Attch 1 PWS Combine Chapel Services.pdf

Attachment 1

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Performance Work Statement (PWS) Combined Chapel Services

Keesler AFB, MS 4 May 2026

1. Purpose: The purpose of this Performance Work Statement (PWS) is to obtain a Protestant Religious Education Coordinator, Catholic Mass Music Director and Traditional Protestant Service Musician for 81st Training Wing (TRW) at Keesler Air Force Base (AFB), Mississippi (MS).

2. Organization Location: The work shall be performed at an approved location(s) where chapel-sponsored religious programming and services occurs on Keesler AFB. If services must be provided virtually due to Public Health guidance, the Contractor shall coordinate with the Lead Faith Group Chaplain to establish a suitable place of performance.

3. Scope of Work: This is a non-personal service contract. The Contractor shall provide administrative support, logistical support, and overall management support that is required for all Chapel Support Service contracted positions at Keesler AFB.

3.1. Pluralistic Environment: The environment is a religiously pluralistic and sensitive arena of numerous faith groups and denominational traditions.

3.1.1. The Contractor shall ensure each position is accomplished within the terms of the contract in compliance with mission requirement and standards set forth and defined by Department of the Air Force (DAF) and Air Force (AF) Chaplain Corps.

3.1.2. Activities and behavior to the contrary are viewed as grounds for immediate termination of the current individual hired into the position, without additional cost to the Government.

3.1.3. The Contractor shall be required to interface well within the pluralistic atmosphere of the AF Chaplain Corps. They shall maintain healthy, functional interpersonal relationships with staff and community members, and maintain professional standards of conduct and public decorum.

3.2. The PWS addresses a series of qualifications, responsibilities, and actions necessary to provide Religious Education and Services for the 81st TRW Chapel Community.

4. Protestant Religious Education Coordinator (REC)

4.1. Qualifications: Contractor shall:

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4.1.1. Have a minimum of five (5) years’ experience in a paid ministry leadership position successfully managing people and resources. Must have two (2) years of verifiable working experience in religious education and program management, preferably in a military chapel setting, to include:

4.1.1.1. Program and event coordination.

4.1.1.2. Volunteer recruitment, work, and oversight.

4.1.1.3. Administration.

4.1.1.4. Formulating and leading Bible studies as a small group leader or teacher.

4.1.1.5. Basic knowledge of varying worship styles in order to coordinate and support Protestants in a variety of setting/styles.

4.1.1.6. Customer service work.

4.1.2. Must be well-versed in the essential teachings and religious practice of historic Christianity, and work within a Christian interdenominational and religiously pluralistic environment.

4.1.3. Must have basic working skills with Computer programs: Microsoft Word, Excel, and Power Point. In addition, be able to learn how to navigate Chapel Shared Drive, SharePoint, and other networking platforms used by the Chapel, to include video/teleconferencing technologies (Zoom, GoToMeeting, Teams, etc.). Contractor must adhere to computer security requirements and usage. Contractor must comply with copyright license reporting and copyright license identification procedures.

4.1.4. Provide proof of High School diploma OR its equivalent. A bachelor’s degree in religious studies, education, or social science is preferable.

4.1.5. Must have an active membership/attendance at a Protestant church/chapel and furnish a letter of endorsement from their current pastor/chaplain.

4.1.6. Display a positive, self-directed, motivated character with the ability to interface well within the pluralistic atmosphere of the AF Chaplain Corps. They shall possess an ability to maintain healthy, functional interpersonal relationships with chapel staff, fellow contractors, and community members, and maintain professional standards of conduct and the public decorum, including but not limited to dress and

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4.1.7. Be able to read and speak English fluently and provide positive customer service in an interfaith pluralistic environment.

4.2. Program Requirements and Responsibilities include but are not limited to: Work

Hours and Operational Hours.

4.2.1. Protestant REC shall provide services and activities for adult, youth, and children programs throughout the year to include a summer program as specified by the Protestant Lead Faith Group Chaplain. Contractor shall administrate, coordinate, and lead, if necessary, the Protestant Religious Education program design. Contractor shall execute the implementation of programs for adults, youth, and children, as well as to assist in building a solid foundation for spirituality, Christian living, and service through reflection upon life experience according to Protestant Christian beliefs.

