Attachment 1 - Director of Protestant Music Ministries_Dover AFB_PWS.pdf

1 DESCRIPTION OF SERVICES: The contractor shall provide all personnel, labor, materials, and transportation to provide non-personal service in support of the Dover Air Force Base Chapel for all Sunday Protestant worship services Director of Protestant Music Ministries contract. The contractor is responsible to provide one music director and one music accompanist for one Protestant worship service. The Chapel will provide the contractor with all musical materials and facilities necessary to perform their duties. The program is multi-faceted and requires a high degree of coordination and cooperation with military and civilian activities and authorities. The contractor must demonstrate an understanding of the religiously pluralistic and sensitive arena of numerous faith groups and denominational traditions. The contractor accomplishes the terms of the contract in compliance with the mission requirements and standards set forth and defined by the PWS.

Activities and behavior to the contrary are viewed as grounds for contract termination.

2 PURPOSE: The purpose of this Performance Work Statement (PWS) is to cover faith specific duties related to the Director of Protestant Music Ministries contract.

3 WORK HOURS:

3.1 Director of Protestant Music: The position will require 1 Protestant rehearsal per week and 1 Protestant performance per week. The length of the Protestant rehearsal shall be a minimum of one (1) hour. The length of the Protestant performance shall be a minimum of one (1) hour.

The contractor shall also arrive at least 30 minutes (0.5 hours) prior to the worship service start time for set up.

This PWS covers 1 weekly Protestant rehearsal, 1 weekly Protestant performance, and 30 minutes of set up for a total of 2.5 weekly hours for fifty-two (52) weeks per annum.

This PWS also covers 1 Quarterly Performance Meeting. The length of this meeting shall be a maximum of one (1) hour per quarter (for a total of 4 hours annually). Additionally, this PWS covers thirty (30) anticipated hours annually for special services, meetings, and training, for a maximum of 164 hours annually.

3.2 Changes to the core hours must be coordinated through the Chaplain and contracting officer and accomplished via a modification prior to any changes taking place. Hours worked each week will be submitted through iRAPT/WAWF for payment monthly.

Changes to the core hours must be coordinated through the Chaplain and

PERFORMANCE WORK STATEMENT

Director of Protestant Music Ministries Dover AFB, DE contracting officer and accomplished via a modification prior to any changes taking place. Hours worked each week will be submitted through iRAPT/WAWF for payment monthly.

4 QUALIFICATIONS: The contractor shall:

4.1 Provide resumes for the Music Director and Musician demonstrating a minimum of two (2) years of experience leading, planning, and executing music within a Protestant congregational worship setting.

4.2 Demonstrate proficiency in playing the acoustic guitar, with the ability to lead congregational singing, play from chord charts/lead sheets. Demonstrate proficiency in playing the piano, including the ability to sight-read music appropriate for traditional and contemporary worship, is highly preferred.

4.3 Demonstrate experience with a wide range of Protestant denominational music styles, including traditional hymns, gospel, and modern contemporary Christian music.

4.4 Provide formal, signed documentation (such as a letter of good standing) from their current pastor or active church leadership dated within the last 60 days, verifying that they are an active, practicing member in good standing within a Protestant Christian congregation.

5 GENERAL RESPONSIBILITIES: The contractor shall:

5.1 Submit to Criminal History Background Check and Installation Records Check (IRC)* as described in DoDI 1402.05. Criminal History Background Checks on Individuals in Child Care Services. Found on the Executive Services Directorate. The contractor will acquire all guidance required to complete the background check and/or IRC from the chapel administrative office upon contract award date. Upon favorable completion of IRC, contractors may provide services under line-of-sight supervision until the background check is completed (if required). If the contractor has received a background check from another military installation, proof of the check must be provided or obtain a new one. The contractor has the right to obtain a copy of the background check report and must contact the chapel administrative office to obtain it. If the IRC or background check comes back with unfavorable results, the contractor has the right to challenge the accuracy and completeness of the information in the report. Final decision on whether to continue contract or use unfavorable result as a basis for termination of contract lies with Wing Chaplain in coordination with Contracting Officer.

*This paragraph applies to contractors working with youth below 18 years of age unsupervised or contractors that manage volunteers that work with youth below 18 years of age unsupervised.

