Attachment 2 - Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT

FOR

CHAPEL SUPPORT SERVICES

at

RAF Alconbury and RAF Croughton

United Kingdom

9 February 2023

TABLE OF CONTENTS

1.0 DESCRIPTION OF SERVICES

1.2 RAF ALCONBURY PROTESTANT RELIGIOUS EDUCATION COORDINATOR 5

1.3 RAF ALCONBURY CATHOLIC RELIGIOUS EDUCATION COORDINATOR 8

1.4 RAF ALCONBURY PROTESTANT MUSIC DIRECTOR 13

1.5 RAF ALCONBURY CATHOLIC MUSIC DIRECTOR

1.6 RAF ALCONBURY YOUTH COORDINATOR 16

1.7 RAF CROUGHTON PROTESTANT RELIGIOUS EDUCATION COORDINATOR 20

1.8 RAF CROUGHTON PROTESTANT MUSIC DIRECTOR 25

2.0 QUALITY ASSURANCE 27

3.0 GOVERNMENT PROVIDED FACILITIES, EQUIPMENT, AND SERVICES 28

4.0 GENERAL INFORMATION 29

5.0 PUBLICATIONS 30

6.0 SAFETY 30

7.0 SECURITY 32

8.0 KEY CONTROL 33

9.0 COMPUTER SECURITY 34

10.0 CONTRACTOR PERSONNEL 35

APPENDIX 1 – REGULATIONS, DIRECTIVES, AND INSTRUCTIONS 38

APPENDIX 2 – SPECIAL EVENTS WORKLOAD ESTIMATE 39

1.0. DESCRIPTION OF SERVICES

1.1. General. This is a non-personal services contract. The Contractor is responsible for the administrative support, logistical support, and overall management required for all Chapel

Support Services contracted positions at two separate locations (RAF Alconbury and RAF

Croughton): The positions for RAF Alconbury are; Protestant Religious Education Coordinator, Catholic Religious Education Coordinator, Protestant Music Director, Catholic Music Director, and Protestant Youth Coordinator. The positions for RAF Croughton are; Protestant RE

Coordinator and the Protestant Music Director. No individual can perform the services for more than one position in the contract.

1.1.2 Scope of Responsibilities. The Contractor shall provide all management, personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform Chapel Ministries Support as defined in this Performance Work Statement

(PWS). This includes the administrative support, logistical support, and overall management required for all Chapel Support Services contracted positions for both locations (RAF Alconbury and RAF Croughton): The positions for RAF Alconbury are; Protestant Religious Education

Coordinator, Catholic Religious Education Coordinator, Protestant Music Director, Catholic

Music Director, and Protestant Youth Coordinator. The positions for RAF Croughton are;

Protestant RE Coordinator and the Protestant Music Director.

1.1.3 Minimum Program Requirements, Tasks and Responsibilities. The Contractor shall:

1.1.3.3. Accomplish the terms of the contract in compliance with the mission requirements and standards set forth and defined by the Department of the Air Force and the Air Force

Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for immediate termination of the current individual hired into the position, without additional costs to the

Government.

1.1.3.4. Be the point of contact between the Contractor employees and the RAF Alconbury and

RAF Croughton Chapel’s Authorized Government Representative (AGR).

1.1.3.5. Conduct initial training for all new contract personnel, ensuring that all contract personnel are abiding by protocols set forth by the Government and Chapel guidelines.

1.1.3.5.1. Privileged communication training, taught by the Superintendent, Religious Affairs or designee, shall be required within 20 days upon hiring (includes new hire replacements and subcontractor personnel) for each contracted position.

1.1.3.6. Working in conjunction with the Chapel staff, the Contractor shall be accountable for ensuring that all resources required for each position are available for their Contractors.

1.1.3.7. Coordinate with the Wing Chaplain or designated representative to approve resumes and applicants. For musician applicants, contractor shall coordinate with the Wing Chaplain or designated representative for an audition with the applicant to demonstrate and validate technical abilities.

1.1.3.8. Contractor shall inform the Contracting Officer (CO) or Contracting Officer’s

Representative (COR) of any changes to any employees before any unit of services shall be performed.

1.1.3.9. The Contractor shall provide the CO and COR with work number and cell phone number in case of emergency. A musician not able to play at worship can constitute an emergency.

Contractor shall have a plan to address such issues.

1.1.3.10. The Contractor shall provide a suitable subcontractor/employee substitute of equal or greater qualifications, experience and skills when unable to perform duties. This official request for subcontractor/employee substitute is to be coordinated with the Service Chaplain and COR.

