Aerospace Medical Accession Standards - Medical Services Support

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines a non-personal service requirement for professional medical services to support the Aerospace medical standards program at Headquarters, Air Force Accessions Center (AFAC/AM), Accession Medical Waiver Directorate (AMWD) in JBSA-Randolph, Texas.

• The contractor shall provide Subject Matter Experts (SMEs) including Aerospace Medical Technicians, Clinical Psychologists, and Aerospace Medicine Specialist Physicians.

• SMEs will process and adjudicate medical evaluations and waivers related to accessions, medical examinations, and other physical medical cases.

• Services include data analysis, preparing and delivering presentations on physical standards, and assisting with certification actions and waiver considerations.

• The contractor is responsible for personnel, management, transportation, equipment, and quality control.

• Performance objectives are detailed in Section 3.0, including specific PWS paragraphs and performance thresholds.

• For example, Aerospace Medical Technicians must review physical examination cases and input data within 10 business days, with no more than 5% exceeding this threshold per calendar month.

• Similar metrics are defined for Aerospace Medicine Specialist Physicians and Clinical Psychologists, with varying timeframes (10 or 20 business days) depending on the role.

• Patient privacy and confidentiality are critical, with a performance threshold of zero breaches and 100% privacy implemented.

• Primary duty location: HQ AFAC/AM, Building 663, JBSA-Randolph, Texas.

• Period of Performance: Base year plus three (3) 12-month ordering periods.

• Situational telework may be authorized.

• SMEs must meet specific experience, education, license, and credential requirements detailed in Section 2.0.

• Contractor personnel must complete mandatory training, including HIPAA, Privacy Act, and Information Assurance.

• Compliance with all applicable federal, DoD, and Air Force regulations, policies, and instructions is required.

• Security requirements include obtaining Installation Access Passes (IAP) or DoD Common Access Cards (CAC) and potentially undergoing suitability investigations.

Amendment / Modification

This amendment (Number 0003) modifies the solicitation/contract for services related to Aerospace Medical Accession Standards.

Key changes include:

• Updating Attachment 1 (Performance Work Statement - PWS) Section 2.4.6.

• Updating Attachment 2 (Schedule of Services) for CLINs 3001-3004, including CLIN descriptions.

• Adding the Past Performance Questionnaire to FAR 52.212-1, section a. Submission of Offers.

• Adding Attachment 7 (Questions) to Standard Form 1449, Section J.

• Updating verbiage to reflect the "Revolutionary FAR Overhaul" (RFO) language.

• Extending the proposal response due date from April 9, 2026, to April 20, 2026.

• Attachment 1: Performance Work Statement (PWS)

• Attachment 2: Schedule of Services

• Standard Form 1449

• FAR 52.212-1

• Past Performance Questionnaire

• List of Attachments (updated to include Attachment 7)

• The proposal response due date has been extended to April 20, 2026.

• The inclusion of the Past Performance Questionnaire and Attachment 7 may impact proposal preparation.

Form / Attachment / Pricing Sheet

This document, "Schedule of Services," outlines the CLINs (Contract Line Item Numbers) and associated services, quantities, and periods of performance for the opportunity. It serves as a detailed breakdown of the work to be performed.

• Base Year (25 Jul 2026 - 24 Mar 2027):
  • CLIN 0001: Six (6) Aerospace Medical Technicians (48 months total SME)
  • CLIN 0002: Two (2) Aerospace Medicine Specialist Physicians (16 months total SME)
  • CLIN 0003: Two (2) Clinical Psychologists (16 months total SME)
  • CLIN 0004: Travel Requirement (Not to exceed $4,000.00)
• First Ordering Period (25 Mar 2027 - 24 Mar 2028):
  • CLIN 1001: Six (6) Aerospace Medical Technicians (72 months total SME)
  • CLIN 1002: Two (2) Aerospace Medicine Specialist Physicians (24 months total SME)
  • CLIN 1003: Two (2) Clinical Psychologists (24 months total SME)
  • CLIN 1004: Travel Requirement (Not to exceed $4,192.00)
• Second Ordering Period (25 Mar 2028 - 24 Mar 2029):
  • CLIN 2001: Six (6) Aerospace Medical Technicians (72 months total SME)
  • CLIN 2002: Two (2) Aerospace Medicine Specialist Physicians (24 months total SME)
  • CLIN 2003: Two (2) Clinical Psychologists (24 months total SME)
  • CLIN 2004: Travel Requirement (Not to exceed $4,393.22)
• Third Ordering Period (25 Mar 2029 - 24 Mar 2030):
  • CLIN 3001: Six (6) Aerospace Medical Technicians (72 months total SME)
  • CLIN 3002: Two (2) Aerospace Medicine Specialist Physicians (24 months total SME)
  • CLIN 3003: Two (2) Clinical Psychologists (24 months total SME)
  • CLIN 3004: Travel Requirement (Not to exceed $4,604.09)

