Attch 1 _Performance Work Statement (PWS)_Rev 1.pdf

PERFORMANCE WORK STATEMENT

ROMAN CATHOLIC PRIEST SERVICES

ARLINGTON NATIONAL CEMETERY

1.0 GENERAL INFORMATION

The contractor, under the direction of the Contracting Officer (CO) and through the Contracting Officer Representative (COR) shall provide all necessary tools, labor, equipment, and materials necessary to perform Roman Catholic Priest services for Arlington National Cemetery (ANC) and other locations as outlined within this Performance Work Statement (PWS).

This is a non-personal service. Services are unit-based. A unit is defined as the conducting of a service and all associated pastoral support and administration to include, but not limited to contacting the family, writing the service, conducting the service, follow-up with condolence letter, maintaining administrative contact with the ANC Chaplaincy Office, etc.

2.0 CONTRACTOR QUALIFICATIONS AND EXPERIENCE

2.1. The contractor shall provide a duly ordained Roman Catholic priest, hereby referred to as “Priest”, in good standing with the diocese or superior of his religious order in the Catholic Church.

2.2. The contractor shall provide written proof of permission from the Priest’s diocesan bishop or religious superior to enter into contract as a priest, and be in good standing with the Archdiocese for the Military Services (AMS).

2.2.1. Evidence of AMS compliance must be provided via a current, completed Statement of Ecclesiastical Endorsement (DD Form 2088) from AMS and granted AMS faculties.

Proper Faculties must be provided for the contractor and sub-contracted clergy.

2.2.2. The DD Form 2088 will be used as verification of the contractor’s credentialing and qualifications necessary to meet the requirements of this PWS.

2.2.3. The contractor shall maintain a valid DD Form 2088 from the AMS for the duration of the contract period as evidence of being in good standing with AMS.

2.3. Due to the nature of the ANC mission, prior military service is encouraged. The Priest shall have knowledge of military protocol or be willing to learn as duties will be performed in the military environment. At all times, the Priest shall show respect to military customs and traditions.

2.4. Training and Currency. The Priest shall remain current in all training required by the Air Force, including, but not limited to, training in:

2.4.1. Privileged Communication in accordance with AFI52-101. The Priest shall observe the rules regarding privileged communication, as stated in AFI52-101, Chapter 5 and sign a non-disclosure agreement, as required.

2.4.2. Sexual Assault Prevention and Response (SAPR) in accordance with AFI90-6001.

2.4.3. Information Assurance in accordance with DoD 8570.01-M, Information Assurance Workforce Improvement Program.

2.4.4. Bi-annual convocation as required by the AMS for full-time and part-time clergy.

2.4.5. Family Advocacy in accordance with AFI40-301.

The contractor is responsible for all internal employee training (except AMS Convocation) at no additional cost to the Government.

2.5. Background Check. To obtain initial endorsement, the contractor shall provide proof of a current background check to the AMS that is consistent with Department of Defense (DoD) policies for federally mandated criminal history background checks. The Priest shall submit to a background check, as necessary, throughout the contract duration, as is consistent with DoD policies. This may include a National Agency Check with Inquiries (NACI), and if the individual has prior DoD affiliation within the last two (2) years, an Installation Records Check (IRC).

2.6. English is the operational language of the Air Force. The Priest shall be able to read, write, speak, and understand English fluently. English shall be the only language used with regard to this PWS and resultant contract for written correspondence, discussions and other business transactions.

3.0 DESCRIPTION OF SERVICES/RESPONSIBLITIES

The Priest will work directly with the unit assigned military chaplain, and is required to cooperate with the military chaplain to support services outlined within this PWS. Civilian clergy who are contractors are not chaplains and therefore shall not use the duty title of “chaplain” in connection with any aspect of this PWS or resultant contract. This restriction applies to, but is not limited to, printed documents and electronic communications. Similarly, the Priest shall refrain from unit engagement, leadership advisement, and general counseling which are responsibilities that can only be performed by military chaplains.

3.1. Compliance with the following is mandatory. The Priest shall:

3.1.1. Officiate up to 350 units of Air Force Catholic funerals associated/scheduled with ANC per year, including those scheduled at the United States Soldiers and Airmen’s Home National Cemetery.

