DRAFT-Ecumenical_Youth_Ministry_Services.pdf

11 September 2018

PERFORMANCE WORK STATEMENT

FOR

ECUMENICAL YOUTH MINISTRY SERVICES

AT

RAF LAKENHEATH AND RAF MILDENHALL, UNITED KINGDOM

PERFORMANCE-BASED WORK STATEMENT

Ecumenical Youth Ministry Services

RAF Lakenheath (RAFL) and RAF Mildenhall (RAFM)

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 a team contract to be filled by two (2) positions that will support the development and implementation of Religious Youth Ministries for the Middle School (6-8th grades) and

High School (9-12th grades) youth for the RAFL/RAFM Community. This is to supp011 the

Youth Ministries conducted by the RAFL/RAFM Chapels. The contractor shall provide all non-personal services and materials, except as otherwise provided for in this contract, and shall provide for the Middle School (6- 8th grades) and High School (9-12th grades) 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 RAFL/RAFM Community. The contractor shall provide all volunteer help and attending youth with religious events and worship activities during retreats.

Sensitivity and respect for other faith groups shall 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 shall ensure all activities are coordinated through the RAFL/RAFM Wing

Chaplains.

The Ecumenical Youth Ministry Team shall designate one team position as a primary point of contact for each base (i.e. one member represents RAFL and one member represents RAFM) to include weekly worship service attendance and monthly Parish

Advisory Council Meetings.

1.1. WORKING HOURS AND EXTENDED PERIOD OF ABSENCE.

1.1.1. The maximum units will be:

This contract will consist of 12 Units per year. One unit consists of one month’s worth of work (minimum of 20 hours a week and a maximum of 40 hours per week for each position).

12 TOTAL (TEAM SHALL NOT EXCEED)

1.1.2. Leave of Absence/Sub-Contracting

1.1.2.1. Contractor shall provide a list of substitute contract personnel to the

Contracting Officer Representative (COR) for coordination with 48th Contracting

Squadron. Names of substitutes and credentials shall be provided within 30 calendar days of being awarded contract in order to accomplish required background checks and verify educational and experience requirements are met.

1.1.2.2. The COR shall be notified at least 14 days before any scheduled leave of absence that would prevent the contractor from personally performing the services.

1.1.2.3.. Subcontractors must meet the requirements for the position as outlined in this PWS. Contractor is responsible for payment of substitute.

1.1.2.4. Additionally, as applicable, the team members must have a Date of Expected

Return from Overseas (DEROS) to satisfy the duration of the contract, as applicable.

1.2. DUTIES AND RESPONSIBILITIES:

The Ecumenical Youth Program Team shall:

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

1.2.1.1. An annual calendar of events to establish planning

1.2.1.2. An annual budget estimate for each scheduled activity

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

1.2.1.4. Appropriate advertising of weekly, monthly and special events

1.2.1.5. Properly screen and train adult and youth leaders

1.2.1.6. Database of parents/participants

1.2.1.7. Summer youth events

1.2.1.8. Leadership workshops in local area

1.2.1.9. Service projects

1.2.2. The contractor shall submit in writing all planning items listed above to the Wing

Chaplains through the Deputy Wing Chaplains for approval no later than the 5th day of the second month after the effective date of the contract. No advertisement of proposed event or activity, either printed or verbal, shall be released until approved by the Wing

Chaplains or his/her designee.

1.2.3. SPECIFIC TASKS: Typically, camps, humanitarian projects, and events shall be conducted within the United Kingdom. NOTED EXCEPTIONS: To the norm of holding events within the UK are three (3) events the senior high winter break trip, middle school spring break trip and the joint junior and senior summer service project trip. All requests for deviation from this norm must be coordinated with the Wing Chaplains no later than 30 days prior to the event or activity.

1.2.3.1. Recruit, train, and direct a core member team that includes: adult youth ministers, catechists, aides, peer ministers and other volunteers.

1.2.3.2. Maintain a current list of names and contact details (respecting personally identifiable information (PII) requirements) of teachers, helpers, substitutes, other workers and students involved in the Ecumenical Youth Program.

