Attachment_1_-_Protestant_Music_Director_PWS.pdf

Attachment 1 – RFQ FA520519QB015

Performance - Based Work Statement (PWS)

FOR

Protestant Music Director (Traditional & Contemporary)

Misawa Air Base (AB) Chapel

Non-personal Service

35th Contracting Squadron

Misawa AB, Japan

15 July 2019

Table of Contents

FOR

Protestant Music Director (Traditional and Contemporary) at Misawa AB Chapel

Bldg. 358, Misawa AB, Japan

Paragraph Title

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION

2. SERVICES SUMMARY

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

4. ANTI-TERRORISM

5. GENERAL INFORMATION

6. TRAINING

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. Non-personal service. The contractor shall, under the guidance of the Protestant Worship Service Chaplain(s), serve as the primary music director to provide choral and congregational musical direction in support of and meet the needs of the Sunday Protestant Contemporary & Traditional Worship Service at the Misawa AB Chapel, Bldg. 358.

1.1. Tasks. The contractor shall perform tasks listed in para. 1.1.1. - 1.1.9. Performance shall meet or exceed established standards of timeliness and accuracy.

1.1.1. Direct/coordinate all music support requirements for (52) regular (Sunday) Contemporary & (52) regular (Sunday) Traditional Protestant service in consultation/cooperation with the Protestant, Worship Service Chaplain(s), the Deputy Wing Chaplain, the Wing Chaplain or their designated COR as well as other musicians, and/or singers.

1.1.2. Lead/participate in 52 weekly rehearsals with the Protestant Traditional musicians/singers and 52 weekly Contemporary Musicians other musicians, and/or singers.

1.1.3. Provide music for up to (8) special seasonal worship services as requested by the Protestant Worship Service Chaplain(s) to include, but not limited to, Christmas, Easter and Combined worship services

1.1.4. Participate in up to (24) rehearsals for aforesaid special services in cooperation with the Protestant Traditional Service Musician and the Contemporary Service Musician, Protestant Worship Service Chaplain(s), other musicians, and/or singers.

1.1.5. Select hymns, songs, and worship music for Traditional, Contemporary and Combined Protestant services.

Contractor will submit selections to the Protestant Traditional and Contemporary Service Chaplain(s) or his/her designee for review in line with the local liturgical cycle. Contractor will deliver at the beginning of each 4th annual quarter the next annual years’ worth of music for review by the Protestant Service Chaplain(s). Contractor will review songs for the upcoming quarter with each Service Chaplain(s) at the beginning of the current quarter’s final month, e.g. Contractor will review the second quarter’s song selections with the Service Chaplain(s) the first week of March. Contractor is responsible to be flexible to song request changes on a given week or when working with a change in the preaching rotation for a given Protestant service. Unless otherwise arranged, the Service Chaplain has override of a given song selection and is responsible to approve submitted song selections for annual submissions and reviews selections each quarter. Service Pastor will submit liturgy and song selection changes to the contractor prior to the practice of a given week’s worship service. If a given worship set has been practiced the week of, changes to the song selection will require approval by the Deputy Wing Chaplain or his/her appointed designate.

1.1.6. Recruit a volunteer choir consisting of a minimum of (4) volunteers and assemble them 30 minutes prior to the announced time of the service for a 10 minute warm-up session that will end no later than five (5) minutes prior to the start time of the service. Contractor will remain in the sanctuary during the worship service. If a minimum of

(4) volunteers cannot be found, the Contractor has (1) month to ensure (4) volunteers are recruited to participate in the choir.

1.1.7. Contractor is responsible to ensure proper setup and tear down of all necessary items for rehearsals and worship services. Contractor is responsible to ensure the sanctuary space is returned to a neutral position at the end of the last protestant service of the day (either traditional, contemporary or combined).

1.1.8. Ensure the areas used will be properly secured upon completion of rehearsals and worship services and returned to their religiously neutral positions as determined by the NCOIC/Superintendent of the Chapel.

