Attachment 2 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

ROYAL AIR FORCE CROUGHTON

PROTESTANT

RELIGIOUS EDUCATION COORDINATOR (REC)

Table of Contents

SECTION 1 Title

SECTION 2 Scope of Responsibilities

SECTION 3 Education and Experience

SECTION 4 General Responsibilities

SECTION 5 Specific Responsibilities

SECTION 6 Criminal History Background Check

SECTION 7 Duty Hours

SECTION 8 Other

SECTION 9 Compliance with Public Law

SECTION 10 Government Down-time for Various Authorities Including The President, Secretary of Defense, Secretary of the Air Force or Appropriate

Commander

APPENDIX Sample Corrective Action Report (CAR)

Performance Work Statement (PWS)

Royal Air Force (RAF) Croughton Protestant Religious Education Coordinator Position

1. Title. Protestant Chapel Religious Education (RE) Coordinator for the RAF Croughton

Chapel. Protestant Chapel Religious Education Coordinator here-in called “REC” or “contractor.”

2. Scope of Responsibilities. Responsible for RE administrative functions at RAF

Croughton, working closely with the Chaplain to ensure budgets, program schedules, publicity, and other required items are developed and implemented. The RE shall provide all personnel, labor, and transportation to provide non-personal services required by this PWSREC. The REC shall serve as coordinator, teacher, facilitator, and organizer of the religious education and youth programs which are under the responsibility of the Senior Installation Chaplain.

2.1 This is a non-personal service contract to perform duties as the REC. The US

Government shall neither supervise nor control the method by which the REC performs required task herein. It shall be the responsibility of the REC to guard against any actions that are of the nature of personal services or give the perception of personal services The REC should notify the

Contracting Officer immediately if the manner in which the contract is administered gives rise to personal services. These services shall not be used to perform work of a policy/decision making or management nature (e.g. inherently governmental functions). All decisions relative to programs supported by the REC shall be the sole responsibility of the US. Government.

3. Education and Experience. REC shall:

3.1. A High School diploma and college degree in any field is required.

3.2. Possess a minimum of 6 months ministry leadership experience, preferably directing a

Protestant Religious Education or Youth program in a large Protestant Church or military chapel setting.

3.3. Be fluent in reading, writing, and speaking English in order to perform all responsibilities outlined within the PWS.

3.4. Possess and demonstrate an understanding of the basic doctrines and worship practices of the Protestant faith.

3.5. Possess at least 2 years of experience using Microsoft Office functions

3.6. Skills:

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

3.6.2 Professional: Must be able to organize efficiently and to manage diverse program elements.

3.6.3 Communication: Must be able to clearly communicate, orally and in writing, the needs and goals of the RE Program to chapel staff, volunteers, and customers.

3.6.4 Computer: Must have a working knowledge of computers in order to perform all administrative tasks.

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

4. General Responsibilities. REC shall:

4.1. The contractor shall plan and implement, with the approval of the Protestant Chaplain, the Protestant RE programs for Protestant personnel and their families at RAF Croughton.

4.2. Be responsible for maintaining the RAF Croughton Chapel RE Programs for all ages.

4.3. Ensure the program conforms to the requirements and teachings of mainline Protestant theology.

4.4. Ensure facility requests for RE programs, occurring in Chaplain Corps facilities, are filled out and submitted to the Chaplain Corps staff to be processed in a timely manner. The REC is accountable for security and cleanliness of all facilities utilized in conjunction with their programs.

4.5. Assist the Chaplain in developing the following in regards to RE Coordinator programs as appropriate: annual calendar of events, Chapel Tithes and Offerings Fund Budget, Appropriated

Fund budget, and core volunteer training requirements. The contractor shall submit to the

Chaplain a proposed annual RE calendar and budget for approval.

4.6. Coordinate and arrange effective advertisements of RE programs and events.

4.7. Coordinate all support requirements with the Chaplain.

4.8. Coordinate and ensure that all purchase requests for RE programs are properly completed and submitted in a timely manner.

