Sources Sought - Catholic Priest - PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

Fort Moore Clergy Catholic Priest Services

1.0 INTRODUCTION.

1.1 The Government requires Clergy Catholic Priest Services in support of military religious and worship activities. The Contractor shall provide support to the Religious Support Office

(RSO), Chaplains, and Religious Affairs Specialists for Department of the Army (DA). The location(s) and time(s) specified in the PWS or modified in the contract by the Contracting

Officer.

1.2 The contractor shall facilitate the communal, public worship life enhancing full and active participation of the assembly/congregation by planning, administering, and evaluating quality musical experiences in cooperation with musical and ministries, in collaboration with

Military Chaplain, Chaplain Staff, Religious Affairs Specialists, and Civilian workforce.

2.0 SCOPE OF WORK:

2.1 This is a Non-Personal Services Contract between the Fort Moore Religious Support Office

(RSO) the contractor to perform tasks and provide deliverables identified herein. This PWS defines the requirements/deliverables of the contractor; ensuring the individual Free

Exercise of Religion for military personnel, family members, and authorized personnel; a statutory requirement under USC Title X.

2.2 This contract does not create an employer-employee relationship between the Government and Contractor, as well as any corporation, partnership, business association, other party or legal entity with which the Contractor may be associated. The Government assumes no responsibility for costs incurred for services performed by the contractor that are not included in this contract. There are no provisions for lodging, employee benefits, medical care, retirement or Workmen's Compensation Insurance. Payment will be made monthly on a per service basis.

2.3 The Contractor shall provide support for those services for which no Unit Ministry Team

(UMT) members (Chaplains and Religious Affairs Specialists), RSO Department of the

Army (DA) Civilians and volunteers can provide. The contract cannot duplicate duties required or provided by these entities as contracted services are an exception to policy.

2.4 This contract is not a fulltime position with a standard 9:00 AM to 5:00 PM, Monday through Friday-type work environment. Workdays and hours may vary according to the approved Calendar of Events, tasks outlined in the CLINs and the time of meetings. Many of the tasks will require holiday, evening, and weekend hours.

2.5 No UMT member, military member, DA Civilian, fellow contractor or volunteer can supervise or direct the Contractor or control the method by which he/she performs the required tasks. Under no circumstances shall a work schedule be prepared for the Contractor or the impression be given that the Contractor is an employee of the Government. It is the responsibility of the Contractor to guard against any actions that are of the nature of personal services, give the impression of personal services or portray his/her position as that of an employee.

2.6 Under no circumstances shall a Contractor provide direction to a Religious Affairs Specialist

(RAS), general military member, a DA Civilian, fellow contractor or volunteer, nor shall he/she represent in an official capacity of the Federal Government, U.S. Army or Air Force or the local congregation that the contract supports.

2.7 The services of a Catholic Priest fall under the Fort Moore Chaplain’s Religious Support

Program as defined in the Command Master Religious Program (CMRP). The mission of the Chaplain’s Religious Support Program is to provide military religious support activities that meet the religious requirements of Soldiers, Families, and authorized civilians. The primary goal of the Chaplains’ Religious Support Program is to ensure the free exercise of religious preference which is a statutory requirement under USC Title 10. Catholic Mass and sacramental rites are Statutory (Title 10), Essential Elements of Religion. As a non-personal services Contractor, the Catholic Priest is not a member of the Commander’s Staff or Command Chaplain’s Staff.

2.8 Services provided shall be conducted in accordance with Army Regulation 165-1 Army

Chaplain Corps Activities. All services under this contract are to be performed by an ordained Priest of the Catholic Church who is endorsed by the Archdiocese for the Military

Services, USA (AMS), with faculties accepted or granted by the AMS Archbishop and in cooperation with the Government Catholic Priest or Government Point of Contact (POC).

