Atch_1_PWS_Protestant_RE.doc

FA4855-18-R-0031

Attachment 1

30 July 2018

PERFORMANCE WORK STATEMENT (PWS)

Protestant Religious Education (RE) Coordinator Part 1 General Information

1. General: This is a non-personal services contract to provide Protestant Religious Education Coordinator services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1.1. Description of Services/Introduction: The contractor shall provide Protestant Religious Education Coordinator services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.1.2. The environment in which this contract is implemented is a religiously pluralistic and sensitive arena of numerous faith groups and denominational traditions. The contractor accomplishes 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 contract termination.

1.1.3. The contractor shall have a bachelor’s degree or two (2) years Religious Education work experience.

1.1.4. Furnish a resume including academic and work-related references.

1.1.5. The contractor shall have functional experience using Microsoft Office programs to include Word, PowerPoint, and Excel.

1.1.6. Must be able to maintain a neat, clean and well-groomed professional appearance and conduct must be portrayed in a dignified business manner.

1.1.7. Background Checks: Federally-mandated background checks will be performed in accordance with Department of Defense Instruction (DoDI) 1402.05, Background Checks on Individuals in DoD Child Care Services Programs, on all individuals working in conjunction with this contract. Failure to meet or maintain this requirement shall be grounds for termination.

1.1.7.1. The contractor shall know and understand background check requirements to ensure compliance with governing guidance to include requirements for specified and unspecified volunteers as it is defined in DoDI, 1402.05 Background Checks on Individuals in DoD Child Care Services Programs.

1.1.7.2. It is preferred that the contractor have two members who have cleared background checks (either line-of sight supervisors or specified volunteers or both) in the classroom or during special events or programs.

1.1.8. The contractor shall obtain personal identification passes for all employees and vehicle passes for all contractor and personal vehicles requiring entry onto Cannon Air Force Base. Vehicle registration, proof of registration, proof of insurance and a valid driver’s license must be presented to register vehicles.

1.2 Background: The contractor will administrate and coordinate the religious education program for members and their dependents assigned to Cannon Air Force Base. The established contract provides leadership in the design and implementation of programs for adults, youth, and children, as well as to assist in building a solid foundation for spirituality, Christian living, and service through reflection upon life experience according to Protestant beliefs.

1.3 Objectives:

1.3.1. The contractor will develop and submit a yearly religious education plan to include a calendar of events to the Lead Faith Group Chaplain. The Lead Faith Group Chaplain will provide guidance to the contractor in creating a religious education program to ensure appropriate planning, budgeting and religious education purchase timelines are met.

1.3.2. The contractor will be responsible for weekly coordination to accomplish the religious education program to include a 30-day publication period for any activities requiring community awareness. Complete all appropriate facility and budget authorization forms prior to event or activity to prevent schedule conflicts. Coordinate any deliverables with Lead Faith Group Chaplain.

1.3.3. Organize religious education classes. Assist with volunteer recruitment, i.e. teachers, assistants and religious education teacher training; coordinate program needs with Lead Faith Group Chaplain.

1.3.4. The contractor shall coordinate with volunteers to support the Religious Education program and comply with chapel volunteer program requirements as it pertains to DoDI 1100.21, Voluntary Services in the Department of Defense.

1.4 Scope:

1.4.1. Organize at a minimum two (2) volunteer teacher training events each year preferably in the Fall and Spring months, and coordinate with Lead Faith Group Chaplain for additional support and guidance. Provide additional workshops for special programs, e.g., kids participating in a musical, summer religious education program, special Christmas or Easter program.

1.4.2. Plan and execute an annual event to recognize and honor volunteers; coordinate requirements with chapel personnel appointed to manage the overall volunteer program.

1.4.3. Schedule and organize annual religious education program to include a summer program; create and coordinate publicity and inform chapel attendees on available religious education opportunities.

Coordinate requests for religious observances and rites with Lead Faith Group Chaplain. Use only approved and available media resources to publicize.