4.2.2. The Contractor shall work an average of 20 hours per week (minimum of 15, maximum of 25 hours) and may utilize a flex schedule to meet mission requirements. The Contractor shall maintain office hours at the Keesler Chapel at least two days per week during normal duty hours (Monday–Friday, 7:30 a.m. to 4:30 p.m. Central Standard Time (CST)).

The remaining schedule shall systematically rotate across all Protestant-sponsored programs, including evening and weekend worship services and activities, to ensure proper oversight and programming alignment.

4.2.3. The Contractor shall coordinate their exact monthly schedule with the Protestant Lead Faith Group Chaplain or the Wing Chaplain’s designee.

This schedule shall be kept on file and adjusted as necessary to meet mission requirements. To ensure visibility, the Contractor must make the schedule publicly available and strategically communicate it to community members and Chaplain Corps staff through bulletin boards, social media outlets, and planning/staff meetings.

4.2.4. When leading events and activities, Contractor shall arrive prepared at least half an hour prior to the beginning of classes and event held, to include Sunday worship services.

4.2.5. The Contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS. When hiring additional personnel, the Contractor shall keep in mind the stability and continuity of the workforce are essential. The following is considered time spent on official chapel business: attending offsite meetings, going on supply runs, and after hour’s communication.

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4.3. Volunteer Management. Actively participant in volunteer recruitment, i.e., teachers, assistants, service leaders and religious education teacher training; coordinate program needs with Protestant Lead Faith Group Chaplain. The Contractor shall:

4.3.1. Coordinate with volunteers to support the Religious Education program and comply with chapel volunteer program requirements as it pertains to DoDI 1100.21, Voluntary Services in the Department of Defense, Section 4, General Standards and Air Force Instruction (AFI) 52-101 Chapter 5, Volunteer Operation and Chapter 6, Recruiting.

4.3.2. Organize at a minimum two (2) volunteer teacher training events each year, one in the Fall and one in the Spring, and coordinate with the Protestant Lead Faith Group Chaplain and Religious Affairs Airman for additional support and guidance. Training shall include orientation for new volunteers on facility, funding, and religious education guidance as well as available resources.

4.3.3. Provide additional workshops for special programs, e.g., children participating in a musical, summer religious education program, special Christmas, or Easter program. These workshops may need to be provided virtually (to include digital production/presentation via a media platform), in the event facilities are not available or due to Public Health guidance.

4.3.4. Visit each class weekly or as requested by volunteer teachers. If Protestant

Religious Education classes are done virtually because of chapel closure, space availability, or to accommodate those who cannot attend in person, a weekly visit on a virtual Protestant Religious Education platform (Zoom, GoToMeeting, Teams, etc.) shall be required.

4.3.5. In the event there are not enough volunteers to provide all services, the Protestant

REC shall lead/provide required services, at discretion of Protestant Lead Faith Group Chaplain.

4.3.6. Plan and execute an annual event to recognize and honor volunteers; coordinate requirements with chapel personnel appointed to manage the overall volunteer program.

4.4. Special Events. The Contractor shall coordinate and execute Protestant Lead Faith

Group Chaplain’s plan for special events e.g., Christmas program, Vacation Bible School, Easter events, to include volunteer support.

4.5. Administration: The Contractor shall:

4.5.1. Maintain continuity, finance, & program records, to include a roster of volunteer Religious Education class staff, worship service participants, monthly enrollment and attendance for all programs, and any additional information required by the AF Chaplain Corps staff.

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4.5.2. Submit all pertinent data from special events/programs and submit to the

Protestant Lead Faith Group Chaplain for after-action reports, as required.

4.5.3. The Contractor shall attend all required regular meetings of the Protestant Pastoral Council and Protestant Pastoral Staff, as well as any planning or staff meetings at the discretion and invitation of the Wing Chaplain and the Protestant Lead Faith Group

4.5.4. Serve as a Protestant Program Leader during semi-annual AF Chaplain Corps

Resource Management Working Group meetings at discretion of Wing Chaplain or designee.

4.5.5. Contribute information to annual ministry plan development as it pertains to the

Protestant Religious Education Program.