1.1.9. The contractor shall provide a qualified substitute in the event the contractor cannot meet any obligation of this contract. A “qualified substitute” is defined as an individual who meets the qualifications outlined in para.1.7.1 of this PWS. The contractor shall personally perform the services or coordinate performance by a Substitute/subcontractor of equal or higher proficiency as outlined in para. 1.7.1. (in instances such as illness or an extended leave of absence) that has been approved in advance by the Protestant Worship Service Chaplain(s), Superintendent or Wing Chaplain no later than 14 business days. The contractor is responsible for payment of the subcontractor.

1.1.10. Contractor will coordinate rehearsals with the Protestant Parish Coordinator. Contractor will coordinate volunteer participation in every weekly practices and the scheduling of volunteer participation in regular and special/seasonal worship services. Contractor will be present 30 minutes prior to scheduled worship time and ensure the security of the facility before departing after each practice, ensuring the facility is returned to a religiously neutral position per the instructions of the NCOIC/Superintendent.

1.2. Place(s) of Performance.

1.2.1. The contractor shall perform at the Misawa AB Chapel, Bldg. 358, and at other locations on Misawa AB as prescribed by the Wing Chaplain, NCOIC/Superintendent of Chapel Operations, Deputy Wing Chaplain, Wing Chaplain or appointed designee no later than 14 business days in advance.

1.3. Work Schedule.

1.3.1. Hours of Operation. The contractor shall provide services to all regular, special, and necessary rehearsals for the scheduled weekly (Sunday) Protestant Worship services at the Misawa AB Chapel, or other locations on Misawa AB as prescribed by the Protestant Service Chaplain(s), Superintendent/NCOIC or Wing Chaplain. The contractor should be in place to prepare/setup for the service(s) no later than 15 minutes before the service(s) start. A typical service, excluding preparation and setup time, will last 2 hours. Service and rehearsal dates and times are subject to change.

1.3.2. Normal Hours of Operations. Base normal duty hours are from 0730 –1630, five (5) days per week, Monday through Friday. Support the mission during these hours except recognized U.S. Federal holidays. If a U.S.

holiday occurs on Saturday, the preceding Friday will be observed as a U.S. holiday; and if U.S. holiday falls on Sunday, the following Monday will be observed as a U.S. holiday.

The following is a list of U.S. holidays:

- New Year's Day 1st of January

- Martin Luther King's Birthday 3rd Monday of January

- President's Day 3rd Monday of February

- Memorial Day Last Monday of May

- Independence Day 4th of July

- Labor Day 1st Monday of September

- Columbus Day 2nd Monday of October

- Veteran's Day 11th of November

- Thanksgiving Day 4th Thursday of November

- Christmas Day 25th of December

NOTE: The Government may add additional family days in conjunction with these holidays.

Weekly Services: Sundays at 1000 hours and 1130 hours (Subject to Change)

Weekly Rehearsals: Tuesdays at 1700-1900 hours (Subject to Change) Staff Meeting: Every Wednesday (Subject to Change) Special Seasonal Services: To be advised at least 14 days prior to the event(s) Rehearsals for Seasonal Services: To be advised at least 14 days prior to the rehearsal(s)

1.3.3. In the event that the contractor cannot perform their services, they must notify the Deputy Wing Chaplain, the Wing Chaplain or their appointed designate as well as the Contracting Officer (CO) at least 14 business days in advance and coordinate a substitute with the chapel. Failure to coordinate will constitute a failure to perform services as required by this PWS.

1.4. Quality Assurance.

1.4.1. Contractor Service Performance Evaluation. The Government will periodically evaluate the contractor’s performance by monitoring performance and ensuring the performance standards are met. The government will evaluate the contractor’s performance with regards to the performance threshold in the Services Summary in para. 2, using means to include site visit and customer complaints.

1.4.2. Government Remedies for Redress of Grievances. If unacceptable performance is identified, the CO shall promptly notify the contractor of the deficiencies for correction. The contractor shall take corrective action in a timely manner (7 calendar days) at no additional cost to the government. If the contractor does not timely correct deficiencies, the Chapel Point of Contact (POC) should report in writing to the CO. The contractor may refer to the CO for any disagreement with the chapel POC observations. The CO shall follow the requirements of FAR 52.212- 4, Contract Terms and Conditions –Commercial Items (Jan 17), for contractor’s failure to correct nonconforming services.