This document is critical for bidders to understand the specific staffing levels, types of personnel, and estimated durations required for each period of performance. It also details the maximum allowable costs for travel reimbursement. Bidders should use this information to develop their staffing plans and pricing strategies.

Form / Attachment / Pricing Sheet

This document is Attachment 3, the "Past Performance List of References," for Solicitation FA301626R00130003. It requires bidders to provide details about their past performance on similar contracts.

• Company Name
• CPARS Y/N (Contractor Performance Assessment Reporting System)
• Contract Number (including task order numbers)
• Description of Work Performed (including FTE, position type, etc.)
• Contract Period of Performance (POP)
• Contracting Agency POC/Customer Name, Phone # & Email
• Contract Values (total, annual, and POP for annual)
• Indication if work was performed as a Subcontractor, Affiliate, or Joint Venture
• Detailed description of function/tasks and any third-party impact on performance, particularly if using subcontractors or if the bidder's past performance was as a subcontractor.

This form is crucial for bidders to demonstrate their experience and capability to perform the work outlined in the solicitation. It directly impacts the evaluation of the bidder's past performance, which is a key factor in determining award. Bidders must accurately and completely fill out this form to provide evidence of their successful track record.

Solicitation / RFP / RFQ

This solicitation seeks proposals for Aerospace Medical Accession Standards support at JBSA-Randolph. The Air Force Recruiting Services (HQ, AFRS/RSG), Accession Medical Waiver Division (AMWD) requires medical services support in accordance with the Performance Work Statement (PWS). Services will be provided by Subject Matter Experts (SMEs) including Aerospace Medical Technicians, Aerospace Medicine Specialist Physicians, and Clinical Psychologists. The contractor will provide personnel, management, transportation, equipment, and supplies for non-personal, performance-based services.

• Aerospace Medical Technicians (Flight and Operational Medical Technicians): Multiple line items specify requirements for 6 technicians across various performance periods (July 2026 - March 2030).

• Aerospace Medicine Specialist Physicians (Flight Surgeons): Multiple line items specify requirements for 2 physicians across various performance periods (July 2026 - March 2030).

• Clinical Psychologists (Mental Health Providers): Multiple line items specify requirements for 2 psychologists across various performance periods (July 2026 - March 2030).

• Travel: Requirements for travel expenses are included, with specific not-to-exceed amounts for different periods.

• Contract Type: Indefinite-Delivery/Indefinite-Quantity, Firm-Fixed Price.

• Period of Performance: The ordering period for this contract is from July 25, 2026, through March 24, 2030.

• Estimated Value: The contract has a minimum value of $1,000,000.00 and a maximum value of $9,000,000.00.

• Offer Due Date: April 20, 2026, 10:00 AM.

• Submission Instructions: Offerors must complete blocks 12, 17, 23, 24, and 30. The solicitation incorporates FAR 52.212-1, 52.212-3, and 52.212-5 by reference, with addenda.

• Evaluation: See Attachment 6 - FAR 52.212-2 Addendum for Evaluation Factors for Award.

• Set-Aside: This acquisition is set aside 100% for Small Business.

• NAICS Code: 541611 (Administrative Management and General Management Consulting Services).

• Size Standard: USD 24,500,000.00.

• The solicitation includes numerous FAR and DFARS clauses incorporated by reference and by full text, covering areas such as contract administration, payment instructions (WAWF), special contract requirements, and representations and certifications.

