PWS Chapel Services 18 July 2024_final_NoYouthDirPosition.pdf

FA9301-24-Q-0017

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PERFORMANCE WORK STATEMENT

FOR

CHAPEL MINISTRY SUPPORT DIRECTOR

AT

EDWARDS AFB, CA

18 July 2024

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Chapel Ministries Support Director

Table of Contents

1.0 SECTION I: DESCRIPTION OF SERVICES

1.1 General

1.1.1 Description of Services/Objectives

1.2 Background

1.3 Inherently Governmental Function

1.4 Period of Performance

1.5 Place of Performance

1.6 Specific Tasks

1.6.1 Management/Personnel

1.6.2 Musician

1.6.3 Religious Education Coordination

1.7 Minimum Qualification

1.8 Deliverables

1.9 Contractor Phase-In and Phase-Out Transition

2.0 SECTION II: SERVICE SUMMARY

2.1 General

2.2 Performance Evaluation

2.3 Government Quality Assurance

2.4 Performance Assessment

2.5 Quarterly Progress Meetings

2.6 Contracting Officer’s Representative

2.7 Quality Control

2.8 Contractor’s Performance

3.0 SECTION III: GOVERNMENT FURNISHED SERVICES AND FACILITIES

3.1 Government Furnished Services

3.2 Government Furnished Facilities

4.0 SECTION IV: GENERAL INFORMATION

4.1 Hours of Operation

4.2 Personnel

4.3 Continuation of Essential DoD Contractor Services During Crisis

4.4 Conservation of Utilities

4.5 Environmental Protection

4.6 Miscellaneous Paragraph

4.7 Security

4.8 Safety

5.0 SECTION V APPENDICES

APPENDIX 1 Qualifications APPENDIX 2 Definitions, Abbreviations, and Acronyms APPENDIX 3 Applicable Publications and Forms

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SECTION I

1.0 DESCRIPTION OF SERVICES

1.1 General. This is a non-personnel services contract to provide Chapel Ministries Support Director. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government.

1.1.1 Description of Services/Objectives. The contractor shall provide all management, personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Chapel Ministries Support Director as defined in this Performance Work Statement (PWS) except for those items specified as Government Furnished Property and services. The contractor shall perform to the standards in this contract. This includes the planning, coordination, and surveillance of the activities necessary to ensure disciplined work performance and timely resources application to accomplish all tasking under the contract. The contractor shall be responsible for maintaining communication with the contracting officer (CO) and the contracting officer’s representative (COR), and to immediately notify both the CO and the COR of any problems that would prevent timely performance of this contract. The contractor is responsible for and required to implement, and maintain management control systems necessary to plan, organize, direct, and control all activities under this contract.

1.2 Background. The Wing Chaplain’s Office has a requirement to provide Religious Services for the Edwards Community. The services include providing Protestant and Catholic Religious Education and music for scheduled and special Chapel Services conducted on Edwards at the two chapels. The mission and ministry of the chaplaincy is supported, extended and enhanced by other religious ministry personnel. These include Department of the Air Force Civilians (DAFCs), civilian contractors (clergy, music directors, youth workers, etc.), distinctive faith group leaders, and volunteers. These personnel support the chaplaincy in various professional and technical ways in bringing quality ministry and spiritual support to the base populace. This provides quality of life resources to the military communities.

1.3 Inherently Governmental Function. The contractor shall not perform inherently governmental functions as defined in FAR Subpart 7.5 in relationship to this PWS.

1.4 Period of Performance. This is a 5-year contract with 6 month option to extend.

1.5 Place of Performance. The contractor shall perform the services in the PWS at Edwards Air Force Base, California

1.6 Specific Tasks.

1.6.1 Management/Personnel

1.6.1.1 Contractor shall have a working knowledge of Microsoft Office to include Word, Publisher and Excel software. Contractor shall have knowledge of organizational, managerial, and technical skills.

1.6.1.2 Contractor shall inform the Contracting Officer (CO) or Contracting Officer’s Representative (COR) of any changes to any employees before any unit of services shall be performed.

1.6.1.3 The Contractor shall ensure all requirements of this contract are met and interface with the COR. The Contractor will be able to communicate with the COR 0800-1600, Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, Page - 4 - of 29 or similar Government directed facility closings. The Contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined in this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.6.1.4 The Contractor shall provide the CO and COR with work number and cell phone number in case of emergency. A musician not able to play at worship can constitute an emergency. Contractor shall have a plan to address such issues.

