Protestant_Chapel_Services_PWS_Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

PROTESTANT RELIGIOUS SERVICES

WRIGHT-PATTERSON AFB, OH

31 July 2019

1. INTRODUCTION:

1.1. Wright-Patterson AFB (WPAFB) is a Continental United States (CONUS) military community with a split population of Active Duty, Reserve, Civil Service employees, retirees, and dependents. The WPAFB program has the responsibility of meeting the needs of this diverse community in support of Wright-Patterson’s mission.

1.2. The WPAFB Chapel is composed of chaplains, religious affairs airmen, civil service clergy, appropriated and non-appropriated fund contractors, and lay volunteers. The programming developed by this staff is implemented in a pluralistic environment and is subject to the standards established by the U.S. Air Force.

1.3. The Chapel is a community of faith supporting programs at WPAFB. This community operates energetic ministries that require a high degree of coordination and cooperation among its staff.

2. GENERAL DUTIES AND RESPONSIBILITIES

2.1. This is a non-personal service contract to perform duties for Protestant Worship Services at Wright-Patterson AFB chapel’s (Prairies Chapel and Kitty Hawk Chapel).

The period of performance (PoP) for this service shall consist of one (1) Base Year with four (4) Option Years. The U.S. Government shall neither supervise nor control the method by which the contractor performs required task herein. It shall be the responsibility of the contractor to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Contracting Officer immediately. These services shall not be used to perform work of a policy/decision making or management nature (e.g. inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the U.S. Government.

3. POSITION ONE – KITTY HAWK CHAPEL – PROTESTANT WORSHIP

MUSICIAN

3.1. QUALIFICATIONS:

3.1.1. Shall be at least 18 years of age.

3.1.2. Shall be proficient at individual singing, standard piano/keyboard, clavinova, or guitar congregational singing in a Protestant worship service, accompanied by other musicians.

3.1.3. Shall be able to proficiently accompany choirs, choral groups, or soloist, for special music during worship services.

3.1.4. Shall pass a background investigation at a minimum involving the following agencies for working with youth under 18; State Criminal History Repository Check, Fingerprint check and Installation Record Check. Installation Records Check includes Security Police, Drug & Alcohol Program, Family Housing, and Medical Treatment Facility for Family Advocacy Program, Service Central Registry records and Mental Health records.

3.1.5. Shall have a minimum two (2) years’ experience as a Protestant Church musician and/or worship team director.

3.1.6. Possess the ability to maintain professional standards of conduct and public decorum and be attired and groomed in a manner that reflects professional status of the chapel worship environment.

3.1.7. Possess the ability to constructively work with chapel staff, parish volunteers, customers, and other chapel musicians.

3.1.8. Shall possess a broad knowledge of Protestant music (choral calls to worship, hymns, anthems), and Protestant worship music.

3.1.9. The potential vendor shall possess a detailed knowledge of Protestant music and appropriate ability to perform services such as reading music via piano and vocal means. Additionally, the contractor shall understand and support Protestant theology while working in a pluralistic environment in which the worship service is under the direction of the Service Chaplain.

3.2. SPECIFIC RESPONSIBILITIES

3.2.1. The Kitty Hawk Chapel Protestant Worship Musician shall provide all musical services related to the Kitty Hawk Protestant Worship team. The chapel shall provide the PA system, music stands, hymnals/missals, a keyboard/piano, and a guitar. The contractor shall be responsible to bring any additional instruments they would like, and any sheet music that they need beyond the hymnals/missals. Additionally contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision and other items necessary to perform duties as the Kitty Hawk Protestant Worship Musician. The contractor shall provide all music, musical planning, coordination, and directing for all Kitty Hawk Protestant Service. Additionally, the contractor shall provide service for all 6 special holy day and/or week observances and holiday services in accordance with para. 6a. of this SOW. The contractor shall provide music for choir and band rehearsals, and additional unscheduled services as necessary, including, but not limited to funerals, memorial services, special chapel functions and music workshops.

3.3. KITTY HAWK CHAPEL PROTESTANT WORSHIP MUSICIAN: The Kitty

Hawk Chapel Protestant Worship Musician, hereinafter referred to as the “Contractor” is responsible for coordinating all actions and musical selections with the Kitty Hawk Protestant Service Chaplain and Kitty Hawk Protestant Music Director prior to rehearsal or performance. Rehearsal and weekly performance shall primarily be held at the Kitty Hawk Chapel or alternate locations during renovations. The contractor is responsible for providing musical services for the Kitty Hawk Protestant choir at all weekly Sunday Protestant services. Normal service duration is approximately 60-75 minutes. The contractor is responsible for playing and performing at the weekly Kitty Hawk Protestant choir rehearsal. Normal rehearsal duration is 60-75 minutes.

