Catholic Music Ministries Questions - Answers.pdf

Catholic Music Ministries Questions

1. Where and how should quotes be submitted (for example, an email address or PIEE)?

The solicitations do not state a submission method.

Answer: Submit quote via email.

2. For the Catholic requirement: may one individual perform both the director and accompanist duties within the single 316-hour CLIN, or are separate individuals required?

Answer: Yes. The PWS requires the functional capabilities of a Music Director and a Musician/Accompanist. A single, qualified individual may perform both functions (as a "playing director"), provided they meet all qualifications and technical evaluation criteria for both roles, including the mandatory piano and sight-reading proficiency.

3. The PWS requires one Music Director and one Musician/Accompanist for the Catholic Masses. May one qualified individual perform both functions, provided that individual meets all applicable qualifications and can perform all required services?

Answer: Yes. The PWS requires the functional capabilities of a Music Director and a Musician/Accompanist. A single, qualified individual may perform both functions (as a "playing director"), provided they meet all qualifications and technical evaluation criteria for both roles, including the mandatory piano and sight-reading proficiency.

4. If an offeror proposes separate individuals for the Music Director and Musician/Accompanist functions, please clarify whether the in-person audition is required for the Music Director, the Musician/Accompanist, or both individuals.

Answer: Audition attendance is required only for personnel who will be performing instrumentally.

• If proposing separate individuals: Only the Musician/Accompanist must attend to demonstrate piano and sight-reading proficiency. The Music Director is not required to attend unless they will also be performing instrumentally.

• If proposing a single "dual-hatted" individual: That single individual must attend to demonstrate their capability to perform both functions.

5. The Catholic solicitations list the same five audition selections, including “Almost Home,” “Christ the Lord is Risen Today,” “O How I Love Jesus,” and “On Eagle's Wing.” Please confirm that the listed audition selections and corresponding attachments are correct for both requirements.

Answer: The government recognizes that the listed audition selections (such as "Almost Home" and "On Eagle's Wings") are standard selections attached to the concurrent Protestant solicitation.

To keep the process streamlined and avoid administrative delays: The existing selections and attachments are acceptable to use for the audition as a baseline test of the musician’s technical sight-reading, tempo, and instrumental proficiency.

6. Incumbent Personnel: Is there currently an incumbent contractor or musician performing the Catholic a music ministry services? If so, is the Government permitted to provide the incumbent's contact information, or otherwise forward [Interested Vender's] contact information to the incumbent for possible continuity of services?

Anwser: Holmes Steffi M, Contract Number (previously combined): FA449721P0020, Contract Value $308,024.00

7. Seeking clarification regarding total allocated hours for the period of performance.

Section 3.1 of the PWS breaks down the number of hours allocated annually, with a maximum of 316. These calculations are based upon the actual time required for one person, while sections 1,4, and 6 of the PWS all suggest a requirement for two distinct persons. Neither the PWS nor the solicitation provide a definition of one "hour" as a billable unit, and so there is room for confusion about how an hourly rate should be computed for the price sheet. How is the contractor intended to use this information to plan and budget for actual personnel required and structure the pricing sheet to meet the requirements (as addressed in previous question)?

Answer: The 316 annual hours represent the maximum number of billable service hours for the entire contract, not per person. One billable "hour" from the CLIN covers the complete delivery of service for that hour, regardless of whether one "dual-hatted" individual or two separate individuals are present.

Offerors must propose a single, fully burdened composite hourly rate for the 316-hour CLIN. This rate must incorporate all costs—including the wages for the Director and Accompanist, prime contractor administrative overhead, taxes, and profit—into a single unit price. Do not alter the 316-hour quantity on the price sheet.

8. Seeking clarification regarding the required personnel. Section 1 of the PWS states: "The contractor is responsible to provide one music director and one music accompanist for one two Catholic Mass." Given the number of hours allocated, there is a uncertainty whether or not two different people are expected to fill each role. Does this requirement mean that two distinct individuals must be present for all rehearsals, services, meetings, and any event involving billable hours? If so, is the attendance of only the music director expected in certain situations, for example, at meetings?

Answer: The PWS requires the delivery of two functions, which can be met by one or two people. Attendance requirements vary by event:

• Masses, Rehearsals, and Special Services: Both functions (direction and accompaniment) must be delivered. This requires either two separate individuals or one "dual-hatted" individual to be present.

• Administrative/Quarterly Meetings: Only the Music Director (acting as the contractor's on-site lead) is required to attend. The Musician/Accompanist does not need to attend routine administrative meetings.

9. The required hours assume 52 weeks per annum, however, periods of performance from Nov 1 - Oct 31 do not always encompass exactly 52 Sundays. In fact, the period of performance from Nov 1 2026 - Oct 31 2027 includes 53 Sundays since both the start date and end dates are Sundays. Are regular duties anticipated for the final Sunday in that PoP, and will the contract be funded sufficiently?