The Contractor shall provide subcontractor/employee request in writing, signed, and sent to the

COR no later than 2 weeks prior to any vacancy or absence.

1.1.3.11. The Contractor shall ensure each position is accomplished within the terms of the contract and in compliance with the mission requirements and standards set forth and defined by the

Department of the Air Force and the Air Force Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for immediate termination of the current individual hired into the position, without additional costs to the Government.

1.1.3.12. The Contractor shall be available, as needed, in person or via telephone Monday through

Sunday, 0730 until 1800. This may include federal holidays when religious services are required per the PWS.

1.1.3.13. The contractor shall ensure accurate submission of invoices and supporting documentation by no later than 10 days after the end of each monthly performance period.

1.2.0. RAF Alconbury PROTESTANT RELIGIOUS EDUCATION COORDINATOR

1.2.1. Description of Responsibilities. Responsible for RE administrative functions at the

RAF Alconbury Chapel, and makes recommendations to the Chaplain with regard to the development and implementation of budgets, program schedules, publicity, and other required items. The RE Coordinator shall serve as the primary coordinator, teacher, facilitator, and organizer of the religious education program which is under the responsibility of the Wing

Chaplain.

1.2.2. Education and Experience

1.2.2.1. A High School diploma is required. College degree, or at least 6 months’ work experience in the area of Christian ministry is preferred, but not required.

1.2.2.2. Familiarity and experience in ministry in a military setting is preferred but not required.

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

1.2.2.4. Possess and demonstrate an understanding of the basic doctrines and worship practices of the Protestant faith, with a contemporary emphasis preferred, but not required.

1.2.2.5. Skills

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

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

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

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

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

1.2.2.6. General Responsibilities

1.2.2.6.1. The contractor shall plan and implement with the approval of the Protestant

Chaplain, Protestant RE programs for Protestant personnel and their families at RAF

Alconbury/Molesworth.

1.2.2.6.2. 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.

1.2.2.6.3. Ensure facility requests for RE programs, occurring in Chaplain Corps facilities and in other base facilities, are filled out and submitted to the Chaplain Corps staff to be processed in a timely manner.

1.2.2.6.4. Propose effective advertisements of RE programs and events and implement the advertisements upon approval by the Government.

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

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

1.2.2.6.7. Coordinate with the Chaplain and chapel volunteers to create effective RE programs for the Protestants.

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

1.2.2.6.9. 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 3.1 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.

1.2.2.7. Specific Responsibilities

1.2.2.7.1. Recruit, train, and manage volunteers for their Protestant RE programs. The contractor is responsible for coordinating volunteers in support of the Protestant RE program.

Volunteers will be required as qualified teachers, substitutes, and assistants. When volunteers are not available to meet the religious education needs of the community it will still be the responsibility of the contractor to ensure that these events are continuing to occur. This can be accomplished through subcontracting, or the contractor themselves performing the service.

1.2.2.7.2. Be accountable for security and cleanliness of all facilities utilized in conjunction with their programs. The RE coordinator is responsible for opening, restoring to its neutral setting, keeping the area used clean, and securing any chapel facilities used for RE programs and events.

1.2.2.7.3. 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.

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

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

1.2.2.7.6. Ensure all applicable facilities (i.e. Youth Center, classrooms, and local elementary schools) are opened, equipped, and ready for use prior to the start of RE programs for all

Protestant RE programs.

1.2.2.7.7. The Government will provide and maintain supplies and inventory of consumable materials, but it is the responsibility of the contractor to notify the chaplain corps when supplies are running low to ensure inventory is maintained.

1.2.2.7.8. 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

1.2.2.7.9. Children’s Weekly Meetings: The contractor shall conduct at least 36 weekly elementary school (K5-5th grades) children’s meetings per year. These meetings shall last at least one (1) hour, and 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. 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. Any materials, programs, curriculum and events (e.g. VBS, Awana, Orange, etc), used for midweek Children’s education must be coordinated and approved by the Wing Chaplain.

1.2.2.7.10. In coordination with the Protestant Parish Coordinator and the RAF

Alconbury/Molesworth 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.

1.2.2.7.11. 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.

1.2.2.7.12. 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.

1.2.2.7.13. 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 Parish Coordinator 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.

1.2.2.7.14. Maintain a continuity file for the RE program and submitting requested after-action reports electronically to the Chaplain for all Protestant RE programs within 5 calendar days following the close of each event outside of weekly RE classes.

