Attachment 3 - Solicitation.pdf

Performance Work Statement

For

Protestant Service Music Director & Musician

Purchase Request: FD

Distribution Statement ____

1.0. Description of Services. Provide music activities for the Robins AFB Protestant Service.

The Music Director/Musician (herein called “Contractor”) shall provide labor and management to support the responsibilities outlined within this PWS. The contract includes, but is not limited to playing, training, scheduling, and processing music for services within the Protestant Service.

1.1. Directorship shall be required for rehearsals, services, and special services.

1.1.1. Special services include but are not limited to: Memorial services, Funeral services, combined services, faith specific holidays, and occasional support for special events.

1.2. Education and Experience. Contractor shall:

1.2.1. Possess a Minimum of three (3) years of college in music (or related field), or equivalent years of related experience specific to playing the piano and/or acoustic guitar in public performance/ chapel/church setting.

1.2.2. Be proficient in playing the piano (acoustic or electric) and/or acoustic guitar. These two instruments are required; other skills are welcomed/optional (i.e. flutist, drummer, etc.) but the piano and/or acoustic guitar is necessary.

1.2.3. Be able to sing and vocally lead congregation in worship.

1.2.4. Be able to plan, organize, and lead a choir/praise team.

1.2.5. Be able to sight read, arrange, improve, play, and score music.

1.2.6. Possess the ability to develop and maintain a healthy and positive relationship with volunteers, lay leaders, other musicians, parishioners, Chapel Staff, and base personnel.

1.2.7. Be fluent in reading, writing, and speaking English in order to perform all responsibilities outlined within the PWS.

1.3. General Responsibilities. Contractor shall:

1.3.1. Provide musical directorship for the Protestant Service(s) at Robins Air Base Chapel.

1.3.2. Provide musical directorship for a minimum of one (1) rehearsal and one (1) worship service each week for the Protestant worship service(s).

1.3.3. Meet with the Protestant Chaplain and or their designated representatives as needed to coordinate music arrangements and schedules for choir rehearsals and performances (hours to be arranged in consultation with the Protestant Chaplain).

1.3.4. Lead the praise team/choir and congregation in worship and vocally lead them as required by the Protestant Chaplain.

1.3.5. Possess sound accompaniment skills, competent sight-reading ability is preferred, and be able to perform music from various worship genres, including, but not limited to, gospel, traditional, and contemporary style music.

1.3.6. Coordinate all support requirements with the Protestant Chaplain or their designated representative.

1.3.7. Assist the Protestant Chaplain or their designated representatives in developing the following regarding Contractor Programs as appropriate: annual calendar of events, Chapel Tithes and Offerings fund budget, Appropriated Fund budget, and core volunteer training requirements.

1.3.8. Return all government-owned music scores and equipment obtained in the performance of the required duties following the last service provided under the contract.

1.3.9. Not engage in the unauthorized duplication of copyrighted materials by photocopying or any other means that would expose the government to liability for penalties under existing or future copyright laws.

1.3.10. Provide a replacement as necessary to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the Contractor. This shall be coordinated with and approved by the contracting officer or their designee at least 14 days prior to the start of performance by the approved replacement. Approval of a replacement will be handled on a case-by-case basis. The Contractor shall not employ/sub-contract any person to perform any of work required by this PWS on Robins AFB without prior approval.

Replacements must be supervised via Line-of-Sight requirements, unless they have a previously completed background check.

1.4. Specific Responsibilities. Contractor shall:

1.4.1. Arrive at least sixty (60) minutes prior to the beginning of worship services and special services, and thirty (30) minutes prior to the beginning of each rehearsal.

1.4.2. Submit purchase/repair requests as needed for support of the music program to the Contracting Officer or their designated representative.

1.4.3. Recruit and coordinate volunteers within the music program.

1.4.4. Have experience in training amateur instrumentalists (piano, guitar, bass, etc.) and vocalists in the performance of congregational worship music and special performances.

1.4.5. Be accountable for opening, restoring to its neutral setting, cleaning, and securing any facilities used for music events, rehearsals, worship services, or special services.

