MAFB Chapel Music Director and Accompanist - PWS.pdf

PERFORMANCE WORK STATEMENT

(PWS) FOR

Malmstrom AFB, MT

ECUMENICAL MUSIC DIRECTOR/ACCOMPANIST COMBINED

Table of Contents

SECTION 1 Title

SECTION 2 Scope of Responsibilities

SECTION 3 Education and Experience

SECTION 4 General Responsibilities

SECTION 5 Specific Responsibilities

SECTION 6 Criminal History Background Check

SECTION 7 Duty Hours

SECTION 8 Other

SECTION 9 Compliance with Public Law

SECTION 10 Government Down-time for Various Authorities Including The President, Secretary of Defense, Secretary of the Air Force or Appropriate Commander

APPENDIX

III

Appendix I Special Events Workload Estimate

Appendix II Deliverables

Appendix III Sample Corrective Action Report (CAR)

Malmstrom AFB, MT Ecumenical Music Director/Accompanist Position

Performance Work Statement (PWS)

Faith Group: Catholic and Protestant

1. Title. Ecumenical Music Director/Accompanist Combined for the Malmstrom AFB Chapel

Catholic and Protestant Worship Services here in called “Music Director” or “Contractor.”

Consults and coordinates with the Chaplains assigned to the Catholic and Protestant services here in called “Chaplains.”

2. Scope of Responsibilities. The Contractor shall provide qualified individuals to support

Malmstrom AFB Chapel religious services. This includes recruitment, organization, training, and equipping of volunteers to lead high-quality weekly Catholic and Protestant services. The

Contractor shall ensure individuals meet all required qualifications for their respective position, effectively communicates with the Contracting Officer to ensure individuals who fill the positions meets the education/experience requirements for the religious service or program for which they are performing services. The Contractor will work with designated chaplain(s) responsible for the

Catholic and Protestant services in advance of each weekly service.

2.1 Music direction and production shall be required for rehearsals, services, and special services.

2.1.1. Special services include but are not limited to: Memorial services, Funeral services, combined services, faith specific holidays, and occasional support for special events.

3. Education and Experience. The Contractor and all individuals assigned to specified position(s) must submit a resume that includes proof of education, experience, and include two (2) professional letters of reference. Contractor will ensure the following is included:

3.1. Must be at least 18 years of age or older and hold a high school diploma.

3.2. Have at least 2 years experience serving on a worship music team in a Catholic or

Protestant Service setting, with preference given to those with leadership experience.

3.3. Be able to skillfully play piano accompaniment for Catholic and Protestant Services.

3.4. Be able to sight read, arrange, improve, play, and score music.

3.5. Play music in keeping with both Catholic and Protestant worship styles.

3.6. Be able to work cooperatively in an interfaith setting with chaplains, staff, and parishioners of varied and diverse religious backgrounds. Respect for other religious groups must be maintained.

3.7. Be fluent in reading, writing, and speaking English in order to perform all responsibilities outlined within this PWS.

4. General Responsibilities. Music Director shall:

4.1. Provide musical direction and accompaniment for the Catholic and Protestant communities at Malmstrom AFB Chapel.

4.2. Provide musical direction and accompaniment for a minimum of two rehearsal and two worship services each week, currently on Sundays.

4.3. Provide musical direction and accompaniment for a minimum of 11 special Catholic and 3 special Protestant services to include special observances and holidays. Also up to 6 memorial/funeral services as requested. The contractor shall coordinate one additional rehearsal as needed per special service and direct the music for all special services.

4.4. Follow direction of Catholic and Protestant worship lead Chaplains for musical selections.

4.5. Coordinate all support requirements with the Catholic and Protestant Chaplains or their designated representatives.

4.5. Assist the Catholic and Protestant Chaplains or their designated representatives in developing the following regarding Music programs as appropriate: annual calendar of events, Chapel Tithes and Offerings fund budget, Appropriated Fund budget, and core volunteer training requirements.

4.6. Return all government owned music scores and equipment obtained in the performance of the required duties following the last service provided under the contract.

4.7. Not engage in the unauthorized duplication of copyrighted materials by photocopying or any other means that would expose the government to liability for penalties under existing or future copyright laws.

5. Specific Responsibilities. Music Director shall:

5.1. Arrive at least one (1) hour prior to the beginning of the Catholic and Protestant worship services and special services, and 15 minutes prior to the beginning of each rehearsal to set up music equipment, coordinate sound system support, and oversee volunteers. Service times may change in coordination with the Wing Chaplain and chaplains responsible for services. All notices for service time change will be given as early as possible.

5.2. Coordinate two (2) rehearsals per week in the chapel sanctuary unless alternate location approved by chaplains responsible for services.

