Attachment 1 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

PROTESTANT DIRECTOR OF RELIGIOUS EDUCATION (DRE) AT

GEILENKIRCHEN AB

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. DESCRIPTION OF SERVICES

1.1.1. Scope of Work: The Protestant DRE (“the Contractor” or “the DRE”) directs, advises and coordinates Religious Education (RE) for the Geilenkirchen (GK) Protestant Community. The DRE consults and coordinates with the Protestant Chaplain on all religious education requirements for the Protestant community. The Contractor shall assist the Protestant Chaplain inthe administration of the chapel office and attend to the facilitating of parish and chapel processes and procedures. The Contractor shall coordinate the entire Protestant religious education program with the Installation Chaplain and/or Protestant Chaplain and NCOIC.

1.1.2. Location: Primary facilities to be used by the DRE to carry out his/her duties include, but are not limited to, spaces in Bldg 3 and Bldg 4 on Geilenkirchen NATO Air Base.

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

1.1.4. Work to be Accomplished: The DRE must:

1.1.4.1 Coordinate and administer a comprehensive Protestant RE program which includes the following when applicable: Adult studies, coordinate with Protestant Nursery and Preschool Director or provide RE curriculum for nursery program (e.g., AWANA or similar program), Children’s Church, Vacation Bible School, Youth Groups and various special projects as deemed necessary by the Protestant Chaplain or Installation Chaplain.

1.1.4.2 Assist the Protestant Chaplain in determining curriculum needs, selecting appropriate curricula in accordance with Protestant teaching and Air Force Chaplain Corps standards, set out in AFI 52-101.

1.1.4.3. Provide his/her own transportation.

1.1.4.4. Possess a working knowledge of the Christian church calendar and anticipates RE needs of the Protestant community.

1.1.4.5. Plan, develop, and implement an annual Advent/Christmas Program, Easter Program, and Vacation Bible School programs, as needed or directed by the Protestant Chaplain, to include recruiting, training, and equipping volunteers of these programs.

1.1.4.6. Present at RE class sessions, including evening or weekend programs.

1.1.4.7. Maintain current Protestant community roster of active ‘families’ of the Geilenkirchen NATO AB Protestant community.

1.1.4.8. Visit all RE classes as necessary to ensure quality control of the RE program.

1.1.4.9. Coordinate fellowship meals for Protestant RE activities as directed by the Protestant Chaplain.

1.1.4.10. Coordinate with the Contracting Officer Representative Chaplain and/or the Protestant Chaplain if unable to attend RE Programs and provide an acceptable substitute.

1.1.4.11. Prepare an annual fiscal year Protestant RE budget and annual calendar of activities and events and coordinate requirements with the Protestant Chaplain.

1.1.4.12. Complete, coordinate, and submit the necessary forms for processing supply, equipment, and curriculum orders through the Protestant Chaplain, Chapel Tithes and Offerings Account Manager (or equivalent), and NCOIC, in accordance with local instruction and Installation Chaplain direction. Coordinate with vendors to complete “Covered Telecommunications Equipment or Services Representation” forms, also known as “889s”, as required.

1.1.4.13. Monitor expenditures and ensure purchase requests are feasible and within the constraints of the Protestant budget. Maintain files of purchases, outstanding amounts, and balance of the Protestant fund weekly. Maintain and report allocated budget activity and status to the CTOF Accounting officer/manager or the Installation Chaplain or the Protestant Chaplain on a weekly basis.

1.1.4.14. Coordinate project officer requests, return project officer reports, process and manage collection of funds projects, and deposit project officer and project collection monies.

1.1.4.15. Inventory materials received from Chapel Tithes and Offerings (CTOF) orders.

1.1.4.16. Recruit, train, and equip volunteer teachers and aides.

1.1.4.16.1. Develop, plan, and implement RE workshops for volunteer teachers.

1.1.4.17. Coordinate background investigation for volunteers as required by Department of Defense Instruction 1402.5, Criminal History Background Checks on Individuals in Child Care Services, DAFI 52-101, and 52-105.