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

1.2.2.7.16. Develop a proposed 12-month calendar of events for all RE programs and coordinate this calendar with the Protestant Activities Coordinator to be submitted to the RAF

Alconbury/Molesworth NCOIC of Chapel Operations no later than the 15th of August of each subsequent year.

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

1.2.2.7.18. Provide a list of volunteers to the RAF Alconbury/Molesworth 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 until such time as the RAF

Alconbury/Molesworth Protestant Chaplain or designated staff member has notified the contractor that the checks are complete.

1.2.2.7.19. 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.

1.2.2.7.20. 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.

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

1.2.2.7.22. In the event of a conflict between the contractor and/or the Protestant 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.

1.2.2.7.23. Assume Chaplain Corps Volunteer Supervisor responsibilities in accordance with

AFI 52-101, para 6.2.6.

1.2.2.8. Duty Hours. RE Coordinator shall be required to be present for the following:

1.2.2.8.1. Anticipated 60-75 hours per month performing the duties specified within this PWS.

1.2.2.8.2. It is expected that the performance of duties in the PWS will require at least 15 hours of work per week to accomplish. Of these 15 hours anticipated for completion of objectives, five 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 7.1.2.).

1.2.2.8.3. 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. All email correspondence regarding changes shall be sent via email to the contracting officer or designee (courtesy copied) to the

Chaplain for coordination.

1.3.0. RAF Alconbury CATHOLIC RELIGIOUS EDUCATION COORDINATOR

1.3.1. Description of Responsibilities. The contractor shall coordinate with and support the

Catholic Chaplain in the implementation of a comprehensive Catholic RE program for children, teens, and adults with special emphasis on Sacraments and Sacramental Preparation (i.e. First

Communion, Confirmation, and The Order of Christian Initiation for Adults (OCIA). The contractor is responsible for implementing a program conducive to increasing the understanding of God’s love under the curriculum and guidelines set forth by the Archdiocese of the Military

Services, USA in harmony with Catechism of the Catholic Church, the living Tradition of the

Catholic Church, and under the guidance of the Catholic Chaplain. These can be obtained at www.milarch.org.

1.3.1.2. The contractor shall assist the Catholic Chaplain in the administration and coordination of tasks associated with the Catholic RE program including calendar development, implementing the overall RE program, recruiting, and training RE volunteers.

1.3.1.3. The contractor shall ensure that adult supervision and leadership are present at least 30 minutes before the scheduled start time of activities involving participants under the age of 18 and remain present until the last participant under the age of 18 has departed the location.

1.3.1.4. The contractor is responsible for assisting the Catholic Chaplain in planning and execution of various RE programs including regular age-appropriate classes weekly from August until June of the calendar, sacramental classes, Vacation Bible School, and the RE program's yearly kick-off which shall be performed in August of each calendar year.

1.3.1.5. Every month, the contractor shall discuss and review the status of the Catholic RE program with the Catholic Chaplain and provide feedback.

1.3.1.6. The contractor shall conduct one orientation training session for volunteers of the Chapel

Catholic RE program and/or workshop at the beginning of the RE school year. Also, the contractor is responsible for conducting orientation training when new members volunteer.

1.3.1.7. The contractor shall maintain updates to the Catholic RE curriculum, literature, and handouts. The contractor shall identify and recommend to the government needed supplies in support of the RE program.

1.3.1.8. The contractor shall provide monthly statistical reports, and report sacramental records for Baptism, Confirmation, Eucharist, and Reconciliation, and any other RE related certifications to the Archdiocese for Military Services USA as necessary.

1.3.1.9. The contractor is responsible for developing a proposed 12-month calendar of events for all RE programs and coordinate this calendar with the Catholic Parish Activities Coordinator to be submitted to the Catholic Chaplain by 15 August of each year.

1.3.1.10. The contractor is responsible for coordinating volunteers in support of the Catholic RE program. Volunteers will be required as qualified teachers, substitutes, and assistants. The http://www.milarch.org/ contractor shall assume Chaplain Corp volunteer supervisor responsibilities per AFI 52-101, Ch.

6.2.6.

1.3.1.11. The contractor shall provide a list of volunteers to the RAF Alconbury Catholic chaplain or designated staff member 30 calendar days before the planned start date, to ensure appropriate background checks are completed. All volunteers working with children require checks as required by the AF Chaplain Corps and US Government, initiated and managed by the

RAF Alconbury Chapel personnel.

1.3.1.12. The contractor is responsible for periodically observing all volunteers in the classroom setting to ensure accountability, professionalism, and that effective teaching skills are implemented.