1.4.4. Coordinate Lead Faith Group Chaplain’s plan for an annual Christmas program to include volunteer support. Create and coordinate publicity and inform base personnel through approved and available media resources.

1.4.5. Participate in Protestant council meetings and/or staff meetings as scheduled.

1.4.6. Hold quarterly planning meetings with religious education committee members.

1.4.7. Record and retain statistical data related to religious education programs and provide data to Lead Faith Group Chaplain for Chaplain Corps records no later than three (3) days after the program or event. Provide an after action report to Lead Faith Group Chaplain following any large program with the format provided by Lead Faith Group Chaplain. Retain a record of religious education enrollment and attendance. Coordinate record retention with personnel assigned to manage Chapel Official Records.

1.4.8. Arrive no later thirty (30) minutes prior to scheduled religious education class, program or event. Unlock doors if not already open and secure at the conclusion of the class, program or event, if applicable.

1.4.9. Visit each religious education class once per quarter or as requested by volunteer teachers.

1.5. Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year (1 September 2018 – 31 August 2019) Option Year I (1 September 2019 – 31 August 2020) Option Year II (1 September 2020 – 31 August 2021) Option Year III (1 September 2021 – 31 August 2022) Option Year IV (1 September 2022 – 31 August 2023)

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he/she assures himself/herself that his/her work complies with the requirement of the contract. Contractor shall deliver QCP to the COR and Lead Faith Group Chaplain within 30 days of contract award. Contractor shall meet at least quarterly with the Lead Faith Group Chaplain to review QCP for effectiveness. After acceptance of the QCP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his/her QCP.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is required to perform services on certain holidays related to fulfilling the Protestant religious education program.

New Year’s Day

Labor Day

Martin Luther King Jr.’s Birthday

Columbus Day

President’s Day

Veteran’s Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

1.6.4 Hours of Operation: The contractor will perform service during business hours, which is between the hours of 9:00 a.m. – 3:00 p.m., Monday through Friday and during evening or weekend hours during scheduled religious education programs except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5. The contractor shall provide stated services based on a part-time, average 20-hour work week, which shall include evenings and weekend programs. Coordinate hours with Lead Faith Group Chaplain and the Contracting Officer Representative. Weekly hours may vary depending on the needs of the Protestant religious education program.

1.6.6 Place of Performance: The work to be performed under this contract will be performed at the Chapel located at 104 W. Albright Avenue, Cannon AFB, NM 88103 or at other approved locations where a chapel-sponsored religious education program is occurring.

1.6.7 Type of Contract: The government will award a firm fixed price contract.

1.6.8. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.9. Key Control: The contractor shall establish and implement methods for making sure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn in of any issued keys by personnel who no longer require access to locked areas. The contractor shall immediately report any occurrences of lost or duplicate keys to the Contracting Officer Representative.

1.6.9.1. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. 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 contractor.

1.6.9.2. The contractor shall prohibit the use of Government issued keys by any persons other than the contractor’s employees. The contractor may open locked areas to program volunteers requiring access to a specific area; the Lead Faith Group Chaplain will verify if a volunteer requires access to locked areas not primarily designated as religious education space.

1.6.10. Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.11. Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.13. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor will be required to wear applicable identification badge designating level of background check completed during chapel children’s programs.

1.6.14. Contractor Travel: Contractor may need to travel within the Continental United States (CONUS) to attend meetings, conferences, and training applicable to religious education programs. Contractor may be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) if the 27 SOW/HC has appropriated funds available and the meeting, conference, and training would benefit the Protestant religious education program.

1.6.15. Data Rights: The Government has unlimited rights to all documents and materials produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The contractor shall notify the Contracting Officer immediately whenever he/she becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI. Follow all restrictions as stated in DoDD 5500.7-R, Joint Ethics Regulation, and Federal Acquisition Regulation 37.104. Do not consider members or relatives of person in the supervisory chain, or those who could be construed to have conflicts of interest.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.7. LOSS or Line of Sight Supervision. Continuous visual observation and supervision of an individual whose background check has not yet cleared, and has a favorable interim suitability or fitness determination, while engaged in child interactive duties, or in the presence of children in a DoD-sanctioned program or activity. The person providing supervision must have undergone a background check and received a final favorable suitability or fitness determination and be current on all periodic reinvestigations required by DoDI 1402.05 Background Checks on Individuals in DoD Child Care Services Programs.

