Attachment 1_PWS Chapel Spt Services 10 OCT 2024.pdf

PERFORMANCE WORK STATEMENT

FOR

CHAPEL SUPPORT SERVICES

at

Hurlburt Field, Florida

5 February 2024 30 July 2024

REVISED: 28 August 2024 REVISED: 10 October 2024 (Amendment #0004)

1057727272C Highlight

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 MUSICIAN 10

1.5 CATHOLIC MUSICIAN 12

1.6 CHAPEL ADMINISTRATIVE ASSISTANT 13

1.7 DELIVERABLES 15

2.0 SERVICES SUMMARY 16

3.0 GOVERNMENT PROVIDED FACILITIES, EQUIPMENT, AND SERVICES 19

4.0 GENERAL INFORMATION 20

APPENDIX 1 – DEFINITIONS 33

APPENDIX 2- ACRONYMS 35

APPENDIX 3 – Regulations, Directives, and Instructions 36

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 Musician, Catholic Musician, and Chapel Administrative Assistant.

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 Musician, Catholic Musician, and Chapel Administrative Assistant.

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 at all times 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. Accomplish the terms of the contract in compliance with the mission requirements and standards set forth and defined by the Department of the Air Force and the Air Force Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for immediate termination of the current individual hired into the position, without additional costs to the Government.

1.1.3.4. Be the point of contact between the Contractor employees and the Hurlburt Field Chapel’s Contracting Officer Representative (COR).

1.1.3.5. Conduct initial training for all new contract personnel, ensuring that all contract personnel are abiding by protocols set forth by the Government and Hurlburt Field Chapel guidelines.

1.1.3.6. 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.

1.1.3.7. Working in conjunction with the Chapel staff, the Contractor shall be accountable for ensuring that all resources required for each position are available for their Contractors.

1.1.3.8. Coordinate with the Wing Chaplain or designated representative to approve resumes and 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.

1.1.3.9. 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.

1.1.3.10. 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.

1.1.3.11. 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.

1.1.3.12. The Contractor shall ensure each position is accomplished within the terms of the contract and in compliance with the mission requirements and standards set forth and defined by the Department of the Air Force and the Air Force Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for immediate termination of the current individual hired into the position, without additional costs to the Government.

1.1.3.13. 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.

1.1.3.14. 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 Hurlburt Field, Florida. The duties and services of the Protestant Religious Education Coordinator include but are not limited to the following sections.

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 policy and procedures.

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. 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 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 policy and procedures, work 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 and other local Chapel Operating Instructions.

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 Protestant Parish Bible Studies and VBS, 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. The contractor shall fulfill duties at Hurlburt Field during scheduled weekly hours. The contractor shall perform up to 25 hours per week. Schedule changes must be coordinated with the COR and Deputy Wing Chaplain.

1.3.0. CATHOLIC RELIGIOUS EDUCATION COORDINATOR

1.3.1. Description of Responsibilities. The Catholic Religious Education Coordinator works in conjunction with the Catholic Chaplain 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 Hurlburt Field, Florida. The duties and services of the Catholic Religious Education Coordinator include but are not limited to the following sections.

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 end 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 Chaplains requirements to meet the needs of Chapel parishioners and customers. This must be done in accordance with local policy and procedures.

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 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 Chaplains 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 Chaplains. 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 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.

1.3.2.5.5. In accordance with local policy and procedures, work with the Catholic Chaplains to 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 and other local Chapel Operating Instructions.

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 Chaplain 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 Chaplain 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 Chaplain 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 Chaplains’ 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 Chaplain, 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 Chaplain, 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 Chaplain.

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. The contractor shall fulfill duties at Hurlburt Field during the scheduled Catholic religious education hours and in accordance with this PWS. The contractor shall perform up to 25 hours per week. Scheduled changes shall be worked in conjunction with the Catholic Chaplain; and the Catholic Community must be informed of the new hours of operations.

1.4.0. PROTESTANT MUSICIAN

1.4.1. Description of Responsibilities. The Protestant Musician works in conjunction 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 Hurlburt Field, Florida. The contractor shall arrange music, rehearse, direct, and lead the music portion of worship services.

Recruit, train and rehearse members of the: Traditional Choir, Gospel Choir, Youth Choir, and/or Praise Band. The duties and services of the Protestant Musician include, but are not limited to the following sections:

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

1.4.2.1. Accomplish the terms of the contract in compliance with the mission requirements and standards set forth and defined by the Department of the Air Force and the Air Force Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for immediate termination of the current individual hired into the position, without additional costs to the Government.

1.4.2.2. The contractor shall possess a minimum of one (1) year experience playing an instrument in a Protestant worship team, sing, and be able to sight-read music. 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 particular congregation. The contractor shall teach new music to the Protestant Traditional Choir and the Protestant Contemporary Music Team.

