Solicitation_Attachment-1_PWS _Catholic_Parish_Coordinator.pdf

PERFORMANCE WORK STATEMENT (PWS)

CATHOLIC PARISH COODINATOR SUPPORT SERVICES

FORT CARSON, COLORADO

1 Sep 2015

1. GENERAL REQUIREMENTS

1.1 Scope of Work. The Contractor shall provide administrative support to the Fort Carson Garrison Catholic population by assisting the Catholic Chaplain and Priest as they conduct religious services as per the dictates of the Roman Catholic Church. The Contractor shall adhere to the policies defined for the Pastoral Care of Catholic Personnel as published by AMS dated 20 August 2008. These support services include coordination of the celebrations within the Liturgical Cycle, develop and maintain the Parish calendar, coordinate all volunteer activities, publicize religious events for the Parish, maintain the Parish registration and census database, prepare the Catholic weekly bulletin, and prepare and track all purchase order requests for religious supplies. This is a non-personal services contract.

1.2 Hours of Operation. Hours may vary and will be coordinated with the Garrison Catholic Chaplain. The Contractor will maintain such office hours as are necessary to accomplish the work as outlined in the PWS Para 6, Work To Be Accomplished. The Contractor will have access to the offices Monday through Friday from 9:00 a.m. to 4:00 p.m. and Saturday and Sunday from 8:00 a.m. to 12:00 p.m.

1.3 Period of Performance. The performance period will begin 17 November 2014 through 29 February 2015 for the Base Year. Option Year One will begin 1 March 2016 through 28 February 2017. Option Year Two will being 1 March 2017 through 28 February 2018.

1.4 Location. Performance location is established at the Soldiers Memorial Chapel (SMC) Fort Carson, Colorado.

1.5 Scheduled Services. The Contractor can attend the following worship services to assist with performance of these requirements.

a. Saturday Mass begins at 1700 hours at Soldiers Memorial Chapel.

b. Sunday Mass begins at 0900 at Soldiers Memorial Chapel.

2. DEFINITIONS.

2.1 Catholic Parish Coordinator Services.

2.1.1 Liturgical Cycle Requirements. This is defined as a denominationally specific administrative support required for each event or activity in the Catholic Liturgical Year.

2.1.2 Parish Calendar. This is defined as the schedules and liturgical worship calendar of the Catholic community, incorporating weekly updates projecting 4 weeks in advance.

2.1.3 Volunteer Coordination. The selection, tracking and training of volunteers for Catholic events, both social and ecclesiastical.

2.1.4 Publicity Coordination. Publicity of advertisements and information for the Ft Carson Catholic community programs.

2.1.5 Parish Registration and Census. The accurate registration of new parishioners and conduct of semi-annual congregational census.

2.1.6 Weekly Catholic Bulletin. Preparing and organizing the input for the weekly bulletin provided for the Catholic Community.

2.1.7 Monitoring Purchase Recommendation of Supplies. Prepare and submit a monthly list of materials, supplies and subscriptions recommended for purchase to the Catholic Pastor for approval.

3. CONTRACTOR PERFORMANCE. All work shall be accomplished within the guidelines of the Roman Catholic Church, AMS Priests’ Manual, Army Regulations AR 165-1, Army Pamphlet 165-18, and Installation Chaplain Policies. The Contractor shall provide the required services as indicated in the delivery schedule of the contract. The Contractor shall abide by all Garrison Chaplain Memorandums of Understanding (MOU), policies, rules, regulations and bylaws, as well as applicable Army regulations (ARs) governing these services.

3.1. Government Point of Contact (POC): The POC monitors all technical aspects of the contract and assists in contract administration. The POC is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract, perform inspections necessary in connection with contract performance, maintain written and oral communications with the Contractor concerning technical aspects of the contract, issue written interpretations of technical requirements, monitor Contractor's performance, notifies both the Contracting Officer and Contractor of any deficiencies, coordinate availability of government furnished property, and provide site entry of Contractor personnel.

The POC is not authorized to change any of the terms and conditions of the resulting contract.

3.2 The Contractor and the POC shall notify the Contracting Officer (KO) of any discrepancies, disputes, or indications of poor performance.

