Statement_of_Work.docx

STATEMENT OF WORK

YOUTH MINISTRY COORDINATOR

FAIRCHILD AIR FORCE BASE CHAPEL

15 April 2014

1. SCOPE OF WORK

1.1. General: The Youth Ministry Coordinator (hereafter called “YMC”) will provide a youth outreach program that is spiritually-focused, relationally-based, and meets the spiritual, emotional, and relational needs of Middle and High School-aged children at Fairchild Air Force Base, Washington. The Youth Ministry Program will appeal to the major faith tenets of all Christian denominations. Given the pluralistic context of Air Force ministry, this program will also be respectful of all faiths and the practitioners thereof. Given the time intensive focus, scope and depth of this relational ministry, it is well beyond the normal scope and duties of Chaplain Corps personnel.

1.2. Environment

1.2.1. The Fairchild AFB Chaplain Corps Mission is to provide for the diverse religious and spiritual needs of Air Force personnel and their families, support individual rights under the First Amendment of the US Constitution and provide an opportunity for assigned personnel and their dependents to freely exercise their religious beliefs.

1.2.2. The Youth of the Chapel (PYOC) ministry is designed to provide worship, education and service opportunities consistent with a shared ministry approach to a diverse and pluralistic faith community, without compromising the beliefs and practices of an individual’s specific faith tenets. The YMC serves as resource person, advisor and coordinator for all youth of the Fairchild Air Force Base Chapel community.

2. QUALIFICATIONS, SKILLS, AND KNOWLEDGE REQUIREMENTS

2.1. General: The Youth Ministry Coordinator must be able to lead and manage a multifaceted youth ministry and possess the knowledge, skills, and capability to effectively operate in the distinctive environment of military communities and the military culture. In addition to having expertise in youth culture and Christian ministry, the Youth Ministry Coordinator will have an in-depth understanding of the unique needs of military youth. The YMC will have a proven track record of working with military chaplains in delivering successful military youth programs. The YMC will also understand the military chaplaincy and will train and supervise their volunteers to work with chaplains of various faith groups, providing an inclusive, ecumenical program which respects the diversity of the military Chapel communities. The YMC must demonstrate competence and the capability to plan, organize, and lead required youth meetings and events and be willing to work with youth of all Christian faith groups, nationalities and spiritual levels in a pluralistic military environment.

2.2. Certification requirements: Obtain, or be currently enrolled and participating in a program that leads to, Certification in Youth Ministry from a Nationally-recognized Certifying Agency and Defensive Driver Certification. Obtain, within 90 days of this contract, Red Cross First Aid Training and CPR Training at no cost to the government. The YMC must provide a copy of his or her Red Cross Card to the Wing Chaplain or NCOIC for his or her file. Additionally, the YMC will complete government-provided, formal training for access to Information Technology networks and equipment. The YMC will complete a thorough review of all applicable Air Force Instructions to include AFI52-101 , Planning and Organizing, 10 May 2005; AFI52-102V1, AFI52-105V1 , Chaplain Service Resourcing, Appropriated Funds, 22 Mar 2004; AFI52-105V2 , Chapel Tithes and Offering Fund (CTOF), 10 Sep 2007; AFI52-105V3, 2 Oct 2006; HCOI 31-1, Installation Records Check, 1 November 2010; HCOI 32-10, Facility Management, 24 October 2010; and HCOI 52-105, Chapel Tithes and Offerings Fund, 24 October 2010.

2.3. Background Check: The YMC must be able to complete a Criminal Background Check, Financial Background Check, Driving Record Review, and Child Care National Agency Check with Inquiries (CCNAC-I).

2.4. Strategic Assessment and Evaluation Tools: The YMC must demonstrate a capability to qualitatively measure ministry metrics through his or her own mechanisms and the DoD’s Interactive Customer Evaluation (LC.E.) system. The YMC will also make available at no extra cost to participants an interactive, web-based curriculum that is easily accessible by all program participants and leadership.

2.5. The YMC shall have skills in the use of computers using Microsoft TM Office 2007 and above or become proficient in the use of the Chapel’s computer equipment and software programs within two months of hiring.

2.6. Maintain professional standards of conduct and public decorum, including but not limited to dress and grooming.

2.7. Effectively coordinate and liaison with the Fairchild AFB community, civilian churches, and ecumenical agencies.

2.8. Must be able to work flexible hours to effectively run a fluid, multiple-approach youth program plan.

2.9. Be willing to participate in a qualifying interview and furnish a resume to include academic and work-related references.

2.10. Qualifying Assessment: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government on a best value basis, price and other factors considered. The Government may award to other than the lowest priced offeror. All evaluation factors are considered equal in value. The following factors shall be used to evaluate offers:

2.12.1. Price: The price proposal will be evaluated for price reasonableness. Fairness and reasonability will be determined by the Contracting Officer.