4.9. Attend all requested meetings to report on RE activities, events, and budget updates.

4.10. Coordinate with the Chaplain and chapel volunteers to create effective RE programs for the Protestant faith group.

4.11. Provide recommendations for annual volunteer recognition to the Chaplain.

4.12. Utilize the chain of command to resolve conflicts starting at the lowest possible level.

4.13. The contractor is required to give the Chaplain Corps 14 days of notice of any scheduled period of absence that would prevent the contractor from performing the services. At the discretion of the Contracting Officer, an extended period of absence may require the contractor to provide a substitute to perform the services. This substitute must meet all the qualification requirements of section 3.0 of this PWS. The Chaplain Corps, through the Contracting Officer, reserves the right to refuse the services of such a substitute if he/she is deemed unqualified. The replacement must have obtained background check clearance per Section 6 of this PWS. The RE Coordinator shall not employ/sub-contract any person to perform any of work required by this PWS on RAF

Croughton without prior approval from the contracting officer or designee.

5. Specific Responsibilities. REC shall:

5.1. Develop a proposed 12-month calendar of events for all RE programs (to include Youth

Ministry, Children’s Ministry, Women’s Ministry, & Men’s Ministry) and coordinate this calendar with the Protestant Activities Coordinator to be submitted to the RAF Croughton

NCOIC of Chapel Operations and Chaplain no later than the 15th of August of each subsequent year. At a minimum, the contractor will plan, lead, and oversee:

5.1.1 Youth Group Weekly Meetings: The contractor shall conduct at least 36 weekly middle school and senior high school (6-12th grades) youth meetings per year. These meetings shall last at least one (1) hour, and shall have 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-style choices. Meeting dates/times shall coincide with days school is in session and should be outside of class hours. The same emphasis shall be applied to the small group meetings, day events, and retreats. These meetings shall be held regardless of the number of students attending.

5.1.2 Youth Small Group Meetings: The contractor shall conduct at least 36 weekly small group meetings per year. These meetings shall be with middle school and senior high students

(6-12th grades) and last least one (1) hour. These meetings shall be held regardless of the number of students attending. Meeting dates/times shall coincide with days school is in session and should be outside of class hours.

5.1.3 Youth Group Day Event: The contractor shall conduct four (4) one-day middle school and high school day event for 6-12th grades per year; to build relationships and develop resiliency.

5.1.4 Community Involvement: Conduct/support one (1) community involvement project or event per quarter of the school year. Contractor will be responsible for facilitating the events with the assistance of youth leaders and students (i.e. volunteering at blood drives, serving meals at the chapel, service project, etc.). All planning, advertising, and coordination for this project shall be at no additional cost to the Government. Expenses for events shall be funded through the RAFC Chapel Tithes and Offerings Fund (CTOF) and must be coordinated as stated above.

5.1.5 Children’s Sunday School: Conduct or oversee weekly Sunday School classes for children ages 1-4 and children ages 5-10. These classes shall have Christ-centered content and be structured so that children will meet, learn, and grow in spiritual and ethical values, character building, social issues awareness, and life-style choices.

5.1.6 Children’s Event: The contractor shall conduct four (4) half-day events for children ages

1-10 per year; that is focused on faith formation and strengthening resiliency. These events may be combined into a weeklong camp (Vacation Bible School) with the approval of the Protestant

Chaplain.

5.1.7 Support Men’s Ministry and Women’s Ministry: Recruit and train volunteers to lead the respective programs. Working with the ministry leaders and Protestant Chaplain, select or develop a curriculum to be used for faith formation throughout the year.

5.2. Coordinate and facilitate the annual retreats, or equivalent, programs with other contractors as applicable.

5.3. Plan and execute various RE programs including regular age-appropriate classes weekly from August until June of the calendar, Vacation Bible School, the RE program’s yearly kick-off which shall be performed in August of each calendar year. The contractor is also responsible for not only the children and youth re programs but also the men’s and women’s re programing needs. This includes overseeing the Religious Education requests and facilitating the needs of various independent Bible studies, PWOC, youth, and children programs as the needs arise.

5.4. In coordination with the Protestant Parish Coordinator and the RAF Croughton Protestant chaplain will also be responsible for the planning and execution of special RE events pertaining to the church calendar. These include but are not limited to Lent/Holy Week/Easter events and

Advent/Christmas events including children’s plays or other activities aimed at teaching those involved the meaning of these seasons or enhancing the celebration of said season.

5.5. Maintain a continuity file for RE program; submit after-action reports electronically to the Chaplain for all RE programs within 5 calendar days following the close of each event outside of weekly RE classes.