3.1.2. Minister only to members of the Roman Catholic faith. However, if asked, the Priest can respond to questions about his faith, and should make every effort to accommodate individuals of other faiths by assisting them to contact a chaplain. DoDI

1300.17, Accommodation of Religious Practices within the Military Services states that “the DoD places a high value on the rights of members of the Military Services to observe the tenets of their respective religions or to observe no religion at all.” The Air Force similarly places a high value on religious accommodation in a pluralistic environment and holds that spiritual health is fundamental to the well-being of Air Force personnel and their families. For this reason, the Priest may not denigrate any faith group or offer literature that denigrates other beliefs; and shall refrain from proselytizing (seeking to convert someone to one’s faith) individuals.

3.1.3. Be knowledgeable of scriptures and teachings of the Roman Catholic faith and Canon law and conduct funeral service/Mass/Liturgy of the Word in a chapel environment according to the teaching and discipline of the Roman Catholic Church;

3.1.4. Perform military graveside internment service in conjunction with the USAF Honor Guard, USAF Band, and the ANC representatives, rendering appropriate military honors;

3.1.5. Perform personalized graveside and/or chapel funeral services for deceased veterans, retirees, and spouses/dependents of military members;

3.1.6. Serve as a focal point for the Air Force for Catholic funerals before, during, and after each funeral service to include contacting the next-of-kin (NOK) at least one (1) week prior to the service in order to arrange for the religious portion of funeral service;

3.1.7. Send written correspondence, using ANC Chaplaincy stationary, to the NOK within two business days after service as part of ANC follow-up ministry;

3.1.8. Ensure religious services are conducted in coordination with the deceased and NOK’s faith and wishes;

3.1.9. Ensure visiting Catholic chaplains and clergy are sufficiently briefed, trained and prepared to conduct religious services at ANC;

3.1.10. Be familiar with and adhere to military customs and courtesies as outlined in the most recent Department of the Air Force Handbook 1 (AFH1), Chapter 8, Military Customs, Courtesies, and Protocol for Special Events and AFPAM 34-1202.

3.1.11. Present Conduct themselves, at all times, in such a manner that is conducive to a friendly and professional working environment in accordance with DoDI 1300.17, Accommodation of Religious Practices Within the Military Services.

3.1.12. The Priest should be available to attend brief, informal training on conducting Air Force funerals at ANC within the first two (2) weeks of arrival.

3.1.13. Possess basic administrative skills, including having a personal email account and be proficient in the use of Microsoft Office applications such as Word, Excel, PowerPoint, Desktop, Outlook, etc.

3.1.14. The contractor shall provide reliable contact information where he can be reached to relay funeral information. If messages by Chaplains Office personnel are left on contractor’s answering machine regarding funerals, the contractor shall be responsible for responding to Chaplains Office within two (2) hours before funeral start time to confirm funeral information

3.2. Contractor Personnel Substitutions.

3.2.1. The contractor shall arrange for and compensate a qualified, reliable substitute who complies with and meet the standards outlined in sections and sub-sections 1.0 – 3.0 of this PWS prior to any absences for services. The COR shall approve any substitute personnel.

3.2.2. Qualifications for substitutes shall be obtained from prime contractor.

3.3.3. The contractor is permitted to substitute a position a maximum of fifteen (15) units per fiscal year.

4.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

4.1. Transportation. Transportation from the ANC Administration building is provided by the Chaplains office to and from the chapel, graveside, columbarium, and/or United States Soldiers and Airmen’s Home National Cemetery only for scheduled ANC funerals.

4.2. Office space. The Government will provide suitable office space for contract performance.

4.3. Equipment and Supplies. The Government will provide necessary program specific supplies and equipment for contract performance. The Priest shall use the equipment or supplies provided by the Government only for contract performance and will exercise reasonable care in maintaining the equipment. At the end of the contract, all issued equipment or supplies shall be returned to the Government in substantially the same condition in which it was received, ordinary wear and tear excepted.

4.3.1. ANC Air Force Chaplains cards and envelopes used for written correspondence (as mentioned in paragraph 3.1.7) shall be provided by the Government (Chaplain’s office).

4.3.2. Computer Workstation. The Government will provide computer workstation within the provided office space for contractor use.

4.4. The Priest shall safeguard all Government office space, equipment and supplies provided for contract performance.

5.0 TIME, LOCATION AND FREQUENCY OF SERVICES:

5.1. Hours of Operation. The contractor shall be available to provide services Monday - Friday, except federal holidays, from 0730-1600. Federal holidays normally include:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday/Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

Other possible days off include the day following Thanksgiving Day and Christmas Eve, only if ANC is not providing funeral services those days or the Air Force is not conducting funerals.

