Psychologist Contract SOW Draft 01-03-2024.docx

Federal Aviation Administration Offices of the Federal Air Surgeon Aviation Safety

Psychological Screening Consultation Professional Services Contract

Statement of Work

March 8, 2024

Contents

1.0 INTRODUCTION

The Federal Aviation Administration (FAA) is the element of the U.S. government with the primary responsibility for the safety of civil aviation. The FAA’s mission is to provide a safe, secure, and efficient National Aerospace System (NAS) as directed by Federal Statutes, Federal Aviation Regulations and FAA Orders. As the leading authority in the international aerospace community, the FAA is responsive to the dynamic nature of the aerospace industry, customer needs, economic conditions, and environmental concerns.

Within the FAA, the Federal Air Surgeon (FAS) and Office of Aerospace Medicine (AAM) protect pilot/pilots, air travelers and the public welfare through processes for pilot medical certification and FAA Air Traffic Controller Specialist (ATCS) medical clearance. A person found qualified under the FAA pilot medical standards may be medically certificated, in accordance to the class of medical certificate issued, to operate aircraft ranging from private general aviation aircraft to commercial airliners. Similarly, a person found qualified under the FAA ATCS medical standards may be medically cleared to perform air traffic control duties. The Virtual Hiring Team (VHT, ASO-305) oversees the medical and psychological clearance of FAA ATCS applicants. The VHT consolidates the physical exam, electrocardiogram (ECG), drug test, and psychological screening results for a Regional Flight Surgeon to review. The hiring goal has increased from 1020 in FY 2021 and 2022 to 1500 in 2023 to 2000 in 2024.

All ATCS applicants undergo psychological screening using the Minnesota Multiphasic Personality Inventory-2 (MMPI-2). A portion of these evaluations will be held at Pre-Employment Processing Centers (PEPCs), which are large scale events to provide medical and security background screen for hundreds of applicants in a short period of time. Applicants who do not clear the MMPI-2 require a Tier 2, in person psychological evaluation The FAS depends on internal AAM psychology specialists, augmented by external consultants, knowledgeable in the FAA standards and the unique culture of the ATCS and their aviation environment. External consultants are required, and the need for these services is not a new requirement. We seek through this contracting effort to develop a more robust capacity for reviewing psychological evaluation results, specifically the Minnesota Multiphasic Personality Inventory-2 (MMPI-2). In addition, a Tier 2 Psychological Evaluation (in person) review may be required on an as-needed basis.

2.0 SCOPE OF WORK

The FAA requires a MMPI Subject Matter Expert (SME) to provide a professional review of records. The Contractor must independently review records for each identified ATCS including but not limited to medical applications and all pertinent medical documentation. The Contractor will review scored MMPI-2 tests and provide interpretations in the form of “Cleared,” “Not Cleared,” or “Authorized to Retest.” As needed, the SME will be required to review Tier 2 evaluation results.

The Contractor must provide all labor, facilities (including utilities and Internet Access), materials & supplies. The Contractor must meet all the qualification requirements in Section 5.0 and ensure it is capable of providing the necessary services and deliverables to support FAA.

3.0 Tasks

3.1 Case Reviews:

Contractors must:

· Ensure continued access from test publisher for FAA under contractor’s psychology license.

· Download scored profiles, review and provide interpretations in the form of “Cleared,” “Not Cleared,” or “Authorized to Retest” recording the result on the Excel spreadsheet provided for this purpose or in another approved data storage system.

· Label the MMPI-2 file names with the applicant’s Last Name_First Name_Middle Initial.

· Indicate the basis for a “Not Cleared” decision including Validity (High L) or elevated clinical scales and indicate who should be offered the opportunity to retest with re-administration instructions.

· Interpret those profiles which were administered under re-administration instructions. Recommendations will be provided in the form of “Clear” or “Not Clear”, which will result when profiles continue to be invalid or due to elevated clinical scales.

· All “Not Clear” applicates will be offered the opportunity for a Tier 2 Assessment, whether due or an initial administration or a re-administration.