5.6. Ensure recruiting, training, and managing of volunteers for the RE programs.

5.7. Assume Chaplain Corps Volunteer Supervisor responsibilities in accordance with DAFI

52-101, Ch. 6.2.6.

5.8. Conduct one orientation training session for volunteers of the Chapel Protestant RE program and/or workshop at the beginning of the RE school year on 1 September (or within 15 days of the contract start date) to cover curriculum. In addition, the contractor is responsible for conducting orientation training when new members volunteer.

5.9. Periodically observe all volunteers in the classroom setting to ensure accountability, professionalism and that effective teaching skills are implemented. The Government will observe volunteers to ensure the effectiveness of the volunteers and the contractor’s surveillance.

5.10. Maintain electronic attendance records: names, dates, and rosters of all participants and volunteers for the review of the Chaplain.

5.11. In the event of a conflict between the contractor and/or the RE volunteers, all communication between the involved parties shall cease immediately and the chaplain shall be notified of the issue at the earliest possible convenience.

5.12. Ensure that background check qualified, adult supervision and leadership are present at least 30 minutes prior to scheduled start times of all RE activities and will remain present until the last participant under the age of 18 has departed.

5.13. Provide a list of volunteers to the RAF Croughton Protestant Chaplain or designated staff member 30 calendar days prior to planned start date, to ensure appropriate background checks are completed for all volunteers working with children. The contractor shall not permit volunteers to work with children unsupervised until such time as the RAF Croughton Protestant

Chaplain or designated staff member has notified the contractor that the checks are complete. If a volunteer has a pending background check, they are permitted to volunteer with children under the supervision of a Line-of-sight supervisor.

5.14. Maintain electronic attendance records: names, dates, and rosters of all participants and volunteers for the review of the Chaplain.

5.15. Record attendance at all RE programs and events and report numbers to the Chaplain within 7 days of an event’s conclusion.

5.16. Provide monthly statistical reports concerning the numbers of participants at each RE class as well as keeping a running tally of volunteer and volunteer hours. These reports should be submitted to the Protestant Chaplain to use in the compilation of monthly statistics on the last day of a calendar month or on the last day of the month that an RE class is being held.

5.17. Provide and maintain an adequate level of supplies and equipment. Maintain an inventory of consumable materials, RE resources, and equipment. A report shall be submitted to the Chaplain or designee by 15 July of each year.

5.18. Maintain current Protestant RE curriculum, literature and handouts, and also recommend the purchase of all RE Program supplies in support of Protestant RE programs to be purchased by the Government.

5.19. Ensure compliance with rules/laws in regard to use of any copyrighted materials.

5.20. Ensure execution and electronic tracking of the approved budget.

5.21. Be accountable for security and cleanliness of all facilities utilized in conjunction with their programs. The REC is responsible for opening, restoring to its neutral setting, cleaning, and securing any chapel facilities used for RE programs and events.

5.22. Ensure all applicable facilities (e.g. chapel, classrooms, and local elementary schools) are opened, equipped, and ready for use prior to the start of RE programs for all RE programs.

5.23. Attend as needed or required by the Protestant Chaplain all staff or Parish meetings or brainstorming gatherings.

5.24. Maintain a professional attitude and environment to include hygiene and appearance.

5.25. The Contractor shall be prepared to work with chapel staff personnel and program volunteers of all religious backgrounds and faith beliefs. The Contractor shall maintain professionalism, discipline and respect when dealing with religious/spiritual beliefs outside their own personal views.

5.26. The RE Coordinator may be required to attend and/or participate in Chaplain Corps conferences or training. Travel for such events, if required, will be funded by APF, contingent upon availability of funds and approval by the Wing Chaplain.

6. Criminal History Background Check.

6.1. The contractor shall submit a completed background check application (as required by

DoDI 1402.05 Criminal History Background Checks on Individuals in Child Care Services) to the Chaplain Corps background check program manager within 20 days of contract award. It is mandatory that all contractors working with children under the age of eighteen (18) undergo a background check investigation in compliance with DoDI 1402.05 and AFI 52-101, Planning and Organizing. Until a favorable background check investigation has been completed, the REC shall remain under Line of Sight Supervision of a cleared Chapel Staff member.