1.1.4.18. As a volunteer supervisor, contractor must report volunteers’ service hours IAW DAFI52-101, para 6.3.4.

1.1.4.19. Maintain an accurate and up-to-date database of teachers, aides, substitutes, and facilitators in the Protestant RE program.

1.1.4.20. Maintain attendance records of program participants/families.

1.1.4.20.1. Tracks and submits RE attendance figures to the Protestant

Chaplain, within two calendar days, at the completion of event/program.

1.1.4.21. Submit facility request forms to the chapel facility scheduler for coordination and approval.

1.1.4.22. Ensure all volunteers and program participants are familiar with facility manager requirements for emergency procedures and egress.

1.1.4.23. Attend chapel staff and Protestant Parish Advisory Council meetings. If unable to attend, contractor must coordinate with the Contracting Officer Representative or the Protestant Chaplain to provide a qualified substitute IAW Para 1.2.2.1.

1.1.4.24. Provide advertising for the start of recurring 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.

1.1.4.25. Be responsible for announcing the cancelation of RE programs due to inclement weather, or other unforeseen circumstances, after consulting with the Protestant Chaplain.

1.1.4.26. Develop, coordinate, and advertise a calendar of RE events seeking to avoid and/or resolve schedule conflicts with other chapel programs.

1.1.4.27. Safeguard all government/chapel equipment and supplies provided, to fulfill the provision of this contract. Facilities used must be returned to clean and presentable condition per Installation Chaplain and NCOIC/Superintendent requirements.

1.1.4.28. Be responsible for securing chapel facilities and equipment following programs and activities.

1.1.4.29. Coordinate use of the following on-base facilities as necessary in performance of duties, including but not limited to, Bldg 3 and Bldg 4. Ensure all non-chapel facilities are requested and reserved for all RE events when they are held outside the chapel facilities.

1.1.4.30. Coordinate and submit appropriated funds requirements to Protestant Chaplain or designee.

1.1.4.31. Assist the Protestant community in planning the calendar of events for the Airmen Ministry Plan submissions to include necessary resources (CTOF and appropriated fund budgets).

1.1.4.32. Prepare weekly or as needed bulletins/announcements for all weekend services, to include Easter services and Christmas services, as needed by the Protestant Chaplain.

1.1.4.33. Prepare memoranda and professional correspondence pertinent to Protestant community requirements and issues (IAW Air Force Tongue and Quill, AFH 33-337 if needed). Furnish certificates, documents, and other materials required by the Protestant Chaplain.

1.1.4.33.1. Prepare certificates for baptisms, weddings, and recognition for volunteers.

1.1.4.34. Create multimedia products that display current information as needed, coordinating with Protestant Chaplain prior to publication.

1.1.4.35. Maintain Protestant social media sites (e.g., WhatsApp, Facebook, Twitter, Google+, LinkedIn, etc.) in accordance with established policies and pre-approval of the Protestant Chaplain and/or the Installation Chaplain or designee.

1.1.4.36. The following must be accomplished by the contractor to obtain a security clearance.

This process is necessary to obtain a Common Access Card (CAC). This will enable the contractor to use a government computer and have access to the Geilenkirchen NATO Network. (Additional background check information and requirements are set out below in paragraph 1.1.5.)

1.1.4.36.1. Contractor must obtain AF IMT 2583, Request for Personnel Security Action, from chapel security.

1.1.4.36.2. Contractor must complete Standard Form 86 or Standard Form 85P using Electronic

Personnel Security Questionnaire (EPSQ).

1.1.4.36.3. Contractor must report to IMP/SF Bldg for a final interview and must be finger- printed by 470th SF personnel.

1.1.4.30.4 Contractor must report to Military Personnel Customer Service (Bldg 89) to obtain a CAC and PIN.

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

1.1.5. Competency of Contracted Personnel: The contractor must be familiar with Protestant worshiping communities and religious requirements. Familiarity and experience with military chapel programs is highly desirable.

