and efficient offloading of patients and medical equipment.

o The Contractor shall coordinate with local airfield authorities to confirm the availability of MHE and other ground support equipment prior to arrival.

• Coordination and Compliance:

o The contractor shall maintain communication with the Program Manager and relevant airfield authorities to ensure all flight-related requirements are met.

o The contractor shall ensure compliance with all applicable regulations and procedures for flight planning, permits, and ground handling.

3.1.5 Coordination Requirements

The Contractor will coordinate with 618 AOC, installation, and/or airport/airfield authorities to support access, transportation and other supporting functions for crew management away from home base. Contractor is responsible for crew management at both civilian and military airfields.

3.2 Contingency and Emerging Requirements Operations

The contractor shall provide an optional global alert capability, as directed by the 618 AOC, to support emerging or uncertain requirements. Key responsibilities include:

• Repositioning:

o Upon notification, the contractor shall reposition aircraft, crews, and supporting equipment on a temporary basis to a location directed by USTRANSCOM.

o Aircraft and crews shall begin repositioning to the designated location within 72 hours of notification.

• Crew Alert Status:

o The contractor shall provide sufficient crews to transition to shortened crew alert status based on mission requirements:

1-Hour Response Time: For missions supporting POTUS/VPOTUS, the contractor shall ensure crews are ready to launch within 1 hour of notification.

3-Hour Response Time: For all other contingency operations, the contractor shall ensure crews are ready to launch within 3 hours of notification.

• Augmented Crews:

o The 618 AOC shall coordinate with the contractor to determine if augmented crews are required based on mission requirements, including extended operations or high-acuity patient transport.

3.3 Space Available Passenger Services

Space available Passenger services shall include passenger processing and boarding (when required), care of passengers in-flight, during flight delays and diversions, and post flight passenger care.

Passenger service shall not be less than that provided in commercial economy charter service, commensurate with customs, practices and standard procedures of particular airports and countries and this PWS.

3.3.1 Contractor Representative

A Contractor representative shall be available, in person or via telephone, at all originating, enroute, turnaround, and terminating points, at least three hours in advance of all scheduled trip departures or actual arrivals (whichever is earlier). This representative shall contact the passenger services terminal to validate mission information and review any issues that have the potential to impact the mission, coordinate with Government personnel, and shall have the authority to react to and effect necessary changes. In the event of an aircraft delay or deviation, Contractor representative shall immediately be available in person to coordinate passenger care.

3.3.2 Passengers Boarding at Military Locations

Prior to loading or boarding space available passengers, the aircraft captain, lead flight attendant, or some other responsible contractor representative, shall meet with the designated troop commander to ensure there is mutual understanding of roles and responsibilities, and that all prohibited items to include knives, bayonets and hazardous materials or other prohibited items are not boarded in the passenger cabin. This also includes restricted/prohibited items in checked baggage as outlined in the Defense Travel Regulation (DTR), Part III, Appendix T, paragraph C. The troop commander acts as the primary responsible authority for all passengers on the flight and acts as a single Point of Contact (POC) liaison with the senior flight attendant.

3.3.3 Required Information

The contractor shall provide the following minimum information to the Government no later than 24 hours prior to departure time: type aircraft; tail number; Allowable Cabin Load (ACL) in passenger seats and pounds for all scheduled segments; cube allowable in the belly compartments; and belly weight by compartment. The contractor's representative shall sign the local station load planning form to indicate receipt of actual load breakdown.

3.3.4 Seat Maps

Contractor shall furnish seat maps conforming to the configuration of its aircraft, to the Transportation Reference Data Management (TRDM) program office transcom.scott.tcj6.mbx.trdm@mail.mil, at least 30 days prior to the start of a mission or seven days after contract award, whichever is earlier. Seat map legends must clearly identify the tail number, total physical seats, and number of seats by seat pitch measurement and the location of all emergency exits and indicate seat pitch between rows. Where required seat spacing results in less rows of seats than are indicated in the aircraft's overhead numbering system, the excess row numbers and seats should be blanked out to minimize confusion.

3.3.5 Transporting Additional Items on Patient Movement Missions The Government may require the contractor to transport courier material, mail, and additional baggage in any amount not to exceed 1,000 pounds of Guaranteed Allowable Cabin Load (GACL).

The additional items must fit in otherwise unused space within the cargo or baggage compartment of the aircraft (or both).

3.3.5.1 Loading and Unloading for Additional Items

The contractor shall ensure safe and efficient handling of all additional items transported on patient movement missions, including space-available cargo. Key requirements include:

• Manual Loading and Unloading:

o Additional items, including space-available cargo, shall be manually loaded and unloaded in the belly compartments of the aircraft to ensure safe handling and prevent damage.

