4 PWS PYMD.pdf

PERFORMANCE WORK STATEMENT

FOR

PROTESTANT YOUTH MINISTRY DIRECTOR

AT

YOKOTA AIR BASE, JAPAN

17 MAY 2023

YOKOTA AIR BASE, JAPAN

Attachment 1 to Solicitation

#FA520923Q0050

PERFORMANCE-BASED WORK STATEMENT (PWS)

PROTESTANT YOUTH MINISTRY DIRECTOR (PYMD) AT YOKOTA AB

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. DESCRIPTION OF SERVICES

1.1.1. Scope of Work: Directs, advises, coordinates and/or implements Youth Ministry for the Yokota Chapel Protestant Community for the middle-school and high-school youth. The contractor shall provide high-school (grades 9-12) and middle- school (grades 6-8) youth ministry organization and direction, as well as adult volunteer development and training. The contractor will coordinate all volunteer help and provide Protestant youth with religious events. Sensitivity and respect for other faith groups will be maintained. The program shall have a Christ-centered, Protestant content and be structured so that youth will meet, learn, and grow in spiritual and ethical values, character building, social issues awareness, and life skills.

1.1.2. Location: Primary facilities for the services provided will be, but not limited to, the Friendship Chapel, Bldg 345, and the East Chapel, Bldg 4314.

1.1.3. Workmanship: All work shall be accomplished and coordinated within the guidelines of the Yokota Protestant communities, Air Force Instructions, and the Wing Chaplain’s Policy Statements.

1.1.4. Work to be Accomplished: The Protestant Youth Ministry Director will:

1.1.4.1. Program development. The contractor shall develop a program, in coordination with Wing Chaplain or designee, which is designed to meet the community needs based on the Performance Work Statement (PWS) requirements to ensure an effective youth ministry program. This program must address the following areas:

a. An annual calendar of events to establish planning

b. An annual budget estimate for each scheduled activity

c. A core curriculum developing social, ethical and religious topics to develop life skills

d. Appropriate advertising of special events

e. Properly screen and train adult and youth leaders

f. Database of parents/participants

g. Summer youth events

h. Service project

1.1.4.2. The contractor shall submit in writing all planning items listed above to the Wing Chaplain or designee for approval no later than the 60 calendar days after the effective date of the contract. No advertisement of proposed event or activity, either printed or verbal, will be released until approved by the Wing Chaplain or designee.

Coordination will be 30 days prior to any event or program.

1.1.4.3. High-School Youth Meetings: The contractor shall conduct at least 36 weekly high-school (9-12th grades) youth meetings annually. These meetings shall have a Christ-centered content and be structured so that youth will meet, learn, and grow in spiritual and ethical values, character building, social issues awareness, and life skills.

1.1.4.4. High-School Day Events: The contractor shall conduct at least three (3) one-day day activities for high-school (9-12th grades) students.

1.1.4.5. High-School Service Project: The contractor shall plan, coordinate, and conduct at least one service project that will benefit a community within Japan. An extended service project outside Japan may be considered upon the approval of the Wing Chaplain, or designee. The Wing Chaplains or designee holds final authority. This extended project must be conducted within the PACAF region. All planning, advertising, and coordination for this shall be at no additional cost to the Government. Additional costs per participant shall be funded through the Yokota Air Base Chaplain Tithes and Offerings Fund and must be coordinated as stated above.

1.1.4.6. Middle-School Youth Meetings: The contractor shall conduct at least 36 weekly middle-school (6-8th grades) youth meetings annually. These meetings shall have a Christ-centered content and be structured so that youth will meet, learn, and grow in spiritual and ethical values, character building, social issues awareness, and life skills.

1.1.4.7. Middle-School Day Events: The contractor will conduct at least three (3) one-day activities for middle school students (6-8th grades).

1.1.4.8. The Contractor shall coordinate with the Protestant RE Director concerning curriculum, materials, and scheduling and use of facilities. Curriculum and materials shall be approved by the Wing Chaplain.

1.1.4. 9. Ministry of Presence: The contractor shall make every effort possible to be present with the teens, on a variety of occasions, by visiting schools, sporting events, lunches, and/or social activities where youth are expected to assemble or congregate. The purpose is to make and build relationships with youth and to demonstrate that the youth ministry program is accessible to all youth.

1.1.4.10. Youth Ministry Reports: The contractor shall provide weekly reports of Youth Ministry meetings and events to the Wing Chaplain or designee during staff meetings. These weekly reports will be quantitative and will include, as a minimum:

a. An accounting of all meetings that took place, including the number in attendance (both students and volunteers).

b. A brief evaluation by the Contractor regarding important issues, goals, problems, trends etc.