1.6.1.5 The Contractor shall provide a suitable subcontractor/employee substitute of equal or greater qualifications, experience, and skills when unable to perform duties. This official request for subcontractor/employee substitute is to be coordinated with the Service Chaplain and COR. The Contractor shall provide subcontractor/employee request in writing and signed, and sent to the COR no later than 2 weeks prior to absence.

1.6.1.6 The Contractor shall monitor and track all funds spent by the Program, to account for what is spent and ensure fund requests are completed in accordance with HC AFIs/OIs. They will work closely with Chapel Tithes and Offerings (CTOF) account manager to ensure timely submission of funds requests to meet program plan and distribution/reimbursement of funds to program leaders.

1.6.1.7 The contractor may be required to provide a personnel roster consisting of names and other pertinent personnel data to the requiring activity for the purposes of 100% accountability real-world and exercise situations.

The personnel roster shall be updated as individuals are removed and added.

1.6.2 Musician

1.6.2.1 Regular Worship and Regular Worship Rehearsals: Accompany (play piano, organ, guitar, or keyboard) and direct musical selections during designated regular worship services including accompany singing of hymns, choruses, and spiritual songs; choral response, anthems, and special music that enhances the atmosphere of worship for the particular congregation. Accompany regular choir rehearsals if required: play the piano, organ, guitar, keyboard and/or direct accompaniment for choir/worship team rehearsals. Musicians shall be required to play at any Chapel (Chapel 1 or Chapel 2) on Edwards AFB when directed by the COR and shall conduct all rehearsals at the base chapel unless authorized by the COR.

1.6.2.2 Special Worship and Special Worship Rehearsals: Accompany (play piano, organ, guitar, or keyboard) and direct musical selections during designated regular worship services including accompaniment of hymns, choruses, and spiritual songs; choral responses, anthems, and special music that enhances the atmosphere of worship for the particular congregation. Accompany regular choir rehearsals if required: play the piano, organ, guitar, keyboard and or direct accompaniment for choir/worship team rehearsals. Musicians shall be required to play at any Chapel (Chapel 1 or Chapel 2) on Edwards AFB when directed by the COR and shall conduct all rehearsals at the base chapel unless authorized by the COR.

1.6.2.3 Communication

1.6.2.3.1 Catholic Musician. Communicate with the chaplains, priests, song/worship leaders, and other musicians conducting the service to ensure a coordinated service of worship for the congregation. Plan and coordinate all musical selections with the Priest of the congregation or appropriate designated representative to select music in keeping with the theme of worship service.

1.6.2.3.2 Protestant Musician. Communicate with the chaplains, song/worship leaders, and other musicians conducting the service to ensure a coordinated service of worship for the congregation. Plan and coordinate all

Page - 5 - of 29 musical selections with the Service Chaplain of the congregation or appropriate designated representative to select music in keeping with the theme of worship service.

1.6.2.4 Coordinate and provide appropriate musical support during the designated worship services to include all musical accompaniments during the worship services to include congregational music, offertory, prelude, and postlude music, etc.

1.6.2.5 Coordinate and or provide music for all services and adjust tempo and style of choir selections to enhance the congregation's ability to participate in worship as directed by the Chaplain/ Pastor.

1.6.2.6 Music Selections/Music Volunteers

1.6.2.6.1 Catholic Musician. Shall provide a plan that includes music selections and music volunteers no later than six (6) days prior to the worship service and provide to the Priest by the time designated for publication in worship service bulletins and coordination with other musical staff.

1.6.2.6.2 Protestant Musician. Provide music selections music volunteers no later than six (6) days prior to the worship service and provide to the Service Chaplain by the time designated for publication in worship service bulletins and coordination with other musical staff.

1.6.2.7 Musicians shall be present at least 30 minutes prior to each mass or chapel service and 15 minutes before each rehearsal. Contractor shall not leave during the service unless the COR has approved of it.

1.6.2.8 Musicians shall monitor all government provided instruments used by the contractor and report requirements or repair or replacement to the COR or his designated representative.

1.6.2.9 Shall ensure all copyright, reproduction and license agreements/laws are abided with at all times.

1.6.2.10 Shall monitor/track/properly maintain all funds spent by the youth Program, to account for what is spent and ensure fund requests are completed in accordance with HC AFIs/OIs. Work closely with Chapel Tithes and Offerings (CTOF) account manager to ensure timely submission of funds requests to meet program plan and distribution/reimbursement of funds to program leaders.