• Use of Baggage Containers:

o If the aircraft arrives with baggage containers, these containers may be offloaded to facilitate handling at locations equipped with appropriate equipment.

o Appropriate Equipment: Equipment must include rollers or systems that fully support the baggage container base, such as:

Pallet loaders.

Roller-equipped slave pallets on forklifts.

mailto:transcom.scott.tcj6.mbx.trdm@mail.mil

Dollies and static racks capable of securing the containers.

• Prohibited Handling Methods:

o Baggage containers shall not be handled with bare forklift tines under any circumstances, as this may compromise the integrity of the containers and their contents.

• Applicability to Space-Available Cargo:

o These handling requirements apply to all additional items, including space-available cargo, to ensure safe and efficient transport and unloading at all locations.

3.3.6 Actual Weights

The Government will weigh all items transported in the cargo compartment of a commercial aircraft in accordance with the DTR. For bulk load operations, actual piece counts and weights for each piece will be provided to the contractor. For container load operations, piece counts and container weights will be provided to the Contractor. To ensure actual weight data is useable for proper load planning, advance communication between the transportation officer/mobility/unit representative and air carrier must take place in time to prevent any loading delays prior to going operational.

3.3.6.1 Non-Applicability

If the government cannot provide the actual weights, the contractor is responsible for obtaining actual weights of passengers, baggage, and cargo.

3.4 In-Flight Passenger Services

3.4.1 Service Standards

The contractor shall provide in-flight passenger services not less than provided on international commercial economy flights.

3.4.2 Pillows and Blankets

The contractor shall provide commercially cleaned blankets at the origination and turnaround stations. Pillows shall be replaced with adequate frequency to ensure they are in a clean and serviceable condition.

3.4.3 Hot Towel Service

On flight segments over 4 hours, the contractor shall provide a moist, heated, cloth towel immediately prior to each hot meal and one hour before landing.

3.4.4 In-Flight Entertainment

The contractor shall provide audio and video entertainment system to include complimentary headsets. A sufficient quantity of movies released within the last three years and audio will be made available to passengers throughout each flight segment.

3.4.5 Meal Service

Contractor shall provide meal and snack service that is equivalent to the dietary/protein standards, quantity, and quality provided to their commercial international economy passengers. When possible and requested by the Contracting Officer's Representative (COR) the contractor shall provide sample meals/snacks.

3.4.5.1 Meal Schedule

The contractor shall furnish hot in-flight meals and snacks. The type of meal served should be appropriate for the local time of day being served.

3.4.5.2 Meal Service Exception

Required meal service shall be based on the scheduled duration (in hours and minutes) of non-stop mission segments specified below:

• SEGMENTS LESS THAN 2+00: No meal or snack required

• SEGMENTS 2+00 to 4+00: One snack

• SEGMENTS 4+01 to 6+00: One hot meal

• SEGMENTS 6+01 to 9+00: One hot meal plus one snack

• SEGMENTS OVER 9+01: Two hot meals

3.4.5.3 Elapsed Time Between Servings

No more than six hours shall elapse between servings.

3.4.5.4 Approved Caterers

Carriers shall only use airline caterers approved by the Army Public Health Command. A listing of approved caterers can be found at https://sph.health.mil/.

3.4.5.5 Meal Service During Mission Delays

In the event of mission delays occurring at originating, enroute, or turnaround stations not in excess of four hours, the contractor may utilize the existing catering aboard the aircraft upon departure, or, in accordance with delay procedures, the passengers may be ground fed during the appropriate meal period. In the event of ground fed, Contractors shall make best efforts to use caterers approved by Army Public Health Command.

3.4.5.6 Entrée Choices

Passengers shall be offered a minimum of two entrée choices for the breakfast, lunch and dinner meals as well as providing a special meal (i.e., vegetarian, kosher, gluten free, etc.) when one is requested, and the request is received from the Passenger Service Agent or government representative at least 48 hours prior to scheduled aircraft departure from an airport at which catering is available from a Government approved facility. Where the noon and evening meal are served on the same flight, a different entrée shall be offered for each meal. Beef products from Outside the Continental United States (OCONUS) caterers are prohibited.

3.4.5.7 Beverage Service

Beverages shall be available to passengers throughout each leg of each mission. Alcoholic beverages will not be provided.

https://sph.health.mil/

3.4.5.8 Food and Water Sources

The contractor shall utilize the following guidelines and procedure for obtaining food and water from off-base sources.

