PWS-Catholic Priest 2Jul24.docx

PERFORMANCE WORK STATEMENT

ROMAN CATHOLIC PRIEST

23 June 2024

1. TITLE. Roman Catholic Priest (Catholic Priest)

2. SCOPE. The Catholic Priest (Contractor) is the leader of the Catholic community at Seymour Johnson Air Force Base. He is responsible for all Catholic programs providing religious worship, rites, classes, and religious accommodation ensuring free exercise of religion, promoting healthy spiritual growth, and strengthening the military readiness of the 4th Fighter Wing. He performs all duties included in this Performance Work Statement (PWS) in cooperation with all Chaplain Corps military, civilians, and contractors. All duties and responsibilities are executed harmoniously among a staff and community that has a diverse faith and cultural backgrounds.

3. PERSONNEL.

3.1. Documentation. The following items shall be submitted to ensure minimum requirements are met.

3.1.1. Resume documenting all required qualifications and capabilities.

3.1.2. Letters of Reference from at least three (3) individuals who have worked with or known the applicant within the previous three (3) years.

3.1.3. Endorsement. The contractor must be endorsed by the Ecclesiastical Endorsement from the Archdiocese for the Military Services (AMS), USA (http://www.milarch.org/) prior to contract start. The AMS will not grant an endorsement for a priest working through a third-party staffing agency. The contract must be held by the priest or his parish or diocese/religious order.

3.1.4. Personal Interview. Applicant will be interviewed in person or virtually by the following team: Wing Chaplain, Contracting Officer Representative (COR), Catholic Chaplain (if any), and Superintendent or NCOIC.

3.2. QUALIFIFCATIONS AND EXPERIENCE.

3.2.1. The contractor shall be a validly ordained Roman Catholic priest in good standing with the bishop of his diocese or the superior of his religious order in the Catholic Church and must be endorsed by AMS.

3.2.2. The contractor shall be a positive and self-directed individual with high standards of personal and moral conduct/decorum.

3.2.3. The contractor shall be able to work cooperatively with chaplains, religious affairs airmen, and other chapel contractors in an ecumenical/interfaith setting.

3.2.4. The contractor shall have knowledge of military customs and courtesies or be willing to learn.

3.2.5. Sound moral, ethical, and legal background. Within 20 working days of awarded contract, undergo and receive no derogatory reports from a criminal background investigation in accordance with Public Law 101- 647, Section 231 (Crime Control Act of 1990) and DoDI 1402.05, Background Checks on Individuals in DoD Childcare Services Program). Elements of this investigation include National Agency Check and Inquiries (NACI), state criminal history childcare check (CNACI) and Installation Records Check (IRC). Derogatory reports from these investigations will be reviewed by the Wing Chaplain to determine impact upon fitness for the position. Contract may be terminated immediately if determined to be unfit. Contractor shall coordinate with the Base Security Office to process all necessary security checks required for the contractor to have access to the base NIPR systems and work with children.

3.3 Required Training

3.3.1 Contractor shall complete Level I - Antiterrorism Awareness Training by the Government. This training provides contracted employees with the requisite knowledge necessary to remain vigilant for possible terrorist threats. Coordination for training should be done by the requiring unit Antiterrorism Representative (ATR) after contract award. AT Level I training can be taken at https://jkodirect.jten.mil/Atlas2/faces/page/login/Login.seam for non-CAC holders. Tracking for each contractor or subcontractor employee is the responsibility of the COR or unit ATR.

3.3.2 Contract employees requiring a Common Access Card (CAC) shall receive documented Information Assurance (IA) training, by the Government, prior to receiving access to the local area network (LAN). Authorized users will receive initial IA orientation and annual awareness training to ensure they know, understand, and apply the IA requirements of Air Force information and IAs. The minimum orientation and awareness requirements for users are outlined in DoD 8570.01-M. IA Program. The Contractor shall comply with the established Command, Control, Communication, and Computers (C4) Systems IA program to integrate security education, training, and awareness covering the Communications Security (COMSEC), Computer Security (COMPUSEC), and Emissions Security (EMSEC) disciplines.