1.6.3 Religious Education Coordinators

1.6.3.1 Catholic Religious Education Coordinators.

1.6.3.1.1 Catholic Religious Education Coordinator (Pre-K thru 12th Grade). The Catholic religious education (RE) planning, managing, and coordinating activities shall be continuous throughout the contract period with increased workloads during the following periods: 1) Whenever Confirmation occurs as directed by Archdiocese

Page - 6 - of 29 of Military Service (AMS) 2) May-July period for conducting VBS and reporting sacramental records to the various dioceses and parishes, and 3) August-September period prior to the formal opening or the Catholic RE classes. The Contractor shall provide the following specific services:

1.6.3.1.2 Shall submit a work schedule that allows for the accomplishment of all position requirements. Provide services for up to 110 students.

1.6.3.1.3 Shall attend weekly Catholic staff meeting and weekly chapel staff meeting.

1.6.3.1.4 Shall monitor/track/properly maintain all funds spent by the youth Program, to account for what is spent and ensure fund requests are completed in accordance with HC AFIs/OIs. Work closely with Chapel Tithes and Offerings (CTOF) account manager to ensure timely submission of funds requests to meet program plan and

1.6.3.1.5 Catholic RE Planning Services:

1.6.3.1.6 Contractor shall develop and submit not later than ten (10) working days after award the annual Catholic RE calendar for submission to the Catholic Priest and yearly thereafter. This calendar projects all regular and sacramental classes, sacramental masses and rehearsals, lock-ins and retreats, and parents' meetings.

1.6.3.1.7 Contractor shall identify by title and quantity all student texts and catechist manuals with the list submitted to the Catholic Priest not later than 15 May. IAW list of approved texts by United States Council of Catholic Bishops (USCCB).

1.6.3.1.8 Contractor shall advise the Catholic Priest (verbally or in writing) of any event or problem which might jeopardize the successful implementation of the Catholic RE Program to include 1.) changes in student population or 2.) discipline or class attendance problems which merit action by the Catholic Priest. This includes preparation of meeting notification letters and other letters to parents of Catholic RE students.

1.6.3.1.9 Contractor shall maintain a current database of volunteers on the chapel shared drive to support Sunday class sessions. Contractor shall weekly ensure that the primary or a substitute volunteer catechist is assigned to each Sunday class session as required by the COR.

1.6.3.1.10 The Contractor shall on a weekly basis distribute to classes specific materials requested by the volunteer catechists.

1.6.4.1.11. Contractor shall weekly check student registrations for complete information and call parents when a child seems unprepared for a regular class setting, so a remedial or corrective class situation may be recommended. Compile and maintain current class rosters.

1.6.4.1.12 Contractor shall weekly compile and distribute updated class rosters (i.e., student names added or deleted) to volunteer catechists.

1.6.4.1.13 Contractor shall weekly distribute and collect from each volunteer catechist data sheets to report student attendance and the results of pre-class inspections.

1.6.4.1.14 Contractor shall weekly monitor the Chapel facility before, during and after the formal class period and take appropriate action in the event of a safety or student discipline problem. This includes remaining until all students have been picked up by their parents or guardians or safe transportation arranged for their return home.

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1.6.4.1.15 Contractor shall on a weekly basis monitor volunteer catechist classroom teaching activities to determine if special or additional catechist training is appropriate.

1.6.4.1.16 Contractor shall arrange for orientation, retreat and training workshops for volunteer catechists (i.e., securing and setting up rooms, AV aids, and ordering and picking up food items).

1.6.4.1.17 Contractor shall arrange for and transfer to the Catholic Priest records required for background checks for all volunteers IAW Archdiocese of Military Science and the DOD through Air Force Community Services (AFCS) Volunteer services. Contractors shall recruit, retain, and record on rosters qualified teachers meeting Archdiocese Military Service (AMS) standards to teach Catholic at assigned locations.

1.6.4.1.18 Sacramental Preparation Services:

1.6.4.1.19 Contractor shall monitor on a monthly basis the progress of Sacramental Preparation students in a classroom situation.

1.6.4.1.20 Contractor shall on a weekly basis provide resources for Sacramental Celebrations and Penance Service as needed. Set up an assigned facility for Parents' Meetings for Reconciliation, First Communion, Confirmation, and the Rite of Christian Initiation for Children (two each).

1.6.4.1.21 Contractor shall review with students and parents the flow of the First Reconciliation Service with two rehearsals, First Eucharist Mass with two rehearsals, and Confirmation Mass with one rehearsal as needed.

1.6.4.1.22. Contractor shall prepare and send student Sacrament records to the appropriate diocese or parish.

1.6.4.1.23. Resource Confirmation Retreat: Contractor shall resource the annual Confirmation Retreat under the direction of the Catholic Priest.

1.6.4.1.24 Coordinate Catholic VBS: Contractor shall publicize the annual Vacation Bible School Program within the Catholic Community and submit all VBS registrations and volunteers to the Catholic Priest.

