IB08 Attachment -PWS Catholic Parish Coordinator.pdf

PERFORMANCE WORK STATEMENT (PWS)

CATHOLIC PARISH COORDINATOR

AT

FORT KNOX, KY 40121

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personal services contract to provide Catholic Parish Coordinator services for the 1100 Sunday Catholic Service. The Government will 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. This is not a TDA recognized position.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform as the Catholic Parish Coordinator as defined in this Performance Work Statement except for those items specified as government furnished property and services.

The contractor shall perform to the standards in this contract. The contractor shall perform Catholic Parish Coordinator services for the 1100 Sunday Catholic Service, to include but not limited to Sunday services, religious education classes and special masses. As a non-personal service contractor, the contractor is not a member of the Religious Support Office staff.

1.2 Background: The Catholic Service is normally held at the Prichard Place Chapel, Fort Knox, Kentucky. The Catholic service may move to another religious facility location on Fort Knox should the need arise.

1.3 Objectives: The contractor shall perform all services within the guidelines of the Catholic community, Army Regulations and directives, and Religious Support Office policy statements.

Contract personnel shall be familiar with The Order of the Catholic Mass, Catholic Liturgical Hymns, and two (2) years’ experience in Catholic worship, Education and Liturgy.

1.4 Scope: The purpose of the Catholic Parish Coordinator is to assist the Catholic Chapel Parish with denominationally specific, professional, ecclesiastical support for the Catholic Liturgical Cycle requirements, Cannon Law requirements, Sacramental requirements, Diocesan regulations and requirements, and denominationally specific Ecclesiastical norms and requirements. The Catholic Parish Coordinator provides coordination support for the EERS of Catholic worship, sacraments, rites, and ordinances. The requirement for the Catholic Parish Program is outlined in AR 165-1. The Catholic Parish Coordinator (hereafter referred to as the “contractor”) will coordinate those services required to support: Coordination with Contract Officer Representative (COR), Catholic Chaplain and Catholic Parish Advisory Council: Coordinate denominationally specific administrative support for the Sacraments of First Reconciliation, First Communion and confirmation; Coordinate preparation of denominationally specific administrative support for priest for Catholic Rites, Sacraments, and Ordinances; Coordinate parents’ meetings for sacramental preparation; Coordinate denominationally specific administrative support for special events in support of the liturgical year such as Advent, Christmas, Lenten/Easter programs, and holy days of obligations, etc.; Coordinate denominationally specific administrative support for parish activities; Coordinate denominationally specific administrative support for special parish and religious events, e.g., Advent/Christmas, Lent/Holy Week/Easter, Patronal Feast Day, Baccalaureate Mass, etc.

Coordination services to provide denominationally specific, professional, administrative support, to include obtaining, preparing, recording, and sending official records as required by the Catholic Church. Coordination for parish program events includes promotional endeavors and advertising campaigns, maintaining adequate records of functions. Coordinate religious classes and meetings.

1.5 Period of Performance: The New Contract period of performance will be for a year ( 1 Base and 4 Option Year) which will start 6 February 2025 and running through 5 February 2029. The ultimate completion date will be 5 February 2029.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. The contractor shall document work performed on the invoice, have it verified by the Catholic Service Senior Priest, and submit it monthly to Wide Area Workflow (WAWF). After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government will 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).

1.6.3 Recognized Holidays: Contractor shall perform services on specified federal holidays when they coincide with worship services for the Catholic service.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor shall have a flexible work schedule consisting of 10 hours a week and Sunday morning during Confraternity of Christian Doctrine (CCD) and Worship service. Approximately 2.5 work hours will be scheduled between 9:00 a.m. and 3:00 p.m. on Monday, Wednesday, and Friday, or as per the Contractor's bi-weekly arrangement with the Staff Chaplain. Additionally, work will begin at 9:00 a.m. on Sunday and continue until the service is completed. The Contractor is expected to complete a total of 10 hours per week. The contractor’s work schedule (days and times) may be adjusted according to the identified training and federal holidays. The contractor shall arrange with the Staff Chaplain and the POC for Catholic Parish Programs when requirements exist for any additional facility space at other times at no at no additional charge to the government. Services are normally not necessary on training or federal holidays unless they coincide with worship services.

1.6.5 Place of Performance: The work to be performed under this contract will be performed but not limited at the Main Post Chapel, Prichard Chapel, Religious Support Building and Annex for services on the Fort Knox military installation.

1.6.6 Type of Contract: The government will award a Firm Fixed Price (FFP) contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract are not required a security clearance at the time of the proposal submission however, the contractor shall complete Level 1 Antiterrorism Awareness Training, the iWatch Training, and must maintain the level of security training required for the life of the contract.

1.6.7.1 Joint Staff Privacy Act Awareness. All contractors shall complete training within ten (10) calendar days of contract start date and annually thereafter at https://www.atrrs.army.mil/selfdevctr. This course explains the key principles of federal and DoD information privacy requirements and provides guidance to employees on complying with applicable rules, regulations, policies and procedures in order to facilitate proper handling and protection of Personally Identifiable Information (PII).