1.5. Security Requirements.

1.5.1. Criminal Background Check. Background checks are required on all contractor workers involved in the delivery of ministry to children under the age of 18 on a frequent and regular basis as stated in DODI 1402.5 Enclosure 5. Contractor personnel receiving an unfavorable criminal background check status shall not be allowed to perform under this contract. The contractor is responsible completing and submitting the government-provided AF 2583 (REQUEST FOR PERSONNEL SECURITY ACTION) as part of the credentialing package prior to providing service at the 35FW/HC. Contractor may need to visit 35FW/HC to fill in the form in case they are not able to open attachment outside of Government computer. Contractor shall comply with all security and background check requirements as outlined in DODI 1402.5 and other applicable regulations and guidelines

1.5.1.1 Prepare and submit all required security clearance, such as the Line of Sight Supervisor Investigation package which includes the Installation Records Check (IRC) application documentation and AF2583 at the time of submitting bid. This documentation is required for positions involving contact with children below 18 years, as directed by and in accordance with, Department of Defense (DODI) 1402.5, Criminal History Background Checks on Individuals in Child Care Services, to the CTOF Contracting Officer, or his/her designee. Satisfactory completion of a background check and IRC is mandatory; an “unfavorable” investigation will result in a review by the Contracting Officer and Wing Chaplain. Termination of contract may be possible.

1.5.2. Base Access. Prior to start of work, the contractor shall submit a 5 AF Form 99, “Applications for Base Passes” to the 35th Contracting Squadron, Bldg. 656, for all employees requiring base access to perform the work within three (3) working days of notification of contract award. The contractor shall submit a 35 FW Form 54, “Application for Vehicle” and copies of the vehicle inspection certificate, for all the vehicles requiring base access under this contract. The contractor shall turn in all base passes to the Visitor Control Section, 35 SFS/SFAP, Bldg.

301, and obtain a return receipt after a pass is no longer needed or the contract expires, whichever comes first. Final payment may be withheld until the required clearances have been accomplished.

1.5.3. Installation Security Notice to Employees. The Government reserves the right to restrict employment under this contract of any Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population. Contractor personnel may be subject to search, at the discretion of the installation commander, when entering or leaving the installation.

1.5.4. Performance of Services during Crises Declared by the National Command Authority or Overseas Combatant Commander. This service contract is not determined to be “mission-essential” for performance during a crisis. In the event of such a crisis, the CO will direct the contractor to discontinue service due to base closure. Until such a notification, the contractor is required to continue performance.

1.5.5. Misawa AB Fire Prevention: The contractor shall be responsible for fire prevention in the area of performance. The contractor shall comply with the following fire prevention guidance.

1.5.5.1. Fire Reporting: 1) The primary emergency reporting number on Misawa AB is 911 or 0176-53-1911 from off-base. Fire Department operations take place out of Bldg. 947 and 3003 for main base, and Bldg. 1940 for the North Housing area. 2) On-base telephones if any, in the on-base warehouse(s) shall have "911" stickers. 3) All contractor-employed personnel shall be familiar with fire reporting numbers and procedures, and shall to put the number "0176-53-1911" into his/or her mobile phone.

1.5.5.2. Vehicles: 1) Access for fire fighting vehicles must be maintained at all working sites. 2) Contractor's vehicles shall not be parked within 15 feet of any fire hydrant of Fire Department connection. 3) Contractor's vehicles shall give the right-of-way to responding fire/emergency vehicles.

1.5.5.3 Electrical Hazards:

1) All of the contractor’s electrical tools and equipment shall be in good (original) working condition and its maintenance shall be done properly in compliance with manufacturer’s maintenance instructions.

2) All extension cords used shall be equipped with circuit breakers and plugged directly in the outlets (not other extension cords).

3) Building utility panels shall not be blocked by contractor tools/supplies.

1.5.5.4 Storage:

1) Flammable liquids shall not be stored inside the warehouses next to the buildings or near exit ways.

2) Fire protection system shall not be obstructed at any time. Carpet storage shall be neat in a manner which does not present fire/safety hazards and not to block the access to where fire-extinguishers are mounted.