• A list of attachments is provided, including the Performance Work Statement, Schedule of Services, Past Performance List of References, Past Performance Questionnaire, and addenda to FAR 52.212-1 and 52.212-2.

Form / Attachment / Pricing Sheet

This document is a "Past and Present Performance Questionnaire" intended to gather feedback on a contractor's performance for a specific contract. It is used as part of the source selection process for Solicitation# FA301626R00130003.

• Contractor Information: Fields for contractor name, address, project title, and contract period.
• Past Performance Note: Requires identification of contracts held within the 502 CONS agency in the last 3 years.
• Respondent Information: Details about the individual completing the questionnaire.
• Performance Information: A 1-5 rating scale (Unknown to Very Good) for assessing contractor performance quality. A narrative explanation is required for ratings of 1 or 2.
• Specific Performance Areas: A checklist of 17 items covering areas such as providing experienced personnel, quality control, problem resolution, meeting schedules, responsiveness to changes, supervision, timely payments, cooperation, and overall performance.
• Award Recommendation: A question asking if the respondent would award another contract to the contractor.
• Remarks: A section for additional comments.

This questionnaire is used by the government to evaluate a bidder's past performance. Bidders should be aware that their past performance will be assessed using this form, and the feedback provided by previous contracting officers or government representatives will be a factor in the source selection process. The detailed performance areas indicate what aspects of performance are most valued by the government.

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential bidders regarding the Aerospace Medical Accession Standards RFP (FA301626R00130003).

• Case Volume: Historical average monthly case volumes are provided for Technicians (300-450), MH providers (approx. 15/week or 45/month), and Physicians (approx. 300-500ish). There is a current backlog of 1,271 cases.

• Staffing: The government expects six (6) Aerospace Medical Technicians, two (2) Flight Surgeons, and two (2) Clinical Psychologists to be working simultaneously. Telework is permitted on a situational basis and not intended to replace the primary duty location at JBSA-Randolph.

• Personnel Requirements: While specific military training is preferred for Aerospace Medical Technicians, the government will consider equivalent training or experience. Contractor personnel will not interact directly with accession applicants; support is limited to medical record review.

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

• Evaluation: CPARS ratings cannot be submitted in lieu of Past Performance Questionnaires (PPQs). The government will provide concurrence or rejection of replacement candidates within 72 hours.

• Contract Period: The base period of performance is confirmed to be eight (8) months.

• Clarifies staffing levels, personnel qualifications, and contract duration.

• Provides historical workload data to aid in proposal preparation.

• Confirms evaluation criteria for past performance.

• Addresses telework policies and insurance requirements.

Solicitation / RFP / RFQ

This document provides instructions, conditions, and notices to offerors or quoters for an upcoming solicitation. It details the preparation and submission requirements for proposals.

• Proposals must be submitted electronically in three parts: Price, Technical, and Past Performance.

• Specific requirements for each part are outlined, including page limitations and format for the Technical Volume.

• Offerors must demonstrate an acceptable approach to recruit, hire, and retain qualified personnel.

• A Quality Control Plan (QCP) is required, detailing inspection processes, roles, and defect prevention methods.

• The contract type is implied to be Firm Fixed Price (FFP) based on the pricing instructions.

• Funds are not presently available, and no award will be made until funds are available. The Government reserves the right to cancel the solicitation.

• Proposal Submission Deadline: 10 AM CST, 20 April 2026, via email to Joy Grubb (joy.grubb.1@us.af.mil) and Mercedes Perez (mercedes.perez.1@us.af.mil).

• Questions Due Date: 10 AM CST, 09 March 2026, submitted electronically to the same email addresses.

• Proposals will be evaluated based on Price, Technical factors (including personnel and QCP), and Past Performance.

• Technical Volume page limit: 25 pages (12-point font for body, 10-point for figures/tables, 1-inch margins, single-spaced).

• Past Performance requires submission of Attachment 3 (List of References) and Attachment 4 (PPQs), with customers returning PPQs directly to the Government by the proposal deadline.

• Not explicitly stated in this document, but references to RFO 52.219-14(e)(1) may indicate small business considerations.

• Late proposals will not be considered.

• Hard copies are not required or accepted.

• Offerors must acknowledge any issued amendments in writing.

