Chapel Services Contract PWS Final 23 Oct 24.pdf

PERFORMANCE WORK STATEMENT FOR

CHAPEL SUPPORT SERVICES

Edwards Air Force Base, California

23 October 2024

TABLE OF CONTENTS

PAGE #

1.0 DESCRIPTION OF SERVICES 3

1.2 PROTESTANT RELIGIOUS EDUCATION COORDINATOR 4

1.3 CATHOLIC RELIGIOUS EDUCATION COORDINATOR 7

1.4 PROTESTANT MUSIC DIRECTOR 9

1.5 CATHOLIC MUSIC DIRECTOR 11

2.0 SERVICES SUMMARY 13

3.0 GOVERNMENT PROVIDED FACILITIES, EQUIPMENT, AND SERVICES 17

4.0 GENERAL INFORMATION 18

APPENDIX 1 – DEFINITIONS 30

APPENDIX 2- ACRONYMS 32

APPENDIX 3 – Regulations, Directives, and Instructions 33

1.0. DESCRIPTION OF SERVICES

1.1. General. This is a non-personal services contract. The Contractor is responsible for the administrative support, logistical support, and overall management required for all Chapel Support Services contracted positions: Protestant Religious Education Coordinator, Catholic Religious Education Coordinator, Protestant Music Director, Catholic Music Director. The contractor shall not perform inherently governmental functions as defined in FAR Subpart 7.5 in relationship to this PWS.

1.1.2 Scope of Responsibilities. The Contractor shall provide all management, personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform Chapel Ministries Support as defined in this Performance Work Statement (PWS). The contractor shall perform to the standards in this contract. This includes the planning, coordination, and surveillance of the activities necessary to ensure work performance and timely resource application to accomplish all tasking under the contract. The contractor is responsible for and required to implement, and maintain management control systems necessary to plan, organize, direct, and control all tasks and activities under this contract. This includes the administrative support, logistical support, and overall management required for all Chapel Support Services contracted positions: Protestant Religious Education Coordinator, Catholic Religious Education Coordinator, Protestant Music Director, Catholic Music Director.

1.1.3 Minimum Program Requirements, Tasks and Responsibilities. The Contractor shall:

1.1.3.1.The Contractor is responsible for the administrative support, logistical support, and overall management required for the Chapel Support Services Contract.

1.1.3.2.The Contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined in this PWS. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.1.3.3.Be the point of contact between the Contractor employees and the Edwards Air Force Base Chapel’s Contracting Officer Representative (COR).

1.1.3.4.Conduct initial training for all new contract personnel, ensuring that all contract personnel are abiding by protocols set forth by the Government and Edwards Air Force Base Chapel guidelines.

1.1.3.5.Receive privileged communication training, taught by the Superintendent of Religious Affairs or designee, shall be required within 20 days upon hiring (includes new hire replacements and subcontractor personnel) for each contracted position.

1.1.3.6.Contractor shall provide all necessary resources to its personnel performing in each position.

1.1.3.7.Coordinate with the Wing Chaplain or designated representative to review documented demonstrated ability to perform list of applicants. For musician applicants, contractor shall coordinate with the Wing Chaplain or designated representative an audition with the applicant to demonstrate and validate technical abilities.

1.1.3.8.Contractor shall inform the Contracting Officer (CO) or Contracting Officer’s Representative (COR) of any changes to any employees before any unit of services shall be performed.

1.1.3.9.The Contractor shall provide the CO and COR with work number and cell phone number in case of emergency. A musician not able to play at worship can constitute an emergency.

Contractor shall have a plan to address such issues.

1.1.3.10. The Contractor shall provide a list of two (2) suitable subcontractor/employee substitutes, for each contracted position, of equal or greater qualifications, experience and skills when unable to perform duties no later than 60 days after hire. This list is to be coordinated with the Service Chaplain and COR. The Contractor shall inform the COR no later than 2 weeks prior to any vacancy or absence which approved subcontractor/employee will be filling in.

1.1.3.11. The Contractor shall be available, as needed, in person or via telephone Monday through Sunday, 0730 until 1800. This may include federal holidays when religious services are required per the PWS.

1.1.3.12. The contractor shall ensure accurate submission of invoices and supporting documentation by no later than 10 days after the end of each monthly performance period.

1.2.0. PROTESTANT RELIGIOUS EDUCATION COORDINATOR

1.2.1. Description of Responsibilities. The Protestant Religious Education (RE) Coordinator works in conjunction with the Protestant Chaplains and shall be responsible for general coordination and enhancement of religious education for Protestant Parish programs/events and services, on Edwards Air Force Base, California.

1.2.2. Minimum Program Requirements, Tasks and Responsibilities. The Protestant RE Coordinator contractor shall:

1.2.3. Be responsible for general coordination and enhancement of religious education programs and events. This position shall include religious education program/event, administrative and logistical coordination, and any program development elements to provide respectable religious education experiences. The Contractor is responsible for the complete product or service.

