20190530_Fairchild_Roman_Catholic_Priest_PWS_DRAFT.docx

PERFORMANCE WORK STATEMENT

ROMAN CATHOLIC PRIEST

FAIRCHILD AFB WASHINGTON

12 Mar 2019

RFQ: [RFQ #]

Contract: [CONTRACT #] Roman Catholic Priest Services

RFQ: [RFQ #]

Contract: [CONTRACT #] Contract Title: Auxiliary Roman Catholic Priest Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: There are several contract requirements discussed (such as DD 2088 for eligibility) which CONS intends to put in the bid package rather than in the verbiage of the PWS. Possible consideration for future template for next bases might be an additional page listing items required in a bid package if not included in the PWS narrative. That would ensure that the requirement was captured by contracting officers and chapel staffs, but not require it to be in the PWS specifically. In this case I am only thinking in terms of the CONS SME’s advice to include it in the bid package rather than the PWS.

Overall the intent at Fairchild is to have the right model that adheres to policies, makes sense to HAF/HC, matches local context, and ensures the best possible mix of support for Airmen and families. I am thankful for the collaboration, review, input, guidance, and support of both HAF/HC and AMC/HC in this process. Comment by CREAMER, JOHN H GS-14 USAF HAF AF/HCP: Highlight is a great recommendation.

TABLE OF CONTENTS

1. Purpose

2. Scope

3. Description of Services

4. Description of Specific Services

5. General Requirements

6. Service Delivery Summary

7. Appendices and Exhibits

FOR OFFICIAL USE ONLY

1. PURPOSE

1.1. The purpose of this contract is to provide non-personal, Roman Catholic Priest services for FAIRCHILD AFB.

2. SCOPE

2.1. The contractor shall provide religious and spiritual leadership to meet the needs of Catholic military personnel, their family members and other authorized personnel assigned to FAIRCHILD AFB , will support individual rights under the First Amendment to the US Constitution and provide an opportunity for the free exercise of their religious beliefs as outlined in Appendix A within the FAIRCHILD AFB area of responsibility which includes USAF Survival School Headquarters Building.

2.2. The contractor shall provide the religious support services outlined in Appendix A within the FAIRCHILD AFB area of responsibility solely for active duty service members, their family members and other authorized personnel of the Catholic faith. The contractor will provide necessary services outlined in this performance work statement (PWS). A monthly schedule shall be provided to the contractor by the contracting officer’s representative (COR) on a quarterly basis.

3. DESCRIPTION OF SERVICES

3.1. The contractor shall provide services for the FAIRCHILD AFB Installation Ministries Roman Catholic support requirements. The contractor shall coordinate efforts with Chaplain Corps personnel and work in a multi-denominational and pluralistic religious environment to include, but not limited to, Catholic, Protestant, Jewish, Orthodox, and Islamic faiths. The contractor shall provide all services in accordance with (IAW) the Roman Catholic Archdiocese for the Military Services (AMS) faith requirements. The initial period of performance for this task will be a 12 month base year that follows contract award. After the base year, there will be a total of four (4) four (4) option years. Comment by John: Inconsistent with para 2.d. in approval request: first partial year then first full year. Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: Adjusted to initial 1-year period with CONS; for planning and prep purposes CONS currently recommends a 1 Jun start date.

sSuccessive option years may be exercised at the unilateral discretion of the Government on an annual basis. The total length of this contract, including all option years, is 5 years5 years. Comment by CREAMER, JOHN H GS-14 USAF HAF AF/HCP: Why do you want to shorten the entire contract? It is usually cheaper to have the maximum number of option years. It is also attracts bidders who prefer stability. Either party can opt out at the end of each option year, so why not? Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: Thank you Mr Creamer. There are two reasons; though it is flexible of course. 1) AFPC initially indicated in fall 18 that there was a possibility of an AD priest assignment in a couple/few years. 2) Considering #1 this accounts for budget planning as well as the threshold for additional coordination requirements.

3.1.1. Dress and appearance standards are business casual or appropriate religious garments, anything outside of that shall be approved by the COR.