5.3. Play assigned music from religious music, ecclesiastical, or suitable type publication resources consistent with the nature of the both the Catholic and Protestant faith communities.

5.4. Arrange, improve, and score such music as appropriate for compatibility with the type of worship service or other functions of the Chaplain’s program at which it is rendered.

5.5. Coordinate with chaplains responsible for services as required for acquiring new music, equipment, repairs/servicing and other supplies. Submit purchase/repair requests as needed for support of the music program to the Chaplains or their designated representatives.

5.6. Comply with all applicable Air Force and local instructions for financial management and accounting, facility use, maintenance and security, as directed by chapel staff.

5.7. Ensure the security and cleanliness of all facilities utilized in conjunction with the programs. Specifically, the contractor shall be responsible for opening, restoring to its neutral setting, cleaning, and securing/locking any facilities used for music events, rehearsals, worship services, or special services. Properly store all music equipment following rehearsals and services.

5.8. The Contractor shall comply with all Air Force computer and information security requirements in order to obtain a Common Access Card (CAC) to access and maintain access to the local network, as needed as directed by the Catholic and Protestant Lead Chaplains.

5.9. Maintain operational security (OPSEC) to protect critical information and indicators for the contracted activity, operation, or program. Once hired, the contractor will coordinate with the COR to receive required OPSEC Awareness Education training within 90 days of hire.

5.10. While performing duties on base, Contractor is required to abide by all real-world Force

Protection Condition (FPCON) measures, Random Anti-Terrorism Measures (RAMs), shelter-in-place, evacuations, lockdown notices as directed (i.e. mandatory badge/ID Check, hand carried items subject to search, etc.)

5.11. Maintain a professional attitude and environment to include hygiene and appearance.

5.12. The USAF Chaplain Corps supports religious pluralism and provides for the free exercise of religion. The contractor shall provide an atmosphere of religious sensitivity to all participants in the program. This sensitivity does not limit participants from sharing their faith, moral values, religion, or any other issues. However, the contractor shall ensure that no effort or coercion for participants to conform to a particular religious denomination or faith group shall be manifested directly or indirectly by any staff member or volunteer. Although this is a Christian centered position, proper respect for all religious faith groups will be maintained.

5.13. Attend any meetings identified by the Wing Chaplain or their designee.

6. Criminal History Background Check.

6.1. The contractor shall submit a completed background check application (as required by

DoDI 1402.05 Criminal History Background Checks on Individuals in Child Care Services) to the

Chaplain Corps background check program manager within 20 days of contract award. It is mandatory that all Chaplain Corps employees, contractors, and volunteers working with children under the age of eighteen (18) undergo a background check investigation in compliance with DoDI

1402.05 and AFI 52-101, Planning and Organizing.

6.2. Disqualifying information on the background check can be grounds for termination of the contract. In accordance with AFI 52-101, the Senior Installation Chaplain has final approval authority for personnel (including contractors) working or participating in military-sanctioned chapel programs.

6.3. Provisional background check guidance: The contractor may begin performance of this contract after initiating the background check but must remain under line of sight supervision

(LOSS) at all times until the background check is favorably adjudicated while around children under the age of 18 years when parents or guardians are not present.

6.4. The Government shall reserve the right to terminate the contract if the required background check is not completed within 60 days of contract award or if the background check reveals disqualifying information as determined by the Senior Installation Chaplain.

6.5. The contractor has the right to obtain a copy of any background check results pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

6.6. The Contractor must ensure all volunteers working with children/youth under the age of 18 in conjunction with this contract shall successfully complete a federally mandated criminal history background check (conducted by the Base Chapel) which shall include a National Agency Check with Inquiries (NACI) and if the individual has a prior DoD affiliation within the last two (2) years an Installation Records Check (IRC). The IRC includes a law enforcement check, drug and alcohol record check, and a check of the family advocacy program (FAP) for a minimum of two (2) years before the date of application. The results of the FBI advanced fingerprint check must be obtained prior to a person’s employment under LOSS. Additionally, all individuals working under LOSS must wear conspicuous items such as distinctive clothing, badges, wristbands, etc. that clearly identify them as not being authorized to be alone with children. Additionally, posters or other printed information must be readily visible informing children’s guardians of what the conspicuous identification means. Failure to satisfactorily complete, maintain and present compliance of the criminal history background check requirement listed above shall result in termination of the contract. The contractor will comply with the requirement to fulfill child protection policies of the chapel.