1.4.6. Maintain a professional attitude and environment to include hygiene and appearance.

1.4.7. Sing music from a religious music, ecclesiastical, or suitable type publication resource consistent with the nature of the Protestant Chapel Service.

1.4.8. Provide arranged, improved, and scored music as appropriate for compatibility with the type of worship service or other functions of the Chaplain’s program at which it was rendered.

1.4.9. Provide Audio/Visual (A/V) lyrics (e.g. PowerPoint slides, printed sheets, etc.) for all services as required.

1.4.10. Attend meetings related to the music program as identified by the Contracting Officer or their designee.

1.4.11. Attend the scheduled meetings of the Parish Advisory Council as the music program representative.

1.5. Objectives: This Performance Work Statement (PWS) describes the services required to provide worship parishioners with a professionally led worship experience as they exercise their freedom of religion. This service includes what is listed in the Description of Services above.

1.6 Benefit to United States Air Force (USAF): This acquisition will benefit the United States Air Force (USAF) by providing a professional worship atmosphere for chapel service(s) visitors and regular parishioners as they exercise their First Amendment rights, serving approximately 10k personnel annually.

1.7 Background: To provide the Protestant (current) services with an individual to lead the music accompaniment for 10K parishioners annually IAW the specific religious service requirements.

2.0. Services Summary.

2.1. To provide a holistic worship experience for parishioners to exercise their First Amendment rights to freedom of religion, this Contractor is required to fulfill this duty. Provide music activities for the Robins AFB Protestant Service. The Contractor shall provide labor and management to support the responsibilities outlined within this PWS. The contract includes, but is not limited to playing, training, scheduling, and processing music for services within the Protestant Service. There shall be no more than two rejections/customer complaints of any deliverable.

Performance Objective PWS Reference

Performance Threshold

Provide musical directorship for a minimum of one (1) rehearsal and one (1) worship service each week for the Protestant worship service(s)

1.3.2 With no more than 2 customer

complaints per month

Recruit and coordinate volunteers within the music program

1.4.3 With no more than 2 customer

complaints per month

Provide arranged, improved, and scored music as appropriate for compatibility with the type of worship service or other functions of the Chaplain’s program at which it was rendered

1.4.8 With no more than 2 customer

complaints per month

3.0. Technical Requirements

3.1. The Contractor shall submit a completed background check application (as required by DoDI 1402.05 Criminal History Background Checks on Individuals in Child Care Services) to the Chaplain Corps background check program manager within 20 days of contract award. It is mandatory that all Chaplain Corps employees and contractors working with children under the age of eighteen (18) undergo a background check investigation in compliance with DoDI

1402.05 and AFI 52-101, Planning and Organizing.

3.2. Disqualifying information on the background check can be grounds for automatic termination of the contract. In accordance with AFI 52-101, the Senior Installation Chaplain has final approval authority for personnel (including contractors) working or participating in military-sanctioned chapel programs.

3.3. Provisional background check guidance: the Contractor may begin performance of this contract after initiating the background check but must remain under line of sight supervision (LOSS) at all times until the background check is favorably adjudicated while around children under the age of 18 years when parents or guardians are not present.

3.4. The Government shall reserve the right to terminate the contract if the required background check is not completed within 60 days of contract award or if the background check reveals disqualifying information as determined by the Senior Installation Chaplain.

3.5. The Contractor has the right to obtain a copy of any background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

3.6. The Contractor must ensure all volunteers working with youth below 18 years of age have a favorably adjudicated background check as described in DoDI 1402.05, Criminal History Background Checks on Individuals in Child Care Services. The Contractor shall ensure that all specified volunteers and individuals pending favorable adjudication remain under Line of Sight Supervision when children are present. Line of Sight supervision is also required for all non-specified volunteers as describe in AFI 52-102.

3.7. Non-US personnel in overseas locations (excluding Hawaii, Alaska, and other US occupied territories where US laws/codes applies) must adhere to host nation’s background check guidance, determination, and must be consistent with or equivalent to a DoD Tier 1 investigation, to the greatest extent possible.

