Ecumenical Youth Coordinator PWS 2022 (16Jan2021) - Draft.pdf

Performance Work Statement (PWS)

FOR

Ecumenical Youth Program Coordinator

26 January 2022

Place of performance: 2204 Administration Ave, MacDill AFB FL 33621

DRAFT

SECTION 1.0 DESCRIPTION OF SERVICES

1.1 Scope of Work: The services to be rendered for this contract shall consist of the development and implementation of a Christian, ecumenical youth program for youth within the

MacDill AFB community. The program shall be ecumenical in nature in that they will promote or represent the whole body of Christianity. The supported population includes military dependent student’s grades 6-12 who are associated with MacDill AFB, that live either on the base or in adjoining civilian communities. The youth program must be structured in a way for youth to meet, learn, and grow in religious and ethical values within a constructive community environment.

1.2 Specific Tasks

1.2.1. Provide an Ecumenical Youth Program: The Youth Program Coordinator will provide an atmosphere of sensitivity to the Catholic and Protestant youth that attend the program.

This sensitivity includes, but is not limited to, faith, conversion, and spirituality. This sensitivity does not limit the sharing of faith, conversion, or spirituality, but ensures no coercion for youth to conform to either Catholicism or Protestantism. This ministry will be coordinated with the supervisor.

1.2.2. Provide Youth Meetings: The Contractor will conduct or oversee, at a minimum, two hours per week of instruction to include Bible Study for grades 6-12 that can either be held on the same day or on two separate days in the same week. Each meeting at a minimum, must be one hour each to include the Bible study. The meeting(s) shall integrate mental, physical, social, and spiritual development activities for teens that will consist of fun, fellowship, and faith-building experiences to include faith based teachings. All activities shall be coordinated through, and approved by supervisor.

1.2.3 Provide Youth Events: The Contractor shall conduct, at a minimum, one youth event per month which will consist of an outreach event and/or one community service project. The event shall consist of fun, fellowship, and faith-building experiences that assist with challenges relevant to the targeted grades. Programs will be scheduled during times that are accessible to the youth and will encourage maximum participation. These will normally be weekends and evenings.

1.2.4. Provide Volunteer Training: The Contractor shall conduct training for volunteers once a year, particularly in areas of youth programming, to build effective leadership in appropriate age groupings. Training may consist of seminars, lectures, practical exercises, and/or techniques that will focus on working with high school and middle school youth, and in leading small group discussions on issues relevant to these age groups. The Youth

Coordinator will mentor volunteers on the varied aspects of youth programming throughout the year. A volunteer utilization file, to include roles, training, and hours volunteered, will be maintained and submitted to the supervisor annually.

1.2.5. Provide Youth Ministry Reports:

1.2.5.1. Weekly: The Contractor shall provide the supervisor a weekly written report of attendance and involvement of MacDill AFB youth in youth activities.

1.2.5.2. Monthly: The Contractor will provide a report to the supervisor, which includes an after action report of youth activities, recreational programs, and training conducted during the month. At a minimum, the monthly report shall address the following items as applicable:

1.2.5.2.1. Participation, to include the number of youth, volunteers, adults, and family members in attendance.

1.2.5.2.2. Accomplishments or strengths of the program.

1.2.5.2.3. Issues and/or problems within the program.

1.2.5.2.4. Cost of the program.

1.2.5.2.5. Recommendations for future events.

1.2.5.2.6. Copies of advertisements, permission slips, or extra information about the activity.

1.2.5.2.7. Include photos of youth programs and activities

1.2.6. Provide Coordination: The Contractor will meet with the designee and/or assigned

NCOIC to ensure understanding and control of chapel facilities, standard operating procedures (SOP), chapel operating instructions (HCOI), and chapel procedures. The

Contractor will coordinate all activities with the supervisor. Weekly schedules and all program activities will be coordinated with the supervisor. Activities and/or outreach programs may be held at the base chapel or at various other venues approved in advance by the supervisor. All administrative support will be coordinated with the supervisor. As appropriate, the Contractor, in consultation with the supervisor, will develop an annual calendar of events, based on Chapel Tithes and Offering Fund (CTOF) approved budget.

This information is submitted as required by local Chaplain Corps Resourcing operating procedures. The Contractor will complete annual CTOF training with the CTOF account manager.