6.8. Non-US residents within US and territories must follow DoDI background check instructions and guidance.

7. Duty Hours.

7.1. Music Director shall be required to be present for all rehearsals, services, special events and funeral/memorial services. Requirements will vary per season/month and will be established by the Chaplains. The estimated number of events over the course of 12 months is 126 Catholic service/rehearsals and 110 Protestant services/rehearsals, to include a minimum of 2 rehearsal and

2 services per week.

7.2. Contractor will be compensated for up to 574 hours per year (52 weekly Catholic Mass services and 52 weekly Protestant worship services, 104 worship service practices, up to fourteen

(14) special services, up to fourteen (14) special service practices, up to 6 funeral/memorial services, and up to 6 funeral/memorial service practices).

7.3. Provide a replacement as necessary to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the Music

Director/Accompanist. This shall be coordinated with the Catholic and Protestant Chaplains and approved by the contracting officer’s representative (COR) at least 14 days prior to the start of performance by the approved replacement. The contractor shall not employ/sub-contract any person to perform any of work required by this PWS on Malmstrom AFB, MT without prior approval. Replacements must be supervised via LOSS requirements, unless they have a previously completed background check.

7.4. Rehearsals shall be held at an appropriate time to allow for maximum participation of the chapel community and shall be an appropriate length to ensure adequate preparation for performances at weekly services, special services, and memorial services (no less than 1 hour and no more than 2 hours in length).

7.5. Pre-performance rehearsals shall be held 30 minutes prior to the beginning of worship services and special services.

7.6. Normal workdays are Monday through Friday and Sundays for Sunday service, except US

Federal Holidays. Sunday services are currently held 0900-1000 (Catholic Mass) and 1100-1200

(Protestant Worship). Regular meetings will not be held during the below US official holidays however, if special events are scheduled on these dates they will be performed IAW the PWS at no additional cost to the government.

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

Juneteenth Day June 19

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

OUT OF HOURS OPERATIONS. Due to the nature of the special services or events the contractor services may be required outside of normal hours of operations.

7.7. SERVICE SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Para Performance Standards

Music Director. The contractor is responsible for directing the music for the

Catholic and Protestant weekly Sunday services. Service duration is sixty (60) -seventy-five (75) minutes per service

4.2 No more than one (1) discrepancy

within a thirty (30) day period

Music Rehearsal. The contractor is responsible for directing two weekly rehearsals (1 Catholic and 1 Protestant).

Rehearsal duration is sixty (60) – one hundred twenty (120) minutes.

4.2 No more than one (1) discrepancy

within a thirty (30) day period

Special Service & Rehearsal. The contractor shall coordinate all rehearsals and direct music for all special services.

4.3 No more than one (1) discrepancy

within a thirty (30) day period

8. Other.

8.1. Liturgies. All liturgies within the Catholic and Protestant worship programs are at the discretion of the Chaplains.

8.2. Taxes. The Contractor will be responsible for filing any applicable social security, federal, state taxes. The Contractor will also obtain any applicable business licenses and registrations and otherwise comply with all laws.

8.3. Government Furnished Property. The Wing Chaplain will provide all necessary equipment required to accomplish the contract and ensure access to the sanctuary or designated area for practices and rehearsals. The Malmstrom AFB Chapel will provide telephone and copier access for official use only. Government owned instruments and sound equipment are available for use by the contractor. Government owned equipment shall not be removed without the permission of the

Chapel Superintendent or their designee.

8.4. The Government will maintain proper care of Government owned instruments and equipment. The contractor shall report to the Chapel staff on the condition of Government’s musical instruments and identify any needs for maintenance. The contractor will be responsible for repair or replacement of damaged equipment due to negligence or misuse.

8.5. Inspections. The Contracting Officer and/or the COR may observe the Contractor at any time to ensure that the programs and services are operating in accordance with this PWS. The

Contracting Officer and/or COR may inspect files and records at any time. The Contractor will be notified in writing of any and all non-compliance, and will be given an opportunity to correct, if possible, nonconforming work. The Music Director will be given an opportunity to respond in writing to any notice of noncompliance within 10 calendar days of notice.

8.6. The Contractor shall ensure all issued keys/combinations are not used by unauthorized persons and all keys are returned upon contract termination. The Music Director shall not duplicate any keys issued by the Government.

8.7. The Contractor shall immediately report to the Chaplains any occurrences of lost keys. In the event keys are lost, the Contractor may be responsible for costs incurred in rekeying or replacing affected locks and keys.

8.8. PROVIDED TRAINING. The Government will make available the required training, as identified in Appendix II, to perform tasks in accordance with this contract. Contractor will be required to perform training supplied by the Government.