1.2.3.3. Ensure the youth program works within the provided Chapel Tithes and

Offering (CTOF) budget for monthly program support supplies: Annual CTOF budgets are coordinated through RAFL/RAFM parish councils and approved by the

Wing Chaplains.

1.2.3.3.1. Ensure that all necessary supplies needed for the youth program are ordered in a timely manner with the Chapel Resource Manager.

1.2.3.3.2. Serve as CTOF Program Leader for youth income and expenses; ensures that all participation fees and fundraising monies collected are handled in compliance with AFI52-105V2, Chapel Tithes and Offering Fund.

1.2.3.3.3. Develop an annual budget for the ecumenical youth program in conjunction with the Contracting Officer's Representative (COR) and Deputy Wing

Chaplains for future budget planning purposes.

1.2.3.4. Attend meetings of the Pastoral Advisory Council: Both RAFL/RAFM, all parishes, to brief on outcome of previous events as well as upcoming scheduled events.

Parish Advisory Council Meetings will count toward weekly contract hours.

1.2.3.5. High School Youth Meetings: The contractor shall conduct at least 36 weekly senior high school (9-12th grades) youth meetings per year. These meetings shall last at least one (I) hour, 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. These meetings shall be held regardless of the number of students attending.

1.2.3.6. High School Small Group Meetings: The contractor shall conduct at least 36 weekly small group meetings per year. These meetings shall be with senior high students (9-l 2th grades) and last least one (1) hour. These meetings shall be held

1.2.3.7. High School Day Events: The contractor shall conduct at least two (2) one-day high school day event for 9-12th grades per year; minimum one (1) per semester.

1.2.3.8. High School Leadership Retreat: The contractor shall develop, coordinate, and implement one (1) annual retreat that will enable the students to fellowship, share expe1iences and struggles with other teens, be given appropriate religious instruction, and to be taught about character building and leadership development. All planning, adve11ising and coordination for this shall be at no additional cost to the Government.

Additional costs per participant shall be funded through the RAFL/RAFM Chaplain

Fund and must be coordinated as stated above.

1.2.3.9. Establish fundraising/booster club: The contractor shall establish fundraising/booster club for funding of youth retreats and travel expenses; thus reducing participation fees for those involved.

1.2.3.10. High School Service Project: The contractor shall plan, coordinate, and conduct an annual service project that will benefit a community within the UK/ Europe.

An extended service project outside the UK may be considered upon the approval of the Wing Chaplains. The Wing Chaplains on staff hold final authority. This extended project must be conducted within Europe. 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 RAFL/RAFM Fund and must be coordinated as stated above.

1.2.3.11. Middle School Youth Meetings: The contractor shall conduct at least 36 weekly middle school (6-8th grades) youth meetings per year. These meetings shall be at least one (1) hour, 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. These meetings will be held

1.2.3.12. Middle School Small Group Meetings: The contractor shall conduct at least 36 weekly small group meetings per year. These meetings shall be with middle school students (6-8th grades) and last at least 1 hour. These meetings will be held

1.2.3.13. Middle School Day Events: The contractor shall conduct at least two (2) middle school day events for 6-8th grades per year; minimum one (1) per semester.

1.2.3.14. Ministry of Presence: The contractor shall be present with the teens, on 60 different 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 RAFL/RAFM Chapel youth ministry program is accessible to all youth.

1.2.3.15. Community involvement: Conduct/support one community involvement project or event per quarter.

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

1.2.3.17. Youth Ministry Reports: The contractor shall provide monthly Youth

Reports of meetings and events to the Wing Chaplains and chaplains on staff, and to any other recipients deemed appropriate by the Wing Chaplain. These monthly reports shall be both quantitative and qualitative in nature. Additionally, After Action Rep01ts

(AAR) are required following special events, i.e. retreats, service projects, etc. (See

Appendix 6.1). The reports shall include as a minimum:

1.2.3.17.1. An accounting of all meetings that took place, including the number in attendance, what took place, and contractor evaluation of the effectiveness of the meetings.

