Atch_1_Ecumenical_Youth_PWS_20160719.pdf

RFQ No. FA5205-16-Q-B041 Attachment 1 EYOM Svs

Performance-based Work Statement (PWS)

FOR

Ecumenical Youth Outreach Ministry (EYOM) Service Non-personal Service

Coordination and Review

RALPH T. ELLIOTT JR., Ch, Maj, USAF Date Wing Chaplain

GEOFFREY S. BENDER, 2dLt, USAF Date Contracting Officer

35TH CONTRACTING SQUADRON

MISAWA AIR BASE, JAPAN

19 July 2016

19 Jul 2016

ELLIOTT.RALPH.

T.JR.1036539646

Digitally signed by

ELLIOTT.RALPH.T.JR.1036539646

DN: c=US, o=U.S. Government, ou=DoD, ou=PKI, ou=USAF, cn=ELLIOTT.RALPH.T.JR.1036539646 Date: 2016.07.19 15:46:12 +09'00'

EYOM Svs

TABLE OF CONTENTS

Section Title Page No.

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION 2

2. SERVICES SUMMARY 10

3. GOVERNMENT PROVIDED PROPERTY AND SERVICES 10

4. APPENDIX 10

EYOM Svs

Disclaimer: The issuance of this Performance-based Work Statement (PWS) is not an endorsement by the US

Government of any church, denomination, or organization.

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The services to be rendered under this Performance-based Work Statement (PWS) shall consist of the development and implementation of religious youth ministries for the middle school and high school youth of the Misawa Air Base Community. The contractor shall provide all non-personal services and materials, except as otherwise provided for in this contract, and shall provide high school (grades 9-12) and middle school (grades 7-8) youth outreach ministry organization and direction, adult volunteer development and training, parent support group coordination, planning meetings, reports, senior high and middle school leadership training retreats and camps in support of the Misawa Air Base Community. The contractor will provide all volunteer help and attending youth with religious events and worship activities during retreats. Sensitivity and respect for other faith groups will be maintained. The program shall have a 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.

The contractor will ensure all activities are coordinated with the 35th Fighter Wing Chaplain and Deputy Wing Chaplain.

1.1 Program development. The contractor shall develop a program that is designed to meet the community needs based on the Performance-based Work Statement to ensure an effective youth ministry program. This program must address the following areas:

a. An annual calendar of events to establish planning

b. An annual budget estimate for each scheduled activity

c. A core curriculum developing social, ethical and religious topics to develop life skills

d. Appropriate advertising of weekly, monthly and special events

e. Properly screen and train adult and youth leaders

f. Database of parents/participants

g. Summer youth events

h. Leadership workshops in local area

i. Service projects

The contractor shall submit in writing all planning items listed above to the Wing Chaplain and Deputy Wing Chaplain for approval no later than the fifth (5th) day of the second (2nd) month after the effective date of the contract. No advertisement of proposed event or activity, either printed or verbal, will be released until approved by the Wing and Deputy Wing Chaplains.

1.1.1 Specific Tasks: Typically, camps, humanitarian projects, and events will be conducted within Japan. All requests for deviation from this norm must be coordinated with the Wing Chaplain and Deputy Wing Chaplain and approved in writing by the Wing Chaplain no later than 30 days prior to the event or activity.

1. Senior High Youth Meetings: The contractor shall conduct 36 weekly senior high school (9-12th grades) youth meetings. These meetings will last at least one and a half (1.5) hours, and shall have a 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. The same emphasis shall be applied to the small group meetings, day events, and retreats.

2. Senior High Small Group Meetings: The contractor shall conduct 36 weekly small group meetings.

These meetings will be with senior high students (9-12th grades) and will last at least one and a half (1.5) hours.

3. Senior High Day Events: The contractor shall conduct at least three (3) one day senior high day activity for senior high (9-12th grades).

