PWS - CATHOLIC MUSIC SERVICES (5Sep24).pdf

PERFORMANCE WORK STATEMENT

FOR

CATHOLIC CHAPEL MUSIC SERVICES

ELLSWORTH AFB, SOUTH DAKOTA

5 September 2024

SECTION I.

DESCRIPTION OF SERVICES

1.1. SCOPE OF WORK: Non-Personal service for Catholic Music Services. Provides choir and musicians for Catholic worship, liturgy, and rites. Contractor/Subcontractor will assist the Wing Chaplain, Senior Faith group chaplains or individual appointed by the Wing Chaplain in planning and executing religious music in support of commander-provided free-exercise of religion opportunities at Ellsworth AFB, SD.

1.2. CONTRACTOR SPECIAL QUALIFICATIONS:

1) Shall have a minimum of four (4) years of experience leading proper liturgical musical support for Catholic Worship service.

2) Shall have available skill and resources to provide music for a variety of musical styles, to include Gregorian chant and traditional Catholic hymnody.

3) Shall have the ability to chant the Ordinary of the Mass in English and Latin; and to chant the Sequences and Proclamations contained in the Lectionary for Mass and Roman Missal.

4) Shall be able to work in a religiously pluralistic environment and have a willingness to work with people of diverse faith expressions.

5) Shall be able to clearly communicate in English and conduct administrative requirements in verbal and written clarity as necessary.

6) Shall be able to preserve any confidential issues seen or heard within the Chapel staff or facilities and be able to have a professional working relationship with Chapel staff, the faith communities, and other personnel to accomplish required duties.

7) Shall be able to fully participate in the sacramental life of the Ellsworth AFB Catholic Community.

1.3. SPECIFIC TASKS

1.3.1 Coordinate with the Wing Chaplain and Senior Faith Group leaders to provide musical support to worship, liturgies, and rites for Ellsworth AFB Catholic Services primarily at the Black Hills Chapel, 1192 Foulis Ave, Ellsworth AFB SD 57706 and possible alternate locations throughout Ellsworth AFB.

1.3.2 Provides choir and musical support for one regular Catholic Mass which is currently scheduled on Sundays at 0930. Additionally, the Contractor/Subcontractor is to provide support during an estimated 20 special Catholic Masses/Services/Funerals/Memorials/ collaborated Catholic music events for a total estimated amount of 72 services per year. The Contractor/Subcontractor will be informed NLT 1 week prior to any special events needing Catholic music support. Duration of each performance is approximately two (2) hours. The Contractor/Subcontractor is responsible for all necessary preparations prior to each service (approximately 60 minutes for familiarization with the music material). Additionally, there will be a minimum of one rehearsal conducted per week for one (1) hour.

1.3.3 Contractor/Subcontractor will organize, rehearse, and lead a choir for Catholic Mass.

Choir, at minimum, will include pianist and singer.

1.3.4 Funeral and Memorial Services and Rehearsals: The Contractor/Subcontractor is responsible for the choir and musical support for memorial/funeral services, when requested by the Wing Chaplain. Duration of each performance is approximately two (2) hours. The Contractor/Subcontractor is responsible for all necessary preparation prior to each service (approximately 30 minutes for familiarization with the music material). Rehearsal will be coordinated with the presiding Chaplain or individual appointed by the Wing Chaplain.

1.3.5 The Contractor/Subcontractor is responsible for providing a musician and choir director (2 personnel required) who will assist in the selection of the appropriate music for the Catholic Mass/service in collaboration with the Wing Chaplain or individual appointed by the Wing Chaplain. All proposed music and instrumentation will be provided in writing to the Wing Chaplain, Senior Faith Group Chaplain or individual appointed by the Wing Chaplain no later than seven (7) duty days, prior to the date of service. The Wing Chaplain or individual appointed by the Wing Chaplain shall approve/disapprove selections within two (2) business days of submission.

1.3.6 Based on the Wing Chaplain approval, the Chaplain/Priest in charge of the service or individual appointed by the Wing Chaplain will determine the suitability of the music, musicians, singers, and instruments for that service in line with church tradition and doctrine. The review/suitability determination will be done one week prior to service. He/ she will give the approval/disapproval for the music and instrument selection. If one of the personnel listed above disapproves he/she will be required to provide the music services coordinator a recommendation. The Contractor/Subcontractor will not use music, instruments, singers or musicians the Wing Chaplain or individual appointed by the Wing Chaplain has evaluated as not suitable. Agrees with faith tradition, priest may seek congregational input.

1.3.7 Catholic Masses are currently scheduled for Sunday at 0930hrs, but subject to change.

Choir rehearsals will be coordinated and conducted weekly with the Wing Chaplain or individual appointed by the Wing Chaplain for approval.

1.3.8 Advise the Wing Chaplain or individual appointed by the Wing Chaplain on musical equipment and supplies needed for the Catholic music programs.