3.2. DAILY SCHEDULE. The normal hours of operation for the chapel are 0730 to 1630, Monday through Friday, except for when the contractor is required to provide religious services that fall outside of the normal duty day or week. The contract is for a 2035-hour work week per the attached monthly schedule. The Contractor may be required to work after normal duty hours, weekends, or holidays to complete all religious support services for FAIRCHILD AFB. The contractor shall notify the COR of any work performed after duty hours, on weekends or holidays. Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: Updated from 30 to 35 following coordination with AMC on 29 May Comment by CREAMER, JOHN H GS-14 USAF HAF AF/HCP: I still think 20-hr. work week is cutting it close. Remember, the GS position was not allowed to do unit engagement or leadership advisement either – and it was still 40 hours/wk. Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: The actual sectarian workload that is right for this base is the driver; other considerations are ancillary. Considering that in light of the earlier comments and data above. The emailed estimate of 16% of the base as Catholic resulting in about 1160 service-members and their families is thoughtful to take into consideration. Based on housing units, and dorm rooms around 1600 people live on base. However, many of those who live off base live in areas somewhat removed from the base requiring a commute. Many Airmen and families (both on and off base) worship off base perhaps for for convenience, local community integration, or a break from their duty environment. Of 1600 estimated Catholics, some don’t practice, while others live off base and attend local parishes. The worshipping population for both Catholic and Protestant services is not particularly large, and the Catholic worship statistics are made up in part by significant non-Title-10 presence. The contract hours is adjusted from 20 hours to 25 in this draft per your recommendation to increase the hours. Table A.3 now averages out to 22.8 hours per week. Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: Removed “per attached calendar” which we had removed as an attachment; however we had not adjusted the language here. The recommend removal is based on the flexibility to adjust the schedule, different number of weekends in a month, unique holy days, whether or not SERE has students planning to attend an on-site mass, daily-mass frequency needs locally, etc. Tables A-1, A-2, and A-3 indicated required activities which a calendar would duplicate. If we need to include a “sample” calendar we will certainly do that.

There are a number of reasons to consider a 20-hour per week model.

The size of the base, in local estimation, doesn’t require 40-hours of specific sectarian ministry.

The GS-priest showed band-width for non-sectarian efforts had non-sectarian ministry been an approved duty-responsibility for civil-service.

In answer to the email question about a GS priest’s 40 hour week for sectarian ministry, one can always expand duty into allotted time primarily by doing more than what may be typical at a same-sized base with AD or part-time contract models. Furthermore, some support can blend into direct support of retired participants when Title-10 sectarian support is completed. Both of these reasons reflect a priest’s intention to be faithful to working 40 hours in sectarian ministry. This, together with the previous bullet may be considered when determining the amount of time estimated as right for a contract.

Active duty priests cover the entire scope of chaplain responsibilities. An estimate of 20-hours given to sectarian ministry came from a recent inquiry with a Chaplain priest.

While the scope and requirements/obligations of religious traditions is not the same (and is noted), the combined total time given by chaplains to Protestant ministry is much less.

The early consultation with local retired priests demonstrated a smaller contract would be better here.

Manpower advises that a larger contract could result in the decrease of an AD position. This, I suspect (though am not certain), effects overall manpower authorizations for HC AF-wide. Loss of an authorized position returns us to the limitations inherent in having a GS-clergy position limited to sectarian ministry and a 40-hour duty week.

Archbishop Broglio and I discussed coverage in general terms during his visit as a matter of informal conversation. He mentioned 20-hours as a minimum that AMS would accept, but that it could be anything between 20-40 hours. He did not, in our brief visit, note anything more specific nor share a concern about a 20-hour model.

If there is a reason to change the hours considering the details above I/we always intend to align with strategic guidance and coordinate both functionally and in the line chain.

3.2.1. Contractor shall submit clear and legible after action reports for emergency ministry requirements within 72 hours.

3.2.2. Contractor shall complete the monthly access user file for Air Force Chaplain Corps Activity Reporting System (AFCCARS) by the end of the third day after the services have been provided. Alternately, the contractor can provide AFCCARS data to the COR for inclusion in AFCCARS. The file shall be forwarded to the base recorder by the COR. If unable to use the provided monthly Microsoft Access file, then a like report shall be provided by the contractor to the COR. The AFCCARS file should include daily entries or at the least data entries within three days of performed services.

3.3. MONTHLY SCHEDULE. The COR shall provide the contractor a monthly written schedule that shows the areas being serviced for that month. This schedule shall be given to the contractor at least fifteen (15) calendar days prior to the month the schedule is to begin. When an unforeseen facility closure, inclement weather, or other event is found to be an acceptable delay by the COR, which precludes completion of services on a regularly scheduled work day, the contractor shall reschedule the work (if required) to be performed and notify the COR of the new time.

3.4. PERIODIC PROGRESS MEETINGS. Quarterly meetings shall be established after contract award. The COR and the contractor shall periodically meet to discuss the contractor’s performance. At a minimum, the following issues shall be discussed:

opportunities to improve the contract deliverables; any modifications required to the contract; unsatisfactory inspections and trends regarding each performance objective observed;

positive performance and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The COR shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be recorded in writing, signed by the contracting officer (CO) and any others as deemed appropriate, and distributed to the COR, other applicable Government personnel and the contractor. Should the contractor not concur with the minutes, the contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution within five business days.

