Catholic Music Director SOW v21Aug 2020.pdf

STATEMENT OF WORK (SOW)

FOR

CATHOLIC MUSIC DIRECTOR

(Revision 5)

LOS ANGELES AIR FORCE BASE

EL SEGUNDO, CALIFORNIA

REVISION CONTROL

Revision Number Date Remarks

Basic May-19 This is the initial publication of the Catholic Music Director Statement of Work (SOW)

Revision 1 29-Jul-19 Changes throughout

Revision 2 29 Aug 19 Additional changes made.

Revision 3 10 Sept 19 Additional changes made

Revision 4 11 Sep 2019 Additional changes made

Revision 5 12 Aug 2020 Additional changes made

Coordination:

Functional Commander/ Functional Director

Quality Assurance Program Coordinator

Contracting Officer

Service Determining Official “IAW 10 USC 2330, the Services Designated Official (SDO) has approved the attached Statement of Work ensuring requirements are performance based to the maximum extent practicable.”

TABLE OF CONTENTS

1. Description of Service

2. Basic Services

2.1 Period of Performance

2.2. Background Check for Contractor and Volunteers

2.3. Catholic Music Program (Music Director)

2.4. Normal Operation Hours

2.5. Qualifications

2.6. Estimated Workload Data

2.7. Chapel Access

3. Service Summary (SS)

3.1. General

3.2. Performance Evaluation

3.3. Quality Control Plan

4. Government Furnished Property and Services

4.1. Facilities

4.2. Utilities

4.3. Insect and Rodent Control

4.4. Emergency Medical Service

4.5. Security Forces

5. General Information

5.1. Contractor Personnel

5.2. Physical Security

5.3. Dress and Appearance

5.4. Employment of Government Employees

5.5. Discrepancy Notification

5.6 Scope Changes

5.7 Federal Holidays

5.8 Administrative Records

5.9 Phase Out

APPENDIX A

APPENDIX B………………

1. Description of Service

The Contractor shall provide all personnel, equipment, labor, tools, and supervision necessary to perform all Catholic Music Director Services as defined in this Statement of Work (SOW) for the 61 Air Base Group (ABG) Chaplain’s (HC) office. The Base Chapel is located at Fort MacArthur, and Chapel Offices are located in Los Angeles Air Force Base (LAAFB) building 272 at El Segundo CA.

2. Basic Services

This contract is for a Music Director to develop an Annual Catholic Mass and Holy Days/Special Events liturgical music calendar and play music for Sunday Catholic Mass and Holy Days/special events as described in this Statement of Work (SOW).

a. Sunday Catholic Music Program Plan. The Music Director shall develop an annual music program in accordance with the most current TODAY'S MISSAL Masses for Sundays and Holy Days with Daily Mass Propers and TODAY'S MISSAL Music Issue. These publications are available from Oregon Catholic Press (OCP), 5536 NE Hassalo Portland, OR 97213-3638. Additionally, OCP may be reached by telephone at 1-800-LITURGY (548-8749 or online at www.ocp.org/worship-resources.com). The contractor is responsible for ensuring they have the most current version of these publications. The Contractor shall be responsible for submitting any revisions to this plan caused by any updates to these publications.

(NOTE: TODAY'S MISSAL Masses for Sundays and Holy Days with Daily Mass Propers is published four times per year based on the Liturgical calendar).

LITURGICAL CALENDAR EXAMPLE:

The first two issues during the first week of Advent The third issue the week of Holy Week; and The fourth issue in the first week of Summer Ordinary Time

b. The Plan shall address as a minimum, the below listed items.

1. Selection of and provide music, including song leading and cantoring starting at 0830, for Sunday Mass, currently held at 0900 hrs on Sundays and for all Holidays/Holy Days of obligation masses. See Appendix A.

2. Evaluate liturgical music for consideration from missal and music issues. Sheet music and accompaniments shall not be provided by chapel staff members.

Requests for sheet music and supplies shall be submitted to the Community Administrator. Provide 14 days lead time for orders.

3. Responsible for and selecting arranging appropriate liturgical interludes (transitions during Mass) when no singing is utilized.

4. Explain the recruitment and training of the choir who assist on the dates of this contract (composed of volunteers). If there are no volunteers, the Music Director will perform alone.

5. Lead and direct volunteer instrumental musician, choral musicians, and conducting rehearsals. Rehearsal should end at least 10 minutes prior to Mass start time.