9. Compliance with Public Law

9.1. In accordance with Public Law 105-270, Section 5(2)(A), the contractor will not perform inherently governmental functions. Section 5(2)(A) of this Public law defines the term "inherently governmental function" as "a function that is so intimately related to the public interest as to require performance by Federal Government employees." Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counterintelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include (i) gathering information for or providing advice, opinions, recommendations, or ideas to

Federal Government officials or (ii) any function that is primarily ministerial and internal in nature."

9.2. Confidentiality: The provisions of Privacy Act of 1974, Public Law 93-57 dated December

31, l974 (5 USC 552a) apply. Services rendered and all materials including records, files, documents, and work papers provided to the Music Director by the Government and data results, conclusions and recommendations obtained thereof shall be considered Government property. The information shall not be disclosed, copied, modified, used (except in the completion of this contract) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the Government’s expressed consent.

10. Government Down-time for Various Authorities Including The President, Secretary of

Defense, Secretary of the Air Force or Appropriate Commander

10.1. Base Closures. The Center or Base Commander may elect to close all or part of the base for any reasons such as time-off award, base open house, emergency, etc.

10.2. Contractor shall be officially dismissed upon notification of a base closure in accordance with paragraph b. Contractor shall promptly secure all government furnished property appropriately and evacuate in an expedient but safe manner.

10.3. In the event of a base closure, the Contractor and Contracting Officer shall jointly choose a course of action for the following options:

10.3.1. If there is a need for the service during the base closure and there is sufficient government supervision, the contractor may continue on-site work. The Contractor shall bill the Government in accordance with the contract.

10.3.2. If there is no need for the service during the scheduled base closure, the contractor shall not work on-site. The Government, at its discretion, may extend the contract by a period equal to the amount of time of the closure, subject to the availability of funds. The

Government will not be liable for any time not worked.

10.4. Base Closure Notification Procedures

10.4.1. After an official decision to close a base has been made by the Base Commander, local television and radio stations will be notified of the closure.

10.4.2. The contractor is directed to listen or watch one of the local radio or television stations for notification of a base closure. Contractor should follow instructions intended for non-essential personnel.

10.4.3. The contractor may not receive any other form of notification of a base closure from the Government. The contractor is responsible for notification of his employees.

10.4.4. If the decision to close all or part of the base is made during the duty day, and the Base

Commander's decision is transmitted through official notification channels, the contractor shall follow the instructions as given.

APPENDIX:

APPENDIX I - SPECIAL EVENTS WORKLOAD ESTIMATE

SPECIAL EVENT FREQUENCY

Good Friday Service two (2) events

Christmas Eve Service two (2) events

Memorial (Funeral) Service six (6) events

Other Special Service ten (10) events

APPENDIX II DELIVERABLES

All reports and documents shall be made available to the Government throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract. Copies of all reports shall be submitted to the NCOIC of Chapel operations or designated representative.

Interval Type Description

Weekly, by 1600 every Tuesday

SUNDAY

CATHOLIC AND

PROTESTANT

SERVICE MUSIC

SELECTION

The Contractor shall submit the weekly

Sunday service music selection to the

Catholic and Protestant Chaplain, by 1600 on Tuesday for the subsequent Sunday service. Should the Tuesday fall on a holiday or family day, the contractor will submit by the last work day prior to the holiday or family day.

Monthly

MONTHLY

REHEARSAL

SCHEDULE

Contractor shall submit a monthly rehearsal schedule to include time, dates, and areas. The monthly rehearsal schedule shall be submitted to the NCOIC of Chapel

Operations or designated representatives on the preceding month’s 15th calendar.

Thirty (30) days of any changes

EMPLOYEE

ROSTER

The Contractor shall provide a summary spreadsheet listing of all employees proposed to perform under this contract.

The contractor shall submit the roster to the Contract Officer Representative (COR) or designated representative no later than thirty (30) days after the effective date of the contract or within thirty (30) days of any changes

APENDEX III SAMPLE CORRECTIVE ACTION REPORT (CAR)

WING LETTERHEAD

DD Month YYYY

MEMORANDUM FOR [FAITH GROUP MUSIC ACCOMPANIST NAME]

SUBJECT: Notification of [NON-COMPLIANCE AND/OR REJECTION OF

DELIVERABLE(S)]

1. This is to notify you in accordance with your Performance Work Statement (PWS) that the following [ITEM(S) WERE NOT IN COMPLIANCE AND/OR DELIVERABLE(S) HAVE BEEN

REJECTED].

PWS Ref # Requirement Date/Specified Reason(s) for Non-Compliance

2. You have 10 calendar days to correct, if possible, all non-conforming work listed above and respond to this notice in writing.

3. Please refer any questions to me at [xxxx@us.af.mil / DSN: 000-0000].

[FIRST MI. LAST, RANK, USAF]

Contracting Officer mailto:xxxx@us.af.mil