1.3.1.13. The contractor is responsible for registering students and Sacramental candidates and maintaining an accurate and accessible database of all students in the Catholic RE program.

1.3.1.14. The Contractor shall be prepared to work with chapel staff personnel and program volunteers of all religious backgrounds and faith beliefs.

1.3.1.15. The Contractor shall maintain professionalism, discipline, and respect when dealing with religious/spiritual beliefs outside their personal views.

1.3.1.16. The contractor shall not engage in any heated argument with any volunteer or chapel staff. The contractor shall notify the chaplain of such occurrence immediately.

1.3.2. Qualifications. Contractor personnel performing under this contract shall have at a minimum the following qualifications:

1.3.2.1. Denomination. Contractor personnel shall be practicing Catholic(s) in good standing with the Catholic Church as outlined in the Catechism of the Catholic Church numbers 2041-

2043 (The Six Precepts of the Church). Contractor personnel shall be an active member of a

Catholic Parish and are listed on the respective Catholic Parish Registration.

1.3.2.2. A High School diploma or equivalent is required.

1.3.2.3. Possesses an updated or working towards obtaining certification as a catechist in the

Archdiocese for the Military Services, U.S.A. While actively enrolled and pursuing the certification as a catechist in the Archdiocese for the Military Services, the U.S.A. the applicant will be allowed to teach under the direction and supervision of the assigned Chaplain priest. The applicant has 10 months to obtain certification. Information for the online course and fees are available at www.milarch.org.

1.3.2.4. The contractor shall not employ any person who is an employee of the United States

Government if the employment of that person would create a conflict of interest. All subcontractors employed by the contractor must be approved by the Alconbury Chapel before performing any official duties.

http://www.milarch.org/

1.3.2.5. The contractor must have a functional working knowledge of Microsoft Word, Publisher, Excel, and basic financial record keeping skills.

1.3.3. Funds Management. Unless specifically stated below, all services required by this

Performance-based Work Statement shall be provided for in the contract price. All non-appropriated monies used to implement and/or execute events and activities not directly and specifically funded for 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 501 CSW RAF Alconbury Chapel Tithes and Offerings Fund. Requests for fund-raising activities, as well as any expenses, shall be processed per all applicable policies, directives, and instructions affecting Chapel Fund operations and AFIs. The contractor shall provide an accounting of all funds received and spent, including receipts, to the Wing Chaplain and/or the designated chaplain on staff, within 10 days of receipt or expenditure.

1.3.4. Hours of Operation

1.3.4.1. The contractor shall perform duties and responsibilities at the RAF Alconbury Chapel, at scheduled program events, and during Sunday worship services. The contractor must hold office hours at the chapel, during regular duty hours (0800-1700), at least 20 hours per week.

1.3.4.2. 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 2.2.1 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.

1.3.5. General

1.3.5.1. Contractor employees shall present a neat and professional appearance.

1.3.5.2. If determined appropriate by the Commander, Contractor personnel may be invited to participate in organizational events (i.e., organization days, grand openings, etc.) at their place of duty in a paid status. Participation is subject to contractor approval. Contract personnel is not entitled to participate in morale and welfare activities and be paid by the government. The contractor can allow their employees to participate at company expense and have the contract amount reduced.

1.3.5.3. The CO and chapel staff may observe the contractor at any time to assure that the programs and services are provided per this PWS. The CO and chapel staff may inspect files and records at any time.

1.4.0. RAFA PROTESTANT MUSIC DIRECTOR

1.4.1. Description of Responsibilities. Provides music activities for the RAF Alconbury

Community. The Music Director shall provide labor and management to support the responsibilities outlined within this PWS. The contract includes, but is not limited to playing or singing, training, scheduling, and processing music for liturgies within the Protestant Service.

1.4.1.1. Directorship shall be required for rehearsals, services, and special services.

1.4.1.2. Special services include but are not limited to: Memorial services, Funeral services, combined services, faith specific holidays, and occasional support for special events.

1.4.2. Education and Experience. Music Director shall:

1.4.2.1. Have 2 or more years of past experience serving on or leading church worship and teams in a chapel/church setting.

1.4.2.2. Be able to sing and vocally lead congregation in worship to include leading volunteer members of the worship team.

1.4.2.3. Be able to play either the guitar, piano or utilize backing tracks in the performance of a music service.

1.4.2.4. Be able to plan, organize and lead a contemporary Protestant style praise team.

1.4.2.5. Have a working knowledge of chord charts, lead sheets and sheet music. Be able to provide the correct music in the correct key to members of the worship team.