6. Be at the chapel at least 30 minutes prior to Mass start time, ensuring meditation music is provided.

7. Coordinate with instrumentalists and other lay worship leaders concerning the plans and needs of the weekly or special worship Masses. Maintain the Catholic music file. Prepare and submit an annual report of broken, damaged, and un-usable music equipment to the Community Administrator no later than 1 April for the following Fiscal Year (1 Oct – 30 Sept). The report shall be composed on the provided template. See Appendix B.

8. Ensure that a copy of all accompaniment music, including standard parts of the

Mass, is maintained at the chapel at all times in case of emergency substitution.

9. Select and provide music for Holidays and Holy Days of Obligation listed below.

• 1 Jan: Solemnity of Mary, Mother of God, 0900 hrs

• Ash Wednesday, 1900 hrs

• Holy Thursday, 1900 hrs

• Good Friday, 1900 hrs

• Holy Saturday, 2000 hrs (time subject to change)

• Memorial Day, 0900 hrs

• 15 Aug: Solemnity of the Assumption (if not transferred to Sunday), 1900 hrs

• 1 Nov: Solemnity of All Saints Day, 1900 hrs

• Thanksgiving, 0900

• 8 Dec: Solemnity of the Immaculate Conception, 1900 hrs

• 24 Dec: Christmas Eve, Family Mass, 1730 hrs (time subject to change)

• 24 Dec: Christmas Eve, Midnight Mass and Pre-Service (at 2330 hrs) (time subject to change)

• 25 Dec: Christmas Day Mass, 0900 hrs

• Holy Days of Obligation per Archdiocese for the Military Service

10. In the event the contractor will be absent, the contractor may sub-contract to another qualified Music Director of the same qualifications with prior approval from the Contracting Officer (CO) in coordination with the 61 ABG/HC to approve any sub-contractors. The contractor shall provide at least one (1) month notice of substitution, and should appropriately compensate any sub-contractor utilized. The performance threshold of this requirement is no more than three (3) fails in one contract year or no more than two fails in the six (6) month base period (Refer to 3.2. Performance Evaluation). Substitutes shall not be utilized more than four (4) times per contract year. Permission for additional contractor absences shall be coordinated with 61 ABG/HC and approved by the CO. In the event of a personal emergency or unavailability, contact the CO, 61 ABG/HC, and the priest immediately.

c. SUBMISSION. The initial Sunday Catholic Music Program Plan must be submitted to the assigned priest, community administrator, with a courtesy copy to LAAFB Chapel Office for review and approval within thirty (30) calendar days after the contract award. The assigned Priest will have the authority to recommend approval/disapproval to the LAAFB Chaplain. The LAAFB Chaplain and Contracting Officer will jointly approve/disapprove in writing within five calendar days after receipt. Disapproval of the Plan shall require the contractor to revise and resubmit within three calendar days upon receipt of written disapproval notice from the Contracting Officer. Until the Sunday Catholic Music Program Plan is approved, the contractor will use the previously approved plan. In the event an approved plan is not in-place upon contract award, the Music Director will work with the Priest to provide a weekly program for all masses and Holy Days/Special Events for that 30 day period. The approved plan shall be used for both Sunday and Holy Day Masses. The Contracting Officer will formally distribute the Approved Plan to the Priest, the Music Director, the Saturday Musician, and the LAAFB Chaplain.

d. PLAYING MUSIC. The Music Director shall be responsible for ensuring there is musical accompaniment at all Sunday Masses and Holy Days/Special Events.

This musical accompaniment shall be in the form of individual musician, group musicians, and/or a choir as identified in your Approved Sunday Catholic Music Program Plan. This shall be in collaboration with the Saturday Catholic Mass Musician to prevent duplication of efforts and maintain continuity in each mass service. In the event that the musician/group musicians are not available, the Music Director shall sing, play the correct music keys for cantoring and lead the congregation in the music for mass. The performance threshold of this requirement is no more than three (3) fails in one contract year or no more than two fails in the six (6) month base period (Refer to 3.2. Performance Evaluation).

e. SEPARATE CONTRACTS. There is potential that the Catholic Music Program presentation will be comprised of multiple contract holders. To ensure consistency in the program, seamless presentation to the congregation, and to prevent duplication of effort the contractors of each company (Priest, Music Director and Saturday Musician) shall develop a written agreement signed by all parties explaining how they will collaborate to ensure that all contract holders can satisfactorily perform their contract requirements. This written plan, once signed by all contract holders, will be submitted to the Contracting Officer and LAAFB Chaplain. This signed agreement shall be submitted within ten (10) calendar days after the contract award.

