3. PWS_Performance Work Statement Auxiliary Priest Contract 2026..pdf

PERFORMANCE BASED WORK STATEMENT

FOR

AUXILIARY CATHOLIC PRIEST

Kadena Air Base, Japan

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3

2 SERVICES SUMMARY 8

3 GENERAL INFORMATION 9

4 PHYSICAL SECURITY 9

5 APPENDIX 14

1. DESCRIPTION OF SERVICES.

The Contractor shall provide Catholic chaplain services for the Holy Family Catholic Community at Kadena Chapel and duties shall include, but are not limited to: conduct Roman Catholic Mass, confessions, provide additional sacramental ministrations including officiating at Catholic wedding ceremonies during/outside of Mass, conduct baptisms, provide Catholic pastoral counseling as needed, conduct conferences and provide services to be performed at any of the chapel facilities.

1.1. BASIC SERVICES.

1.1.1. REGULAR SERVICES. Provide weekend Masses, special Masses/Holy days of obligation, sacrament of the sick, confessions, baptisms, memorials, funerals, weddings and other additional sacraments/services. Number of services will be limited to amount in the contract. Catholic chaplain services will be requested by the Kadena Air Base (KAB) Catholic chaplain or KAB Catholic Chaplain designee. Priority in scheduling is to be weighted towards the coverage of weekend masses. The Auxiliary Catholic priest shall maintain liaison with the KAB Catholic chaplain before, during and after all services.

1.1.2. SCHEDULED SERVICES. The KAB Catholic chaplain will provide a schedule of days and times when services (except for emergencies) are required. Schedule will be made for a month at a time and shall be coordinated with the Contractor prior to issuance. Schedule will be provided to the Contractor several days prior to the beginning of the month in which it takes effect. These services are in support of the overall Catholic community program and chapel contingency support plan. Therefore, while active duty Catholic chaplain(s) are available, the services of this contractor will be minimal but should be utilized so as to keep the contractor's training and experience with the community at a high standard. In the event of the deployment of the active duty Catholic chaplain(s), the need for the services of this contractor may increase.

1.1.3. CALENDAR RECURRING EVENTS: The Catholic chaplain or designee will work with the contractor to develop a monthly contract priest projected calendar/schedule to include (if needed) weekend Mass coverage, daily Mass coverage, weekend Mass, confessions and coverage for special Masses/Holy days of obligation. The focus of this calendar will include recurring services needing coverage by the contract priest and to include any known in advance requirements such as memorials, funerals, weddings, and other events/sacraments.

1.1.4. CALENDAR STAND-BY FOR POTENTIAL EVENTS: The Catholic chaplain or designee will work with the contractor to include in the monthly contract priest projected calendar/schedule to identify and schedule times the contract priest services (if needed) are needed when the active duty priest will not be available to cover due to leave, TDY, deployment or other circumstances. Furthermore, the Catholic chaplain will include known dates that he will not be available to include times outside of normal recurring units performed and (after duty hours based on the standard Chaplain Corps duty day of 0730-1630). This calendar will serve as notice to the contractor to be prepared and on stand-by when the Catholic chaplain is not available to cover possible emergencies during the active duty priest’s absence(s) to include (but not limited to): confessions, sacraments of the sick, additional sacraments, memorials, baptisms, funerals, weddings and coverage of items above in section titled “Calendar Recurring Events”.

1.1.5. GENERAL SCOPE. Conduct Roman Catholic Mass. Masses are on weekdays and weekends. The current schedule of Masses is as follows: Weekend Mass is held on Sunday at 8:00 AM AND 12:00 NOON. The Sacrament of Reconciliation is normally celebrated on Sunday from 11:15 AM – 11:45 AM but is subject to change. The contractor shall provide additional sacramental ministrations during/outside of Mass, as well as pastoral counseling, and conduct conferences (e.g. Pre-Marriage Seminar). These additional ministrations may be scheduled in advance but will be required on an as-needed basis, such as emergency ministration of the sacraments. (The contractor shall be accessible to respond to Catholic sick-call requiring the services of a Roman Catholic priest.)