1.2.3.17.2. A brief evaluation by the team regarding important issues, goals, problems.

1.2.3.17.3. Any concerns expressed by parents of those enrolled in the Youth

Program.

1.2.3.18. Ecumenical Youth Newsletter: A Youth Newsletter shall be a digital published, one (1) per month, with the purpose of informing parents of successes and plans for the future. A simple text format is sufficient listing dates, contact information, any routes, alternates, or prices as required. Coordinate newsletter through Deputy

Wing Chaplains prior to distribution.

1.2.3.19. Provide a parent brief prior to any activity conducted away from the chapel and school locations: Permission slips will be signed by a guardian and be in hand before the contractors shall allow any child to proceed on a retreat or special event requiring prearranged transportation. Parents will receive emergency contact instructions for each stage of the itinerary. In case of deviations en route, contractor shall advise the chapel.

1.2.3.20. Arrive at least 30 minutes prior to the start of any event to oversee setup:

The contractors shall remain until children are dismissed and all areas are returned to a neat, orderly and secure condition.

1.2.3.21. Coordinate with the facility scheduling point of contact on availability for

Youth Program and turn in completed facility requests for approval: Programs must be approved and facilities must be determined available prior to publicizing any event or program.

1.2.3.21.1. Once publicized, programs may only be cancelled due to inclement weather or after staff coordination.

1.2.3.21.2. Coordinate with outside sources/organizations to ensure required facilities/spaces are available as necessary (i.e.: Department of Defense Dependents

Schools (DODDS) facilities, Airmen & Family Readiness Center, etc.).

1.2.3.22. Attend faith group training sessions conducted by RAFL/M: To have a general understanding of specific faith group requirements, contractor will attend trainings such as AMS Catechist RE training.

1.3. REGULATIONS. The contractor shall comply with all applicable Air Force

Instruction (AFI), USAFE and local instructions (01) for financial management and accounting, facility use, maintenance and security. All regulations may be viewed online and will be available upon request.

1.4. ACCOUNTABLE FOR PAYING: The contractor shall be accountable for any

Social Security payments, Federal or Local Income Taxes, and State Unemployment

Insurance premiums for themselves, as well as any individual employed or subcontracted by them to provide services under this contract.

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

1.5.1. KEYS CONTROL: The contractor shall ensure that all keys issued are safeguarded against loss or use by unauthorized persons and shall immediately report any loss or unauthorized use of keys to the Non-commissioned Officer in Charge (NCOIC) of the chapel and the Contracting Office. Keys shall not be duplicated. All keys shall be returned on revocation of this contract.

1.5.1.1. 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 rekey 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 will replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor.

1.5.2. CONTRACTOR FURNISHED ITEMS AND SERVICES. Except for those items or services specifically cited in Section 3 to be Government-furnished, the

Contractor shall furnish everything required to perform this contract in accordance with all of its te1ms.

1.5.3. COORDINATION. The contractor shall coordinate all support requirements with the appropriate chapel staff member(s), i.e. facility, funds, and equipment requests.

1.6. CONTINUITY OF SERVICE. The Contracting Officer's 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 for contact in the event of an emergency. Personal vacation days shall be coordinated at least 14 days in advance with the

Wing Chaplain.

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

1.8 QUALIFICATIONS/CONTRACTOREVALUATION DOCUMENTS.

Demonstrate the qualifications listed below by one or more of the following areas:

QUALIFICATIONS REQUIREMENTS (QR), Proof required with bid package QR1. A resume of education/experience, QR2. Two (2) professional letters of reference, QR3. Copies of educational degrees and any professional certifications, QR4. A copy of three (3) annual ministry plans/capability statements which have been used within the past ten (l 0) years

1.8.1 Each candidate of the Ecumenical Youth Ministry Services Team must:

1.8.1.1. Possess a Baccalaureate Degree (in any field).

QR3: Copies of educational degrees and any professional certifications

1.8.1.2. Have a minimum of three (3) years' experience working directly with

American military youth in established youth organizations and leading military youth integration/assimilation programs.