The Catholic Priest will provide regular and special Catholic mass, sacraments, and confessions to the Catholic congregation at the locations and dates identified herein. The

Contractor shall advise the Government Chaplaincy personnel as the Catholic subject matter expert (SME). The Contractor shall serve as the SME on Catholic religious instruction in compliance with the conformity listing maintained by the AMS.

3.0 PERIOD OF PERFORMANCE. The Government contemplates a five-year contract with a base plus four.

3.1 Base Year: 13 SEP 2023 through 12 SEP 2024

3.2 Option Year I: 13 SEP 2024 through 12 SEP 2025

3.3 Option Year II: 13 SEP 2025 through 12 SEP 2026

3.4 Option Year III: 13 SEP 2026 through 12 SEP 2027

3.5 Option Year IV: 13 SEP 2027 through 12 SEP 2028

4.0 PLACE OF PERFORMANCE.

4.1 Place of Performance is at Government facility, Fort Moore, GA.

4.1.1 Blessed Sacrament Chapel

4.1.2 Main Post Chapel

4.1.3 Infantry Chapel

4.1.4 Camp Darby

4.1.5 Other RSO office or event locations located on Fort Moore in accordance with published religious worship and observance schedules.

5.0 REQUIREMENTS (TASKS).

5.1 General. (Tasks common to the below enumerated tasks/CLINs)

5.1.1 Contractor shall attend monthly planning and coordination meetings and provide necessary input for services.

5.1.2 Contractor personnel shall regard personal information on all applicants, volunteers, and participants as confidential. Contractor shall comply with all privacy and confidentiality laws and regulations. As required by public laws and military regulations, the Contractor shall divulge information of illegal activities to the proper authorities.

5.1.3 The Contractor personnel shall present a neat, well-groomed appearance appropriate for religious worship services and other activities identified in this PWS while performing under this contract.

5.1.4 Contractor personnel shall behave in a professional manner befitting US military religious support activities. Contractor personnel shall demonstrate dignity and respect, keeping in harmony with the values and norms of the Army Chaplain

Corps. Contractor personnel shall refrain from using offensive language such as swearing, cursing, disparaging language, and other such communications.

1.1 Task 1 (CLIN 1 – Weekly and Holy Day Mass Services).

1.1.1 Weekly Mass: The Contractor shall conduct weekend masses on

Saturdays or Sundays in accordance with the General Instruction of the

Missal (GIRM) normally lasting one hour and include a homily, as scheduled by the Government POC. Weekly masses will primarily be conducted in Spanish, but may be conducted in English as well as scheduled by the Government POC.

1.1.1.1 The Contracting Officer’s Representative, with the advisement of the

Senior Roman Catholic Priest, will provide the Contractor with a monthly list of required services. Additional services may be required with less notice depending on mission requirements and availability of

FBGA Roman Catholic Chaplains. In the absence of a Senior Roman

Catholic Priest, the Deputy Garrison Chaplain for Religious Support will serve in this capacity.

1.1.2 Holy Day Mass: The Contractor shall conduct mass on days of

Obligation in accordance with the General Instruction of the Missal

(GIRM) normally lasting one hour and including a homily, as scheduled by the Government POC. Holy Day masses may be conducted in English or Spanish as scheduled by the Government POC.

1.1.2.1 All Saints Day

1.1.2.2 Immaculate Conception

1.1.2.3 Mary, Mother of God

1.1.2.4 Ash Wednesday

1.1.2.5 Holy Thursday

1.1.2.6 Good Friday

1.1.2.7 Easter Vigil

1.1.2.8 Ascension of Jesus

1.2 Task 2 (CLIN 2 – Daily Mass Services)

1.2.1 Daily Mass: The Contractor shall conduct daily masses Monday through

Friday in accordance with the General Instruction of the Missal (GIRM) normally lasting a half hour to an hour, as scheduled by the Government

POC. Daily masses may be conducted in English or Spanish as scheduled by the Government POC.

