PRIESTPWS14JUL2015_Attachment.pdf

PERFORMANCE WORK STATEMENT

FOR

Catholic Priest (Full Time)

Ellsworth AFB, SD

TABLE OF CONTENTS

PARA TITLE PAGE

Cover Page 1 Table of Contents 2 I. Description of Services 3

1.1. General 3

1.2 . Minimum Standards of Education, Qualification, Experience 3

1.3. Catholic Priest Requirements and Responsibilities 3

II. Service Summary 6

2.1 Service Summary 6

III. Government-Furnished Property and Services 7

3.1 Government-Furnished Facilities 7

3.2 Government-Furnished Property 7

3.3 Computer 7

3.4 Phone 7

IV. General Information 7

4.1 Hours of Operation 7

4.2 Security Requirements 7

4.3 Employees 8

4.4 Estimated Workload 10

I. DESCRIPTION OF SERVICES:

1.1. General: Serves as Catholic Priest for the Ellsworth Air Force Base Catholic Community.

The contractor shall be responsible for the completion of all services outlined in this PWS in accordance with Department of Defense, United States Air Force, MAJCOM, 28th Bomb Wing, 28th Bomb Wing Chaplain (28 BW/HC) and Archdiocese of Military Services (AMS) regulations, policies, instructions, and laws. The contractor’s areas of responsibility is the overall development, coordination, and management of any Catholic- related programs to include supplies and publicity, as approved by the and in accordance with the Ellsworth Chapel Ministry Plan.

Contractor Full-Time Equivalent Reporting

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at the Contractor Manpower Reporting Application (CMRA) http://www.ecmra.mil within 30 days of contract award.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October* of each calendar year as the site will close at midnight EST. Contractors may direct questions to the CMRA help desk.

• Reporting Period : Contractors are required to input data by 31 October of each year.

• Uses and Safeguarding of Information : Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

• User Manuals : Data for Air Force service requirements must be input at the Air

Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil .

1.2. Minimum Standards of Education, Qualification, Experience: The contractor must possess and maintain the following qualifications:

• Must be a Roman Catholic priest endorsed by, and in good standing with, the AMS.

• Exhibits thorough familiarity with Roman Catholic Liturgy and competency in sacramental liturgies, pastoral counseling, ministry to sick and dying, and ministry to families.

• Communicates effectively in spoken and written English http://www.ecmra.mil/

• The ability to work cooperatively with chaplains, chaplain assistants and other chapel contractors in an ecumenical/interfaith setting.

• Possesses knowledge of military customs and courtesies or a willingness to learn military customs and courtesies.

1.3. Catholic Priest Requirements and Responsibilities:

1.3.1. Comply with all requirements of AMS that pertain to priests and Catholic ministry at a military installation.

1.3.2. Conduct daily Mass, Monday through Thursday, at 11:30a.m. Daily mass will normally last no more than 30 minutes.

1.3.3. Conduct Sunday Mass at 9:30 a.m. Mass will normally last no more than one hour.

Arrive at chapel facilities at least 30 minutes prior to scheduled service.

1.3.4. The contractor shall conduct Holy Day Masses/Special Services as scheduled and required (i.e. Lent, Christmas, Easter, etc.). Masses/Services will normally last no more than one hour. Arrive at the chapel facilities at least 30 minutes prior to scheduled service.

1.3.5. Conduct reconciliation, confessions, baptisms, weddings, annulments, Ash Wednesday, and Triduum Services as coordinated with Ellsworth AFB Installation Chaplain.

Mass/Services will normally be one hour. Arrive to chapel facilities at least 30 minutes prior to scheduled service.

1.3.6. Provide for Catholic Religious Sacramental Celebrations and Special Events (including, but not limited to): appreciation dinners, Stations of the Cross, Confirmation, 1st Communions.

1.3.7. Provide direction, instruction, counseling, and assistance with: applications, testimony, documentation, and the processing of annulment applications. Handle marriage annulment and marriage preparation cases in accordance with Roman Catholic canon law.

1.3.8. Provide spiritual counseling and invocations for Ellsworth AFB personnel when a Catholic Priest is specifically requested.

1.3.9. Respond immediately (within 30 minutes) to on and off base emergencies requiring

Catholic religious support, (i.e. last rites).

1.3.10. Provide pastoral and spiritual care to Catholic family members within 24 hours of a death notification and assist in the planning and preparation of funeral or memorial services.

1.3.11. Coordinate the arrangement of music services for Catholic Mass and Catholic Services with the Chapel Music Services Contractor.