1.1.6. The contractor must be able to speak, read and write English fluently. A bachelor’s degree (or advanced 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. Contractor must be able to work comfortably and communicate effectively ensuring a culture of respect in a pluralistic, ecumenical, multi-cultural, and multi-faith military environment. The contractor must provide all information necessary for a background investigation to include an Installation Records Check (AF Form 2583), proof of a completed Child Care National Agency Check and Inquiries (CNACI)/Tier 1. In addition, this includes the following: Personal/Security Questionnaire, National Security Agency Check Questionnaire, Background Check Permission Slip (Name, SSN, Signature) and fingerprinting. As applicable, the employing agency must request foreign government checks of individuals serving on DoD installations overseas. Installation chapel programs must obtain a host national agency security check. Such checks must be comparable to those required by DoD and Air Force instructions.

DODI 1402.5. In accordance with AFI 52-101, para 6.5., and DODI 1402.5, a Criminal History Background Check must be accomplished for all individuals working with children. A foreign government background check may also be required. Consent to the background check is mandatory in order to work in this position. 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.

1.1.7. Contractor Points of Contact: The contractor shall provide the Contracting Officer Representative and the Protestant Chaplain 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.

1.1.8. Performance: The services shall be performed in conjunction with scheduled chapel and religious education activities and in cooperation with the Contracting Officer Representative.

The contractor must maintain a posted schedule to ensure availability to staff and parishioners during office hours. This schedule will be coordinated with the Contracting Officer Representative. The work week is defined as Monday through Friday, from the hours of 0800- 1600 Monday-Thursday and 0800-1400 Friday. The contractor must also be present when the Protestant community gathers to maximize recruiting efforts and to coordinate and advertise for future events. 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 Services Contract.

1.2.1.2 Coordinate with the Protestant Chaplain or Contracting Officer Representative to establish and maintain a work schedule totaling a minimum of forty (40) hours per month.

The contractor shall be present for chapel staff meetings, Protestant community related meetings as required, and for a minimum of two (2) hours of Religious Education (RE) Sundays during scheduled services or activities to coordinate with chapel staff and lay leadership.

1.2.1.2.1 The remaining hours required to meet the monthly minimum shall be fulfilled through scheduled office hours conducted during normal duty hours of the chapel: Monday-Thursday 0800-1600 hours and Friday 0800-1400 hours. These duty hours are subject to change upon the guidance of the Installation Chaplain.

Hours performed by the contractor may be adjusted as necessary to support chapel programs, religious education activities, or special events. Any adjustments will be coordinated in advance with the Protestant Chaplain or Contracting Officer Representative.

1.2.1.3 Submit a time log sheet each month to the Protestant Chaplain to keep accountability of performed duties. To establish that the workday and time is being accomplished and timeliness of arrival is in accordance; the contractor may be required to sign in/out (to be accomplished electronically, in a paper logbook, etc.) as deemed necessary by the Installation Chaplain, Protestant Chaplain, or NCOIC.

1.2.2. Substitutions:

1.2.2.1. The contractor shall provide a qualified substitute in the event the contractor cannot meet any obligation of this contract. This substitute must meet the same qualifications as the contractor and be approved by the Contracting Officer Representative or Protestant Chaplain in advance. The substitute will not be another current chapel contractor unless approved in writing by the Contracting Officer Representative for rare or extenuating circumstances. If substitute is another current chapel contractor, contractor and substitute will work closely with Contracting Officer Representative to develop a schedule that will fulfill both Statements of Work; any requirements such as hours or events must be met independently of any other existing chapel contract position. The Contractor is responsible for payment of substitute.

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

1.2.2.2.1 A neat, well-groomed appearance appropriate for chapel worship services includes, but is not limited to, neatly combed hair, brushed teeth, no facial piercings, modest clothing, and will ultimately be determined to be in compliance with paragraph 1.2.2.2. by the Protestant Chaplain, Installation Chaplain, or

NCOIC.

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

1.2.2.4. The contractor shall not remove government-owned equipment from chapel facilities without prior approval of the Facility Manager. The contractor is accountable for security and cleanliness of all facilities utilized in conjunction with their programs, including their personal office space. All keys and ID cards/passes will be returned on revocation or conclusion of this contract.

