Attch_1,_PWS_Catholic_Youth_Ministry_Coordinator_Performance_Work_Statement_4_Aug_2017.pdf

Attachment #1, Performance Work Statement Solicitation: FA527017T0017

PERFORMANCE WORK STATEMENT

CATHOLIC YOUTH MINISTRY COORDINATOR

Kadena Air Base Chaplain Corps 4 Aug 2017

1. Contract Position Title. Catholic Youth Ministry Coordinator

2. Description or Scope of Responsibilities. This contract is a non-personal services contract.

The Catholic Youth Ministry Coordinator works in conjunction with the Senior Catholic Chaplain and shall be responsible for the overall management, logistical support, and program events/activities for the Catholic youth ministries (Middle/Senior High School, 6th-12th grades) on Kadena Air Base (AB), Okinawa, Japan. The duties and services of the Catholic Youth Ministry Coordinator include, but are not limited to the following sections.

3. Minimum Program Requirements, Tasks and Responsibilities. The Contractor will:

3.1. Serve as the primary youth ministry leader for the Middle and Senior High School groups.

3.1.1. Plans and coordinates a separate weekly outreach program for both groups, which may include weekly worship, Bible study, fellowship, small group, community service projects, youth activities, and other activities.

3.1.2. Based on Annual Ministry Plan requirements, local Chaplain Corps Team resourcing and programing, and Catholic Chaplain requirements to meet the needs of chapel parishioners and customers, identify and align core curriculum for the Parish youth ministries. Develop an annual (12-month) calendar of events, Chapel Tithes and Offering Funds (CTOF) budget, and develop a list of appropriated funds (APF) supported items to be submitted to the Chapel Appropriated Funds Manager to be considered for budget approval if required to fund ministries as applicable.

3.1.3. The program will be coordinated with the Parish Advisory Council and approved by the program Chaplain, Senior Catholic Chaplain, and Wing Chaplain. No advertisement of proposed event or activity, either printed or verbal, will be released until approved.

3.1.4. For approved Catholic youth ministry program events and activities, timely request funds to the Catholic Chaplain to avoid logistical delays or program cancellations.

3.2. Funds Management.

3.2.1. Expenditures. Ensure all expenditures for the Youth Program are properly spent and documented. The contractor must monitor and track all funds spent on the Youth Program to ensure expenditures are within the correct budgeted line.

3.2.2. Collections. All funds collected are to be properly secured, counted, deposited, and closed out with the Chapel Account Manager.

3.2.3 All funds shall be managed and executed in accordance with Air Force Instructions and Chapel Operating Instructions.

3.3. Based on Annual Ministry Plan requirements, local Chaplain Corps Team resourcing and programing, and Catholic Chaplain requirements to meet the needs of chapel parishioners and customers, provide logistical and administrative services in support of Catholic youth ministries for Middle and Senior High School (6th-12th Grade). Operates as customer service representative for the Chapel (answering questions, providing information, guidance, etc).

3.4. Create advertisements (external and internal) and coordinate with the Catholic Parish Coordinator to ensure publicity documents are timely submitted to include, but not limited to, the weekly bulletin inserts, events/special events, and pulpit announcements.

3.5. Serves as the central source of information and maintains continuity files: calendar, budget, sacrament records, rosters, after-action reports, background checks, and other documents impacting the Catholic Youth Ministry program.

3.6. A qualitative and quantitative after action report shall be generated for each retreat and/or special event and must be submitted to the Deputy Wing Chaplain. This report must be submitted no later than 14 days after the event. The reports should give the purpose of the event, an account of the event, the number in attendance, the contractor’s evaluation of the event, parts of the event that could be improved, parts of the event that went well, and pictures of the event.

3.7. Monthly statistical reports will also be generated. These reports should include numbers of monthly events, attendees, volunteers, volunteer hours, and additional relevant information.

Monthly statistical reports must be submitted to the Deputy Wing Chaplain, no later than the last day of each month.

3.6. Parental Coordination and Support. Conduct a parent brief prior to any activity conducted away from Kadena Air Base. Permission slips will be signed by guardians and be in hand before the contractor will allow any youth member to proceed on a retreat or special event off base.

The contractor will ensure parents have an itinerary of events and emergency contact information to reach the contractor and/or volunteer adult leaders. The contractor will also have parental/guardian contact information should they need to be contacted during the event.

3.9. The contractor shall seek and implement ways to keep parents informed of the Catholic Youth Program activities and studies (i.e. parent meeting, Facebook announcements, email distribution lists, etc.). Should special studies address sensitive topics, such as sexuality, the contractor will inform parents at least two weeks prior to the beginning of the study and answer any questions a parent might have regarding the content to be discussed.

