FY25 PWS-Catholic Priest Final (5 Mar).pdf

PERFORMANCE WORK STATEMENT

ROMAN CATHOLIC PRIEST SERVICES

1.0 GENERAL

1.1. Description of Services.

1.1.2. General Information.

1.1.2.1. Non-Personal Services Definition. It is expressly agreed and understood that the Catholic Priest clergy skillset is a non-personal services contract, as defined in Federal Acquisition Regulation (FAR) 37.101, under which the professional services rendered by a contract service provider are rendered in their capacity as an independent Contractor or employee of any independent company that may be a party to this contract. The Government may evaluate the quality of professional and administrative services provided but retains no control over the medical or professional aspects of the services rendered (e.g. professional judgments, diagnosis for specific medical treatment). The Contractor shall be solely liable for and expressly agree to indemnify the Government with respect to any liability producing acts or omissions by its employees or agents. This contract does not create an employer-employee relationship between the Government and any corporation, partnership, business association or other party or legal entity with which the individual contract service provider may be associated. Contract personnel rending the services are not subject, either by the contract terms or by the manner of its administration, to the supervision and control usually prevailing in relationship between the Government and its employees.

1.1.3. Place of Performance. The work to be performed under this contract will primarily be located at Carl R. Darnall Army Medical Center (CRDAMC), Fort Cavazos, TX.

However, services will be required at other locations external of the facility that fall under the hierarchy of the military treatment facility (MTF).

1.1.4. Period of Performance. The Contractor shall provide the services of one (1) Roman Catholic Priest for Carl R. Darnall Army Medical Center (CRDAMC) (the MTF), Fort Cavazos, Texas. Period of Performance (POP) is 1 April 2025 through 30 September 2026, base with one (1) option. Services shall be provided as required in accordance with the performance work statement (PWS) and the terms and conditions of any resulting contract.

1.1.5. Mission Essential. This position is critical due to the limited availability of the specific low-density faith group to provide adequate Chaplain Services available across the Army Chaplain Corps. The requested services are of a mission essential nature therefore on-call and call-back is required.

PWS – Catholic Priest

1.1.6. Description of Work. The contractor shall provide total Catholic religious Worship services as identified in section 5.2, religious ministrations, and on-call coverage in support of the program of the Department of Ministry and Pastoral Care at the MTF. The contract Clergy performing services shall be required to provide services in an in-patient and out-patient environment. The contract Clergy shall possess qualifications meeting or exceeding current recognized national standards as established by the Joint Commission.

Contract Clergy shall provide the highest consideration to patient dignity and observe the precepts of the American Hospital Association’s “Bill of Rights for Patients.” Services provided under this contract shall be as comprehensive as Government-supplied facilities, equipment, and support services permit.

1.1.7. Quality Assurance. The Government will evaluate the Contractor’s performance under this contract in accordance with (IAW) a separate Quality Assurance Surveillance Plan (QASP). This Government-only plan is primarily focused on what the Government will do to ensure that the Contractor has performed in accordance with (IAW) contract performance standards. The QASP provides a systematic method to evaluate performance to include how the performance standards will be applied, the frequency of surveillance, and the acceptable quality levels for each of the metrics identified in Exhibit 1, Performance Requirements Summary. The QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract while the Government is responsible for quality assurance actions.

1.1.8. Performance Measures.

1.1.8.1. Outcome. The contractor shall provide qualified personnel to fill the requirement for these services at a standard enabling the military treatment facility to maintain a high level of quality.

1.1.8.2. Acceptable measures include:

• Position shall be filled within 60 days of date of award.

• In the event the contract service provider vacates the position, the position shall be filled within 60 days of vacancy.

• Ensure a fill-rate of at least 90% of requested shifts.

• Turnover rate of not more than one person per year,

• No more than two substantiated complaints in any twelve-month period against any one provider.

• Other performance evaluation factors that will be monitored but that are not quantified by numerical measurements include:

o Contractor providing personnel exceeding the minimum qualification standards.

o Patient customer service comments.

o Provider and contractor relationship with hospital staff/government contracting personnel.

o Compliance with hospital policy and procedures.

1.1.8.3. Performance measurements.

• The Government shall monitor each contract Clergy’s performance under this contract using the PWS Quality Assurance Plan,

• Clergy’s performance will be monitored by department personnel and the Government Representative (GOVT point of contact (POC)) through government information systems and records, patient records, customer service information, contractor reports, and time sheets.

• Other methods may be implemented at the Government’s discretion.

1.2. ADMINISTRATIVE

1.2.1. General Administrative. Clergy will be able to bill the Government for participation in administrative functions (i.e., orientation, quality improvement programs, clinical/administrative data collection, meetings, and training).