1.4.2.6. Sing music in keeping with a Protestant, contemporary style, music service.

1.4.2.7. Possess the ability to develop and maintain a healthy and positive relationship with volunteers.

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

1.4.3. General Responsibilities: Music Director shall:

1.4.3.1. Provide musical directorship for the Protestant Service at the RAF Alconbury Chapel.

1.4.3.2. Provide musical directorship for a minimum of 2 rehearsals and 1 worship service each week.

1.4.3.3. Lead the praise team and congregation in worship and vocally lead them as required by the Chaplain.

1.4.3.4. Coordinate all support requirements with the Chaplain or their designated representative.

1.4.3.4. Assist the Chaplain or their designated representative in developing the following in regards to Music Director Programs as appropriate: annual calendar of events, Chapel Tithes and

Offerings fund budget, Appropriated Fund budget, and core volunteer training requirements.

1.4.3.5. Return any and all government-owned music sheets and equipment obtained in the performance of the required duties following the last service provided under the contract.

1.4.3.6. Not engage in the unauthorized duplication of copyrighted materials by photocopying or any other means that would expose the government to liability for penalties under existing or future copyright laws.

1.4.3.7. Provide a replacement as necessary to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the Music

Director. This shall be coordinated with and approved by the contracting officer or their designee at least 14 days prior to the start of performance by the approved replacement. Approval of a replacement will be handled on a case-by-case basis.

1.4.4. Specific Responsibilities. Music Director shall:

1.4.4.1. Arrive at least 60 minutes prior to the beginning of worship services and special services, and 30 minutes prior to the beginning of each rehearsal.

1.4.4.2. [AS APPROPRIATE] Consult with the Contracting Officer or designee to develop an annual calendar of events. This information is submitted as required by local Chaplain Corps operating procedures.

1.4.4.3. Submit purchase/repair requests as needed for support of the music program to the contracting officer or their designated representative.

1.4.4.4. Recruit and coordinate volunteers within the music program.

1.4.4.5. Be accountable for opening, restoring to its neutral setting, cleaning, and securing any facilities used for music events, rehearsals, worship services, or special services.

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

1.4.4.7. Sing music from a religious music, ecclesiastical, or suitable type publication resource consistent with the nature of the Contemporary Protestant Service.

1.4.4.8. Provide arranged, improved, and scored music as appropriate for compatibility with the type of worship service or other functions of the Chaplain’s program at which it was rendered. Be able to learn CCLI SongSelect Lyric service to download and print chord charts and lead sheets for worship team members.

1.4.4.9. Provide Audio/Visual (A/V) lyrics (e.g. PowerPoint slides, Worship Tools/Extreme) for all services as required.

1.4.4.10. Attend meetings related to the music program as identified by the contracting officer or their designee.

1.4.5. Duty Hours. Music Director shall be required to be present for the following:

1.4.5.1. Music Director shall be required to be present for all rehearsals, services, and special events. Requirements will vary per season/month and will be established by the Chaplain. The estimated number of events over the course of 12 months is 156, to include a minimum of 2 rehearsals and 1 service per week, not including special services such as Christmas Eve, Easter, Thanksgiving, etc.

1.4.5.2. Rehearsals shall be held at an appropriate time to allow for maximum participation of the chapel community and shall be an appropriate length to ensure adequate preparation for performances at weekly services or special services (no less than 1 hour(s) and no more than 2 hours in length).

1.4.5.3. Pre-performance rehearsals shall be held 60 minutes prior to the beginning of worship services and special services.

1.4.6. Other.

1.4.6.1. Liturgies. All liturgies within the parish are at the discretion of the Chaplain.

1.4.6.2. The contractor 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.

1.5.0. RAFA CATHLIC MUSIC DIRECTOR

1.5.1. Description of Responsibilities. Provides music activities for the RAF Alconbury

Community. The Music Director shall provide labor and management to support the responsibilities outlined within this PWS. The contract includes, but is not limited to playing, training, scheduling, and processing music for liturgies within the Catholic Service.

1.5.1.1. Directorship shall be required for rehearsals, services, and special services.

1.5.1.2. Special services include but are not limited to: Memorial services, Funeral services, combined services, faith specific holidays, and occasional support for special events.

1.5.2. Education and Experience. The Music Director shall:

1.5.2.1. Have 2 or more years of past experience serving or leading Catholic worship and teams in a chapel/church setting.