1.1.6. EMERGENCIES: Due to the nature of emergencies being both unpredictable and short notice from emergency notification to expected emergency follow-on response to assist those affected or perform at a function such as a memorial service or funeral, the active duty priest or designee will make every effort to notify the contract priest immediately and attempt to follow the below time lines:

1.1.6.1. The Catholic chaplain or designee will attempt to notify the contract priest a minimum of 48 hours in advance of funerals and/or memorial services when possible.

1.1.6.2. The Catholic chaplain or designee will attempt to notify the contract priest a minimum of 1 day prior to officiating weddings.

1.1.6.3. The Catholic chaplain or designee will attempt to notify the contract priest a minimum of 2 hours in advance of performing the sacrament of anointing the sick when possible.

1.1.6.4. The Catholic chaplain or designee will attempt to notify the contract priest a minimum of 1 day in advance for additional sacraments when possible.

1.1.6.5. The Catholic chaplain or designee will attempt to notify the contract priest a minimum of 1 day in advance for emergency confessions when possible.

1.1.7. MAXIMUM PERFORMANCE OF UNITS: Due to minimal Catholic chaplain available services on the island, Catholic chaplain manpower constraints along with potential Catholic chaplain deployments, TDYs, leave, emergencies and other unforeseen circumstances, the contract priest must be able to perform up to the maximum performance of units which are:

1.1.7.1. 60 weekend Masses

1.1.7.2. 60 sessions of confessions

1.1.7.3. 20 special Masses/Holy days of obligation

1.1.7.4. 2 funerals and/or memorials

1.1.7.5. 5 additional sacraments which includes weddings, and baptisms

1.1.8. UNIT BREAKDOWN. The unit breakdowns are:

1.1.8.1. Each weekend Mass of 1 hour to 1.5 hours constitutes (one unit).

1.1.8.2. Each session of confessions (available 30 minutes prior to start of weekend mass and 30 minutes after weekend mass to be available to take confessions) constitutes (one unit)

1.1.8.3. Each weekend/weekday special Mass/holy days of obligation of 1 hour to 1.5 hours constitutes (one unit)

1.1.8.4. Each memorial service constitutes (one unit)

1.1.8.5. Each funeral service constitutes (one unit)

1.1.8.6. Each wedding officiated constitutes (one unit)

1.1.8.7. Each sacrament of the sick response constitutes (one unit)

1.1.8.8. Each additional sacrament, to include baptisms, constitutes (one unit)

1.1.8.9. Each confession session of 30 minutes availability (other than at worship services) constitutes (one unit)

1.1.9. EXPECTED UNIT PERFORMANCES. The monthly expected unit performances provides the most likely amount of services the contractor would perform in that period. The expected average of the different services are:

1.1.9.1. 8 weekend masses per month

1.1.9.2. 5 sessions of confession per month

1.1.9.3. 1 to 2 special masses/holy days of obligation per month

1.1.9.4. 2 funeral/memorial services per year

1.1.9.5. 5 additional sacraments per year which includes sacraments of the sick/weddings/baptisms

1.1.10. OPERATIONS SECURITY (OPSEC). Contractor personnel will participate in the OPSEC program locally administered by the AF activity if applicable.

1.1.11. BACKGROUND CHECKS. The applicant must be able to submit the following items:

Provide all information necessary for background investigation to include an Installation Records Check (IRC), proof of a completed Child Care National Agency Check and Inquiries (CNACI), and/or completed:

1.1.11.1 CRIMINAL HISTORY. In accordance with DODI 1402.5, a Criminal History Background Check must be accomplished for all individuals working with minors. Consenting to the background check is mandatory. Failure to consent to the background check will be grounds for immediate cancellation of the contract at no further costs to the Government. If criminal history is found, the contract will be terminated at no further cost to the government.