1.2.2. Government Representative (GOVT POC). The following individual is designated as the GOVT POC for this contract:

• Name of GOVT POC: To Be Determined

• GOVT POC Email Address: To Be Determined

• GOVT POC Telephone Number: To Be Determined

1.2.3. Contractor Representative. The Contractor shall submit the Contractor representative contact information and any other key personnel, in writing, to the Contract Specialist (CS) or Contracting Officer (KO). The Contractor shall notify the CS or KO in writing of changes in the status (i.e., termination or replacement) of designated Contractor representative within 5 business days of the change.

1.2.4. Recognized Holidays.

1.2.4.1. Federally Recognized Holidays. The Contract Clergy may be required to work on the following federally recognized holidays:

• New Year's Day

• Martin Luther King, Jr.'s Birthday

• President's Day

• Memorial Day

• Juneteenth Day

• Independence Day

• Labor Day

• Columbus Day

• Veteran's Day

• Thanksgiving Day

• Christmas Day

1.2.4.2. Holy Days of Obligation. Contract Clergy will be required to work on the following recognized Holy Days of Obligation:

• All Saint’s Day

• All Soul’s Day

• Immaculate Conception

• Christmas

• Mary, Mother of God

• Presentation of the Lord

• Ash Wednesday

• St. Joseph, Husband of Mary

• Annunciation of the Lord

• Easter Sunday

• Ascension of Our Lord

• Sacred Heart of Jesus

• Assumption of Mary

1.2.5. Profile Application Packets. The Contractor shall submit Profile Application Packets to the GOVT POC for review prior to beginning performance. Contractor shall monitor profile packets and provide updated information with appropriate credentials on continuous basis. The department will approve or disapprove the application packet(s) within five (5) business days. Application packets shall include the following at a minimum. Legible and typed copies of:

• Education history.

• Certifications required by the contract with expiration dates and license number.

• Employment history/resume.

• Health exam date.

• Type of specialty.

• Immunization history.

1.2.6. Competency-Based Clergy Interviews. Prior to Clergy placement, the Government will not contact the Clergy to determine if the Clergy meets the requirements set in the contract. A personal interview of candidates shall not be conducted by the MTF. It is the responsibility of the contractor to interview their prospective employees prior to presenting them as candidates to the MTF.

1.2.7. Recording of Clergy Time and Attendance. Each time services are performed during normal workdays the contractor shall sign-in the time of commencement/termination of services on a timesheet, timeclock, or any time keeping mechanism as determined by the Government at the Government’s expense. The department chief will determine the location of this timesheet, time clock, or mechanism of time tracking accountability as determined by the Government. These timesheets are for the sole use of Government officials to ensure compliance with required hours and will not be provided to the contractor for any reason and/or purpose. In addition, under no circumstances will Government employees sign or verify the contractor's time sheets for the contractor's health care providers. Timesheets will be rounded up to the nearest fraction of the hour. Rounding of fractions of the hours will be as follows:

• Any time eight (8) or more minutes past the scheduled reporting time will be rounded up to the nearest 15 minutes. Any time departing prior to the end of scheduled report departure will be rounded back to the nearest 15 minute of the hours. For example, report time is at 0645, technician arrives at 0653, time in will be documented at 0700. End of shift is at 1715, technician departs at 1707 time out will be documented at 1700. Fraction of an hour will be annotated on the timesheet as follows:

o 15 minutes = (.25) o 30 minutes = (.50) o 45 minutes = (.75)

1.2.8. Government Furnished Equipment. The Government will furnish necessary ecclesiastical furnishings and supplies. Any requests for additional equipment and/or resupply will be procured by the Department of Ministry & Pastoral Care (DMPC) Non- Commissioned Officer In Charge (NCOIC) with the approval of the Chief of the DMPC.

When on-call, the government will provide the On-Call Duty Phone to be used in accordance with departmental standard operating procedures (SOPs).

1.2.9. Contractor Furnished Equipment. The Contractor will be required to ensure Contract Clergy’s providing services on this contract have a rubber stamp in accordance with local MTF protocols.

1.2.10. Training & Orientation.

1.2.10.1. Computer Skill Competency. Each HCW shall demonstrate competency as required in the contract and as follows:

• Position requires access to Department of Defense computer systems, therefore HCWs shall be a U.S. Citizen or otherwise meet the requirements of AR 25-2 and any electronic record systems HCWs may be required to utilize in the performance of assigned duties.

• Shall be able to type and have had experience using computers especially

Microsoft programs. CRDAMC will provide computer training for the CRDAMC computer system.

• Shall be able to read, write, and speak English well enough to effectively communicate with patients and other healthcare providers.

1.2.10.2. MTF Training. Additional training requirements are as follows:

1.2.10.2.1. Computer Training. Contract providers who have any interaction with the MTF computer systems must receive training for the applicable system. All Contractor staff that access Government IT systems shall be trained in security awareness, protection of Government sensitive and privacy information, and their responsibility and consequences before access is authorized. The GOVT POC or appropriate Government designee will coordinate computer training. The training will be on-site and during normal duty hours. This training will be at no cost to the Contractor. Training is not reimbursable to the Contractor if completed off-site.