1.5.2.2. Be able to sing and vocally lead congregation in Catholic worship.

1.5.2.3. Be able to plan organize and lead music team in accordance with the Catholic tradition.

1.5.2.4. Be able to sight read, arrange, improve, play, and score music.

1.5.2.5. Possess the ability to develop and maintain a healthy and positive relationship with volunteers.

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

1.5.2.7. Be familiar and comfortable with the Catholic moral teachings and beliefs.

1.5.3. General Responsibilities. The Music Director shall:

1.5.3.1. Provide musical directorship for the Catholic Service at the RAF Alconbury Chapel.

1.5.3.2. Provide musical directorship for a minimum of 2 rehearsals and 1 worship service each week.

1.5.3.3. Follow the direction of the Chaplain and direct Catholic Service Music Accompanist for musical selection.

1.5.3.4. Lead the Catholic music team and congregation in worship and vocally lead them as required by the Chaplain.

1.5.3.5. Coordinate all support requirements with the Chaplain or their designated representative.

1.5.3.6. Assist the Chaplain or their designated representative in developing the following in regards to Music Director Programs as appropriate: annual calendar of events, Chapel Tithes and

Offerings fund budget, Appropriated Fund budget, and core volunteer training requirements.

1.5.3.7. Return any and all government-owned music scores and equipment obtained in the performance of the required duties following the last service provided under the contract.

1.5.3.8. Not engage in the unauthorized duplication of copyrighted materials by photocopying or any other means that would expose the government to liability for penalties under existing or future copyright laws.

1.5.3.9. Provide a replacement as necessary to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the Music

Director. This shall be coordinated with and approved by the contracting officer or their designee at least 14 days prior to the start of performance by the approved replacement. Approval of a replacement will be handled on a case by case basis.

1.5.4. Specific Responsibilities. The Music Director shall:

1.5.4.1. Arrive at least 45 minutes prior to the beginning of worship services and special services, and 15 minutes prior to the beginning of each rehearsal.

1.5.4.2. Submit purchase/repair requests as needed for support of the music program to the contracting officer or their designated representative.

1.5.4.3. Recruit and coordinate volunteers within the music program.

1.5.4.4. Be accountable for opening, restoring to its neutral setting, cleaning, and securing any facilities used for music events, rehearsals, worship services, or special services.

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

1.5.4.6. Sing music from a religious music, ecclesiastical, or suitable type publication resource consistent with the nature of the Catholic Service.

1.5.4.7. Provide arranged, improved, and scored music as appropriate for compatibility with the type of worship service or other functions of the Chaplain’s program at which it was rendered.

1.5.4.8. Provide Audio/Visual (A/V) lyrics (e.g. PowerPoint slides) for all services as required.

1.5.4.9. Attend meetings related to the music program as identified by the contracting officer or their designee.

1.5.5. Duty Hours. The Music Director shall be required to be present for the following:

1.5.5.1. Provide musical support as described in sections 1.5.3 and 1.5.4. not exceeding 52 weekly rehearsals (52 Units), 52 Sunday worship services (52 Units), 15 Holy Day rehearsals (15

Units) and 15 Holy Day services (15 Units) for all 52 weeks of contractual year. This is a total of

128 Units. The Holy Days will include but are not limited to: Christmas Eve, Christmas Day, New Year’s Eve, New Year’s Day, Ash Wednesday, Holy Week, Easter, Ascension, Pentecost, Assumption, All Souls, All Saints, Immaculate Conception, and Bishop’s pastoral visits.

1.5.5.2. For any anticipated absences, the contractor shall provide a replacement accompanist as necessary to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the Music Accompanist. This shall be coordinated with the Chaplain and approved the contracting officer’s representative (COR) at least 14 days prior to the start of performance by the approved replacement. Absences due to illness or family emergency will be dealt with on a case-by-case basis. The contractor shall not employ/sub-contract any person to perform any of work required by this PWS on RAF Alconbury without prior approval. Replacements must be supervised via Line of Sight requirements, unless they have a previously completed background check.

1.5.5.3. Rehearsals shall be held at an appropriate time to allow for maximum participation of the chapel community and shall be an appropriate length to ensure adequate preparation for performances at weekly services or special services (no less than 1 hour(s) and no more than 2 hours in length).

1.5.5.4. Pre-performance rehearsals shall be held 30 minutes prior to the beginning of worship services and special services.

1.6.0. RAFA YOUTH COORDINATOR

1.6.1. Description of Responsibilities. The services rendered under this PWS shall consist of the development and implementation of Religious Youth Ministries for the Middle School (6-8th grades) and High School (9-12th grades) youth for the RAFA community. This is to support the

Religious Ministries conducted by the RAFA Chapel. The contractor shall provide all non-personal services and materials, except as otherwise provided for in this contract. The contractor shall provide for the Middle School (6-8th grades) and High School (9-12th grades) ministry and direction, adult leader development and training, parent communication and coordination, planning meetings, reports, events, retreats, camps and outreach programs in support of the

RAFA community.