3.8. Non-US residents within US and territories must follow DoDI background check instructions and guidance.

4.0. Period and Place of Performance

4.1. Contractor shall be required to be present for all rehearsals, services, and special events.

Requirements will vary per season/month and will be established by the Protestant Chaplain.

The estimated number of events over the course of twelve (12) months is one hundred and ten (110), to include a minimum of one (1) rehearsal and one (1) service for the Protestant service per week.

4.2. Rehearsals shall be held at an appropriate time to allow for maximum participation of the Protestant Service and shall be an appropriate length to ensure adequate preparation for performances at weekly services or special services (no less than one (1) hour(s) and no more than two (2) hours in length).

4.2.1. Pre-performance rehearsals shall be held no late than thirty (30) minutes prior to the beginning of worship services and special services.

4.2.2. Place of Performance: Services shall be performed in Building 769, Base Chapel.

4.3. Contract/Order Period of Performance. The period of performance for the contract/order will extend from 31 May 2025 to 30 May 2026.

5.0 General Information

5.1. Liturgies. All liturgies within the parish, if applicable, are at the discretion of the Protestant Chaplain.

5.2. The Contractor may be required to attend and/or participate in Chaplain Corps conferences or training. Travel for such events, if required, will be funded by APF, contingent upon availability of funds and approval by the Wing Chaplain.

5.3. Taxes. The Contractor will be responsible for filing any applicable social security, federal, state or host nation taxes. The Contractor will also obtain any applicable business licenses and registrations and otherwise compliance with host nation law.

5.4. Quality Control. The Contracting Officer may observe the Contractor’s performance at any time to ensure that the programs and services are operating in accordance with this PWS. The Contracting Officer may inspect files and records at any time. The Contractor will be notified in writing of any and all non-compliance, and will be given an opportunity to correct, if possible, nonconforming work. The Contractor will be given an opportunity to respond in writing to any notice of noncompliance within 10 calendar days of notice.

5.5. The Contractor shall ensure all issued keys/combinations are not used by unauthorized persons and all keys are returned upon contract termination. The Contractor shall not duplicate any keys issued by the Government.

5.6. The Contractor shall immediately report to the Protestant Chaplain any occurrences of lost keys. In the event keys are lost, the Contractor may be responsible for costs incurred in rekeying or replacing affected locks and keys.

5.7. It is preferred the Contractor reside in or near the Warner Robins area, not to exceed 75 miles from Robins AFB to ensure a speedy response for required services.

5.8. Continuation of Mission-Essential Services During a Crisis: The Functional Commander or civilian equivalent has determined these services are not mission-essential and will not continue in the event of a crisis.

5.9. Security Clearance: It is not expected contractor/subcontractor personnel will require security clearances for proper accomplishment of contract/order requirements.

Contractor/subcontractor personnel shall not be authorized access to classified information and/or Controlled Unclassified Information (CUI) and classified items or be permitted to work on classified projects and/or programs without an appropriate security clearance and a need-to-know.

5.10. Access to Government System(s): Access to Government system(s) will not be required to perform tasks under the contract/order.

5.11. Access to Robins Air Force Base (AFB): The Contractor shall ensure contractor/subcontractor personnel who require access to Robins AFB comply with the security requirements of the installation. The Contractor shall provide the PCO a list of all contractor/subcontractor personnel requiring access to Robins AFB, the contract/order number and the period of performance. The Contractor shall also provide, if possible, the location of the work site and the days/hours during which the Contractor/subcontractor personnel will require access to Robins AFB.

6.0. Identification (ID) Card/Badge

6.1 The Contractor shall ensure an ID card is obtained by all contractor/subcontractor personnel who require recurring access to a Government facility, but not local area network (LAN) access.

The Contractor shall submit a letter to the PCO listing all contractor/subcontractor personnel requiring access to the facility. The PCO will approve the request and forward it to the issuing/registration office for processing. Contractor/subcontractor personnel shall report to the issuing/registration office to obtain the ID card(s).