4. CONTRACTOR PERSONNEL. All services under this contract are to support the Fort Carson Catholic Garrison Chaplain. The Contractor shall be experienced and fully qualified to perform the required services without any supervision or direction by Government personnel. The Contractor shall furnish in writing to the POC any sub-Contractor within five business days after award of the contract, to include all certifications, background checks, contact information and personal identification information (PII) of the alternate Contractor that will participate in the performance of this contract. The contractor shall present a neat and professional appearance during work hours.

4.1 The Contractor shall ensure that contract employees possess a current and valid driver’s license and current vehicle insurance is maintained before operating any type of vehicle or equipment on the installation.

4.2 The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. Nor shall the Contractor employ a person who is an employee of the Department of Defense, either military or civilian, unless such person seeks and receives approval in accordance with DODD 5500-7R.

4.3 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 recall to active duty. The abrupt absence of Contractor employees at any time shall not constitute an excuse for nonperformance under the contract.

4.4 All individuals who perform work under this contract shall at all times be employees of the Contractor and/or employees of an approved subcontractor.

4.5 Personal Property. The Government will not be held liable for loss, damage, theft, or maintenance of personal equipment. The Contractor shall ensure that personal property is clearly marked and identified to preclude misidentification as Government property.

5. GOVERMENT-FURNISHED PROPERTY AND UTILITIES

5.1 Office and Equipment. The Contractor shall not be required to furnish any office, ecclesiastical, or liturgical supplies to accomplish the requirements of this contract except as specifically noted. The Government shall make available the Chapel facilities to perform the services.

5.2 Appropriate office furniture and equipment to be provided by the Government includes: Computer work station, Government phone, file cabinet with lock, desk, basic office supplies and a chair. The equipment is for use by the Contractor only in performing these services.

5.3 Utilities. The Government will provide all utilities, such as electrical and water, to perform the services required by the contract, at the site(s) of delivery of the services on Federal property. The Government will not make any modifications to utility outlets to accommodate Contractor equipment.

5.4 Telephone Service. The Government will furnish a Class A (on and off post and long distance calling) telephone service for the Contractor to perform services outlined in the PWS. The use of this equipment is for use by the Contractor only in performing these services.

6. WORK TO BE ACCOMPLISHED

6.1 The work to be performed shall include the following specified requirements.

6.2 Worship Services. Work performed by the Contractor will be in support of the following weekly events. Saturday Mass Schedule: Saturday Mass held at 5:00 pm at Soldiers Memorial Chapel. Sunday Mass Schedule: Sunday Mass held at 9:00 am at Soldiers Memorial Chapel.

6.3 Duties and Responsibilities Workload and Summary

6.3.1 Liturgical Cycle Requirements: The Contractor shall coordinate denominationally specific administrative support for Catholic Masses; special events in the liturgical year such as Advent, Christmas, Lenten/Easter programs, holy days of obligation and special celebrations, which will require additional and similar support below. The Contractor shall coordinate the denominationally administrative support as required for specific responsibilities identified below.

6.3.2 Parish Calendar: The Contractor shall maintain the constantly changing parish calendar and resolve conflicts based upon prudent judgments governed by intimate knowledge of Catholic priorities and common operating procedures. The Contractor shall coordinate and publish (via email, SMC Bulletin board and face book) the Ft. Carson schedules and liturgical worship calendar of the Catholic community, incorporating weekly updates projecting 4 weeks in advance. The Contractor shall produce the calendar monthly and maintain it weekly. The Contractor shall attend monthly Catholic Parish council meetings at Ft. Carson Soldiers Memorial Chapel normally held the first Wednesday of each month at 17:30, day or time maybe subject to change but quantity will be monthly, to coordinate calendars with other denominations held. The Contractor shall assist with recommendations for agenda items for the parish council meeting each month. The Contractor shall provide each member of the council with a signed copy of the constitution and by-laws of the council; ensure that each council member is aware of his/her voluntary obligation to the council. The Contractor shall send out an e-mail reminder to all council members three days prior to encourage attendance.

6.3.3 Volunteer Coordination: The Contractor shall coordinate the selection and training of volunteers for Catholic events, both social and ecclesiastical, to ensure compliance in accordance with the Army Volunteer Corps (AVC) Program. The Contractor shall maintain the list of volunteers within the parish/congregation and shall assist the Pastor in the coordination of the Annual Volunteer Appreciation Luncheon to ensure all religious volunteers receive an invitation. The Contractor shall act as the Point of Contact (POC) for the luncheon and shall maintain a list of all who attended.