3.5. INSPECTION AND ACCEPTANCE. Services performed under this contract are subject to inspection by the COR at the completion of each task. Inspection of the performance of this contract will be conducted by use of a checklist utilizing random sampling, and/or customer feedback. The contractor shall promptly correct unsatisfactory service at no additional expense to the Government. The individual having responsibility for inspection and acceptance is the FAIRCHILD AFB COR. The COR will have the right to reject performance or require correction of any deficiencies found in deliverables. In the event of rejection of any deliverable, the contractor will be notified in writing, using the corrective action report (CAR) at appendix D by the COR of the specific reasons why the deliverable was rejected. The contractor shall have 30 calendar days to correct the rejected deliverable and resubmit to the COR for re-inspection. If no comments are provided within 30 calendar days of deliverable receipt, the deliverable will be deemed to have been accepted by the Government.

4. DESCRIPTION OF SPECIFIC SERVICES

4.1. EDUCATION AND EXPERIENCE

4.1.1. CONTRACTOR’S QUALIFICATION REQUIREMENTS

4.1.1.1. Contractor shall provide a Roman Catholic Priest in good standing with his home diocese and the Archdiocese for the Military Services (AMS) and a completed DD Form 2088 with faculties for each Catholic Priest performing services. Faculties must be provided for sub-contracted clergy. Final approval and award of this contract is contingent on endorsement of contractor and any subcontractors by AMS and receipt of the aforementioned documents. Comment by John: Each individual bidding for the contract needs to submit a AMS approved 2088 with the bid. This must be part of the proposal, not as stated in the approval request, para. 2.a. “Successful applicant will be required to request this from AMS.” Comment by CAMPBELL, EDWARD C GS-12 USAF AMC 92 CONS/PKA: Mr. Creamer, recommend deletion; we will include the requirement to have a completed/approved DD 2088 in the solicitation documents Comment by CREAMER, JOHN H GS-14 USAF HAF AF/HCP: Fine. One contracting office signed a contract without the AMS approved 2088 and had to rescind it, as it was not forthcoming. Way too much drama….

4.1.1.2. Roman Catholic clergy who are contractors are not chaplains and will not use the duty title of “chaplain.” The contractor shall not use the duty title of chaplain while performing services, to include but not limited to printed documents and electronic communications.

4.1.1.3. The contractor must meet the same educational requirements outlined in DoDI 1304.28, Guidance for the Appointment of Chaplains for the Military Departments AFI 52-102 v.1, Chaplain Professional Development and provide a valid DD Form 2088, Statement of Ecclesiastical Endorsement from AMS in his proposal. The proposal must also include a resume which lists the contractor’s professional experience (including a minimum of three years of pastoral experience after ordination) and the contractor’s major accomplishments. Comment by CAMPBELL, EDWARD C GS-12 USAF AMC 92 CONS/PKA: Mr. Creamer, the requirement for a resume will be included in the contract solicitation as a document the prospective priests must provide. Comment by CREAMER, JOHN H GS-14 USAF HAF AF/HCP: Excellent.

4.1.1.4. Ability to administer both the documentation of services performed and the timely rendering of payment for services (if used) is required.

4.1.1.5. English is the operational language of the Air Force. The contractor shall be able to read, write, speak and understand English fluently. English shall be the only language used with regard to this contract for written correspondence, discussions and other business transactions. Other languages may be used for pastoral support when most relevant to parishioners receiving individual pastoral care. Use of other languages shall not be to the disadvantage of the English speaking community. Comment by John: While this can be advantageous, for example if the contractor is Hispanic and is counseling an Hispanic airman or family, it cannot be to the disadvantage of English-speaking members of the community, e.g. speaking Spanish during a service which is attended by both Spanish and English-speaking individuals. Hence, it is advisable to remove this from the PWS, if a statement similar to this effect is not included. Comment by CAMPBELL, EDWARD C GS-12 USAF AMC 92 CONS/PKA: Mr. Creamer, I believe we have answered your concerns for this para. Comment by CREAMER, JOHN H GS-14 USAF HAF AF/HCP: Yes