6.1.1. The Contractor shall submit a letter to the PCO immediately if contractor/subcontractor personnel no longer require access, upon transfer/termination of contractor/subcontractor personnel or upon completion/termination of the contract/order. The letter shall identify the name(s) and social security number(s) of the Contractor/subcontractor personnel. The Contractor shall return the ID card(s) to the issuing/registration office upon expiration, upon transfer/termination of contractor/subcontractor personnel, or once contractor/subcontractor personnel no longer require access to the facility. The Contractor shall return any and all ID cards to the issuing/registration office upon completion/termination of the contract.

6.2. Environmental Management System (EMS): Contractor/subcontractor personnel who perform work on any Government facility shall comply with the EMS requirements established by the facility. Contractor/subcontractor personnel may be required to complete EMS training prior to beginning work.

6.3. Agency Affirmative Procurement Programs: This acquisition does not require the purchase of Environmental Protection Agency (EPA)-designated products or United States Department of Agriculture (USDA)-designated products; therefore, the requirement does not apply.

7.0. Safety Requirements

7.1. Contractor Environmental, Safety, and Occupational Health Compliance: The Contractor shall comply with Government Safety and Health regulations including, but not limited to, Public Law 91-596, Occupational Safety and Health Act (OSHA), and DoD Directive 4715.01E, Environmental, Safety, and Occupational Health (ESOH). The Contractor shall establish and maintain a safety and health program detailed in a written Contractor’s Safety and Health Plan (SHP). The Contractor shall require all subcontractors to comply with required safety, health and fire standards.

7.2. Mishap Notification/Investigation: In accordance with DAFI 91-204, Safety Investigations and Reports, the Contractor shall report mishaps involving damage or injury to USAF assets/interests. The Contractor shall ensure the USAF is notified of mishaps. The Contractor shall contact the Contracting Officer, if available, or another MFT member by telephone within 2 hours. The Contractor shall immediately secure the mishap scene (and damaged property) and impound pertinent maintenance and training records until released by the Government’s safety office. Such release shall be accomplished through the Contracting Officer. The Contractor shall cooperate and assist Government personnel in the investigation of the mishap and submit an Accident/Incident Report within 24 hours of the mishap.

7.3. Voluntary Protection Programs (VPP): Contractor personnel performing work on a USAF installation shall participate in the local VPP.

7.3.1. VPP Description: In 1982, OSHA created the Voluntary Protection Programs (VPP) to recognize and partner with worksites that implement exemplary systems to manage worker’s safety and health. These sites implement comprehensive Safety and Health Management Systems that exceed basic compliance with OSHA standards. VPP applies to all personnel at Robins AFB - civil servants (both bargaining and non-bargaining), active duty (officer and enlisted), reservists and contractor employees. The Contractor shall ensure its employees and managers have a comprehensive understanding of VPP as well as full compliance with OSHA requirements. The Contractor, whether regularly involved in routine site operations or engaged in temporary projects such as construction or repair, shall follow the safety and health rules of the installation or VPP site. Detailed information on VPP is available on the OSHA website at http://www.osha.gov/dcsp/vpp/index.html. The Contractor shall access the site to ensure their understanding of VPP and how their performance is linked to the Air Force installation’s pursuit of VPP recognition.

7.4. Department of Labor (DoL) Inspection of Contractor Operations. The Contractor is subject to DoL inspections and enforcement by OSHA health and safety officials while performing work on a Government installation. OSHA health and safety officials may access workplaces on Government installations at any time, scheduled or unscheduled, during regular work hours.

OSHA health and safety officials must meet security requirements to enter restricted or classified areas. The Contractor shall immediately notify the Contracting Officer, the Government POC, and the contracting unit’s Safety Office upon notification of a visit.

7.4.1. The Government POC is Chaplain, Major Jamie Myers and can be reached through the Base Chapel’s main number: DSN – 468-2821 or COMM – 478-926-2821.