6.3.4 Publicity Coordination: The Contractor shall coordinate all advertisements and information for the Ft. Carson Catholic community programs. The Contractor shall serve as the Catholic resource person to the Public Affairs Office (PAO) and subordinates PAO staffs concerning the publication of Ft. Carson Catholic community issues and happenings. The Contractor shall coordinate and draft all public announcements and advertisements concerning religious, educational, or social events in the Ft.

Carson Catholic community and shall be responsible for advertising all Non-Appropriated Funds (NAF) and some Appropriated Funds (AF) positions as they are required to be advertised for renewal or initial issue. Review and approve for release by chaplain in 3 business days. The Contractor shall advertise and promote Ft. Carson Catholic community program activities by use of chapel bulletins, the post bulletin, bulletin boards, flyers the community newspaper, and any other appropriate media. The Contractor shall maintain a list of prayer groups and provide appropriate seasonal themes and meditations for each.

6.3.5 Parish/Congregation Registration and Census database: The Contractor shall coordinate and maintain a database of parishioners. The Contractor shall produce a semi-annual consolidated census and shall observe the privacy regulations in its collection and main tenancy. The Contractor accomplishes this registration by organizing and supervising semi-annual registration drives and by on-going registration as needed throughout the year.

6.3.6 Weekly Catholic Bulletin: The Contractor shall prepare and organize the input for the weekly bulletin provided for the Catholic Community. The Contractor shall provide appropriate and pertinent information in the weekly bulletins that resource the spiritual needs of the parish/congregation to include correct order of service and liturgy, upcoming congregation events and activities, and seasonal liturgical information and announcements submitted by the Catholic Chaplain. The Contractor shall be the POC for all items or activities to be entered into the bulletin and shall be reviewed by the Catholic Chaplain.

6.3.7 Monitoring Purchase Recommendation of Supplies: The Contractor shall coordinate liturgical law and religious requirements as well as the social needs of the Parish, and shall conduct a continuous analysis of consumption of liturgical and other Catholic specific supplies. Based upon the liturgical year, the Contractor shall assemble, at least monthly, a list of materials recommended for purchase which the Contractor shall submit to the Catholic Pastor for approval. The Contractor shall be the POC for the ordering and renewal of all publications subscriptions needed by parish groups or events. The Contractor will maintain and keep status of the Catholic requirements in the Command Master Religious Plan (CMRP) and produce purchase order requests for all necessary purchases. Approval authority will be the Catholic Pastor. The Contractor is not a voting member of the Chaplaincy Program Budget Advisory Committee (CPBAC).

6.4. Training. The Contractor shall attend government-provided training in compliance with Garrison Chaplain standards. The Contractor shall provide certificates of training as requested by the POC. The competency files are to be maintained by the POC.

7. ADMINISTRATION

7.1. Documentation of Work, Reports and Invoices. The Contractor shall maintain a log of the work performed under this contract and shall provide a copy of the log to the Catholic Chaplain on a monthly basis. The Contractor shall submit an electronic invoice through Wide Area Workflow and the POC will review and approve.

7.2 Email Account Access. The Contractor shall obtain a Common Access Card (CAC) for email account access while performing these services as outlined in the contract. Before a Contractor employee may use a computer that has access to the Fort Carson network, the Requiring Activity Security Manager will verify investigation level needed. If the Contractor employee does not have a valid background Investigation, the Contractor will initiate one. Once a background investigation has been opened and verified, the Requiring

Activity Security Manager will create an Army Knowledge Online (AKO) account and an application for a Common Access Card (CAC) will be initiated through the Trusted Associate Sponsorship System (TASS).

Once a CAC card is received, the Contractor employee must take Web based Information Assurance (IA) training (reference Paragraph 16.4 below) before a request for access to the Fort Carson Network is initiated. Users will be given access to appropriate databases or computer systems after the Requiring Activity Security Manager approves their level of investigation for the system they will be assigned and the employee completes and signs the automation security briefing and use of copyright materials. Computer access will not be granted to the Contractor employee if the background investigation does not come back favorable. Contractor employees are responsible for creating and protecting their working passwords.