1.5. 3. Comply with any and all Air Force computer usage and Information Security requirements and procedures.

1.5.4. Complete and submit a statement consenting to the release of personal information for purpose of chapel communications, publications, and advertising to the CTOF Contracting Officer, or his/her designee, within 5 days for date of hire.

1.5.6 Mandatory Policy Compliance. The contractor must comply with background checks to work with children younger than 18 years of age as outlined in Department of Defense Instruction (DoDI) 1402.5 Background Checks on Individuals in DoD Child Care Services Programs, Air Force Policy Directive (AFPD) 52-1 Chaplain Corps, and Air Force Instruction (AFI) 52-101 Planning and Organizing.

1.5.7. After use, ensure facilities are secured after any and all related to Contractor activities this includes, but is not limited to, securing windows, turning off lights/appliances, securing equipment, locking doors, etc).

1.5.8 Base Computer Network Access. Contractor personnel are required to have access to the government local area network (LAN). Contractor shall obtain Common Access Card (CAC) for contractor personnel.

1.5.9 Obtain CAC procedure. Contractor shall submit a DD1172-2 to work in 35FW/HC within three (3) working days of notification of contract award. Contractor is not able to start process until their Security Program completes.

(See para. 9.2.) Their process to obtain CAC shall take roughly two through three weeks, therefore contractor has responsible to contact to 35FW/HC within three (3) business days after contract is awarded.

1.5.10 Reporting. During performance, report any information or circumstances observed that may pose a threat to the security of DoD personnel, contractor personnel, resources, and defense information to the Security Forces. The Contracting Officer Representative (COR) will brief the contractor upon initial on-base assignment of requirements.

The contractor shall comply with the requirements of Volume 1, AFI 71-101, Criminal Investigations, and paragraph 1.1 of Volume 2, Protective Security Matters.

1.5.10.1 Reporting Suspicious Activity. It is the responsibility of all personnel working and residing on Misawa Air Base to be alert for detecting and reporting suspicious criminal or terrorist activity. The contractor shall immediately report any on-base observed suspicious activity to the 35 SFS/BDOC, Bldg. 646. All contractor-employed personnel shall be familiar with suspicious activity reporting numbers and procedures. The primary number for reporting suspicious activity on Misawa Air Base is 911from a base phone or 0176-53-1911 from a mobile phone or off-base.

1.6. Contractor Personnel.

1.6.1. Conflict of Interest. The contractor personnel shall not be any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval in accordance with Department of Defense Directive (DoDD) 5500.7 - R, Joint Ethics Regulation. The contractor shall not employ persons for the work of this contract if such employment would create a conflict of interest per AFI 64-106, Contractor Labor Relations Activities.

1.6.2. Appearance. Contractor personnel shall present a neat dress and appearance in line with business casual formality for normal practices and worship service delivery with the expectation to dress in formal attire (when asked to do so) for seasonal services/activities and performances. Contractors shall be easily recognized as Contractor employees. Badges that contain at a minimum, the company, and employee name will be of sufficient size and will be worn by employees in such a standardized manner as to be clearly visible.

1.6.3. Interpersonal relationships. Contract shall interact appropriately with chapel staff, volunteers, and customers.

Appropriate behavior includes but is not limited to using professional terms of address for staff and volunteers, using professional language, using in person conflict resolution methods in the case of conflict with volunteers or staff, and maintaining compliance with EO Office standards. Inappropriate behavior includes but is not limited to:

using language that would create an unsafe environment, poor conflict resolution, to include but not limited to posting derogatory or inflammatory content on social media related to staff, volunteers or the institution.

1.6.3. Replacement of contractor personnel. Unless in an emergency, contractor personnel is required to give at least a 30-day official notice of the intention to vacate the job to contractor management staff, Chapel POC, CO, and Contracting Administrator (CA) to ensure all team members are aware. The contractor management staff shall replace permanent contractor personnel at the earliest possible date, ensuring vacancies do not exceed 30 calendar days. The consecutive calendar days begin on the departing contract employee’s last duty day at the requesting location. The contractor management staff shall ensure that all temporary or permanent replacement staff are fully qualified as outlined in para. 1.7.1, meet all pre-placement requirements and are ready to perform within the required timeframe. The Government reserves to terminate the contract for cause after the 30 days vacancy period unless the CO determines the termination is not in the best interest of the Government.