1.3.9 Schedule all facility usage with chapel staff for music needs.

1.3.10 Secure all facilities used, to include all doors and windows, following the conclusion of all music activities that take place in chapel facilities when chapel personnel are not present.

1.3.11 Be prepared and in place no less than 30 minutes prior to the start of the worship/special service.

1.3.12 Contractor/Subcontractor personnel must not disclose confidential conversations/issues seen or heard within Chapel facilities. Additionally, the contractor/subcontractor must complete Privileged Communication training within 30 days of contract award and annually throughout the duration of the contract.

1.3.13 Asset Control: The Contractor/Subcontractor shall return any and all government owned keys musical sheets, equipment, and assets obtained during the performance of this contract to NCOIC, Chapel Operations or individual appointed by the Wing Chaplain a day before the completion of this contract.

1.3.14 Absences: The Contractor/Subcontractor is responsible for 100% coverage for all Masses/services, rehearsals, special Masses/services. If the Contractor/Subcontractor is unable to perform for any particular requirement a qualified substitute must be provided. All qualified substitutes under this contract must meet the minimum qualifications established in section 1.2 and the entirety of this document. This shall be coordinated through the Wing Chaplain, or the individual appointed by the Wing Chaplain at least (7) duty days in advance before the substitute will begin performing.

1.3.15 Comply with all laws and requirements at the Federal, State, and Local level, to include Air Force Instructions and policies.

1.3.16 Copyrighted Materials: The Contractor/Subcontractor shall not engage in any unauthorized duplication of copyrighted materials by photocopying or any other means that would expose the government to liability for penalties under existing or future copyright laws.

1.3.17 Contractor/Subcontractor will verify that all musical instruments and necessary sound equipment is functioning properly and is ready for worship service no later than three

(3) days prior to the service. Equipment will include but will not be limited to: sound boards, microphones, all musical instruments, speakers, and computers. Government owned instruments and sound equipment shall not be removed from the Chapel facility without the written permission of the Wing Chaplain or individual appointed by the Wing Chaplain. Government owned instruments to be supplied include piano and keyboard. If the equipment required to perform job/service under this contract is not in serviceable condition, the Contractor/Subcontractor must notify a chapel staff member no later than the next business day. The government will provide for the proper care for this equipment. The piano will be serviced annually.

1.3.18 Provide technical advisement to chapel staff on repairs needed to restore any musical instruments or sound equipment needed for services. This is to include research needed to determine the source of technical malfunctions or equipment breakdowns.

1.3.19 Chapel staff member will provide Contractor/Subcontractor with training on sound equipment needed to fulfill the music and train all volunteers or Contractor/Subcontractors in order to perform sound technician responsibilities.

SECTION II.

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1. FACILITIES: During performance of this contract, the Contractor/Subcontractor will ensure the Chapel facilities required for rehearsals will be unlocked and set up fifteen (15) minutes prior to the start time of the choir rehearsal. In the same manner, the Contractor/Subcontractor will ensure that all exterior doors are secured and that all areas used by the Choir members during rehearsals are secured and left in a clean and orderly manner following each rehearsal.

2.2. EQUIPMENT: The government will provide all necessary equipment, supplies and materials to include workstations, telephone and other materials and equipment mutually agreed to fulfill the requirements of this contract. Contractor/Subcontractor will be given an equipment accountability inventory list to sign and assume responsible for. That list will include, but not limited to, one (1) Piano, one (1) practice keyboard, and sound board. Contractor/Subcontractor must ensure audio visual equipment is in full operational order prior to any performance. This equipment will be stored in a locked room when not used. Access to that space will be given to the Contractor/Subcontractor, Catholic staff, and Wing Chaplain. Contractor/Subcontractor and the NCOIC, Chapel Operations at the start and closure of the contract will do a complete joint inventory of all equipment/musical instruments including serial/model numbers.

2.3. SERVICES/UTILITIES: Contractor/Subcontractor will utilize government facilities without cost.

1035752729E Highlight

SECTION III.

GENERAL INFORMATION

3.1. SAFETY: Contractor/Subcontractor to comply with all Safety Regulations. The Contractor/Subcontractor shall not require any worker to work under conditions that are unsanitary, hazardous, or dangerous to health or safety. Smoking at the facilities is permitted only in prescribed smoking areas as indicated by the CRO.

3.2. STORAGE OF MATERIAL AND EQUIPMENT: All material/storage needs and locations will be coordinated with the NCOIC, Chapel Operations or chapel staff.

3.3. HOURS OF OPERATION AND HOLIDAYS

3.3.1. Services: Services will be required on various days and times, including Sundays, Holy Days, and other days as required.

3.3.2 Base Closures: Work is not required during base closures.

3.3.3 According to Department of Defense Instruction (DoDI) 3020.37, Continuation of Essential DoD Contractor/Subcontractor Services; During a Crisis, and the Air Force implementation thereof, unless otherwise directed by the Contracting Officer, it is determined that music services requirements under this PWS are not essential and do not need to be performed during a crisis.