• The Government may obtain past performance information from various sources, including SPRS and CPARS.

Amendment / Modification

This document is an addendum to FAR Clause 52.212-2, "Evaluation - Commercial Products and Commercial Services." It tailors the evaluation factors for this specific solicitation.

• FAR Clause 52.212-2(a) is modified.

• The evaluation factors are now Price, Technical, and Past Performance.

• Technical and Past Performance, when combined, are approximately equal to price.

• Award will be made to the 8(a) offeror whose proposal offers the best value.

• If five or fewer proposals are received, all will be evaluated for technical acceptability. If more than five, only the five lowest priced proposals will be evaluated for technical acceptability.

• Technical Acceptability requires all sub-factors to be rated acceptable.

• Technical sub-factors include: Recruit, Hire, and Retain Qualified Personnel; Quality Control Plan (QCP); and Performance Confidence Assessment.

• Past Performance will be evaluated for recency, relevancy, and quality, leading to a Performance Confidence Assessment (Substantial Confidence, Satisfactory Confidence, No Confidence, Unknown Confidence).

• Basis for Award: The government will first evaluate the technically acceptable offer with the lowest evaluated reasonable and realistic price. If it has "Substantial Confidence," award is made. Otherwise, the process continues until such an offer is found or all offers are evaluated.

Performance Work Statement (PWS)

This PWS outlines a non-personal service requirement for professional medical services as Subject Matter Experts (SMEs) to support the Aerospace Medical Standards program at Headquarters, Air Force Accessions Center (AFAC/AM), Accession Medical Waiver Directorate (AMWD) at Joint Base San Antonio (JBSA), Randolph Air Force Base, TX.

The contractor shall provide SMEs, including Aerospace Medical Technicians, Clinical Psychologists, and Aerospace Medicine Specialist Physicians, to perform medical evaluations and adjudications for accession waivers, medical examinations, and other related physical medical cases. This includes data analysis, preparing and delivering presentations on physical standards, and providing recommendations for waiver considerations.

• Aerospace Medical Technicians: Review physical examination cases, input data into databases, track cases, coordinate with agencies, and prepare administrative documents. Requires expert knowledge of Air Force accession/retention medical standards and experience in military healthcare operations.
• Aerospace Medicine Specialist Physicians (Flight Surgeons): Review physical examination cases, ensure data accuracy, track cases, coordinate with agencies, and prepare administrative documents. Requires demonstrated leadership in aeromedical programs, experience as a flight surgeon, and knowledge of relevant military medical standards and policies.
• Clinical Psychologists: Review mental health-related physical examination cases, ensure data accuracy, track cases, coordinate with agencies, and prepare administrative documents. Requires experience in psychological health and USAF aeromedical programs, and knowledge of military service standards.

Performance objectives include timely review and input of cases, with thresholds for exceeding review timelines (e.g., no more than 5% of physical examination cases exceeding the 10-day review threshold per calendar month for most roles). Maintaining patient privacy and confidentiality with zero breaches is also a critical objective.

• Period of Performance: Base year plus three (3) 12-month ordering periods.

• Place of Performance: Primary duty location is HQ AFAC/AM, JBSA-Randolph, Texas. Alternate duty locations, including situational telework, may be authorized.

• Personnel Qualifications: Specific experience, education, licenses, and certifications are required for each SME role.

• Security: Compliance with suitability investigations, obtaining installation access passes and Common Access Cards (CACs), and adherence to security protocols are mandatory.

• Information Management: Strict adherence to records management policies, including HIPAA and Privacy Act requirements, is essential.

• Government Furnished Property/Services: The government will provide working space, network access, office equipment, supplies, forms/templates, custodial services, and utilities.

Amendment / Modification

This document is an addendum to FAR Clause 52.212-2, "Evaluation - Commercial Products and Commercial Services." It tailors the evaluation factors for this specific solicitation.

• The addendum modifies the "Evaluation Factors for Award" section of the solicitation.

• The document outlines the criteria the Government will use to evaluate offers:

  • Price
  • Technical
  • Past Performance

• Technical and Past Performance, when combined, are approximately equal to price.

• Award will be made to the 8(a) offeror whose proposal offers the best value.

