Performance_Work_Statement_FY19_Jewish_Contract.pdf

Performance Work Statement (PWS) For

Jewish Services

PART 1

GENERAL INFORMATION

1.1 Description of Services/Introduction: The Pentagon Chaplains’ Office requires a Jewish Worship service to support the Pentagon Community and provide the free exercise of religion. The Contractor shall provide a Rabbi to lead the service each Thursday during the contract performance period. The Contractor will work with the Pentagon Chaplain to assist in the development of the Catholic worship service program.

1.2 Background: The Pentagon Chaplains’ Office does not have an assigned Jewish Chaplain, therefore we are required under Title 10, to ensure the free exercise of religion. Under the provision of the Army Regulation 165-1, dated 25 Mar 06, the Pentagon Chaplain’s Office is responsible for religious, spiritual, moral, and ethical activities of all personnel within the Pentagon on an equitable basis. We will provide a contracted Rabbi for the Jewish Community of the Pentagon. The Jewish service is scheduled for Thursday each week and there are also opportunities each year for multi-faith special events. (No service is planned on Federal Holidays).

1.3 Objectives: The Pentagon Chaplains’ Office requires a Jewish Worship service to support the Pentagon Community and provide the free exercise of religion. The Contractor shall provide a Rabbi to the service each Thursday during the contract performance period. Said program will be in keeping with the endorsement requirements and tenets of the Jewish Chaplains Council in order to meet the spiritual and moral needs of the Pentagon Jewish Community which for the purpose of this contract is defined as military, military dependents, DoD authorized civilians and family members.

1.4 Scope: The Contractor shall perform the following:

1. Be an information resource on birth, marriage, death, sickness, and dietary needs for DoD personnel who are Jewish, as needed.

2. Provide pastoral care and spiritual counseling for DoD personnel (who are Jewish) that may seek help before or after the Thursday Service.

3. Perform special Jewish feasts or Holy days as needed by Pentagon Chaplain.

4. Perform Jewish service each Thursday 1230- 1315, in the Chapel – 1E438.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 and one (1) 12-month option year. The contract will begin on January 21, 2019. The Period of Performance reads as follows:

Base Year - 21 January 2019 - 22 January 2020 Option Year – 21 January 2020 – 22 January 2021

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. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Technical Exhibit 1, “Performance Requirements Summary”. 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 Quarterly Assessment: A Quarterly assessment will be conducted with the Jewish lay leadership to assess needs of the Jewish community of the Pentagon. This may be done via phone call or by meeting with lay leaders at one of the available worship services.

DRAFT

1.6.3 Quality Assurance:

1.6.3.1 Timeliness of Worship Services: Service begins and ends on time. With the tight work schedule for many Pentagon employees and high use of the Chapel (Room 1E438), it is important to begin and end on time. The Pentagon Chaplains’ Office expects that 90 percent of the services start and end on time.

1.6.3.2 Satisfaction of Congregants: Surveys will be conducted by the Pentagon Chaplains’ Office to determine whether the religious services are meeting the needs of the Jewish faith. The comments may be subjective, but they will provide valuable feed back to the Pentagon Chaplains.

1.6.3.3 Timely Invoice Submission: The Clergy Contractor will provide the monthly invoice within seven working days after the end of the month.

1.6.4 Government Remedies: The contracting officer shall follow FAR 52.212-4, “Contract Terms and Conditions- Commercial Items” or 52.246-4, “Inspection of Services-Fixed Price”, for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.6.5 Recognized Holidays: The contractor is not required to perform services on federal holidays.

1.6.6 Hours of Operation/Place of Performance: The Contractor is responsible for conducting a Jewish Service from 1230 – 1315 each Thursday, except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

The Jewish worship service support will be accomplished at: Department of Defense, Pentagon Chaplain’s Office, 6608 Army Pentagon, Room 1E438, Washington DC 20301-6608. On special Holy Days, the service may be held in the Pentagon Conference Center, the Pentagon Courtyard or in the Pentagon Auditorium to accommodate a large group.

1.6.7 Type of Contract: The Government anticipates award of a firm fixed price contract.

1.6.8 Security Requirements: The Contractor should be able to show two form of identification when entering the Pentagon. The Contract employees will be provided with appropriate Pentagon identification cards. The Contractor should be able to show two form of identification when entering the Pentagon.

1.6.8.1 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.

1.6.9 Key Control. If there are any issued keys, 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 shall 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.

1.6.9.1 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.

1.6.9.2 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.

1.6.10 Lock Combinations. If there are any 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.

1.6.11 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conferences convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (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 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.

1.6.12 Contracting Officer Representative (COR): The Pentagon’s Chaplains Office will provide a trained COR, appointed by the Contracting Center of Excellence.

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.

1.6.13 Contract Manager: The Contractor 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 when the manager is absent shall be designated in writing 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.

1.6.14 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.

1.6.15 Personnel.

1.6.15.1 The Contractor shall provide a contract Rabbi, fully accredited and endorsed by the Jewish Chaplains Council to perform religious services as required by the terms and conditions of this contract. The Government reserves the right to give final approval of all Rabbi proposed to serve under this contract, based on qualifications as set forth in paragraph 1.3. and 1.4. The Contractor will determine the number of Rabbi’s necessary to fulfill the obligations of this contract.

1.6.15.2 The Contractor shall provide personnel capable of all work specified herein on a weekly basis. The Contractor shall be able to demonstrate prior to the initiation of this contract and throughout the period of the contract that the contract Rabbi possesses the special qualifications outlined in 1.4.

1.6.15.3 The Contractor shall provide a replacement when contract Rabbi is absent. Substitutions must meet the same qualifications as-Contracted Rabbi, as prescribed in in the above paragraphs and paragraph 1.6.16.