1.6.7.1a The contractor shall be in contact with data subject to the Privacy Act (Title 5 of the U.S. Code, Section 552.a). The contractor shall identify and safeguard data accordingly. The contractor shall follow installation and DoD procedures. The contractor shall ensure all of the contractor, and its subcontractors employees assigned are briefed prior to performance on this contract and annually thereafter. The contractor shall not release any Soldier personal information for which the contractor has custody of to third parties. The contractor shall clear all requests by third parties for Soldier information by the AG or Contracting Officer's Representative (COR) unless release is specified in AR 25-55 under the Freedom of Information Act (FOIA). The contractor shall adhere to DoD policy to reduce or eliminate use of Social Security Numbers wherever possible.

1.6.7.1b Army records keeping. The contractor shall file electronic and hardcopy files IAW ARIMS. The contractor shall designate ARIMS action officers and custodians to ensure compliance of each office record list (ORL), and shall be subject to ARIMS inspections by the DHR ARIMS records coordinator and the COR. The contractor shall ensure files are maintained IAW AR 25-400-2 Army Records Information Management System, AR 340-21, The Army Privacy Act Program, the Fort Knox NEC. The contractor shall comply with the published

DHR ARIMS SOP.

1.6.7.1c The contractor shall follow and comply with federal law and records management guidelines prohibiting unauthorized removal, mutilation, destruction, or falsification of documents. The contractor shall follow local management control and safeguarding procedures and adhere to the Privacy Act of 1974 and the Army Privacy Program to safeguard the privacy of current and former Soldiers.

1.6.7.2 Level 1 Antiterrorism Awareness Training. All contractor employees, including subcontractor employees, requiring access to Fort Knox and its facilities, shall complete Antiterrorism Level I Awareness Training within 30 calendar days after contract start date. The contractor shall submit the Level 1 Training Certificates of Completion, for each affected contractor employee and subcontractor employee, to the COR within seven (7) calendar days after completion of training by all employees. This provision is also applicable to all new hires, after the contract start date, and subcontractors who start phased work later in the contract. New hire and phased subcontractor training will be completed within seven (7) calendar days after the start of work. AT Level I awareness training is available at http://jko.jten.mil/courses/atl1/launch.html

1.6.7.3 Access and General Protection/Security Policy and Procedures. The contractor and all associated subcontractors' employees shall comply with all applicable installation and facility security policies and procedures. Access to Fort Knox requires one of the following type documents: a valid federal identification card, state driver's license, state identification card with photo, a valid U.S. passport, or a valid passport from other countries cleared by the State Department. In addition to the changes otherwise authorized by this contract, should the Force Protection Condition (FPCON) in or around an individual facility or on the installation as a whole change, the Government may require changes in contractor security matters or work schedule.

1.6.7.4 iWATCH Training. All contractor employees, including subcontractor employees, shall view an iWATCH program video. This video will inform employees of the types of suspicious behavior to watch for and instruct employees to report suspicious activity to their supervisor who in turn will report it to the COR. This training shall be completed within 30 calendar days of contract award and within seven (7) calendar days of new employees commencing work, with the written results reported to the COR no later than seven (7) calendar days after applicable deadlines. This provision is also applicable to subcontractors who start phased work later in the contract. The iWatch training video is available at https://www.youtube.com/watch?v=eNdfdH8ZXoU.

1.6.7.5 Level 1 Operations Security (OPSEC) Training. OPSEC Awareness Training: All Contractors performing services under this contract are required to complete OPSEC training located at http://cdsetrain.dtic.mil/opsec/index.htm within 30 days of contract being awarded.

This website does not require access to a government network. The contractor shall submit employee completion certificates to the COR within seven (7) calendar days after completion of training by all employees. This provision is also applicable to all new hires, after the contract start date, and subcontractors who start phased work later in the contract. New hire and phased subcontractor training will be completed within seven (7) calendar days after the start of work.

1.6.7.6 Background Check. Links to IMCOM’s CDE Child Services CDE Child Service background check operational guidance can be found at:

https://army.deps.mil/army/cmds/imcom_HQ/G3-5- 7/SitePages/G357_ChildServices_Home.aspx.

The email link for submitting a background check is: usarmy.jbsa.imcom-hq.list.child-services-cde-hub@army.mil. The email link for checking the status of a background check is:

usarmy.jbsa.imcom-hq.list.child-services-cde-hub@army.mil. Subject Line: RFI: STATUS - Garrison Category- Individual’s Last Name, First Name.

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

1.6.7.7.1 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government will be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.7.2 In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.7.7.3 The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.7.8 Lock Combinations: The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.6.8 Special Qualifications: The individual performing this service requires extensive experience with and knowledge of the Roman Catholic Church. They must possess a significant working knowledge of Catholic dogma/doctrine, Catholic Liturgy, and awareness of Canon Law principles.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer 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 will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration The COR 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, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 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.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor.