6.2. Disqualifying information on the background check can be grounds for termination of the contract. In accordance with AFI 52-101, the Senior Installation Chaplain has final approval authority for personnel (including contractors) working or participating in military-sanctioned chapel programs.

6.3. Provisional background check guidance: While the contractor is waiting for background check determination and has started performing duties, he/she will remain under line of sight supervision (LOSS) at all times while around children under the age of 18 years when parents or guardians are not present.

6.4. The Government shall reserve the right to terminate the contract if the required background check is not completed within 60 days of contract award or if the background check reveals disqualifying information as determined by the Senior Installation Chaplain.

6.5. The contractor has the right to obtain a copy of any background check results pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

6.6. The contractor must ensure that all volunteers working with youth below 18 years of age have a favorably adjudicated background check as described in DoDI 1402.05, Criminal History

Background Checks on Individuals in Child Care Services. The REC shall ensure that all specified volunteers and individuals pending favorable adjudication remain under Line of Sight

Supervision when children are present. Line of Sight Supervision is also required for all non-specified volunteers as described in AFI 52-102.

6.7. Non-US personnel in overseas locations (excluding Hawaii, Alaska, and other US occupied territories where US laws/codes applies) must adhere to host nation’s background check guidance, determination, and must be consistent with or equivalent to a DoD Tier 1 investigation, to the greatest extent possible.

6.8. Non-US residents within US and territories must follow DoDI background check instructions and guidance.

7. Duty Hours. REC shall be required to be present for the following:

7.1. Normal office hours will be set between 0900 and 1500 during the work week (Monday through Friday).

7.1.1. Approximately 100-125 hours per month performing the duties specified within this

PWS.

7.1.2. It is expected that the performance of duties in the PWS will require at least 25 hours of work per week to accomplish. Of these 25 hours anticipated for completion of objectives, 10 office hours will be physically performed at the chapel each week during normal chapel office hours (Monday - Friday, 0900 - 1500). Upon written approval of the Wing Chaplain or his/her designee, the contractor may be approved to fulfill office hours by teleworking. Hours may be reduced when RE classes are not in session or when RE events (e.g. VBS or equivalent program) are taking place (see Section 7.3.).

7.1.3. Certain seasons of the year may require more hours. These seasons include Christmas and

Easter.

7.1.4. Absences due to illness or family emergency will be dealt with on a case by case basis.

7.1.5. Changes to work location or work hours must receive prior approval no later than 14 days in advance from the contracting officer or designee prior to advertisement of absence or implementation unless it is an illness or family emergency (see Section 7.1.4.). All email correspondence regarding changes shall be sent via email to the contracting officer or designee

(courtesy copied) to the Deputy Wing Chaplain for coordination.

8. Other.

8.1. Taxes. The REC will be responsible for filing any applicable social security, federal, state or host nation taxes. The REC will also obtain any applicable business licenses and registrations and otherwise compliance with host nation law.

8.2. Government Furnished Property. The Government will provide office space with a desk, chair, computer, printer, filing cabinets, phone, and office supplies necessary to perform services described in this PWS.

8.3. Hours of Operation. Normal RAF Croughton Chapel workdays are Monday through

Friday except US Federal Holidays and family days (per USAFE Family Day Program

Calendar). Hours of operation for Chapel staff are from 0730 to 1630 Monday through Friday.

Regular meetings will not be held during the below US official holidays. Federal holidays are as follows: New Year’s Day (1 January), Birthday of Martin Luther King, Jr. (3rd Monday of

January), Washington’s Birthday (3rd Monday of February), Memorial Day (last Monday of

May), Juneteenth (19 June), Independence Day (4 July), Labor Day (1st Monday of September), Columbus Day (2nd Monday of October), Veterans Day (11 November), Thanksgiving Day (4th

Thursday of November), and Christmas Day (25 December).

8.4. Inspections/Qualify Control. The contracting officer or his/her designee will monitor and inspect the RE Coordinator’s performance to ensure that the programs and services are operating in accordance with this PWS. The Contracting Officer and chapel staff may inspect files and records at any time.

8.5. The RE Coordinator will be notified in writing of any and all non-compliance, and will be given an opportunity to correct, if possible, nonconforming work. The contractor will be given an opportunity to respond in writing to any notice of noncompliance within 10 calendar days of notice.