2.12.2. Technical: An evaluation will be completed to observe how the contractor will accomplish certain tasks.

2.12.3. Provide a detailed description of how you would accomplish these tasks:

2.12.3.1. Youth Group Meetings. Plan, coordinate, and conduct group meetings, normally of one hour in duration and accommodating groups of three or more, for middle and high school groups focusing on spiritual, ethical, and moral life-style. Provide for Catholic and collective Protestant requirements. Apply a needs assessment survey to review the effectiveness of the meetings, programs, and activities to meet the needs of the target demographic population and attendees.

2.12.3.2. Special Events. Plan, coordinate, and conduct special events of your design which may consist of community service projects and other similar activities, monthly for each middle and senior high group, which focus on team-building, community responsibility, spiritually based life-style, and faith sharing. Special events will normally consist of activities involving ten or more youth within the community and be of at least eight hours in duration. A special event such as a community service project may be conducted over several days. Apply a needs assessment survey to review the effectiveness of the activities to meet the needs of the target demographic and the attendees. Submit After Action Report (AARs) to the POC within one week of completion of the special event.

2.12.3.3. Five-Day Camp. Plan, coordinate, and conduct one five-day camp for each middle school and senior high group. Prepare and submit a program plan that includes camp dates and locations, schedule of activities and study topics, objectives, method of evaluating program, funding requirement facility needs, and volunteer requirements. Camp shall supplement the Installation Youth of the Chapel program and shall not include camps or retreats sponsored by any other institution or organization. Submit AAR to the POC within one week of completion of the camp.

2.12.3.4. Retreat/Lock-Ins. Plan, coordinate, and conduct one retreat and/or one over-night lock-in for middle and senior groups. Provide to, no later than 30 days prior to the event, the Wing Chaplain a program plan to include location, time, date of event, objectives, method of evaluating program and resource requirements. Submit AAR to the POC within one week of completion of the retreat or lock-in.

2.12.3.5. Community Service Project. Develop and write a program plan and implement the plan, for a one-day community service project that includes name of project, dates of project, objectives of project list methods of evaluating program in accomplishing objectives, requests for funding and types of funding that will be required to fulfill program. Submit AAR to the POC within two weeks of completion of the community service project.

3. YMC RESPONSIBILITIES:

3.1. Develop, schedule, and implement annual Youth Ministry programs and activities. These activities include, but are not limited to weekly youth meetings and Bible Studies, camps or conferences, fundraisers, service activities, fellowships and other programs.

3.2. Participate in the annual parish planning meetings, monthly Parish Advisor Council meetings, and in monthly or quarterly meetings of the Youth Ministries Working Group.

3.3. Responsible for providing coordination of the Youth Ministry Program (YMP) for middle, junior and senior high school-aged youth.

3.4. Recruit, train and direct a youth ministry team that includes volunteers and assistants. In addition, the YMC will maintain a current roster of staff and students to include names, addresses, phone numbers and other vital information as needed; and ensure information is protected in accordance with the Privacy Act of 1974 (AFI 33-332).

3.5. Responsible for leading and organizing a minimum of four (4) well-planned and supervised weekend retreats/trips annually and other inspiring activities along with one (1) yearly summer youth conference/camp or outreach trip for the youth. Contractor’s travel and accommodations (lodging/food) will be provided by the Chapel.

3.6. Conduct, teach and lead fifty (50) youth meetings or Bible studies. The YMC will be responsible to attend all youth meetings and arrive at least 15 minutes before each meeting or event.

3.7. Develop an annual budget for the YMP.

3.8. Ensure all necessary supplies needed for the YMP are ordered in a timely manner.

3.9. Meet regularly with the Wing Chaplain or designee to discuss/review the status of the YMP and exchange feedback during the contract period.

Communicate with parents on a quarterly basis regarding the status of the group and their specific youth.

3.10. Coordinate and implement Youth of the Chapel business with Chapel staff and other agencies to include finances, publicity, facilities, transportation, etc.

3.11. Select and secure youth appropriate activity materials and curriculum from approved sources.

3.12. Comply with all Air Force, Fairchild AFB, and chapel policies in requesting PYOC program fundraising activities, and obtain appropriate approval prior to advertisement and engagement in fundraising events.

3.13. Be accessible and available for counsel to the PYOC youth, their families, and adult youth ministry volunteers.

3.14. Attend weekday, evening and weekend Chapel functions relating to the YMC position.

3.15. Attend Fairchild AFB Youth Advisory Council meetings as deemed necessary.

3.16. Submit request for facility use, funds, equipment and other support according to chapel procedures.

3.17. Track fund expenditures and ensure youth program implementation does not exceed approved Chapel Tithes & Offering Budget for the PYOC.

3.18. Track and interpret pertinent youth statistical data and trends in cooperation with the Wing Chaplain.

3.19. Submit monthly activity reports to the Wing Chaplain or NCOIC, Chapel Operations.

3.20. Adhere to all Chapel Operation Instructions and Air Force policies.

3.21. Notify the Wing Chaplain or the NCOIC about any problems with facilities.

3.22. Ensure that a minimum of 2 adults will be present when children age 18 and under are participating in the program and that line-of-sight supervision [by] by all adults is maintained at all times. Comment by GLASS, JAMES M LtCol USAF AMC 92 ARW/HC: The concern is not that the youth have supervision, but that no youth is left alone with one adult.