2.1.2 CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Reserved.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privacy of contract with the subcontractor.

2.1.12 WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative

COTS Commercial-Off-the-Shelf CRM Chaplain Resource Manager DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In Accordance With KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: Reserved.

3.2 Facilities: The Government will provide the necessary workspace for the contractor to provide the support outlined in the PWS.

3.3 Utilities: The Government will provide utilities in the facility used and will be available for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall use utilities observing 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 cleaning vehicles and equipment.

3.4 Equipment: The Government will provide Building/chapel, room for rehearsal, piano, organ, keyboard, music stands, hymn boards, and hymn books and ecclesiastical equipment. No government computer will be provided.

3.5 Materials: The Government will provide access to local policies, standing operating procedures and other regulations.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: Reserved.

4.3 Materials: Reserved.

4.4 Equipment: Reserved.

PART 5

5. Specific Tasks:

5.1 Basic Services: The contractor shall provide services for the Fort Knox Catholic Community Service.

5.2 Specified Tasks:

a. The Contractor shall attend 100% of weekly meetings and administration to coordinate and provide the necessary Administrative Catholic Pastoral Life Coordinator input for services and Sacramental Requirement. 2.5 units (1 unit equals 1.5 hours).

Std: Contractor shall attend meetings and administration and Sacramental Requirement.

AQL: 100%

b. The Contractor shall attend/coordinate monthly meeting for the Diocesan Regulations and Requirements. 2.5 units (1 unit equals 1.5 hours).

Std: Contractor shall attend/coordinate monthly meeting for the Diocesan Regulations and Requirements.

AQL: 100%

c. The Contractor shall attend/coordinate weekly Ecclesiastical Parochial Norms and Requirements meeting. 2.5 units (1 unit equals 1.5 hours).

Std: Contractor shall attend/coordinate weekly Ecclesiastical Parochial Norms and Requirements meeting.

AQL: 100%

d. The Contractor shall provide as needed for the reception of office callers, extension of hospitality on behalf of the parish. 2.5 units (1 unit equals 1.5 hours).

Std: Contractor shall provide as needed for the reception of office callers, extension of hospitality on behalf of the parish.

AQL: 100%

f. Additional Clerical Requirements. Includes the clerical support such as word processing, filing, telephonic coordination, etc., COR may need from time to time in support of the parish program.

g. In accordance with AR 165-1 and directives from the Fort Knox Chaplain’s Office, the contractor shall be responsible for maintaining records and files incident to the services provided in his contract. Files must be maintained in a secured area (office area that can be locked) and are the property of the U. S.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1 The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. To include but not limited to AR 165-1, Da Pam 165-18, Fort Knox local policies and procedures guidelines, and Fort Knox Religious Support Office SOP.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data: Reserved.

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

PERFORMANCE

OBJECTIVE

PERFORMANCE STANDARD PERFORMANCE

THRESHOLD

Perform parish coordinator services for the Fort Knox Catholic Community Service.

Outlined in paragraph 5 of this PWS. 95% successful completion of 52 weeks of parish coordinator services for the Fort Knox Catholic Community Service.

Perform Administrative functions as the Catholic Parish Coordinator to assist the Catholic Priest for worship and Catholic education.

Outlined in paragraph 5 of this PWS. 95% successful completion of weekly administrative duties in accordance with local policies and guidance.

Perform coordination with the Priest, Eucharistic Ministers, Catholic Education teachers, volunteers and the Parish Council to facilitate seamless operations.

Outlined in paragraph 5 of this PWS. 95% successful completion of weekly coordination to compliment communication with all directed parties.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies Medium/Format Submit To Religious Support Monthly submittal at Original plus one Digital at Fort Knox Senior Office contractor the end of each copy to the Chaplain https://wawf.eb.mil/ Chaplain Office, invoice invoice period. Office. and paper copy to ATTN: Chaplain Chaplain Office Resource Manager iWatch Training One time. Completed within 30 calendar days of contract award and within seven (7) calendar days of new employees commencing work

Original plus one copy to the Chaplain Office.

Certificate. Hard Copy or Digit

Fort Knox Senior Chaplain Office, ATTN: Chaplain Resource Manager

Background Check One time. Completed within 30 calendar days of contract award and within seven (7) calendar days of new employees commencing work

Original plus one copy to the Chaplain Office.

Certificate or any proof from Army

IMCOM.

hard Copy or Digit

Fort Knox Senior Chaplain Office, ATTN: Chaplain Resource Manager

Antiterrorism Level I Awareness Training

Annually. Completed within 30 calendar days of contract award and within seven (7) calendar days of new employees commencing work

Original plus one copy to the Chaplain Office.

Certificate, hard Copy or Digit

Fort Knox Senior Chaplain Office, ATTN: Chaplain Resource Manager