3.4. SECURITY REQUIREMENTS

3.4.1 Physical Security: The Contractor/Subcontractor shall be responsible for safeguarding all government property provided for Contractor/Subcontractor use. At the close of each work period, government facilities, equipment, and materials shall be secured, and utilities turned off or set for conservation.

3.4.2 Base Passes: The Contractor/Subcontractor 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 within 5 days of contract award, and all changes must be submitted at least 5 days prior to when access is needed. 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. The REAL ID Act is enforced on this installation and a security background check with

1035752729E Highlight the 28 SFS (Visitor Control Center) will be performed before initial access to the base is provided/granted by the 28th Security Forces Visitor Control Center.

3.4.3 Security Training: The Contractor/Subcontractor ensures all Subcontractor employees receive initial and recurring security education training from the sponsoring agencies security manager. Training must be conducted IAW DOD 5200.1-R, Information Security Program Regulation, and AFI 31-401, "Information Security Program Management".

Contractor/Subcontractor personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31- 101, The Air Force Installation Security Program. Certificates of training will be maintained by the member and the Chapel NCOIC.

3.4.4 Key Control: The Contractor/Subcontractor shall establish and implement methods of making sure all keys issued to the Contractor/Subcontractor by the government are not lost or misplaced and are not used by unauthorized persons. The Contractor/Subcontractor shall not duplicate any keys issued by the government.

3.5. CONTRACTOR/CONTRACTOR/SUBCONTRACTOR PERSONNEL

3.5.1. Personnel: Contractor/Subcontractor personnel shall be neatly attired and well groomed.

Shirts must have collars and worn as designed. Examples are, but not limited to, Cut-offs, shorts, halter-tops, and similar attire are not acceptable. Any hair length, beards, or mustaches are acceptable, provided it is neat, clean, and properly trimmed.

3.5.1.1. Personal Appearance: Contractor/Subcontractor is expected to dress in professional and conservative business attire during Mass, special services, and funeral services.

Contractor/Subcontractor will 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.

3.5.2. Weapons, Firearms, and Ammunition: Contractor/Subcontractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor/Subcontractor-owned or privately owned vehicle while on Ellsworth Air Force Base.

3.5.3. Mandatory Seatbelt Requirement: The use of seatbelts by all vehicle operators and passengers is mandatory on Ellsworth AFB, SD.

3.5.4. Cell Phone Usage: The use of cellular telephones while driving on Ellsworth AFB without a hands-free device is prohibited.

3.5.5 Traffic Laws: The Contractor/Subcontractor and its employees shall comply with Air Force and installation traffic regulations.

3.5.6. Personal Vehicles: Contractor/Subcontractor when operating a Personally Owned Vehicle (POV) on Ellsworth AFB will have valid proof of insurance, current state vehicle registration and a valid state issued Driver’s License.

3.5.7 Employees: The Contractor/Subcontractor shall not employ persons for work on this contract if such employee is identified to the Contractor/Subcontractor 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.

3.5.7.1. The Contractor/Subcontractor 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/Subcontractor 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.

3.5.8 Contractor/Subcontractor will 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.

3.6 CRIMINAL HISTORY BACKGROUND CHECKS: In accordance with the requirements of DoD Instruction 1402.5, Ensure all contracted personnel working with youth below 18 years of age receive a government Criminal History Background Checks of Individuals in Child Care Services, the vendor must submit to all requirements necessary for completion of national, state, and local law enforcement agency background checks.

Awardee will submit an initiator request to Civilian Personnel Office within one week of contract being awarded. Two weeks from receipt, Civilian Personnel Office will contact the awardee to schedule fingerprints and background check. If member does not pass the background check, the member has two weeks to find a replacement or contract will be terminated.

Contractor/Subcontractor must complete a DD Form 2870, Authorization for Disclosure of Medical or Dental Information and sign a Background Check Requirement and Authorization memorandum to initiate a criminal history background check that includes:

3.6.1 FBI Check: Fingerprint check

3.6.2 State Criminal History Repository Check: A search of sex crimes, an offense involving a child victim, a drug felony, or a violent crime.

3.6.3 Installation Record check (IRC): includes, at a minimum: police (base and/or military police, security office, criminal investigators, or local law enforcement) local check, Drug and Alcohol Program, Family Housing, Medical Treatment Facility for Family Advocacy Program Services Central Registry records, mental health records, and any other records checks appropriate to the extent permitted by law.

3.6.3.1 The IRC must go through the following Ellsworth AFB agencies:

3.6.3.1.A Mental Health

3.6.3.1.B Family Advocacy

3.6.3.1.C Office of special Investigations (OSI)

3.6.3.1.D Security Forces

3.6.4 Contractor/Subcontractor will work prior to completion of the investigation under Line of Sight Supervision by an approved member of the staff until the investigation has been closed.