7.3 Privacy Act. The Contractor shall be familiar with and ensure compliance with provisions of the Privacy Act, Freedom of Information Act, and limitations on Government collection of personal and statistical data on nonaffiliated personnel.

8. QUALITY CONTROL. The Contractor shall use its own internal quality control processes to ensure services are performed in accordance with the AMS, Priests’ Manual (2008), AR 165-1 (2009), and Army Pamphlet 165-18 (2000) and this PWS.

9. SAFETY/EMERGENCY MEDICAL TREATMENT. The Contractor shall conduct these services in accordance with all Fort Carson Safety Regulations, Garrison Chaplain regulations and all applicable provisions of 29 Code of Federal Regulation (CFR) Parts 1910 and 1926 of the Occupational Safety and Health Act (OSHA). The Government will provide all Safety regulations and forms to the Contractor within five working days of full performance of the contract. All Contractor personnel performing these services under the contract, who experience an emergency will be treated by the Evans Army Community Hospital in order to prevent undue suffering or loss of life. Emergencies will be treated only during the period of emergency and appropriate action will be taken to discharge or transfer such patients as soon as the emergency period ends. Charges for medical care will be at the prevailing rate and at the service provider’s expense.

10. Acquiring Access to Fort Carson Installation (Services) 5 June 2015, MICC-FC To register and receive an Automated Installation Access (AIE) control card, the contractor must complete and submit the Fort Carson Form 2036E to the Contracting Officer Representative (COR).

Once submitted a National Crime Information Center (NCIC) Level III background check will be completed on each employee requesting routine -access. No employees with prior felonies convictions within the past ten years will be granted access to Fort Carson. All contractor personnel shall be U.S.

citizens or legally allowed to work in the United States. Contractor personnel performing work under this contract shall be escorted by Government personnel in restricted areas.

The application form (FC Form 2036E) for access cases are located on the Fort Carson forms and publications webpage:

http://dirportal.carson.army.mil/dhr/asd/FCFP/Active%20FC%20Forms%20%20means%20form%20 wPAS/Forms/AllItems.aspx. This page is accessible to personnel in possession of a DoD CAC.

Sponsorship is required for all non-DOD affiliated persons requesting reoccurring unescorted access.

Definitions:

1. Foreign National Definition: Foreign National (FN): A person who is not a citizen or national of the United States or its territories.

2. The Colorado driver's license issued for personnel who cannot demonstrate lawful presence in the US or can only demonstrate temporary lawful presence in the US is not recognized as a form of valid identification for access onto Fort Carson. This procedure also applies to any other http://dirportal.carson.army.mil/dhr/asd/FCFP/Active%20FC%20Forms%20%20means%20form%20wPAS/Forms/AllItems.aspx http://dirportal.carson.army.mil/dhr/asd/FCFP/Active%20FC%20Forms%20%20means%20form%20wPAS/Forms/AllItems.aspx state issued drivers’ license that has the statement on it that it is not valid for federal identification purposes.

Process for obtaining NCIC Level III background check: The contractor shall require each contractor employee to hand carry a digitally signed FC Form 2036-E, valid U.S. or State issued photo ID, or U.S. Passport to show for proof of identity to the Visitor Control Center (VCC), Building 6012 outside of Gate 1, for processing and approval. If the individual is driving a vehicle, they must have a valid driver’s license with current registration and insurance for the vehicle being driven on the installation.

Right to Refuse Access: Any disqualifying issues identified during the NCIC Level III background check will result in denial of installation access to the contractor employee. If an AIE access control card is denied, the contractor may submit an Access Denial Waiver application (FC Form 2036-1) through the Directorate of Emergency Services (DES) to the Garrison Commander. Waiver applications can be obtained at the Gate 1 Visitor Control Center.

The following, (but not limited to the below), disqualifying issues can deny an individual entry onto Fort Carson:

- The NCIC-III check contains criminal information about the individual that causes the senior commander to determine that the individual presents a potential threat to the good order, discipline, or health and safety of the installation.

- The installation is unable to verify the individual’s claimed identity based on the reasonable belief that the individual has submitted fraudulent information concerning his or her identity in the attempt to gain access.

- The individual has a current arrest warrant in NCIC, regardless of the offense or violation.