1.6.2. Qualifications.

1.6.2.1. The contractor must have a minimum of three years of experience working directly with youth in established youth organizations, with a preference in church-based ministry. A degree, certification, or training in theological studies is preferred, but not required.

1.6.2.2. The contractor must adhere to the basic core tenants of the Christian faith and be able to support and foster Protestant and Catholic faith traditions.

1.6.2.3. The Contractor must be able to effectively communicate in the English language.

1.6.2.4. The Contractor must have a functional working knowledge of Microsoft Word, Publisher, Excel, and basic financial record keeping skills.

1.6.2.5. The Contractor must not be a current employee of the United States Government due to potential conflict of interest.

1.6.3. Duties and Responsibilities.

1.6.3.1. Program development: The contractor shall develop a program designed to meet the community needs based on the PWS requirements to ensure an effective youth ministry program.

This program must address the following areas:

1.6.3.1.1. An annual calendar of events.

1.6.3.1.2. An annual budget estimate for each scheduled activity to be submitted 30 days after contract award. The annual budget provided by the contractor must fall within the financial confines of the Chapel, Tithes, and Offering Fund (CTOF) that is provided by the Government.

1.6.3.1.3. Provide a core curriculum consisting of social, ethical and religious topics to help develop life skills, as approved by the Wing/Installation Chaplain.

1.6.3.1.4. Appropriate advertising of weekly, monthly and special events.

1.6.3.1.5. Properly screen and train adult and youth leaders.

1.6.3.1.6. Create and maintain a database of parents/participants. All personal information gathered shall be safeguarded in accordance with (IAW) the Federal Acquisition Regulation

(FAR) Part 24, Protection of Privacy and Freedom of Information

1.6.3.1.7. Youth Retreats/Camps: the contractor shall provide one (1) weekend winter camp/retreat for middle school students and one (1) weekend winter camp/retreat for high school students. Additionally, the coordinate shall provide one (1) multi-day summer event (e.g. summer camp, mission trip, etc) for middle school students and one (1) multi-day summer event (e.g.

summer camp, mission trip, etc) for high school students. There is a possibility for retreats/camps to be combined (middle and high school together), only at the prior coordination and approval of the Wing Chaplain. The contractor is allowed, and encouraged, to network and coordinate retreats with other chapel youth groups at RAF Mildenhall and RAF Lakenheath.

1.6.3.2. The contractor shall submit in writing all planning items listed above (i.e. annual schedule of events, annual activities budget, and core curriculum) to the Wing Chaplain through the NCOIC of Chapel Operations for approval no later than 60 days after the effective date of the contract or within 30 days of any changes. No advertisement of proposed event or activity, either printed or verbal, shall be released until approved by the Wing Chaplains or his/her designee.

1.6.3.3. The contractor is responsible for recruiting, training, and directing a core member team that includes: adult youth ministers, catechists, aides, peer ministers, and other leaders. They will also assume Chaplain Corps Volunteer Supervisor responsibilities in accordance with AFI 52-

101, para 6.2.6.

1.6.3.4. Contractor shall maintain a current list of names and contact details (adhering to personally identifiable information (PII) requirements) of teachers, helpers, substitutes, other workers and students involved in the Religious Youth Ministry. All personal information gathered shall be safeguarded IAW the FAR Part 24, Protection of Privacy and Freedom of

Information.

1.6.3.5. CTOF Budget: Contractor to ensure the youth program works within the provided

CTOF budget for monthly program support supplies. Annual CTOF budgets are coordinated through RAFA financial working groups and approved by the Wing Chaplains. The contractor is required to complete fund requests and related paperwork in compliance with AFI 52-105, to ensure planned events are executed.

1.6.3.5.1. Ensure that all necessary supplies needed for the youth program are coordinated with the NCOIC of Chapel Operations to be ordered in a timely manner.

1.6.3.5.2. Serve as CTOF Program Leader for youth income and expenses; ensure all participation fees and fundraising monies collected are handled in compliance with AFI 52-105, Chaplain Corp Resourcing and local policy.

1.6.3.5.3. Develop an annual budget for the religious youth ministry services in conjunction with the NCOIC of Chapel Operations and Deputy Wing Chaplains for future budget planning purposes (IAW AFI 52-105, Chaplain Corp Resourcing).