2.1 Period of Performance

The Contractor shall perform the services described within this SOW for the period of performance specified as follows:

Base Period of six (6) months 30 Sep 2020 to 31 Mar 2021 Option Year I 1 Apr 2021 to 31 Mar 2022 Option Year II 1 Apr 2022 to 31 Mar 2023 Option Year III 1 Apr 2023 to 31 Mar 2024; and Option Year IV 1 Apr 2024 to 31 Mar 2025

2.2. Background Check for Contractor and Volunteers

The Contractor must submit to a background investigation in compliance with DoDM 1402.05 (Section 3.1a - e, 24 January 2017). All volunteers that participate with the Contractor must have base access already, so there will be no added responsibility to the Contractor. The Contractor shall be responsible for gathering background check paperwork for all sub-contractors pertaining to this contract. 61 ABG/HC will vet all volunteers due to the potential of working with children under the age of 18. The Contractor shall submit background investigation paperwork to the chapel staff for processing within ten (10) calendar days after contract award.

The Government reserves the right to restrict the services under this contract, of any Contractor, or prospective Contractor, who is identified as a potential threat to health, safety, security, general well-being, or the operational mission of the installation and its population.

2.3. Catholic Music Program (Music Director)

The Contractor must be fully indoctrinated, trained and experienced in Catholic liturgical music ministry, liturgical planning, and be responsible for providing liturgical musical accompaniment and directorship on Sunday and Federal Holidays falling on Sunday for all Roman Catholic Masses in accordance with the Approved Catholic Music Program Plan. The Contractor must have previous experience in directing Catholic music programs and provide names of Catholic churches for examples of their directing experience with Catholic choirs and piano performance for Mass. A point of contact with contact information (phone and/or e-mail) of each Catholic Church reference submitted shall be provided for verification purposes by LAAFB Chaplain Personnel.

2.4. Normal Operation Hours

The Contractor shall guarantee liturgical musical accompanist, liturgical planning, and provide directorship for Mass every Sunday from 0830 to 1030 hrs. Any additional services required can be performed with flexible hours upon mutual agreement between the Contractor and the LAAFB Chaplain Staff.

2.5. Qualifications

a. The Music Director shall have two consecutive years' expertise in teaching the importance and requirements of Catholic liturgy music to volunteers and have a grasp of the basics of vocals.

b. The Music Director shall be trained and fully understand the importance of Catholic liturgical music as part of the sacred worship experience. Minimum of two consecutive years' experience in Catholic liturgical music ministry and two consecutive years' of experience in liturgical planning and leading music in a Catholic worship service (with no break in consecutive service in the Catholic church). Must be a certified cantor. If not a certified cantor, the Catholic Director should be eligible to acquire certification and complete training before the first of day of reporting (refer to Appendix A for certification). All liturgical music ministry, liturgical planning, and leading music in a Catholic worship service experience must be within the last two (2) years.

c. The Music Director shall competently demonstrate the ability to perform sacred Catholic music by correctly preparing and performing on a weekly basis. Be able to collaborate with Catholic Musician in preparing Catholic liturgical music.

d. The Music Director shall be able to play throughout the Catholic Mass.

e. The Music Director shall be capable of accompanying a soloist or choir.

f. The Music Director shall be capable of musically leading the Catholic choir and community in mass.

g. The Music Director shall have the ability to select, train, lead, and direct volunteers in seasonal cantata programs.

h. The Music Director shall be able to work with children under the age of 18.

i. The Music Director shall have the ability to work well with Chaplain(s) and layperson(s) from a variety of backgrounds and practices. Must be able to work in a fluid and sometimes stressful environment with contract and military staff. Must maintain a healthy and functional interpersonal relationship with other staff members, parishioners, and volunteer musicians.

j. The Music Director shall have the ability to work in a pluralistic religious environment and is required to be nondiscriminatory to those of other faith traditions, honoring the dignity and value of other faith traditions.