· Reviews Tier 2 psychological evaluations and provides written recommendation regarding the applicant’s psychological qualification for ATCS duties to the VHT Manager.

· Alert the VHT Manager of any test taker who indicates the potential for self-harm, as consented to by all test takers.

· Be available to communicate when required with ASO/AVS medical officers/staff or other treating/evaluating providers related to the review of psychological testing cases, via phone call, email, teleconference or other means.

· Make best efforts to submit completed interpretations to FAA as promptly as possible to maximize efficiencies for both the contractor and FAA.

· Travel per FAA request to meet with key personnel or to assist with proper administration as needed.

3.2 Working Hours:

The Government's primary operational hours are Monday through Friday 6:00 AM to 6:00 PM. EST. Normal office hours are Monday through Friday from 8:00 AM to 4:30 PM EST.

The Contract Consultant(s) contracted for their services need to be aware of normal office hours for coordination purposes with Government points of contact (POC) as needed, but need not comply with the same operation and office hours as the Government.

3.3 General Requirement

· Contractors are expected to work remotely (offsite).

· Onsite work may be approved on a case-by-case basis.

· Contractors may be required to travel/if when a need arises.

· Contractors must comply with the security requirements outlined in Section 4.0 – Security.

· Contractor will receive MMPI results in Citrix; Tier 2 cases can be reviewed via Huddle (https://login.huddle.com/) or Document Imaging Workflow System (DIWS) or other system as prescribed.

· MMPI results should be posted within one week of being uploaded to CITRIX; a large volume of results from the PEPCs may require additional time.

· Tier 2 evaluations should be reviewed, and a recommendation issued within 30 days of receipt of the Tier 2 psychologist’s report

· Any extensions should be coordinated with VHT Program Manager

· The Government will provide an instructional set under which the MMPI-2 was administered to help guide interpretation.

· Contractors must provide and maintain a schedule of availability to the COR.

3.4 Contract Equipment

3.4.1 Government Furnished Equipment (GFE)

A. The Government will provide all ATCS evaluation material through Citrix/Huddle software or relevant system designated. Citrix Workspace and Huddle software are privately held cloud-based collaboration software companies secured by the government as the platform developed for the U.S. government agencies and organization via a strategic partnership and technology development agreement. Citrix Workspace and Huddle enables the U.S. government community to securely access data and, in this case, provide access to pilot and air traffic controller records for Behavioral Health and other panel reviews.

B. The Government will provide, without cost, a computer (laptop) to the Contractor working in person and remotely.

C. All operating expenses, maintenance, and repairs of Government provided property will be furnished by the Government. The government will assume no liability or responsibility for the Contractor. The Contractor shall not alter property in any way to include the Code of Federal Regulations (CFR) Part 67, AAM-300 Quality Management System (QMS), Guide for Aviation Medical Examiners (AMEs), Aeromedical Reference Manual “RefMan”, and other pertinent documentation.

D. The Contractor must return property to the Government in the same condition as received, with reasonable wear and tear. The Contractor must reimburse the Government for repairs resulting from negligence of the contract employees. The property must only be used in the performance of this contract.

3.4.2 Obtaining Replacement of Government-Furnished Equipment The Contractor must submit requests for replacement of Government-Furnished Equipment to the COR for processing. Such requests must specify the reason for the replacement request.

3.4.3 Contractor Furnished Equipment (CFE)

The contractors must provide all working space, office furniture, equipment, supplies, and materials necessary to successfully accomplish the requirements outlined in this SOW. The Government will not assume responsibility, nor be liable for the Contractor’s own property.

3.5 Program Management

A. The contractor must efficiently and effectively manage the performance under this contract to ensure all the necessary technical, business, and administrative planning; organizing; managing; coordinating; and tracking (e.g., cost, schedule, deliverables), performance management, risk management, component procurement management, system engineering management, resource management, data management, and subcontract management required to perform all the activities successfully as required in the SOW.

B. The Contractor must ensure that assignments are completed in a thorough and timely manner and prepare written documentation of accomplishments. The FAA requirements in performing this contract demand that the Contractor's medical and administrative support and the level of expertise, experience, and demonstrated performance of contractor personnel providing the services must be at the highest level of providing quality support.