4. Senior High Leadership Retreat: The contractor shall develop, coordinate, and implement one (1) annual weekend retreat that will enable the students to fellowship, share experiences and struggles with other teens, be given appropriate religious instruction, and to be taught about character building and leadership development. All planning, advertising, and coordination for this shall be at no additional cost to the Government. Additional costs per participant shall be funded through the Misawa Air Base Chaplain Fund and must be coordinated with the Wing and Deputy Wing Chaplain.

5. Senior High Service Project: The contractor shall plan, coordinate, and conduct a service project that will benefit a community within Japan. An extended service project outside Japan may be considered upon the approval of the Wing Chaplain, Deputy Wing Chaplain and the Parent advisory board. The Wing and Deputy Wing Chaplains hold final authority. This extended project must be conducted within the PACAF region. All planning, advertising, and coordination for this shall be at no additional cost to the Government. Additional costs per participant shall be funded through the Misawa Air Base

6. Junior High Youth Meetings: The contractor shall conduct 24 weekly junior high school (7-8th grades) youth meetings. These meetings will at least one and a half (1.5) hours, and shall have a 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. The same emphasis shall be applied to the small group meetings, day events, and retreats.

7. Junior High Small Group Meetings: The contractor shall conduct 24 weekly small group meetings.

These meetings will be with junior high student (7-8thth grades) and will last at least 1.5 hours.

8. Junior High Day Events: The contractor will conduct at least three (3) one day junior high day activities for junior high (7-8th grades).

9. Junior High Leadership Retreat: The contractor shall develop, coordinate, and implement one (1) annual weekend retreat that will enable the students to fellowship, share experiences and struggles with other teens, be given appropriate religious instruction, and to be taught about character building and leadership development. All planning, advertising, and coordination for this shall be at no additional cost to the Government. Additional costs per participant shall be funded through the Misawa Air Base

10. Junior High Service Project: The contractor shall plan, coordinate, and conduct a service project that will benefit a community within Japan. An extended service project outside Japan may be considered upon the approval of the Wing Chaplain, Deputy Wing Chaplain, and the Parent advisory board. The Wing Chaplain holds final authority. This extended project must be conducted within the PACAF region. All planning, advertising, and coordination for this shall be at no additional cost to the

Government. Additional costs per participant shall be funded through the Misawa Air Base Chaplain Fund and must be coordinated with the Wing and Deputy Wing Chaplain.

11. Ministry of Presence: The contractor shall be present with the teens, on a variety of occasions, by visiting schools, sporting events, lunches, and/or social activities where youth are expected to assemble or congregate. The purpose is to make and build relationships with youth and to demonstrate that the youth ministry program is accessible to all youth.

12. Volunteer Training Retreat: The contractor shall conduct one (1) overnight, two day training retreat designed to train adult volunteers in particular areas of youth ministry. The contractor is responsible for all planning, advertising, and coordination for this, which shall be at no additional cost to the Government.

13. Volunteer Training/Planning Sessions: The contractor shall conduct monthly volunteer training and planning sessions, at least one and a half (1.5) hours each, consisting of training in youth ministry principles, and planning for upcoming meetings and events.

14. Youth Ministry Reports: The contractor shall provide monthly Youth Reports of meetings and events to the Wing Chaplain and Deputy Wing Chaplain, and to any other recipients deemed appropriate by the Wing Chaplain. These monthly reports will be both quantitative and qualitative in nature. The reports will include as a minimum:

a. An accounting of all meetings that took place, including the number in attendance, what took place, and the Contractor's evaluation of the effectiveness of the meetings.

b. A brief evaluation by the Contractor regarding important issues, goals, problems, etc.

15. Community Youth Ministry Publicity: A Youth Newsletter shall be published, one (1) per month, with the purpose of informing parents of successes and plans for the future. The Contractor will provide sufficient publicity efforts prior to key youth activities in order to adequately keep parents and the general community informed. The contractor may use methods including, but not limited to, weekly bulletin announcements, the Intranet, yearly and monthly calendars, and verbal pulpit announcements.