1.4.2.2.1. 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.

1.4.2.3. 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.

1.4.2.3.1. 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.

1.4.2.3.2. 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.

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

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

1.4.2.5. 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

1.4.2.6. 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.

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

1.4.2.8. In accordance with local policy and procedures, work with the Parish Coordinator to 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 care and use of the Chapel musical instruments and equipment during the execution of their contract. Care of the Chapel musical instruments does not include maintenance or repairs ordinarily provided by a non-musician. The contractor shall notify their service Chaplain of needed maintenance and/or repairs. Receive training and become proficient with Hurlburt 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 Hurlburt Field during the scheduled Sunday Protestant services (1100 – Contemporary), Special Services, and all rehearsals coinciding with services provided. The contractor shall perform up to 316.25 units (hours) per year; a unit equals one rehearsal or one service. Schedule changes must be worked in conjunction with the Contracting Officer Representative (COR) and Protestant Chaplain. See Figure 1 below.

*Figure 1 (Updated through Amendment #0004) Description Duration (hours) Frequency Total

(hours) Protestant Musician Services 2.5

*Includes 2 hour service + 30 mins prior-to-service arrival

52 130

Protestant Musician Rehearsals

1.25 *Includes 1 hour rehearsal + 15 mins prior-to-rehearsal arrival

104 130

Protestant Musician Special Services

2.5 *Includes 2 hour service + 30 mins prior-to-service arrival

15 37.5

Protestant Musician Special Rehearsals

1.25 *Includes 1 hour rehearsal + 15 mins prior-to-rehearsal arrival

15 18.75

Total Hours: _ _ 316.25

1.5.0. CATHOLIC MUSICIAN

1.5.1. Description of Responsibilities. The Catholic musician works in conjunction with the Catholic Chaplain and shall be responsible for playing piano for Sunday Mass and any other liturgical services, as listed in Section 1.5.2.6. The contractor shall arrange music, rehearse, direct and lead the music portion of worship services. Recruit, train and rehearse members of the Catholic Choir. The duties and services of the Catholic musician include, but are not limited to the following section:

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

1.5.2.1. The contractor shall possess a minimum of one (1) year experience 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 Chaplain 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 Chaplain 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 policy and procedures, all support requirements for the program with the Catholic Chaplain 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 policy and procedures, work with the Community Coordinator to complete Chapel Tithes and Offerings Fund (CTOF) and Appropriated Funds (APF) documents 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 care and use of the Chapel musical instruments and equipment during the execution of their contract. Care of the Chapel musical instruments does not include maintenance or repairs ordinarily provided by a non-musician. Shall notify their service Chaplain of needed maintenance and/or repairs.

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 Hurlburt Field during the scheduled Catholic Sunday Masses, Catholic Holy Days of Obligation, Special Masses, and all rehearsals coinciding with services provided. The contractor shall perform up to 450 units (hours) per year; a unit equals one rehearsal or one service. Schedule changes must be worked in conjunction with the COR and Catholic Chaplain. See Figure 2 below.

*Figure 2 (Updated through Amendment #0004) Description Duration (hours) Frequency Total

(hours) Catholic Musician Services 2.5

*Includes 2 hour service + 30 mins prior-to-service arrival

104 260

Catholic Musician Rehearsals 1.25 *Includes 1 hour rehearsal + 15 mins prior-to-rehearsal arrival

77 96.25

Catholic Musician Special Services

2.5 *Includes 2 hour service + 30 mins prior-to-service arrival

25 62.5

Catholic Musician Special Rehearsals

1.25 *Includes 1 hour rehearsal + 15 mins prior-to-rehearsal arrival

25 31.25

Total Hours: _ _ 450

1.6.0. CHAPEL ADMINISTRATIVE ASSISTANT

1.6.1. Description of Responsibilities. The Chapel Administrative Assistant provides administrative support such as technical writing, proofreading, technical editing of word processing and other computer-based documents, integration of various sources into a cohesive product which may be delivered as computer-based media, preparation of graphical and narrative presentation material. Assists in the preparation of management plans and reports. Coordinates schedules to facilitate completion of proposals, contract deliverables, task order review, briefings/presentations. Performs analysis, development and review of program or functional areas, as required.

1.6.2. Minimum Program Requirements, Tasks and Responsibilities. The Chapel Administrative Assistant contractor shall:

1.6.2.1. Provide all necessary services to complete tasks specified in support of the Base Chapel. The Chapel Administrative Assistant shall perform additional administrative, planning and coordinating tasks not specified below in support of programs as directed by the Wing Chaplain.

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

1.6.2.2. Schedule regular office hours that shall be performed at the Base Chapel facility and other places designated as coordinated by the Wing Chaplain or his designated representative.