1.2.10.2.2. The Government may elect to provide unique Government training to contract employees who are performing services under this contract. If the Government elects to provide such training, the Government will provide such training at no additional expense to the Contractor or to the contract employees.

When directed by the contracting officer, contract employees shall attend all such training in a paid status as part of the normal services required and billed under the contract. If determined by the contracting officer, such training may require a performance commitment by the Contractor and the Contractor shall reimburse the Government (by means of a reduction in an invoice) if a contract employee fails to satisfy the performance commitment after the contract employee receives the unique Government training.

1.2.10.3. MTF Standards. Specific policies, procedures, and instructions/regulations for the place of performance are as follows: All applicable CRDAMC Policies & Publications are listed on CRDAMC SharePoint.

1.2.10.4. In-processing. When commencing work under this contract, HCWs shall obtain an in-processing checklist from the GOVT POC. All contract personnel are required to complete the applicable in-processing items on the checklist and turn the completed form in to the GOVT POC. Upon completion of the duty assignment or termination, the contract employee must complete an out-processing checklist and return it to the GOVT POC. Orientation and annual training requirements are a condition of employment for which the Contractor will be compensated at the hourly rate reflected in the contract. In-processing is a mandatory MTF requirement billable to the Government, uses resources and manpower, provides privilege access to our network and site locations, and provides unique training. Therefore, it is imperative that this requirement be met by all incoming HCWs. In-processing may take up to two (2) to three (3) weeks of continual presence to complete requirements with an additional two (2) to five (5) days of scheduled mandatory training and orientation depending on the requirements of the skillset. Attendance, training, and orientation are all mandatory requirements and cannot be waived.

1.2.10.5. MTF Orientation. Orientation will be paid at the billable rate. Contract employees will be provided Government paid orientation to familiarize contract employees with the policies and procedures of the MTF. Orientation attendance is a mandatory requirement of all contract employees that must be completed with 30 days of appointment during normal duty hours and will be scheduled by the GOVT POC or the Department Chief or his/her Government designee.

1.2.10.6. Immunizations. All CPs performing services under this contract shall comply with and maintain health & immunization requirements. These requirements are not reimbursable or billable to the Government and cannot be obtained at the MTF Occupational Health clinic. If CPs are beneficiaries eligible for care, they are not authorized to obtain health and immunization requirements at the MTF Occupational health clinic. They must proceed to their assigned primary care manager to obtain health and immunization requirements. This does not include initial and annual Occupational Health “screening” which is authorized.

1.2.10.6.1. Occupational Health. The HCW ☒shall be required to obtain documentation of required physical testing or a report of a physical examination. This list may change at the direction of Occupational Health.

• MMR vaccine – 2 doses or Rubella, Rubeola and Mumps igG titers showing positive results (if needed, must be taken no less than two (2) weeks prior to report date).

• PPD (TB skin test) - 2 tests within the past 12 months or a QFT Gold showing negative results within the past 12 months. A copy of a chest x-ray if you have a history of a positive TB test.

• Varivax vaccine (chickenpox) – 2 doses or Varicella igG titer showing positive results.

• Influenza vaccine (flu shot) – annually.

• Hepatitis B vaccine - 3 doses or HBsAB showing positive results (health care providers only).

• BCLS, PALS, etc cards (if required).

• COVID-19 Certification (if required).

• Tuberculosis screening - Tdap vaccine within last 10 year

1.2.10.6.2. COVID-19 Vaccine, Exposure, and Positive Results: HCWs must adhere to any updated guidance as distributed by the Provost Marshals Office (PMO) and Command as released on screening, vaccination, exposure, and positive results.

CRDAMC’s intent is to maintain a safe and healthy workforce to serve Ft. Cavazos beneficiary population, patient & staff safety, and support the Governments mission. Due to the critical nature of the COVID-19, adherence to requirements is mandatory and require 100% compliance therefore it is critical that all personnel practice rigorous and regimented hand hygiene, cough and sneeze discipline, social distancing when applicable, the wear of face coverings and appropriate personal protective equipment (PPE), and vigilant assessment and reporting of personal health status. PPE will be provided by the Government for direct health care providers at the time of request. Time away from the facility for screening, testing, vaccination, quarantine, or any COVID-19 related illness is not considered actual hours worked and is not billable.

1.2.10.7. Competency-Based HCW Interviews. Prior to HCW placement, the Government will not contact the HCW to determine if the HCW meets the requirements set in the contract and/or task order.

1.2.11. Sign-on Bonus. A sign-on bonus is the amount an HCW shall be paid for services rendered for a period of 12-months. HCWs will be paid at a rate, prorated if needed, based on the number of months in the period of performance year.