1.1.11.2 When no Catholic Chaplain is assigned to Kadena Air Base, the contractor must provide a list of specified volunteers who are over the age of 18 and will be working with children under the age of 18 (i.e. minors). These volunteers are defined as those volunteers whose contact with youth is extensive, frequent, and over a period of time; to include, but not limited to, one-on-one interaction, extended travel, and/or overnight activities.

1.1.12. HOURS OF OPERATION. The contractor shall maintain the following service schedule to conduct weekly business: Schedule of service will be provided on a monthly basis.

1.1.12.1. The contractor will provide after-hours contact information to be used by authorized Chaplain Corps personnel in case of mission essential coordination.

1.1.13. REQUIREMENT. The contractor must be an ordained Roman Catholic priest, be in good standing with the Archdiocese for the Military Services (AMS), the Diocese of Naha, and his Religious Order (where applicable). He must be able to conduct Mass and Sacramental Rites in the English language and be available to respond to and provide pastoral assistance on short notice. The contractor shall understand the importance of chaplains' requests and deadlines. The contractor must have the ability to provide chapel services and have good organizational skills. The Contractor must be able to work with and cooperate with chaplains Religious Affairs Airmen (RAAs), and other contracted lay people.

1.1.14. SPECIAL REQUIREMENTS.

1.1.14.1. Must be able to speak, read, and write English proficiently.

1.1.14.2. Must be sensitive to the pluralistic environment and able to provide all endorser allowed support to the Chapel’s multi-faith mission.

1.1.14.3. Contractor personnel shall present a clean, neat appearance and be easily recognized.

1.1.14.4. Smoking is not permitted in any government building or work area. Smoking is authorized only in designated areas.

1.1.14.5. The contractor shall notify the responsible KAB Catholic chaplain or the Deputy Wing / Wing Chaplain in the absence of a Catholic Chaplain, at least five (5) working days in advance for any planned absence. Regardless of the reason for his absence, the contractor shall assist in coordinating with the KAB Catholic chaplain or designee to establish a contingency plan to accommodate community needs. The replacement priest must be acceptable to the KAB Catholic chaplain. The government will not be responsible for ensuring a replacement is obtained or receives payment for service provided. No one other than the contractor shall be paid from appropriated funds for the services provided. Any replacement provided by the contractor shall not be authorized to submit invoices for services rendered.

1.1.14.6. The contractor shall not employ persons for work on the contact if such employee is identified to the contractor by the contracting Office as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. The personnel performing this duty shall be responsible for the performance of the work and shall have full authority to act for the contractor on all matters relating to daily contract operations.

1.1.14.7. The contractor shall not employ any person who is an employee of the U.S.

Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the U.S. military, unless such person seeks and receives approval in accordance with Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such an employment would be contrary to Air Force policies.

1.1.15. BASE ACCESS PASSES FOR CONTRACTOR

1.1.15.1. The contractor shall obtain identification cards and base passes for themselves and their vehicle. Application shall be coordinated through the CO or designated representative.

At time of application, Security Forces may conduct a background check. The contractor shall be responsible for all passes issued to him under this contract. The contractor shall return all identification cards and base passes to Security Forces within 24 hours of termination of employment or completion of this contract to return.

1.1.16. JAPANESE ROAD LAWS

1.1.16.1 The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

1.1.16.1.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

1.1.16.1.2. Operating vehicle on roads with improperly secured items per Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out).

1.1.16.1.3. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

1.1.17. REQUIRED INSURANCE BY JAPANESE LAW

1.1.17.1. The contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the contractor at the work site:

1.1.17.1.1. Type: Automobile property damage insurance amount: ¥3,000,000 or dollar equivalent bodily injury insurance Amount: ¥30,000,000 or dollar equivalent.

1.1.17.2. All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

1.1.17.3. Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S. Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

2. SERVICES SUMMARY.

The contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs. For the performance objective to be met, service delivery must be in substantial compliance with applicable performance standards. The performance threshold describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these performance thresholds means that contractor quality control (QC) is unacceptable. The following is a list of the key performance objectives that will be verified as contractually compliant by government personnel; however, inspection of any contract requirement is authorized.