1.2.4. Shall be reasonably required to coordinate activities with the individual(s) responsible for other programs and events.

1.2.4.1.Based on Annual Ministry Plan requirements, local Chaplain Corps Team resourcing and programming, and Protestant Chaplains requirements to meet the needs of Chapel parishioners and customers, identify and align administrative and logistical support for all

Protestant religious education ministry needs. This must be done in accordance with local Chapel Facilities, Resources and Readiness OI policies and respective policy letters. These may include:

1.2.4.1.1. Protestant Sunday Schools

1.2.4.1.2. Protestant Bible Studies

1.2.4.1.3. Protestant Men of the Chapel (PMOC)

1.2.4.1.4. Protestant Women of the Chapel (PWOC)

1.2.4.1.5. Protestant Youth of the Chapel (PYOC)

1.2.4.1.6. Protestant Single Adult Ministries

1.2.4.1.7. Protestant Vacation Bible School (VBS)

1.2.4.1.8. Protestant Approved Workmen Are Not Ashamed (AWANA)

1.2.4.1.9. Other Protestant Parish programs/events requiring religious education

1.2.4.2.Plan, resource, and execute the annual Vacation Bible School (VBS) in conjunction with the Catholic RE Coordinator. An after-action report, per local guidance, shall be required upon completion of the event.

1.2.4.3.Funds Management.

1.2.4.3.1. Based upon approved Protestant RE programs established by the Protestant Chaplains and the Chapel Advisory Council, propose an annual Chapel Tithes and Offerings Fund (CTOF) budget and Appropriated Fund (APF) budget for supplies by no later than 1 August of each year, for the following fiscal year (1 Oct – 30 Sep).

1.2.4.3.2. The Contractor shall ensure all expenditures for the Protestant RE programs are properly requested. The contractor shall not make APF purchases.

1.2.4.3.3. Provide, in coordination with Protestant Parish Coordinator and Protestant Chaplain, researched items needed for purchase to include location of purchase (on-line site with cart ready for checkout or physical company with cart ready for checkout), product SKU number/model number, amount needed, cost per unit and grand total cost.

1.2.4.3.4. In accordance with local Chapel Facilities, Resources and Readiness OI policies and respective policy letters, coordinate with the Protestant Chaplains to complete Chapel Tithes and Offerings Fund (CTOF) and Appropriated Funds (APF) documents and submit them to the NCOIC of Resource Management and/or CTOF Account Manager for all religious education funding requirements specific to this contracted position. In addition, ensure that they are properly completed and submitted in accordance with HC AFIs/OIs.

1.2.4.3.5. Monitor and track all CTOF funds spent on Protestant RE programs to ensure expenditures are within the correct budgeted line.

1.2.4.3.6. Manage Protestant RE funds collected and use funds in accordance to AFI 52- 105, Chaplain Corps Resourcing Table A2.1.

1.2.4.3.7. Operate as a customer service representative for the Chapel (answering questions, providing information and guidance, etc.).

1.2.4.4.Create or collect religious education program/event advertisements (external and internal) and coordinate them with the Deputy Wing Chaplain to ensure publicity documents are timely submitted.

1.2.4.5.Create a slide deck of religious education advertisements for the Protestant Parish Coordinator, as needed, to be shown before services each Sunday and on Chapel social media.

1.2.4.6.Serve as the central source of information and maintains continuity files: calendar, budget, records, rosters, after action reports, background checks, and other documents for all Protestant religious education programs and events.

1.2.4.7.In collaboration with the Protestant Parish Coordinator, maintain and secure a current roster of all religious education leaders/teachers to include name, phone number, email address, and other information as needed. The roster shall be retained on a database and privacy information shall be protected in accordance with AFI 33-332, Air Force Privacy and Civil Liberties Program.

1.2.4.8.Track use of all RE curriculum for each program. Keep consolidated roster of all current curriculum with the following: curriculum name, date curriculum began use, date curriculum expires, teachers/leaders using curriculum which has been reviewed and coordinated through the program Chaplain, Senior Faith Chaplain, and Wing Chaplain.

1.2.4.8.1. In collaboration with the Protestant Parish Coordinator, maintain statistical data on weekly religious education programs and events for the Protestant Chaplains’ monthly report.

These reports should include the events, attendees, volunteers, volunteer hours, and additional relevant information. Monthly statistical reports shall be submitted to the Chapel Superintendent and Deputy Wing Chaplain no later than the third day of each month.

1.2.4.9.Review all religious education schedules and settle or propose how to settle scheduling conflicts with the lead program/event Protestant Chaplain or Parish Advisory Council.

1.2.4.10. In collaboration with the lead program/event Protestant Chaplain, shall help recruit, screen, and train volunteers for all Protestant Parish Religious Education, as needed. The contractor shall prepare and maintain a current roster for the Protestant Chaplains.