3.10. The contractor shall seek and implement ways to keep parents informed of any safety or security situations, even those deemed minor in nature. This will also be officially documented and reported to the Senior Catholic Chaplain or Wing Chaplain, within 24 hours in which the situation occurred.

3.10.1. The contractor’s personnel must have, or be willing to obtain, Red Cross First Aid and Cardiopulmonary resuscitation (CPR) training.

3.11. Ministry of Presence. The contractor shall be present with 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 youth ministry program is accessible to all youth.

3.12. The contractor shall provide individual spiritual advice and discipleship to students of both middle school and high school youth groups as needed. However, the contractor does not hold full confidentiality as Chaplains and Chaplain Assistants. Any information received that reveals abuse, harm to self, and/or harm to others must be reported to the Deputy Wing Chaplain.

3.13. Recruits, screens, and trains volunteers for youth ministries for both Middle and Senior High School groups; prepare, coordinate, and transmit all certifications through Archdiocese of Military Service; maintains current roster and is responsible for ensuring they have completed a background check, paid for by the government, IAW Department of Defense Instruction (DODI) 1402.05, Background Checks on Individuals in DoD Child Care Services Programs, and AFI 31- 501, Personnel Security Program Management. Ensures that all personal information is protected in accordance with the Privacy Act of 1974.

3.13.1. Provide all information necessary for background investigation to include an Installation Records Check and, if needed, proof of a completed Child Care National Agency Check and Inquiries (CNACI).

3.13.2. Criminal History. In accordance with DODI 1402.05, a Criminal History Background Check must be accomplished for all individuals working with children. 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 costs to the Government. In the event that criminal history is found, the contract will be terminated at no further cost to the Government.

3.13.3. Provide a list of specified volunteers who are over the age of 16 and will be working with children under the age of 16. 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-on-one interaction, extended travel, and/or overnight activities.

3.14. Assists in Sacramental Preparation Programs with the Religious Education Coordinator and Religious Education Catechists.

3.15. Attends, as needed, the Chapel Staff, Catholic Staff, and Parish Advisory Council meetings.

3.16. Attends, or coordinates other Catholic staff representatives to attend, the base Newcomers’ Information Fair and provides customer information/materials for it.

3.17. Ensures facility requests for all Catholic youth ministry programs occurring in Chaplain Corps facilities are filled out and submitted via the local Chaplain Corps policy. The contractor is accountable for safety, security and cleanliness of all facilities utilized in conjunction with their programs.

3.17.1. The contractor must adhere to all regulations dealing with government facilities, vehicles, and resources.

3.16. Operations Security (OPSEC): contractor personnel will participate in the OPSEC program locally administered by the Air Force (AF) activity if applicable.

3.19. The contractor will complete all required computer based training. The contractor will complete additional training with the Chapel Staff as recommended by the Wing Chaplain.

3.20. Maintains professional standards of conduct and public decorum, including but not limited to dress and appearance.

3.21. Observe and adhere to Air Force Instructions and local Chapel Operating Instructions.

Regulations may be viewed online at http://www.e-publishing.af.mil/ (select “Departmental,” then Chaplain 52 series) or available upon request.

4. Services Summary

The services summary captures the measurable service requirements in the contract that are important to the overall operational requirements. The services summary includes performance objectives that describe the desired end result or outcome the Contractor shall achieve. The performance thresholds state the Government’s minimum acceptable level of the performance in terms of quality, timeliness, and quantity in realistic and achievable standards. These thresholds are critical to mission success. The PWS paragraphs reference the details of the performance objective in the PWS. The performance objective is merely a reference point for Government personnel and does not relieve the Contractor of any contractual requirements.

Performance Objective

PWS

Para

Performance Threshold

Method of Assessment

Plans and coordinates outreach programs.

3.1.1. Minutes from Meetings, Staff

Meeting slides, and After Action Reports

1 program review/inspection per quarter

Oversee use and procurement of curriculum for entire Catholic Youth Program.

3.1.2. Maintains updated consolidated

RE curriculum roster for all programs

Review/inspection of Annual Ministry Plan and a monthly review/inspection of Appropriated Funds transaction logs

Ensure tithes and offerings collected at youth programs adhere to Chapel regulations.

3.2. Updated counter training list;

deposit slips from offerings

1 monthly collection per quarter with no more than 2 deficiencies

Perform administrative and logistical tasks for all youth programs/events.