1.3 Task 3 (CLIN 3 – Bi-Weekly Liturgy Services at Camp Darby)

1.3.1 Bi-Weekly Obligatory Liturgies at Camp Darby: The Contractor shall conduct bi-weekly obligatory liturgies at Camp Darby in accordance with the General Instruction of the Missal (GIRM) normally lasting an hour and including a homily, as scheduled by the Government POC. Daily masses may be conducted in English or Spanish as scheduled by the

Government POC.

1.4 Task 4 (CLIN 4 – Other Clergy Catholic Priest Services)

1.4.1 Other Clergy Catholic Priest Services may be required as scheduled by the

Government POC. These services may require performance in English or

Spanish as identified by the Government POC.

1.4.1.1 Penance: The Contractor shall administer the Sacrament of Penance services normally lasting one hour no more than twice a year during Lent and/or Advent. The Contractor shall provide special mass during Lent and/or Advent Season. Service may be conducted in English or Spanish as scheduled by the Government POC.

1.4.1.2 Confession: The Contractor shall hold confession at least once each week, scheduled by the Government POC, with scheduled times separated from mass by at least 15 minutes. The Contractor shall provide opportunity for confession at least once per week.

1.4.1.3 Baptism: Contractor shall prepare subjects for and perform the sacrament of baptisms in accordance with the AMS Priest’s Manual.

Contractor shall record baptisms and record baptisms in accordance with the AMS Priest’s Manual.

1.4.1.4 Confirmation: Contractor shall prepare subjects for and confirm subjects of the AMS in accordance with the AMS Priest’s Manual.

1.4.1.5 First Communion: Contractor shall prepare subjects for and perform first communion rites.

1.4.1.6 Rite of Christian Initiation of Adults (RCIA): Contractor shall instruct and supervise the RCIA, scripture study sessions, and the Confraternity of Christian Doctrine (CCD) programs as required.

1.4.1.7 Pastoral Care and Counseling: Contractor shall provide any other

Catholic-Specific Counseling, Catholic-Specific Relationship Counseling and/or triage for referral to Garrison Family Life Chaplain or other referral agencies.

1.4.1.8 Matrimony and Pre-matrimonial Counseling: Marriage Preparation

Counseling with corresponding documentation. Annulment counseling with corresponding documentation

1.4.1.9 Anointing of the Sick, Funerals, and Burials: Contractor shall anoint the sick and preside over and perform burial and funeral rites.

1.4.1.10 Recording of Sacraments: Contractor shall record sacraments in accordance with the AMS Priest’s Manual. Contractor shall provide certificates or other attestation documentation as per the AMS Priest’s

Manual.

2.0 CONTRACTOR QUALIFICATIONS. The Contractor shall provide a resume and documentation to substantiate personal qualifications.

2.1 The Contractor shall provide a resume indicting that the Priest is an ordained Catholic Priest by the Roman Catholic Church and endorsed by the Archdiocese of Military Services (AMS) prior to contract start of performance. The Contractor shall provide the written proof of faculties for all personnel performing services, as well as a completed background check consistent with procedures per DoDI 1402.5. The Contractor will comply with the policies defined in the Minimum Requirements for the Pastoral Care of Catholic Personnel as published by Archdiocese of Military Services, USA.

2.2 Contractor must be fluent, able to conduct masses, and other religious activities in both the

English and Spanish language.

3.0 GOVERNMENT FURNISHED INSTRUMENTS/EQUIPMENT.

3.1 Performance is at a Government Facility. Therefore, FAR Part 45.000(b)(5) applies.

Specifically, Government property that is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the

Government. Items considered to be incidental to the place of performance include, for example, include office space, desks, chairs, telephones, computers, and fax machines. The

Government will provide musical instruments although not specifically meeting the definition of GFP/GFE under the above cited FAR reference.

3.2 The Government will provide Contractor access to chapel or other congregational spaces in order to perform the requirements.

4.0 SECURITY REQUIREMENT. The Contractor shall comply with all security requirements to access the installation.

4.1 AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete

AT level I awareness training within 30 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 the contracting officer, if a COR is not assigned within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website:

https://jkodirect.jten.mil. AT level I training is an annual requirement if option years are exercised.