3.3.1. SPECIAL SERVICES AND REHEARSALS: Special services, which are services that are considered to be holy and/or special to the specified faith group to include but are not limited to the following: Christmas Cantata and rehearsals, Christmas Eve and Christmas Day Services; Ash Wednesday, Holy Week, and Easter. The contractor shall receive 24-hour notification to perform special services.

3.4. RESPONSIBILITIES

3.4.1. The contractor should be present 60 minutes before worship services to rehearse choir/worship band, as well as to coordinate any last minute details with officiating chaplain.

3.4.2. Provide musical accompaniment and leadership during worship services for the congregation and the choir, which may include, but is not limited to: prelude, offertory, postlude, choral and congregational responses, anthems, solos, and hymns for each service.

3.4.3. Work in conjunction with other musicians and the priest responsible for the service on the selection, preparation and performance of music which relates to the theme established by Scripture readings and/or the religious season. Special music for listing in the Sunday worship bulletin and/or slide presentations shall be turned in no later than noon on Wednesday prior to the Sunday service.

3.4.4. The Contractor shall attend all designated worship team rehearsals along with the service’s music director. These rehearsals shall be conducted once weekly, unless prior coordination to cancel rehearsal has been approved by the Chaplain.

3.4.5. The Contractor shall select, arrange, and score music from appropriate ecclesiastical sources.

3.4.6. The contractor may be called upon during special services such as funerals, memorial services, specific religious observances, cantatas, and other special programs, upon request by the chaplain of the Protestant Chaplain.

3.4.7. The contractor is responsible, either independently or with the help of volunteers, to set up and tear down all equipment, materials, and supplies necessary for use during a rehearsal or service. All materials shall be displayed in a neat and orderly fashion. The contractor shall not depart the area until materials are returned to their original position.

3.4.8. The contractor shall ensure that newly acquired music and equipment are properly identified and that music is catalogued and filed within the Protestant music library where applicable.

3.4.9. The contractor shall be available to attend worship clinics and professional conferences in both music and sound. Travel may be required.

3.4.10. The contractor shall, with coordination of the service chaplain, ensure that chapel equipment used outside of the chapel facility is signed out on an AF Form 1297, Temporary Issue Recipe, and proper resource protection.

3.4.11. The contractor shall comply with all chapel operating instructions (OIs), specifically those regarding facility usage, resource protections, fire prevention and funds utilization. The contractor shall also submit facility request to arrange for use of facility for all meetings, rehearsals and programs for the year.

3.4.12. Contractor is permitted to provide subcontractors who are equally qualified and when prior approval is given by the Protestant Chaplain responsible for the service. A request for substitution shall be submitted at least five (5) days prior to the service.

4. POSITION TWO – PRAIRIES CHAPEL – PROTESTANT WORSHIP MUSICIAN

DIRECTOR

4.1. QUALIFICATIONS

The contractor shall have at a minimum the following qualifications:

4.1.1. Shall be proficient at individual singing, piano/keyboard playing, and leading congregational singing in a Protestant music style, accompanied by other musicians.

4.1.2. Shall pass a background investigation at a minimum involving the following agencies for working with youth under 18; State Criminal History Repository

Check, Fingerprint check and Installation Record Check. Installation Records Check includes Security Police, Drug & Alcohol Program, Family Housing, Medical Treatment Facility for Family Advocacy Program, Service Central Registry records and Mental Health records.

4.1.3. Shall have a minimum two (2) years’ experience as a Church musician and/or worship team director.

4.1.4. Possess the ability to maintain professional standards of conduct and public decorum and be attired and groomed in a manner that reflects professional status of the chapel worship environment.

4.1.5. Possess the ability to constructively work with chapel staff, parish volunteers, customers, and other chapel musicians.

4.1.6. Shall possess a broad knowledge of Protestant music (choral calls to worship, hymns, anthems), and Protestant worship music.

4.1.7. The potential vendor shall possess a detailed knowledge of Protestant music and appropriate ability to perform services such as reading music via piano and vocal means. Additionally, the contractor shall understand and support Protestant Protestant theology while working in a pluralistic environment in which the worship service is under the direction of the Service Chaplain.

4.2. SPECIFIC RESPONSIBILITIES

4.2.1. The Protestant Service Music Director shall provide all musical services related to the Protestant Service Worship team. The Chapel shall provide a PA system, music stands, hymnals/missals, keyboard/piano and guitar, but the contractor shall provide any additional instruments and sheet music beyond what is provided by the Chapel. Additionally, the contractor shall furnish supplies, transportation, tools, materials, supervision and other items necessary to perform duties as the Protestant Service Music Director. The contractor shall provide all music, musical planning, coordination, and directing for the Protestant Service.