3.3.- 3.5.

Minutes from Meetings and After Action Reports

1 program review/inspection per quarter

Provide updated advertisement and publicity for youth programs.

3.4. Weekly service announcements

and publicity initiatives

1 program review/inspection per quarter

Complete monthly statistical report.

3.7. Submits monthly report to

Deputy Wing Chaplain or designee

1 program review/inspection on or before the 5th of each month

Recruits volunteers for youth programs/events and ensures background checks are completed for all Catholic Youth programs/events.

3.13. Updated consolidated

background check roster

1 program review/inspection per quarter

Attend required weekly meetings/events

3.15. Minutes from meetings track

attendance

1 review/inspection per quarter

Complete required computer based training

3.19. Updated/current training

certificates

1 review/inspection per year

5. Dates, Times and Performance Location(s).

5.1. HOURS OF OPERATION.

5.1.1. Normal Hours of Operation. The Contractor will fulfill duties at Kadena AB during the scheduled Catholic youth ministry hours. The Contractor will perform an average of 26 hours per week (about 1,352 hours per year). Scheduled changes must be worked in conjunction with the Catholic Chaplain and the Catholic Community must be informed of the new hours of operations. The Contractor’s primary office is Chapel Youth Center (Bldg. 612), but he/she is responsible for all Catholic youth ministries in any location. The contractor may work, in conjunction with the Catholic Chaplain, in extended hours to ensure timely completion of work at no additional cost to the government. The contractor is expected to work Catholic Holidays when necessary to meet the needs of the Catholic Community. The contractor is to follow installation TCCOR instructions and conditions prescribed. The contractor will be sent home during applicable TCCOR conditions, normally TCCOR 1C. The contractor will not be expected to return until the base has officially provided an all clear/storm clear TCCOR response condition and it is safe for the contractor to return. The contractor may request to depart earlier than TCCOR 1C to ensure enough time to return to residence and/or prepare for the typhoon.

5.1.2. Emergency Services. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above.

6. List of Organization-Furnished Workspace, Supplies and Equipment.

6.1. The Government will provide a work space, supplies and equipment required to accomplish the contract. The Contractor shall perform duties at appropriated chapel facilities (e.g. Chapel 1, Chapel Youth Center, etc.) as determined by the activity being accomplished. Contract personnel shall have availability and access to Government furnished equipment for performing services required by this contract. This includes religious education books and materials. Items are not to be removed from the facilities.

7. General Information.

7.1. QUALITY ASSURANCE.

7.1.1. The Contracting Officer’s Representative (COR) is the authorized government representative(s) who will perform assessments of the contractor’s performance.

7.1.2. The COR(s) will inform the contractor in person when discrepancies occur and will request corrective action. The COR(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the Contract Officer (or COR) to initial the entry on the checklist.

7.1.3. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer (CO) and not to the COR(s).

7.1.4. The services to be performed by the contractor during the period of this contract shall at all times and places be subject to review by the Contracting Officer or COR.

7.2. PHYSICAL SECURITY.

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

7.2.1. Key Control. The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons.

7.2.1.1. The contractor shall immediately report the occurrences of a loss of duplicate key to the contracting officer.

7.2.1.2. In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written 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.

7.2.1.3. The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

7.2.2. Lock Combinations. The contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s Quality Control Plan.

7.3. CONSERVATION OF UTILITIES. The contractor shall ensure utilities conservation practices are in place. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

7.3.1. Lights shall be used only in areas where and when work is actually being performed.

7.3.2. Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the contractor or by contractor employees unless authorized.

7.3.3. Water faucets or valves shall be turned off after the required use has been accomplished.

7.3.4. Government telephones shall be used only for official government business.

7.4. RECORDS. The contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in this SOW or required by the provisions of a mandatory directive. If requested by the Government, the contractor shall provide the original record or a reproducible copy of any such record within five working days of receipt of the request. Contractor shall ensure that copyrighted material is not used illegally. Do not copy materials unless allowed to do so with our copyright license.

7.5. ENVIRONMENTAL CONTROLS.

7.5.1. Compliance with Laws and Regulations. The contractor shall be knowledgeable of and comply with all applicable Japan Environmental Governing Standards (JEGS), and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the Contracting Officer pursuant to notice requirements and negotiate a modification to the contract.

7.5.2. Notification of Environmental Spills. If the contractor spills or releases any substance contained listed in contained in 40 CFR 302 and JEGS, chapter 18 or Appendix 1, into the environment, the contractor or its agent will immediately report the incident to Kadena AB Fire Dept at 911. The liability for the spill or release of such substances rests solely with the contractor and its agent.