1.2.4.11. Recruit, train and supervise volunteers for their respective areas in accordance with DAFI 52-101 CHAPLAIN CORPS PLANNING AND ORGANIZING and paragraph 4.1.13 of this PWS. Provide a list of specified volunteers, for religious education ministries the Protestant RE Coordinator directly oversees (i.e. VBS), who are over the age of 18 and will be working with children under the age of 18. These volunteers are defined as those volunteers whose contact with youth is extensive, frequent, and over a period of time; to include, but not limited to, one-on-one interaction, extended travel, and/or overnight activities.

1.2.4.12. Attend the Chapel Staff, Protestant Staff, Parish Advisory Council, and Chapel Financial Working Group (CFWG) meetings.

1.2.4.13. Duty Hours. Specific hours of work will be at the discretion of the Contractor in coordination with the COR, contract manager and notify the senior faith group chaplain/priest. This may involve balancing hours between the Edwards Chapel

Office hours (Mon-Fri 0900-1700) and the need to schedule contractor support during nights and weekends.

1.3.0. CATHOLIC RELIGIOUS EDUCATION COORDINATOR

1.3.1. Description of Responsibilities. The Catholic Religious Education Coordinator works in conjunction with the Catholic Priest and shall be responsible for the overall management, logistical support, and program events/activities for the Catholic Religious Education ministries, Sacramental Preparation, and Order of Christian Initiation for Adults (OCIA) at Edwards Air Force Base, California.

1.3.2. Minimum Program Requirements, Tasks and Responsibilities. The Catholic Religious Education Coordinator shall:

1.3.2.1.Be responsible for general coordination and enhancement of religious education programs and events. This position requires the contractor to have or acquire catechism prior to exercising their duties. Shall include religious education program/event administrative and logistical coordination, and any program development elements to provide respectable religious education experiences. Is responsible for the complete product or service.

1.3.2.2.Be required to coordinate activities with the individual(s) responsible for other programs and events, such as and not limited to, chapel staff, parish members, and volunteers.

1.3.2.3.Identify and align administrative and logistical support for all Catholic religious education ministry needs based on: Annual Ministry Plan requirements, local Chaplain Corps Team resourcing and programming, and Catholic Priests requirements to meet the needs of Chapel parishioners and customers. This must be done in accordance with local Chapel Facilities, Resources and Readiness OI policies and respective policy letters. These may include:

1.3.2.3.1. Catholic Sunday Schools

1.3.2.3.2. Catholic Bible Studies

1.3.2.3.3. Catholic Men of the Chapel (CMOC)

1.3.2.3.4. Catholic Women of the Chapel (CWOC)

1.3.2.3.5. Catholic Youth of the Chapel (CYOC)

1.3.2.3.6. Catholic Single Adult Ministries

1.3.2.3.7. Catholic Vacation Bible School (VBS)

1.3.2.3.8. Other Catholic Parish programs/events requiring religious education

1.3.2.4.Assist in planning, resourcing, and executing the annual Vacation Bible School (VBS) with the Protestant Parish. An after-action report, per local guidance, shall be required upon completion of the event and submitted to the Wing Chaplain.

1.3.2.5.Funds Management.

1.3.2.5.1. Propose an annual Chapel Tithes and Offerings Fund (CTOF) budget and Appropriated Fund (APF) budget for supplies by no later than 1 August of each year, for the following fiscal year (1 Oct – 30 Sep). The proposed budget shall be based upon approved religious education programs and events established by the Catholic Priests and the Chapel Advisory Council.

1.3.2.5.2. As part of budgeting, ensure RE materials for literature racks and Chaplain counseling bookshelves are resourced with current materials. Identify literature needs with the Catholic Coordinator and Catholic Priests. Also, ensure timely disposal of outdated literature and RE materials.

1.3.2.5.3. The Contractor shall ensure all expenditures for the Catholic religious education programs are properly requested. The contractor shall not make APF purchases.

1.3.2.5.4. Provide, in coordination with Catholic religious education program leaders and Catholic Priest, researched items needed for purchase to include location of purchase (on-line site with cart ready for checkout or physical company with cart ready for checkout), product SKU number/model number, amount needed, cost per unit and grand total cost.

1.3.2.5.5. In accordance with local Chapel Facilities, Resources and Readiness OI policies and respective policy letters, coordinate with the Catholic Priests to complete Chapel Tithes and Offerings Fund (CTOF) and Appropriated Funds (APF) documents and submit them to the NCOIC of Resource Management and/or CTOF Account Manager for all religious education funding requirements specific to this contracted position. In addition, ensure that they are properly completed and submitted in accordance with HC AFIs/OIs.

1.3.2.5.6. Monitor and track all CTOF funds spent on Catholic religious education programs to ensure expenditures are within the correct budgeted line.

1.3.2.5.7. Manage religious education funds collected and use funds in accordance with AFI 52-105, Chaplain Corps Resourcing Table A2.1.

1.3.2.6.Operate as a customer service representative for the Chapel (answering questions, providing information and guidance, etc.).