1.2.7. Provide Community Youth Ministry Publicity: The Contractor shall provide sufficient publicity efforts no less than six weeks prior to key youth activities during the year

(e.g., prior to an event scheduled to be conducted), to adequately update and inform parents and the appropriate community organizations regarding activities. The Contractor may use methods including, but not limited to, monthly newsletter, weekly bulletin announcements, base paper, social media, etc. All draft submissions will be presented to the supervisor no less than six weeks prior to execution of event.

1.2.8. Attend Chapel Staff Meetings, Protestant and Catholic Parish Councils: The Youth

Coordinator must attend the Parish Advisory Council (PAC) meetings commensurate with the denominational makeup of the youth group to inform of any and all youth related activities and programs. The Contractor will attend the last weekly staff meeting every month in order to provide information pertaining to planned youth activities. If the Contractor cannot attend the meeting for any reason, they must ensure any pertinent information is forwarded to the supervisor. The Contractor shall seek to maintain a harmonious relationship with the Protestant and Catholic Religious Education Coordinators, and provide monthly updates to them regarding youth activities.

1.2.9. Provide a Substitute:

1.2.9.1. In the event the Contractor must be absent, they must provide a substitute from the approved list which must be indicated in writing to the supervisor 14 days prior to the event. The supervisor has the right to approve or reject any substitute proposed. In the event of an emergency situation, the supervisor will have the final say in suspending the

14 day requirement. Failure to provide coverage for any weekly meetings or outreach/community service events will result in an adjustment of pay for services not rendered. If one unit is not supported then one unit will not be paid. The Youth Program

Coordinators’ monthly invoice will be used to award services contracted for and actually provided.

1.2.9.2. In the event the Contractor elects to change substitute personnel, each candidate must meet all qualifications established for the Contractor to include the Care National

Agency Check (CNACI) and an Installation Records Check (IRC), AF Form 2583, Request for Personnel Security Action. The substitute worker from the approved list will provide fingerprints in order to complete the background check process. The substitute worker must be indicated in writing to the supervisor 14 days prior to the event, who has the right to approve or reject any proposed candidate. The 14-day notification may be waived in emergency cases with the approval of the supervisor.

1.2.9.3. The Contractor is responsible to pay the substitute for services rendered and to provide the supervisor with a proof of payment (i.e., invoice or receipt).

1.2.10. Complete a Criminal Background Check. Background checks are required on all contractor workers involved in the delivery of programs to children under the age of 18 on a frequent and regular basis as stated in DODM 1402.5 Enclosure 5 and AFI 31-201.

Contractor personnel receiving an unfavorable criminal background check status shall not be allowed to perform under this contract. The contractor is responsible for completing and submitting the government-provided AF 2583 (REQUEST FOR PERSONNEL SECURITY

ACTION) as part of the credentialing package prior to providing services for 6 ARW/HC.

The Contractor may need to visit 6 ARW/HC to complete the forms in case they are not able to open attachments outside of a government computer. The Contractor shall comply with all security and background check requirements as outlined in DODM 1402.5 and other applicable regulations and guidelines.

1.2.11. Must be willing to provide the following to the 6 ARW/HC for official records:

1.2.11.1: Resume: Including academic and work-related references

1.2.11.2. Proof of Credentialing (i.e., ministerial license and/or ordination certifications)

1.2.11.3. Letter of good standing from a constitutionally recognized religious faith body.

1.3. Minimum Standards of Education, Qualifications, and Experience.

1.3.1 The Contractor must provide at least 2 years of either previous experience as a Youth

Coordinator through resume and reference letters or satisfactory demonstration of an ability to fulfill the duties listed in this Performance Work Statement (PWS) through the interview evaluation process.

1.3.2. The Contractor must provide at least 1 year of either (1) previous experience as a

Youth Coordinator in a military chapel setting through resume and reference letters, or (2) satisfactory demonstration of an ability to fulfill the duties listed in this Performance Work

Statement (PWS) through the interview evaluation process. Seminary education is desired but not required.

1.3.3. The Contractor will have an in-depth working knowledge of American youth lifestyle, ethical values, and social issues.

1.3.4. Contractor personnel must be able to work in a religiously pluralistic environment and have a willingness to work with people of diverse faith expressions. Contractor personnel must have intermediate computer skills to include the use of Microsoft Windows, Microsoft

Office programs (Word, Power Point, Excel and Publisher) with the willingness to seek skill improvement up to those functions and possess adequate skill to maintain social media profiles associated with the youth ministries.

1.3.6. The Ecumenical Youth Program Coordinator must meet the following qualifications:

1.3.6.1. Have at least 3 years’ experience in an administrative role demonstrating organizational, written, verbal, and interpersonal skills in the pluralistic/sensitive arena of numerous faith-groups and denominational traditions that comprises the military chapel setting.