1.6.3.6. Youth Group Weekly Meetings: The contractor shall conduct at least 36 weekly middle school to senior high school (6-12th grades) youth meetings per year. These meetings shall last at least one 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.

1.6.3.7. 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 grade) and last at least one 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. Small group meetings must be conducted in the chapel or a government building on the installation.

1.6.3.8. Middle School and High School Day Event: The contractor shall conduct a one-day middle school and high school day event for 6-12th grades per year; to build relationships and develop resiliency.

1.6.3.9. Middle School and High School Service Day: The contractor shall plan coordinate and conduct service opportunities that will benefit a community within the United Kingdom

(UK)/Europe.

1.6.3.10. 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, 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 RAFA CTOF and must be coordinated as stated above.

1.6.3.10.1. The contractor shall be active in engaging within the local DoDEA middle high school on base making a point to connect with faculty, staff and students.

1.6.3.11. Leader Training/Planning Sessions: The contractor shall conduct monthly leader training and planning sessions, at least one and a half hours each, consisting of training in youth ministry principles, and planning for upcoming meetings and events.

1.6.3.12. Annual Leader Retreat: The contractor shall conduct a local internal annual leadership training retreat to provide in-depth training and team building in order to function better as a team. The contractor is responsible for the planning and hosting of the event.

Expenses for events shall be funded through the RAFA CTOF and must be coordinated and approved as stated in Section 1.6.3.5.

1.6.3.13. Youth Ministry Reports: The contractor shall provide monthly reports of meetings and events to the NCOIC of Chapel operations and to anyone else deemed appropriate by the

Wing Chaplain. These monthly reports shall be both quantitative and qualitative in nature.

Additionally, After Action Reports (AAR) are required following special events, i.e. retreats, service projects, etc. The reports shall include as a minimum:

1.6.3.13.1. An account of all meetings that took place, including the number in attendance, synopsis of event, and contractor evaluation of the effectiveness of the meetings/events/projects.

1.6.3.13.2. A brief evaluation by the contractor regarding important issues, goals, problems.

1.6.3.13.3. Any concerns or feedback expressed by parents of those enrolled in the Youth

Program.

1.6.3.14. Communication with youth parents/guardians: Once a month the Contractor shall make contact with youth parents/guardians for the purpose of informing them of group successes and plans for the future. A simple text format is sufficient, listing dates, contact information, any routes and directions, or prices for activities as required. This can be done in electronic newsletter format, text, group chat, email etc.

1.6.3.14.1. Contractor shall provide a parent brief prior to any activity conducted away from the

Chapel and school locations. Permission slips will be signed by a guardian and be in hand before the contractor shall allow any child to proceed on a retreat or special event requiring prearranged transportation. Parents will receive emergency contact instructions for each stage of the itinerary.

In case of deviations on route, contractor shall advise the chapel.

1.6.3.15. Contractor will notify the chaplain in charge of the Protestant program of any events, trips or gatherings, no matter the size, that are held between the Contractor or volunteers with students involved with the Youth Program prior to the event, trip or gathering.

1.6.3.16. Contractor shall arrive at least 30 minutes prior to the start of any event to oversee setup. The contractor shall remain until children are dismissed and all areas are returned to a neat, clean, orderly and secure condition.

1.6.3.17. Contractor to ensure that programs must be approved and facilities must be determined available prior to publicizing any event or program.

1.6.3.17.1. Once publicized, programs may only be cancelled due to inclement weather, mission essential concerns (base lock downs/closures, crisis, etc.) or after staff coordination.

1.6.3.17.2. Coordinate with outside sources/organizations to ensure required facilities/spaces are available as necessary (i.e.: Department of Defense Dependents Schools (DODDS) facilities, Airmen & Family Readiness Center, etc.).

1.6.3.18. Contractor is required to attend specific faith group training sessions conducted by

RAFA to increase knowledge/understanding of specific faith group requirements in order to improve ecumenical services (e.g. AMS Catechist RE training).

1.6.3.19. The contractor shall attend all chapel staff meetings and planning days, as directed by the Wing Chaplain.

1.6.3.4. Working Hours and Extended Period of Absence.

1.6.3.4.1. The maximum units will be: 12 Units consisting of one month of work. One month of work consists of four weekly meetings, four small group meetings, four leader training meetings, and any other services needed to support said duties and responsibilities. For further guidance please reference section 1.5, Duties and Responsibilities.

1.6.3.4.2. Leave of Absence/Sub-Contracting

1.6.3.4.2.1. The Contractor shall be responsible for designating a qualified…