1.6.3.2 Protestant Religious Education.

1.6.3.2.1 The Protestant RE planning, managing, coordinating and implementing activities shall be continuous throughout the 12-month contract period with increased workloads during the months of Jan-June in preparation for Vacation Bible School. The contractor shall recruit volunteers to support Protestant Religious programs at no more than 50 volunteers.

1.6.3.2.2 Shall be able to commit a minimum 20 hours per week at the chapel to accomplish position requirements. Flex hours are authorized for this position. Provide services for up to 110 students.

1.6.3.2.3 Shall attend regular Protestant staff meeting and weekly chapel staff meeting.

1.6.3.2.4 Identify supplies for AWANA and order them within 2 weeks of receiving request.

1.6.3.2.5 Provide a weekly attendance report to the Protestant supervisor.

1.6.3.2.6 Manage the distribution of curricula, craft and food supplies for all planned Religious Education programs.

1.6.3.2.7 Prepare and distribute specific materials requested by department coordinators and teachers.

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1.6.3.2.8 Prepare packets for department coordinators to include staff rosters, job descriptions, daily themes, teacher recruitment forms, projected attendance, curricula distribution formula and student enrollment procedures.

1.6.3.2.9 Design and distribute publicity fliers, teacher recruitment and student registration forms to all chapels.

1.6.3.2.10 Recruit and assign volunteer teachers to classes.

1.6.3.2.11 Shall develop and maintain a roster of all RE chapel volunteers that is organized by program (AWANA, Small Group, etc.). Review roster at least monthly checking for accuracy and currency. Contact with all program leaders at least monthly to ensure they have everything they need to run their programs.

1.6.3.2.12 Track and verify volunteer hours.

1.6.3.2.13 Collect registration forms and compile classroom student rosters.

1.6.3.2.14 Complete a weekly walk through of meeting location at the end of each program to ensure that the building is clean (includes collecting the trash and spraying designated area with bleach solution) and secured.

1.6.3.2.15 Prepare and distribute specific materials requested by directors and teachers.

1.6.3.2.16 Shall develop annual program calendar and budget projections.

1.6.3.2.17 Shall monitor/track/properly maintain all funds spent by the youth Program, to account for what is spent and ensure fund requests are completed in accordance with HC AFIs/OIs. Work closely with Chapel Tithes and Offerings (CTOF) account manager to ensure timely submission of funds requests to meet program plan and

1.7 Minimum Qualifications. See Appendix 1 for the qualifications of the Catholic Musician, Protestant Musician, Catholic Youth Director, Protestant Youth Director, Catholic Religious Education Coordinator, and Protestant Religious Education Coordinator.

1.8 Contractor Manpower Reporting Application (eCMRA)

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via the secure data collection site (i.e. eCMRA). The contractor shall register in eCMRA within 30 days of contract award. The contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the above eCMRA help desk.

Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data. Data for Air Force service requirements must be input at the Air Force eCMRA link. However, user manuals for government personnel and contractors are available at the eCMRA link at http://www.ecmra.mil.

1.9 Contractor Phase-In and Phase-Out Transition

http://www.ecmra.mil/ http://www.ecmra.mil/

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1.9.1 Contractor Phase-In: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the phase in/ phase out periods. The incoming contractor’s personnel shall receive 30 calendar days of on-the-job training (OJT) by the incumbent contractor. Incoming contractor personnel to be trained by the incumbent contractor shall possess, prior to training, all special skills, licenses, and certifications needed to perform the specific tasks in this PWS. The training will cover unique features of all systems and equipment. The OJT may be augmented by any applicable instruction from manuals and videotapes. Contractor phase-in will not be necessary for an incumbent contractor.

1.9.2 Contractor Phase-Out: The outgoing contractor shall allow the incoming contractor to interview for employment the outgoing contractor’s personnel, provided that work interruption time is reasonable.

1.9.2.1 The outgoing contractor shall provide 30 calendar days of OJT training to the incoming contractor. The outgoing contractor shall integrate the incoming contractor personnel into the regular work schedule in order to maximize OJT benefits. Contractor personnel to be trained shall possess, prior to training, all required special skills needed to perform the specific tasks in this PWS. The training objective is to enhance technical skills so that the transfer of responsibilities will be efficient.

1.9.2.2 During the 30 calendar day training period, the outgoing contractor shall perform all requirements in the

PWS.