2.1.8. NON-SPECIFIED VOLUNTEERS. Individuals who provide services that are shorter in duration than is required to perform a criminal history background check (e.g., one-day class trip, class party, Vacation Bible School). Because non-specified volunteers do not receive the same level of background checks as specified volunteers, non-specified volunteers must always be in line of sight of a person authorized as a line of sight supervisor.

2.1.9. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.10. QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

2.1.11. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.12. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.13. SPECIFIED VOLUNTEERS. Individuals who could have extensive or frequent contact with children over a period of time. They include, but are not limited to, positions involving extensive interaction alone, extended travel, or overnight activities with children or youth.

2.1.14. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.15. WORK DAY. The number of hours per day the contractor provides services in accordance with the contract.

2.1.16. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

CCE

Contracting Center of Excellence

CONUS

Continental United States (excludes Alaska and Hawaii)

COR

Contracting Officer Representative

COTR

Contracting Officer's Technical Representative

CTOF

Chapel Tithes and Offerings Fund

DOD

Department of Defense

FAR

Federal Acquisition Regulation

HIPAA

Health Insurance Portability and Accountability Act of 1996

KO

Contracting Officer

LOSS

Line of Sight Supervision

OCI

Organizational Conflict of Interest

OCONUS

Outside Continental United States (includes Alaska and Hawaii)

POC

Point of Contact

PRS

Performance Requirements Summary

PWS

Performance Work Statement

QA

Quality Assurance

QAP

Quality Assurance Program

QASP

Quality Assurance Surveillance Plan

QC

Quality Control

QCP

Quality Control Program

TE

Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.2. Facilities: The Government will provide office space and religious education classrooms.

3.3. Utilities: The Government will provide bathrooms and kitchen space to utilize to accomplish the Protestant religious education services. The Contractor shall instruct employees in utilities conservation practices.

3.4. Equipment: The Government will provide office desk, chair, computer, printer, filing cabinets, bookshelves, landline phone, expendable office supplies, and expendable religious education supplies.

3.5. Materials: The Government will provide guidance on religious education program as it pertains to the approved ministry plan and access to applicable Department of Defense guidance, Air Force Instructions and other Chaplain Corps guidance.

PART 4

SPECIFIC TASKS

4. Specific Tasks:

4.1. Basic Services. The contractor shall provide services for Protestant Religious Education Coordinator services.

4.1.1. The contractor will administrate and coordinate the religious education program for adults, youth, and children.

4.1.1.1. Provide religious education services throughout the year to include a summer program.

4.1.1.2. Coordinate Lead Faith Group Chaplain’s plan for special events, e.g., Christmas program combined with religious education.

4.1.2. The contractor will develop and submit a yearly religious education plan for adults, youth and children and coordinate plan for implementation with the Lead Faith Group Chaplain.

4.1.3. The contractor will coordinate with the Lead Faith Group Chaplain on a weekly basis to accomplish religious education program.

4.1.3.1. Publicize all major events and programs thirty (30) days prior to event date through approved media resources.

4.1.3.2. Complete facility and funding authorization forms prior to event and within prescribed coordination time-tables.

4.1.3.3. Coordinate events with chapel facility scheduler to prevent facility use conflicts.

4.1.4. The contractor will organize religious education classes.

4.1.4.1. Assist with volunteer recruitment, i.e. teachers, assistants and religious education teacher training; coordinate program needs with Lead Faith Group Chaplain.

4.1.4.2. Organize at a minimum at least two (2) volunteer teacher training events each year (Fall/Spring) and coordinate with Lead Faith Group Chaplain for additional support and guidance.

4.1.4.3. Provide additional workshops for special programs, e.g., kids participating in a musical, summer religious education program, special Christmas or Easter program.