1.6.4. Absences. The contractor shall advise the contractor management staff, CO and Chapel POC about absences due to illness or incapacitation.

1.6.5. The contractor shall provide the CO, the Protestant Worship Service Chaplain(s) and the Superintendent/NCOIC with any changes to his/her current, telephone numbers, and email address within 7 calendar days. He/she will also provide the names of a primary and alternate POC with telephone numbers, in case of emergency within 7 calendar days. .

1.7. Qualifications.

1.7.1. Contractor must furnish a resume that established they possess proficiency from sources that can include either academic or prior experience. The contractor must be able to lead praise band/team and vocal congregational singing. Offerors will demonstrate technical proficiency through an evaluation. Offerors will be evaluated on four

(4) pieces of written music (two traditional hymns, two contemporary worship songs), which they will receive on the day of the evaluation. Offerors will be evaluated on their ability to read music, play the notes as listed, vocalize, and to perform the provided music satisfactorily in terms of melody, tempo, rhythm and dynamic, making no more than 3 mistakes or missed notes. Experience in church music, a background in vocal and instrumental music instruction, hymnology, traditional religious music, and contemporary religious music is desirable.

1.7.2. The contractor must be fluent in conversational English.

1.7.3. The contractor must be able to perform the required services during the performance period stated in para. 1 (base year) and two (2) option years.

2. SERVICES SUMMARY.

Performance Objectives and Measurements: The following SS identifies the performance objectives and performance measurements for critical tasks associated with providing support services for Protestant Traditional and Contemporary Worship Service Chaplain(s) in support of the 35 FW/HC at Misawa AB.

Government Quality Assurance: Contract performance will be surveyed to determine if it meets the contract standards.

Performance Evaluation: Performance of a service will be evaluated to determine whether or not it meets the performance requirements of the contract. When the performance requirement is not met, the CO will issue a report to the contractor. The contractor shall respond to the report in accordance with CO instructions and return it to the CO within 15 calendar days of receipt.

Performance Objective PWS Paragraph Performance Threshold

SS - No. 1: Timeliness

Adheres to schedule.

1.3.1. Monitored by the service chaplain: no

more than two (2) instances of tardiness, leaving early, or unplanned absences in a month. Service chaplain will inform the CO of the first and any subsequent instances.

SS – No. 2: Tasks

Coordinate all music support requirements for 52 regular Protestant Traditional Worship services and 52 Contemporary Worship services, an unspecified number of Combined Worship services (in place of the standard Traditional/Contemporary Sunday line up) and 8 seasonal performances in consultation with the Worship Service Chaplain(s), other musicians, and/or singers.

1.1.1. thru 1.1.10.

Monitored by the service chaplain:

Contractor shall not miss more than four (4) sessions a year.

SS - No. 3 Task

Participate in 104 weekly rehearsals with the Traditional and Contemporary Protestant Worship Service musician(s), and/or singers

1.1.2. Contractor shall miss no more than four

(4) session a year.

SS - No. 4 Task 1.1.6. Contractor shall recruit minimum four

(4) volunteers for basic choir.

Contractor has 1 month to assemble/provide for this requirement

Contractor must coordinate/provide for a minimum four (4) person choir for each service (regular mass or special service) initially. Contractor cannot have more than 4 sessions annually without a 4 member choir in operation

SS - No. 5 Task

Contractor must play with sufficient professional acumen.

1.7.1 Contractor will make no more than

three (3) errors (missed notes) in any given single performance/provision of services.

3. GOVERNMENT FURNISHED EQUIPMENT AND SERVICES.

3.1. Equipment and Supplies.

3.1.1. The Wing Chaplain provides (as needed) required workspace and/or access to, but not limited to, the following: computer, phone, copier, filing cabinets, storage space and other basic office supplies, bookcases, and other items deemed necessary to perform services described in this PWS.

