Attachment 2_Draft Protestant Religious Education Coordinator_Performance Work Statement.doc
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- Solicitation number
- FA558725RFI0001
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This Performance Work Statement (PWS) details requirements for a Religious Education Coordinator position at RAF Mildenhall Protestant Parish. The contractor will be responsible for coordinating and leading a comprehensive Protestant Religious Education children's program focusing on spiritual formation, including weekly children's church, special events like bi-annual ministry fairs, Christmas and Easter programs, Vacation Bible School, and an annual Volunteer Appreciation Event. Key requirements include maintaining at least one year of chapel/church Religious Education program experience, submitting an annual events calendar, managing volunteer recruitment and background checks, developing curriculum, and coordinating outreach projects.
The contract is for the period from September 1, 2022 to August 31, 2023, requiring no more than 12 units (months) of service. The position demands a minimum of 15 hours per week, increasing to approximately 30 hours during Vacation Bible School or holiday seasons. The contractor must maintain religious sensitivity, ensure no religious coercion, and comply with Air Force Chaplain Corps guidelines. Qualifications include submitting a resume, two professional references, educational certifications, and passing a technical evaluation interview with the Wing Chaplain. The government will provide necessary equipment, office space, and access to networks and systems to support contract performance.
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PERFORMANCE WORK STATEMENT 100 ARW/HC
Disclaimer: The issuance of this Performance Work Statement (PWS) is not an endorsement by the US Government of any church, denomination, or organization.
Contract Title: Religious Education Coordinator (RAFM Protestant Parish) Scope of Responsibilities: The Religious Education (RE) Coordinator for the RAF Mildenhall Protestant Parish will coordinate and lead a comprehensive Protestant Religious Education children’s program that focus on spiritual formation. The contractor shall also research and maintain teacher/facilitator training resources and provide training such as but not limited to teacher training, as requested by the Chaplain. Additionally, the contractor shall be responsible for weekly children’s church and the following special events: bi-annual ministry Fair, Christmas and Easter programs, Vacation Bible School (VBS), and an annual Volunteer Appreciation Event.
The USAF Chaplain Corps supports religious pluralism and provides for the free exercise of religion. The contractor shall provide an atmosphere of religious sensitivity to all Air Force personnel participating in chapel programs. The sensitivity does not limit the contractor from sharing his/her faith, moral values, religion, or views on any other issues. However, no form of coercion will be employed by the contractor or their employees to cause USAF personnel or their family members to conform to a particular religious denomination or faith group either directly or indirectly. The contractor shall ensure that all key leaders and volunteers comply with this no-coercion policy. Respect for other religious faith groups shall be maintained.
Education and Experience Requirements: Demonstrate the following via a resume of education/experience, two (2) professional letters of reference, any copies of educational or professional certifications (as applicable), and a Technical Evaluation. For the Technical Evaluation we will require either in person or via video call (Skype, Facetime, Facebook Messenger, etc.) an interview with the Wing Chaplain, or his designee. This interview will consist of questions to confirm the applicant’s proficiency and understanding of Religious Education, Children’s Ministry, and age-appropriate Religious Education curriculum as well as their ability to identify, recruit, and train volunteers from diverse denominations and backgrounds.
Two (2) professional letters of reference with contact information.
A minimum of one (1) years’ experience as in a chapel or church Religious Education program.
Duties and Responsibilities:
Each May the contractor shall submit an annual events calendar and a proposed budget for the upcoming year with desired changes and requirements for supplementary material or programs.
The contractor shall be responsible for collecting and maintaining attendance records for Children’s ministries i.e. children’s church and special events. These numbers must be turned in to the appropriate chapel support staff member.