5.2 Coordinate with the Chapel staff and Volunteer Program Manager to verify that all permanent volunteers working with youth under 18 years of age without line-of-sight supervision have completed and cleared the required background check and IRC prior to performing duties.

5.3 Work in close coordination with the Wing Chaplain or their designee, acknowledging that the Wing Chaplain maintains ultimate oversight and direction of all Chapel programs and services.

5.4 Perform at and provide musical support for Protestant worship services, as well as any special worship services or programs coordinated with the Chaplain.

5.5 The contractor shall be available to meet with the Wing Chaplain, or a designated representative, to discuss formal performance, scheduling, or contract-related administration. These administrative meetings will be scheduled on an as-needed basis, not to exceed one meeting per quarter, at a mutually agreeable time. (Note: This does not limit routine, informal weekly coordination regarding music selections)..

5.6 Maintain a professional rapport and work constructively with the Chaplain, service members, volunteers, and the Parish Advisory Council (PAC).

Resolve all operational conflicts at the lowest possible level, starting with the assigned Chaplain or Contracting Officer’s Representative (COR). If a resolution cannot be reached, the matter shall be escalated to the Contracting Officer.

5.7 Dress in a professional and appropriate manner for chapel worship services, rehearsals, and related chapel events.

5.8 Be able to communicate in fluent English with chapel staff, volunteers and customers.

6 SPECIFIC RESPONSIBILITIES: The contractor shall:

6.1 Music Director: Provide music direction, lead congregational singing, and/or provide lead vocals and musical solos as directed. The Wing Chaplain or their designee may elect to utilize a volunteer as the lead musician/singer, in which case the contractor shall provide supporting musical services as directed. (Subcontracting this role requires prior approval from the Wing Chaplain or their designee).

6.2 Musician: Provides musical accompaniment such as playing a guitar, piano or organ for liturgist, choir, congregational singing, soloists, special musicians and instrumentalists to play prelude, interlude, and postlude as required by the Wing Chaplain or their designee..

6.3 Demonstrate and apply a working knowledge of Protestant theology, worship flow, and liturgy, utilizing music to enhance the worship experience in accordance with the specific needs of the community as determined by the Wing Chaplain or their designee.

6.4 Provide one director and one musician for each Protestant worship service, as well as for additional services at other times and locations as requested by the Wing Chaplain or their designee.

6.5 Recruit, train, and supervise volunteers to form a vibrant musical worship team.

The worship team or choir size are based upon volunteer participation. Work with volunteer program manager to ensure all volunteer participation. Coordinate with the volunteer program manager to ensure all volunteer requirements are met.

6.6 Conduct at least one weekly rehearsal for Protestant worship service, coordinating the schedule with the Wing Chaplain or their designee. A standard rehearsal shall consist of a minimum of one hour of practice with worship team/choir members.

6.7 Arrive at least 30 minutes prior to the worship service start time to ensure that equipment is set up and prepared in a timely manner.

6.8 Coordinate the set up and tear-down of musical equipment and the preparation of the worship space for each rehearsal and worship service.

Ensure the sanctuary and/or rehearsal area is secured and returned to its standard condition after use, in accordance with facility Operating Instructions.

6.9 Collaborate with the Chaplain or their designee to plan music and singing.

The contractor may be asked to select music, or specific musical selections may be provided to them. The Wing Chaplain or their designee retains absolute final approval authority over the worship, including all musical selections, liturgy flow, and worship elements. Ensure compliance with all copyright license rules and laws by appropriately recording and maintaining a record of songs, materials, and music used (e.g., CCLI reporting). The Chapel will provide access to the appropriate copyright licensing.

6.10 Regularly inspect all chapel-owned instruments utilized in the performance of this contract (such as the chapel piano, keyboard, and sound equipment) and report any need for repair, preventative maintenance, or replacement to the designated Chapel staff in a timely manner. This duty does not include financial responsibility for said maintenance, parts, or repairs.

6.11 The performance of private, non-government-funded services on chapel grounds (such as private weddings, funerals, or memorial services) is not covered under this contract. Any such private agreements must be negotiated directly between the contractor and the requesting family in coordination with the Wing Chaplain for facility scheduling. The contractor shall comply with all Department of the Air Force Instructions (DAFIs) regarding facility usage, resource protection, safety/fire protection, and chapel Operating Instructions.