4.1.1.6. In accordance with DODI 1402.5 E3.2.c., each individual working with children under the age of 18 in conjunction with this contract shall successfully complete a federally mandated criminal history background check (conducted by the Base Chapel) which shall include a National Agency Check with Inquiries (NACI) and if the individual has a prior DoD affiliation within the last two years an Installation Records Check (IRC). The IRC includes a law enforcement check, drug and alcohol record check, and a check of the family advocacy program (FAP) for a minimum of 2 years before the date of application. The results of an FBI advanced fingerprint check must be obtained prior to a person’s employment under Line of Site Supervision (LOSS). Additionally, in accordance with DODI 1402.5 E4.f all individuals working under LOSS must wear a badge that clearly identifies him as not being authorized to be alone with children. Additionally, posters or other printed information must be readily visible informing children’s guardians of what the conspicuous identification means. Failure to satisfactorily complete, maintain and present compliance of the criminal history background check requirements listed above shall result in termination of the contract.

4.1.1.7. ANNUAL RESPONSIBILITIES TO MAINTAIN CURRENCY REQUIRED FOR CONTRACT

4.1.1.7.1. Contractor will maintain dialogue with his Ordinary or Religious Superior and provide copies of his quarterly reports to AMS.

4.1.1.7.2. Annual training shall be completed by the contractor every 12 months, training shall be provided by the chapel staff and shall cover, but is not limited to: Comment by John: Necessary if add’l requirements are later added, so the PWS (hence the contract itself) does not have to be modified. Comment by CAMPBELL, EDWARD C GS-12 USAF AMC 92 CONS/PKA: Agreed.

e. Information assurance training IAW DoD 8570.01-M, Information Assurance Workforce Improvement Program

4.1.1.7.3. Annual convocation required by AMS. Travel to convocation will be reimbursed on a cost basis not to exceed JTR reimbursement rates.

4.2. SPECIFIC RESPONSIBILITIES

4.2.1. CORE ELEMENTS FOR CATHOLIC PERSONNEL REQUIRED FOR A

CATHOLIC PROGRAM

4.2.1.1. Contractor personnel given permission/faculties by the Archdiocese for the Military Services (AMS) to serve Catholic personnel are to ensure implementation and support of these elements in the interest of Free Exercise of Religion.

4.2.1.1.1. Sunday, Holy Day and other Masses.

4.2.1.1.2. Comprehensive Religious Education and Sacramental preparation, with Comment by John: Time required to perform this duty is not included in the IGE for the contract and will probably increase not only the estimated cost, but also the number of hours required for the contract. Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: We have originally thought of these specific actions as part of RE oversight and guidance overall as the RE coordinator implements these programs and activities, however see that this responsibility is not included in the IGE. We will review the IGE. Comment by CREAMER, JOHN H GS-14 USAF HAF AF/HCP: Nevertheless, the contracted priest is the Catholic “Director of Religious Education” overseeing the work of the RE coordinator, the materials used, etc. This is additional time that is not considered in the 20-hr work week. Remember, it is a shame that we are decremented a workyear for a contractor, but that’s the way AF wants it. Juryrigging the system to “save” that authorization is not fair to either the contractor or the Catholic population. This is true for the subsequent comments also. Comment by BISHOP, SHAWN C Lt Col USAF AMC 92 ARW/HC: This and much of the following is accounted for in Table A3, however I’ve updated and adjust Table A3 to better account for all addressed with comment 7 throughout and update the IDE accordingly. Among several factors, the actual workload for sectarian-specific ministry is the driver.

an emphasis on character formation, individual moral development, and military family cohesion and readiness.

4.2.1.1.3. Comprehensive Sacramental Ministry. This includes the sacraments of Baptism, First Eucharist, Confirmation, Penance, Marriage, and the Sacrament of the Sick.

4.2.1.1.4. Rite of Christian Initiation for Adults (RCIA). Comment by John: Same as comment 7

4.2.1.1.5. Young Adult Ministry (Catholics Seeking Christ and other programs) Comment by John: Same as comment 7 focused on spiritual readiness for active duty (18-29 years of age).

4.2.1.1.6. Spiritual Enrichment programs (e.g. faith formation retreats, marriage retreats, etc.). Comment by John: Same as comment 7

4.2.1.1.7. Pastoral Counseling.

4.2.2. AUTHORITY AND GOVERNANCE

4.2.2.1. The contractor will have final authority over the entire Roman Catholic program on FAIRCHILD AFB. All assistants or pastoral associates must be accountable to the contractor in all Catholic matters and must report to him in the interest of the common good of the Catholic community. The contractor, although having no military authority, will nonetheless serve as the authoritative subject matter expert delegated by the AMS in all Catholic matters when he is the only priest at FAIRCHILD AFB.