1.1.4.11. Community Youth Ministry Publicity: The Contractor will provide sufficient publicity efforts prior to key youth activities in order to adequately keep parents and the general community informed. Providing advertising for the start of reoccurring events or special events/programs at least two weeks prior to activities. The contractor may use methods including, but not limited to, weekly bulletin announcements, social media, yearly and monthly calendars, and verbal pulpit announcements.

1.1.4.12. The contractor will attend all weekly chapel staff meetings, planning days, and Protestant Parish Advisory Council meetings or as directed by the Wing Chaplain or designee.

1.1.4.13. Recruit and train volunteers to serve as leaders in the program(s) developed. Contractor will maintain a master listing of volunteers and shall develop a clear description of the duties and scope of the responsibility for each volunteer position. The contractor is responsible for all planning, advertising, and coordination for volunteer training and must record hours of volunteers IAW 52-101 para 6.4 Volunteer Program Management.

1.1.4.14. Coordinates Background Investigations as required by Chapel Operating Instructions for volunteers.

NCOIC of Chapel Operations, or designee, will maintain completed Background Investigation records pursuant to Privacy Act standards, IAW AFI 52-101 para 6.5 Background Checks for Children’s Ministry Programs.

1.1.4.15. Prepares an annual fiscal year Youth Ministry budget and coordinates requirements with the Deputy Wing Chaplain.

1.1.4.16. Complete, coordinate and submit the necessary forms for processing supplies, equipment, and curriculum orders through the Account Manager, to include adherence to local OIs regarding the creation of and proper routing of CTOF Purchase Requests (AF Form 4356).

1.1.4.17. Coordinate and submit appropriated funds requirements in accordance with local OIs and appropriate AFIs.

1.1.4.18. Safeguard all government/chapel equipment and supplies provided to fulfill the provision of this agreement.

Facilities used will be returned to clean and presentable condition per Wing Chaplain and NCOIC/Superintendent requirements.

1.1.4.19. The following must be accomplished by the contractor to obtain a security clearance. This process is required to obtain a Common Access Card (CAC). This will enable the contractor to use a government computer and have access to the Yokota Network.

1.1.4.19.1 Contractor will complete DD Form 2875, System Authorization Access Request (SAAR), from the Government Representative (GR).

1.1.4.19.2 Contractor will report for finger-printing by 374th Information Protection Office (IPO).

1.1.4.19.3 Contractor will report to Military Personnel Customer Service to obtain a CAC and PIN.

1.1.4.19.4 Contractor must complete all required Computer Based Training (CBTs), including but not limited to Cyber Awareness Challenge. Training must be kept current annually.

1.1.4.19.5 Contractor must comply and provide personal information required to complete Trusted Agent Security System (TASS) application.

1.1.4.19.6 Contractor is not authorized access to classified equipment and classified information in the service of this agreement.

1.1.4.19.7 Contractor will contact Government Representative (GR) for any questions concerning the PWS.

1.1.5. Competency of Contracted Personnel: The contractor must be able to speak, read and write English fluently. A test of English for International Communication (TOEIC) score of at least 860 or equivalent certificate is required for non-native English speakers. The contractor must have minimum of two years of experience teaching and/or coordinating a youth ministry program in a church or chapel setting. Licensing for ministry or an equivalent letter of authorization from a Christ-centered church or religious organization is required. A bachelor’s degree in religious education is preferred but not required. Contractor must be able to use Microsoft Windows OS and Office computer programs effectively, in particular: Word, Outlook, Excel, and PowerPoint. The contractor will have an in-depth working knowledge of American youth, ethical values, social issues, and American life styles. The contractor shall be connected with a network of youth ministry resources to facilitate personal accountability, professional development, and program innovation. Furthermore, the contractor will be required to facilitate off-site overnight retreats and day-trip outings that are spiritually based and Christ-centered—not just activity based. Contractor must be able to work comfortably and communicate effectively in a pluralistic, Protestant, multi-cultural, and multi-faith military environment. The sensitivity does not limit the youth from sharing their faith, moral values, religion, or any other issues. However, the contractor shall ensure that no effort or coercion for the youth to conform to a particular religious denomination or faith group shall be manifested directly or indirectly by any contractor, staff member or volunteer. Although this is a Christ-centered, Protestant youth ministry, proper respect for all religious faith groups will be maintained. Provide all information necessary for background investigation to include an Installation Records Check (AF Form 2583), proof of a completed Child Care National Agency Check and Inquiries (CNACI), and/or completed. In addition, this includes the following: Personal/Security Questionnaire, National Security Agency Check Questionnaire, Background Check Permission Slip (Name, SSN, Signature) and fingerprinting. DODI 1402.5, 11 September 2015. In accordance with DODI 1402.5, a Criminal History Background Check must be accomplished for all individuals working with children. Consent to the background check is mandatory. Failure to consent to the background check will be grounds for immediate cancellation of the contract at no further cost to the Government. In the event that a criminal history is found, the contract will be terminated at no further cost to the Government.