1.3.6.2. Be 21 years of age or older.

1.3.6.3. Participate in a qualifying interview.

1.3.6.4. Contractor must be able to clearly communicate and conduct administrative requirements in verbal and written clarity as necessary. Contractor be able to develop and manage a budget with multiple accounting line items from within an excel spreadsheet.

1.3.6.5. Contractor must be able to train volunteers and coordinate small group activities.

Contractor must be able to interact with the public and external agencies and offices in a timely, professional, and courteous manner. Contractor personnel must preserve any confidential issues perceived, whether seen or heard, within the chapel facilities or staff interactions, and be able to have a professional working relationship with chapel staff and other personnel to achieve duties.

1.4. Security and Safety Requirements:

1.4.1. In performing any work under this contract on premises which are under the direct control of the Government, the Contactor shall conform to all safety rules and requirements prescribed in Air Force Pamphlet 91-210, Contract Safety and Public Law

91-596, The Occupational Safety and Health Act of 1970.

1.4.2. Effective on the date of this contract, the Contractor shall take such additional precautions as the Contracting Officer may reasonably require for security, safety, traffic, fire, personnel clearances, and accident prevention purposes. The Contractor agrees to take all reasonable steps and precautions to prevent accidents and preserve the life and wealth of the Contractor, the youth entrusted to them, Government Property, and

Government personnel performing or in any way coming in contact with the performance of this contract on such premises. These requirements are additional to and do not replace the standards promulgated by the Department of Labor under the Occupational Safety and Health (OSHA) Act. In the event of a conflict between the OSHA Standards and these requirements, the most stringent shall apply. Any violation of such rules and requirements, unless promptly corrected, as directed by the Contracting Officer, may be considered grounds for termination of this contract in accordance with the default provisions hereof.

1.4.3. The Contractor will be responsible for safeguarding all government property in the assigned work area and clean-up of facilities after events. Facilities and equipment will be secured upon completion of each service performed. Ensure all keys issued are safeguarded against loss by use of unauthorized persons.

1.4.4. All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering the governmental installation shall abide by all security instructions and directives of MacDill AFB. Employees are responsible for safeguarding all government property provided for Contractor use. The Contractor will report any loss or unauthorized use of keys to the designee or the facility manager immediately when the loss or misuse is discovered.

1.4.5. At the close of each work period, government facilities, equipment and materials shall be secured, lights, heat and water turned off and all doors and windows secured, unless the facility remains currently occupied by another authorized user.

1.4.6. The Contractor, and as applicable, the subcontractor, shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the Contractor or subcontractor employ under the contract anyone who has an outstanding criminal warrant as identified during the Criminal Background

Investigation (CBI).

1.4.7. The Contractor shall ensure their employees and/or subcontractors have the proper credentials allowing them to work in the United States. Employees and subcontractors later found to be undocumented or illegal aliens will be remanded to the proper authorities.

1.4.8. The Contractor shall submit any request for compensation on delays to the

Contracting Office for approval. The Contractor shall notify the Contracting Office or authorized representative as soon as the Contractor realizes/determines of any potential delays in accordance with the terms and conditions of this requirement.

1.4.9. All Contractors and subcontractors when working in controlled, restricted, or other sensitive areas must be escorted at all times. The military agency or unit responsible for the project or work is responsible for providing the escorts. The Contractor shall follow existing procedures and instructions for obtaining entrance to restricted or controlled areas.

SECTION 2.0 SERVICES SUMMARY: The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective PWS Para Performance Threshold

Program Development. Contractor shall design a program to ensure they provide a structured, effective youth ministry program that will ensure youth community concerns and needs are met.

Para. 1.2.1

100% of program development criteria met and implemented.

Program Meetings & Events. Contractor conducts all coordination, approvals, briefings, permission slips, and arraignments are made in a timely manner. Ministry reports submitted within time frames.

Para.

1.2.3-1.2.5

95% of all events coordinated and executed on time and adequate resources available for event.

SECTION 3.0 GOVERNMENT-FURNISHED PROPERTY (GFP) AND SERVICES:

3.1. Government- Furnished Facilities. The contractor will be provided an office space identified after award to conduct duties in accordance with this contract. Contractor will be required to maintain this facility as similar facilities occupied by the Government. The security of any contractor owned property shall be the responsibility of the contractor and the government is not liable for losses or damage incurred by the contractor.