1.2.11.1. The Contractor shall provide a letter of commitment no later than five (5) business days after hiring of HCWs. Contractor will also attach the letter of commitment to their invoice stating that the HCWs have agreed to provide services for a 12-month period. Reimbursement may be requested with the first invoice that contains time sheets for each HCWs. In the event HCWs do not complete the 12-months, the remaining pro-rated portion of the sign-on bonus will be reimbursed from the Contractor’s normal invoices for the unfulfilled portion of the 12-month period. In the event HCWs do not complete the 12-months due to removal/termination, the entire portion of the sign-on bonus paid will be returned to the Government. This is a one-time sign-on bonus per one individual per year and does not apply to current incumbent of the facility. In the event one individual does not fulfill a 12-month period and the Contractor replenishes a vacancy within the same 12-months, only one sign-on bonus will be paid, however, the replacement individual will qualify for retention bonus after a 12-month fulfillment. In the event the Contractor does not have any future invoices from which to withhold the unfilled portion of a pro-rated sign-on bonus, the Contractor shall issue a cashier’s check to the U. S. Department of Treasury within 14 calendar days of notification by the contracting officer or GOVT POC of the portion due.

1.2.11.2. The sign-on bonus shall only be applicable to new personnel/staff. A new personnel/staff is defined as a person new to CRDAMC that did not provide services under any existing employment or contract, whether contract or government, at CRDAMC at any time. Any personnel/staff removed or resign from this contract within 120 days are not eligible for sign-on bonuses. Any current encumbered personnel/staff is not eligible for sign-on bonus; however, these personnel/staff are eligible for retention bonus after performing 12-months of service without a break in that service to include previous years. Sign-on bonuses for each skillset are as follows and may be prorated based on the number of months in the POP.

• Catholic Priest - $3,000.00

1.2.11.3. Retention Bonus. A retention bonus is the amount an HCW will be paid upon completion of a 12-month period with satisfactory performance on the condition the HCW agrees to provide services for the following 12-month period. This is a one-time retention bonus per one priest position per year. The retention bonus will be recouped in the same manner as the sign-on bonus if the HCW fails to provide the additional 12-month service. Retention bonuses are as follows and will be annually or prorated based on the number of months in the POP:

• Catholic Priest - $3,000.00

1.2.11.4. Relocation Bonus. Sign-on bonus ☒ is not authorized.

1.2.11.5. Reimbursement of relocation expenses ☒ is not authorized.

1.2.12. Substitute Clergy. If the Contractor substitutes permanent Clergy for a temporary period of time, the substitute shall meet the same qualification standards and health requirements as stated in the contract. Substitutions will be required when the permanent Clergy is unavailable for more than 120 calendar days.

1.2.13. Closures. During anticipated planned closure of the MTF due to training, holiday or unplanned closure due to unusual and compelling circumstances (e.g., natural disasters, military emergencies, severe weather), the Contractor will only be compensated for the actual hours the Clergy provided services.

1.2.14. Periodic Progress Meetings. HCWs will be required to attend periodic progress meetings. The terms at which the periodic meetings will be conducted include:

• Patient case conferences as they pertain to patient care.

• Patient scheduling and coordination.

• Group meeting.

• Staff meeting.

• Chaplain’s staff meeting.

• Morning/Evening reports.

• Morning huddles.

• Grand rounds.

• Group training.

• Non-contract or non-Government related staff meetings.

• Attend professional in-house staff conferences/meetings and other appropriate professional activities as requested by the Chief, Department of Pastoral Care that correlate with chaplain services only. In-house staff conferences/meetings may include staff meetings, Pastoral Care huddles, and/or training that pertain to services performed only. HCWs are not authorized to attend meetings with topics discussing government business, policy/regulation making, contract matters, new or existing requirements, new programs, or any other means considered inherently government business or duties. When in attendance, HCWs must be identified as HCWs and must be excused if such meeting topics change to inherently government business or duties.

Meetings will be held during scheduled work hours.

1.2.15. Reimbursement of Cost. The following is a list of services that are not approved for reimbursement by the Government:

1) Contractor Travel – Reimbursement will not be provided for travel on temporary duty travel or travel from one CRDAMC location to another.

2) Relocation - Reimbursement will not be provided for relocation expenses.

3) Immunization - Reimbursement for immunizations and/or related health care expenses will not be provided. Contract Clergy are required to maintain annual immunizations at their own expense. Also, Contract Clergy are not authorized to obtain immunizations at the Government’s expense (i.e. receive immunizations at any Government MTF or Occupational Health) in a contract status. If a Contract Clergy is eligible for MTF care such as beneficiary dependent or retiree, that Contract Clergy must obtain required immunizations from their place of primary care. In other words, Occupational Health is not authorized for use even if Contract Clergy is eligible for beneficiary care.

4) Training – Reimbursement will not be provided for training other than required MTF or Government unique training (HIPAA, Relias, Cyber Awareness).

5) License - Reimbursement will not be provided for license renewals, BLS. Contract

Clergy are required to maintain license at their own expense. Also, Contract Clergy are not authorized to obtain license renewal at the Government’s expense to include MTF instructed basic life support (BLS).