2.6. Estimated Workload Data

a. Twelve hours per month and two additional hours per holiday or Holy Day

(that are not part of a normal Sunday Mass), which includes performance, service preparation (rehearsals, coordination’s) and setup/takedown.

b. Coordination with the priest within the first ten (10) calendar days of each month for the order of the mass and the month's activities in accordance with the Approved Sunday and Holy Day Catholic Music Program Plan.

c. Prepare music selections utilizing the missal and music issues.

d. Be responsible for recruitment, training, and directing the choir on the dates listed in this contract (composed of volunteers), if included in your Approved Catholic Music Program Plan.

e. The Priest and/or LAAFB Chaplain Staff may require attendance at meetings the Catholic Music Director shall attend. No more than three (3) meetings per month shall be required. The Music Director must be notified in writing, a minimum of 72-hours in advance of any scheduled meeting requiring attendance.

2.7. Chapel Access

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. Unless indicated elsewhere, these performance objectives will be measured monthly. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

3. Service Summary (SS)

3.1. General

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. Unless indicated elsewhere these performance objectives will be measured monthly. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

3.2. Performance Evaluation

Performance of a service shall be evaluated to determine whether or not it meets the performance requirements of this contract. In the case of issued Corrective Action Reports (CARs), the Contracting Officer shall take appropriate measures.

SS Performance Objective SOW

Section Performance Threshold

1 Be at the chapel at least 30 minutes prior to Mass

2.b(6)

Pass or Fail. Failure to show may be cause for termination.

2 The Priest and/or LAAFB Chaplain

Staff may require attendance at meetings

2.6(e)

Pass or Fail. Failure to show may be cause for termination.

Provide at least one (1) month notice of substitution

2.b(10)

No more than three fails in one contract year, or more than two fails in the 6-month base period

In the event that the musician/group musicians are not available, the

Music Director shall sing, play the correct music keys for cantoring and lead the congregation in the music for mass

2(d) No more than three fails in one contract year, or more than two fails in the 6-month base period

3.3. Quality Control Plan

The Contractor shall have a planned and systematic Quality Control Plan (QCP) that outlines the quality control process covering every aspect of the Contractor’s operation under this contract. The Contractor shall submit a QCP (outlined in 3.2.) to the Contracting Officer within 14 days of the contract being awarded. The Contracting Officer will approve the QCP in writing. The Contractor shall submit changes to an approved QCP to the Contracting Officer for approval throughout the life of the contract.

4. Government Furnished Property and Services

The Government will provide, without cost to the Contractor, the facilities, and materials (with government approval) to accomplish the performance of this contract.

All Government-furnished property and services shall be used only for the performance of this contract.

4.1. Facilities

No smoking is allowed in Government facilities. The Contractor shall return the facilities to the Government in the same condition as received, fair wear and tear, and approved modifications excepted. Keep work areas clean. Storage areas shall be kept in an orderly and professional manner to facilitate use and minimize loss or damage. In the event of needed repair, contact 61 ABG/HC Facility Manager.

4.2. Utilities

The Government shall furnish utility services including water, electricity, and heating for Contractor use in performing this contract. The Contractor shall ensure employees conserve utilities. In the event of needed repair, contact 61 ABG/HC Facility Manager.

4.3. Insect and Rodent Control

If evidence of insect or rodent infestations is discovered, the Contractor shall immediately notify 61 ABG/HC Facility Manager for submission of a work order to

61 CELS.

4.4. Emergency Medical Service

Emergency medical treatment and emergency patient transportation service is only available through the local community.

4.5. Security Forces

The Government will provide general security service. Security Forces phone extensions are 911 for emergencies and 653-5787/5664 for routine calls.

5. General Information

5.1. Contractor Personnel

The Government reserves the right to restrict the employment, under this contract, of any Contractor employee, or prospective Contractor employee who is identified as a potential threat to health, safety, security, general well-being, or the operational mission of the installation and its population. Contractor shall insure a background check has been performed to ensure that said employee has not been convicted of any sexual crime or any crime against children.

The Contractor shall maintain a favorable clearance (IAW AFI 31-501) at all times during the term of the contract. In the event the Contractor does not possess a Favorable clearance at time of contract award, the Contractor shall submit an AF Form 2583, Request for Personnel Security Action to the ABG Staff Unit Security Manager (within 30 calendar days of performance start date) to start a National Agency Check (NAC). The NAC will be performed by the DoDCAF at the government's expense.

5.2. Physical Security

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

5.3. Dress and Appearance

The Contractor shall maintain professional standards of dress, appearance, and grooming. Contractor personnel shall present a clean, neat, and professional appearance at all times. The contractor shall dress appropriately for liturgies. For women, this includes covered shoulders, modest necklines that do not expose the upper front of the body, and skirts that are no shorter than 2" above the knees.