5.2. Location of Duties. Contractor is required to perform duties at the following locations:

Arlington National Cemetery, Arlington, VA 22211 Fort Myer Old Post Chapel, Ft Myer, VA 22211 Fort Myer Memorial Chapel, Ft Myer, VA 22211 United States Soldiers and Airmen’s Home National Cemetery, Washington DC, 20005

5.3. Contact Information for Contractor Personnel. Contractor shall provide reliable contact information where he can be reached to relay funeral information. If messages by Chaplains Office personnel are left on contractor’s answering machine regarding funerals, contractor shall be responsible for responding to Chaplains Office within two (2) hours before funeral start time to confirm funeral information.

5.4. Schedule. The contractor shall be provided a schedule of funeral ceremonies via email or through ArtsVision database; however, the contractor shall be flexible, as funeral services are subject to change without notice. Lead-time for funeral notification shall be no less than twelve

(12) hours before funeral start time.

6.0 SERVICES DELIVERY SUMMARY (SDS)

6.1. Performance Assessment. The Government will assess the contractor’s performance under the resultant contract that of this PWS. The contract’s assigned COR will be responsible for monitoring contractor expenditures/payments; evaluating and documenting the contractor’s performance in accordance with the requirements of this PWS; performing surveillance of the contractor according to the Service Delivery Summary (SDS) within Section 6.0 of this PWS;

and serving as a liaison between the CO, requiring activity and the contractor in management of the resultant contract.

6.2. SDS Performance Objectives, Measures and Thresholds. The contractor service requirements are summarized into performance objectives that relate directly to significant items.

The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

PERFORMANCE OBJECTIVE

PERFORMANCE

MEASURE

(PWS Paragraph)

PERFORMANCE

THRESHOLD

Officiate all Air Force Catholic funerals conducted at Arlington National Cemetery and the United States Soldiers and Airmen’s Home National Cemetery

3.1.1, 3.2.1, 5.3., 5.4 100%

Conduct chapel funeral services according to the teaching and discipline of the Roman Catholic Church

3.1.3 100%

Perform military graveside interment service, alongside USAF Honor Guard/Band, rendering appropriate military honors

3.1.4 100%

Perform graveside/chapel service for deceased veterans/retirees/spouses/dependents 3.1.5 100%

Contact NOK at least one (1) week prior to service to arrange religious portion of funeral 3.1.6 100%

Send written correspondence to NOK within two days after service as part of follow-up ministry 3.1.7 95%

Ensure funeral services are conducted in accordance with deceased/NOK faith and wishes 3.1.8 100%

Ensure visiting Catholic chaplains and clergy are appropriately briefed, trained, prepared, and escorted as necessary

3.1.9 90%

Be familiar with and adhere to military customs and courtesies outlined in Air Force Handbook 1 (AFH1), Chapter 8 and AFPAM 34-1202.

3.1.10 100%

Conduct themselves in such a manner that is conducive to a friendly and professional working environment

3.1.11. 100%

Respond to Chaplain’s Office messages as needed at least 2 hours prior to funeral start time to confirm funeral information

3.1.14 100%

Arrange for and compensate a reliable qualified substitute prior to any absences from services 3.3 100%

Limit substitutions to no more than 15 units per fiscal year 3.3.3. 100%

Be available to provide services Monday-Friday, except federal holidays (as listed in paragraph 5.1.) from 0730-1600.

5.1 100%

REFERENCES

The following Air Force Instructions, manuals, or publications can be retrieved via https://www.e-publishing.af.mil/:

AFI52-101, Chaplain Planning and Organizing

AFI90-6001, Sexual Assault Prevention and Response (SAPR) Program

AFI40-301, Family Advocacy Program

AFH1, Airman Handbook

AFPAM34-1202, Guide to Protocol

The following documents, instructions, manuals or publications can be retrieved from https://www.esd.whs.mil/

DoDI 1300.17, Accommodation of Religious Practices Within the Military Services.

DoD 8570.01-M, Information Assurance Workforce Improvement Program

DD Form 2088, Statement of Ecclesiastical Endorsement https://www.e-publishing.af.mil/ https://www.esd.whs.mil/