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SECTION II

2.0 Service Summary (SS)

2.1 General

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

2.2 Performance Evaluation

Performance of a service shall be evaluated to determine whether or not it meets the performance requirements of this contract. Re-performance of unacceptable services at no additional cost is the preferred course of action when appropriate. In the case of issued Corrective Action Reports (CARs), the Contracting Officer shall take appropriate measures according to inspection of services clause in the contract, i.e., FAR 52.246-4, 52.246-5, or 52.212-4(a).

Performance Objective PWS

Paragraph Performance Threshold Rating Criteria

QUALITY

Ensures music selection keeps with the theme of the worship service

1.6.2.3.1 1.6.2.3.2

Music selection should be 95 percent keeping with the theme of the worship service

Excellent - 99-100 percent Very Good - 97-98 percent Satisfaction - 95-96 percent Marginal - 93-94 percent Unsatisfactory - ≤ 92 percent

Are volunteers properly trained to meet the needs of the specific event taking place within their perspective faith

1.6.3.2.1 1.6.3.2.2 1.6.3.3

Volunteers shall have a 95 percent understanding on their roles for the specific events.

Excellent - 99-100 percent Very Good - 97-98 percent Satisfaction - 95-96 percent Marginal - 93-94 percent Unsatisfactory - ≤ 92

Are youth programs planned and executed in an orderly and professional manner

1.6.3.11 All youth programs shall be

planned and executed 95 percent of the time in an orderly and professional manner.

Excellent - 99-100 percent Very Good - 97-98 percent Satisfaction - 95-96 percent Marginal - 93-94 percent Unsatisfactory - ≤ 92

COST/FUNDS

Monitors, tracks and maintains all funds spent by the various programs

1.6.1.6 1.6.2.10 1.6.3.13 1.6.2.17

All funding documentations should be 98 percent accurate

Excellent - 100 percent Very Good - 99 percent Satisfaction - 98 percent Marginal - 97 percent Unsatisfactory - ≤ 96

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SCHEDULE

Musicians shall be present at least 30 minutes prior to each mass or service

1.6.2.7

Musicians shall be present 30 minutes prior to each mass/service

Excellent - 1-10 minutes Very Good - 11-20 minutes Satisfaction - 21-30 minutes Marginal - 31-40 minutes Unsatisfactory - ≤ 41 minutes

Musicians shall be present at least 15 minutes prior to each rehearsal

1.6.2.7

Musicians shall be present 15 minutes prior to each rehearsal

Excellent - 1-5 minutes Very Good - 6-10 minutes Satisfaction - 11-15 minutes Marginal - 15-19 minutes Unsatisfactory - ≤ 20 minutes

Music selection and special music volunteers shall be provided 6 days prior to mass/services

1.6.2.6.1 1.6.2.6.2

Shall provide music selection and special music volunteers 6 days prior to mass/services

Excellent - 1-2 days Very Good - 3-4 days Satisfaction - 5-6 days Marginal - 7-8 days Unsatisfactory - ≤ 9 days

Catholic Religious Education shall provide a yearly calendar of all events.

1.6.4.1.6 Calendar shall be presented

to the COR with 10 days of each year.

Excellent - 1-3 days Very Good - 4-6 days Satisfaction - 7-10 days Marginal - 11-13 days Unsatisfactory - ≤ 14 days

REGULATORY

Shall abide by all copyright, reproduction and license agreements/laws

1.6.2.9

Shall abide by copyright, reproduction and license agreement/laws 100 percent of the time.

Satisfactory - 100 percent Unsatisfactory - ≤ 99 percent

MANAGEMENT

Shall assure all necessary ministries are provided at respective required event

1.1.1 Performance threshold shall be managed based on

4.1.1.2 requirements

Satisfactory - 100 percent Unsatisfactory - ≤ 99

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

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

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

2.4 Performance Assessment.

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

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

2.4.3 Review of Audits. COR reviews results of the contractor’s accepted quality management system audits and related quality metrics.

2.5 Quarterly Progress Meetings. The CO, Program Manager (PM), Functional Services Manager (FMS), COR, other government personnel as appropriate, and the contractor shall meet quarterly to discuss the contractor’s performance.

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

- Opportunities to improve the contract,

- Any modifications required of the contract,

- Unsatisfactory inspections,

- Valid customer complaints against each performance objective observed, and

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

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

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

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

2.6.1 Multifunction Team (MFT). The contractor’s manager with the CO, Contract Administrator (CA), COR, and other government personnel shall meet on a regular basis. The MFT will establish how often meetings are needed based on contract complexity. The contractor may request a meeting with the CO when the contractor believes such a meeting is necessary. If the CO or CA deems necessary, written minutes of any such meetings shall be recorded by the CA in the contract file and signed by the PM and the CO or CA. If the contractor does

Page - 13 - of 29 not concur with any portion of the minutes, such nonoccurrence shall be provided in writing to the CO within 10 calendar days following receipt of the minutes.