4.5.6. Coordinate with Chapel Tithes and Offerings Fund (CTOF) Account Manager for Guidance related to CTOF.

4.5.6.1. Coordinate CTOF funding requests, either self-initiated or volunteer initiated, with CTOF Account Manager for Proper CTOF Utilization.

4.5.6.2. All CTOF funding requests must be approved by the Protestant Lead Faith Group Chaplain prior to final coordination and approval.

4.5.7. Maintain the Protestant Religious Education program administrative work center, classroom space, and any storage in a clean, orderly, and safe manner. Additional consideration and attention shall be given to shared space with other faith groups and community groups.

4.5.8. Maintain stock of expendable supplies and timely procure supplies as needed for the Protestant Religious Education program.

4.5.9. Submit funds request as required that support the Protestant Religious Education program to Protestant Lead Faith Group Chaplain for approval.

4.5.10. Monitor the handling of all funds received in the Protestant Religious Education program to ensure compliance with applicable directives. Immediately communicate deficiencies and non-compliance with Protestant Lead Faith Group Chaplain, or designee in their absence.

4.5.11. Generate all publicity for the Protestant Religious Education programming:

Religious Education announcements, flyers, bulletin inserts, events guide, calendar, etc. Must obtain approval from the Wing Chaplain or designee before

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4.5.12. Comply with copyright license reporting and copyright license identification procedures.

4.5.13. Produce a quarterly Protestant Religious Education newsletter, bulletin, or other document (physically and electronically) detailing current curriculum offerings, learning objectives and upcoming events.

4.5.14. Within 30 days after award, in consultation with the Protestant Lead Faith Group Chaplain, develop and submit an annual calendar of events, an estimated appropriated funds budget, and an annual religious education curriculum timeline to the Wing Chaplain, or Air Force budget, and an annual religious education curriculum timeline to the Wing Chaplain, or designee, as determined by local instructions and procedures.

4.5.14.1. The Protestant REC shall ensure that respective coordination occurs to include completing all appropriate facility and budget authorization forms prior to event or activity to prevent schedule conflicts.

4.5.14.2 Any deliverables shall be coordinated with the AF Chaplain Corps staff member overseeing the event or activity.

4.6. Natural Disaster Measure/Pandemic Measures/Alternate Presentation Methods.

The Contractor shall:

4.6.1. In the event of a natural disasters and/or state, national, or global pandemics, the Contractor shall provide the AF Chaplain Corps with a contingency event execution plan within 15 days of said event.

4.6.2. The Contingency event execution plan shall detail out various alternate presentation methods that can be utilized to still conduct Protestant Religious Education events, to include worship services.

4.7. Security. The Contractor shall:

4.7.1. Implement procedures that ensure the security of Government property and facilities. The Contractor shall ensure that all facilities used are properly secured, doors and windows locked upon departure when AF Chaplain Corps personnel are not present.

4.8. Identification of Contractor Employees. The Contractor shall:

4.8.1. Ensure All personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

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4.8.2. Ensure all documents or reports produced by the Contractors are suitably marked as contractor products or the Contractor participation is appropriately disclosed.

4.8.3. Wear applicable identification badge showing background check level at all times during Chapel children’s programs.

4.9. Keys. The Contractor shall be responsible for keys provided by facilities manager and/or team members. Keys may not be duplicated. All keys will be returned on revocation of this contract. Contractor shall report any lost or misplaced keys immediately upon discovery of the occurrence.

4.10. Comply. The Contractor shall with all necessary computer-based training as mandated by DAF and local installation policy.

4.11. Protestant REC shall not remove Government provided furnishing from Chaplain Corps facilities without prior approval of Superintendent, Religious Affairs, or the Deputy Wing Chaplain, and properly signing it out per current chapel procedures.

4.12. During absence, the Contractor shall coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the Wing Chaplain. Submit the name(s) and qualifications of proposed candidate to the Wing Chaplain for approval at least 14 days prior to the proposed absence. The candidate shall meet the requirements for the position as outlined in this PWS, to include completed and approved background check application.

4.13. The 81 TRW Wing Chaplain or designee will:

4.13.1. Ensure necessary supplies and equipment are provided to the Contactor to accomplish services described in this PWS.

4.13.2. Coordinate with the Base Security Office to process all necessary security checks required for the contractor to have access to the base Non-secure Internet Protocol Router Network (NIPRNet) systems and work with children.