4.2.2.2. Although the contractor is not the senior chaplain on FAIRCHILD AFB, he will always serve as the definitive advisor to the senior chaplain regarding the Catholic program and any contract performance issues.

4.2.2.3. Contractor shall utilize a Pastoral Council to assist him in providing for those in his care. Such councils are consultative and not deliberative. Given that the contractor is contracted to care for the active duty population and their dependents, he may restrict retiree representation on the pastoral council. Contractor will coordinate or advise the chapel staff, coordinator or key volunteer to replace Parish Council members and/or key volunteers when needed. Comment by John: Same as comment 7

4.2.3. THE BLESSED SACRAMENT

4.2.3.1. The contractor will ensure the following:

4.2.3.1.1 The Blessed Sacrament must be reserved on all installations that have Roman Catholic Priest supporting a Roman Catholic program. The Blessed Sacrament Room shall be for the exclusive use of the contractor and for the reservation of the Blessed Sacrament.

4.2.3.1.2. The Blessed Sacrament must be reserved in the Blessed Sacrament Room under the exclusive care of the contractor. This responsibility of safeguarding and care of the Sacrament must never be entrusted to any other person under any condition. The contractor will provide guidance to any Extraordinary Ministers of Holy Communion (EMHC) who are trained and appointed to assist him in this responsibility.

4.2.3.1.3. Only Catholics approved by the Archdiocese may function as Lay Leaders (LL), Catholic Representatives (CR) and Extraordinary Ministers of Holy Communion (EMHC). Additionally, the CR and LL must be active duty in the grade of E5 or higher. Authorizations are specific as to duration as well as to location. There is a mandatory training requirement for each of these three functions.

4.2.3.1.4. Priest-trainers are accountable for ongoing communication with deployed LLs/CRs. In the contractor’s absence, CRs and LLs, when authorized by the AMS, may conduct a Sunday Celebration in the Absence of a Priest and the Liturgy of the Hours. However, this will not include the reservation, transportation or distribution of Holy Communion. Communion Services performed solely by CRs or LLs are not permitted in the AMS.

4.2.4. SUNDAY, HOLY DAY AND OTHER MASSES

4.2.4.1. The contractor shall not receive any stipend for services provided in accordance with (IAW) this performance work statement (PWS).

4.2.4.2. Off-base services are not included in this contract except for emergency hospital or crisis support.

4.2.4.3. Contractor shall be at the respective places of worship and prepared for each service no later than 15 minutes prior to the designated starting time of any service, and no later than 15 minutes prior to the designated starting time of any Special Services for preparations.

4.2.4.4. The celebration of Sunday Mass is critical to the spiritual life of the community and must be available at FAIRCHILD AFB whenever possible. This celebration must conform to the General Instruction on the Roman Missal (GIRM). The location of the GIRM can be found here: http://www.usccb.org/prayer-and-worship/the-mass/general-instruction-of-the-roman-missal/).

4.2.4.5. The unnecessary multiplication of Sunday Masses will be avoided through coordination with the COR. Vigil Masses that are mere celebrations of convenience, of poor quality, or divisive of the community will be determined by the COR and addressed accordingly.

4.2.4.6. The contractor will set up for Mass or advise a coordinator or key volunteer in Mass set-up.

4.2.4.7. Mass will be completed no less than 45 minutes before the next scheduled worship service scheduled for the chapel sanctuary.

4.2.4.8. The contractor shall conduct Mass as shown in table in Appendix A.

4.2.5. SACRAMENT OF RECONCILIATION

4.2.5.1. Catholics in the military will have access to a weekly scheduled celebration of the Sacrament of Reconciliation. The scheduled times must be separated from Mass by at least 15 minutes and will be as shown in Appendix A.

4.2.6. AVAILABILITY OF THE PRIEST FOR SPIRITUAL CARE AND

FORMATION OF CHRISTIAN COMMUNITY

4.2.6.1. The principal responsibility of the contractor is to provide for the spiritual care of Catholic military personnel, their families and other authorized personnel. Such spiritual care includes the moral formation and spiritual readiness of Catholics.

4.2.6.2. Consistent with operational contingencies and mission essential requirements, the contractor must be freely available for active duty Catholics, family members and other authorized personnel seeking his counsel. Since this is a primary mission responsibility, the contractor’s access to work spaces conducive to confidential counsel or confession is a mission-essential requirement. Military personnel and their family members have a right to privileged communication. The contractor must provide spiritual counseling IAW DoD guidelines regarding privileged communication. Privileged communication is protected communication IAW Military Rule of Evidence 503 (http://www.loc.gov/rr/frd/Military_Law/pdf/MCM-2012.pdf). Under this rule, “a person has a privilege to refuse to disclose and to prevent another from disclosing a confidential communication by the person to a clergyman or to a clergyman’s assistant, if such communication is made either as a formal act of religion or as a matter of conscience.” The contractor shall complete annual training on privileged communication provided by the chapel staff within 30 days of contract award and annually thereafter.