1.3.2.7.Create or collect religious education program/event advertisements (external and internal) and coordinate them with the Catholic Priest to ensure publicity documents are timely submitted.

1.3.2.8.Create a presentation of religious education advertisements for the Catholic Parish Coordinator, as needed, to be shown before services each Sunday and on Catholic Community social media.

1.3.2.9.Serve as the central source of information and maintain continuity files: calendar, budget, records, rosters, after action reports, background checks, and other documents for all Catholic religious education programs and events.

1.3.2.10. Organize and/or assist in Sacramental Preparation Programs in conjunction with the Catholic Priest and Religious Education Catechists; prepares, coordinates, and transmits all sacramental records for the Archdiocese of Military Service.

1.3.2.11. In collaboration with the Catholic Parish Coordinator, maintain and secure a current roster of all religious education leaders/teachers, to include name, phone number, email address, and other information as needed. The roster shall be retained on a database and privacy information shall be protected in accordance with AFI 33-332, Air Force Privacy and Civil Liberties Program.

1.3.2.12. Assists the Catholic Priest in determining curriculum needs, selecting appropriate curriculum in accordance with directions provided by the Archdiocese for the Military Services in accordance with Air Force Chaplain Service standards.

1.3.2.12.1. Prepare and submit orders for religious education materials.

1.3.2.12.2. Keep consolidated roster of all current curriculum with the following: curriculum name, date curriculum began use, date curriculum expires, teachers/leaders using curriculum which has been reviewed and coordinated through the program Chaplain, Senior Faith Chaplain and Wing Chaplain.

1.3.2.13. In collaboration with the Catholic Parish Coordinator, maintain statistical data on weekly religious education programs and events for the Catholic Priests’ monthly report. These reports should include the events, attendees, volunteers, volunteer hours, and additional relevant information. Monthly statistical reports must be submitted to the Chapel Superintendent and Deputy Wing Chaplain no later than the third day of each month.

1.3.2.14. Review all religious education schedules and settle or propose how to settle scheduling conflicts with the program/event lead, Catholic Priest, or Parish Advisory Council.

1.3.2.15. Recruit, train and supervise volunteers for their respective areas in accordance with DDAFI 52-101 CHAPLAIN CORPS PLANNING AND ORGANIZING and paragraph

4.1.13 of this PWS. Manage volunteer programs IAW AFI 52- 101, Planning and Organizing.

In collaboration with the Catholic Priest, shall help recruit, screen, and train volunteers for Catholic Parish Bible Studies and VBS, as needed. Shall prepare and maintain a current roster for the Catholic Priest.

1.3.2.16. Provide a list of specified volunteers, for religious education ministries that the Catholic RE Coordinator directly oversees (i.e. VBS), who are over the age of 18 and will be working with children under the age of 18. These volunteers are defined as those volunteers whose contact with youth is extensive, frequent, and over a period of time; to include, but not limited to, one-on-one interaction, extended travel, and/or overnight activities.

1.3.2.17. Attend, as needed, the Chapel Staff, Catholic Staff, Parish Advisory Council, and Chapel Financial Working Group (CFWG) meetings.

1.3.2.18. Duty Hours. Specific hours of work will be at the discretion of the Contractor in coordination with the COR, contract manager and notify the senior faith group chaplain/priest.

This may involve balancing hours between the Edwards Chapel Office hours (Mon-Fri 0900-1700) and the need to schedule contractor support during nights and weekends.

1.4.0. PROTESTANT MUSIC DIRECTOR

1.4.1. Description of Responsibilities. The Protestant Music Director performs in coordination with the Protestant Chaplain and shall be responsible for playing an instrument (organ, piano, keyboard, or guitar) for the Protestant service and any other special services on Edwards Air Force Base, California. The contractor shall arrange music, rehearse, direct, and lead the music portion of worship services to include volunteer musicians. Recruit, train and rehearse members of the: Traditional Choir, Gospel Choir, Youth Choir, and/or Praise Band.

1.4.2 Minimum Program Requirements, Tasks and Responsibilities. The Protestant Music Director contractor shall:

1.4.2.1.The contractor shall demonstrate the abilities of playing an instrument in a Protestant worship team, sing, and be able to sight-read music. They shall also accompany and direct musical selections. The contractor shall play organ, piano, keyboard or guitar, for the Protestant service(s) including accompany singing of hymns, choruses, and spiritual songs;

choral response, anthems, and special music that enhances the atmosphere of worship for the congregation. The contractor shall teach new music to the Protestant Traditional Choir and the Protestant Contemporary Music Team.

1.4.2.1.1. This position shall include attending rehearsals, preparing service instrument and equipment requirements, and any other program musical playing elements to provide a respectable worship experience.

1.4.2.2.Play an instrument based on the music selected by the Protestant Chaplain for every Sunday Protestant service. The music must be played in a Christian-style of worship.

1.4.2.2.1. Shall ensure all copyright laws regarding the printing, copying and projecting of music and lyrics. The contractor shall ensure all worship music and media used is in compliance with copyright laws. The contractor shall not copy materials nor project them unless authorized to do so with a copyright license. The contractor shall ensure that copyrighted material is not used illegally.

