RFI_Multi_Mission_Aviation_Support_Services_v1.docx

Synopsis THIS IS A REQUEST FOR INFORMATION (RFI). This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this RFI is to perform market research, obtain information for project planning, to include the exploration of alternative solutions for services that are currently provided to the U.S. Department of State (DOS) Bureau of Medical Services (MED) through MED’s current Multi-Mission Aviation Support Services contract (MMASS). MED is seeking to review recommendations from industry regarding air ambulance capabilities and other aviation support services, such as medical and crisis support to medium-to-high threat locations, that meet MED’s requirements, resource, timeline, and cost constraints to implement short-notice aviation services, with an emphasis on short-notice medical and crisis aviation support. MED is collecting market research from industry, to include commercial aviation services providers — to determine what vendors and/or solutions are available to meet our immediate need to either replace or supplement the services that MED receives under MMASS. MED is also interested in reviewing recommendations from industry regarding biocontainment capabilities that would support transoceanic transport of patients with highly infectious diseases, independent of whether the vendor has organic aviation capabilities.

What We Do The Bureau of Medical Services’ (MED) Directorate of Operations, Readiness, and Security (MED/ORS) maintains the Department’s only standing transoceanic aviation support capability for: (1) biocontainment medical evacuation (MEDEVAC); (2) non-biocontainment MEDEVAC; (3) rapid deployment of crisis response teams, mission critical personnel, and equipment; and (4) augmented evacuation of personnel from posts in crisis through the Multi-Mission Aviation Support Services contract (MMASS). MED’s program provides reliable, controlled, and on-demand aviation medium business jet capabilities, including MEDEVAC, with or without biocontainment.

Background The MMASS contract is service-based and mission specific, not airframe specific; the Contractor guarantees an aircraft at all times without the Government paying for multiple aircraft to ensure that one will be mission ready. Because the contract contemplates aviation as a mission-based service, the terms of the contract also provide the US Government with a surge capability for additional aircraft on a mission-by-mission basis at negotiated hourly rates. Finally, by structuring the contract to include flexible sub-contracting options, this contract also serves to secure further aviation support services, including the charter of Boeing 747-400 cargo aircraft to transport the Department's larger Containerized Biomedical Containment System. This capacity supported the COVID-19 emergency evacuations from Wuhan, China and Tokyo, Japan. Currently, MED maintains the capability to employ Boeing 767s; Boeing 747s; Gulfstreams; Learjets; and a variety of other U.S. and foreign based business jets and small airliners, as well as deployable Super Puma helicopters, as required.

In an ever-evolving landscape of commercial aviation, soliciting the capabilities of aviation services, specific to air ambulance capabilities, is imperative for conducting comprehensive market research. Exploring the diverse range of offerings within the industry provides valuable insights into the latest technological advancements, safety protocols, and operational efficiencies. This market research will enable MED/OM to assess the competitive landscape, identify emerging trends — to include alternative aviation capabilities that meet some or all of MED’s service requirements — and align their requirements with the most suitable providers. Similarly, MED would also like to explore the range of offerings within the biocontainment industry, to gain insights into the latest technological advancements and capabilities to support long-distance transport of these patients.

1. MMASS Scope Requirements MED is requesting that respondents recommend capabilities in the commercial market place that could be used to fulfill any of the requirements outlined in Sections 4.1 – 4.3. MED welcomes all ideas; respondents should be prepared to provide detailed insight into best practices as they relate to air ambulance, aviation-based passenger and cargo services, and biocontainment capabilities. Vendors should identify if they can meet or exceed one or more of the proposed requirements. If unable to meet a specific proposed requirement, please describe an alternative approach that could accomplish the same or similar requirement. While suggested capabilities do not need to exist at the time that responses to this RFI are due, respondent’s proposed capabilities would need to exist on/around March 1, 2026.