| The contractor shall turn in an updated volunteer list monthly to the Background Check Manager. It is the responsibility of the contractor to ensure that all volunteers are provided with and turn in completed forms. |
| The contractor shall ensure that ALL volunteers for Children’s Church and special events who work with children under the age of eighteen have a completed background check on file. Volunteers who do not have a complete, favorable Installation Records Check on file must ALWAYS be in the direct line of sight of a volunteer with a cleared Installation Records Check on record when working with children. |
| The contractor shall be responsible for ensuring that all offerings received during Protestant RE classes/events have been handled in compliance with AFI52-105. |
| As an appointed member, contractor shall attend all meetings of the Protestant Pastoral Advisory Committee (PAC). |
| The contractor shall attend weekly Chapel Staff Meetings for short- and long-range planning. |
| The contractor shall meet bi-monthly with the Protestant chaplain in charge of RE to set objectives, establish priorities, review programs, plan upcoming events, and analyze enrollment and attendance figures. |
| The contractor determines curriculum needs for Children’s Church through appropriate research, prepares annual curriculum orders according to the established schedule, and submits all requests for content and funding approval to Protestant chaplain in charge of RE. The contractor also serves as a resource for other Protestant Parish programs by maintaining teacher-training resources, by providing teacher training as necessary, and by keeping informed on RE/spiritual formation resources in the local area. All curriculums must be approved by the Wing Chaplain through the Protestant chaplain in charge of RE. |
| The contractor shall be present in the Chapel on Sunday mornings at least one half hour before the scheduled start of Children’s Church and other scheduled special events. The contractor shall remain until children are dismissed and all areas are returned to a neat, orderly and secure condition. |
| The contractor shall recruit, interview, select, assign, and supervise teachers, helpers, substitutes, and other workers. |
| The contractor shall maintain a current list of names and addresses of teachers, helpers, substitutes, other workers and students involved in Protestant RE program. |
| The contractor shall submit all fund, supply, and support requests for approval prior to purchase. Purchases will not be made without prior approval. Purchases made without approval may not be reimbursed. |
| The contractor shall make verbal announcements pertaining to special RE programs at all Protestant Worship Services as necessary. |
| The contractor shall coordinate and conduct a bi-annual Protestant Ministry Fair Sunday to highlight Protestant RE programs and events and to highlight volunteer opportunities. |
| The contractor shall organize and lead an annual summer VBS, consisting of at least one week of half-day sessions. Such organizing includes, but is not limited to ordering materials, recruiting and training workers, publicizing the event, coordination of needed supplies, keeping of appropriate records and preparing an after-action report. |
| The contractor shall create and maintain a Protestant RE brochure/information sheet showing current approved programs, leaders, and calendar information and will make these brochures available to newcomers and current members of the Protestant Parish. |
| The contractor shall maintain an up-to-date Protestant Religious Education calendar of events with projected events, meetings, or fellowships one year in advance. |
| The contractor shall coordinate with the facility scheduling point of contact on availability for Religious Education and turns in completed facility requests for approval. Programs must be approved and facilities must be determined available prior to publicizing any event or program. |
| The contractor shall coordinate with outside sources/organizations to ensure required facilities/spaces are available as necessary (i.e.: DoD School for VBS). |
| Once publicized, programs may only be cancelled due to inclement weather or after-staff coordination. |
| In coordination with the Protestant chaplain in charge of Religious Education, the contractor shall provide creative outreach projects for Children’s Church and Vacation Bible School. |
| The contractor shall prepare and submit announcements and other publicity for the weekly parish bulletins, base paper, and other means of base publicity. Announcements/publicity must be coordinated through the Protestant chaplain in charge of Religious Education and approved by the Wing Chaplain prior to publication/announcement. |
| The contractor shall establish/maintain a Protestant Religious Education Coordinator continuity file. |
| The contractor shall maintain resources for the Protestant Parish consisting of materials, such as books, audio, and videotapes for Christian Religious Education. |
| Contractor shall be available to lead and/or attend both day and evening classroom sessions and training/planning sessions. |
| Supervise the Closed Circuit Television (CCTV) program ensuring 100% coverage of monitors during children’s activities. |
| Be competent with DoDI 1402.05, AFI 52-101and HCOI 52-101. |
Furnished Property/Equipment/Space:
Government property that is incidental to the place of performance only IAW FAR 45.000(b) (5). The Government anticipates on-site support for this contract. The Government will provide equipment and materials, and access to necessary networks and systems required to support the activities required under this contract. The Government will issue the contractor with the necessary equipment to perform their duties. Government owned equipment will not be removed from the Chapel without written authorization from the NCOIC, Resource Management and/or Superintendent, Chapel Operations.
