Attachment 2 - Performance Work Statement Rev 1..pdf

FA557020Q0012

Attachment 2

PERFORMANCE WORK STATEMENT

PROTESTANT RELIGIOUS EDUCATION COORDINATOR

Revision 1, 5 June 2020

1. DESCRIPTION OF SERVICES

1.1 GENERAL. This is a non-personal service contract to perform duties as the Protestant

Religious Education (RE) and Youth Ministry Coordinator at Royal Air Force (RAF) Croughton, United Kingdom. The contractor shall plan and implement, in coordination with the Protestant

Chaplain, Protestant RE programs for Protestant personnel and their families at RAF Croughton.

1.2 FREEDOM OF RELIGION. 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 shall be maintained.

1.3 AREA OF PERFORMANCE. Accomplishment of the results contained in this PWS requires performance at RAF Croughton. However, retreats, humanitarian projects and events may be conducted at various locations in the United Kingdom and on occasion, with coordination, in mainland Europe.

1.4. DUTIES AND RESPONSIBILITIES

1.4.1 PROGRAM DEVELOPMENT. The contractor shall work with the Protestant Chaplain and Protestant Parish Coordinator to develop annual continuing religious education program for the Protestant Parish to include but not limited to: Sunday School, Children's Sunday School, Youth Ministry (6th – 12th graders), Children’s Ministry, Men’s Ministry, Women’s Ministry, Chapel sponsored Bible studies/classes, and other meetings or activities dealing with religious education. The contractor is responsible for maintaining current Protestant RE curriculum, literature and handouts, and also recommend the purchase of all RE Program supplies in support of Protestant RE programs to be purchased by the Government.

1.4.1.1 Annual Calendar of Events. The contractor is responsible for developing a proposed annual (12-month) calendar of events for all RE programs (Youth Ministry, Children’s Ministry, Women’s Ministry, & Men’s Ministry), subject to approval by the Protestant Chaplain, and coordinate this calendar with the Protestant Parish Coordinator, to be submitted to the RAF

Croughton NCOIC of Chapel Operations within 45 days of contract award and no later than the

15th of August of each subsequent year. At a minimum, the contractor shall plan, lead, and oversee:

1.4.1.1.1 Youth Group Weekly Meetings: The contractor shall conduct at least 36 weekly middle school and senior high school (6-12th grades) youth meetings per year. These meetings shall last at least one (1) hour, and shall have 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. Meeting dates/times shall coincide with days school is in session and should be outside of class hours. The same emphasis shall be applied to the small group meetings, day events, and retreats. These meetings shall be held regardless of the number of students attending.

1.4.1.1.2 Youth Small Group Meetings: The contractor shall conduct at least 36 weekly small group meetings per year. These meetings shall be with middle school and senior high students

(6-12th grades) and last least one (1) hour. These meetings shall be held regardless of the number of students attending. Meeting dates/times shall coincide with days school is in session and should be outside of class hours.

1.4.1.1.3 Youth Group Day Event: The contractor shall conduct four (4) one-day middle school and high school day event for 6-12th grades per year; to build relationships and develop resiliency.

1.4.1.1.4 Community Involvement: Conduct/support one (1) community involvement project or event per quarter of the school year. The contractor shall be responsible for facilitating the events with the assistance of youth leaders and students (i.e. volunteering at blood drives, serving meals at the chapel, service project, etc.). All planning, advertising, and coordination for this project shall be at no additional cost to the Government. Expenses for events shall be funded through the RAFC Chapel Tithes and Offerings Fund (CTOF) and must be coordinated as stated above.

1.4.1.1.5 Children’s Sunday School: Conduct or oversee weekly Sunday School classes for children ages 1-4 and children ages 5-10. These classes shall have Christ-centered content and be structured so that children will meet, learn, and grow in spiritual and ethical values, character building, social issues awareness, and life-style choices.

1.4.1.1.6 Children’s Event: The contractor shall conduct four (4) half-day events for children ages 1-10 per year; that is focused on faith formation and strengthening resiliency. These events may be combined into a weeklong camp (Vacation Bible School) with the approval of the

Protestant Chaplain.