4. DUTIES AND RESPONSIBILITIES.

4.1. Leader of the Catholic Community. The contractor leads the Catholic community and overseas all programs and services. The contractor overseas the duties and responsibilities of the Catholic Community and the Religious Education Coordinators. With their assistance and in collaboration with volunteers and the Catholic community provides pastoral care to the Catholic community.

4.2. Worship Services.

4.2.1. Weekend Masses. Conduct one (1) Mass on the weekend. Currently weekend Mass is scheduled on Sunday at 0900. Chapel facility must be available to the Protestant community not later than 1020. Mass and date are subject to change as determined by the Wing Chaplain in consultation with Catholic priest.

4.2.2. Weekday Masses. Conduct four (4) weekday Masses. Currently Masses are scheduled for Monday, Tuesday, Wednesday, and Thursday at 1130. Mass dates and times are subject to change in consultation with the Wing Chaplain. Conduct additional weekday mass if required by AMS guidelines.

4.2.3. Holy Day of Obligation. Conduct two (2) Masses on each Holy Day of Obligation at 1130 and 1730. Times are subject to change.

4.2.4. Special Event Masses and Liturgies. Conduct Masses for special occasions (other than Holy Day of Obligations) which are but not limited to the following (times are subject to change):

Ash Wednesday Masses at 1130 and 1730.

Holy Thursday Mass of the Lord’s Supper at 1730.

Good Friday Liturgy of the Lord’s Passion at 1630.

Holy Saturday Easter Vigil Mass at 1900.

Funeral Mass or service.

Memorial Mass or service.

Wedding Mass or service.

4.2.5. Sacrament of Reconciliation. Conduct confessions on a consistent schedule of no less than 60 minutes/week. Currently Confessions are scheduled on Sunday by 0815-0845 before 0900 Mass. Confessions made beyond the scheduled time allotted shall be arranged by appointment. Provide one evening of Advent Penance Service and one evening Lenten Penance Service at 1800. Times subject to change.

4.3. Administration of Other Sacraments/Their Preparations and Other Priestly Services. Provide other priestly services such as pastoral counseling, marriage preparations, sick calls/hospital visitations and anointing of the sick and emergency ministrations (either personally performed or arranged through a local priest as available) for authorized personnel. Active-Duty personnel and their immediate families are automatically authorized personnel. (All other personnel must have Wing Chaplain approval and requisite canonical and AMS requirements met prior to administration of sacrament). Initiate hospital visitations to SJAFB personnel providing comfort and sacraments if needed.

4.4. Administrative and Office Work.

4.4.1. Director of Religious Education. Function as Director of Religious Education (per AMS directive) and shall meet with the Catholic Religious Education Coordinator regularly and/or as needed to coordinate calendar and funds requests to purchase supplies and/or curriculum and shall oversee the training and certification of religious education volunteers.

4.4.2. Resource Management. Provide all required information for the annual Chapel Tithes and Offering Fund (CTOF) budget, annual list for Designed Offerings, and Appropriated Fund budget in accordance with AFI 52-105, no later than the 1st Wednesday of July of each year or earlier if requested.

4.4.3. Annual Planning. Execute an annual planning session (and/or as needed) regarding Worship, Religious Education, and Outreach to coordinate and resolve scheduling conflicts and other activities related to the Parish.

4.4.4. Catholic Community Purchases. Oversee Catholic Parish purchases in accordance with Chapel Operation Instructions ensuring that all supplies are ordered, and invoices have been paid. The Contractor shall comply with AFI 52-105.

4.4.5. Pastoral Advisory Council. Oversee and guide the Catholic Pastoral Advisory Council Meeting to obtain community feedback on needs and allocation of resources for budgeting and parish objectives. This meeting normally occurs monthly on the third Tuesday of the month, but time and date are subject to change.

4.4.6. Chapel Staff Meetings. Attend the Chapel Senior Leadership Staff meeting as well as Chapel Staff meetings. Provide inputs, support needs, and act as liaison between the Wing Chaplain and the Catholic Community. Provide the Wing Chaplain or his or her designee at least one week notice of any planned missed meetings.