1.6.2.3. Manage and organize resources needed to efficiently and effectively meet the objectives of each task, as well as explore new approaches as applicable within the performance of these tasks.

1.6.2.4. Serve as liaison between the Wing Chaplain, other chaplains, religious affairs airmen, Contractors, and Team Hurlburt senior leadership to include, but not limited to the 1 SOW/CC and his/her administrative assistant.

1.6.2.5. Create/submit memorandums for records and take minutes at weekly HC staff meetings as requested.

1.6.2.6. Serve as the primary social media manager for all pages associated with the Hurlburt Field Chapel, as needed.

1.6.2.7. Serve as the primary facility scheduler, interacting with internal and external customers to reserve Chapel facilities and ensuring facility is ready for customer use (to include validating yearly requirements for recurring parish programs).

1.6.2.8. Continually update, edit, and send the following: Recall/staff rosters, funeral rosters, projected leave/TDY calendars, and all requests for invocations, staff meeting slides, and wing suspense listings to all HC/Wing staff, and appointment letters.

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

1.6.2.10. The contractor shall fulfill duties at Hurlburt Field during scheduled weekly hours. The contractor shall perform up to 40 hours per week, Monday – Friday.

Schedule changes must be worked in conjunction with the Contracting Officer Representative and Wing Chaplain.

1.6.2.11. Deliverables must meet professional standards and meet the requirements set forth in contract documentation. The contractor will be responsible for delivering all end items specified. The following items are deliverables that fall within the scope of the tasks and all other stated deliverables (see section 1.1.2 –Scope of Work).

(list all deliverables in the table below)

TITLE DATE of 1st Submission As of Date

Date of Subsequent Submission

DIST Copi es

PWS

Paragraphs

Funds Management

Annual Budget Report

1st Aug after award

1 Aug of each year

Annually

NCOIC of Resource

Management

- CTOF

Account Manager

1 EA

1.2.4.3., 1.3.2.5.

1.7.1 Reports. The contractor shall provide, at a minimum, two (2) types of reports: progress reports and trip summary reports as necessary to the COR or Alt COR.

1.7.2. Delivery Instructions. Deliverables will be submitted soft copy and will be compatible with AF-standard desktop applications.

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).

After Action Reports

As Required As Required

Calendar days after the event

Wing Chaplain

1 EA

1.2.4.2., 1.2.4.6., 1.3.2.4., 1.3.2.9.

Monthly Report 1st Month after award 3rd day of each month

Monthly

Chapel Superintendent

– Deputy Wing

Chaplain

1EA

1.2.4.8.1., 1.3.2.13

Safety Report As Required

NLT 23

hours after the incident

As Required

Deputy Wing Chaplain -

Wing Chaplain

1 EA 4.1.12

Quality Control Plan

10 Days after contract award

When Changes are required

Contracting Officer

1 EA 2.8.1,

4.2.3.1, 4.2.3.4

CMRA Fiscal Year 31 Oct Annually Web site 1 EA 4.3.5

Contractor Employee List

3 days prior to performance 4.3.4.

Invoicing 10 days after performance Monthly WAWF 1 EA 1.1.3.14

2.3. Service Summary Table

SDS # Performance Objective PWS Para #

Performance Threshold (to receive Satisfactory Rating)

SDS 1 Contractor performance met specifications of the contract and PWS.

1.2, 1.3, 1.5, 1.6, 1.7

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

SDS 2

Protestant RE Coordinator ensured RE curriculum was up to date and was implemented in accordance with the Wing Chaplain’s vision.

1.2.2.9 90% of time.

SDS 3

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

2.2.11, 2.2.12

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

SDS 4

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

Chaplain’s vision.

1.3.2.3, 100% of time.

SDS 5

Chapel Administrative Assistant provided on-site management, phone coverage and organized resources to meet service objectives.

1.7.2.3, 1.7.2.7, 1.7.2.8 1.7.2.9

90% of time updated, edited and submitted Recall/Staff rosters, funeral rosters, projected leave/TDY calendars, and all requests for invocations, OPR/EPR listings, wing suspense listings, and facility schedules to all HC/Wing staff.

SDS 6 Deliverables 1.8

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

SDS 7 The contractor complied with all security requirements 4.2.2

100% of employee clearances are submitted to COR and CO prior to 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. Multifunction Team (MFT). The contractor’s manager with the CO, Contract Administrator (CA), COR, and other government personnel shall meet on a regular basis. The MFT will establish how often meetings are needed based on contract complexity. 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 clauses FAR 52.246-4 thru FAR 52.246-5, entitled, “Inspection of Services (Fixed Price and Cost-Reimbursement),” or FAR 52.212-4(a) Commercial Terms and Conditions Inspection/Acceptance, 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 work space, 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 Hurlburt Field. Ambulance transport responds from the Hurlburt Field 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…