4.2.6.3. Deacons, qualified religious and laity may be contracted to assist the contractor. The contractor will ensure that deacons have been granted faculties by the AMS.

4.2.6.4. In keeping with the essential requirements named above, the contractor must also ensure that suitable lay ministers are properly selected, trained, commissioned and certified to AMS standards, ensuring comprehensive religious education and normative liturgical celebrations.

4.2.7. CONTRACTOR’S RESPONSIBILITIES VIS-À-VIS RELIGIOUS EDUCATION COORDINATORS, AND OTHERS ASSISTING IN THE CATHOLIC PROGRAM

4.2.7.1. The contractor is the Director of Religious Education (DRE) and has the vested responsibility to provide services within his area of responsibility. Comment by John: Same as comment 7

4.2.7.2. The Coordinator of Religious Education (CRE) is that contractor who manages the day-to-day operation of the religious education program. Together with other instructors, they are one of the means by which religious education is presented. This must be done in coordination with AMS and the contractor. The services of the CRE are considered Government-furnished; under no circumstances (e.g., while the CRE contract goes unfilled) is the contractor authorized to assume CRE duties.

4.2.7.3. All final decisions for the content of Catholic religious instruction belong to the Contractor. Instructional materials used in religious education must be contained in the Conformity Listing maintained by the United States Conference of Catholic Bishops (USCCB).

4.2.7.4. The Catholic Program Coordinator (CPC) is a contractor or volunteer who administratively and logistically coordinates the functioning and activities of the program and the role and needs of the contractor. The contractor shall provide guidance to the CPC. The contractor is the subject matter expert for CPC qualifications. The contractor will provide programming guidance to the CPC. The services of the CPC are considered Government-furnished; under no circumstances (e.g., while the Coordinator contract goes unfilled) is Contractor authorized to assume any Parish Coordinator duties and may not bill the Government for them.

4.2.8. ECUMENICAL AND INTER-RELIGIOUS OPPORTUNITIES FOR

UNDERSTANDING AND UNITY

4.2.8.1. Department of Defense Instruction 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 these reasons the contractor must refrain from proselytizing (seeking to convert someone to the contractor’s faith). If asked, the contractor can respond to questions about his faith, but should not evangelize those of other faiths. The contractor should make every effort to accommodate individuals of other faiths by assisting them to contact a chaplain. The contractor may not denigrate any faith group or offer literature that denigrates other beliefs.

4.2.8.2. The contractor must be aware that he is performing the duties under this contract in a military environment. At all times the contractor should show respect to military customs and traditions. The COR is an excellent resource should questions concerning military customs or traditions arise.

5. GENERAL REQUIREMENTS

5.1. CONTROL AND REPORTING

5.1.1. Contractor shall meet with the COR to ensure understanding and control of chapel facilities, Standard Operating Procedures (SOPs), Operating Instructions (OIs) and procedures.

5.2. ADMINISTRATION

5.2.1. Contractor shall provide advertising, promotional bulletin announcements, articles, flyers and materials to the COR for approval prior to them being distributed to chapel congregations, included in chapel bulletins, published in the installation newspaper or posted on bulletin boards.

5.2.2. Provide an annual review of the program as noted in Appendix E providing a summary of activity, trends and progress during the preceding year. Include information and suggestions regarding future program direction.

5.2.3. Provide written after-action reports on all special events, retreats, emergency calls, etc. as listed in Appendix E to include suggested changes of direction, trends, and problem areas to be submitted within one week of completion of the event to the COR.

5.2.4. Provide input for youth ministry and all other program requirements in the annual ministry plan and include their projected costs.

5.2.5. Provide the COR or designated chaplain with refined and updated financial projections on a quarterly basis.

5.2.6. Provide ordering information in the authorized format for supplies and resources to support activities.

5.2.7. Att the COR’s discretion, attend chapel staff meetings and provide information for “Staff Meeting Slides” as noted in calendar in Appendix B.