1.4.1.1.7 Support Men’s Ministry and Women’s Ministry: Recruit and train volunteers to lead the respective programs. Working with the ministry leaders and Protestant Chaplain, select or develop a curriculum to be used for faith formation throughout the year.

1.4.1.2. Event Procedures.

1.4.1.2.1 The Contractor shall not advertise, either in print or verbally, any proposed event/activity until coordinated and approved by the Wing Chaplain or their designee and facilities are determined available/reserved.

1.4.1.2.2 The Contractor shall coordinate with outside sources/organizations to ensure required facilities/spaces are available as necessary (i.e.: Department of Defense Dependents Schools

(DoDDS) facilities, Airman & Family Readiness Center, etc.)

1.4.1.2.3 Once publicized, events/programs may only be cancelled due to inclement weather, mission essential concerns (base lockdown/closures, crisis, etc.), or after coordination with the

Wing Chaplain.

1.4.1.2.4 The contractor shall ensure that adult supervision and leadership are present at least 30 minutes prior to the scheduled start time of activities involving participants under the age of 18 and remain present until the last participant under the age of 18 has departed the location.

1.4.1.3 COMMUNICATION WITH PARENTS/GUARDIANS

1.4.1.3.1 The Contractor shall maintain a database of all Youth Ministry Program participants and their parent(s)/guardian(s). All personal information gathered shall be safeguarded IAW the

Privacy Act of 1974. The database is required to be accessible to the Protestant Chaplain.

1.4.1.3.2. The Contractor shall make contact at least once a month with the parent(s)/guardian(s) of youth enrolled in the program to provide information on upcoming events and group successes. This may be in the form of electronic newsletter, email, group chat, text, etc.

1.4.1.3.3. The Contractor shall conduct a parent brief prior to any activity conducted away from the Chapel or School Locations. Permission slips shall be signed by a parent/guardian and be in hand before the Contractor shall allow any youth member to proceed on a retreat or special event off base. The Contractor shall ensure parents have an itinerary of events and emergency contact information to reach the Contractor and/or volunteer adult leaders. The Contractor shall also have parental/guardian contact information should they need to be contacted during the event.

1.4.2 LEADER/VOLUNTEER PROGRAM

1.4.2.1 The contractor shall assume Chaplain Corps Volunteer Supervisor responsibilities in accordance with AFI 52-101, Ch. 6.2.6.

1.4.2.2 The contractor is responsible for recruiting and coordinating volunteers in support of the

Protestant RE program. Volunteers will be required as qualified teachers, substitutes and assistants.

1.4.2.3 The contractor is responsible to conduct at a minimum, one (1) orientation training session for volunteers of the Chapel Protestant RE program and/or workshop at the beginning of the RE school year on 1 September (or within 15 days of the contract start date) to cover curriculum. In addition, the contractor is responsible for conducting orientation training when new members volunteer.

1.4.2.4 The contractor shall provide a list of volunteers to the RAF Croughton Protestant

Chaplain or designated staff member 30 calendar days prior to planned start date, to ensure appropriate background checks are completed for all volunteers working with children. The contractor shall not permit volunteers to work with children unsupervised until such time as the

RAF Croughton Protestant Chaplain or designated staff member has notified the contractor that the checks are complete. If a volunteer has a pending background check, they are permitted to volunteer with children under the supervision of a line-of-sight supervisor.

1.4.2.5 In the event of a conflict between the contractor and/or the Protestant RE volunteers, all communication between the involved parties shall cease immediately and the chaplain shall be notified of the issue at the earliest possible convenience.

1.4.2.6 The contractor is responsible for periodically observing all volunteers in the classroom setting to ensure accountability, professionalism and that effective teaching skills are implemented. The Government may observe volunteers to ensure the effectiveness of the volunteers and the contractor’s surveillance.

1.4.3 FUNDS MANAGEMENT

1.4.3.1 The contractor shall provide recommendations for establishment of an annual budget

(1 Oct - 30 Sep) for all religious education requirements within 45 days of contract award and annually thereafter at a date to be determined by the NCOIC of Chapel Operations. The annual budget is to include: selecting needed materials, publications, supplies, projected programs, teacher training and special religious education programs.