16. Community Support Group: At least quarterly, the Contractor shall conduct Community Support

Group meetings to provide guidance on how parents may assist the youth ministry staff. The Contractor shall seek to maintain a harmonious relationship with the Community Support Group and will provide monthly updates to them on youth ministry.

17. Logistical Support: The Contractor is authorized to make purchases for food, recreation items, and other supplies that are fundamental to the continued success of the program. Overseas MWR and Unlimited Exchange services shall be made available, to the extent possible, to the Contractor's authorized employees.

1.2. REGULATIONS. The contractor shall comply with all applicable Air Force Instruction (AFI), PACAF and local instructions (OI) for financial management and accounting, facility use, maintenance and security.

All regulations may be viewed on line at http://www.e-publishing.af.mil or are available upon request.

1.3. GOVERNMENT FACILITIES. The contractor will be responsible to safeguard all government property in assigned work areas and to clean-up facilities after events. Facilities and equipment will be secured upon completion of each service performed.

1.4. KEYS. The contractor will ensure that all keys issued are safeguarded against loss or use by unauthorized persons and will immediately report any loss or unauthorized use of keys to the NCOIC of the chapel and the Contracting Office.

1.4.1. 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.

1.5. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items or services specifically cited in paragraph 6 to be Government-provided, the Contractor shall furnish everything required to perform this contract in accordance with all of its terms.

1.6. COORDINATION. The contractor shall coordinate all support requirements with the appropriate chapel staff member(s).

1.7. SPECIAL EVENTS. The contractor's requirements concerning off site retreats, special events or training:

a. After action reports (see Appendix 4.1) are required within ten (10) days following the completion of the event, and submitted to the Wing and Deputy Wing Chaplains. Continuity folders will be maintained with these reports incorporated into them.

b. The contractor will ensure a parent brief prior to any activity conducted away from the chapel and school locations. Permission slips will be signed by guardian and be in hand before the contractor will allow any child to proceed on a retreat or special event requiring prearranged transportation.

c. Parents will receive emergency contact instructions for each stage of the itinerary. In case of deviations in route, the Contractor will advise the chapel.

d. Special events shall be conducted at least monthly.

1.8. CONTINUITY OF SERVICE. The contract representative shall be responsible for designating a qualified replacement (i.e. a trained volunteer leader to provide leadership and implementation of scheduled program activities) during any required absence on their part. The contractor shall provide home phone numbers for after duty contact. The contractor shall provide contact information in the event of an emergency.

A scheduled absence will be coordinated at least fourteen (14) days in advance with the Wing and Deputy Wing Chaplains.

1.9. MEETINGS. The Contractor shall attend all weekly chapel staff meetings, planning days, and Parish Advisory Council meetings or as directed by the Wing or Deputy Wing Chaplains.

1.10. QUALIFICATIONS. The contractor employee shall have a minimum of one (1) year of experience working directly with US Military youth in established youth organizations, having been cleared and endorsed through necessary training and background clearance to work with youth. The contractor must be able to work within a military structure and environment.

1.11 LIMITATIONS. The USAF Chaplain Service supports religious pluralism and provides for the free exercise of religion. The Contractor shall provide an atmosphere of religious sensitivity to all youth participating in the program. The sensitivity does not limit the youth from sharing their faith, moral values, religion, or any other issues. However, the Contractor shall ensure that no effort or coercion for the youth to conform to a particular religious denomination or faith group shall be manifested directly or indirectly by any staff member or volunteer. Although this is a Christ centered youth ministry, proper respect for all religious faith groups will be maintained.

1.12 SECURITY REQUIREMENTS.

1.12.1. The contractor shall comply with all Misawa AB security requirements. The government will provide escorts for the contractor, as required.