General SCOPE The MMASS contract’s main objective is to obtain on-call aircraft services for use by DOS to: (1) perform medical evacuation (with or without biocontainment capability); (2) deploy crisis response personnel; (3) transport mission critical supplies and medical material; (4) deploy and/or extract eligible persons and sensitive cargo from posts in crisis, high-threat posts, or other high-threat environments; and (5) provide aviation support to security and protection operations.

General Requirement for a safety management system Not later than March1, 2026, respondents must realistically have a Safety Management System (SMS) that complies with the Federal Management Regulations (FMR) and Foreign Affairs Manual (FAM) requirements related to the establishment of SMSs and safety programs under 41 C.F.R. § 102-33.180 and 2 FAM 816.2-3. SMSs are an organizational-wide comprehensive and preventive approach to managing aviation safety and includes safety policies and formal methods for identifying and mitigating risk.

1. In accordance with 41 CFR 102-33.180 the vendor is required to have a Safety Management System (SMS) in place that meets the criteria outlined in Annex 19 to the Convention on International Civil Aviation and covers the types of operations the vendor is performing under this contract.

2. Regardless of the requirements of the Civil Aviation Authority (CAA) under which the contractor’s or subcontractor’s aircraft is registered, the vendor must have a SMS that is validated consistent with Section 4.2 (3). Consistent with Convention on International Civil Aviation (ICAO) Section 1.5 of Appendix 2 of Annex 19 – Safety Management, the vendor will provide the Government a copy of their written SMS manual to be maintained as part of the contract file.

3. In accordance with 41 CFR 102-33.180 the SMS must either meet the criteria of the current edition of the FAA Advisory Circular AC 120-92B (14 CFR Part 5) or “an equivalent internationally recognized SMS standard.” For the purposes of this contract, existence of a satisfactory SMS can be validated as follows:

a. An SMS approved by the FAA for Part 135 and/or 121 Operators;

b. An SMS approved by the FAA under the SMS Voluntary Program (SMSVP) or SMS International Collaboration Group (ICG);

c. An SMS approved by the European Union Aviation Safety Agency (EASA) under a CAA that is an EASA Member State; in line with the International Civil Aviation Organization (ICAO), State Safety Program (SSP) framework in Annex 19 Safety Management International Collaboration Group (SMICG);

d. An SMS approved by a CAA where: (i) the FAA recognizes the CAA as “Category 1” under the International Aviation Safety Assessment Program, and (ii) the CAA has a positive requirement for a SMS for the types of operations the contractor is performing;

e. An SMS validated by EASA under the EASA Third Country Operator (EASA TCO) program;

f. An SMS validated by the International Air Transport Association (IATA) Operational Safety Audit (IOSA); or

g. An SMS validated by the International Standard for Business Aircraft Operations (IS-BAO) that is at the Stage 1 level or higher on IS-BAO’s Commercial Operator and Aircraft Management Listing.

0.1.1 REGIONS OF OPERATIONS

A proficient vendor in the field of medical evacuations should possess the capability to conduct both international and regional operations, with a particular emphasis on the unique challenges presented in Africa, Asia, and the Pacific Regions. International medical evacuations demand a comprehensive understanding of diverse regulatory frameworks, cultural nuances, and logistical complexities, requiring the vendor to navigate intricate networks quickly and seamlessly. In the context of Africa, where vast landscapes and limited infrastructure can pose significant hurdles, the vendor must exhibit adaptability and resourcefulness. Similarly, in Asia, a region marked by diverse geopolitical landscapes and regulatory variations, the vendor should demonstrate the ability to coordinate with local authorities and navigate bureaucratic processes efficiently. Additionally, in the Pacific Regions, characterized by remote islands and dispersed populations, the vendor needs to showcase a keen understanding of the geographical challenges to ensure swift and effective medical evacuations. A vendor equipped with such a nuanced and adaptable approach can provide invaluable support in diverse contexts, ensuring the seamless execution of medical evacuations across international borders and within challenging regional landscapes.