3.2. Government- Furnished Utilities. Electric, Heat, Water, Telephone Services, Refuse

Collection, and use of the Official Mail Center for any business correspondence relating specifically to work performance under this contract.

3.3. Keys. In the event keys, other than master keys, are lost or duplicated, the contractor 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 to the contractor. In the event a master key is lost or duplicated, the government shall replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor.

3.4. Base Computer Network Access. Contractor personnel are required to have access to the government LAN. The completion of a FBI fingerprint check with favorable results and submission of a National Agency Check with Inquiries to the Office of Personnel Management

(OPM), or a DoD-determined equivalent investigation is required for all contractors requiring access to Government computer systems. The Government shall perform the security investigations on the contractor employees in accordance with DoD 5200.2-R, Personal Security

Program and AFI 33-119, Electronic Mail Management and Use. The contractor personnel shall submit a request for required investigations to the designated government official (the Unit

Security Manager) within 5 working days from the contractor’s first duty day. The government and the contractor shall follow the requirements in AFFARS 5352.242-9001 - Common Access

Cards for Contractor Personnel, to obtain CAC(s) for contractor personnel.

3.5. Contractor furnished items and services. Except for those items or services specifically cited in paragraph 3.1 to be Government-furnished, the Contractor shall furnish everything required to perform this contract in accordance with all of its terms.

3.6. Funds. 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

MacDill Air Force Base Chaplain Fund. Requests for fund-raising activities, as well as any and all expenses shall be processed in accordance with all applicable policies, directives and instructions affecting Chaplain Fund operations and AFIs. The contractor will provide an accounting of all funds received and spent, including receipts, to the Wing and Deputy Wing

Chaplains within 10 days of receipt or expenditure.

SECTION 4.0 GENERAL INFORMATION:

4.1. Physical Security. In the interest of installation security, all vehicles and personnel entering and operating on the installation are subject to search at any time.

4.2. Quality Control. The Government shall rely upon the Contractor to implement a Contractor designed quality control program that ensures that service will be performed in accordance with this contract, commercial standards, and applicable laws. The Quality Control program should implement procedures to identify, prevent and ensure the non-reoccurrence of defective services and should describe in detail an inspection system to cover all aspects of the services listed in the

Service Delivery Summary. Quality Control procedures shall clearly present: responsibility for surveillance, a description of records kept, methods for identifying and preventing defects, and the availability of those records to the government upon request. Contractor’s Quality Control plan must be submitted accepted in writing by the Contracting Officer before implementation or whenever changed.

4.3. Quality Assurance. The government will periodically evaluate the contractor’s performance in accordance with the contractor’s Quality Control Plan.

4.4. Official Holidays. No regular meetings will be required during the below US official holidays:

New Year’s Day January 01

Martin Luther King 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth June 19

Independence Day July 04

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day November 11

Thanksgiving Day 4th Thursday of November

Christmas Day December 25

However, if special events or counseling sessions are scheduled on these dates they will be performed IAW the PWS at no additional cost to the government.

4.5 Organizational Activities. 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 are 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.

4.6. Non-Conforming Service Formula. In conjunction with the Contract Terms and

Conditions -- Commercial Items clause, FAR 52.212-4 the government reserves the right to make a monetary adjustment for non-conforming service and inadequate Quality Control. The

Government shall utilize the following method for determining monetary adjustments:

4.6.1. Determine monthly line item cost per unit by using the bid schedule and or contractors pricing documents.

4.6.2 Determine the quantity of the service performed per month.

4.6.3. Determine the quantity of unacceptable service.

4.6.4. Divide the quantity of unacceptable service by quantity of service performed per month.

4.6.5. Multiply the percentage of unacceptable service by the line item cost per month for the monetary adjustment.

4.7. Government Remedies. The contracting officer shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

4.8. Employees. 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. In addition, the Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in AFI 64-106.

The Contractor is cautioned that off duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours or deployment. The abrupt absence of these personnel shall not constitute an excuse for nonperformance under this contract.

4.9. Counterintelligence Awareness and Reporting (CIAR). The contractor will comply with

DoDD 5240.06, Counterintelligence Awareness and Reporting (CIAR) to include initial and annual CIAR training on the foreign intelligence entity (FIE) threat, methods, reportable information, and reporting procedures for all contract employees with access to the Air Force network and/or classified/sensitive information. The training requirement shall be satisfied through completion of the Force Protection training module from the Advanced Distributed

Learning Service (ADLS) website at https://golearn.csd.disa.mil.

https://golearn.csd.disa.mil/