1.4.2.2.2. Communicate with the chaplains, song/worship leaders, and other musicians conducting the service to ensure a coordinated service of worship for the congregation. Plan and coordinate all musical selections with the Service Chaplain of the congregation or appropriate designated representative to select music in keeping with the theme of worship service no later than 7 days prior to the worship service or performance.

1.4.2.3.Attend one (1) rehearsal during the week.

1.4.2.3.1. Accompany regular choir rehearsals if required: play the piano, organ, guitar, keyboard and/or direct accompaniment for choir/worship team rehearsals.

1.4.2.4.Play an instrument based on the music selected by the Protestant Chaplain for Special Services. These may include:

• Christmas Eve or Day Service

• New Year’s Eve or Day

• Four Chaplain’s Day

• Palm Sunday

• Ash Wednesday

• Maundy Thursday

• Good Friday

• Easter Sunrise Service

• Memorials

1.4.2.5.Conduct Special Worship and Special Worship Rehearsals. The contractor shall conduct Special Worship and Special Worship Rehearsals in accordance with section 1.4.2.5. of this performance work statement.

1.4.2.6.Attend liturgy and music planning meetings, as needed, and work with the other musicians to improve the quality of music.

1.4.2.7.In accordance with local Chapel Facilities, Resources and Readiness OI policies and respective policy letters with the Parish Coordinator to complete Chapel Tithes and Offerings Fund (CTOF) and Appropriated Funds (APF) documents for supplies and submit them to the appropriate persons for all Protestant funding requirements specific to this contracted position.

In addition, ensure that they are properly completed and submitted in a timely manner.

1.4.2.9. Be responsible for the routine and non-technical care of the Chapel musical instruments and equipment during the execution of their contract. Care of the Chapel musical instruments does not include needed maintenance or repairs ordinarily provided by a non-musician. The contractor shall notify the COR of needed maintenance and/or repairs within three business days. Receive training and become proficient with Edwards Chapel sound boards/systems. Training shall be provided by the Chapel staff within 30 days of performance start date.

1.4.2.10. Musicians shall be present at least 30 minutes prior to each chapel service and 15 minutes before each rehearsal. Setup and take down all necessary items for rehearsals and worship services. Ensure the areas used will be properly secured upon completion of rehearsals and worship services. Contractor shall not leave during the service unless coordinated with the COR prior.

1.4.2.11. Duty Hours. The contractor shall fulfill duties at Edwards Air Force Base during the scheduled Sunday Protestant services, Special Services, and all rehearsals coinciding with services provided. Schedule changes must be coordinated with the Contract Manager, Contracting Officer Representative (COR) and notify the Protestant Chaplain.

1.5.0. CATHOLIC MUSIC DIRECTOR

1.5.1. Description of Responsibilities. The Catholic Music Director performs in coordination with the Catholic Priest and shall be responsible for playing piano for Sunday Mass and any other liturgical services. The contractor shall arrange music, rehearse, direct and lead the music portion of worship services to include volunteer musicians. Recruit, train and rehearse members of the Catholic Choir.

1.5.2. Minimum Program Requirements, Tasks and Responsibilities. The Catholic Music Director contractor shall:

1.5.2.1.The contractor shall demonstrate the abilities of playing an instrument in a Catholic worship team, sing, and be able to sight-read music Accompany and direct musical selections.

The contractor shall be responsible for playing piano for Sunday Catholic Mass to include attending rehearsals, preparing service instrument and equipment requirements, and any other program musical playing elements to provide a respectable Mass experience.

1.5.2.2.Play piano or organ based on the music selected by the Catholic Priest for every Sunday Mass.

1.5.2.3.Shall ensure all worship music and media used is in compliance with copyright, reproduction and license agreements/laws are abided with at all times.

1.5.2.4.Attend one (1) rehearsal during the week prior to Sunday Mass and Catholic Holy Day of Obligation and/or Special Mass.

1.5.2.5.The contractor shall play piano based on the music selected by the Catholic Priest for Catholic Holy Days of Obligation and Special Masses. These may include:

• Confirmation

• All Saint’s Day

• Thanksgiving Day Vigil

• Advent Penance

• Feast of the Immaculate Conception

• Feast of Our Lady of Guadalupe

• Christmas Vigil Children’s Mass

• Midnight Mass

• Christmas Day Mass

• New Year’s Vigil

• New Year’s Day Service

• Ash Wednesday

• Lent Penance

• Holy Thursday

• Good Friday

• Holy Saturday Vigil

• Assumption of the Blessed Virgin Mary

• Memorials

1.5.2.6.Attend liturgy and music planning meetings, as needed, and work with the other Mass Choir Directors and Musicians to improve the quality of music.

1.5.2.7.Coordinate, in accordance with local Chapel Facilities, Resources and Readiness OI policies and respective policy letters, all support requirements for the program with the Catholic Priest in charge. The requirements must be submitted in a timely manner to avoid logistical delays or program cancellations.