5.3. VOLUNTEERS AND SUPPORT COMMITTEE

5.3.1. The contractor shall recruit, (or oversee the recruitment by a coordinator or volunteer), volunteers from the chapel services to assist in the conduct of the program. A volunteer roster to include name, address, phone number, military affiliation, and role must be maintained and updated and provided to the FAIRCHILD AFB COR. All personal identifying information shall be controlled IAW Privacy Act It is the contractor’s responsibility to ensure that the moral character of volunteers recruited to assist in youth activities will be commensurate with their responsibilities to provide values-based leadership consistent with religious teaching within the chapel programs. Selection of volunteers will be IAW applicable installation regulations and contractor must protect personal information of volunteers. Comment by John: A statement addressing the safekeeping of PII must be included, as the contractor will be responsible for safeguarding the PII he collects.

5.3.2. The contractor shall ensure training is accomplished to teach and train volunteers in all aspects of the Catholic program. The contractor shall help volunteers become comfortable in performing their duties, teaching them the skills and confidence to be effective volunteers. Comment by John: Same as comment 7

5.4. GOVERNMENT SUPPLIED PROPERTY

5.4.1. Any specific government or contractor furnished property is delineated within the descriptions below and as defined in this section. The Government shall provide the areas and facilities to conduct services. For access to the facility during non-duty hours a key will be provided. The contractor must ensure that the key is secured at those times when the key is not in the personnel possession of the contractor. Ensure facilities are secured after services are provided, such as rehearsals, meetings, and classes (close and lock windows, turn-off lights, secure equipment, lock doors). The contractor shall safeguard the key to avoid unauthorized access to government-owned facilities and property. Final payment under terms of this contract will not be issued until all facility keys and any other provided equipment are returned to the appropriate personnel. If a key is lost or stolen the contractor is responsible for either reimbursing the government for either rekeying the lock and replacing all keys or just the cost of replacing the key. The choice of which action to take will be at the sole discretion of the government.

5.4.2. Government furnished property (GFP), None Supplied.

5.4.3. Government supplied property. The items listed below are furnished for the contractor’s use but do not leave the custody of the government and do not meet the definition of government furnished property. All items required to complete assigned duties will be provided to include: office space, office supplies, printing, and copier as well as computer access, if required, by the COR

5.4.4. Limited use of office equipment to include but not limited to overhead projector, television, media player systems, copy machine, computer with network support and email account. If the COR requires the contractor have access to the installation network the contractor shall complete and stay current on all required information security training.

5.4.5. The contractor shall furnish his/her own transportation to and from the work site at no additional cost to the government. The government shall not furnish the contractor with government living quarters.

5.4.6. Limited use of Military Transportation vehicles for the transportation of youth for specified events. Requests will be made through the COR. All requests are subject to approval and dependent upon availability of vehicles and authorized drivers. The contractor is not allowed to drive government vehicles.

5.4.7. Contractor shall ensure personal property is clearly marked and identified to preclude misidentification as chapel property. Contractor shall be liable for loss, damage, or theft of chapel property due to the contractor’s carelessness and/or negligence. Negligence will be determined by appropriate investigative or Report of Survey findings.

5.4.8. Contractor will coordinate reservation, set up, clean up, and lock up of the chapel facilities needed as well as safeguard all government and chapel funds, facilities, property, equipment and supplies before, during and after all activities. Contractor is accountable for security and cleanliness of all facilities utilized in conjunction with their programs. The contractor coordinates all support requirements with the chapel staff.

5.4.9. The contractor shall obtain installation identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on FAIRCHILD AFB. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

5.4.10. The contractor may use additional personal items of equipment or music as part of his/her performance of duties with approval of the COR. The Government will not be liable in any way for personal equipment including loss, damage, theft, or maintenance.

5.4.11. The contractor shall be responsible for keys provided to the contractor by the government. Keys shall not be lost, misplaced, or duplicated by contractor personnel, nor used by unauthorized personnel. The contractor shall develop and implement procedures to ensure that keys issued to the contractor by the government are safeguarded.

5.4.12. The contractor shall report any occurrence of duplicated, misplaced, or lost keys to the COR within 24 hours after discovery of occurrence, and submit a written report to the CO by close of business the next workday. The written report shall provide complete details relating to duplication, misplacement, or loss. In the event a key is duplicated, misplaced, or lost, all locks and keys for that system will be replaced at the discretion of the government.

5.4.13. The contractor shall reimburse the government for replacement of locks or rekeying required as a result of keys being duplicated, misplaced, or lost by contractor personnel. The contractor shall also reimburse the government for any government property lost or stolen as a result of unauthorized key duplication, misplaced key, or loss of key by the contractor or contractor personnel.

5.5. RECORDS MANAGEMENT.

5.5.1. The contractor shall provide all data created in the performance of this contract to the Chapel staff

5.5.2. The contractor will provide sacramental records to the chapel staff who will manage the records IAW the instructions provided in the AMS Priest’s Manual found at http://www.milarch.org/ams-priests-manual/.