6) Clinical Pastoral Education (CPE) & Continuing Education Units (CEUs) –

Reimbursement will not be provided for required CPE/CEUs. Contract Clergy are required to maintain required CPE/CEUs at their own expense. Also, Contract Clergy are not authorized to obtain CPE/CEUs at the Government expense to include utilizing Relias (formally Swank Health) training.

1.2.16. Security Background Investigation, Child Background Investigation, & Fingerprinting: Clergy shall be subject to the following security processes for security background investigation, child background investigation, and fingerprinting. All Government forms will be provided by the GOVT POC and must be returned typed and in legible format:

• Copy of Resume

• Complete PSI Form 748-1

• Complete OF306 (ensure all required boxes are complete including detailed information for block 16)

• Complete CSSC DA Form 5018-R (Child background only)

• Complete C1 CSSC Consent (Child background only)

• Complete OFI Form 86C (Child background only)

• Complete Texas Consent and Authorization to Retain Fingerprints (Child background only)

• Submit copy of birth certificate (If no birth certificate, passport along with SSN can be submitted)

• Submit copy of change of name documents (if last name different than birth certificate)

• Submit all completed documents to GOVT POC along with a date of when the candidate will be coming in for fingerprints.

• After fingerprints are done, candidate will receive an email from PSIP to complete their e-Quip background investigation.

• Ensure the candidates regularly check their email for any PSIP information. PSIP will contact candidates directly for any additional information, questions, etc.

Ensure candidates respond within 7 calendar days. PSIP will terminate investigations if no response within 7 calendar days.

1.2.17. Initial Placement. The Contractor shall ensure Clergy begin performance as follows:

• Must begin in-processing within 30 days of security clearance.

• Ensure candidates have all required immunizations completed prior to in-processing and provide a copy to GOVT POC verifying all immunizations are complete; candidates without completed immunizations will be release from in-processing to obtain.

• Candidates must be available for in-processing as identified in Part 1.2.10.4.

1.3. QUALIFICATIONS

1.3.1. General Qualification Information. The Contractor shall provide Clergy personnel capable of carrying out all work required herein who possess the qualifications and experience set forth below. Evidence of qualifications and experience shall be presented to the Government Representative (GOVT POC) within fifteen calendar days following date of contract award.

1.3.2. Mandatory Qualification Requirements. The Contractor shall provide a complete, current, and accurate qualifying package for Clergy not requiring a medical credentialing package within the timeframes. The type of information in a qualifying package includes, but is not limited to, education, experience and certification requirements.

1.3.2.1. Degree: Must be a member of the Associate Clinical Pastoral Education

(ACPE).

1.3.2.2. Education. Have at least:

o A minimum of four (4) units Clinical Pastoral Education (CPE) or be in the CPE residency program with at least one (1) unit and completion of other three (3) units within one (1) year.

o Have an acceptable equivalent in terms of formal post graduate education (D. Ministry) professional training and experience, OR, o A combination of the above plus three (3) years full time experience in hospital ministry.

1.3.2.3. Certification: Certification by the National Association of Catholic Chaplains will assist in meeting this requirement.

1.3.2.4. Experience.

1) Shall be a U.S. citizen or possess a valid U.S. Immigration Form 1-151 and Alien Registration Card (Green Card).

2) Clergy shall be fully ordained.

3) Clergy shall be a member in good standing of the Roman Catholic Church.

4) Have a minimum of three (3) years of experience working with Lay Catholic

Ministers of Holy Communion; to include the ability to provide training and evaluation/assessment of individuals and program.

5) Have knowledge and ability in the following areas to include but not limited to:

pastoral counseling, trauma grief ministry and resolution, sermon preparation and delivery, Roman Catholic law and ecclesiology, liturgy, ministrations, and marriage and family ministry.

6) Be able to minister in an inter-faith setting; plan, coordinate, and provide Catholic Masses; administer sacraments; perform routine visitations with all patients and staff regardless of faith; respond to emergency visitation requests – normally Catholic, unless an extreme emergency, such as a MASCAL, as identified by the Chief of the Department; and when required conduct memorial services, funerals, burials, weddings, baptisms, and hear Confessions for patients, staff, and/or individuals eligible for military benefits.

7) Be able to speak, read, and write English fluently and well enough to effectively communicate with patients and other healthcare professionals.

8) Because of the joint density of Spanish speaking population in the Central Texas are, a Spanish-speaking Clergy is preferred by not required.

9) The contract Clergy must be able to type and have had experience using computers but will not be required to type a certain number of words per minute.

The MTF will provide computer training on the hospital computer systems.

Failure to learn the computer systems within a reasonable time period shall be grounds for immediate removal. This is a must. The Priest is required to be able to grasp and operate our clinical information systems to add patient notes in the patient records. Not being able to pick up basic computer skills to utilize these programs will cause technical charting issues.