C. The Contractor must provide sufficient personnel, both in number and qualification to perform work described herein.

D. The Contractor must provide sufficient oversight and supervision of the contract in order to ensure all employees are functioning within their designated labor categories and at acceptable levels of performance and are performing their designated assignments in a timely manner and that all reporting requirements are honored.

4.0 SECURITY

4.1 Safeguarding Sensitive But Unclassified (SBU) Information

1. The Contractor will handle SUI in accordance with FAA Order 1370.121A: FAA Information Security and Privacy Program & Policy and the Privacy Act.

1. The Contractor will have established procedures for securing materials and data (re: NIST Special Publication 800-171, Protecting Controlled Unclassified information in non-federal information systems and organization) upon contract award that will include:

1. Procedures for reviewing all documents for SUI to include Personally Identifiable Information (PII).

1. Procedures for safeguarding "Confidential" and "Sensitive" materials.

1. Procedures for assurance that all documents are secured at all times and are never left unattended including safeguard measures for Protected Health Information (PHI)/Health Insurance Portability and Accountability (HIPAA) data.

1. Procedures to prevent discussion outside of information contained on any medical or other document containing personally identifiable information (PII).

1. Procedures to prevent addresses or information from being disseminated to anyone regarding a specific individual, e.g., celebrities or dignitaries.

1. Signed Non-Disclosure Agreements for all employees working with FAA Medical Records (including paper and electronic records).

5.0 QUALIFICATIONS

It is imperative that Psychology Consultants have the experience and training necessary to perform the requirements of this SOW.

The Contractor must meet the following requirements:

· Possess a Doctor of Philosophy or Doctor of Psychology degree in clinical psychology from an accredited college approved by the American Psychological Association, or be Board Certified in Psychiatry.

· Possess a current, valid, unrestricted license to practice as a Clinical Psychology within the United States.

· Have a minimum of five years’ experience in the last 10 years in a clinical or aerospace psychology setting providing similar services. Experience may be documented through letters of recommendation, resume, curriculum vitae, etc.

· Provide detailed information, in a resume format, regarding the psychologist’s background as it relates to this requirement. Information provided shall include scholastic records, post graduate experience, and work experience.

· Be familiar with the DSM-IV and psychological testing (such as WAIS-R, WISC-C, Rorschach, TAT, CAT, MMPI, MCMI, MAPI, Bender and DAP), etc.

· Provide a current Curriculum Vitae (CV) and/or other documentation as requested by the government that demonstrates expert knowledge and experience in the detection, diagnosis, treatment and prognosis of aviation behavioral health conditions and disorders.

· Possess extensive knowledge and experience in aerospace behavioral health/psychiatry for determining eligibility for ATCS clearance, to include understanding the culture and working conditions of the aviation professionals.

· Demonstrate knowledge and experience in reviewing and summarizing psychiatric material, to include providing comprehensive review analysis and psychiatric case reports in the context of Code of Federal Regulation (CFR) Title 14, Part 67 (Aviation Medical Certification), FAA Order 3930.3 series (Air Traffic Control Specialist Health Program), the Aviation Medical Examiner (AME) Guide, and other prescribed guidance.

· Acknowledge understanding that the Contractor may also be requested to provide additional services under this contract or other agreement to include: 1) provide expert witness testimony involving cases previously reviewed or requiring new independent review; 2) participate in the Federal Air Surgeon’s Behavioral Health Panel; 3) participate in other tasks related to FAS policies and procedures to include literature reviews, medication/therapy reviews, policy/protocol development, educational activities, expert summit meetings, etc.

(This space left intentionally blank.)

6.0 CONTRACT DELIVERABLES

The Contractor must deliver the following:

Contract Data Requirement List (CDRL)

A. Provide professional recommendation regarding eligibility for employment, with supporting rationale as necessary based on the information reviewed and communicated.