1.5.2.8.In accordance with local Chapel Facilities, Resources and Readiness OI policies and respective policy letters, coordinate with the Community Coordinator to complete Chapel Tithes and Offerings Fund (CTOF) and Appropriated Funds (APF) documents for supplies and submit them to the appropriate persons for all Catholic Mass funding requirements specific to this contracted position. In addition, ensure that they are properly completed and submitted in a timely manner.

1.5.2.9.Be responsible for the routine and non-technical care of the Chapel musical instruments and equipment during the execution of their contract. Care of the Chapel musical instruments does not include needed maintenance or repairs ordinarily provided by a non-musician. The contractor shall notify the COR of needed maintenance and/or repairs within three business days. Receive training and become proficient with Edwards Chapel sound boards/systems. Training shall be provided by the Chapel staff within 30 days of performance start date.

1.5.2.10. Receive training and become proficient with Chapel sound boards/systems.

Training shall be provided by the Chapel staff within 30 days of the performance start date.

1.5.2.11. Shall be present at least 30 minutes prior to each mass or chapel service and 15 minutes before each rehearsal. Setup and take down all necessary items for rehearsals and worship services. Ensure the areas used will be properly secured upon completion of rehearsals and worship services. Contractor shall not leave during the service unless coordinated with the COR prior.

1.5.2.12. Communicate with the chaplains, priests, song/worship leaders, and other musicians conducting the service to ensure a coordinated service of worship for the congregation. Plan and coordinate all musical selections with the Priest of the congregation or appropriate designated representative to select music in keeping with the theme of worship service no later than 7 days prior to the worship service or performance.

1.5.2.13. Duty Hours. The contractor shall fulfill duties at Edwards Air Force Base during the scheduled Catholic Sunday Masses, Catholic Holy Days of Obligation, Special Masses, and all rehearsals coinciding with services provided. Schedule changes must be coordinate with the Contract Manager, COR and notify Catholic Priest.

Section 2, Service Summary

2.0. Service Summary (SS). The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each requirement. The thresholds are critical to mission success and acceptable (satisfactory) performance.

2.1. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success but do not represent all contract performance requirements. All contract performance requirements in this PWS will be monitored.

2.2. Performance of a service shall be evaluated to determine whether or not it meets the performance requirements of this contract. Re-performance of unacceptable services at no additional cost is the preferred course of action when appropriate. In the case of issued Corrective Action Reports (CARs), the Contracting Officer shall take appropriate measures according to inspection of services clause in the contract, i.e., FAR 52.246-4, 52.246-5, or 52.212-4(a).

2.3. Service Summary Table

SDS

Performance Objective PWS Para #

Performance Threshold (to receive Satisfactory Rating)

Contractor performance met specifications of the contract and

PWS.

1.2 1.3 1.4 1.5

Contractor received no more than two (2) validated written complaints per year.

Protestant RE Coordinator ensured RE curriculum was up to date and was implemented in accordance with the

Annual Ministry Plan.

1.2.4

90% of time.

Contractor met required volunteer requirements in accordance with AFI 52-101, Planning and Organizing.

4.1.13.3 4.2.3.3

100% of requirements met. No volunteers worked with children under the age of 18 without completed and documented favorable background checks.

Catholic RE Coordinator ensured RE curriculum was up to date and was implemented in accordance with the AMS guidelines and the Edward’s

Annual Ministry Plan.

1.3.2.3

100% of time.

Deliverables

1.1.2

No more than one late deliverable monthly, and no more than five days late. No more than one set of corrections/edits for accuracy or agreed to format quarterly; with all corrections accomplished within two working days

The contractor complied with all security requirements

4.2

100% of employee clearances are submitted to COR and CO within 20 business days of performance start date. All security requirements must be met and maintained 100% of the time.

Zero security violations identified during performance dates

2.4. Government Quality Assurance. The government shall inspect and evaluate the contractors’ performance to ensure services are received in accordance with requirements set forth in this contract. The COR will use the contractor’s work schedule, or modified version thereof, to record validation results. Results of the validation then becomes the official Air Force record of the contractor’s performance. Government surveillance of tasks not listed in the PWS or by methods other than those listed in the PWS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the CO as a result of surveillance will be according to the terms of this contract.

2.4.1. The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP). The government may inspect each task as completed and increase the number of quality assurance inspections if deemed appropriate because of repeated failures discovered during surveillance inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality assurance inspections if performance dictates. The Performance Assessment Report will be provided to the contractor for review and signature each surveillance period.

2.4.2. When an observation indicates defective performance, the COR will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a CAR for issuance to the contactor. The contractor shall respond to the CAR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.5. Performance Assessment.

2.5.1. Periodic Surveillance. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s services. Periodic surveillance will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

2.5.2. Customer Complaints. The COR will receive and investigate all complaints. The COR shall be responsible for validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the contractor. Validated customer complaints shall be corrected within 2 hours of notification. CO will validate corrective action.