1.3.2.5. Life Support Training. Must have and maintain current certification for Basic Cardiac Life Support (BCLS) certification during the contract period of performance.

Certifications must be in accordance with current hospital policy and acquired within the first 30 days of official duties.

1.3.2.6. Continuing Education Units. Shall be required to meet medical continuing education (CEI) requirements. The Government will not reimburse for these costs.

1.3.2.7. OSHA Training. Receive Occupational Safety and Health Administration (OSHA) required training for the position in which services will be performed. Will be required to maintain training and documentation provided to the Government Representative (GOVT POC). The work environment may include patient care areas which may result in exposure to infectious or contagious diseases, odors, or other risks that may occasionally require special health and safety precautions.

1.3.2.8. Must be able to stand for long periods of time. Duties may include activities involving bending and lifting items up to 40 pounds. Items would include, but not limited to, crosses, sacrament items, bibles, books, pamphlets, religious support items or moving the pulpit for their accommodation.

1.3.2.9. Must be in good physical condition to arrive/depart during 24/7 duty hours (day/night).

1.3.2.10. Qualifications may be waived at the discretion of the Chief, Department of Ministry & Pastoral Care (DMPC) and the Contracting Officer. The department wants to keep this waiver. There could be other license, CPE, or certification requirements that may be acceptable. For instance, supposed a Military Chaplain retired from the Military and wants to become a contractor. That Military Chaplain will not have the CPEs as it is not a requirement for Military; only Civilians are required to complete these courses.

The retired Chaplain would have 20+ years of experience in working with MTFs. A waiver would allow that person to come on board and then earn the CPEs as a Civilians.

1.4. HOURS OF PERFORMANCE

1.4.1. General Hours of Performance Information: The Contractor shall be available to provide the services specified in the schedule and elsewhere herein and during the times specified herein in order to ensure that complete and required Catholic ministries are provided.

1.4.2. Performance Hours: Performance hours shall be as set forth by the Chief, DMPC or their designated Government representative. The Contractor shall provide services for work weeks not to exceed 24 actual hours work per week, consisting of an average of four (4) hours per day, six (6) days per week Sunday through Friday. Normal duty hours in any given day may exceed four (4) hours per day. Additional hours may be needed for unusual circumstances including, but not limited to, patient last rights, mass casualties or emergency instances. On-call coverage will be required as indicated in 1.4.5 below. The above timeframes are subject to change by mutual agreement of the Contracting Officer and the Contractor. Schedules will be determined by the Chief, DMPC or their designated Government representative and is subject to change due to changing mission requirements. The Contractor shall only be paid for actual hours worked. Hours scheduled do not include travel time involved in reaching the MTF or outlying medical facilities. Overtime is authorized, however, call back hours will be paid at the priced call back rate and at the approval of the Chief, DMPC or their designated Government representative with final approval given by the GOVT POC. The Clergy shall be rested and fully physically and mentally capable for performing the duties required under this contract. Compensatory time (comp time) is not authorized. Shift hours or length may be adjusted to meet the health care needs of the MTF, its associated health care sites or by mutual agreement between the Contracting Officer and the contractor. Shifts may include weekends, Federal Holidays, and installation Training Holidays.

1.4.3. Duty hours shall be as set forth by the applicable Department Chief or his/her designated government representative. The contractor will provide services for work weeks averaging of 24 hours a week that may consist of an average of four (4) hours each day, six (6) days, Sunday through Friday, between the hours of 7:00 a.m. and 8 p.m.

Normal duty hours may fluctuate based on the Government’s mission. This schedule may include Federal Holidays and evening hours as scheduled by the MTF. An unpaid meal break is not required for this mission. The government will only pay for actual hours worked. The time frames are subject to change due to mission requirements. Hours scheduled for shifts do not include travel time involved in reaching the MTF. Typical 4-hour shifts do not require a meal break and may include the following but are not all inclusive:

• 0700-1100

• 0730-1130

• 0830-1230

• 0900-1300

• 1030-1430

• 1100-1500

• 1230-1630

• 1600-2000

1.4.4. Scheduling. The Chief, DMPC or their designated Government representative shall maintain scheduling requirements for the contract Clergy. Changes to schedules will be requested through the GOVT POC.

1.4.5. During normal duty hours, contracted Clergy present for duty shall respond to mass casualties, alerts, and emergencies as specified by the Chief, DMPC. For non-duty hours, the MTF Duty Chaplain shall notify the On-Call Clergy to respond for mass casualty, alert, and emergency situations as specified above.

1.4.6. Location of Services. The contract Clergy may be required to work at different locations within the MTF footprint. These locations may include, but not limited to, the Intrepid Center for their rehabilitation programs and spiritual resiliency and Behavior Health.