The Chapel will provide all equipment, materials and facilities necessary to perform their duties, such as but not limited to:
| Office Equipment: computer, monitor, printing/scanning capability, etc. |
| Office: office space, workstation, desks, chairs, telephones, office supplies, etc. |
Safety/Security:
Pass and Identification Items. The contractor shall ensure the pass and identification items required for contract performance are obtained for employees and any non-government owned vehicles. The contractor shall retrieve all identification media, including vehicle passes from employees who depart. 100 ARW/HC will assist contractor personnel in processing the necessary DoD forms to obtain base or area badges for access to Government facilities.
| Contractor shall need to be familiar with and implement fire and safety practices in accordance with AFI 91-301 to prevent accidents and preserve the life and health of him/her and any personnel affected by the performance of this contract. |
| Traffic Laws. The contractor and its employees shall comply with base traffic regulations. |
| Weapons, Firearms, and Ammunition. The contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor-owned vehicle or privately-owned vehicle while on any RAF AFB. |
| Controlled/Restricted Areas. The contractor shall implement local base procedures for entry to Air Force controlled/restricted areas where contractor personnel will work. |
| Contractor shall exercise due diligence to ensure safety of volunteers, being mindful of potential hazards associated with electronic equipment. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured. |
| Contractor personnel shall not release or remove system documentation, data, or reports generated by or through use of Government systems. |
| For Official Use Only (FOUO). As applicable, the contractor shall comply with DoD 5400-7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material. |
| Physical Security. The contractor shall be responsible for safeguarding all government property and controlled forms provided for contractor use. At the end of each work period, all government facilities, equipment, and materials shall be secured. |
Lock Combinations. As applicable, the contractor shall control access to all government provided lock combinations to preclude unauthorized entry. The contractor is not authorized to record lock combinations without written approval by the government COR. Records with written combinations to authorized secure storage containers, secure storage rooms, or certified vaults, shall be marked and safeguarded at the highest classification level as the classified material maintained inside the approved containers.
| Contractor shall be familiar with and comply with all security procedures to include: ensuring all chapel facilities are properly secured, doors and windows locked, and lights turned off when leaving the building, unless pre-arranged with chapel personnel or programs that are physically in the building. |
| Shall be responsible for any keys provided and keys will not be duplicated. All keys will be returned on revocation of this contract or upon request of authorized personnel. Contractor shall immediately report any duplicated, lost, or misplaced keys upon discovery of the occurrence. Contractor will also ensure that issued keys are not used by unauthorized personnel. |
Background Checks Contractor shall submit completed personnel background check applications within 10 business days after award date to the chapel background check program manager for processing. It is mandatory that all contractors working with children under the age of 18 have a background investigation. This is in compliance with Public Law 101-64, Section 231 (Crime Control Act of 1990 and Department of Defense Instruction (DoDI) 1402.5, Criminal History Background Checks on Individuals in Child Care Service Position, 19 Jan 93). An adverse finding from this investigation at any time will result in termination of services.
Assist Background Check Program Manager with ensuring all adult volunteers working with youth below 18 years of age receive the appropriate paperwork in order to accomplish an installation records check described in DoDI 1402.5.
Period of Service/Number of Units This position will require no more than 12 Units during the contract period 1 September 2022 to 31 August 2023. A unit consists of one month.
Working Hours and Extended Period of Absence The contractor shall work a minimum of 15 hours per week. During Vacation Bible School or holiday seasons contractor may expect to work approximately 30 hours per week. These hours shall include regular office coverage three (3) days a week, three (3) hours per day. Attendance at staff/council meetings shall count towards office hours.
Leave of Absence/Sub-Contracting
9.1 In the event of a key personnel change, the Contractor shall immediately provide notification to the Contract Monitor and supervising Chaplain.
| Contractor shall provide a list of substitute contract personnel to the Contract Monitor for coordination with 48th Contracting Squadron. Names of substitutes and credentials shall be provided within 30 calendar days of being awarded contract in order to accomplish required background checks and verify educational and experience requirements are met. |
| The Contract Monitor and supervising Chaplain shall be notified at least 30 days before any scheduled leave of absence that would prevent the contractor from personally performing the services. |
| Subcontractors and substitute contract personnel shall meet the requirements as outlined in this PWS. |
Contractor shall be responsible for payment of substitute contract personnel and/or subcontractors.
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