2.7 Quality Control. In compliance with the applicable contract clauses FAR 52.246-4 thru FAR 52.246-5, entitled, “Inspection of Services (Fixed Price and Cost-Reimbursement),” or FAR 52.212-4(a) Commercial Terms and Conditions Inspection/Acceptance, develop and maintain an effective quality control program to ensure services are performed IAW this PWS, applicable laws and regulations and IAW best commercial practices.

2.7.1 Quality Control Plan (QCP). The contractor shall be required to submit a QCP within 10 days after contract award. The CO will notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modifications and obtain acceptance of the plan by the CO within 30 days. The contractor’s QCP shall contain, at a minimum, the following descriptive items:

a. The inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. The methods to be used for identifying and preventing defects in the quality of services performed.

c. How the records will be kept. Records must document all inspections and corrective or preventive actions taken.

2.8 Contractor’s Performance. The government assesses a contractor’s performance on an on-going basis, both positive and negative, and provides a record on a given contract during a specified period of time.

2.8.1 Past Performance Information (PPI). PPI can be provided to other government agencies, as requested.

2.8.2 Contractor Performance Assessment Report (CPARS). Depending on the estimated value of the contract, formal assessment and reporting of contractor performance is documented using the CPARS system. The contractor will be provided a copy of their assessment 365 days from contract award. The contractor shall have 60 days to review and submit comments for the evaluation activity’s consideration before the assessment is made final. Past Performance assessment reports will be protected by all parties and treated by government personnel as “For Official Use Only/Source Selection Information in accordance with FAR 2.101 and 3.104”.

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SECTION III

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 Government Furnished Services (Base Support). The government will provide the following items as part of this contract.

3.1.1 Automated Data Processing Equipment. The government will provide computers for use on the local area network (LAN), email, and the internet for work related to this contract.

3.1.2 Custodial Service. The government shall provide custodial services for restroom facilities in base facilities IAW the current base custodial contract. All inquiries regarding scheduling and level of custodial services will be directed to the COR.

3.1.3 Emergency Medical Services. Edwards AFB will provide emergency medical services for contractor personnel in performance of services under this contract base IAW AFI 41-115 Chapter 1. The contractor shall reimburse the government for treatment provided at the current reimbursement rate for non-authorized user IAW AFH 41-114, paragraph 42. The contractor shall provide to the 412th Medical Group, the name of a physician and/or hospital to which injured personnel can be transferred for further treatment and care after receiving initial emergency treatment on base. All mishaps will be promptly reported to the base safety office through the COR.

3.1.4 Postal/Installation Distribution. The Base Information Transfer System is available for official government mail, messages and information pickup distribution point at Chapel 2 address (10 Chamberlin Loop, Bldg. 6447, Edwards AFB CA 93524).

3.1.5 Refuse Collection. The government will provide refuse collection services. The contractor shall take refuse to the nearest dumpster on a regular basis. The contractor shall comply with all installation recycling programs, refuse volume reduction programs, and hazardous waste collection policies IAW base policies.

3.1.6 Security Police and Fire Protection. Phone number for Security Forces Squadron, Emergencies: 911;

Non-Emergencies: 7-3340/3341/3343; Fire Protection, 911.

3.1.7 Telephone Service. The government will provide local and DSN telephone services FOR OFFICIAL USE ONLY use at no cost to the contractor. Commercial long distance calls shall be at the contractor’s expense.

3.1.8 Utilities. The government will provide all electricity, water and sewage at no additional cost to the contractor. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish requirements under this PWS.

3.2 Government Facilities. The government will provide an office at Chapel 2.

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SECTION IV

4.0 GENERAL INFORMATION

4.1 Hours of Operation.

4.1.1 Musicians.

4.1.1.1 Work hours and rehearsals vary. The time of day each service is required is shown at Appendix A, table

4.2. Rehearsals may be required approximately once weekly and last approximately 60 to 90 minutes. Worship services last approximately 60 to 120 minutes. There are 52 services and 52 rehearsals which will be performed during this one-year performance period.

4.1.1.2 There are special services for each chapel during the 12-month performance period. Special Services are conducted on a need only basis but cannot exceed the unit of services allotted. Rehearsals may be required approximately once weekly and last approximately 60 to 90 minutes. Worship services last approximately 60 to 120 minutes.