4.4.7. Resource Management Working Group Meetings (RMWG). Attend the Resource Management Working Group meetings when scheduled by the Wing Chaplain and/or Superintendent of Chapel Operations.

4.4.8. Air Force Chaplain Corps Activity Reporting System (AFCCARS). Maintain accurate ministry data entry in the AFCCARS (e.g. number/types of counseling, attendance numbers, and other related reports).

4.4.9. AMS Quarterly Report and Sacramental Records. File the quarterly priest’s report as required by the AMS via the website. Direct and oversee that all sacraments celebrated at the installation are recorded with the AMS (e.g. baptism, confirmation, marriage, etc.).

4.4.10. Work Schedule. A minimum of forty (40) hours per week is expected to include celebration of Masses and sacraments, any meetings, trainings, office hours and programs. Maintain regular office or event hours at the Chapel during each week. Schedule, adjustments and/or remote work must be coordinated with the Wing Chaplain and approved by the COR. The contractor is expected to work four (4) weekdays and Sunday.

4.4.11. Privacy & Privileged Communication. Protect all privileged communication with military members and their dependents as required by all applicable military regulations.

4.4.12. Special Requirements.

4.4.12.1. Contractor shall present appropriate dress and appearance and be easily recognized (e.g. Clergy wear).

4.4.12.2. The contractor must immediately notify the Wing Chaplain, or designated representative, of any change in ecclesiastical and or endorsement status.

4.4.13. Workload Estimates.

5. CONTINUITY BINDER.

5.1. Standard Operating Procedures (SOPs). Create and maintain currency of detailed SOPs for all responsibilities within this PWS.

5.2. After-Action Reports. Create detailed after-action reports for regular and special programs that will assist in repeat execution, including but not limited to cost, personnel and lessons learned.

5.3. Annual Review/Update. In October of each year, review and update the continuity binder and submit to the Catholic Chaplain/Priest and Wing Chaplain for approval.

6. SUBSTITUTES.

6.1. If the contractor will be temporarily unable to fulfill duties, the contractor shall procure a substitute. Substitutes must meet the same qualification requirements listed in this PWS and comply with all required regulations. Verification of qualifications must be submitted to Contracting Officer’s Representative (COR). Documentation of substitutes’ names and qualifications must be submitted, in writing, to the COR and approved by the Wing Chaplain within the first ninety (90) days of the contract start-date and no later than thirty (30) days prior to the first date of absence. Substitute must obtain all background checks and clearances as required to perform the duties in this PWS (same as required in 3.2.).

6.2. When leave of absence is planned and a substitute will be serving, the Wing Chaplain and COR must be notified at least fourteen (14) days in advance. For emergency backfill, the Contractor shall maintain at least one qualified substitute that can be provided on short notice.

6.3. The Wing Chaplain and COR reserve the right to refuse the services of such a substitute if he is deemed unqualified.

7. SAFETY AND SECURITY.

7.1. Facility. Ensure security and cleanliness of all facilities utilized in conjunction with RC programs.

7.2. Emergency. Know and implement fire and safety practices in accordance with local procedures to prevent accidents and preserve the life and health of all personnel performing or in any way affected by the performance of this contract.

7.3. Facility Keys. Chapel facility keys required to perform the duties in this PWS will be issued to the Catholic Priest. He she shall ensure security, prohibit duplication, and return of all keys at cessation of this contract.

7.4. Government Furnished Equipment. Government owned equipment (all equipment, required computer access, and all other office supplies) shall be issued to the contractor by the Chaplain Corps staff. It shall not be removed from Chaplain Corps facilities without approval from the Wing Chaplain. All equipment shall be returned at the cessation of this contract.

8. WING CHAPLAIN RESPONSIBILITIES.

8.1. Conferences & Training- Chaplain Corps directed conferences or training, to include travel expenses, may be funded, contingent upon availability of funds and approval by the Wing Chaplain. Duration and frequency must be approved by the Wing Chaplain.