1.3.12. Assist and guide Catholic Religious Education (RE) Coordinator with Catholic Religious Education and ecumenical Chapel programs (i.e. Vacation Bible School, community outreach).

1.3.13. Create schedule for Parish Advisory Council (PAC) monthly meetings to foster pastoral activity and to address Catholic Community concerns.

1.3.14. Attend and preside over all PAC meetings and ensure minutes are recorded and available to chapel attendees.

1.3.15. Attend all chapel staff meetings.

1.3.16. Serve as liaison maintaining a working relationship between the AMS, Rapid City Diocese, clergy of local Catholic Parishes, home parishes of base personnel, 28 BW Commanders, First Sergeants, senior enlisted personnel, and base support agencies.

1.3.17. Per direction of the Ellsworth AFB Installation Chaplain, coordinate to ensure sacramental records and pre-marital documentation are maintained in accordance with requirements of the AMS.

1.3.18. Recruit volunteers to participate and provide support to Catholic and chapel-sponsored activities and programs.

1.3.19. Per direction of the Ellsworth AFB Installation Chaplain, organize all Catholic religious education. The program must meet the needs of a Catholic community using approved curriculum and programs.

1.3.20. Per direction of the Ellsworth AFB Installation Chaplain, verify background checks are initiated and coordinated with Chapel Staff for approval.

1.3.21. Per direction of the Ellsworth AFB Installation Chaplain, conduct orientation for new volunteers in facilities.

1.3.22. Provide a Catholic Community fiscal year calendar of events to the Ellsworth AFB Installation Chaplain.

1.3.23. Per direction of the Ellsworth AFB Installation Chaplain, attend each class and children’s church at least once a month or as requested by volunteer teachers.

1.3.24. Per direction of the Ellsworth AFB Installation Chaplain, be familiar with all teachers instructing RE classes.

1.3.25. Per direction of the Ellsworth AFB Installation Chaplain, ensure classes and events are set up properly prior to start time. Upon event completion, ensure all lights and equipment has been turned off and facilities are locked and secure.

1.3.26. Per direction of the Ellsworth AFB Installation Chaplain, submit Catholic Faith resource requirements requests for support of Catholic programs to the NCOIC, Chapel Resources or Chapel Tithes and Offerings Fund Account Manager.

1.3.27. Per direction of the Ellsworth AFB Installation Chaplain, ensure set-up and tear down of facility is thoroughly completed (i.e., returning tables and chairs to original location, storing TV’s in their secure locations). Ensure books and materials are properly stored and classrooms are free of loose materials and debris after use.

1.3.28. Per direction of the Ellsworth AFB Installation Chaplain, manage any ecumenical Chapel programs with Catholic and Protestant RE Coordinators (i.e. Vacation Bible School, community outreach) that request Catholic Community involvement.

1.3.29. Per direction of the Ellsworth AFB Installation Chaplain, create Catholic volunteer recognition events and consider ways to honor volunteers throughout the year.

1.3.30. Provide expertise to chapel staff regarding spirituality, traditions, laws, policies, procedures, directives, worship, devotions, and sacramental preparation requirements of the Catholic Church and the AMS.

1.3.31. Assist the Ellsworth AFB Installation Chaplain and chapel staff in developing goals and objectives for the Catholic Community, Chaplain Corps, and 28th Bomb Wing.

1.3.32. On a daily basis, record participation in Chaplain Corps functional activities utilizing the Air Force Chaplain Corps. Activity Reporting System (AFCCARS) IAW AFI 52-101, Para 8.2.

1.3.33. Comply with all laws and requirements at the Federal, State, and Local level, to include Air Force Instructions and policies. AFI requirements include AFI 52-101, AFI 52-104, AFI 52-105, and AFPD 52-1.

1.3.34. Per the Ellsworth AFB Installation Chaplain’s direction, organize Catholic community events (including but not limited to: preparing, opening and closing the chapel for Masses or Catholic services; recruiting, training and scheduling liturgical ministers [altar servers, lectors, sacristans, ushers, extraordinary ministers of holy communion];

maintaining inventory and supply of liturgical materials [alter bread, sacramental wine, alter linens, vestments, liturgical books] in coordination with chapel staff).

1.3.35. Per the Ellsworth AFB Installation Chaplain direction, create a Catholic Festival of Ministries.

1.3.36. Maintain currency of any required Air Force Chaplain Corps or in-house staff training.

1.3.37. Maintain professionalism and courtesy within a pluralistic environment; be respectful towards those from different faith groups and backgrounds.

1.3.38. Perform all services, providing religious accommodation for EAFB Catholic Parish, representing the Catholic Church and not the Chaplain Corps.