7.5. Inspection of Services: In accordance with the Inspection of Supply/Services clause(s) identified in the contract/order, the Government reserves the right to inspect Contractor performance.

7.6. Invoicing/Payment and Receipt/Acceptance: The Contractor shall submit/process payment requests and receipt/acceptance documents via WAWF.

7.7. Trafficking in Persons: The Contractor shall comply in accordance with the FAR and applicable supplements and shall be in compliance with all applicable guidance and clauses listed in the contract as it relates to Trafficking in Persons. Additional information about Trafficking in Persons is available at the site for the Department of State’s Office to Monitor and Combat Trafficking in Persons. http://www.state.giv/j/tip

8.0. Compliance with Public Law

8.1. In accordance with Public Law 105-270, Section 5(2)(A) the Contractor will not perform inherently governmental functions. Section 5(2)(A) of this Public law defines the term "inherently governmental function" as "a function that is so intimately related to the public interest as to require performance by Federal Government employees." Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counterintelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include (i) gathering information for or providing advice, opinions, recommendations, or ideas to Federal Government officials or (ii) any function that is primarily ministerial and internal in nature."

8.2. Confidentiality: The provisions of Privacy Act of 1974, Public Law 93-57 dated December 31, l974 (5 USC 552a) apply. Services rendered and all materials including records, files, documents, and work papers provided to the Contractor by the Government and data results, conclusions and recommendations obtained thereof shall be considered Government property.

The information shall not be disclosed, copied, modified, used (except in the completion of this contract) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the Government’s expressed consent.

9.0. Government Down-time for Various Authorities Including the President, Secretary of Defense, Secretary of the Air Force or Appropriate Commander

9.1. Base Closures. The Center or Base Commander may elect to close all or part of the base for any reasons such as time-off award, base open house, emergency, etc.

9.2. Contractor shall be officially dismissed upon notification of a base closure in accordance with paragraph b. Contractor shall promptly secure all government furnished property appropriately and evacuate in an expedient but safe manner.

9.3. In the event of a base closure, the Contractor and Contracting Officer shall jointly choose a course of action for the following options:

9.3.1. If there is a need for the service during the base closure and there is sufficient government supervision, the Contractor may continue on-site work. The Contractor shall bill the Government in accordance with the contract.

9.3.2. If there is no need for the service during the scheduled base closure, The Contractor shall not work on-site. The Government, at its discretion, may extend the contract by a period equal to the amount of time of the closure, subject to the availability of funds. The Government will not be liable for any time not worked.

9.4. Base Closure Notification Procedures

9.4.1. After an official decision to close a base has been made by the Base Commander, local television and radio stations will be notified of the closure.

9.4.2. The Contractor is directed to listen or watch one of the local radio or television stations for notification of a base closure. Contractor should follow instructions intended for non-essential personnel.

9.4.3. The Contractor may not receive any other form of notification of a base closure from the Government. The Contractor is responsible for notification of his employees.

9.4.4. If the decision to close all or part of the base is made during the duty day, and the Base Commander's decision is transmitted through official notification channels, the Contractor shall follow the instructions as given.

APPENDIX: SAMPLE CORRECTIVE ACTION REPORT (CAR)

WING LETTERHEAD

DD Month YYYY

MEMORANDUM FOR [FAITH GROUP CONTRACTOR NAME]

SUBJECT: Notification of [NON-COMPLIANCE AND/OR REJECTION OF

DELIVERABLE(S)]

1. This is to notify you in accordance with your Performance Work Statement (PWS) that the following [ITEM(S) WERE NOT IN COMPLIANCE AND/OR DELIVERABLE(S) HAVE

BEEN REJECTED].

PWS Ref # Requirement Date/Specified Reason(s) for Non-Compliance

2. You have 10 calendar days to correct, if possible, all non-conforming work listed above and respond to this notice in writing.

3. Please refer any questions to me at [xxxx@us.af.mil / DSN: 000-0000].

[FIRST MI. LAST, RANK, USAF]

Contracting Officer