1.4.3.2 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., shall be processed by and maintained by the 501 CSW RAF Croughton CTOF Account Manager. The contractor, being part of the chapel program, may be allowed to organize a fundraiser if approved by the Senior Installation Chaplain and the Installation Commander (or delegate) prior to conducting a fundraiser. All funds collected must support a Chaplain Corps program and shall be deposited into the installation’s CTOF in accordance with AFI 32-3101, AFI 52-105 section

4.4.5 & 501 CSW/HCOI 52-105 section 3.4.

1.4.3.3 The contractor shall maintain an accounting of all funds received and spent, including receipts and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract.

1.4.4 REQUIRED MEETINGS

1.4.4.1 The contractor is responsible to attend staff meetings twice a month (or as needed) to discuss and review the status of the Protestant RE program and exchange feedback for the contract period remaining.

1.4.5 CONTRACTOR GENERATED REPORTS.

1.4.5.1. Monthly Report: The Contractor shall provide a monthly report of meetings and events to the NCOIC of Chapel Operations no later than the 7th day of the following month. The reports shall include as a minimum:

1.4.5.1.1. Statistics on the number of monthly events, attendees, volunteers, volunteer hours, and additional relevant information.

1.4.5.1.2. A brief evaluation of pending issues, goals, problems.

1.4.5.1.3. Any concerns or feedback expressed by parents/guardians of those enrolled in the

Youth Program.

1.4.5.2. After Action Report: The Contractor shall submit an After Action Report within 12 days following each special event (retreats, service projects, etc.) which will at a minimum contain:

Name/Date/Time/Place of Event

Project Officer

Number that attended. Did any Special Guest attend (3rd AF CC, Wing CC, Group CC, Squadron CC, etc.)?

Is this an annual event?

Purpose of the Event

How was the event funded?

Was the event successful? Pros-Good Points/Cons-Problems and how to fix them

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

Who were your points of contact?

1.4.6 SECURITY OF FACILITIES

1.4.6.1 All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the installation, shall abide by all security regulations of the installation. The contractor shall schedule an appointment with the NCOIC to receive training in chapel facility use and building security upon initiation of this position. Building keys necessary to perform required services will be issued at this time.

1.4.6.2. The contractor shall ensure that any government keys issued are not lost, misplaced, or used/loaned by any other person. In the event that a contractor were to lose a key they shall be charged the cost of replacement. Issued keys shall not be duplicated. If the contractor is the last to depart or member of the last group departing, the contractor shall ensure that any facility is locked and secured.

1.4.7 DELIVERABLES. All deliverables must meet professional standards and all requirements in this PWS. The Contractor shall be responsible for preparing and distributing one copy of each item in the following table to the indicated Government Representative.

Title 1st Submission Subsequent

Submissions

Government

Representative

SOW

Reference

Annual calendar of events

NLT 45 days after contract award

NLT 15 August NCOIC of Chapel

Operations

1.4.1.1

Annual budget estimate

NLT 45 days after contract award

TBD by NCOIC of Chapel

Operations

NCOIC of Chapel

Operations

1.4.3.1

Monthly

Report

7th day of 1st month after award

7th day of each month

NCOIC of Chapel

Operations

1.4.5.1

After Action

Report

NLT 12 days after event

NLT 12 days after event

NCOIC of Chapel

Operations

1.4.5.2

Background

Check

Documentation

NLT 10 business days after contract award

As required for new employees

Chapel Background

Check Program

Manager

2.2.2

2 GENERAL INFORMATION

2.1 HOURS OF OPERATION

2.1.1 The contractor shall perform duties and responsibilities at the RAF Croughton Chapel, at scheduled program events, and during Sunday worship services. The contractor must hold office hours at the chapel, during regular duty hours (0730-1630), at least 8 hours per week.

2.1.2 The contractor is required to give the Chaplain Corps 14 days of notice of any scheduled period of absence that would prevent the contractor from performing the services. At the discretion of the Contracting Officer, an extended period of absence may require the contractor to provide a substitute to perform the services. This substitute must meet all the qualification requirements of section 2.2.1 of this PWS. The Chaplain Corps, through the Contracting

Officer, reserves the right to refuse the services of such a substitute if he/she is deemed unqualified.