Specific Aviation Capability requirements

0.1.2 Air Ambulance and MEDical Evacuation Services – CONUS Based

1. CONUS Based. This section is applicable to US-Based Vendors with a base of Operations in the Continental United States.

2. Dedicated Response. Vendor will provide one dedicated, fully mission capable, aircraft for the sole use of DOS (Dedicated Aircraft), available continuously through the period of performance, with 6-24 hour response time (Mission Number assignment to wheels-up) to depart from their base of operations for a particular service call.

3. Capabilities. The selected aircraft shall have a minimum range of 3,400 statute miles (with retained IFR fuel reserves); a capacity to transport not less than 2 litter patients; a combination of 1 litter patient with 12 seated passengers; a passenger-only capacity of 18 seated passengers; be equipped to facilitate the direct loading of non-ambulatory patients on stretchers without requiring the use of stair chairs or other equipment that necessitates transitioning the patient from a supine position; in-flight satellite communications of a design and capability to support not less than 4 Mbps download, 1 Mbps upload, and 500ms latency during unobstructed weather at flight levels above 10,000 feet above sea level, between 60 degrees north and south latitude.

4. Aviation Logistics. The vendor shall be responsible for aviation planning and logistics, including obtaining civilian aviation authority permits (overflights/landing), coordinating customs and immigration requirements, and managing all other flight planning activities necessary to ensure seamless mission execution.

5. Crew. The Aircrew shall consist of appropriate flight crew to complete a 16-hour flight day/20-hour duty day (in accordance with the applicable aviation regulations of the aircraft’s country of registry); two medical crew members with one medical crew member being either a Registered Professional Nurse or Licensed Physician. For longer flights, a mechanic will be available to address any issues mid-mission.

6. Backup Aircraft. Should the Dedicated Aircraft not be available due to maintenance issues, vendor will need to be able to supply a back-up aircraft that meets the requirements to accomplish the mission, to include the same response time, same (or similar) configuration, and appropriate crews.

7. Patient Transport Support Services. The vendor medical team shall be responsible for managing patient handoff, including clear and timely communication with the receiving facility to ensure continuity of care and the accurate transfer of patient information. Additionally, the vendor shall provide a comprehensive medical report upon completion of the mission, detailing patient care and any relevant observations during transport. The vendor shall also have demonstrated experience and capability to secure ground transportation for patients as part of medical evacuation or casualty evacuation operations. This includes coordinating safe, reliable, and appropriately equipped vehicles to transport patients between medical facilities, airports, and other locations. The vendor must ensure compliance with all applicable safety, medical, and regulatory standards for patient transport.

0.1.3 Air Ambulance and MEDical Evacuation Services – OCONUS Based

1. OCONUS Based. Vendor will operate out of either: (1) a strategic forward deployed overseas basing location or (2) an Overseas base of operations. Vendor can either be a US or Foreign Carrier. If a foreign carrier, the vendor shall maintain a valid civil aviation registration with their requisite Civil Aviation Authority (CAA), which is recognized by the Federal Aviation Administration (FAA’s) International Safety Assessment (IASA). Consistent with USG-established best practices, the vendor’s dedicated OCONUS aircraft must maintain full compliance with both the applicable CAA and the FAA’s safety and compliance standards, adhering to whichever is standard is more rigorous and ensuring that they maintain required CAA registration, licensure, and scheduled inspections in accordance with both the registered CAA and FAA guidelines.

2. Dedicated Response. Vendor will provide one dedicated, fully mission capable, aircraft for the sole use of DOS (Dedicated Aircraft), available continuously through the period of performance, with 6-24 hour response time (Mission Number assignment to wheels-up) to depart from their base of operations for a particular service call.

