Rabbi - PWS_Final.pdf

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PERFORMANCE WORK STATEMENT

JEWISH RABBI SERVICES

ARLINGTON NATIONAL CEMETERY

1.0 GENERAL INFORMATION

1.1 The contractor, under the direction of the Contracting Officer (CO) and through the United States Air Force (USAF) Chaplain Corps shall perform supplemental Jewish Rabbi services for the USAF Chaplain Corps at Arlington National Cemetery (ANC) and other locations as outlined within this Performance Work Statement (PWS).

1.2 This is a non-personal service contract. Services are unit-based. A unit is defined as the conducting of a chapel service at Fort Myer Old Post Chapel or Fort Myer Memorial Chapel and/or conduct an internment on Arlington National Cemetery grounds or Soldiers' and Airmen's Home National Cemetery Soldiers Sailors Home and all associated pastoral support and administration to include, but not limited to: contacting the family, writing the service, conducting the service, follow-up with condolence letter, maintaining administrative contact with the ANC USAF Chaplaincy Office, etc.

1.3 Period of performance. The period of performance shall include one (1) Base Year and four (4) Option Years.

2.0 CONTRACTOR QUALIFICATIONS AND EXPERIENCE

2.1 The contractor shall provide a Jewish Rabbi, hereby referred to as “Rabbi”, in good standing with the ecclesiastical endorsement from a DoD authorized Jewish endorsing authority (The Aleph Institute or the Jewish Welfare Board) observing standards set forth in DoDI 1304.28 Guidance for the Appointment of Chaplains for the Military Departments, current edition.

2.2 The contractor shall provide a Jewish Rabbi to conduct Jewish internment services and ministrations who is recognized by the Jewish Welfare Board – Jewish Chaplains Council or the Aleph Institute, possessing the skills, knowledge, training, and certifications necessary to perform the tasks described herein.

2.3 Due to the nature of the ANC mission, prior military service is desirable. The Rabbi shall have knowledge of military protocol or be willing to learn the duties needed in a military environment.

At all times, the Rabbi shall show respect to military customs and traditions.

2.4 Possess basic administrative skills, including having a personal email account, phone and be proficient in the use of Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, etc.

2.5 Training and Currency. The Rabbi shall remain current in all training required by the USAF, including, but not limited to:

2.5.1 Privileged Communication in accordance with DAFI52-101. The Priest shall observe the rules regarding privileged communication as stated in DAFI52-101, Chapter 5 and sign a non-disclosure agreement, as required.

2.5.2 Sexual Assault Prevention and Response (SAPR) in accordance with AFI90-6001.

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2.5.3 Cyber Awareness in accordance with DoD 8570.01-M, Information Assurance Workforce Improvement Program.

2.5.4 Family Advocacy in accordance with DAFI40-301.

The contractor is responsible for all internal employee training at no additional cost to the Government.

2.6 English is the operational language of the Air Force. The Rabbi shall be able to read, write, speak, and understand English fluently. English shall be the only language used with regard to this PWS and resultant contract for written correspondence, discussions and other business transactions.

3.0 DESCRIPTION OF SERVICES/RESPONSIBILITIES

The Rabbi will work directly with the unit assigned military chaplain and is required to cooperate with the military chaplain to support services outlined within this PWS. Civilian clergy who are contractors are not chaplains and therefore shall not use the duty title of “Chaplain” in connection with any aspect of this PWS or resultant contract. This restriction applies to, but is not limited to, printed documents and electronic communications. Similarly, the Rabbi shall refrain from unit engagement, leadership advisement, and general counseling which are responsibilities that can only be performed by military chaplains.

3.1 This position is a supportive position to the Active Duty Rabbi assigned to ANC when the Active

Duty Rabbi has other inherently military obligations that conflict with the ability for the Rabbi to conduct an interment.

3.2 Compliance with the following is mandatory. The Rabbi shall:

3.2.1 Officiate up to a maximum of 40 units per contract year of USAF Jewish funerals and committal services associated and scheduled with ANC, including those scheduled at the United States Soldiers and Airmen’s Home National Cemetery.

3.2.2 Minister only to members of the Jewish faith. However, if asked, the Rabbi can respond to questions about the Jewish faith and should make every effort to accommodate individuals of other faiths by assisting them to contact a chaplain.