Additionally, the contractor shall provide service for all 6 special holy day and/or week observances and holiday services in accordance with paragraph 5(a) of this SOW (if needed). The contractor shall provide music for choir and band rehearsals, and additional unscheduled services as necessary, including, but not limited to funerals, memorial services, special chapel functions and music workshops.

4.3. PRAIRIES CHAPEL - PROTESTANT SERVICE MUSICIAN DIRECTOR:

4.3.1. The Protestant Service Music Director, hereinafter referred to as the “Contractor” is responsible for coordinating all actions and musical selections with the Protestant Worship Service Chaplain prior to rehearsal or performance.

Rehearsal and weekly performance shall primarily be held at the Chapel or alternate locations during renovations. The contractor is responsible for directing the Protestant choir at all weekly Sunday Protestant services. Normal service duration is approximately 60-75 minutes. The contractor is responsible for directing a weekly Protestant choir rehearsal. Normal rehearsal duration is 60-75 minutes. The contractor shall submit the music selection for the upcoming week to the chaplain no later than 1600 local each Friday.

4.3.2. SPECIAL SERVICES AND REHEARSALS: Special services, which are services that are considered to be holy and/or special to the specified faith group to include but are not limited to the following: Christmas Cantata and rehearsals, Christmas Eve and Christmas Day Services; Ash Wednesday, Holy Week, and Easter. The contractor shall receive 24-hour notification to perform special services.

4.4. RESPONSIBILITIES

4.4.1. The contractor shall be present 60 minutes before worship services to rehearse choir/worship band, as well as to coordinate any last minute details with officiating chaplain.

4.4.2. The contractor shall lead worship and special singing during each worship service at the Prairies Chapel Worship Service.

4.4.3. The contractor may also be called up to lead opening and closing hymns for congregational singing.

4.4.4. The Contractor shall conduct all designated worship team rehearsals along with the service’s musical accompanist(s). These rehearsals shall be conducted once weekly, unless prior coordination to cancel rehearsal has been approved by the Chaplain.

4.4.5. The contractor is shall actively recruit volunteer’s musicians to ensure a robust music program is offered at the Protestant Worship Service.

4.4.6. The contractor may be called upon during special services such as funerals, memorial services, specific religious observances, cantatas, and other special programs, upon request by the chaplain of the Protestant Service or Branch Chief.

4.4.7. The contractor is responsible, either independently or with the help of volunteers, to set up and tear down all equipment not regularly included with the service, materials, and supplies necessary for use during a rehearsal or service.

All materials shall be displayed in a neat and orderly fashion. The contractor shall not depart the area until materials are returned to their original position.

4.4.8. The contractor shall ensure that newly acquired music and equipment are properly identified and that music is catalogued and filed with Christian Contemporary Licensing Incorporated (CCLI) where applicable.

4.4.9. The contractor shall be available to attend worship clinics and professional conferences in both music and sound. Travel may be required.

4.4.10. The contractor shall in coordination with the service chaplain, continually review new releases for suitability of text to the Christian faith and the church season, and for the performance level of the Protestant Worship Team and Service Choir.

4.4.11. The contractor shall meet with the Protestant Worship Service chaplain on a weekly basis to discuss upcoming music selections.

4.4.12. The contractor shall, with coordination of the service chaplain, ensure that chapel equipment used outside of the chapel facility is signed out on an AF Form 1297, Temporary Issue Recipe, and proper resource protection.

4.4.13. The contractor shall comply with all chapel operating instructions (OIs), specifically those regarding facility usage, resource protections, fire prevention and funds utilization. The contractor shall also submit facility request to arrange for use of facility for all meetings, rehearsals and programs for the year.

5. POSITION THREE – PROTESTANT RELIGIOUS EDUCATION (RE)

COORDINATOR:

5.1. QUALIFICATIONS

The contractor shall have at a minimum the following qualifications:

5.1.1. Have at least two years of classroom experience as a Coordinator of Religious Education or equivalent experience. Be at least 18 years of age.

5.1.2. Have a Master’s degree in Education, teaching, or similar education.

Applicants with lessor or equivalent experience shall be considered if no otherwise fully qualified individuals apply.

5.1.3. Be able to work successfully within the pluralistic environment of the Air Force Chaplain Corps.

5.1.4. Possess good people skills that enable him/her to work effectively and harmoniously with others including: chaplains, chapel staff, volunteers, and parishioners.