1.2.3. Administration:

1.2.3.1 The contractor shall document work performed, whether written or electronic, and will present it to the COR, Installation Chaplain, Protestant 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.

1.2.3.2 If required, the contractor will be issued a base pass good for 7 day/24 hour entrance to Geilenkirchen NATO Air Base.

1.2.4. 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 DRE may independently obtain items if he/she desires.

2.1.1. Government-owned equipment/supplies will not be removed from the Chapel facilities without the permission of the Installation Chaplain or his/her designee.

2.2. Liability: The contractor shall be liable for loss, damage, or theft of

Government property due to the contractor’s misconduct, carelessness, and/or negligence. Negligence will be determined by appropriate Report of Survey findings.

3. PERIOD OF PERFORMANCE

3.1. The period of performance will be a base year with 1 one-year option. Base year and option year may need modification based off a contract award date.

Base Year: 18 July 2026 - 17 July 2027 Option Year: 18 July 2027 - 17 July 2028

4. SERVICES SUMMARY

4.1. The Services Summary (SS) is a listing of critical performance objectives (services required) with associated performance thresholds (specific standards) that will be periodically verified by government personnel. Each performance threshold represents the minimum acceptable level of contractor performance for its corresponding performance objective. The performance objectives and thresholds represent only the critical components of this contract and do not excuse the contractor from performance of other responsibilities identified in this PWS.

Performance Objective PWS Para. Performance

Threshold Method of Surveillance Remedy

SS – 1: Religious Education Program Management

1.1.4.1 /

1.1.4.2 / 1.1.4.5

Contractor coordinates and administers the Protestant Religious Education program including curriculum selection, youth programs, children’s programs, and special events (e.g., Advent, Easter, Vacational Bible School) in accordance with the chapel calendar and chaplain guidance 95% of the time.

Periodic Observation ; Chaplain Feedback;

review of event schedules and program documentati on

Correction of deficiencies and/or increased surveillance

SS – 2 : Volunteer Recruitment and Training

1.1.4.16 / 1.1.4.16.1

Contractor recruits, trains, and equips volunteer teachers and aides and conducts volunteer training workshops as required 95% of the time.

Documentat ion review;

volunteer rosters;

chaplain feedback

Correction of deficiencies and/or increased surveillance

SS – 3 : Attendance Tracking and Reporting

1.1.4.20 / 1.1.4.20.1

Attendance records are maintained accurately and religious education attendance figures are submitted to the Protestant

Documentat ion review;

chaplain verification

Correction of deficiencies and/or increased surveillance

Chaplain within two calendar days 95 % of the time.

SS – 4 : Administrative and Budget Management

1.1.4.11 / 1.1.4.13

Contractor prepares annual Religious Education calendar and budget, monitors expenditures, and maintains accurate financial tracking documentation 95 % of the time.

Documentat ion review;

chaplain review

Correction of deficiencies surveillance.

SS – 5 : Staff Coordination and Meetings

1.1.4.23 Contractor attends chapel

staff meetings and Protestant Parish Advisory Council meetings or coordinates an approved substitute 95% of the time.

Meeting attendance records;

chaplain verification.

Correction of deficiencies and/or increased surveillance.

SS – 6 : Advertising and Communication

1.1.4.24 / 1.1.4.26

Contractor advertises recurring or special events at least two weeks prior to the event through approved communication channels 95% of the time.

Review of announceme nts, bulletins, social media, and chapel communicat ions

Correction of deficiencies and/or increased surveillance

SS-7: Professional Conduct and Appearance

1.2.2.2 Contractor maintains

professional demeanor, communication, and appropriate appearance while performing services 95% of the time.

Periodic observation by Protestant Chaplain or

COR

Verbal/written notice and/or increased surveillance.

SS-8: Administrative Documentation

1.2.1.3 / 1.2.3.1

Contractor submits required documentation including time logs, reports, and invoices accurately and on time 95% of the time.

Documentat ion review;

COR

verification

Correction of deficiencies surveillance.