3.2.3 Be knowledgeable of scriptures and teaching of the Jewish faith and conduct interments in a chapel environment according to the teaching and discipline in the Jewish Welfare Board – Jewish Chaplains Council and the Aleph Institute.

3.2.4 Perform military graveside internment and/or chapel services in conjunction with the USAF Honor Guard, USAF Band, and the ANC representatives, rendering appropriate military honors.

3.2.5 Perform personalized graveside internment and/or chapel service for deceased veterans, retirees, and spouses/dependents of military members.

3.2.6 Serve as a focal point for the Air Force for Jewish funerals before, during, and after each interment to which assigned; to include contacting the next- of-kin (NOK) at least one week prior to the service in order to arrange for the religious portion of the service.

3.2.7 Send written correspondence, using ANC Chaplaincy stationary, to the NOK within two business days after the service as part of ANC follow-up ministry.

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3.2.8 Ensure religious services are conducted in coordination with the deceased and NOK’s faith and wishes.

3.2.9 Be familiar with and adhere to military customs and courtesies as outlined in the most recent Department of the Air Force Handbook 1 (AFH1), Chapter 8, Military Customs, Courtesies, and Protocol for Special Events and AFPAM 34-1202.

3.2.10 Present and conduct themselves at all times in such a manner that is conducive to a friendly and professional working environment in accordance with DoDI 1300.17, Accommodation of Religious Practices Within the Military Services.

3.2.11 Be available to attend brief, informal training on conducting Air Force funerals at ANC within the first two weeks of start of contract.

3.2.12 Provide reliable contact information where they can be reached to convey funeral information. If messages by ANC Chaplain Corps personnel are left on the contractor’s answering machine regarding funerals, the contractor shall be responsible to reply to the ANC Chaplain Corps office within the same business day to confirm funeral information.

3.3 Contractor Personnel Substitutions.

3.3.1 The contractor shall arrange for and compensate a qualified, reliable substitute who complies with and meets the standards outlined in this PWS prior to any absences for services.

The Program Manager shall approve any and all substitute personnel.

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3.3.2 Qualifications for substitutes shall be obtained from the prime contractor and presented in writing to the Program Manager one week before the interment. Short-notice cancellations for emergent or unavoidable circumstances will follow recall roster delegations as follows: the assigned clergy will notify the contractor (or Program Manager if the contractor is unavailable), as soon as they are able, to report the cancellation. If the contractor was notified first, they will report the cancellation to the Program Manager, then source an available stand-in and report the reassignment to the Program Manager. If the Program Manager was notified first, they will contact the prime contractor to source personnel support. If no personnel are available, the Program Manager may solicit assistance from branch Chaplaincy Corps offices at ANC. Changes will be briefed to ANC agencies as needed by the Program Manager or Senior Chaplain.

3.3.3 If the contractor is no longer able to fulfill duties under the resulting contract, contractor shall remain responsible for the duration of the contract performance, to include any subsequent option years, and shall provide a suitable replacement in accordance with the requirements in this PWS.

4.0 GOVERNMENT PROVISIONS, EQUIPMENT, AND SUPPLIES

4.1 Transportation. Transportation from the ANC Administration building to and from the chapel, graveside, columbarium, and/or United States Soldiers and Airmen’s Home National Cemetery will be provided by the ANC Air Force Chaplain Corps office only for scheduled ANC funerals.

4.2 Workspace. The Government will provide suitable workspace for contract performance.

4.3 Equipment and Supplies. The Government will provide necessary program specific supplies and equipment for contract performance. The Rabbi shall use the equipment or supplies provided by the Government only for contract performance and will exercise reasonable care in maintaining the equipment. At the end of the contract, all issued equipment and/or supplies shall be returned to the Government in substantially the same condition in which it was received, ordinary wear and tear excepted.

4.3.1 ANC Air Force Chaplain Corps card and envelopes used for written correspondence (paragraph 3.2.7) shall be provided by the Government (USAF Chaplain Corps office).

4.3.2 Computer workstation. The Government will provide a computer workstation within the provided workspace of 11OG HC-A for contractor to use their personal computer device as needed to complete assigned duties.