Worship Service

Chapel Facility

Regular Worship

Regular Rehearsal

Special Worship

Special Rehearsal

Morning (Catholic Mass) Chapel 2 52 Days 52 Days +/- 7 Days +/- 7 Days Afternoon/Evening (Catholic Mass) Chapel 2 52 Days 52 Days +/- 7 Days +/- 7 Days Protestant Community Service Chapel 1 52 Days 52 Days +/- 7 Days +/- 7 Days TOTAL 156 Days 156 Days +/- 21 Days +/- 21 Days

4.1.2 Youth Directors and Religious Education Coordinators. Specific hours of work will be at the discretion of the Contractor in coordination with the COR and the senior faith group chaplain/priest. However, the Contractor shall be available to provide information and resource support to parishioners and clergy during normal duty hours (Monday-Friday, 0900 to 1600). The Contractor shall be available on request for night and weekend work.

4.2 Personnel

4.2.1 Contract Manager (CM). The contractor shall provide a contract manager and alternate(s) who are knowledgeable of Chapel Ministries Support Directorate. The contractor shall submit the name, address, telephone number and a resume of the CM to the CO within 2 days of contract start date. The list shall be kept current throughout the life of the contract. The CM or alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM or alternate(s) shall be available within 48 hours to meet on the installation with government personnel designated by the CO to discuss problem areas. The CM and alternate(s) shall be able to read, write, and speak English. The CM shall be able to effectively communicate with contractor employees. Qualifications for the CM are listed below:

4.2.2 Contractor Employees:

Employee Training. The contractor shall give all training required to meet requirements of the PWS unless otherwise specified within the PWS or as otherwise approved by the CO. The contractor shall maintain training and experience records for each employee during the period of this contract that reflect sufficient personnel are qualified to accomplish all tasks required by this contract. Provide status of employee training upon the government’s request. Employees will be provided the following training:

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English Language. Employees who deal directly with customers will be required to communicate clearly and concisely with the customers in English. This requirement is strictly for the purpose of efficiently performing the contract tasks.

4.2.3 Use of Government Employees.

The contractor shall not employ any person who is an employee of the U.S. Government if employing that person would create a conflict of interest. In addition, the contractor shall not employ any person who is an employee of the Department of the Defense if such employment would be contrary to the policies contained in AFI 64-106, Chapter 1, Industrial Labor Relations Activities.

4.2.3.1 Employment of Spouses/Dependents. The contractor shall not employ any person who is a spouse or dependent child of a Department of Defense employee (either military or civilian) when such employee would be placed in a conflict of interest or appearance of a conflict of interest by virtue of such employment.

4.2.3.2 Off-duty Military Personnel. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military Reservists and National Guard members may be subject to reorder to active duty. The abrupt absence of these personnel could adversely affect the contractor's ability to perform. However, their absence at any time shall not constitute an excuse for nonperformance under this contract.

4.2.3.3 Identification of Contractor Employees. All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Due to AFI requirements, Contractors must wear appropriate badges when interacting with children as enforced by the Wing Chaplain.

4.2.3.4 Personal Conflict of Interest (PCI). The term "PCI" means that a contractor employee assigned to the contract has interests which (i) may diminish his/her capacity to give impartial, technically sound, objective assistance and advice in performing this contract, (ii) may otherwise result in a biased work product under this contract, or (iii) may result in an unfair competitive advantage. Any potential instance of PCI must be reported to the CO immediately.

4.2.3.5 Privately Owned Vehicles. Each contractor employee driving a privately owned vehicle on the installation must carry minimum liability insurance as required by the state. Contractor employees shall adhere to all posted speed limits and shall not use hand-held cellular telephones while driving on the installation for phone calls or texting. Use of seatbelts is mandatory. Any contractor employee cited for driving under the influence will have their driving privileges immediately revoked for a period to be determined.

4.3 Continuation of Essential DoD Contractor Services During Crisis.

In Accordance With DoDI 1100.22, (12 Apr 2010) Continuation of Essential DoD Contractor Services During Crises, DFARS 237.76, and the Air Force implementation thereof, unless otherwise directed by the CO or COR, it is determined that the services as identified in this PWS ARE/ARE NOT essential for performance during a crisis.

4.3.1 All services in this PWS are designated as essential services for performance during crisis IAW DFARs 237.76, “Continuation of Essential Contractor Services” and the contractor shall prepare a plan for performing these services in accordance with DFARs 252.237-7023. Hereafter, the personnel identified by the contractor to perform these services shall be referred to as “Mission Essential Contractor Personnel.”

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4.3.2 The requirement for continuation of essential services could possibly be as currently scheduled in the PWS; however, the schedule will be determined based on the crisis requirements. The CO or COR will contact the contract manager by telephone or in person that essential services are required. This will be followed up in writing and subsequently by modification to the contract to incorporate the requirements via full text or by reference. The contractor may file a proposal for cost or other impacts under the Changes clause or a Request for Equitable Adjustment.