3.23. Ensure completed parental consent forms are submitted by each participating youth for all activities and events occurring off-base.

4. GOVERNMENT FURNISHED PROPERTY AND SERVICES:

4.1. Provides CTOF for at least one training event that relates specifically to youth when funding is available and cannot be provided by appropriated funds.

4.2. The government will furnish all utilities in the areas of performance. These utilities include heating, fuels, gas, electricity, water, sewer, phone services (local calls only unless required in performance of work), mail distribution, refuse collection, fire and police protection.

4.3. The Government will provide the following equipment, supplies, and services below for services performed inside government facilities.

4.3.1. Equipment/Office Furniture. The contractor will be provided space and equipment for performing services required by the contract.

4.3.2. Forms. The Chapel will provide required Government forms, either hardcopy or computer generated used in the performance of duties.

4.3.3. Supplies. The Chapel will provide supplies commonly used in the facility for administrative tasks.

4.3.4. Computer Equipment. The Chapel will provide computer equipment, software and peripherals as required. The Contractor will be required to use Government computer equipment in support of the Air Force Chapel mission.

5. SECURITY REQUIREMENTS:

5.1. The YMC shall ensure that all issued US Government keys are not lost, misplaced, or used by unauthorized persons. No keys issued to the YMC shall be duplicated. The YMC will ensure that all facilities are properly secured upon departure following a meeting/rehearsal.

5.2. Security Training. The YMC shall receive initial and recurring security education training from the sponsoring agency’s security manager. Training must be conducted in accordance with DoD 5200.0-R, Information Security Program, and AFI 31.401, Information Security Program Management. YMC personnel who work in Air Force controlled/restricted areas must be trained IAW AFI 31-101, The Air Force Installation Security Program.

5.3. For Official Use Only (FOUO). The YMC 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. FOUO or FOIA material discovered by the YMC or YMC volunteers shall not be retained by the YMC and will be surrendered immediately to an appropriate Government authority.

5.4. Reporting Requirements. The YMC shall immediately report to an appropriate government authority any information or circumstances of which they are aware that may pose a threat to the security of Department of Defense personnel, YMC personnel, resources, and classified or unclassified defense information.

5.5. Physical Security. The YMC shall be responsible for safeguarding all government property and controlled forms provided for YMC use. At the end of each work period, all government facilities, equipment, and materials shall be secured.

5.6. The YMC shall immediately report any occurrences of lost or duplicated keys to Wing Chaplain or NCOIC, Chapel Operations.

5.6.1. In the event keys, other than master keys, are lost or duplicated, the YMC may be required, upon written direction of the contracting officer, to re-key or replace the affected lock or locks without cost to the government. The Government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the YMC. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the YMC.

5.6.2. The YMC shall prohibit the use of keys and/or cipher lock combinations, issued by the government; by any persons other than the YMC’s employees and the opening of locked areas by YMC employees to permit entrance of persons other than YMC employees engaged in performance of contract work requirements in those areas.

6. QUALITY ASSURANCE:

6.1. The position will be paid on the basis of a maximum of 20 hours (units) per week.

6.1.1. Each hour will constitute one unit of pay. (1,040 Units maximum annually; 52 weeks times 20 hours per week.)

6.1.2. Monthly units shall not exceed 100 units (for those months with five weeks).

7. GENERAL INFORMATION.

7.1. Hours of Operation. The contractor shall maintain office hours agreed upon by the Wing Chaplain, or designee which will not exceed 20 hours per week. Other regular part-time hours may be considered, depending on the results of this solicitation. In the event the contractor is required to work irregular duty hours; e.g. night/weekend duty, and extended hours due to emergency ministrations, the Wing Chaplain or designated representative reserves the right to change the work schedule provided the contactor is given notice one week prior notice of the change.

7.2. Absences: The YMC will personally perform the services described or coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the Wing Chaplain or designee. Submit the names and qualifications of proposed subordinates of the YMC to the Wing Chaplain, or designee for approval at least 14 days prior to the proposed absence. Youth Ministry Coordinators must meet the requirements for the position as outlined in the Performance Work Statement (PWS). The YMC is responsible for payment of a substitute. (AFI 52-105V4 Atch 2 para. 5.21).

7.3.1. Scheduled absences will be scheduled at least 14 days in advance and mutually agreed upon by the contractor and the Wing Chaplain. Scheduled absences include vacation, continuing education, planned hospitalization, spiritual retreat or other foreseeable event.

7.3.2. Scheduled absences that are planned to last 14 days or more require that the contractor arrange to have qualified replacements to perform the contractor’s duties while the contractor is absent. The replacement must meet the requirements for the position as outlined in the Performance Work Statement (PWS).

7.3.3. Unexpected, shorter term absences will not require that the contractor provide a replacement.