5.1.5. Shall pass a background investigation at a minimum involving the following agencies for working with youth under 18; State Criminal History Repository Check, Fingerprint check and Installation Record Check. Installation Records Check includes Security Police, Drug & Alcohol Program, Family Housing, and Medical Treatment Facility for Family Advocacy Program, Service Central Registry records and Mental Health records.

5.1.6. Furnish a resume including academic and religious education work-related experience, along with at least two professional reference letters (no relatives).

5.2. RESPONSIBILITIES

5.2.1. The Protestant Religious Education Coordinator (PRE) whom shall be known from this point as the contractor shall assume responsibility for all aspects of religious education. The contractor shall work with the Protestant Faith Group Leader, worship Service Chaplains, other Protestant chaplains as necessary, ministry leaders and Children’s Church Coordinators, to plan and achieve goals and objectives for Wright Patterson AFB Protestant RE activities, and other activities as directed.

5.2.2. Meet regularly with the Protestant Faith Group Leader Chaplain or Branch Chief of Parish Ministries, to review the status and effectiveness of the RE program.

5.2.3. Attend weekly Sunday RE program(s) [and weekday programs as necessary] to review the status and effectiveness of the RE program. The contractor is expected to visit Kitty Hawk AND Prairies Worship services at least twice monthly.

5.2.4. Recruits, trains, nurtures, and leads volunteer staff to include: grade level coordinators, and administrative staff members. The contractor shall maintain a list of active volunteers with contact information. The list of volunteers shall be approved by the service chaplains or Branch Chief.

5.2.5. Serve as liaison for the Wright-Patterson Protestant ministries by: selecting RE literature for all ages and ensuring curriculum does not denigrate other faith group.

5.2.6. Submit purchase requests (PR’s) for Protestant Religious Education Programs, review their annual budgets, and submit corresponding facility requests.

5.2.7. Coordinate annual Vacation Bible School with Children’s Church Coordinators and community members. The contractor shall ensure curriculum is appropriate and purchased, volunteers are appropriately trained, and background checks completed in a timely manner. Community member support may come from: WP members and parishioners, Catholic worship community members, local churches, or other volunteers upon approval by the Protestant Faith Group Leader or Branch Chief of Parish Ministries.

5.2.8. The contractor shall resolve conflicts between Children’s Church Coordinators/teachers and parents to maintain positive relations with parents/guardians of students.

5.2.9. Ensure weekly RE attendance data is collected and submitted to the appropriate Chaplain for data recording.

5.2.10. The contractor shall, with coordination of the service chaplain, ensure that chapel equipment used outside of the chapel facility is signed out on an AF Form 1297, Temporary Issue Recipe, and proper resource protection.

5.2.11. The contractor shall comply with all chapel operating instructions (OIs), specifically those regarding facility usage, resource protections, fire prevention and funds utilization. The contractor shall also submit facility request to arrange for use of facility for all meetings, rehearsals and programs for the year.

5.2.12. Prepare and submit proposed annual budget for the RE Program to the Protestant Parish Coordinator, in accordance with budget and policy directives.

5.2.13. If awarded the contract, the contractor shall submit an application for a background check to the Branch Chief according to Department of Defense Instruction (DoDI 1402.5), Criminal History Background Check.

5.3. SPECIFIC RESPONSIBILITIES: The Protestant Religious Education Coordinator shall

5.3.1. Establish and publicize regular office hours.

5.3.2. Prepare annual RE programs’ funds and Facility Requests in accordance with Air Force and Chaplain Corps policy and directives, and submits them to the Protestant Faith Group Leader.

5.3.3. Upon proper approval of Purchase Requests (PR), order and distribute all curriculum, equipment, and supplies required to support the RE Program.

Contractor shall enforce in a timely manner PR submissions with Requestors, in accordance to AFI and Chapel policies.

5.3.4. Schedule and facilitate RE Staff Meetings.

5.3.5. Coordinate with the chapel staff in initiating annual background checks on all teachers, substitute teachers, and helpers over 18 years of age.

5.3.6. The contractor shall personally perform the services described above or coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the Branch Chief. Submit the names and qualifications of proposed subcontractors to the Branch Chief for approval at least 14 days prior to the proposed absence. Subcontractors shall meet the requirements for the position as outlined in this Performance Work Statement (PWS).

6. QUALITY ASSURANCE:

6.1. The contractor shall consult with the Chaplain weekly to ensure that all services are conducted in a manner acceptable to the Chaplain in charge of the service.

7. EQUIPMENT AND SUPPLIES:

7.1. All workspace necessary to accomplish duties shall be provided. Organ and/or piano as well as any unique Chapel specific items that shall assist the contractor shall be provided by the Wright-Patterson Chaplain Corps.