Base Passes. The contractor shall obtain the following pass and identification items and adhere to the rules regarding the passes set forth:

a. Prior to the start of on-site work, the contractor shall submit applications for base passes (listed below) to 35 SFS/S‐5 via 35 CONS/LGCB, for all employees including subcontractor employees, and vehicles requiring access to Misawa Air Base in order to perform services under this purchase order.

(1) 5 AF Form 99, Application for Base Pass, for employees.

(2) 35 FW Form 54, Application for Vehicle Registration.

b. The contractor, in conjunction with sponsoring unit/agency, will periodically cross‐reference current employees against the base pass listing maintained by the Visitor Control Section, 35 SFS/S‐5, Bldg. 301, to ensure accuracy and to verify employment status of assigned personnel. The contractor will immediately report any changes in employment status such as termination, retirement, or resignation of employed personnel in possession of base and/or vehicle passes to the sponsoring unit/agency and/or the base contracting office. The contractor will be responsible for collection of the base and/or vehicle pass turn‐in to the sponsoring unit/agency within three (3) working days of the employee's termination.

c. Upon completion of this purchase order, the contractor shall return all employees and vehicle passes to the Visitor Control Section, 35 SFS/S‐5, Bldg. 301, and obtain a Certification of Receipt then submit to 35 CONS/LGCB. Final payment will be withheld until the contractor has accomplished required clearances.

1.12.2. Background Checks: The applicant must be able to submit the following items

a) Criminal Background Check: In accordance with DODI 1402.5, the Government will conduct a criminal history background check on the Contractor personnel working with children. Contractor personnel receiving an unfavorable criminal background check status shall not perform the work under this contract. Consent to the background check is mandatory. Failure to consent to the background check will be grounds for immediate cancellation of the contract at no further cost to the Government. In the event that a criminal history is found, the contract will be terminated at no further cost to the Government.

b) Child Care National Agency Checks with Inquiries (CNACI) and Fingerprint Check: The completion of a FBI fingerprint check with favorable results and submission of a Child Care National Agency Check with Inquiries to the Office of Personnel Management (OPM), or a DoD-determined equivalent investigation is required for all contractors working directly with children. The government shall perform security investigations on the Contractor personnel in accordance with DoD 5200.2-R, “Personal Security Program.”

Contractor personnel shall submit a request for CNACI to the designated government official (the Unit Security Manager) within five working days from the individual’s first duty day. Contractor personnel receiving an unfavorable CNACI status shall not be allowed to perform the work under this contract.

c) The contractor shall provide a list of specified volunteers who are over the age of 18 and will be working with children under 18 years of age. These volunteers are defined as those volunteers whose contact with youth is extensive, frequent, and over a period of time; to include, but not limited, to, one-one interaction, extended travel, and/or overnight activities.

1.12.3. 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.

1.13. 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.

1.13.1. Random Antiterrorism Measures (RAMs). RAMS are conducted on Misawa Air Base at varying times during a 24‐hour period and may consist of measures such as spot checks of identification credentials, random vehicle searches, and site security sweeps. The contractor is subject to participating and cooperating with RAMS as directed by competent authority. Anticipate increased RAMS during implementation of elevated Force Protection Conditions (FPCONs).

1.13.2. Reporting Suspicious Activity. It is the responsibility of all personnel working and residing on Misawa Air Base to be alert for detecting and reporting suspicious criminal or terrorist activity. The contractor shall immediately report any on‐base observed suspicious activity to the 35 SFS/BDOC, Bldg. 646. All contractor‐employed personnel shall be familiar with suspicious activity reporting numbers and procedures. The primary number for reporting suspicious activity on Misawa Air Base is 911from a base phone or 0176‐53‐1911 from a mobile phone or off‐base.

1.13.3. During increased threat levels or Force Protection Conditions (FPCON) the 35 FW/CC may deny entry to the installation.

1.14. 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 Misawa Air 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.

1.15. QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance by designating a Point of Contact (POC) to monitor performance. The POC will evaluate the contractor’s performance with regards to the performance threshold in the Services Summary in Section 2 of this PWS.