8.2. Facilities & Equipment. Office space, desk, computer, and all other necessary equipment and supplies required to execute the duties of this PWS will be provided.

8.3. Program Support. Coordinate all support requirements with the COR. The COR will communicate these to the Wing Chaplain who will direct Chaplain Corps members to support as needed.

9. PERFORMANCE ACCOUNTABILITY.

Service Summary. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success but do not represent all contract performance requirements. All contract performance requirements in this PWS will be monitored.

Performance of a service shall be evaluated to determine whether or not it meets the performance requirements of this contract. Re-performance of unacceptable services at no additional cost is the preferred course of action when appropriate. In the case of issued Corrective Action Reports (CARs), the Contracting Officer shall take appropriate measures according with FAR 52.212-4(a).

(Monthly unless specified)

Quality

Schedule

Management

Government Quality Assurance. The government shall inspect and evaluate the contractors’ performance to ensure services are received in accordance with requirements set forth in this contract. The COR will use the contractor’s work schedule, or modified version thereof, to record validation results. Results of the validation then becomes the official Air Force record of the contractor’s performance. Government surveillance of tasks not listed in the PWS or by methods other than those listed in the PWS (such as provided for by the Inspection of Services clause) may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. Any action taken by the CO as a result of surveillance will be according to the terms of this contract.

2.3.1 The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP). The government may inspect each task as completed and increase the number of quality assurance inspections if deemed appropriate because of repeated failures discovered during surveillance inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality assurance inspections if performance dictates.

2.3.2 When an observation indicates defective performance, the COR will require the contract manager or representative at the site to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO a CAR for issuance to the contactor. The contractor shall respond to the CAR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.4 Performance Assessment.

2.4.1 Periodic Surveillance. This method requires the COR to employ a “spot check” style of evaluation based on the contractor’s services. Periodic surveillance will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

2.4.2 Customer Complaints. The COR will receive and investigate all complaints. The COR shall be responsible for validating customer complaints. The CO shall make final determination of the validity of customer complaint(s) in cases of disagreement with the COR and the contractor. Validated customer complaints shall be corrected within 2 hours of notification. CO will validate corrective action.

2.4.3 100 Percent Inspection. This method requires the COR to do 100 percent inspection on all task performed. Appropriate for tasks that occur infrequently. Usually only deals with Safety and/or Security, unless mandated by an Air Force Instruction (AFI) or industry standard.

2.5 Progress Meetings. The CO, Functional Services Manager (FSM), COR, other Government personnel as appropriate, and the Contractor may meet to discuss the Contractor’s performance.

The following issues, at a minimum, shall be discussed:

- Opportunities to improve the contract,

- Any modifications required of the contract,

- Unsatisfactory inspections,

- Valid customer complaints against each performance objective observed, and

- Steps taken by the contractor to prevent occurrences in the future.

The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.5.1 The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor will provide a written notification within five (5) working days to the CO identifying areas of non-concurrence for resolution.

2.6 Contracting Officer Representative (COR). CORs are representatives of the CO and will participate in the administration of this contract. After award of the contract, the contractor will be provided a letter identifying the COR and setting forth their duties and authorities. The COR is not authorized to change any of the terms and conditions of the contract/task order.

2.6.1 Multifunction Team (MFT). The contractor’s manager with the CO, Contract Administrator (CA), COR, and other government personnel shall meet on a regular basis. The MFT will establish how often meetings are needed based on contract complexity. The contractor may request a meeting with the CO when the contractor believes such a meeting is necessary.

2.7 Contractor’s Performance. The Government assesses a Contractor’s performance on an on-going basis, both positive and negative, and provides a record to the CO.

2.8.2 Contractor Performance Assessment Report (CPARS). Formal assessment and reporting of contractor performance is documented using the CPARS system. The Contractor will be provided a copy of their assessment 365 days from contract award. The Contractor shall have 60 days to review and submit comments for the evaluation activity’s consideration before the assessment is made final.