4.13.3. Obtain appropriate authorization for the Contractor to make purchases at base agencies that require benefit status (i.e., Commissary, Exchange, and Outdoor Recreation). Purchases must be for supplies and/or equipment that directly support Protestant Religious Education events. CTOF funds must be used for these purchases (via Project Officer or reimbursement).

4.14. Privileged Communication/Non-disclosure Statement.

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4.14.1. Privileged communication may be inadvertently overheard or received through phone calls and conversations. Protestant REC shall protect all confidential and privileged communication.

4.14.2. Within 10 days after award, the Protestant Religious Education Coordinator shall review and sign chapel non-disclosure agreement. This form shall be maintained by the Deputy Wing Chaplain or designee, as determined by local instructions and procedures.

5. Catholic Mass Music Director

5.1. Minimum Standards of Education, Qualification, Experience: The Contractor shall:

5.1.1. Demonstrate familiarity with the essential teaching and religious practices of the Roman Catholic Church.

5.1.2. Two (2) years’ experience as a musician, a vocalist, and either as a pianist/organist or an acoustic guitarist, directing worship and music services for a Roman Catholic church/chapel, preferably within the past five (5) years and preferably with a traditional style worship service. Possess at minimum, a bachelor’s degree in a ministry related field.

5.1.3. Active membership/attendance at a Catholic church/chapel with a letter of endorsement from their current pastor/chaplain.

5.1.4. An advanced familiarity with a variety of musical genres and be able to demonstrate the ability to read sheet music and/or possess basic improvisational skills through an audition and an interview prior to contract award.

5.1.5. A positive, self-directed, motivated character with the ability to interface well within the pluralistic atmosphere of the AF Chaplaincy. They shall possess an ability to maintain healthy, functional interpersonal relationships with chapel staff, fellow contractors, and community members, and maintain professional standards of conduct and public decorum, including but not limited to dress and grooming.

5.1.6. The ability to communicate effectively in spoken and written English.

5.1.7. The ability to effectively accomplish assigned tasks with minimal supervision.

5.2. Program Requirements and Responsibilities include but are not limited to: Work Hours and Operational Hours.

5.2.1. The Contractor shall personally provide oversight and direction for all instrumental and accompaniment music to support rehearsals and worship services and shall provide oversight and musical direction for Catholic worship

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5.2.2. The Contractor shall be familiar with and able to read sheet music or accompany with basic improvisational ability, a variety of worship styles.

5.2.3. The Contract shall provide or coordinate with other contractors/volunteers music and lyrics, audio-visual equipment as needed, and other equipment necessary to provide music during rehearsals and worship services.

5.2.4. The Contractor shall coordinate with the Catholic Mass Musician and Catholic

Mass Chaplain to determine musical selections appropriate for Sunday worship and special programs. A list of Catholic hymn selections, service music, and special musical selections must be developed and provided to the Catholic Mass Musician and Catholic Mass Chaplain or designee, at least two-weeks prior to the service where they will be performed.

5.2.5. The Contractor shall ensure compliance with all music copyright information to include reporting son usage to Christian Copyright Licensing International (CCLI) or current chapel licensing organization, as applicable.

5.3. Dates, Times, and Performance Locations(s).

5.3.1. Current Catholic Mass schedule is Sunday, 10:30 am CST. Mass and other services are subject to change, and every attempt will be made to communicate changes to scheduled times with at least 2-weeks notice.

5.3.2. Current rehearsal shall be conducted before and after scheduled service. Alternate rehearsal times shall be set to accommodate Technical Students who are willing to become choir members or instrumentalists.

5.3.3. All worship services, special programs, and rehearsals will be conducted on

Keesler AFB unless approved by the Wing Chaplain, or designee.

5.3.4. The Contractor shall perform and receive payment for one rehearsal and one Sunday service per week.

5.3.4.1. Additional services and rehearsals in conjunction with special programs must be authorized by the Wing Chaplain or designee.

5.3.4.2. A community member who volunteers to direct congregational singing service music in the absence of the Contractor or approved Subcontractor, substitute, or alternate, does not constitute performance of work to satisfy this PWS, thus payment for that service and/or rehearsal will not be afforded.