1.16. GOVERNMENT REMEDIES. If unacceptable performance is identified, the POC shall promptly notify the Contracting Officer and the contractor of the deficiencies for correction. The contractor shall take corrective action in a timely manner at no additional cost to the government. If the contractor does not timely correct deficiencies, the POC shall report in writing to the Contracting Officer. The contractor may refer to the contracting officer for any disagreement with the POC observations.

1.17. NON-CONFORMING SERVICES 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. The Government shall utilize the following method for determining monetary adjustments:

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

(b) Determine the quantity of the service performed per month.

(c) Determine the quantity of unacceptable service.

(d) Divide the quantity of unacceptable service by quantity of service performed per month.

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

1.18. OFFICIAL U.S. HOLIDAYS. No performance will be required during the below U.S. 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 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.

1.19. 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.

1.20. 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.

1.21. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL

COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER.

Contractor access to the installation may be denied during a national emergency or crisis situation called by national command authorities, or overseas combatant commanders. Such circumstances are deemed beyond the government’s control and access to the installation may be limited in such circumstances on the basis of public safety and installation security. Should limited access be necessary, the responsible squadron will inform the contractor in writing and identify the date when services may resume, if possible. The contractor will not be held liable for lost time during these situations.

1.22. COUNTERINTELLIGENCE AWARENESSAND 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.

1.23. MISAWA AIR BASE FIRE PREVENTION. The contractor shall be responsible for fire prevention in all contracted area, and be free from any potential fire hazards. The contractor shall comply with the following fire prevention guidance.

1.23.1. Fire Reporting: 1) The primary emergency reporting number on Misawa Air Base is 911 or 0176-53- 1911 from off base. Fire Department operations take place out of Bldg. 947 and 3003 for main base, and Bldg.

1940 for the north housing area. 2) On-base telephones if any, in the on-base warehouse(s) shall have “911” stickers. 3) All contractor-employed personnel shall be familiar with fire reporting numbers and procedures, and shall to put the number “0176-53-1911” into his/or her mobile-phone.

1.23.2. Vehicles: 1) Access for fire fighting vehicles must be maintained at all working sites. 2) Contractor’s vehicles shall not be parked within 15 feet of any fire hydrant of Fire Department connection. 3) Contractor’s vehicles shall give the right-of-way to responding fire/emergency vehicles.

1.23.3. Electrical Hazards: 1) All the contractor’s electrical tools and equipment shall be in good (original) working condition and its maintenance shall be done properly in compliance with manufacturer’s maintenance instructions. 2) All extension cords used shall be equipped with circuit breakers and plugged directly in the outlets (not other extension cords). 3) Building utility panels shall not be blocked by contractor tools/supplies.

2. 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. 1.1

100% of program development criteria met and implemented.

Special Events. Contractor conducts all coordination, approvals, briefings, permission slips, and arraignments are made in a timely manner. After action reports submitted within time frames.

Para. 1.7

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

3. GOVERNMENT PROVIDED PROPERTY AND SERVICES.

3.1. 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. NETWORK ACCESS. Contractor personnel will be provided access to the government LAN. 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.

3.3. 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.

4. APPENDIX.

4.1. INFORMATION REQUIRED FOR AFTER ACTION REPORTS (AAR).

The following information will be required on AAR's following special events as required in paragraph 1.7.:

1. Name/Date/Time/ and place of Event:

2. Project Officer:

3. Number that attended:

4. Did any Special Guest attend the event? 5th AF Commander/ Group/Wing Commander/ Squadron Commander/ Other:

5. Is this an annual event? ( ) Yes ( ) No

6. Purpose of the Event?

7. How was the event funded?

8. Was the event successful? Pros- Good Points: Cons-Problems (and how to fix them):

9. How far in advance would you plan this event next time?

10. Who were your points of contact?