1.6.15.4 The Contractor shall provide for the direct, daily supervision of contract personnel, and shall act as a liaison between the Contracting Officer, contracted Rabbi’s, substitute Rabbi’s and the COR.

1.6.15.5 The Contractor shall provide a list of Rabbi’s and support personnel, and resumes for all. During the contract term, the contractor shall notify, and submit resumes to, the COR for any new or substitute personnel and any changes in existing personnel resumes. Ordinarily such notices shall be provided to the COR one week in advance of the substitution.

1.6.16 Special Qualifications.

1.6.16.1 Contractor must possess Jewish Chaplains Council endorsement, dated within the past 12 months. For the purpose of this standard, Jewish Chaplains Council endorsement is a written official statement by their national endorsing body, certifying that the contractor/Rabbi is in good standing with their group/organization; and stating that the individual is, in the opinion of the endorsing body, qualified to perform the full range of ministry required in the military pluralistic setting.

1.6.16.2 Contractor must possess the Divinity degree, normally based upon completions of 4 years of study, or possess equivalent educational qualifications. Equivalent educational qualifications means possession of a bachelor's degree plus some successful completion of graduate study which included or was supplemented by all the following:

20 hours of graduate religious ministry (examples: homiletics, preaching, ministry, religious counseling, supervised ministry and/or practice); 20 semester hours in any combination of theology, ethics, and philosophy of religion; 10 semester hours in religious history or world religions; and 20 semester hours in the study of sacred writings, including the study of languages in which sacred or religious writings are written.

1.6.16.3 Contractor and Contract Rabbi will be experienced in providing religious care in a Chapel environment to military, military dependents, DoD authorized civilians and family members.

1.6.16.4 Contractor and Contracted Rabbi must possess a knowledge and ability in all the areas associated with the tenets of the Jewish faith.

1.6.16.5 The Contractor is responsible for ensuring that employees possess all required licenses for conducting Jewish Services during the execution of this contract.

PART 2

DEFINITIONS & ACRONYMS

PWS – Performance Work Statement

Contracting Officer’s Representative (COR): A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor.

CCE– Contracting Center of Excellence.

Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 GENERAL: The government shall provide, the facilities, equipment, materials, and/or services listed below.

3.2 Equipment: All supplies needed to provide the support covered by this contract will be provided by the Pentagon Chaplains’ Office. These supplies will normally include any materials used in the celebration of the worship service. The Rabbi will inform the Pentagon Chaplains’ Office of any worship service supply needs within 45 days after initial contract award. The contractor shall perform to the standards in this contract.

3.3 Utilities. All utilities in the facility will be available for the contractor’s use in performance of duties outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

3.4 Facilities: The Government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS. If the Contractor or Rabbi needs desk space and telephone, it can be provided on a limited basis in the Pentagon Chaplain’s Office.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

4.2 Furnish their own means of transportation.

4.3. Provide telephone numbers at their place of residence for emergency (On-Call) telephone contact. Contractor personnel responding to Mass Casualty/Alerts shall provide telephone numbers to the COR and On-Call Contracted Rabbi.

PART 5

SPECIFIC TASKS

5.1 BASIC SERVICES: The Contractor is responsible for conducting a worship service from 1230-1315 each Thursday or Friday , except on Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must maintain an adequate work force for the uninterrupted performance of all tasks defined within this statement of work when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

The Jewish worship service support will be accomplished at: Department of Defense, Pentagon Chaplain’s Office, 6608 Army Pentagon, Room 1E443, Washington DC 20301-6608. On special Holy Days, the service may be moved to a larger venue in the Pentagon.

The Pentagon Chaplains needs to ensure that the Jewish Rabbi Contract is awarded to and administered by a Jewish Contractor and Rabbis’ who are in good standing with the Jewish Chaplains Council. This is proper vetting procedure to ensure that the Rabbis’ are in good standing with the Jewish community serving in the Pentagon.

TECHNICAL EXHIBIT 1

Performance Requirements Summary: 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.

Performance Objective (The Service required—usually a shall statement)

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

Timeliness of Worship Services

Services begin and end on time. With the tight work schedule for many Pentagon employees and high use of the Chapel (Room 1E438), it is important to begin and end on time.

The Pentagon Chaplains’ Office expects that 90 percent of the services start and end on time.

Direct Observation

PRS # 2

Satisfaction of Congregants

Surveys: The Pentagon Chaplains’ Office will seek to speak with members of the Jewish community to see if the religious services are meeting the needs of the faith group. The comments may be subjective, but they will provide valuable feed back to the Pentagon Chaplains.

Majority of comments should be favorable.

Direct observation and communication with the Jewish Community in the Pentagon.

PRS # 3

Timely Invoice Submission

The Clergy Contractor will provide the monthly invoice within seven working days after the end of the month.

The Pentagon Chaplains’ Office expects that 90 percent of the invoices should be submitted on time.

Direct Observation

PAYMENT & MANPOWER CLAUSE

CONTRACT ADMINISTRATION DATA

COR INFORMATION

Office of the Pentagon Chaplain Attn: Mr. Luffon B. Berry 6608 Army Pentagon, Room 1E443 Washington, DC 20310-6608 703-697-8514

COR is appointed by the Contracting Center of Excellence by an official memorandum and remains part of the contract file until changed by the customer or CCE.

THE COR IS LIAISON BETWEEN THE CONTRACTING OFFICE AND THE CONTRACTOR FOR

DELIVERY, SPECIFICATION, AND PAYMENT ISSUES.

THE COR DOES NOT HAVE THE AUTHORITY TO CHANGE ANY OF THE TERMS AND CONDITIONS OF

THIS ORDER.