5.3.5. The Contractor shall remain present during the entire worship service and

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5.3.5.1. Rehearsals shall be a minimum of one hour. Rehearsals that fail to meet the minimum threshold will not be billed to the Government.

5.3.5.2. The Contractor shall arrive no later than 30 minutes prior to the start of rehearsals and worship services.

5.4. List of Organization-furnished Workspace, Supplies and Equipment. The

Contractor shall coordinate:

5.4.1. The Government will provide working space in a base chapel and all equipment as required for Contractor personnel.

5.4.2. Due to limited resources and space, the Contractor shall be required to share a workspace and equipment with other Contractors.

5.4.3. The Contractor shall coordinate support requirements with the Catholic Religious

Education Coordinator, the Catholic Chaplain, or designee and the audio/visual leader when there is one.

5.4.4. The Government provided furnishings, computers, instruments, sound equipment, supplies, etc. will not be moved without the express permission of the Superintendent Religious Affairs or the Deputy Wing Chaplain.

5.4.5. The Contractor shall be accountable for the security and cleanliness of all facilities utilized in conjunction with their programs. Contractor shall be responsible for setting up and tearing down musical instruments, microphones, microphone and music stands, cables and electrical cords as required to be operational; Contractor shall not rely on Tech Student volunteers to fulfill this requirement nor any others.

6. Traditional Protestant Service Musician

6.1. Minimum Standards of Education, Qualification, Experience. Contractor shall have:

6.1.1. Two (2) years’ experience performing worship and music services for a Protestant church/chapel, preferably within the past five (5) years and preferably with a traditional style worship service.

6.1.2. Active membership/attendance at a Protestant church/chapel with a letter of endorsement from their current pastor/chaplain.

6.1.3. An advanced familiarity with a variety of musical genres and be able to demonstrate the ability to read sheet music and/or possess basic improvisational skills.

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6.1.4. A positive, self-directed, motivated character with the ability to interface well within the pluralistic atmosphere of the Air Force Chaplaincy. They shall possess an ability to maintain healthy, functional interpersonal relationships with staff and parishioners, and maintain professional standards of conduct and public decorum, including but not limited to dress and grooming.

6.1.5. The ability to communicate effectively in spoken and written English.

6.1.6. The ability to effectively accomplish assigned tasks with minimal supervision.

6.2. Program Requirements and Responsibilities Include but are not Limited to:

6.2.1. The Contractor shall provide instrumental and accompaniment music to support rehearsals and worship services, including congregational and choral selections.

6.2.2. The Contractor shall be able to proficiently play piano and/or organ in support of a traditional/contemporary style worship service.

6.2.3. The Contractor shall be familiar with and able to read sheet music or accompany with advanced improvisational ability, a variety of contemporary, gospel and traditional worship styles.

6.2.4. The Contractor shall coordinate with the Traditional Service Music Director and

Traditional Service Chaplain to play selections appropriate for Sunday worship and special programs.

6.3. Performance Location(s) and Time.

6.3.1. All worship services, special programs, and associated rehearsals will be conducted on Keesler AFB, unless otherwise approved by the Wing Chaplain or Chapel Staff.

6.3.2. At a minimum, the Contractor will perform one weekday rehearsal and one

Sunday service per week.

6.3.3. Additional services and rehearsals in conjunction with special programs/ holiday programs must be authorized by the Wing Chaplain or Chapel Staff.

6.3.3.1. Rehearsals will be a minimum of one hour. Rehearsals that fail to meet the minimum threshold will not be billed to the Government.

6.3.3.2. The Contractor will arrive no later than 30 minutes prior to the start of rehearsals and worship services.

6.4. List of Organization-provided furnishings, Workspace, Supplies, and Equipment.

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6.4.1. The Government will provide working space in a base chapel and all equipment as required for Contractor personnel.

6.4.2. Due to limited resources and space, the Contractor shall be required to share a workspace and equipment with other Contractors.

6.4.3. The Contractor coordinates support requirements with the Protestant REC and the

Gospel Service Chaplain or designee in their absence.

6.4.4. Government provided furnishing, computers, instruments, sound equipment, supplies, etc. will not be moved without the express permission of the Superintendent, Religious Affairs and/or the Deputy Wing Chaplain.

6.4.5. The Contractor is accountable for the security and cleanliness of all facilities utilized in conjunction with their programs.