Answer: Yes, regular duties are anticipated for all scheduled Sundays within the Period of Performance, including a 53rd Sunday. The contract is sufficiently funded to cover this.

The 4.5 service hours for the extra Sunday will be drawn from the 78-hour pool allocated in PWS Section 3.1 for special services, ensuring the total remains within the 316-hour annual ceiling.

10. On page 21 of 24, Subfactor 2 asks for a cover page to include "a capability statement illustrating how you work well with others and solve conflict, disagreement or misunderstanding with someone in accordance with paragraph 5.6 and 5.7 of the PWS."

However, 5.7 of the PWS states: "Dress in a professional and appropriate manner for events while providing services." Based on language found in past versions of this PWS, we believe the intent was to reference paragraph 5.3: " Work in close coordination with the lead Catholic Priest over the Mass services, acknowledging that the Wing Chaplain maintains ultimate oversight and direction of all Chapel programs and services. "On which paragraphs of the PWS should the contractor's proposal focus?

Answer: The government appreciates the offeror's diligence in identifying this typographical error.

Offerors are required to submit the capability statement illustrating how they work well with others, manage disagreements, and coordinate operations. This statement must focus on and align with the operational intents of:

• PWS Paragraph 5.3: Working in close coordination with the Wing Chaplain or designee

(acknowledging ultimate chapel program oversight).

• PWS Paragraph 5.6: Maintaining a professional rapport, working constructively, and resolving all operational conflicts.

PWS Paragraph 5.7 remains applicable solely to professional attire and dress code requirements during the performance of duties, and does not need to be addressed in your conflict resolution capability statement.

11. Is there a contractor currently providing Catholic music ministry services at Dover AFB?

If so, please provide the current contract number, awardee, and contract value. If the current contract covers both Catholic and Protestant services, is a breakdown of the Catholic portion of the work and pricing available?

Answer: Holmes Steffi M, Contract Number (previously combined): FA449721P0020, Contract Value $308,024.00

12. The solicitation lists 316 hours per year under one CLIN, while the PWS requires both a music director and an accompanist. Is each individual expected to perform 316 hours per year, for a total of 632 labor hours, or are the 316 hours combined across both individuals? Should the hourly CLIN price cover both individuals?

Answer: The 316 annual hours represent the maximum number of billable service hours for the entire contract, not per person. One billable "hour" from the CLIN covers the complete delivery of service for that hour, regardless of whether one "dual-hatted" individual or two separate individuals are present.

Offerors must propose a single, fully burdened composite hourly rate for the 316-hour CLIN. This rate must incorporate all costs—including the wages for the Director and Accompanist, prime contractor administrative overhead, taxes, and profit—into a single unit price. Do not alter the 316-hour quantity on the price sheet.

13. PWS paragraph 3.1 states that the weekly rehearsal, two Masses, setup, teardown, and meeting total 4.5 hours per week. Could you provide a breakdown of the 4.5 hours, including how setup and teardown for each Mass are counted?

Answer: Based on Section 3.1 of the PWS, the 4.5 weekly hours are broken down as follows:

• Rehearsal: 1.0 hour

• Mass #1: 1.0 hour

• Mass #2: 1.0 hour

• Setup/Teardown: 1.0 hour (30 minutes for setup, 30 minutes for teardown)

• Weekly Meeting: 0.5 hours

• Total: 4.5 hours

14. The attached wage determination does not appear to include a classification for a music director or accompanist. Which classification should offerors use for each role, or should a conformance be requested?

Answer: It is the offeror's responsibility to map their proposed labor to the attached Wage Determination (WD). If the roles of "Music Director" or "Musician" are not explicitly listed, offerors should identify the closest "best fit" classification. If no reasonable fit exists, the offeror should anticipate submitting a formal Conformance Request (SF 1444) through the Contracting Officer no later than 30 calendar days after contract start.

15. Are both the proposed music director and accompanist required to participate in the in-person audition on October 13–14? How and when will audition time slots be assigned?

Answer: Audition attendance is required only for personnel who will be performing instrumentally.

• If proposing separate individuals: Only the Musician/Accompanist must attend to demonstrate piano and sight-reading proficiency. The Music Director is not required to attend unless they will also be performing instrumentally.

• If proposing a single "dual-hatted" individual: That single individual must attend to demonstrate their capability to perform both functions.

• Scheduling: After written proposals are evaluated, the Chapel staff will create the audition schedule. The Contracting Officer will then formally distribute the assigned dates, times, and base access instructions to the qualifying offerors.

16. The solicitation’s attachment list labels Attachment 1 as a Protestant music PWS, while the provided document is titled Director of Catholic Music Ministries. Please confirm that the Catholic PWS is the applicable document for this solicitation.

Answer: Recommend looking over attachment list again. Catholic Music Ministries list of attachments currently lists “Attachment 1 - Director of Catholic Music Ministries_Dover AFB_PWS.pdf”