B. Be submitted in electronic form, with printed version if required by the COR.

C. Be signed and dated (electronic signature acceptable).

Be accompanied by all supporting communication (i.e. verbal, written, and electronic) with all relevant parties and FAA officials in support of the consultative processes.

Results must be submitted within 7 calendar days of the MMPI test date via Excel spreadsheet or other designated method and to the COR (or COR designee) in monthly batches to accompany the Monthly Invoice Reports (MIR).

Tier 2 Recommendations must:

A. Provide professional recommendation regarding eligibility for employment, with supporting rationale as necessary based on the information reviewed and communicated.

B. Be submitted in electronic form, with printed version if required by the COR.

C. Be signed and dated (electronic signature acceptable).

Be accompanied by all supporting communication (i.e. verbal, written, and electronic) with all relevant parties and FAA officials in support of the consultative processes.

Results must be submitted within 30 calendar days of receipt of the Tier 2 psychologist’s report via Huddle or other designated method. A list of completed reviews must be submitted to the COR (or COR designee) monthly to accompany the Monthly Invoice Reports (MIR).

A. Number of hours worked in the month of invoice by CLIN.

B. Number of analyses performed in the month of invoice by CLIN.

C. A redacted copy of the Invoice only listing the case number worked in each category must also be submitted.

Monthly Invoice Reports must be submitted by the 7th day of the following month via email to the CO and COR to accompany invoices submitted to government payable system.

7.0 TRAVEL

Currently, the Government does not anticipate travel requirements, however, travel may be required as deemed necessary by the Government. All travel requirements, to the greatest extent possible will be scheduled 30 days in advance and funded through bi-lateral modification.

Contractors must be able to travel IAW the services outlined in this SOW to support this project, and will be subject to any applicable FAA travel requirements or restrictions. All travel on this contract must be IAW Federal Travel Regulations (FTR), contractually funded, and authorized in writing by the CO/COR of record.

8.0 OVER AND ABOVE (O&A)

Additional services may be necessary to support the VHT. The CO may request a proposal from the Contractor should the need for additional support arise such as Expert Witness Testimony. All O&A’s must be incorporated into the contract via a modification that is bilaterally signed.

9.0 DEFINITIONS, ACRONYMS, REFERENCES:

As used throughout this contract, the following terms shall have the meaning set forth below and specified as applicable:

9.1 General Definitions

Aerospace Medical Certification Subsystem The web application used by Aviation Medical Examiners and their staff to transmit FAA flight physical data to the FAA

Contractor shall ensure that his subcontracts (if any) comply with the provisions of this contract.

Contracting Officer

(CO)

One with authority to enter into, administer, and/or terminate contracts and make related determinations.

Contracting Officer’s Representative

(COR)

The person designated and authorized in writing by the CO to be responsible for surveillance/monitoring of the Contractor's performance.

Regional Offices, etc. to support pilots medical certification.

property as defined in AMS Guidance T3.10.3.

acceptable quality level established by the contract between the Contractor and Government.

services outlined in the PWS.

9.2 Acronyms:

9.3 References

The Contractor must ensure all work is in full compliance with regulations expressed in the following procedures, orders, and programs unless otherwise directed by the Contracting Officer’s Representative (COR):

· Title 14 of the Code of Federal Regulations (CFR), Part 67

· Office of Aerospace Medicine (AAM) Quality Management System (QMS): https://my.faa.gov/org/linebusiness/avs/programs/qms/qms_homepages/aam.html

· Guide for Aviation Medical Examiners: Guide for Aviation Medical Examiners | Federal Aviation Administration (faa.gov)

· FAA Acquisition Management Policy: http://fast.faa.gov/AMP_TOC.cfm

· FAA Acquisition Toolset: http://fast.faa.gov/

· ID Badge Online Application: https://employees.faa.gov/org/staffoffices/ash/id_badge/

· Orders and Notices: http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/documen t.list/parent TopicID/184

· Forms: http://www.faa.gov/library/forms/

· FAA Order 3930.3C: https://www.faa.gov/documentLibrary/media/Order/Order_3930.3C_withCHG1.pdf image1.png