- The individual is currently barred from entry or access to a Federal installation or facility.

- The individual has been convicted of crimes encompassing sexual assault, armed robbery, rape, child molestation, production or possession of child pornography, trafficking in humans, drug possession with intent to sell or drug distribution.

- The individual has a U.S. conviction of espionage, sabotage, treason, terrorism or murder.

- The individual is a registered sex offender.

- The individual has been convicted of a felony within the past 10 years, regardless of the offense or violation.

- The individual has been convicted of a felony firearms or explosives violation.

- The individual has engaged in acts or activities designed to overthrow the U.S. Government by force.

- The individual is identified in the Terrorist Screening Data Base (TSDB) as a known to be or suspected of being a terrorist or belonging to an organization with known links to terrorism or support of terrorist activity.

If access is denied the Contractor shall notify the COR and Contracting Officer immediately.

Depending upon the circumstances surrounding the disqualifying event the contractor may apply for a waiver. Contact the DES for the most up to date procedure.

11. Tobacco Use and Drug Free Work Place Act of 1988. The Contractor shall comply with Fort Carson policies for controlling tobacco use in Government buildings vehicles, and facilities (AR 600-63 Army Health Promotion). Although the State of Colorado has legalized the use and possession of marijuana, the Contractor shall comply with the Drug Free Workplace Act of 1988(48 C.F.R. §§ 52.223-6 and 252.223-7004), which requires contractors to develop and maintain drug-free workplace programs. Such programs must include, among other features, disciplinary action or rehabilitation following a criminal drug conviction and a prohibition on the possession or use of controlled substances in the workplace. This includes marijuana, a Schedule I controlled substance under the Controlled Substances Act of 1970. See 21 U.S. C. § 812.

12. GIFTS/DONATIONS/TITHES/OFFERINGS. The Contractor shall not bill a patient, an insurer, or anyone else for services. The Contractor shall not accept donations, tithes or offerings as a result of services in the performance of this contract. The Contractor is to observe all military and governmental regulations in regard to accepting fees, stipends, or honoraria in performance of their official duties as well as during off-duty hours as outlined in the AMS, Priests’ Manual.

13. MINIMUM QUALITY STANDARDS. The Contractor shall present a neat, well-groomed appearance at all times during the performance of this contract. The Contractor shall also present all services, as outlined in the contract, in English.

14. Applicable Publications and Forms.

14.1 Army Regulation, AR 165-1, Chaplain Activities in the United States Army.

14.2 Army Pamphlet 165-18

14.3 Garrison Installation Chaplain Policies.

14.4 Archdiocese for Military Services (AMS), Priest Manual dated 20 August 2008.

15. CONTRACTOR MANPOWER REPORTING. CONTRACTOR MANPOWER REPORTING. The office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including Sub-contractor manpower) required for performance of this contract. The Contractor is required to completely fill in all information in the format using the following web address https://cmra.army.mil/. The required information includes:

(1) Contracting Office, KO, KO’s Technical Representative (COTR) or also known as the KO’s Representative

(COR);

(2) Contract number, including task and delivery order number;

(3) Beginning and ending dates covered by reporting period;

(4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data;

(5) Estimated direct labor hours (including sub-Contractors);

(6) Estimated direct labor dollars paid this reporting period (including sub-Contractors);

(7) Total payments (including sub-Contractors);

(8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different);

(9) Estimated data collection cost;

(10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information);

(11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website);

(12) Presence of deployment or contingency contract language; and

(13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each Government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure https://cmra.army.mil/ website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.

16. Antiterrorism Clauses

16.1 AT Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 60 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 90 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: https://atlevel1.dtic.mil/at.

16.2 Access and General Protection/Security Policy and Procedures. This standard language text is for contractor employees with an area of performance within an Army controlled Installation, facility or area.

Proposed language: "All contractor and all associated sub‐contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy.

In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes."

16.3 iWATCH Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 60 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 90 calendar days after contract award.

16.4 For Contracts that Require OPSEC Training. Per AR 530-1, Operations Security, new contractor employees must complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees must complete annual OPSEC awareness training.

16.5 Information assurance (IA)/information technology (IT) training. All Contractor employees and associated sub-Contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All Contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of employment.

https://atlevel1.dtic.mil/at