Table 1.0 Chapel Regulations

DAFI52-101 PLANNING AND ORGANIZING

DAFI52-201 RELIGIOUS FREEDOM IN THE DEPARTMENT OF THE AIR FORCE

DAFI52-104 CHAPLAIN CORPS READINESS

DAFI52-105 CHAPLAIN CORPS RESOURCING

AFMAN52-107 CHAPEL TITHES AND OFFERING FUND MANAGMENT

AFPD52-1 CHAPLAIN CORPS

AFI36-703 CIVILIAN CONDUCT AND RESPONSIBILITY, Section 4.1. – Professional Public Image. All Chaplain Corps Policy Letters

6.12 Personally perform the services described above or coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the Chaplain. Submit the names and qualifications of proposed substitutes to the Chaplain for approval at least 14 days prior to the proposed absence.

Substitutes must meet all qualifications, background check, and installation access requirements outlined in the PWS. The contractor is solely responsible for coordinating and compensating approved substitutes.

6.13 Maintain a continuity binder, in either physical or digital format, for the

Protestant music program. Binders shall contain music lists, service plans, volunteer contact lists, and standard operating procedures. Binders remain the property of the Government and shall be turned over to the Wing Chaplain or their designee upon contract completion or termination to ensure a seamless transition.

7 PERFORMANCE RATING DEFINITIONS. In evaluating the quality of contractor’s performance, the following performance ratings may be used.

Table 2.0 Service Summary

Performance Objective Performance Threshold Reference Methods of Surveillance

Service & Rehearsal Fulfillment

100% of all scheduled weekly services, rehearsals, and special events are performed by the contractor or a pre-approved substitute. A missed service without an approved substitute is an unacceptable failure

IAW PWS Para 3.1, 3.2, 6.8, 6.14

100% Inspection

Punctuality & Preparation

Contractor personnel arrive at least 30 minutes prior to the worship service start time to ensure equipment is prepared. No more than one instance of tardiness per month without prior notification to the COR.

IAW PWS Para 6.9

Periodic Surveillance

Quality of Musical Performance

Music is performed proficiently, is appropriate for the service, and effectively leads the congregation. No more

IAW PWS Para 6.1, 6.2, 6.3, 6.4

Customer Feedback than two (2) valid customer complaints per month regarding the quality of musical performance.

Attend Authorized Meetings & Conduct Trainings

The contractor shall attend 100% of all staff, planning, and coordination meetings as designated by the COR. If unable to attend, the contractor must notify the COR no later than 24 hours prior to the meeting.

IAW PWS Para 3.1, 3.2, 5.5, 6.7

100% inspection

Volunteer & Staff Management

The contractor actively recruits, trains, and supervises volunteers.

Staff are trained on music support equipment at least annually. A current volunteer contact list is maintained.

IAW PWS Para 6.11

Administrative Compliance

The continuity binder is maintained with current music lists, service plans, and information. All required copyright laws (e.g., CCLI) are abided by and reported correctly.

IAW PWS Para 6.11, 6.15

Equipment & Facility Management

Chapel-owned instruments are inspected regularly, and repair needs are reported promptly. The worship and rehearsal areas are returned to their standard condition after use.

IAW PWS Para 5.6, 5.7

Professionalism & Conduct

The contractor maintains a good rapport with staff and volunteers and dresses in a professional and appropriate manner. No more than one (1) valid

IAW PWS Para 5.6, 5.7

Customer Feedback complaint per quarter regarding unprofessional conduct or attire.

Table 3.0 Contractor Performance Assessment Reporting System (CPARS) Rating Definitions

Rating

Definition

Note

(a) Exceptional

Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

To justify an Exceptional rating, identify multiple significant events and state how they were of benefit to the Government. A singular benefit, however, could be of such magnitude that it alone constitutes an Exceptional rating. Also, there should have been NO significant weaknesses identified.

b) Very Good

Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

To justify a Very Good rating, identify a significant event and state how it was a benefit to the Government.

There should have been no significant weaknesses identified.

(c) Satisfactory

Performance meets contractual requirements. The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract /order.