1.3.39. Pay any Social Security payments, Federal or Local Income Taxes, and State Unemployment Insurance premiums for him/herself, as well as any individual employed or subcontracted by them to provide services under this agreement.

1.3.40. Perform the services described above or coordinate performance by a subcontractor who has been approved in advance by the Ellsworth AFB Installation Chaplain. Submit the names and qualifications of proposed subcontractors to the Ellsworth AFB Installation Chaplain for approval at least 14 days prior to the proposed absence.

Subcontractors must meet the requirements for the position as outlined in this Performance Work Statement (PWS). The Coordinator is responsible for payment of substitute

II. SERVICE SUMMARY

2.1 Service Summary

Performance Objective

PWS

Reference Performance Threshold

1.

Conduct daily Mass, Monday through Thursday, at 11:30a.m. Daily mass will normally last no more than 30 minutes

1.3.2

No more than three tardy arrivals per month. Update the COR with status on tardiness.

2.

Conduct Sunday Mass at 9:30 a.m. Mass will normally last no more than one hour. Arrive at chapel facilities at least 30 minutes prior to schedule service

1.3.3 No more than three tardy arrivals per month. Update the COR with status on tardiness.

3.

The contractor shall conduct Holy Day Masses/Special Services as scheduled and required (i.e. Lent, Christmas, Easter, etc.). Masses/Services will normally last no more than one hour. Arrive at the chapel facilities at least 30 minutes prior to scheduled service.

1.3.4 No more than three tardy arrivals per month. Update COR with status on tardiness.

4.

Conduct reconciliation, confessions, baptisms, weddings, annulments, Ash Wednesday, and Triduum Services as coordinated with Wing Chaplain.

Mass/Services will normally be one hour. Arrive to chapel facilities at least 30 minutes prior to scheduled service.

1.3.5 No more than three tardy arrivals per month. Update the COR with status on tardiness.

5.

Respond immediately (within 30 minutes) to on and off base emergencies requiring Catholic religious support, (i.e. last rites).

1.3.9 No more than three tardy arrivals per month. Update the COR with status on tardiness.

6. Attend all chapel staff meetings. 1.3.15 No more than three tardy arrivals per month. Update the COR with status on tardiness.

III. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. Government-furnished Facilities:

Freedom Chapel…………………………………………………...Bldg 2009 Black Hills Chapel………………………………………………...Bldg 3405 Chapel Activities Center…………………………………………..Bldg 2405

3.2. Government-furnished Property: Provide office space with desk, chair, computer, printer, filing cabinets, bookcases, phone, expendable office supplies and other items deemed necessary to perform services described in this PWS.

3.3. Computer: The government shall provide access to a computer, e-mail, and the Internet in the chapel facilities.

3.4. Cell Phone: The government shall provide a cell phone for after-hours Catholic emergencies as referenced in performance requirement 4.1.2.

IV. GENERAL INFORMATION

4.1. Hours of Operation: Perform responsibilities 35 hours per week, Sunday through

Thursday, unless duties are needed and requests are made in advance. The schedule may be adjusted to meet requirements for duties outside the normal 7:30 a.m. to 4:30 p.m. duty day. In addition, consult with the Ellsworth AFB Installation Chaplain for required support.

4.1.1. Duty hours will be posted on office door and coordinated with the Ellsworth AFB Installation Chaplain. Location to be determined at a later date.

4.1.2. Respond to Catholic emergency notifications within one hour of notification to include travel to Ellsworth AFB as referenced in performance requirement 1.3.9.

4.1.3. Coordinate work schedule with the Ellsworth AFB Installation Chaplain to maximize care for Ellsworth Catholic Community.

4.2. Security Requirements:

4.2.1. Physical Security: The contractor shall be responsible for safeguarding all Government property and controlled forms provided for contractor use. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

4.2.2. Security Training: The contractor shall ensure all contractor employees receive initial and recurring security education training thru the Sponsoring Agencies Unit Security Manager. Contractor personnel who work in Air Force Controlled and/or Restricted Areas must be trained in accordance with AFI 31-101.

4.2.3. Base Passes and Identification: The contractor shall comply with all requirements and procedures IAW FAR 5353.242-9000, Contractor Access to Air Force Installations. All documentation shall be submitted at the pre-performance conference. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees and non-Government owned vehicles. An Installation Entry Authority List (IEAL) will be provided to the contracting office. The IEAL will include at minimum, the employee’s name, birth date, and Driver’s License Number, to include State of issue. This list will be updated when an employee’s status or information changes.