4.2 Access and General Protection/Security Policy and Procedures: 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 the 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.

4.3 For contractors that do not require CAC, but require access to a DoD facility or installation:

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate

Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive

2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

4.4 Physical Security: The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

4.5 iWATCH Training: 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 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the

COR NLT 30 calendar days after contract award.

4.6 OPSEC Standing Operating Procedure/Plan: The contractor shall adhere to the Government's

Operations Security (OPSEC) Standard Operating Procedure (SOP)/Plan during the entire period of performance.

5.0 BACKGROUND CHECK REQUIREMENTS.

5.1 In accordance with Department of Defense Instruction (DODI) 1402.5, each individual working with children under the age of 18 in conjunction with this contract must successfully complete the criminal history background check. Failure to complete the criminal history background check shall result in termination of the contract. (Background check will be completed at government expense and will be accomplished after award of the contract.)

5.2 Contractor/Sub-Contractor employees providing services under contracts are subject to the following process:

5.2.1 Each employee (direct employee and sub-contractor employee) working under this contract who has contact with children under 18 years of age, shall be screened with the appropriate background checks as governed by the Army Directive 2014-23 “Conduct of Screening and Background

Checks For Individuals Who Have Regular Contact With Children in

Army Programs”, dated 10 September 2014. A copy of the Army

Directive can be found at http://www.apd.army.mil/pdffiles/ad2014_23.pdf. The background check requirements for Contractors can be found in Enclosure 3 – Screening and background checks for appropriated and non-appropriated fund personnel, military personnel, foreign national employees overseas, and contractors.

5.2.2 Background checks will be initiated and paid for by the Government. The cost for the pre- employment screening is the responsibility of the

Contractor. The Commander Designated Entity (CDE) at the Installation supports IMCOM by coordinating, submitting, tracking child related background checks, and reviewing and compiling the results to identify whether they contain derogatory information to be passed on for a suitability determination. The CDE will advise and assist CONTRACTOR and sub- CONTRACTOR employees completing all required documents required for the background check process. CDE contact information will be provided upon contract award. (This is included in the firm fixed price.)

5.2.3 The following is a list of the required screenings per the Army Directive

2014-23.

5.2.3.1 REGULAR/RECURRING contact with children:

Definition: Contact with children more than an average of one (1) day a week for three (3) or more months OR daily for a period of one (1) month or longer. Required screening:

5.2.3.1.1 Pre-employment screening: 1) Application, 2) Interview,

3) Reference check, 4) Statement of Previous Arrest or Charge,

5) Assessment of individual’s eligibility, qualifications, temperament and suitability for work with children, 6) Tentative offer of employment (Proponent: Contractor is responsible organization);

5.2.3.1.2 Preliminary investigation: 1) Installation Record Check

(if applicable), 2) FBI Fingerprint check, and 3) Local Civilian

Law Enforcement Check (Proponent: Government/Commander

Designated Entity is responsible organization);

5.2.3.1.3 CNACI – Child Care National Agency Check and

Inquiries (Proponent: Government/Commander Designated

Entity is responsible organization). The CNACI will be initiated after successful completion of the preliminary investigation (1.3(a)(ii)). If deemed appropriate by the local

Garrison Commander, a contractor can start working under Line

Of Sight Supervision (LOSS) after successfully completing the preliminary investigation (1.3(a)(ii). If LOSS is not feasible, favorable CNACI (1.3(a)(iii) results are required BEFORE the contractor can start working under this contract.