5.6. SAFETY. The contractor shall perform all work in a safe manner as required by OSHA Safety and Health Requirements and follow all DOD Safety regulations. The contractor shall provide a verbal and written notification to the COR within 24 hours of an accident resulting in death, injury, occupational disease, etc.

5.7. FRAUD, WASTE, AND ABUSE. The contractor shall make sure they practice utilities conservation. The contractor shall be responsible for operating under conditions that prevent the waste of any utilities used. The contractor shall be responsible for maintaining proper conduct and good discipline within the contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to report any suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during, or in the performance of this contract.

5.9. SMOKING. Smoking and the use of tobacco is prohibited on Fairchild AFB except in designated areas.

5.10. PERMITS, LICENSES AND CERTIFICATIONS. Unless otherwise specified in this contract, the contractor shall obtain all necessary permits, licenses, and certifications; give all required notices; and comply with applicable federal, DOD, Air Force, state, county, and local laws, codes, and regulations in performance of the requirements of this contract. Maintain records of such requirements and make the documentation available to the Government for review.

5.10.1. Resources may be made available for Archdiocese for the Military Services required training for Catholic Youth and Religious Education coordinators that support the current chapel programs.

5.11. CONTRACTING OFFICER (CO) AND CONTRACTING OFFICER’SREPRESENTATIVE (COR). The CO will appoint a COR for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

5.14. GOVERNMENT QUALITY ASSURANCE. The contractor shall be responsible for quality control for all work accomplished during the performance of the task. The contractor shall provide and maintain a quality control plan (QCP) which ensures the requirements in this PWS are met. The QCP will be considered acceptable and approved unless the contractor is notified by the CO prior to award. The QCP shall be included in the technical proposal for evaluation and acceptance. As a minimum, the contractor shall develop quality control procedures that address the areas identified in the Service Delivery Summary.

5.14.1. The government will periodically evaluate the contractor’s performance by appointing a CORS to monitor performance to ensure services are received. The CORS will evaluate the contractor’s performance IAW the quality assurance surveillance plan (QASP) for this requirement.

5.15. HOLIDAYS OBSERVED. Because of the nature of services being provided, services may be required on holidays and Holy Days associated with the Catholic faith.

Federal holidays:

a. New Year's Day, January 1

b. Martin Luther King Jr Day, the third Monday in January

c. Presidents’ Day, the third Monday in February

d. Memorial Day, the last Monday in May

e. Independence Day, July 4

f. Labor Day, the first Monday in September

g. Columbus Day, the second Monday in October

h. Veterans’ Day, November 11

i. Thanksgiving Day, the fourth Thursday in November

j. Christmas Day, December 25

k. Any other day designated by Federal statute, executive order, or Presidential proclamation.

6. SERVICE DELIVERY SUMMARY

Para

Conduct off schedule Mass as requested and approved by the COR.

[Is there no standard for weekday Masses?]

Religious Education Comment by John: Same as comment 7

Contractor shall meet with COR on a quarterly basis to review and obtain the schedule of services for that quarter. Comment by John: Same as comment 7

5.10.2.

5.10.2..

6.1. Performance Assessment: This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s performance schedule. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, at the government’s discretion, based on quality trends. The schedule or modified version thereof, shall be used for COR scheduled inspections and results documentation.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service within the time parameters listed in the Services Summary.

Exceeding the performance threshold for any of these performance objectives in any one month period may result in a warning or letter of concern from the CO.

Exceeding the performance threshold of these performance objectives, in any combination for any two, or more consecutive or non-consecutive months during a performance year may constitute justification to hold an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4, Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

6.2. The COR will receive and investigate customer complaints. The COR shall be responsible for initially validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement between the COR and the contractor. Validated customer complaints shall be re-performed in accordance with the Services Summary.

7. APPENDICES AND EXHIBITS

Appendix A - Projected Schedule of Service and Definition Appendix B - Monthly Schedule template Appendix C - FAIRCHILD AFB Maps and Chapel Locations Appendix D - Corrective Action Report

APPENDIX A

PROJECTED SCHEDULE OF SERVICES

A.1. Services are held in any of the facilities on FAIRCHILD AFB, the contractor is expected to provide his own transportation to and from services. Contractor shall normally be notified 72 hours in advance of a projected move and/or time change.

A.1.1. Monthly schedule shall be provided by the COR to the contractor on a quarterly basis.

A.1.2. For FAIRCHILD AFB maps and installation information, visit https://www.fairchild.af.mil/ or consult a base directory.

Number of Services