4.2.4. Background check: The Coordinator must submit an application for a background check to the RE chaplain according to Department of Defense Instruction (DoDI 1402.5), Criminal History Background Checks. They must also ensure all volunteers working with youth below 18 years of age receive a background check as described in DoDI 1402.5. Maintain records to show background checks are complete.

4.2.5. Records: All records, files, documents, regardless of media (e.g., paper, electronic, etc.), as described in the PWS, that are the responsibility of the contractor are the property of the Government and shall remain so upon termination or completion of the contract. In addition, no items shall be removed from the premises without prior approval from the Ellsworth AFB Installation Chaplain or designee. The contractor shall keep these items current and maintain government property in accordance with the requirements established in Air Force Instruction (AFI) 33-322, Records Management Program, paragraph 10, Air Force Manual (AFMAN) 33-363, paragraph 6.4, Air Force Manual (AFMAN) 33-364, paragraph 2.13, and the Air Force Records Disposition Schedule which may be accessed from the AF-RIMS Link located on the Air Force Portal at https://www.my.af.mil/afrims. Records shall be turned over to the Government upon completion of the contract. All records are subject to the Freedom of Information and Privacy Act. The EAFB Records Management Office (28 CS/SCOK), (605) 385- 1564, will provide assistance and training to the contractor to ensure compliance with Federal record keeping requirements.

4.3. Employees: The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the contracting officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

4.3.1. The contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval from Base Ethics Counselor.

4.3.2. Personnel. Present him/herself in a professional manner at all times. Attire and general hygiene shall be clean, neat, and not distracting from the service or event. The Coordinator shall maintain professional standards of conduct and public decorum consistent with religious services being led in the workplace.

4.3.3. Performance of Services during Crisis Declared by the National Command

Authority or Overseas Combatant Commander. According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by the Director of the AFFSC, it is determined that AFFSC requirements under this PWS are not essential to be performed during a crisis.

4.3.4. Traffic Laws. The Contractor and its employees shall comply with base traffic regulations. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on EAFB.

4.3.5. For Official Use Only (FOUO). The Contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This https://www.my.af.mil/afrims regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

4.3.6. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, Contractor personnel, resources, and classified or unclassified defense information.

4.3.7. Physical Security. The Contractor shall be responsible for safeguarding all government property and controlled forms provided for Contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

4.3.8. Key Control. The Contractor shall establish and implement methods of making sure all keys/combinations issued to the Contractor by the government are not lost or misplaced and are not used by unauthorized persons. The Contractor shall not duplicate any keys issued by the government. In the event keys that other than master keys are lost or duplicated, the contractor may be required upon written direction of the Contracting Officer, to re-key, or replace the affected lock, or locks without cost to the government.

However, the government may replace the affected lock(s), or perform re-keying at their own discretion. In the event a master key is lost or duplicated, the government may replace all locks and keys for that workstation, deducting cost from the monthly payment due the Contractor.

4.3.9. Contractor Manpower Reporting: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

4.3.10. Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

4.3.11. User Manuals: Data for Air Force service requirements must be input at the Air Force

CMRA Link:

https://afcmra.hqda.pentagon.mil/login.aspx?ReturnUrl=%2f%7e%2fLogin.aspx However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

4.3.12. Quality Assurance According to the Inspection of Services Clause (52.246-4) the government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s performance and receipt of complaints from base personnel.

An initial inspection will be conducted within 30 days of contract award. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from customers located on the installation. The government shall be responsible for initially validating customer complaints. The government representative shall make final determination of the validity of customer complaint(s). In the event there is a disagreement with the customer(s), the Contracting Officer will make the final determination. Government personnel will record all surveillance observations. When an observation through periodic inspection indicates defective performance, the COR will require the contract manager or representative at the site to initial the observation. The contractor shall have no more than 2 hours from notification time, to respond and begin correcting a nonconforming service summary item.

The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgement that he or she has been made aware of the defective performance. He or she is not necessarily agreeing that the performance is unacceptable.

If the contractor wants to dispute the results of the surveillance, the COR must refer them to the contracting officer for resolution of the matter.

4.4. Estimated Workload:

Items Description Estimated Weekly Hours

Estimated Total Hours

1 Conducting Mass 4 208 2 Invocations .5 26 3 Staff Meetings 1 52 4 Parish Council Meetings 0.5 26 5 Special Events (including, but not limited to):

Appreciation Dinner, Stations of the Cross, Confirmation. 4 208

7 Office Hours 30 1560

TOTAL: 40 2080

Performance Objective