1.4.7. On Call Hours. On-Call status is defined as a period of time during which the priest shall remain available to receive calls from the MTF. The Priest is not required to remain at a place of residence while on call but shall be available by Government furnished property (cell phone, pager, beeper etc.) during on-call periods. The priest shall respond telephonically within 10 minutes of the page/call being sent/received and shall be prepared to a provide response, if a response is required. The priest will be physically available to the MTF no later than 30 minutes of the call being sent/received or as soon as the MTF deems required. Potential on-call hours will start each Tuesday at 0900, will go through the following Tuesday at 0900, and will be twenty-four (24) hours during the weekends, Federal holiday, and training holiday if requested minus any normal scheduled hours of work. The Clergy will not be on-call and regular duty hours at the same time.

The department will determine the on-hours hours based on the Government’s mission.

1.4.8. Call Back Hours. Call back status service is defined as providing pastoral services at CRDAMC when the on-call Clergy is “called-back in” to the facility after departing the facility. Call-back is not billable if the Clergy has not left the facility. Those hours will be billed as regular hours. Call back hours will be billed against the call back CLIN.

The contract Clergy could be called back in outside of on call hours and outside of duty hours should a Catholic Priest be needed in the event of an emergency. This would include but not limited to emergencies, mass casualties or Catholic last rites requests.

Each time the Clergy is called back to the MTF and call back services are performed, the Clergy shall sign in the time of arrival, log the services rendered and time of departure on the Chaplain’s Duty Log. Periods of less than 15 minutes shall not be billed to the Government.

1.4.9. Absences. If the contractor becomes sick on a normal duty day, he/she shall immediately notify the Department Chief, their designated representative or the CO.

1.4.9.1. Scheduled absences. The contractor will coordinate with the Department Chief or their designated government representative with 45-day notice prior to any planned absence. No backup personnel will be required during scheduled absence of 60-days or less. The contractor shall not invoice for periods when not performing services.

1.4.9.2. Unscheduled absences. In the event the contractor is unable to perform on an assigned duty day, he/she shall notify the Department Chief no later than four (4) hours prior to the start of the duty day to allow for adequate replacement of coverage and notification to patients and staff. For example, duty hours begin at 0900 (9:00 A.M.), Contract Clergy is required to contact the Government NLT 0500 (5:00 A.M.).

1.5. SPECIFIC TASKS

1.5.1. General Specific Tasks Information: The Contract Clergy primary focus of service is for pastoral patient care and services for CRDAMC patients and staff. Contract Clergy is not authorized to provide services to other organizations other than those that fall under the CRDAMC hierarchy. Duties will include:

• Facilitate individual and group pastoral counseling sessions and pastoral visits to nursing units and clinics.

• Will be required to visit inpatient wards and outpatient clinics to instruct in areas of stress, suicide prevention, parenting skills, communication skills, and death and dying for patients, individuals eligible for military benefits and hospital staff. Ministry to patients, families, individuals eligible for military benefits, and hospital staff in death and dying situations.

• Will be required to visit 3rd Floor psychiatric ward which is a restricted access unit due to the nature of the patient treatment program. Contract Clergy will receive information on psychiatric visitation from the MTF Chaplain’s office. Contract

Clergy may be required to provide pastoral care classes (i.e. Spiritual resiliency, Greif/Loss, Relationships) as directed by the Department Chief.

• May be required to conduct spiritual wellness classes for Intrepid Center intensive outpatient groups.

• Will be trained in clinical systems and use those systems to document pastoral care provided to patients. Document pastoral care offered to patients and, in some cases, family members in the progress or group notes sections of the medical record.

• Provide on call coverage before and after normal duty hours, on weekends, Federal holidays and installation/Defense Health Agency (DHA) training holidays.

• Will refer patients, individuals eligible for military benefits, and hospital staff to other support resources and services as needed.

• Contractor shall participate in group meetings and staff or case conferences as they pertain to patient care affecting his/her area of responsibility.

• Contractor shall attend Chaplain's staff meeting at times and places as designated or established by the Contracting Officer or his authorized representative for purposes of coordination and debriefing.

• Contractor shall provide weekday Catholic religious worship services and ministrations during normal duty hours. Specific services and ministry to be provided will be scheduled and coordinated by the Contracting Officer or his authorized representative. A ministration is any act or instance of ministry or pastoral care, e.g.:

Pastoral visits; Patient visitation/ministry of presence; Pastoral counseling; Prayers and scripture readings; Dedication; Ministry to sick and dying; Crisis intervention;

Conducting funerals/memorial services; Administration of sacraments/ordinances of Communion, Baptism, Anointing, Matrimony, Confirmation, Penance; and other recognized religious ministries as needed.

• The Clergy provided by the contractor will conduct Masses at the MTF or other Sacramental Ministrations to be performed as required in accordance with the norms of the AMS and Local Ordinary and recorded in the patient’s chart or log.