• The evaluation process for proposals is detailed:

  • If five (5) or fewer proposals are received, all will be evaluated for technical acceptability.
  • If more than five (5) proposals are received, the five (5) lowest priced proposals will be evaluated for technical acceptability.

• Price Evaluation: Prices will be evaluated for reasonableness and realism. Quantities in the Schedule of Services will be multiplied by proposed unit prices.

• Technical Acceptability: Proposals must be technically acceptable to be eligible for award. Technical subfactors include:

  • Recruit, Hire, and Retain Qualified Personnel: Offerors must demonstrate an acceptable approach.
  • Quality Control Plan (QCP): Offerors must include a QCP identifying inspection processes, roles of personnel, and defect identification/correction methods.

• Performance Confidence Assessment: This will be based on recent and relevant past performance information from various sources (SPRS, CPARS, references, questionnaires, etc.).

  • Recency: Efforts must have occurred within the last three (3) years.
  • Relevancy: Efforts must be similar or greater in scope, magnitude, and complexity.
  • Quality of Performance: Rated as Very Good, Satisfactory, Marginal, Unsatisfactory, or Unknown.

• Basis for Award: Award will be made to the technically acceptable offer with the lowest evaluated reasonable and realistic price, considering the overall "Substantial Confidence" performance rating. If the lowest priced offer does not have "Substantial Confidence," the process continues until such an offer is found or all acceptable offers are evaluated.

Solicitation / RFP / RFQ

This solicitation, FA301626R00130002, is for "Aerospace Medical Accession Standards" and seeks medical services support from Subject Matter Experts (SMEs). The services will be provided to the Air Force Recruiting Services (HQ, AFRS/RSG), Accession Medical Waiver Division (AMWD) at JBSA-Randolph. The contract will be an Indefinite-Delivery/Indefinite-Quantity, Firm-Fixed Price 4-year contract.

The core requirement is to provide support from SMEs in the following roles:

• Aerospace Medical Technicians (Flight and Operational Medical Technicians)
• Aerospace Medicine Specialist Physicians (Flight Surgeons)
• Clinical Psychologists (Mental Health Providers)

Services are to be performed in accordance with the Performance Work Statement (PWS). The contract includes an option to extend services for up to 6 months.

• Contract Type: Indefinite-Delivery/Indefinite-Quantity, Firm-Fixed Price

• Period of Performance: Multiple periods are outlined, generally starting July 2026 and extending through March 2030.

• Estimated Value: The solicitation indicates a minimum contract value of $1,000,000.00 and a maximum of $9,000,000.00.

• Solicitation Issue Date: 04 Dec 2025

• Offer Due Date: 09 Apr 2026, 10:00 AM

• Method of Solicitation: Request for Proposal (RFP)

• Evaluation Factors: See Attachment 6 - FAR 52.212-2 Addendum for Evaluation Factors for Award.

• NAICS Code: 541611 (Administrative Management and General Management Consulting Services)

• Size Standard: USD 24,500,000.00

• Set-Aside: This acquisition is set aside 100% for Women-Owned Small Business (WOSB).

• The solicitation incorporates FAR clauses by reference and in full text, including those related to payment instructions (WAWF), contract administration, and special contract requirements.

• Several attachments are referenced, including the Performance Work Statement, Schedule of Services, Past Performance List of References, Past Performance Questionnaire, and FAR 52.212-1 and 52.212-2 Addenda.

Form / Attachment / Pricing Sheet

This document, "Attachment 3 - Past Performance List of References," is a form required for bidders to provide information about their past performance on previous contracts. It is associated with Solicitation# FA301626R00130002 for Aerospace Medical Accession Standards.

• Company Name: Field to enter the bidder's company name.
• CPARS Y/N: Indicates if the contract is listed in the Contractor Performance Assessment Reporting System (CPARS).
• Contract Number: To list the contract number, including task order numbers if applicable.
• Description of Work Performed: Details of the work performed, including the number of Full-Time Equivalents (FTEs), position type, and whether the work was full-time or session-based.
• Contract Period of Performance (POP): The duration of the contract.
• Contracting Agency POC/Customer Name, Phone # & Email: Contact information for the agency or customer.
• Contract Values: Total contract amount, annual amount, and POP for the annual amount.
• Performed as a Proposed Subcontractor, Affiliate, or Joint Venture: A checkbox to indicate if the past performance was in one of these capacities, with instructions to complete Page 2 if applicable.
• Page 2: Requires details on the function/tasks and the third-party's affect on performance if the bidder is proposing to use a subcontractor, affiliate, or joint venture, or if the bidder's past performance was in such a capacity.