3. Capabilities. The selected aircraft shall have a minimum range of 3,400 statute miles (with retained IFR fuel reserves); a capacity to transport not less than 2 litter patients; a combination of 1 litter patient with 12 seated passengers; a passenger-only capacity of 18 seated passengers; be equipped to facilitate the direct loading of non-ambulatory patients on stretchers without requiring the use of stair chairs or other equipment that necessitates transitioning the patient from a supine position; in-flight satellite communications of a design and capability to support not less than 4 Mbps download, 1 Mbps upload, and 500ms latency during unobstructed weather at flight levels above 10,000 feet above sea level, between 60 degrees north and south latitude.

4. Aviation Planning Logistics. The vendor shall be responsible for aviation planning and logistics, including obtaining civilian aviation authority permits, coordinating customs and immigration requirements, and managing all other flight planning activities necessary to ensure seamless mission execution.

5. Crew. The Aircrew shall consist of appropriate flight crew to complete a 16-hour flight day/20-hour duty day (in accordance with the applicable aviation regulations of the aircraft’s country of registry); two medical crew members with one medical crew member being either a Registered Professional Nurse or Licensed Physician; one qualified airframe and powerplant mechanic qualified to maintain the make and model of the selected airframe.

6. Backup Aircraft. Should the Dedicated Aircraft not be available due to maintenance issues, vendor will need to be able to supply a back-up aircraft that meets the requirements to accomplish the mission, to include the same response time, same (or similar) configuration, and appropriate crews.

7. Patient Transport Support Services. The vendor medical team shall be responsible for managing patient handoff, including clear and timely communication with the receiving facility to ensure continuity of care and the accurate transfer of patient information. Additionally, the vendor shall provide a comprehensive medical report upon completion of the mission, detailing patient care and any relevant observations during transport. The vendor shall also have demonstrated experience and capability to secure ground transportation for patients as part of medical evacuation or casualty evacuation operations. This includes coordinating safe, reliable, and appropriately equipped vehicles to transport patients between medical facilities, airports, and other locations. The vendor must ensure compliance with all applicable safety, medical, and regulatory standards for patient transport.

0.1.4 AIR AMBULANCE BROKER SERVICES

Vendor should have the capability to act as a broker of aviation services as required by the Government and subcontract with applicable aviation service providers. As directed the Government requires aviation support to austere locations that may require intermediate transportation of personnel using helicopter or short take-off and landing aircraft, the use of large cargo aircraft for movement of the Containerized Biocontainment System or large mission critical equipment, supplementary multi-mission aircraft to provide a surge capacity, or specialized aircraft to support the unique medical requirements of a particular mission.

0.1.5 Biocontainment Medical Evacuations and Sample Transportation.

The vendor will have the ability to maintain biocontainment on the dedicated aircraft during single-patient medical evacuation safely using a device that has received Supplemental Type Certification (STC) or other relevant certification for flight and passenger/patient transportation by the applicable aviation authorities. The medical crews assigned to these missions will have the requisite training and quality assurance to safely execute biocontainment operations, ensuring the highest standards of care and safety.

Should a larger scale response be required, the vendor shall acquire the necessary capacity via brokerage services described in Section 4.3.3 to transport Containerized Biocontainment System (CBCS) units, each capable of isolating and treating up to four patients, along with medical crews and equipment to support 1-16 patients via large cargo aircraft.

0.1.6 Development and/or Integration of Biocontainment Equipment for Medical Evacuation Aircraft.

The vendor must demonstrate expertise in engineering dedicated biocontainment solutions specifically designed for integration into medical evacuation aircraft. This can also include the ability to incorporate government-furnished equipment (GFE) into dedicated aircraft, ensuring seamless compatibility and operational efficiency. The biocontainment equipment must be capable of safely containing and managing Category A pathogens as defined by the Centers for Disease Control and Prevention (CDC), including viral hemorrhagic fevers such as Ebola and Marburg.