4.1.4.4. Prepare and coordinate program calendar, program booklets, bulletins or information booklets with Lead Faith Group Chaplain.

4.1.4.5. Provide an orientation for new volunteers on facility, funding, and religious education guidance as well as available resources. Coordinate with Lead Faith Group Chaplain and Religious Affairs Airman for guidance or additional support to accomplish the Protestant religious education program.

4.1.4.6. Plan and execute an annual event to recognize and honor volunteers.

4.1.5. The contractor will coordinate requests for religious observances and rites with Lead Faith Group Chaplain and Religious Affairs Airmen.

4.1.6. The contractor will coordinate with volunteers to support the Religious Education program and comply with chapel volunteer program requirements as it pertains to DoDI, Voluntary Services in the Department of Defense.

4.1.6.1. Coordinate with volunteers and collect required information to meet Department of Defense background check requirements. Provide information to chapel personnel appointed to manage background check program and ensure volunteers working with children meet required background checks.

4.1.6.2. Ensure specified and non-specified volunteers are wearing the appropriate badge indicating background check status and requirement for Line of Site Supervision for children under 18 years of age.

4.1.6.3. Ensure all volunteers complete a volunteer agreement, are provided a volunteer job description, and receive proper training.

4.1.6.4. Coordinate information with 27 SOW/HC personnel assigned to manage the Volunteer Management Program to include providing names of volunteers and volunteer hours.

4.1.6.5. Ensure religious education program volunteer roster is current.

4.1.7. The contractor will change out bulletin board theme on designated space for Protestant program; coordinate with Lead Faith Group Chaplain on theme objectives and ensure it is approved by the Wing Chaplain.

4.1.8. The contractor will serve as a Program Leader during semi-annual Chaplain Corps Financial Working Group meetings; contribute information to annul plan development as it pertains to the religious education program.

4.1.9. The contractor will coordinate with Chapel Tithes and Offerings Fund (CTOF) Account Manager for guidance related to CTOF. Coordinate CTOF funding requests, either self-initiated or volunteer initiated, with CTOF Account Manager for proper CTOF utilization. All CTOF funding requests must be approved by the Lead Faith Group Chaplain prior to final coordination and approval.

4.1.10. The contractor will ensure safe handling of funds received on behalf of the CTOF as it pertains to any donation or collection as it pertains to the religious education program. Coordinate with CTOF Account Manager for any matters related to CTOF use and safeguarding.

4.1.11. The contractor will maintain a stock of expendable supplies and procure supplies as needed for the religious education program.

4.1.12. The contractor will maintain office area and storage area in clean, orderly, and safe manner.

4.1.13. The contractor will review and sign chapel non-disclosure agreement. Privileged communication may be inadvertently overheard or received through phone calls. Contractor must protect all confidential communication.

4.1.14. The contractor will adhere to the protection of personally identifiable information in accordance with the Privacy Act.

4.1.15. The contractor will adhere to computer security and local area network access requirements to maintain access to a computer account.

PART 5

APPLICABLE PUBLICATIONS

5. Applicable Publications (Current Editions)

5.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

PART 6

TECHNICAL EXHIBIT LISTING

6. Technical Exhibit List:

6.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

6.2. Attachment 1/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1

Performance Requirements 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

(The Service required—usually a shall statement) Standard PWS Paragraph Sections Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1.

Shall develop and submit a religious education plan.

1.2., 1.3.1.

PRS # 2

Shall provide weekly coordination to accomplish the religious education program.

PRS # 3

Shall organize religious education classes. Assist with volunteer recruitment, i.e. teachers, assistants and religious education teacher training; coordinate program needs with Lead Faith Group Chaplain.

PRS # 4

Shall coordinate with volunteers to support the Religious Education program and comply with chapel volunteer and background check program.

PRS # 5

Shall organize Teacher Training at least twice annually.

PRS # 6

Shall record and retain statistical data related to religious education programs and submit to Lead Faith Group Chaplain no later than three (3) days after event.

PRS # 7

Shall arrive thirty (30) minutes prior to scheduled religious education class, program or event.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE