Attachment 1-PWS-Airman Ministry Center Coordinator.pdf

PERFORMANCE WORK STATEMENT FOR

AIRMAN MINISTRY CENTER COORDINATOR

At

RAF Lakenheath, England

11 January 2024

Table of Contents

1. DESCRIPTION OF SERVICES

3. GOVERNMENT PROVIDED EQUIPMENT, FACILITIES AND SERVICES

4. GENERAL INFORMATION

5. CONTRACTOR QUALIFICATION AND EXPERIENCE REQUIREMENTS

6. SAFETY

7. SECURITY

1. DESCRIPTION OF SERVICES

1.1. The Airman Ministry Center (AMC) Coordinator plans, coordinates, and implements the AMC/Hope Spiritual Fitness Initiative for the RAF Lakenheath Chaplain Corps IAW the 48 FW/HC Annual Ministry Plan (AMP) and DAFI 52-101. The AMC Coordinator serves as the primary POC for coordination of staffing, resources, and programs for the RAF Lakenheath Chaplain Corps AMC.

1.2. The AMC/HOPE Coordinator shall promote an atmosphere of religious sensitivity for all personnel participating in chapel programs. No form of coercion shall be employed by the AMC Coordinator, or their employees, to cause Air Force, Space Force or their family members to conform to a particular religious denomination or faith group either directly or indirectly. The AMC Coordinator shall ensure all key leaders and volunteers comply with this no-coercion policy. Respect for other religious denominations and faith groups shall be maintained.

2. Minimum Program Requirements, Tasks and Responsibilities.

2.1. Recruit, train, and equip volunteers to serve in the AMC/HOPE. The AMC/HOPE Coordinator will support other Chapel sponsored events by advertising and recruiting volunteers as needed.

2.2. Manage the day-to-day operations of the AMC/HOPE Spiritual Fitness Initiative program to include cleanliness, maintenance, supplies, etc. to support the AMC.

2.3. Recruit and train volunteer leadership through mentorship and leadership training.

2.4. Generate timely and wide-spread publicity, as approved by the Wing Chaplain, for all HOPE events.

2.5. Foster healthy relationships in a moral, pluralistic, and interfaith environment.

2.6. Ensure the AMC atmosphere is spiritually-based, alcohol free, relaxing, and inclusively tailored for Airmen of all ranks, civilians, and dependents.

2.7. Maintain records such as, but not limited to, training for volunteers, monthly attendance records for all AMC programs and furnish these numbers to the AMC chaplain for input into the Air Force Chaplain Corps Activity Reporting System (AFCCARS) by the 3rd of each month.

2.8. Maintain a current list of names and contact details for volunteers involved in the AMC program. Record weekly numbers on the appropriate tracking spreadsheet. All Personally Identifiable Information (PII) shall be kept confidential IAW the Privacy Act, AFI 33-332, and any other local procedures.

2.9. Ensure the AMC is clean, inviting, and in good repair. Ensure accountability of the facility during all AMC events. Report facility issues to the Facility Manager.

2.10. Ensure that the AMC supplies and equipment are available as needed to carry out the program.

2.11 Meet at least once a week with the HOPE/AMC Religious Support Team (RST).

2.12 Plan and coordinate all AMC events and programs in cooperation and consultation with the HOPE/AMC RST, or their designated representative.

2.13 In consultation with the AMC/HOPE RST, Deputy Wing Chaplain and Superintendent, Religious Affairs, develop an annual calendar of events, CTOF budget, and appropriated budget.

2.14 Recruit, train, and coordinate volunteers for the AMC/HOPE program and other chapel-sponsored events, programs, and functions.

2.15 Provide tactical oversight for the HOPE Spiritual Fitness Initiative and work with dorm managers, First Sergeants, Airman’s Dorm Council, Professional Development Center, and commanders to seek and recruit the best qualified Airmen to volunteer.

2.16 Utilize DD Form 2793, Volunteer Agreement for Appropriated Fund Activities & Non- Appropriated Fund Instrumentalities to note a brief description of duties. Alternatively, may include the description of duties as an Attachment to DD Form 2793

2.17. Present the volunteer with a copy of their completed DD Form 273 with Part IV and provide the finalized document to the Volunteer Program Manager.

2.18. Ensure each volunteer fills out a Non-Disclosure Agreement.

2.19. Ensure each volunteer feels out a Statement of Understanding.

2.20 Recurring Training. All volunteers will receive recurring, annual training concerning the volunteer requirements listed in AFI 52-101, Planning and Organizing. Volunteer supervisor will note the training on a sign-in sheet. Supervisors will provide a copy of the sign-in sheet to the Volunteer Program Manager for storage in the volunteer’s record.

2.22 Report each volunteer’s service hours to the Volunteer Program Manager at least once per month.

2.23 Obtain a favorable criminal history background check in accordance with DoDI 1402.05, Background Checks on Individuals in Department of Defense Child Development and Youth Programs. This includes but is not limited to the following: Personal/Security Questionnaire, National Security Agency Check Questionnaire, Installation Records Check, and fingerprinting.

2.24. Process RAF Lakenheath Chapel Facility Request form (local form) to schedule the use of chapel facilities for all activities within the facilities. Ensure that all facilities used are properly maintained, cleaned and secured upon departure.

2.25. Prepare publicity concerning the AMC/HOPE Initiative for the RAF Lakenheath Chapel in base publications, marquee, AF Connect, etc. Proposed publicity must be coordinated in turn through the Deputy Wing Chaplain and the Wing Chaplain prior to submission to the appropriate agency.

2.26. Remove a volunteer, in coordination with the volunteer’s leadership, based on disqualifying factors outlined in local policy and specified in the handbook.

2.27. Ensure HOPE efforts and activities are synchronized with the Community Action Board and respective Unit RSTs.

2.28. Annually review the local policy and handbook.

2.29. Solicit advice from appropriate stakeholders to shape Annual Ministry Plan requirements.

2.30. Work with the HOPE/AMC RST to establish and maintain a handbook that sets standards and volunteer requirements:

2.30.1. Set expectations for the volunteers, to include eligibility, standards, training, accountability, and a localized volunteer application template requiring leadership and supervisor’s endorsement.

2.30.1.1. Current referral information, such as a list of the base helping agencies and applicable Chaplain Corps contact information.

2.30.2. Establish procedures for wear of the HOPE patch in accordance with local wing, delta, or installation commander approval or policy

2.30.3. Establish, conduct, and track recurring training topics, such as, but not limited to privileged communication, suicide prevention, religious accommodation, listening skills, character development, moral reasoning, and spiritual fitness

2.30.4. Train unit leadership, unit RSTs, and Chaplain Corps community leaders on the capabilities, roles, and responsibilities of HOPE volunteers

2.31. Places of Performance: RAF Lakenheath chapel location is Building #990, RAF Lakenheath, England.

2.32. A member of the Chaplain Corps shall provide orientation training to acquaint the Contractor with office personnel, facilities, protocol and procedures.

2.33. Privileged communication training, taught by the Superintendent of Religious Affairs or designee, shall be required within 20 days upon hiring for each position.

2.34. Childcare Requirements. Due to Department of Defense (DoD) Instruction 1402.05 and AFI 52-101 requirements, Contractor will be responsible to ensure all volunteers who work directly with children have the required record checks completed during the initial hiring phase of the contract.

2.24.1. Contractor will ensure all personnel with childcare requirements receive and wear the appropriate badges when conducting their duties.

2.35 Crisis. Contractor access to the installation may be denied during a national emergency or crisis situation called by national command authorities or overseas combatant commanders. Such circumstances are deemed beyond the government’s control and access to the installation may be limited in such circumstances on the basis of public safety and installation security. Should limited access be necessary, the Contracting Officer will inform the Contractor in writing and identify the date when services may resume, if possible. The Contractor will not be held liable for lost time and will not be paid during these situations.

This service is not deemed mission essential IAW DFARS 237.76.

2.36. Alternate Place of Performance – As determined by the Contracting Officer, in conjunction with the chaplains, contractor employees may be required to work at an alternate place of performance in cases of unforeseen conditions or contingencies. Contractor employees shall prepare all deliverables utilizing contractor resources and shall use best efforts to provide the same level of support as required by this PWS.

2.37. Privacy Act. Work on this contract may require that personnel have access to information protected by the Privacy Act. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations when handling such information.

2.38. Records. The Contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in the PWS or required by the provisions of a mandatory directive. If requested by the Government, the Contractor shall provide the original record or a reproducible copy of any such record within 72 working hours of receipt of the request.

2.39. Inclement Weather. If the base closes due to inclement weather, the contractor will be released, by the installation commander, with the general population of the base at no decrement to contract price. The contractor will follow the local procedures for reporting in inclement weather as advertised on local television and radio stations.

2.40. The Contractor is solely responsible for all tax liabilities, to include any local or Host Nation taxes. No provisions are implied or provided in this contract for any benefits such as medical care, retirement, or worker’s compensation.

2.41. The Contractor shall provide a qualified substitute in the event regularly assigned personnel cannot meet any obligation of this contract.

2.41.1. Should replacement of regularly assigned personnel be required, the Contractor shall submit the name(s) and qualifications of the proposed substitute(s) to the appropriate Service Chaplain at least 7 days prior to the proposed absence. The Contractor is responsible for payment of the substitute.

2.41.2. Substitutes must be observed by a Line-of-Sight Supervisor if they will be in contact with minors, unless they have a previously completed Installation Record Check.

2.42. Contractor shall maintain professional standards of conduct and public decorum, including but not limited to dress and appearance. The contractor shall ensure that their employees demonstrate good personal hygiene, are well-groomed, present a neat, professional appearance, and dress in appropriate clothing for the work to be done.

2.43. Contractor shall read/comprehend, write, and speak English fluently in order to fulfill their Performance Work Statement (PWS) requirements.

2.44. Contractor shall be present for and ensure weekly HOPE Spiritual Fitness Initiative meeting takes place in coordination with the HOPE/AMC RST.

3. GOVERNMENT PROVIDED EQUIPMENT, FACILITIES AND SERVICES

3.1. Government Provided Equipment and Facilities. The Chapel will provide the facilities and equipment listed below. This position is incidental to the place of performance and shall remain accountable to the government IAW FAR 45.000(b)(5).

3.1.1. Local Area Network (LAN). The government will provide limited access to the existing LAN. The workers shall not use the LAN for purposes other than for work required under this contract.

3.1.2. Contractor shall receive documented Information Assurance (IA) training within 30 days of their start, by the government, prior to receiving access to the local area network (LAN). Authorized users will receive initial IA orientation and annual awareness training to ensure they know, understand, and apply the IA requirements of Air Force Instruction and IAs. The minimum orientation and awareness requirements for users are outlined in DoD 8570.01.-M. IA Program. The workers shall comply with the established Command, Control, Communication, and Computers (C4) Systems IA Program to integrate security education, training, and awareness covering the Communications Security (COMSEC), Computer Security (COMPUSEC), and Emissions (EMSEC) disciplines.

3.1.3. Facility Requests. The Contractor shall use established local procedures to arrange for the use of facilities for all meetings, rehearsals, and programs. Requests should be made in a timely manner to the Chapel staff.

3.1.4. Facility Usage. The Contractor shall ensure all facilities are opened, equipped, and ready for use prior to the start of their meetings, rehearsals, services, or programs.

3.1.5. Facility Security. The Contractor shall ensure all facilities are properly secured and cleaned at the conclusion of their meetings, rehearsals, services, or programs.

3.2. Government Provided Services. The Chapel shall provide certain services in accomplishment of this PWS.

3.2.1. Telephone Services. The Government will provide a DSN telephone line for the sole use of conducting Government business. The DSN line shall not be used to transact personal business by contractor personnel.

4. GENERAL INFORMATION AND RESPONSIBILITIES

4.1. Work Hours:

4.1.1. A total of 25 hours is anticipated per week, not to exceed 100 hours per month and 1,200 hours per year. Twelve of the hours are required to be on-site during normal office hours (0730-1630, Monday through Friday) and the rest of the hours will be flex hours for weekends and events that fall outside of normal duty hours.

4.1.2. Changes to work location or work hours must receive prior approval no later than 14 days in advance from the Chaplain prior to advertisement or implementation unless it is an illness or family emergency. All email correspondence regarding changes shall be sent via email.

5. CONTRACTOR QUALIFICATION AND EXPERIENCE REQUIREMENTS

5.1. Possess a minimum of two (2) years of experience working in a ministerial setting with religiously and ethnically diverse young adults. Possess a minimum of 2 years’ experience and be functional in Microsoft Office Programs: Outlook, Word, PowerPoint, and Excel.

5.2. Articulate an understanding of the value of spirituality and be able to design training and mentorship designed to promote and develop a person’s spiritual fitness.

5.3. Must possess the ability to constructively work well with others in a multi-faith environment.

5.4. Must be able to efficiently organize and manage diverse program elements.

5.6. Must be able to clearly communicate, orally and in writing, the needs and goals of the AMC/HOPE Initiative to chapel staff, volunteers, and customers.

5.7. Must have a working knowledge of computers in order to perform all administrative tasks.

5.8. Budget: Must understand the basics of planning, developing, and executing a budget.

5.9. Be a creative thinker with the ability to create and sustain innovative and relevant young adult programming, events, outreach, and member development.