7.5.3. Material Storage and Use. The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

7.6. GOVERNMENT OBSERVATIONS. Government personnel, other than contracting officers (COs) and CORS, may from time to time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.

7.7. SAFETY REQUIREMENTS. In performing work under this contract, the contractor shall:

7.7.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

7.7.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910) and Japan Environmental Governing Standards by US Force Japan.

7.7.3. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

7.7.4. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

7.7.5. Record and report promptly (within one hour) to the Contracting Officer or COR, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

7.7.6. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

7.7.7. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed. This requirement to assist in an investigation applies to subcontractors to the contractor.

7.7.8. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

7.7.8.1. While working on Kadena, Okuma, Camp Shields, or Torii Station, call Kadena Dispatch at 098-934-5911 or 098-962-9445.

7.7.8.2. While working on Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp Kinser, call Foster Dispatch at 098-911-1911.

7.8. TRAINING. The Senior Catholic Chaplain will provide orientation training to acquaint the contractor with office personnel, facilities, protocol and procedures. Additional training, at the expense of the government, may take place throughout the contract period as needed.

7.9. SPECIAL QUALIFICATIONS. Submit a resume and three reference letters from previous Catholic Church employment or involvement.

7.10. CONTINUATION OF ESSENTIAL DEPARTMENT OF DEFENSE (DOD)

CONTRACTOR SERVICES DURING CRISIS (MANDATORY). This service is determined to be non-essential for performance during crisis according to DODI 3020.41, Operational Contract Support, paragraph 2.c. In the event of crisis, the contractor will be notified by the Contracting Officer of the need to discontinue services due to contingency, base closure or other causes. If notification to discontinue services is not received, the contractor will be expected to continue performance in accordance with this SOW.

7.11. PHASE OUT.

7.11.1. If there is a change in contractor or if the operation reverts to in-house, the incumbent contractor will provide familiarization, to the government or the follow-on contractor, whichever the case may be. During the phase-out familiarization period, the incumbent will be fully responsible for the operation of the Catholic Youth Ministy Coordinator basic services.

7.11.2. The government reserves the right to conduct site visits in all contractor operated facilities in conjunction with the solicitation of offers for the follow-on contract. In the event the follow-on contract is awarded to other than the incumbent, the incumbent contractor will cooperate to the extent required to permit an orderly change over to the successful contractor.

With regard to the successor contractor’s access to incumbent employees, a recruitment notice may be placed in each facility.

7.12. PUBLICATIONS.

7.12.1. Compliance with all publications, regulations and operating instructions provided by the Government is required when:

7.12.2. They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

7.12.3. The publications prescribe United States Air Force (USAF) policies, use of materials, procedures and processes applicable to the work requirements.

7.12.4. The contractor is required to acquire and work on the latest version of the publication.

7.13. CONTRACTOR PERSONNEL.

7.13.1. Contractor Employees: the contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the CO as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

7.13.1.1. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English.

7.13.1.2. The contractor shall not employ any person who is an employee of the U.S.

Government if employing that person would create a conflict of interest. Additionally, the contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to DOD 5500.07-R, Joint Ethics Regulation. 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 in AFI 64-106, Air Force Industrial Labor Relations Activities.

7.13.1.3. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment.

Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform;

however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

7.14. CONTRACTOR MANPOWER REPORTING.

7.14.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force (or applicable service) via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

7.14.2 Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY) which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

7.15. JAPANESE ROAD LAWS.

7.15.1. The contractor shall comply with Japanese Road Laws while on US Military installations to specifically include: Article 43 The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts:

7.15.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or fallout from motor vehicles or otherwise defacing roads unreasonably or without due cause.

7.15.2. Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out)

7.15.3. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

7.16. REQUIRED INSURANCE by JAPANESE LAW.

7.16.1. The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the Contractor at the work site.

7.16.2. Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent

7.16.3. All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

7.16.4. Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S.

Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

8. APPENDICES.

A. Acronyms & Abbreviations List

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AF Air Force

AB Air Base

APF Appropriated Funds

CFR Code Federal Regulation

CO Contracting Officer

COR Contracting Officer Representative

CTOF Chapel Tithes and Offerings Fund

DEPT Department

DOD Department of Defense

DODI Department of Defense Instruction

FY Fiscal Year

JCI Japanese Compulsory Insurance

OPSEC Operational Security

OSHA Occupational Safety and Health Act

RE Religious Education

SOW Statement of Work

USAF United States Air Force