5.2.3.2 SHORT TERM/OCCASIONAL contact with children:

Definition: Contact with children that does not fall under the definition of Regular/Recurring contact. Required screening:

5.2.3.2.1 Pre-employment screening: 1) Application, 2) Interview,

3) Reference check, 4) Statement of Previous Arrest or Charge,

5) Assessment of individual’s eligibility, qualifications, temperament and suitability for work with children, 6) Tentative offer of employment (Proponent: Contractor is responsible organization);

5.2.3.2.2 Preliminary investigation: 1) Installation Record Check

(if applicable), 2) FBI Fingerprint check, and 3) Local Civilian

Law Enforcement Check (Proponent: Government/Commander

Designated Entity is responsible organization);

An employee must successfully complete the required screening

(1.3(b)(i) and (ii) BEFORE working under this contract.

5.2.4 No person, regardless of circumstances, will be approved to provide child care services if the individual has been convicted of a sexual offense, a drug felony, a violent crime or a criminal offense involving a child. If the background check investigation reveals any other derogatory information a suitability determination has to be made by the Army. The adjudication of derogatory information is processed through an Army Program Review

Board (PRB). Further details about the adjudication process can be found in Enclosure 6 of the AD 2014-23. At any time a Contractor can decide not to proceed with the PRB process.

5.2.5 Additional information on the background check process can be found at:

http://www.opm.gov/investigations/background-investigations.

5.2.6 Re-verification (IRC and FBI fingerprint check) is required every 5 years.

6.0 QUALITY ASSURANCE: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

7.0 PERFORMANCE REVIEW. The Senior Chaplain will complete performance reviews of the

Contractor performance and submit to the COR for the Contactor File using these tools:

7.1 The Chapel/Program Sponsoring Chaplain Contractor Quarterly Performance Report, submitted by the 5th day of the end of the current quarter.

8.0 DELIVERABLES.

8.1 Contractor shall provide certificates of sacramental rites:

8.1.1 Marriage counseling and marriage certifications

8.1.2 Certificates of Baptism

8.1.3 Other certificates of sacramental rites as needed

8.2 The Contractor shall submit an invoice to the COR by Close of Business (COB) on the

5th of every month. The invoice shall include:

8.2.1 Vendor’s name

8.2.2 Contract number

8.2.3 CLINs provided and quantity of each

8.2.4 Quantities of Occurrences Used & Occurrences Remaining

8.2.5 Explanation of CLINs service provided such as the nature of the service;

contractor shall comply with PII protection protocols.

8.2.6 Date of invoice

63Dates of service

8.2.7 Total cost per service type

8.2.8 Total of invoice

8.3 Contract Line Item Numbers (CLINs) will specify the required deliverables to be performed. The Contractor cannot be given additional requirements without an amendment to this contract. The Contractor cannot add additional requirements to the contract on his/her own accord

CLIN Event / Service to be Performed Frequency

1 WEEKLY MASS AND HOLY DAY SERVICES: The Contractor shall conduct weekend masses on Saturdays or Sundays and mass on days of Obligation in accordance with the General

Instruction of the Missal (GIRM). Mass shall normally last 1 hour. Holy Days include: All

Saints Day, Immaculate Conception, Mary, Mother of God, Ash Wednesday, Holy Thursday, Good Friday, Easter Vigil, and Ascension of Jesus. Services will be conducted in English or

Spanish as scheduled by the Government POC.

Up to 175 a year

2 DAILY MASS SERVICES: The Contractor shall conduct daily masses Monday through

Friday in accordance with the General Instruction of the Missal (GIRM) normally lasting a half hour to an hour, as scheduled by the Government POC. Daily masses may be conducted in English or Spanish as scheduled by the Government POC.

Up to 265 a year

3 BI-WEEKLY LITURGY SERVICES AT CAMP DARBY: The Contractor shall conduct bi-weekly liturgy services at Camp Darby in accordance with the General Instruction of the

Missal (GIRM) normally lasting an hour, as scheduled by the Government POC. Services may be conducted in English or Spanish as scheduled by the Government POC.

Up to 20 a year

4 OTHER CLERGY CATHOLIC PRIEST SERVICES:

Penance: As scheduled by the Government POC, the Contractor shall administer the

Sacrament of Penance services normally lasting one hour no more than twice a year during

Lent and/or Advent.