5.10. Need to be able to engage and inform AF leaders with solid oral and written communication abilities.

5.11. Must be able to publicly speak.

5.12. Must be proficient in the use of social media, print, and email marketing and able to craft quality marketing and advertisements to be used to promote Chapel programs.

5.12.1. Must ensure that all marketing and advertising on social media and via other means such as print and email marketing be approved by the Wing Chaplain and their designee.

5.12.2. Must ensure all marketing and advertising for events and programs are advertised at least 14 days prior to the anticipated date of execution.

6. SAFETY

6.1. Safety Threats. The government reserves the right to restrict base access, under this contract, of any contractor employee, or prospective contractor employee who is identified as a potential threat to health, safety, security, general wellbeing, or the operational mission of the installation and its population. Contractor shall perform background checks, at contractor’s expense, to ensure that said employee has not been convicted of any sexual crime or any crime against children.

6.2. The consumption of alcoholic beverages or illegal drugs by contractor personnel, while on duty, is strictly forbidden. Wing Chaplain or designee can request the removal of any employee that is suspected of such activity.

6.3. The contractor shall provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the Contractor.

6.4. The contractor shall record and report promptly (within 24 hours) to the CO and Service Chaplain, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

6.4.1. If the government elects to conduct an investigation of the accident/mishap, the Contractor shall cooperate fully and assist government personnel in the investigation until the investigation is completed.

6.5. The Contractor shall report suspicious activity to Security Forces in a timely manner.

7. SECURITY

7.1. The Contractor must successfully complete a federally mandated criminal history background check (conducted by the Base Chapel), which will include a National Agency Check with Inquiries (NACI) and an Installation records Check (IRC) within 30 days of hire, in accordance with Department of Defense Instruction (DoDI) 1402.5. The IRC includes a law enforcement check, drug and alcohol record check, and a check of the Family Advocacy Program (FAP) for a minimum of two years before date of application. The Contractor is also required to complete an FBI advanced fingerprint check for all personnel prior to employment under Line of Site Supervision (LOSS) in accordance with DoDI 1402.5.

7.1.1. Back-ground checks on local nationals shall be executed IAW British Laws.

7.2. The Contractor shall submit completed background check applications to the Chaplain Corps background check program manager for processing within 7 days of hiring personnel for this contract.

7.2.1. Contractor personnel without a favorable criminal history background check or NACI, shall not be considered available to perform on this requirement.

7.2.2. All other derogatory information must be reviewed and approved by the Senior Installation Chaplain for continued performance of the contract.

7.2.3. Derogatory information on background checks can be grounds for automatic termination as referenced in DoDI 1402.5.

7.3. Line of Site Supervision (LOSS). In accordance with DoDI 1402.5 all individuals who must work in view of a Line-of-Sight Supervisor (any chapel staff member who has an approved background check) must wear conspicuous items such as distinctive clothing, badges, wristbands, etc. that clearly identifies themselves as not being authorized to be alone with children.

7.4. Contractor must work with the chapel background check program manager to ensure all adults working with children under the age of 18, while fulfilling the responsibilities of this contract, have successfully completed a NACI and an IRC within 30 days of hire, in accordance with DoDI 1402.5 and wear the proper identification.

5.5. Contractor personnel have the right to obtain a copy of the results of the background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

5.6. Contractor personnel must re-accomplish a complete background check in the event of a break in U.S. Government service.

5.7. The Contractor shall ensure all volunteers working with youth below 18 years of age receive a background check as described in DoDI 1402.5, Criminal History Background Checks on Individuals in Child Care Services, or applicable AFI. The Contractor personnel will also ensure that each volunteer remains under Line-of-Sight Supervision until such a time as the volunteer receives a ‘favorable’ background check as notified by the background check monitor. There is no charge to the Contractor for these Criminal History Background Checks.

5.8. All workers shall participate in the Operations Security (OPSEC) program locally administered by the Air Force as applicable.

5.9. Base Requirements.

5.9.1. The Contractor and workers shall comply with all security requirements imposed by the Installation. Specific security considerations will be handled on an individual basis as required.

5.9.2. Common Access Cards (CAC) shall be required for the AMC Coordinator. The Chapel shall ensure the government representative in the local organization designated to authorize issuance of contractor’s CACs (i.e. Trusted Agent (TA) receives a Visitor Request for each employee through the Trusted Agent Security System (TASS). Contractor personnel shall electronically submit application to the TA, once approved set up an appointment at https://rapids-appoinments.dmdc.osd.mil/ or go to the Military Personnel Section.