• Off-base food and water provided to DoD personnel shall be from a trusted and secure vendor and transported on a secure vehicle to the aircraft. Off-base trusted and secure vendor sources can be found at:

http://phc.amedd.army.mil/topics/foodwater/ca/Pages/DoDApprovedFoodSources.aspx

• On-base food and water retail sources can be used; however, on-base retail sources must have received an acceptable inspection in accordance with TB MED 530, Tri-Service Food Code, conducted by the installation medical authority.

3.5 Delays

3.5.1 Patient Care During Delays

The contractor shall ensure the continuity of patient care during delays by coordinating with the Theater Validating Flight Surgeon (TVFS) and other competent medical authorities. Key requirements include:

• Notification Timelines:

o The contractor shall notify the TVFS of any delay affecting patient care within:

20 minutes of identifying a delay that may impact patient safety or medical care.

2 hours for delays that do not immediately affect patient safety but may require adjustments to patient disposition or care plans.

• Coordination with TVFS:

o The contractor shall coordinate with the TVFS to determine patient disposition and ensure the hand-off of patients to competent medical authorities as needed.

o The contractor shall provide detailed information about the delay, including:

Duration and expected resolution time.

Impact on patient care and medical equipment.

Any additional support required to stabilize patients during the delay.

• Threshold for USG Intervention:

o If the delay exceeds 4 hours and the contractor is unable to provide adequate medical care or stabilization, the U.S. Government (USG) shall intervene to pick up patients and transfer them to an appropriate medical facility.

o The contractor shall coordinate with the TVFS and the designated USG medical provider to ensure a seamless transfer of patients.

• Contractor Responsibilities:

o The contractor shall provide medical care and stabilization for all patients until they are transferred to the TVFS-designated medical provider.

o The contractor shall ensure that all medical equipment and supplies remain operational and available during the delay to support patient care.

3.5.2 Passenger Care During Delays

The contractor shall coordinate all aspects of delays to ensure adequate passenger care is provided.

Contractor representatives will brief passengers and provide updated briefings on an hourly basis until the aircraft departs or remains overnight. The contractor will brief all passengers on delay specifics, i.e., lodging, meals, transportation provided and 24 hour-contact information with specific times (coordinated with Air Terminal Operations Center (ATOC)) to either meet their transportation to return to the terminal or time to be present at the terminal for reprocessing. When a delay affects a location where contractor representation is not on site, the contractor is responsible to contact the ATOC (or equivalent) with the updated delay information. Passenger care reimbursement will be determined by the CO at the time of mission completion and/or after review of any mission delays.

3.5.3 Controllable Delays

The contractor shall be required to provide the following passenger care to all checked-in passengers during all contractor controllable delays: hot meals (if the delay extends over a meal period), lodging and transportation to and from feeding point and lodging. The Contractor representative shall make announcements informing passengers of the contractor's responsibility to provide reimbursement of penalty fees imposed on them by the commercial transportation service in which they have onward transportation, describe the process, and provide all materials necessary for passengers to obtain reimbursement.

3.5.4 Overnight Delays

Overnight delays shall be managed by the contractor in coordination with the 618 AOC (TACC) and the Contracting Officer (CO). Key requirements include:

• Criteria for Overnight Delays:

o Overnight delays will be considered when:

The delay exceeds four hours.

A passenger convenience delay is declared by the CO.

• Passenger Care During Extended Delays:

o For contractor-controllable delays that extend beyond 24 hours, the contractor shall provide commercial transportation for mission-essential passengers when directed by the CO.

o When overnight lodging is required, the contractor shall ensure:

Each delayed passenger is afforded the opportunity to have a separate room, except for those who voluntarily choose to share accommodations.

Lodging arrangements are made promptly to minimize inconvenience to passengers.

• Coordination of Lodging and Baggage:

o The contractor shall coordinate lodging and baggage delivery directly with local authorities or service providers at the location of the delay.

o The contractor shall ensure passengers are delivered to billeting within the following acceptable elapsed times after lodging determinations have been made:

Number of passengers on aircraft:

1–165 passengers: 2 hours.

• USG Representative Presence:

o In the event a U.S. Government (USG) representative is not present at the location of the delay (e.g., emergency landings or remote stops), the contractor shall:

Take full responsibility for coordinating passenger care, lodging, and transportation.

Notify the 618 AOC (TACC) and the CO immediately to report the situation and request additional guidance if needed.

3.5.5 Uncontrollable Delays

The contractor is responsible for continuing medical care of all patients (litter and ambulatory) until all patients are transferred to an accepting medical facility. Upon determination of an uncontrollable delay, the contractor shall immediately coordinate with TVFS to identify a suitable medical facility and conduct patient transfer in accordance with TVFS instructions.