3.1.2. Contractor is required to have a Common Access Card (CAC) and access to the government LAN. The government and the Contractor shall follow the requirements in AFFARS 5352.242-9001 - Common Access Cards for Contractor Personnel, to obtain CAC(s) for contractor personnel.

3.1.3. The Government will furnish office supplies necessary to accomplish or perform tasks and or services as described in this PWS. Requests for supplies will be submitted through the Protestant Parish Coordinator but must be approved by the Protestant Service Chaplain. The Government will not reimburse the contractor for unapproved expenses.

3.1.4. Government-owned equipment/supplies will not be moved outside of the chapel without the permission of the Wing Chaplain.

3.1.5. The Government will supply a piano and/or electronic keyboard for all services and rehearsals conducted at the chapel or other locations on Misawa AB as prescribed by the Deputy Wing Chaplain, Superintendent of Religious Affairs or Wing Chaplain.

3.1.6. Requirements for music supplies (i.e. scores, song sheets, folders, etc.) will be submitted in writing at least 60 days in advance of the required date and will include: title, number required, cost and suggested source.

3.1.7. The Government will furnish all music in print and/or digital formats.

3.1.8. The Government will furnish all sound equipment.

3.2. Facilities

3.2.1. The Government will furnish access to the Misawa AB Chapel, Bldg. 358. If a key is issued, the contractor will ensure keys are not lost, misplaced or used by unauthorized persons. In case of lost keys, contractor will update the Chapel facility manager and the Catholic Parish Coordinator via email within 7 calendar days.

3.2.2. Electricity, water, sewage, and heat shall be furnished by the Government, at no cost to the contractor for their use in the performance of services called for in the 35th Security Forces Squadron (SFS) and Fire Protection, para.

3.2.2.1. The Government shall provide DSN phone access to the following on-base safety services:

3.2.2.1. 35 SFS and Fire Protection.

3.2.2.1.2. 35 SFS phone number: 911

3.2.2.1.3. Fire Department phone number: 911

3.2.2.1.4. After use, ensure any and all facilities, equipment, and supplies are returned to their pre-use state; ensure all rooms are left in a neat, sanitary, and orderly manner, in accordance with chapel facility usage policies.

4. ANTI-TERRORISM.

4.1. Random Antiterrorism Measures (RAMs). RAMS are conducted on Misawa AB at varying times during a 24-hour period and may consist of measures such as spot checks of identification credentials, random vehicle searches, and site security sweeps. The contractor is subject to participating and cooperating with RAMS as directed by competent authority. Anticipate increased RAMS during implementation of elevated Force Protection Conditions (FPCONs).

4.2. Reporting Suspicious Activity. It is the responsibility of all personnel working and residing on Misawa AB to be alert for detecting and reporting suspicious criminal or terrorist activity. The contractor shall immediately report any on-base observed suspicious activity to the 35 SFS/ Base Defense Operations Center (BDOC), Bldg. 646. All contractor-employed personnel shall be familiar with suspicious activity reporting numbers and procedures. The primary number for reporting suspicious activity on Misawa AB is 911from a base phone or 0176-53-1911 from a mobile phone or off-base.

5. GENERAL INFORMATION.

5.1 Do not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. Do not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person receives approval according to DODD 5500-7, Standards of Conduct, and AFI 64-106, Contractor Labor Relations Activities.

6. TRAINING.

6.1 The contractor shall comply with all training requirements provided by the Government, the Air Force Chapel Corps (HAF/HC) and the 35th FW/HC including but not limited to: Sexual Assault Prevention and Response (SAPR), Total Confidentiality, Performance Improvement, Risk Management, Fire Protection, Information Security, and local in-service briefings. The Government will also provide training on the applications used for electronic record documentation. The trainings may be scheduled individually throughout the year or scheduled at one time.

These training may take approximately 30 hours total during one year and will count toward the 40 hour per week requirement. Additional training required the 35 FW/HC and or the Air Force Chapel Corps (HAF/HC) (such as professional conferences, continuing education) will be paid for by the Government and can be invoice for hours.

Voluntary training will be paid for by the contractor and may not be invoiced for hours.

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