1.1.6. Contractor Points of Contact: The contractor shall provide the Contracting Officer Representative and the Wing Chaplain or designee with any changes to his/her current address, telephone numbers, and email address.

He/she will also provide the names of a primary and alternate point of contact with telephone numbers, in case of emergency.

1.1.7. Performance: The services shall be performed in conjunction with scheduled parish and religious ministry activities and in cooperation with Wing Chaplain or designee. The contractor must post and maintain office hours as designated by GR to ensure availability to staff and parishioners during the work week. The work week is defined as

Monday through Friday, from the hours of 0730-1630. Service will be provided for some weekends pre-arranged between contractor and Wing Chaplain or designee. Duties and responsibilities will average between 15-20 hours per week.

1.2. GENERAL INFORMATION

1.2.1. Contractor Responsibility:

1.2.1.1. The contractor is solely responsible for all tax liabilities. No provisions are implied or provided in this contract for any benefits such as medical care, retirement or worker’s compensation. This is a Non-Personal Service Contract.

1.2.1.2. The contractor shall provide a qualified substitute in the event the contractor cannot meet any obligation of this contract. A “qualified substitute” is defined as an individual who meets the qualifications outlined in paragraph

1.1.5 of this PWS.

1.2.1.3. The contractor shall present a neat, well-groomed appearance appropriate for chapel worship services during all times while he/she is performing services under this contract.

1.2.1.4. The contractor shall furnish his/her own transportation to and from Yokota Air Base.

1.2.1.5. The Government will not be liable for loss, damage, theft, or maintenance of personal equipment.

1.2.1.6 The contractor performing under this contract, with the United States, for the provision of services in support of U.S. armed forces in Japan, and whose presence is required in Japan to provide such services, may be determined eligible to acquire the Status of Forces Agreement between the United States and Japan (SOFA) status in Japan as part of the civilian component under Article I(b) of the SOFA.

1.2.2. Administration:

1.2.2.1. The contractor shall document work performed, whether written or electronic, and will present it to the GR, Wing Chaplain or designee upon request. The contractor must present an invoice to receive payment for services rendered. All monthly invoices are processed through Wide Area Workflow (WAWF) for payment of service rendered.

1.2.2.2. If required, the contractor will be issued a base pass for entrance to Yokota Air Base. The contractor will adhere to and provide all required information to base Pass and ID to receive base pass.

1.2.3. Personal Property: The contractor shall ensure that personal property is clearly marked and identified to preclude misidentification as Government property.

2. GOVERNMENT-FURNISHED PROPERTY AND UTILITIES

2.1. Equipment: The Government shall furnish all materials to the contractor at the performance location and to be used only at said location for official business. This includes but is not limited to a computer with all AF approved software. Government-owned furnishings, computer systems, audiovisual aids, and administrative supplies are available in the chapel facilities. For those items not provided by the chapel, the contractor will obtain items if he/she desires. The contractor coordinates all support requirements with the Contracting Officer Representative or designee. Government-owned equipment/supplies will not be removed from the Chapel facilities without the permission of the Wing Chaplain or designee.

2.2. Liability: The contractor shall be liable for loss, damage, or theft of Government property due to the contractor’s carelessness and/or negligence. Negligence will be determined by appropriate Report of Survey findings.

3. SERVICE SUMMARY: The GR shall evaluate the contractor’s performance under this contract in accordance with the Service Summary. This plan is primarily focused on what the GR 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).

Performance Objective PWS Para Performance Threshold Method of Assessment

Contractor maintains record of work performed. 1.2.2.1 100% Compliance Monthly Inspection

Maintain records of all volunteers.

1.1.4.13

100% Compliance

Random 100% Inspection

Insures all volunteers have completed background checks.

1.1.4.14

100% Compliance Periodic Surveillance

Maintains PYOM program development. 1.1.4.1 100% Compliance Periodic Surveillance

Present a neat, well-groomed appearance appropriate for chapel worship services when performing services under contract.

1.2.1.3

100% Compliance

Periodic Surveillance

Provide all required youth meetings and events.

1.1.4.3-

1.1.4.7 85% Compliance Random Inspection