2.1.3 OFFICIAL US HOLIDAYS. No regular meetings will be required during the below U.S.

official holidays; however, if the contractor chooses to schedule special events on these dates they shall be performed at no additional cost to the Government.

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

2.2 CONTRACTOR PERSONNEL

2.2.1 QUALIFICATIONS. Contractor personnel performing under this contract shall have, at a minimum, the following qualifications:

2.2.1.1 A High School diploma, GED equivalent, or UK equivalent is required.

2.2.1.2 The Contractor must have a minimum of two (2) years’ experience working directly with youth in established youth organizations and/or Religious Education.

2.2.1.3 Must have a solid understanding of mainline Protestant theology, practice, and teachings

2.2.1.4 The Contractor shall be able to read/comprehend, write, and speak English fluently.

2.2.1.5 The contractor must have a functional working knowledge of Microsoft Word, Publisher, Excel, and basic financial record keeping skills.

2.2.1.6 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. All subcontractors employed by the contractor must be approved by the Installation Chaplain or designee prior to performing any official duties.

2.2.1.7. The Contractor shall furnish a resume and/or references validating education and experience requirements to the Contracting Officer.

2.2.2 REQUIRED BACKGROUND CHECK. In accordance with DoDI 1402.5, “Criminal

History Background Checks on Individuals in Child Care Services,” a Criminal history background check must be initiated and completed for each Contractor employee before being allowed to work with children under the age of 18. The Contractor shall submit, to the Chapel

Background Check Program Manager, a completed personnel background check application within 10 business days of the position hire date for all personnel. There is no charge to the contractor for these checks. An adverse finding from the investigation at any time will result in immediate termination of the individual and/or contract without additional costs to the Government.

2.2.2.1. CHILD CARE NATIONAL AGENCY CHECK AND INQUIRIES (CNACI).This

Paragraph applies to US Citizens (who do not meet UK residency requirements) and Third

Country Nationals (who have maintained a residency in the US). CNACI is required for childcare providers, volunteers, service workers and others who work with and around children under the age of 18 unsupervised. CNACI is required for these personnel unless the employer or volunteer is within line of sight and under direct observation of an individual whose CNACI background check has been adjudicated as favorable and with no derogatory reports. CNACI background checks are conducted by the Office of Personnel Management (OPM).

2.2.2.1.1. Individuals with a prior DoD affiliation must also complete an Installation Records

Check (IRC), which includes an installation law enforcement check, drug and alcohol records check, and a check of the Family Advocacy Program (FAP) records for a minimum of 2 years before the date of the application.

2.2.2.2. CRIMINAL RECORDS BUREAU (CRB) CHECK. This Paragraph applies to Non-

US Citizens and US Citizens who meet UK residency requirements. In accordance with DoDI

1402.5 Enclosure 3, Para.1-d all Foreign National with the potential of unsupervised access to children under the age of 18 require a CRB check conducted by the UK Government. The chapel shall be responsible for the initiation of all background checks upon contract award.

2.2.3 GENERAL

2.2.3.1 Contractor employees shall present a neat and professional appearance.

2.2.3.2 The Contractor shall provide a summary spreadsheet listing of all employees proposed to perform under this contract, with the employee’s name, position, date background checks were initiated and completed. It shall be the Contractor’s responsibility to update the spreadsheet as necessary.

2.2.3.3 An employee statement in accordance with AFI 34-248 shall also be provided. Failure to fulfill these requirements, in sufficient time to replace an employee, shall not relieve the

Contractor of their responsibilities under this contract.

2.2.3.4 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.

2.3 BASE ACCESS SECURITY REQUIREMENTS

2.3.1 The contractor shall coordinate with NCOIC of Chapel Operations with regards to base access security requirements and shall ensure that all requested paperwork is provided in a timely manner.

2.4 GOVERNMENT PROVIDED FACILITIES, EQUIPMENT, AND SERVICES

2.4.1 The Government will make available the office space for one individual, a desk, a chair, a computer, and telephone. The equipment provided will be incidental to the place of performance to perform tasks in accordance with this contract. The security of any contractor owned property shall be the responsibility of the contractor; the Government shall not be liable for losses or damage incurred by the contractor.

END OF PERFORMANCE WORK STATEMENT