Performance Objective PWS Para Performance

Threshold SS 1: Did the Contractor provide scheduled services during contract period?

1.1.1. 100%

SS 2. Does the Contractor respond to all emergencies allowable time limits?

1.1.6. 100%

SS 3. No more than two contract deficiencies per month.

2 100%

3. GENERAL INFORMATION.

3.1. The services to be performed by the contractor during the period of this contract shall always be subject to review by the contracting officer or the Mission Partner’s Point of Contract.

4. PHYSICAL SECURITY.

4.0. The contractor shall be responsible for safeguarding all government property provided for contractor use. In the case of this contract, that is to include facilities, ecclesiastical supplies, audio visual equipment, musical instruments, tools, cleaning supplies, and all other associated worship tools. At the close of each work period, government facilities, property, and materials shall be secured.

4.1. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons.

4.1.1. The contractor shall immediately report the occurrences of a loss of duplicate key to the contracting officer representative or contracting officer.

4.1.2. In the event keys, other than master keys, are lost or duplicated due to the actions of the contractor; The contractor shall, only upon written direction of the contracting officer, re-key or replace the affected lock or locks. However, the government may choose its option to replace the affected lock or locks or perform a re-keying. When the replacement of locks or re-keying is performed by the government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly invoice payment due to the contractor in the period the re-keying or replacement was conducted. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the government and the total cost deducted from the monthly payment due the contractor.

4.1.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

4.2. HOURS OF OPERATION.

4.2.1. Normal hours of operation. The contractor shall perform the services required under this contract when requested.

4.2.2. Absences. The contractor is responsible for providing a replacement in the event of absences. Replacements must meet the same requirements as the contractor and be approved by the deputy wing chaplain or designee. A two week notice is required for all absences that are not emergency in nature.

4.3. CONSERVATION OF UTILITIES.

The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

4.3.1. Lights shall be used only in areas where and when work is actually being performed. No lights shall be left on when the building is empty.

4.3.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

4.3.3. Water faucets or valves shall be turned off after the required use has been accomplished.

4.3.4. Government telephones shall be used only for official government business.

4.4. ENVIRONMENTAL CONTROLS.

4.4.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost because of the change, the contractor shall inform the contracting officer pursuant to notice requirements and negotiate a modification to the contract.

4.4.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained in 40 CFR 302 into the environment, the contractor or its agent shall immediately report the incident to Kadena AB Fire Department at 911. The liability for the spill or release of such substance’s rests solely with the contractor and its agent.

4.4.3. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

4.5. SAFETY REQUIREMENTS. In performing work under this contract, the contractor shall:

4.5.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

4.5.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by US Force Japan.

4.5.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

4.5.4. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

4.5.5. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

4.5.6. Record and report promptly (within one hour) to the contracting officer, contract officer representative, or a designated government representative (GR) all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.5.7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

4.5.8. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

4.5.9. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

4.5.10. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

- While working on Kadena, Okuma, Camp Shields, or Torii Station, call Kadena Dispatch at 098-934-5911 or 098-962-9445.

- While working on Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp Kinser, call Foster Dispatch at 098-911-1911.

4.6. CONTRACTOR

4.6.1. Contractor personnel: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

4.6.2. Contractor shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

4.6.3. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500-7-R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64106, Air Force Industrial Labor Relations Activities.

4.6.4. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.7. CONTRACTOR MANPOWER REPORTING

4.7.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at https://afcmra.hqda.pentagon.mil.

4.7.2 Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY) which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

https://afcmra.hqda.pentagon.mil/

5. APPENDIX

A. Acronyms & Abbreviations List

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AF Air Force

AFB Air Force Base

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

DEPT Department

DOD Department of Defense

FAR Federal Acquisition Regulation

GR Government Representative

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition

PWS Performance-Based Work Statement

SS Services Summary

USAF United States Air Force