There should have been NO significant weaknesses identified. A fundamental principle of assigning ratings is that contractors will not be evaluated with a rating lower than Satisfactory solely for not performing beyond the requirements of the contract /order.

(d) Marginal

Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being evaluated reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

To justify Marginal performance, identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the Government. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g., management, quality, safety, or environmental deficiency report or letter).

(e) Unsatisfactory

Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

To justify an Unsatisfactory rating, identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the Government. A singular problem, however, could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g., management, quality, safety, or environmental deficiency reports, or letters).

8 TAXES: The contractor operates as an independent contractor and shall be solely responsible for filing and paying any applicable local, state, and federal taxes (including Social Security). The contractor shall also obtain and maintain any applicable business licenses, permits, and registrations required by law at no additional cost to the Government.

9 RECORDS MANAGEMENT: The contractor understands that when creating, handling, and maintaining records for the Government (either electronic or paper), the contractor must comply with the requirements established in the Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS) and Department of the Air Force records management directives (e.g., DAFMAN 33-363). To ensure compliance, the contractor shall contact the Base Records Management Office (436 CS/SCXK, Bldg 310) for guidance and training as necessary.

10 SECURITY AND SAFETY REQUIREMENTS: In performing any work under this contract on premises which are under the direct control of the Government, the Contractor shall conform to all safety rules and requirements prescribed in applicable Department of the Air Force Instruction (DAFI) 91-series directives, Contract Safety and Public Law 91-596, The Occupational Safety and Health Act of 1970. Effective on the date of this contract, the contractor shall take such additional precautions as the Contracting Officer may reasonably require for security, safety, traffic fire, personnel clearances and accident prevention purposes. The Contractor agrees to take all reasonable steps and precautions to prevent accidents and preserve the life and health of the Contractor, Government property and Government personnel performing or in any way encountering the performance of this contract on such premises. These requirements are in addition to and do not replace the standards promulgated by the Department of Labor under the Occupational Safety and Health (OSHA) Act. In the event of a conflict between the OSHA Standards and these requirements, the most stringent shall apply. Any violation of such rules and requirements, unless promptly corrected, as directed by the Contracting Officer, may be considered grounds for termination of this contract in accordance with the default provisions hereof.

10.1 All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the governmental installation shall abide by all security instructions and directives of DAFB. Employees are responsible for safeguarding all government property provided for contractor use.

10.2 At the close of each work period, government facilities, equipment and materials shall be secured, lights, heat and water turned off and all doors and windows secured.

10.3 The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified during the Criminal Background Check (CBI).

10.4 Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Employees and subcontractors later found to be undocumented, or illegal aliens will be remanded to the proper authorities.

10.5 All contractors and subcontractors when working in a Controlled, Restricted or other sensitive areas must be always escorted. The military agency or unit responsible for the project or work is responsible for providing the escorts.

The Contractor shall follow existing procedures and instructions for obtaining entrance to restricted or controlled areas.

11 CONTRACTOR BADGE POLICIES. All requests for contractor badges will be submitted through the Base Contracting Squadron Office and/or the requesting agencies base point of contact. The Contracting Squadron Office or base point of contact will then fill out an Operational Risk Management Assessment Form (ORM) for the requesting agency and submit it to the Pass and Registration section for approval IAW DAFI 31- 101.

101. As a minimum the ORM will be submitted 10 days prior to the requested date of employment.

11.1 All contractor employees who'll be granted unescorted access to the installation are required to consent to a Criminal Background Investigation (CBI) prior to being granted entry to the installation. Continued employment is contingent upon successful completion and favorable reporting of criminal background checks.

11.2 DAFB Contractor badges will be issued for a maximum period of one year.

Prior to reissuing new badges, all old badges must be returned to 436 SFS, Pass and Registration for destruction. Also, before a new badge is issued an ORM must be resubmitted to the Pass and Registration section for approval again. In the event a badge is lost or stolen, immediately contact the 436 SFS, Pass and Registration office. The badge holder must accomplish the Loss/Theft of Identification Worksheet and provide it to his/her supervisor.

The supervisor of the contractor will investigate the loss and report in writing the circumstances in which the badge was lost to the 436th Contracting Squadron and 436 SFS, Pass and Registration office and submit a new request for badge before a new badge can be reissued.