The biocontainment device must be capable of obtaining all applicable certifications required by relevant aviation authorities to ensure safe and compliant operations for biocontainment air ambulance missions. The vendor must provide evidence of experience navigating the certification process and ensuring full regulatory compliance. Additionally, the biocontainment equipment must be engineered to safely contain infectious agents during flight, protecting both the patient and crew, while meeting all relevant safety, operational, and biocontainment standards.

NICE TO HAVES

1. Longer Range. The dedicated aircraft will have a minimum range of 6,250nm.

2. Flight Crew Rest Facilities. The dedicated aircraft has flight crew rest facilities onboard—FAA Class 2 Rest Facility or better or approximate equivalent according to applicable aviation regulations.

3. Surge Capabilities. The vendor will be capable of providing surge capabilities for aircraft, aircrew, and medical crew to support mass-medical evacuation and/or casualty evacuation (CASEVAC) operations for U.S. missions abroad, to include biocontainment missions and requirements.

4. Cargo Door and Cargo Capacity. The dedicated aircraft has a cargo door to quickly and safety load non-ambulatory personnel on a stretcher and a cargo capacity of no less than 3,500 pounds (lb, approximately 1,130kgs).

5. Hazardous Materials Carriage. The Dedicated Aircraft must be equipped for hazardous materials carriage. The aviation service provider must implement and adhere to stringent safety protocols and regulatory compliance measures to ensure the secure carriage of hazardous materials. This includes comprehensive training for personnel, specialized packaging and handling procedures, as well as effective communication channels with relevant authorities to guarantee the safe transportation of dangerous goods. The service provider will have a Hazardous Material authorization by FAA (or other CAA) in their Operations Manual.

6. Department of Defense Commercial Airlift Review Board (CARB) Category I Designation. Not later than March 1, 2026, respondents must realistically be able to obtain a Category I designation from the Department of Defense’s Commercial Airlift Division as described in Department of Defense Instruction 4500.53 and 32 C.F.R. Part 861 information requested & Questions MED recognizes that although our request is for specific multi-mission air ambulance services, the specified requirements closely align with functionalities of a traditional air ambulance services. However, our goal is to identify a solution with the capabilities to meet our full suite of requirements, including specified Nice to Have features, to integrate within scope and implement into our program.

At a high level, MED seeks to leverage responses to this RFI to either 1) validate its current commercial aviation services (CAS) approach or 2) pivot to a more innovative solution that meets its aviation requirements. Given time and resource constraints, information provided for new commercial aviation services approaches need to include pricing information to inform feasibility assessments (see Section 5.1).

All offerors are to provide a 1-page cover letter with the following table of information and must complete the air ambulance services questionnaire at 5.1:

Company name

Small/Large Business

Socioeconomic status

NAICS Code

DUNS number

UEI number

Email:

Phone:

Email:

Phone:

Contract vehicles

Capabilities statements and past performance references are not requested and will not be reviewed. Provide the questionnaire and any further information or notes (within a 3-page limit), excluding the questionnaire and 1-page cover letter:

AIR AMbulance services questionnaire (SPREADSHEET) Please utilize the spreadsheet provided and answer all questions (Spreadsheet entitled: “Air Ambulance Services Questionnaire_v1_Blank”). Also included in the questionnaire are questions regarding pricing. Cost estimates are imperative for our planning process. Please use the pricing template to share pricing; MED is hoping to understand pricing tied to the specific components of your proposed solution. Cost estimates are being used for market research purposes only and may be rounded to the nearest estimated value.

Submissions Submissions to this RFI are due by Wednesday, September 10, 2025, no later than 1:00 PM ET electronically to the address below:

Contracting Officer: Robin Guillie, GuillieRL@state.gov Contracting Officer: Alicia Hofhine, HofhineAK@state.gov

Disclaimer and Important Notes:

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed. The information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

Confidentiality:

No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary information in any resultant solicitation(s).

Questions may be submitted electronically up to the date and time for responses to GuillieRL@state.gov and HofhineAK@state.gov.

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SBU - CONTRACTING AND ACQUISITIONS

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