Confession: Contractor shall hold confession at least once each week, scheduled by the

Government POC, with scheduled times separated from mass by at least 15 minutes. The

Contractor shall provide opportunity for confession at least once per week.

Baptism: Contractor shall prepare subjects for and perform the sacrament of baptisms in accordance with the AMS Priest’s Manual. Contractor shall record baptisms and record baptisms in accordance with the AMS Priest’s Manual.

Confirmation: Contractor shall prepare subjects for and confirm subjects of the AMS in accordance with the AMS Priest’s Manual.

First Communion: Contractor shall prepare subjects for and perform first communion rites.

Up to 67 hours a year

9.0 TRAVEL.

9.1 Local Vicinity: Travel within the local vicinity is required. Travel reimbursements for local vicinity travel are not authorized.

9.2 Distance Travel: No distance travel is required.

10.0 KEY PERSONNEL: The Contractor shall provide a Project Manager (PM) who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the PM is absent shall be designated in writing to the KO within 24 hours of contract award. The PM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The PM or alternate shall be available between the hours of (insert hours) 07:30 – 16:30. The Contractor shall provide written notice to the KO prior to changing the PM or alternate PM no later than five (5) working days prior to the change.

11.0 SERVICE CONTRACT 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 will report ALL contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor is required to completely fill in all the information in the format using the following web address: http://beta.SAM. The required information includes: (1) Contracting Office, Contracting Officer; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4)

Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Actual direct labor hours (including sub-contractors); (6) Actual 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 the contractor (and separate predominant FSC for each sub-contractor if different); (9) Actual data collection cost; (10) Organization 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 the 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

Rite of Christian Initiation of Adults (RCIA): Contractor shall instruct and supervise the

RCIA, scripture study sessions, and the Confraternity of Christian Doctrine (CCD) programs as required.

Pastoral Care and Counseling: Contractor shall provide any other Catholic-Specific

Counseling, Catholic-Specific Relationship Counseling and/or triage for referral to Garrison

Family Life Chaplain or other referral agencies.

Matrimony and Pre-matrimonial Counseling: Contractor shall provide Marriage

Preparation Counseling with corresponding documentation and annulment counseling with corresponding documentation.

Anointing of the Sick, Funerals, and Burials: Contractor shall anoint the sick and preside over and perform burial and funeral rites.

Recording of Sacraments: Contractor shall record sacraments in accordance with the AMS

Priest’s Manual. Contractor shall provide certificates or other attestation documentation as per the AMS Priest’s Manual.

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 a part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period with 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 service or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data field.

12.0 ADDITIONAL REQUIREMENTS

12.1 Conservation of Utilities: 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 includes turning off the water faucets or valves after using the required amount to accomplish the necessary cleaning.

12.2 Post-award conference or periodic progress meetings: The contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office. These procedures are identified in FAR Subpart 42.5. The

Contracting Officer, COR, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings, the Contracting Officer will apprise the contractor of how the government views the contractor’s performance, and the contractor shall apprise the government of any problems experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

12.3 COR: The COR for this contract is Pastoral Coordinator, located at 7030 Lincoln Ave.

Blg. 974, Fort Moore, GA 31905 (ph: 706-545-4960. The COR shall monitor all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure 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 and notify both the Contracting Officer and contractor of any deficiencies; coordinate availability of government-furnished property; and provide site-entry for contractor personnel. A letter of designation will be issued to the COR, a copy of which will be sent to the contractor detailing the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the contract.

12.4 Contract Manager: The contractor shall manage the contract or shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor during absences shall be designated in writing and provided to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

12.5 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 shall be required to identify themselves as contractors to avoid creating an impression in the minds of members of the public that they are government officials. They shall also ensure all documents or reports produced by the contractor are suitably marked as contractor products or that contractor participation is appropriately disclosed

12.6 Telephone Usage: Contractor employees shall not use Government telephones at the work site for personal reasons or make any toll or long distance calls.