8.7. The contractor shall ensure all issued keys/combinations are not used by unauthorized persons and all keys are returned upon contract termination. The REC shall not duplicate any keys issued by the government. The REC shall immediately report to the Chaplain any occurrences of lost keys. In the event keys are lost, the REC may be responsible for costs incurred in re-keying or replacing affected locks and keys.

8.8. Funds. All non-appropriated monies used to implement and/or execute events and activities not directly and specifically funded in the appropriated fund contract, i.e. contributions, donations, fund-raisers, participant tuition, designated offerings, gifts, scholarships, etc., will be processed by and maintained by the RAF Croughton Chapel Tithes and Offering Fund (CTOF).

The REC, being part of the chapel program, is allowed to organize a fundraiser, if approved by the Senior Installation Chaplain and the Installation Commander (or delegate), prior to conducting a fundraiser. All funds collected must support a Chaplain Corps program and must be deposited into the installation’s CTOF in accordance with DAFI 52-105, and any locally developed operating instructions. The REC will maintain an accounting of all funds received and spent, including receipts, and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract.

9. Compliance with Public Law

9.1. In accordance with Public Law 105-270, Section 5(2)(A). the contractor will not perform inherently governmental functions. Section 5(2)(A) of this Public law defines the term

"inherently governmental function" as "a function that is so intimately related to the public interest as to require performance by Federal Government employees." Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counterintelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include (i) gathering information for or providing advice, opinions, recommendations, or ideas to Federal Government officials or (ii) any function that is primarily ministerial and internal in nature."

9.2. Confidentiality: The provisions of Privacy Act of 1974, Public Law 93-57 dated

December 31, l974 (5 USC 552a) apply. Services rendered and all materials including records, files, documents, and work papers provided to the REC by the Government and data results, conclusions and recommendations obtained thereof shall be considered Government property.

The information shall not be disclosed, copied, modified, used (except in the completion of this contract) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the Government’s expressed consent.

10. Government Down-time for Various Authorities Including The President, Secretary of Defense, Secretary of the Air Force or Appropriate Commander

10.1. Base Closures. The Center or Base Commander may elect to close all or part of the base for any reasons such as time-off award, base open house, emergency, etc.

10.2. Contractor shall be officially dismissed upon notification of a base closure in accordance with paragraph b. Contractor shall promptly secure all government furnished property appropriately and evacuate in an expedient but safe manner.

10.3. In the event of a base closure, the Contractor and Contracting Officer shall jointly choose a course of action for the following options:

10.3.1. If there is a need for the service during the base closure and there is sufficient government supervision, the contractor may continue on-site work. The Contractor shall bill the Government in accordance with the contract.

10.3.2. If there is no need for the service during the scheduled base closure, the contractor shall not work on-site. The Government, at its discretion, may extend the contract by a period equal to the amount of time of the closure, subject to the availability of funds. The

Government will not be liable for any time not worked.

10.4. Base Closure Notification Procedures

10.4.1. After an official decision to close a base has been made by the Base Commander, local television and radio stations will be notified of the closure.

10.4.2. The contractor is directed to listen or watch one of the local radio or television stations for notification of a base closure. Contractor should follow instructions intended for non-essential personnel.

10.4.3. The contractor may not receive any other form of notification of a base closure from the Government. The contractor is responsible for notification of his employees.

10.4.4. If the decision to close all or part of the base is made during the duty day, and the

Base Commander's decision is transmitted through official notification channels, the contractor shall follow the instructions as given.

APPENDIX: SAMPLE CORRECTIVE ACTION REPORT (CAR)

WING LETTERHEAD

DD Month YYYY

MEMORANDUM FOR [PROTESTANT RE COORDINATOR NAME]

SUBJECT: Notification of [NON-COMPLIANCE AND/OR REJECTION OF

DELIVERABLE(S)]

1. This is to notify you in accordance with your Performance Work Statement (PWS) that the following [ITEM(S) WERE NOT IN COMPLIANCE AND/OR DELIVERABLE(S) HAVE

BEEN REJECTED].

PWS Ref # Requirement Date/Specified Reason(s) for Non-Compliance

2. You have 10 calendar days to correct, if possible, all non-conforming work listed above and respond to this notice in writing.

3. Please refer any questions to me at [xxxx@us.af.mil / DSN: 000-0000].

[FIRST MI. LAST, RANK, USAF]

Contracting Officer mailto:xxxx@us.af.mil