For men, this includes a professional appearance that does not expose the front of the body, and shoulders, and does not expose legs. No shorts, graphic tees, tank tops, or open shoes permitted. Business attire is required.

5.4. Employment of Government Employees

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest or the appearance of a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives proper approval. The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to a permanent change of station (PCS), change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. Their absence at any time shall not constitute an excuse for nonperformance under this contract. The Contractor is prohibited from employing off-duty COR who are managing any contracts or subcontracts awarded to the Contractor.

5.5. Discrepancy Notification

The Chaplain's office will inform the CO when discrepancies occur and will request corrective action. The CO will then inform the Contractor PM (or authorized representative) when discrepancies occur and will request corrective action.

5.6 Scope Changes

Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer. The contracting officer is the only person who may modify this contract.

5.7 Federal Holidays

The Music Director shall provide services if a Federal Holiday falls on a Holy Day of Obligation/ Weekend Mass:

FEDERAL HOLIDAYS HOLY DAYS OF OBLIGATION

New Year’s Day Solemnity of Mary, Mother of God Martin Luther King Jr. Day Ash Wednesday Presidents Day Holy Thursday Memorial Day Good Friday Independence Day Holy Saturday

Labor Day Solemnity of the Assumption Columbus Day Solemnity of All Saints Day Veterans Day Solemnity of the Immaculate Conception Thanksgiving Day Christmas Eve Mass (2) Christmas Christmas Day Mass

The contractor is required to work on the listed days above even if it falls on a legal Holiday.

5.8 Administrative Records

All records, documents, and associated papers provided by the Government and generated during the period of this contract become Government property and will remain in place upon contract termination or completion. During the period of the contract, records, documents, and associated papers shall be available for review.

5.9 Phase Out

If the contracted operation reverts to in-house operations, the Contractor shall cooperate with 61 ABG/HC personnel to ensure an orderly change over. In the event a follow-on contract is awarded to other than the incumbent, the incumbent Contractor shall cooperate to the extent required to permit an orderly transition to the successful Contractor. Recruitment notices may be placed in each facility to allow successor Contractor's access to incumbent employees.

APPENDIX A

CATHOLIC MUSIC REFERENCES AND SAMPLES FOR LITURGICAL MUSIC

https://liturgy.slu.edu/20OrdA081620/main.html (The Sunday Website is a service of the Catholic Studies Program w/ a link to “Music for Sunday”) https://cdnlp.blob.core.windows.net/litpress/PDFs/music_planner/plannerAug_Nov2020.p df (Music Suggestions to include hymns/songs, introductory rites, liturgy of the word, etc.)

https://cdnlp.blob.core.windows.net/litpress/PDFs/music_planner/plannerAug_Nov2020.p df (Music in Divine Worship explains preparing music for Catholic Worship) https://liturgy.ocp.org/en-us (Archdiocese for the Military Services provides this link as a 30 day trial for Liturgy Planner) https://lacatholics.org/wp-content/uploads/2020/04/Musicians-website-links-for-laliturgy.org_.pdf (Archdiocese of Los Angeles’s Office for Worship is available to help provide parish Directors of Music w/ necessary background in liturgy & ritual music) https://lacatholics.org/directors-of-music/ (Director/LA Catholics Org) https://lacatholics.org/cantor-certification/ (Cantor Certification/LA Catholics Org) https://liturgy.slu.edu/20OrdA081620/main.html https://cdnlp.blob.core.windows.net/litpress/PDFs/music_planner/plannerAug_Nov2020.pdf https://cdnlp.blob.core.windows.net/litpress/PDFs/music_planner/plannerAug_Nov2020.pdf https://cdnlp.blob.core.windows.net/litpress/PDFs/music_planner/plannerAug_Nov2020.pdf https://cdnlp.blob.core.windows.net/litpress/PDFs/music_planner/plannerAug_Nov2020.pdf https://liturgy.ocp.org/en-us https://lacatholics.org/wp-content/uploads/2020/04/Musicians-website-links-for-laliturgy.org_.pdf https://lacatholics.org/wp-content/uploads/2020/04/Musicians-website-links-for-laliturgy.org_.pdf https://lacatholics.org/directors-of-music/ https://lacatholics.org/cantor-certification/

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