4.4 The Rabbi shall safeguard all Government workspace, equipment and supplies provided for contract performance.

5.0 TIME.LOCATION AND FREQUENCY SERVICES

5.1 Hours of Operation. The contractor shall be available to provide services Monday through Friday, except Federal holidays as listed below, from 0800-1600 (8:00am-4:00pm).

Federal holidays normally include:

• New Year’s Day

• Martin Luther King, Jr.’s Birthday

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• Washington’s Birthday/Presidents Day

• Memorial Day

• Independence Day

• Labor Day

• Columbus Day

• Veterans’ Day

• Thanksgiving Day

• Christmas Day

Additional non-performance days may apply based on the direction of 11 OG/HC-A staff. Non-performance days are defined as dates when ANC is not providing interments, or the Air Force is not conducting funerals.

5.2 Location of Duties. Contractor is required to perform duties at the following locations:

• Arlington National Cemetery, Arlington VA 22211 o Admin Duties may be performed in a teleworking capacity

• Fort Myer Old Post Chapel, Fort Myer VA 22211

• Fort Myer Memorial Chapel, Fort Myer VA 22211

• United States Soldiers and Airmen’s Home National Cemetery, Washington DC, 20005

5.3 Contact Information for Contractor Personnel. Contractor shall provide reliable contact information where they can be reached to relay funeral information. If messages by ANC Chaplain Corps personnel are left on contractor’s answering machine regarding funerals, contractor shall be responsible to respond to Chaplain Corps office within the same business day to confirm the funeral information.

5.4 Schedule. The contractor shall be provided a schedule of funeral ceremonies via email and/or through the Arts Vision database usually one to three weeks in advance. However, the contractor shall be flexible, as interments are subject to change with short notice. On rare occasions, usually one or two times a year, or upon some form of emergency, the lead time for funeral notification shall be no less than twelve hours before funeral start time.

6.0 SERVICES SUMMARY

6.1 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.

6.2 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). Corrective Action Reports may categorize nonconformance as minor, major or critical IAW the following FAR

46.101 definitions:

“Minor nonconformance” means a nonconformance that is not likely to materially reduce the usability of the supplies or services for their intended purpose or is a departure from established standards having little bearing on the effective use or operation of the supplies or services.

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“Major nonconformance” means a nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

“Critical nonconformance” means a nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission.

SS# Performance Objective PWS Section Performance Threshold Rating Criteria

The Contractor shall:

Officiate Jewish funerals assigned to the 11 OG/HC-A (USAF) conducted at Arlington National Cemetery and the United States Soldiers and Airmen’s Home National Cemetery, as assigned

3.2.1, 3.2.4, 5.2, 5.4

90% (If contractor cannot provide primary coverage or subcontract services, contractor will contact 11 OG/HC-A for immediate notification)

100% Inspection: All Jewish interment missions are evaluated by ANC representatives and reported to 11 OG/HC-A for review

Conduct chapel interments according to the Jewish Welfare Board – Jewish Chaplains Council and the Aleph Institute

3.2.3 100% 100% Inspection: All Jewish interment missions are evaluated by ANC representatives and reported to 11 OG/HC-A for review in meeting USAF standards

Perform military graveside interment service, alongside USAF Honor Guard/Band, rendering appropriate military honors

3.2.4 100% 100% Inspection: All Jewish interment missions are evaluated by ANC representatives and reported to 11 OG/HC-A for review in meeting USAF standards

Perform graveside/chapel service for deceased veterans/retirees/spouses/depe ndents

3.2.5 100% 100% Inspection: All Jewish interment missions are evaluated by ANC representatives and reported to 11 OG/HC-A for review in meeting USAF standards

Contact NOK at least one week prior to scheduled service to compose religious portion of funeral

3.2.6 90% (If contractor cannot provide primary coverage or subcontract services, contractor will contact the 11 OG/HC-A for immediate notification)

Periodic Surveillance: 11 OG/HC-A will track correspondence through Arts Vision Platform

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Upload written correspondence to 11 OG/HC- A within two days after service as part of follow-up ministry to NOK

3.2.7 100% Periodic Surveillance: 11 OG/HC-A will track correspondence through office electronic scheduling platform

Ensure interments are conducted in accordance with deceased/NOK faith and wishes

3.2.8 80% (In rare cases, there are some families that will provide little to no input)