• The contractor has no responsibility for the care of space available passengers during uncontrollable delays except for specifically identified personnel, i.e., students leaving initial training destined to their first duty assignment under Permanent Change of Station (PCS). The contractor shall provide care on a reimbursable basis as outlined in para. 3.5.3. Controllable Delays. Passengers with a Government Travel Card should arrange for their own care.

However, if asked by the CO to care for the manifested passengers on a reimbursable basis, the carrier shall provide the same level of service outlined in para 3.5.3. Controllable Delays.

3.5.6 Off-Loading Passengers Short of Manifested Destination

When passengers are off-loaded short of destination at the direction of the Government, the Contractor is not responsible for the care of or further transportation of such passengers.

3.5.7 No-Show Passengers

When passengers are permitted to deplane during ground time while transiting a station and fail to show for departure on time, the Contractor is not responsible for passenger care or further transportation. However, the Contractor shall take adequate measures to brief passengers on departure time and to attempt to locate missing passengers in the terminal area.

3.5.8 ACL Reduction

Should an aircraft load exceed the contracted ACL, the contractor shall determine the number of passengers, weight and or articles to be carried. Reduction in passenger ACL (bumping passengers) requires approval by the CO.

3.5.9 Bumping Passengers

In the event the Allowable Cabin Load (ACL) must be reduced due to operational requirements, the contractor shall coordinate with the 618 AOC (TACC) and the Contracting Officer (CO) to determine the appropriate course of action for managing bumped passengers. Key considerations include:

• Space-Required Passengers:

o If space-required passengers are bumped due to a reduction in ACL:

The contractor shall prioritize moving these passengers on the next available military charter flight, provided it can be accomplished within 72 hours.

If movement cannot be accomplished within 72 hours, the contractor shall notify the 618 AOC (TACC) and the CO for further guidance. The contractor is not required to arrange alternate transportation (e.g., commercial air travel) for space-required passengers unless explicitly directed by the CO.

• Space-Available Passengers:

o Space-available passengers already in transit from a previous station and who have not reached their final manifested destination shall be moved on the next available military charter flight.

o The contractor is not responsible for moving space-available passengers who have not yet boarded the aircraft.

• Passenger Care:

o Care for bumped passengers shall be provided in accordance with paragraph 3.5.3, Controllable Delays:

If the bumping of passengers is due to a controllable reason, the contractor shall provide passenger care at their own expense.

If the bumping of passengers is due to an uncontrollable reason, the contractor shall provide passenger care on a reimbursable basis.

• Applicability:

o This provision is intended to address rare and exceptional circumstances where a reduction in ACL is necessary due to operational, safety, or mission-critical requirements. The contractor shall coordinate closely with the 618 AOC (TACC) and the CO to ensure all actions align with mission priorities and contractual obligations.

3.6 Baggage Service

3.6.1 Service Standards

The Contractor shall provide baggage services in accordance with commercial standards and as supplemented below:

3.6.2 Baggage Off-Load Times

The Contractor shall ensure that their ground handlers' meet the baggage off-load times identified below.

3.6.2.1 First Baggage Piece (Containerized)

The first piece of containerized baggage shall be on the arrival carousel not later than 20 minutes after aircraft block, with the last piece arriving at:

Number of Passengers on Time Aircraft:

1 – 165: 1 hour after block in

3.6.2.2 First Baggage Piece (Floor Loaded)

The first piece of floor-loaded baggage shall be on the arrival carousel not later than 20 minutes after block time, with the last piece arriving at:

Number of Passengers on Time

Aircraft:

1 – 165: 1 hour after block in

3.6.3 Reboarding Baggage

After Customs clearance, contractor shall re-check and re-board checked baggage for in-transit passengers.

3.6.4 Checked Baggage Liability

Individual Contractor liability will be limited to the amounts specified in appropriate tariffs for international liability and in accordance with the Warsaw Convention, if applicable. Any claims over and above these dollar amounts will be filed by the passenger with the appropriate military branch (i.e., Army, Air Force, etc.).

3.6.5 Adjudication of Lost, Damaged, Pilfered, and Found Checked Baggage or Delivery Charges and Damage and Pilferage Claims All claims for lost, damaged, pilfered, and found baggage shall be settled with Government passengers within 60-days of the contractor receiving the case file from the Baggage Resolution Center (BRC) at Scott AFB, IL. If the Contractor is unable to identify the owner and an address for forwarding found or unclaimed baggage, the Contractor shall contact the BRC at (618) 229-4596 for assistance in determining the correct location to forward the baggage. The Contractor is responsible for safe storage of baggage pending disposition. Contractor shall acknowledge receipt of case files and notify the BRC of final adjudication with the passenger.