8. SECURITY OF FACILITIES:

8.1. The Contractor shall ensure that any government keys issued to them are not lost, misplaced, or used/loaned by any other person. Issued keys shall not be duplicated.

The contractor shall ensure that any facility they are in charge of is locked and secured before departing if they are the last group in that facility for the day.

8.2. 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. The Contractor shall immediately report to the COR or CO any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to re-key or replace the affected lock or locks without cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the Contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system, and the total cost shall be deducted from the monthly payment due the Contractor

8.3. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the installation, shall abide by all security regulations of the installation. When any employee no longer works for the contractor at the installation, the contract manager shall return any government furnished identification card to quality assurance personnel or Security Forces. Contractors shall expect delays entering the base and entry and exit of restricted areas. If, for any reason, Security Forces or any military member detains a contractor or contract employee, the contractor is to comply with their request and is not to become combative or argumentative. Contractors may be required to undergo Antiterrorism Level I training within 30 days after contract award.

9. SAFETY REQUIREMENTS AND REPORTS.

9.1. The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

10. WORKING HOURS AND EXTENDED PERIOD OF ABSENSE

10.1. The Contractor shall arrive at least 60 minutes prior to the Protestant service.

10.2. The contractor shall attend weekly rehearsals (TBD) at their respective Chapel.

10.3. The contractor shall provide a substitute to perform services in their absence. This substitute shall be of equal or greater capability than the contractor and approved by the Protestant Service chaplain. Substitutes may not be a long-term, recurring basis, but only for required short-term absences of a personal nature.

11. APPEARANCE:

11.1. The contractor shall be neatly and modestly attired and well groomed. Appearance should resemble business casual attire. Any length of hair, including beards or mustaches, is acceptable provided it is neat, clean and properly trimmed.

12. OFFICIAL U.S. HOLIDAYS. Regular meetings shall not be held during the below U.S.

official holidays:

New Year’s Day January 01 Martin Luther King 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day July 04 Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day November 11 Thanksgiving Day 4th Thursday of November Christmas Day December 25 However if special events or counseling sessions are scheduled on these dates they shall be performed IAW the SOW at no additional cost to the government.

13. ORGANIZATIONAL ACTIVITIES.

13.1. If determined appropriate by the Commander, Contractor personnel may be invited to participate in organizational events (i.e., organization days, grand openings, etc.) at their place of duty in a paid status. Participation is subject to contractor approval.

Contract personnel are not entitled to participate in morale and welfare activities and be paid by the government. The contractor can allow their employees to participate at company expense and have the contract amount reduced.

14. INSPECTIONS: The Contracting Officer may observe the contractor at any time to assure that the programs and services are operating in accordance with this PWS. The Contracting Officer may inspect files and records at any time.

15. VOLUNTEER MANAGMENT REQUIREMENTS: The Chaplain Corps is authorized to utilize volunteers IAW DoDI 1100.21, Voluntary Services in the Department of Defense, to support religious education. A volunteer is an individual who performs gratuitous services in an official capacity in support of Chaplain Corps programs (e.g., RE, youth programs, etc.). All volunteers require oversight, training and recognition related to their specific duties. Volunteers who may come in contact with minors in the performance of their duties require a Child Care Criminal History Background Check IAW DoDI 1402.05, Background Checks on Individuals in DoD Child Care Services Programs.

15.1. Recruit, train, and supervise volunteers for all Protestant Service music programs.

Ensure all planned programs have adequate volunteer support, and the volunteer to child ratio is within DoD and Air Force regulations.

15.2. Ensure volunteers meet all DoD and Air Force volunteer policy requirements to include:

15.3. Complete DD Form 2793, Volunteer Agreement for Appropriated Fund Activities & Non Appropriated Fund Instrumentalities, certifying their understanding of their roles and responsibilities as a volunteer.

15.4. Complete chapel non-disclosure agreement to certify understanding of privileged communication while volunteering in religious programs.

15.5. Maintain daily record of volunteer hours.

15.6. Ensure all personnel, working in programs involving minors in the performance of their duties during Chaplain Corps programs, have completed a Child Care Criminal History Background Check and comply with Line of Site Supervision (LOSS) requirements IAW DoDI 1402.05, Background Checks on Individuals in DoD Child Care Services Programs.

15.7. Create and maintain a master Protestant service music program volunteer list with contact information.

15.8. Provide initial and annual orientation & training for program volunteers. Comply with all DoD and Air Force volunteer policy requirements as outlined on the Chapel SharePoint site.

END OF PERFOMANCE WORK STATEMENT