Bidders must complete this form accurately and thoroughly to demonstrate their relevant past performance. This information is crucial for the government's evaluation of the bidder's capability to successfully perform the requirements of the solicitation. Failure to provide complete information may impact the evaluation of the bidder's proposal.

Form / Attachment / Pricing Sheet

This document is a "Past and Present Performance Questionnaire" intended to gather feedback on a contractor's performance for a previous or current contract. It is used as an attachment to Solicitation# FA301626R00130002.

• Contractor Information: Fields for contractor name, address, contact information, and project details.
• Respondent Information: Fields for the name, title, and contact information of the individual completing the questionnaire.
• Performance Information: A rating scale (1-5) from "Unknown" to "Very Good" to assess contractor performance quality across various aspects.
• Narrative Explanation: Requires a detailed explanation for any ratings of "1" (Unknown) or "2" (Unsatisfactory).
• Specific Performance Areas: Questions cover areas such as providing experienced personnel, following quality control plans, timely correction of deficiencies, problem-solving initiative, meeting schedules, responsiveness to changes, supervision, subcontractor payments, and cooperation with government personnel.
• Overall Rating & Award Intent: Includes a question for an overall performance rating and whether the respondent would award another contract to the contractor.

This questionnaire is used by the government to evaluate the past performance of offerors. Bidders should be aware that their past performance will be assessed using this form, and positive feedback is crucial for evaluation. The questions highlight key areas the government considers important for contract success.

Form / Attachment / Pricing Sheet

This document, "Schedule of Services," outlines the specific services, quantities, and estimated costs for the contract's base year and subsequent ordering periods. It serves as a detailed breakdown of the work to be performed under the Performance Work Statement (PWS).

• Contract Line Item Numbers (CLINs): Identifies distinct services.
• Description: Details the services, including type of personnel (e.g., Aerospace Medical Technician, Physician, Psychologist), reference to the Performance Work Statement (PWS), and estimated number of Subject Matter Experts (SMEs).
• Unit of Issue: Specifies the unit for measurement (e.g., Months, Lot).
• Quantity: The number of units required for each CLIN.
• Unit Price: The cost per unit (indicated as '$' in the document, suggesting it will be determined or is to be filled in by the bidder).
• Total: The total cost for each CLIN.
• Period of Performance: Clearly defines the start and end dates for the Base Year and each Ordering Period.
• Travel Requirements: Includes specific CLINs for cost-reimbursable travel, with not-to-exceed amounts for each period.

This schedule is critical for bidders to understand the scope and scale of services required, the duration of the contract, and the estimated financial commitment for each service line item and ordering period. Bidders will use this information to formulate their pricing proposals and assess their capacity to meet the service demands.

Amendment / Modification

This document is an addendum to FAR Clause 52.212-1, "Instruction to Offerors -- Commercial Products and Commercial Services." It specifically tailors the "Submission of Offers" paragraph.

• FAR Clause 52.212-1(a), Submission of Offers.

• Proposals must be submitted electronically via email to Joy Grubb (joy.grubb.1@us.af.mil) and Mercedes Perez (mercedes.perez.1@us.af.mil) by 10 AM CST on April 9, 2026.

• Proposals must be submitted in three parts: Part 1 - Price, Part 2 - Technical, and Part 3 - Past Performance.

• Late proposals will not be considered.

• Amendments must be acknowledged in writing.

• Questions must be submitted electronically by 10 AM CST on March 9, 2026.

• The Technical Volume has a page limitation of 25 pages (font size 12, 1-inch margins, single-spaced).

• Past Performance information must be submitted using Attachments 3 and 4. Questionnaires (PPQs) must be completed by customers and returned directly to Joy Grubb and Mercedes Perez by the proposal due date. Forms submitted directly by the offeror will not be evaluated.