100% Inspection: All Jewish interment missions are evaluated by ANC representatives and reported to 11 OG/HC-A for review in meeting USAF standards

Be familiar with and adhere to military customs and courtesies outlined in Air Force Handbook 1 (AFH1), Chapter 8 and AFPAM 34-

3.2.9 100% 100% Inspection: All Jewish interment mission are evaluated by ANC representatives and reported to 11 OG/HC-A for review in meeting USAF standards

Conduct themselves in such a manner that is conducive to a friendly and professional working environment

3.2.10 100% 100% Inspection & Customer Complaint Reviews: All Jewish interment missions are evaluated by ANC representatives and reported to 11 OG/HC-A for review in meeting standards

Be available to attend brief, informal training on conducting Air Force funerals at ANC within the first two weeks of arrival

3.2.11 100% 100% Inspection: 11 OG/HC-A Jewish subject matter expert will conduct briefing and shall be attended

Respond to Chaplain Corps messages within the same business day to confirm funeral information

3.2.12, 5.3 80% Periodic Inspection: 11 OG/HC-A will track correspondence through office electronic scheduling platform

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Arrange for and compensate a reliable qualified substitute prior to any absences from services

3.3 100% 100% Inspection: 11 OG/HC-A will track through office electronic scheduling platform

Be available to provide services Monday – Friday, from 0800-1600 except federal holidays

5.1 90% (If contractor cannot provide primary coverage or subcontract services, contractor will contact the 11 OG/HC-A for immediate notification)

100% Inspection: All Jewish interment missions are evaluated by ANC representatives and reported to 11 OG/HC-A for review meeting USAF standards

6.3 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 Program Manager 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.

6.3.1 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.

6.3.2 When an observation indicates defective contractor performance, the Program Manager will require the contractor’s Contract Manager or representative at the site to initial the observation.

The formal process is, when a performance threshold has not been met or contractor performance has not been accomplished, the Program Manager will initiate and provide the CO a Corrective Action Report (CAR) for issuance to the contactor. The contractor shall respond to the CAR IAW instructions provided and in the CAR. While the formal process of this paragraph to address unacceptable contractor performance is always available, the Government reserves the right to initiate a less formal process involving the contractor, the Program Manager and the CO meeting together at no additional cost to the Government regarding unacceptable contractor performance.

6.4 Performance Assessment.

6.4.1 Periodic Surveillance. This method requires the Program Manager 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.

6.4.2 Customer Complaints. The Program Manager will receive and investigate all complaints. The

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Program Manager will 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 Program Manager and the contractor. Validated customer complaints shall be corrected within 2 hours of notification. CO will validate corrective action.

6.4.3 Review of Audits. Program Manager reviews results of the contractor’s accepted quality management system audits and related quality metrics.

6.4.4 100 Percent Inspection. This method requires the Program Manager to do 100 percent inspection on all task performed. Appropriate for tasks that occur infrequently. Usually only deals with Safety and/or Security, unless mandated by an Air Force Instruction (AFI) or industry standard.

6.5 Quarterly Progress Meetings. The CO, Government’s Program Manager (PM), /Functional Services Manager (FMS), 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.

6.5.1 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.

6.6 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.

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

6.6.2 Contractor Performance Assessment Report (CPARS). Depending on the estimated value of the contract, formal assessment and reporting of contractor performance is required and is documented using the CPARS system. An assessment usually provided on an annual basis is sent to the contractor’s representative for their comment. The contractor will have up to 60 days to review and comment on the assessment

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REFERENCES

The following Air Force Instructions, manuals, or publications can be retrieved via https://www.e-publishing.af.mil/:

• AFI52-101, Chaplain Planning and Organizing

• AFI90-6001, Sexual Assault Prevention and Response (SAPR) Program

• AFI40-301, Family Advocacy Program

• AFH1, Airman Handbook

• AFPAM34-1202, Guide to Protocol

The following documents, instructions, manuals or publications can be retrieved from https://www.esd.whs.mil/:

• DoDI 1300.17 Religious Liberty in the Military Services

• DoD 8570.01-M, Information Assurance Workforce Improvement Program

• DD Form 2088, Statement of Ecclesiastical Endorsement https://www.e-publishing.af.mil/ https://www.esd.whs.mil/

REFERENCES