2.5.3. Review of Audits. COR review results of the contractor’s accepted quality management system audits and related quality metrics.

2.6. Quarterly Progress Meetings. The CO, Functional Services Manager (FMS), COR, other government personnel as appropriate, and the contractor shall meet quarterly to discuss the contractor’s performance.

The following issues, at a minimum, shall be discussed:

- Opportunities to improve the contract,

- Any modifications required of the contract,

- Unsatisfactory inspections,

- Valid customer complaints against each performance objective observed, and

- Steps taken by the contractor to prevent occurrences in the future.

The contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.6.1. The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor.

Should the contractor not concur with the minutes, the contractor will provide a written notification within 5 working days to the CO identifying areas of non-concurrence for resolution.

2.7. Contracting Officer Representative (COR). CORs are representatives of the CO and will participate in the administration of this contract. After award of the contract, the contractor will be provided a letter identifying the COR and setting forth their duties and authorities. The COR is not authorized to change any of the terms and conditions of the contract/task order.

2.7.1. Acquisition Team Meetings. The contractor’s Contact Manager (CM) with the CO, Contract Administrator (CA), COR, and other government personnel constitute an acquisition team [See FAR 1.102 (c)] and shall meet on a regular basis. The Acquisition Team will establish how often meetings are needed based on contract complexity. As a subset of the Acquisition Team, Government members of the Acquisition Team are often referred to as the Multi- Functional Team (MFT) and may meet as determined by the MFT. The contractor may request a meeting with the CO when the contractor believes such a meeting is necessary. If the CO or CA deems necessary, written minutes of any such meetings shall be recorded by the CA in the contract file and signed by the PM and the CO or CA. If the contractor does not concur with any portion of the minutes, such nonoccurrence shall be provided in writing to the CO within 10 calendar days following receipt of the minutes.

2.8. Quality Control. In compliance with the applicable contract inspection clause(s), develop and maintain an effective quality control program to ensure services are performed IAW this PWS, applicable laws and regulations and IAW best commercial practices.

2.8.1 Quality Control Plan (QCP). The contractor shall be required to submit a QCP within ten

(10) days after contract award. The CO will notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modifications and obtain acceptance of the plan by the CO within 30 days. The contractor’s QCP shall contain, at a minimum, the following descriptive items:

a. The inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. The methods to be used for identifying and preventing defects in the quality of services performed.

c. How the records will be kept. Records must document all inspections and corrective or preventive actions taken.

2.9. Contractor’s Performance. The government assesses a contractor’s performance on an on-going basis, both positive and negative, and provides a record on a given contract during a specified period of time.

2.9.1 Past Performance Information (PPI). PPI can be provided to other government agencies, as requested.

2.9.2 Contractor Performance Assessment Report (CPARS). Depending on the estimated value of the contract, formal assessment and reporting of contractor performance is documented using the CPARS system. The contractor will be provided a copy of their assessment 365 days from contract award. The contractor shall have 60 days to review and submit comments for the evaluation activity’s consideration before the assessment is made final. Past Performance assessment reports will be protected by all parties and treated by government personnel as “For Official Use Only/Source Selection Information in accordance with FAR 2.101 and 3.104”.

3.0. GOVERNMENT PROVIDED FACILITIES, EQUIPMENT, AND SERVICES

3.1. Government Provided Facilities, Equipment and Services. IAW 45.000(b)(5) Government property that is incidental to the place of performance, when the contract requires contractor personnel to be located on a government site or installation, and when the property used by the contractor within the location remains accountable to the Government. Items considered to be incidental to the place of performance include, for example, office space, desks, chairs, telephones, computers, and fax machines. All Government provided equipment and facilities for the performance of this contract are considered incidental to the place of performance and therefore FAR Part 45 Government Property will not apply.

3.2. The Chapel shall provide a workspace, supplies and equipment required to accomplish the contract. This includes religious music materials and equipment. Contract personnel shall have availability and access to Government provided equipment for performing services required by this contract. Items are not to be removed from the facilities.

3.3. Government Provided Services.

3.3.1. Telephone Services. The Government will provide a DSN telephone line for the sole use of conducting Government business. The DSN line shall not be used to transact personal business by contractor personnel. If a telephone line is required for personal business, one shall be installed at the contractor’s expense.

3.3.2. Medical Services. In the event of an injury requiring medical treatment, the contractor shall dial 911 and inform the operator that the injured individual is located on Edwards Air Force Base. Ambulance transport responds from the Edwards Air Force Base Clinic Monday through Friday. On weekends and holidays, Okaloosa County ambulance transport will respond. The contractor shall reimburse the respective agency for these services.

3.3.3. Computer Services. The Government will provide a LAN internet access and E-mail account. This service shall be strictly for conducting official business. Individuals must pass the Security Awareness Training Education (SATE) course or applicable training courses and obtain a CAC to gain access to the base Intranet.