4.3.3 Within 30 days after award, the contractor shall provide a written list of all “Mission Essential Contractor Personnel” to the CO or COR. The list shall identify names and base location where each employee will perform work under this contract.

4.3.4 The contractor shall develop contingency plans for tasks designated as essential no later than 30 days after the start of the contract to provide reasonable assurance of continuation of services during crisis conditions.

4.4 Military Personnel. The government retains the option to assign military representatives on a full or part time basis at all contracted sites as deemed necessary for reasons, such as, to receive training, to assist in contingency efforts at site, or to evaluate site performance (not inclusive). The presence of military personnel shall in no way diminish the contractor’s responsibility to provide the operation services specified in this PWS.

4.5 Contingency Plan. The Contractor shall submit a contingency plan to the CO at contract start date, which explains how the contractor will expand operations in emergency or contingency situations to ensure all services are provided, how the contractor will ensure there are no interruptions of routine contract services due to labor disputes. Such plan shall be approved by the CO prior to contractor assuming duties under this contract.

4.6 Labor Disruptions. The government reserves the right to take over performance of this contract in the event of a labor strike, bankruptcy, default or period of non-performance by the contractor’s employees. In such events, the services will be performed exclusively by government personnel and not a mix of government and non-striking contractor employees. At the direction of the CO, the contractor agrees to remove its non-striking work force from the performance site and not interfere in any way with government performance. The contractor further agrees, under such circumstances, to permit the government to use any essential contractor-furnished property. The government will compensate the contractor for performance during this period.

4.7 Environmental

4.7.1 Environmental Protection. The contractor shall comply with all applicable federal, state and local laws, regulations and standards that are or may become applicable to contractor’s activities in performance of this PWS.

4.7.2 Permits. The contractor shall be solely responsible for obtaining at its cost and expense any environmental permits required for its operations under the contract, independent of any existing permits held by the government.

The contractor acknowledges that the government will not consent to being named a secondary discharger or co-permittee for any operations or activities of the contractor under the contract. In the event the government is named as a secondary discharger or co-permittee for any activity or operation of the contract, the government shall have the right to take reasonable actions necessary to prevent, suspend, or terminate such activity or operations, including terminating this contract, without liability or penalty.

4.7.3 Right to Inspect. The government’s rights under this contract specifically include the right for government officials to inspect upon reasonable notice the work site for compliance with environmental, safety and occupational health laws and regulations, whether or not governmental is responsible for enforcing them. Such inspections are without prejudice to the right of duly constituted enforcement officials to make sure inspections. The government normally will give the contractor 24 hours prior notice of its intention to inspect, unless it determines the entry is required for safety, environmental, operations or security purposes.

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4.7.4 Non-compliance. If the contractor is found to not be in compliance with any of these regulations, there may be cause for the facility to shut down until the contractor, when within the contractor’s control or the government, has remedied the problem. Any sanitary deficiencies shall require immediate correction.

4.7.5 Spill Response. The contractor is responsible to report and promptly clean up all spills in a manner consistent with current environmental regulations. In the event that it is necessary to utilize government material, equipment, or personnel to clean up a contractor caused spill, the contractor shall be required to reimburse the government for all associated costs.

4.7.6 Audit. This contract may be subject to audit by any and all cognizant government agencies. The contractor shall make available all records, which it maintains with respect to these contract, to such agencies.

4.7.7 Failure to Insist On Compliance. The failure of government to insist, in any one or more instances, upon performance of any of the terms, covenants or conditions of this contract shall not be construed as a waiver or relinquishment of government’s right to the future performance of any such terms, covenants or conditions and the contractor’s obligations in respect to such future performance shall continue in full force and effect.

4.7.8 Green Procurement Program (GPP). The GPP is mandatory federal acquisition program that focuses on the purchase and use of environmentally preferable products and services. Many different items are covered by the GPP. Recycled-content products are designated by the Environmental Protection Agency (EPA). “Bio-based” products made from renewable plant materials are designated by the United States Department of Agriculture (USDA). Energy and water efficient products are designated by the Department of Energy (DOE). GPP also requires the government to avoid purchasing Ozone Depleting Substances (ODS) and EPA-designated priority chemicals. Environmentally preferable purchasing (EPP) is a voluntary program, and it encourage the purchase of goods and services that have decreased effects on human health and the environment (compared to the competing goods and services that serve the same purpose), but are not already required by one of the mandatory GPP elements.

4.7.8.1 Green Procurement is mandated except when the contractor can show that the product with recycled content does not meet intended…