• Contractor shall provide Holy Days Catholic worship services as identified in the Schedule of services and as scheduled by the Contracting Officer or their authorized representative. Services are to be conducted in the CRDAMC Chapel. Major Holy Days of Obligation as follows:

o All Saint’s Day o All Soul’s Day, Immaculate Conception o Christmas o Mary Mother of God o Presentation of the Lord o Ash Wednesday o St Joseph Husband of Mary o Annunciation of the Lord o Easter Sunday o Ascension of Our Lord o Sacred Heart of Jesus o Assumption of Mary.

• Contractor shall prepare and submit a man hour report and a summary of services provided to the contracting officer or his authorized representative on or before the third workday of each month. A copy of his written quality control activities record shall be maintained and made available to the Government upon request, during contract performance and as long thereafter as the contract may require. A statistical and narrative summary of services provided during the previous month shall be provided to the Contracting Officer or his authorized representative on the third workday of each month.

• Must maintain and attend all required training in the hospital. Maintenance of required training is a condition of employment.

2.0. Publications. Contractor shall abide by all applicable publications, regulations, policies, standard operating procedures, and/or manuals listed on the CRDAMC SharePoint site.

3.0. Anti-Terrorism/Operations Security.

3.1. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or CRDAMC Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204‐9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

3.2. Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014‐05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on‐site or remotely; (2) remote access, via logon, to a DoD network using DoD‐approved remote access procedures; or

(3) physical access to multiple DoD facilities or multiple non‐DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

3.3. iWATCH Training The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program. All personnel on CRDAMC property must understand to contact 288-COPS (288-2677) or the CRDAMC Provost Marshal Office at 553-9832 if any suspicious activity is observed. This training shall be completed within 5 calendar days of contract award and within 5 calendar days of new employees commencing performance with the results reported to the GOVT POC NLT 10 calendar days after contract award.

3.4. HIPAA Training. All contractor employees, to include subcontractor employees, working inside a CRDAMC facilities providing healthcare services or with access to any patient data shall complete DOD Approved HIPAA awareness training before being allowed access to the patient environment or information. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the CRDAMC GOVT POC, within 5 calendar days after completion of training. Training is available at https://jko.jten.mil/courses/DHA-US001/launch.html.

3.5. Army Training Certification Tracking System (ATCTS) registration. All contractor employees with access to a Government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services and must successfully complete the DOD Information Assurance /Cyber Awareness prior to access to the information system and then annually thereafter.

3.6. Cybersecurity/information technology (IT) training. All contractor employees and associated sub-contractor employees must complete the DoD Cybersecurity training before issuance of network access and annually thereafter. All contractor employees working IT functions must comply with DoD and Army training requirements in DoDD 8140.01, DoDM 8140-03, and AR 25-2 within six months of appointment to IT functions.

3.7. Contracts that require OPSEC Training. Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

3.8. AT Level I training. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 5 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the GOVT POC or to the contracting officer, if a GOVT POC is not assigned, within 10 calendar days after completion of training by all employees and subcontractor personnel. AT level I Awareness training is available at the following website: http://jko.jten.mil.

4.0 SEXUAL HARASSMENT/ASSAULT RESPONSE AND PREVENTION

PROGRAM (SHARP)

4.1. SHARP Program: The contractor shall comply with DHA Policy Memorandum 23- 005, “Defense Health Agency Sexual Assault Prevention and Response Policy Memo” and its references. The SHARP reporting requirements apply only to knowledge obtained by contractor personnel while performing services under this contract.

https://jko.jten.mil/courses/DHA-US001/launch.html

4.2. SHARP Training: Sexual Harassment/Assault Response and Prevention (SHARP).

The contractor will ensure all contractor HCWs receive SHARP training not later than 60 calendar days after the contractor HCWs begin performance. Training can be obtained either online or in person as offered at the installation where services are being provided.

If the contractor HCW has an AKO account, they can access online through Army Learning Management System (ALMS) at http://www.atsc.army.mil/tadlp/delivery/alms.asp.

4.3. SHARP Sexual Assault & Harassment Reporting: The contractor shall require all HCWs with knowledge of an incident of sexual harassment occurring on a Government facility, to include a Government leased facility, where the contractor is providing services under this contract, to report the incident to the contractor who shall immediately (within 24 hours of gaining knowledge of the incident) report the incident in writing to the Government's POC. This reporting policy also applies to sexual harassment incidents involving DHA CRDAMC personnel that occur on the contractor’s owned or leased facility under this contract. All incidents shall be reported whether they involve contractor personnel or Government personnel, or other individuals, when the incidents occur on a Government facility, or a Government leased facility.

5.0 INVOICE & BILLING.

5.1. Invoicing/Billing for Services: The Contractor will only be paid for the actual hours the HCW provides services. Billing (invoices) will be submitted no later than 30 days after the end of the performance-billing period.

Discrepancies will be corrected and resubmitted no later than seven (7) days after notification. Contractor will ensure accountability of contract personnel time for submission of billing will reflect, at a minimum of four (4) times a day (when contract personnel clock in, clock out for lunch, clock in from lunch, and at the end of day).

5.1.2. Proper Invoice: Payment will be based on receipt…