7. General Information for All Positions

7.1. Program Requirements and Responsibilities Include but are not limited to: The

Contractor shall comply with Department of Air Force Instructions (DAFI) and local Operating Instructions (OI) that apply to this PWS.

7.1.1. Chaplain Corps DAFIs are located at http://www.e-publishing.af.mil/. Under the

Product Index click on “Departmental” and then “52-Chaplain.”

7.1.2. Local chapel OIs will be provided to contractor upon initial award of contract, whenever OIs are updated, and upon request by the Contractor.

7.2. Background Checks:

7.2.1. A criminal history background check must be initiated and completed for all contractors, substitutes, and program volunteers working with children under 18 years of age.

7.2.2. Within 10-days of notice of award, Contractor shall submit an application for positions that requires a Background Check in accordance with the Department of Defense Instruction (DoDI) 1402.5, Criminal History Background Checks on Individuals in Childcare Services and AFI 52.101, Planning and Organizing, for all employees having contact with children below the age of 18. Any adverse findings from this investigation at any time will result in termination of service.

7.2.3. While awaiting the background check results, all program volunteers, or

Contractor substitutes, working with children less than 18 years of age, shall remain within line of site of another Contractor or staff member who has an

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7.2.4. The Unit Security Manager will assist the contractor with any Defense Information System for Security (DISS) and National Background Investigation Services (NBIS) with assistance from 81 TRW/IP.

7.3. Standards of Dress:

The Contractor shall ensure all program personnel be appropriately with clean, neatly attired, and well-groomed professional appearance. Shirts and blouses must have sleeves. Sleeveless T-shirts, shorts, and short skirts are not acceptable. Hair and facial hair will be neat, clean, and properly trimmed.

7.4. The Contract Monitors:

7.4.1. The Primary and Alternate Contract Monitors are appointed by the Wing Chaplain.

7.4.2. The Contract Monitor will monitor and inspect the Contractor's performance of any performance deficiencies.

7.4.3. The Contractor shall be notified in writing of any and all noncompliance, and shall be given an opportunity to correct, if possible, nonconforming work.

7.4.4. The Contractor shall be given an opportunity to respond in writing to any notice of noncompliance.

7.4.5. The Contractor coordinates all support requirements with the Non-Commissioned

Officer in Charge (NCOIC), Officer in Charge (OIC), and Contract Monitor.

7.4.6. The Contractor shall inform the Contracting Officer (CO) and Contract Monitors of any changes to any employees before any unit of services shall be performed.

7.4.7. The Contract Monitor does not have the authority to direct the Contractor to do anything not listed in this PWS.

7.5. Contracting Officer (CO):

7.5.1. The Contracting Officer (CO) is appointed by the 81st Contracting Squadron.

7.5.2. Is the only one who has the authority to make changes to the contract.

7.5.3. Takes formal action against the Contractor for unacceptable performance when appropriate.

7.5.4. Communicates with the Wing Chaplain the name(s) and qualifications of any

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7.6. Financial Responsibility:

7.6.1. Contractor shall submit monthly invoices prior to payment being made. Rate of payment for described services shall be monthly.

7.7. Substitute during periods of absence:

7.7.1. The Contractor shall personally perform the services described within this PWS.

If unable to perform duties for short periods of time (not to exceed two weeks), the Contractor shall be responsible for providing substitute of equal or higher proficiency.

7.7.2. Submit the names and qualifications of proposed substitute to the CO for approval at least seven (7) calendar days prior to the proposed absence.

7.7.3. All substitutes shall meet the same qualifications and approved by the CO and

Wing Chaplain in accordance with the requirements described within this PWS.

7.7.4. The Contractor shall be responsible for payment of any substitute.

7.8. Replacement of Contractor Employees

The Contractor shall replace personnel such that vacancies will not exceed 30 consecutive calendar days. When replacing personnel, the consecutive calendar days begin the last day of work (contract performance) the contractor or contractor's employee completes. The replacement contractor personnel must begin work within 30 consecutive calendar days after the previous employee departed the position.

7.9. Inclement Weather

If the base closes due to inclement weather, the Contractor will be released, by the installation commander, with general population of the base at no decrement to contract price. The Contractor will follow the base and local procedures for reporting inclement weather.