3.3.4. Utilities.

3.3.4.1.CONSERVATION OF UTILITIES. The Contractor shall ensure utilities conservation practices are in place. The Contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

3.3.4.1.1. Lights shall be used only in areas where and when work is actually being performed.

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

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

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

4.0. GENERAL INFORMATION

4.1. Hours of Operation.

4.1.1. Musical Directors shall ensure musicians attend rehearsals that may be required approximately once weekly and last approximately 60 to 90 minutes. Worship services last approximately 60 to 120 minutes. Work hours and rehearsals vary.

4.1.1.1.There are special services for each chapel during the 12-month performance period.

Special Services are conducted on a need only basis but cannot exceed the unit of services allotted. Rehearsals may be required approximately once weekly and last approximately 60 to 90 minutes. Worship services last approximately 60 to 120 minutes.

4.1.2. Religious Education Coordinators. Specific hours of work will be at the discretion of the Contractor in coordination with the COR and the senior faith group chaplain/priest. However, the Contractor shall be available to provide information and resource support to parishioners and clergy during normal duty hours (Monday-Friday, 0900 to 1600). The Contractor shall be available on request for night and weekend work.

4.1.3. Employee Training. The contractor shall give all training required to meet requirements of the PWS unless otherwise specified within the PWS or as otherwise coordinated through the CO. The contractor shall maintain training and experience records for each employee during the period of this contract that reflect sufficient personnel are qualified to accomplish all tasks required by this contract. Provide status of employee training upon the government’s request.

4.1.3.1.The Deputy Wing Chaplain shall provide orientation training to acquaint the Contractor with office personnel, facilities, protocol and procedures. Additional training, at the expense of the government, may take place throughout the contract period, as needed.

4.1.3.2.Use of Government Employees. The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest.

In addition, the contractor shall not employ any person who is an employee of the Department of the Defense if such employment would be contrary to the policies contained in AFI 64-106, Chapter 1, Industrial Labor Relations Activities.

4.1.3.3.Identification of Contractor Employees. All contract 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. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Due to AFI requirements, Contractors must wear appropriate badges when interacting with children as required by DAFI 52-101 Chapter 5.

4.1.3.3.1. Personal Conflict of Interest (PCI). The term "PCI" means that a contractor employee assigned to the contract has interests which (i) may diminish his/her capacity to give impartial, technically sound, objective assistance and advice in performing this contract,

(ii) may otherwise result in a biased work product under this contract, or (iii) may result in an unfair competitive advantage. Any potential instance of PCI must be reported to the CO immediately.

4.1.3.3.2. Privately Owned Vehicles. Each contractor employee driving a privately owned vehicle on the installation must carry minimum liability insurance as required by the state.

Contractor employees shall adhere to all posted speed limits and shall not use hand-held cellular telephones while driving on the installation for phone calls or texting. Use of seatbelts is mandatory. Any contractor employee cited for driving under the influence will have their driving privileges immediately revoked for a period to be determined.

4.1.4. Continuation of Essential DoD Contractor Services During Crisis.

In Accordance with DoDI 1100.22, (12 Apr 2010) Continuation of Essential DoD Contractor Services During Crises, DFARS 237.76, and the Air Force implementation thereof, unless otherwise directed by the CO or COR, it is determined that the services as identified in this PWS ARE NOT essential for performance during a crisis.

4.1.5. Privacy Act. Work on this contract may require that personnel have access to information protected by the Privacy Act. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations when handling such information.

4.1.6. Records. All records created and received by the contractor in the performance of this contract shall be maintained and readily accessible. Records shall remain the property of the government.

4.1.7. Insurance. The contractor shall obtain the necessary insurance as required by FAR Part

28.3. The minimum amounts of insurance will be maintained IAW FAR 28.307-2.

4.1.8. Inclement Weather. If the base closes due to inclement weather, the contractor will be released, by the installation commander, with the general population of the base at no decrement to contract price. The contractor will follow the local procedures for reporting in inclement weather as advertised on local television and radio stations.

4.1.9. RECORDS. The Contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive. If requested by the Government, the Contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request.

4.1.10. Contractor Phase-In and Phase-Out Transition.

4.1.10.1. Contractor Phase-In: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the phase in/ phase out periods. The incoming contractor’s personnel shall receive 30 calendar days of on-the-job training (OJT) by the incumbent contractor. Incoming contractor personnel to be trained by the incumbent contractor shall possess, prior to training, all special skills, licenses, and certifications needed to perform the specific tasks in this PWS. The training will cover unique features of all systems and equipment. The OJT may be augmented by any applicable instruction from manuals and videotapes. Contractor phase-in will not be necessary for an incumbent contractor.

4.1.10.2. Contractor personnel to be trained shall possess, prior to training, all required special skills needed to perform the specific tasks in this PWS. The training objective is to enhance technical skills so that the transfer of responsibilities will be efficient.

4.1.10.3. Contractor Phase-Out: The outgoing…