11.3 Base Contracting Office or base point of contact will immediately notify Security Forces, Pass and Registration when a contractor's employment has been terminated. The Site Supervisors are responsible for notifying and returning the contractor's badge to Pass and Registration when this occurs. At no time will a contractor contact Security Forces directly regarding badge denial; they need to contact the Contracting Office.

12 OMBUDSMAN

12.1 An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition.

When requested, the ombudsman will maintain strict confidentiality as to the source of concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

12.2 Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

If resolution cannot be made by the contracting officer, the interested party may contact the designated Center/MAJCOM Ombudsman. If the issue cannot be resolved at that level, it may be brought to the Air Force Ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC.

12.3 The ombudsman has no authority to render a decision that binds the agency.

12.4 Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the contracting officer.

13 INSTALLATION ACCESS

13.1 The contractor shall obtain base identification, and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

13.2 The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver's license, current vehicle registration, valid vehicle insurance certificate, and <<1> >to obtain a vehicle pass.

13.3 During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

13.4 When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with <<2>> citing the appropriate paragraphs as applicable.

13.5 Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

13.6 The contractor shall provide an after-hours contact number or after-hours email in the Emergency Mass Notification System (EMNS) for each of their personnel, whose normal place of duty is on a DoD installation or within a DoD facility. The contractor shall comply with any additional requirements in DAFMAN 10-206 for emergency operational reporting. Foreign Nationals may participate and may remove themselves from the Emergency Mass Notification System at any time. To update information, personnel can access the globe icon on their system desktop screens and choose the "Access Self- Service" option.

13.7 Failure to comply with these requirements may result in withholding of final payment.

14 COMMON ACCESS CARDS (CAC) for Contractor Personnel

14.1 For installation(s)/location(s) cited in the contract, contractors shall ensure

Common Access Cards (CACs) are obtained by all contract or subcontract personnel who meet one or both of the following criteria:

a. Require logical access to Department of Defense computer networks and systems in either:

i. The unclassified environment; or

ii. the classified environment where authorized by governing security directives.

b. Perform work, which requires the use of a CAC for installation entry control or physical access to facilities and buildings.

i. Contractors and their personnel shall use the following procedures to obtain CACs:

c. Contractors shall provide a listing of personnel who require a CAC to the contracting officer. The government will provide the contractor instruction on how to complete the Contractor Verification System (CVS) application and then notify the contractor when approved.

14.2 Contractor personnel shall obtain a CAC from the nearest Real Time

Automated Personnel Identification Documentation System (RAPIDS) Issuing Facility (typically the local Military Personnel Flight (MPF)).

a. While visiting or performing work on installation(s)/location(s), contractor personnel shall wear or prominently display the CAC as required by the governing local policy

b. During the performance period of the contract, the contractor shall:

14.3 Within 7 working days of any changes to the listing of the contract personnel authorized a CAC, provide an updated listing to the contracting officer who will provide the updated listing to the authorizing government official;

14.4 Return CACs in accordance with local policy/directives within 7 working days of a change in status for contractor personnel who no longer require logical or physical access;

14.5 Return CACs in accordance with local policy/directives within 7 working days following a CACs expiration date; and

14.6 Report lost or stolen CACs in accordance with local policy/directives.

a. Within 7 working days following completion/termination of the contract, the contractor shall return all CACs issued to their personnel to the issuing office or the location specified by local policy/directives.

b. Failure to comply with these requirements may result in withholding of final payment.

15 FEDERAL HOLIDAYS

15.1 The Contractor should not anticipate performing any work on federally recognized holidays. Any other federal down day will be identified to the contractor by the government at least two weeks in advance. The following is a list of federal holidays observed by this installation:

New Year’s Day Columbus Day Martin Luther King Jr. Day Memorial Day Juneteenth Independence Day Veteran’s Day Labor Day Thanksgiving Day Washington’s Birthday Christmas Day

16 CONFLICT OF INTEREST: Contractors will not be considered for this position if they are relatives of persons in the supervisory chain, or those who could be construed to have conflicts of interest (e.g. family members of chaplains, religious affairs Airmen, DoD employees, etc.).

15 FEDERAL HOLIDAYS