QRl & QR2: A resume of education/experience, Two (2) professional letters of reference

1.8.1.3. Possess basic computer skills & financial record keeping; a functional working knowledge of Microsoft Word, Publisher & Excel.

QRl: A resume of education/experience

1.8.2. THE CONTRACTOR (i.e. company) MUST SUBMIT:

1.8.2.1. Minimum three years' experience providing youth ministry within a US military structure and environment.

QR1: A resume of education/experience

1.8.2.2. An organizational structure and capability to provide annual regional middle-school and high school outreach retreats, as well as one annual high school community service project.

QR4: A copy of three (3) annual ministry plans/capability statements which have been used within the past ten (10) years

1.8.2.3 An in-depth working knowledge of American youth, ecumenical faith, ethical values, social issues, and American life styles with a minimum of three

(3) years of experience working directly with American youth in established youth organizations.

QRl: A resume of education/experience.

1.9 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 shall be maintained.

1.10 SECURITY REQUIREMENTS. Prior to commencing work the Contractor shall furnish a listing all personnel involved in the contract work to the Contracting Officer or designated representative to ensure access to the respective installations. The following information must be furnished on the list:

1.10.1. Personnel: First and last name, date of birth, place of bi1th, passport or identification card number, place of residence and any such other information as required, to satisfy individual air base or army security regulations governing access to granting of passes to the particular military establishment.

1.10.2. 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. When any employee no longer works for the contractor at the installation, the contract manager or The Contracting Officer

Representative (COR) shall return any government furnished identification card to quality assurance personnel or Security Forces. Contractors shall expect delays entering the base and entry and exit of restricted areas. If, for any reason, Security

Forces or any military member detains a contractor or contract employee, the contractor is to comply with their request and is not to become combative or argumentative.

1.10.3. The contractor shall need to have access to the UK-AD NIPERnet (computer system access). A National Agency Check (NAC) shall be required for access and will be provided by the US Government. The contractor shall comply with all Air Force network training and security requirements.

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

1.10.4.1. Contractor shall submit completed personnel background check applications within 10 business days after award date to the chapel background check program manager for processing. It is mandatory that all contractors working with children under the age of 18 have a background investigation. This is in compliance with Public Law 101-64, Section 231 (Crime Control Act of 1990 and

Department of Defense Instruction (DoDI) 1402.5, Criminal History Background

Checks on Individuals in Child Care Service Position, 19 Jan 93). An adverse finding from this investigation at any time will result in termination of services.

1.10.4.2. Provide all information necessary for background investigation to include an Installation Records Check (AF Form 2583), proof of a completed Child Care

National Agency Check and Inquiries (CNACl), and/or completed.

1.10.4.3. Criminal History- In accordance with DODI 1402.5, 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 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.

1.10.4.4. 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.

1.10.4.5. Assist Background Check Program Manager with ensuring all adult volunteers working with youth below 18 years of age receive the appropriate paperwork in order to accomplish an installation records check.

1.10.5. Base Passes: The contractor shall ensure that all youth workers obtain and maintain a base pass. The contractor is required to meet all Air Force security, traffic, safety, and health requirements and instructions. All passes may be obtained from the

Contracting Officer or designated representative approximately 10 days after the aforementioned list has been submitted. The contractor shall inform all assigned workers that they may be subject to search, at the discretion of the wing commander, when entering or leaving the installation.

1.10.5.1. Installation passes will be returned immediately to the Issuing Officer when:

1.10.5.1.1. Pass has expired.

1.10.5.1.2. The Contractor no longer employs pass holder.

1.10.5.1.3. Contract is completed.

1.10.5.1.4. Contracting Officer so directs.

1.11. 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.

1.11.1. Contractor shall be familiar with and implement fire and safety practices in accordance with Air Force Instruction 91-202, The US Air Force Mishap Prevention

Program, to prevent accidents and preserve the life and health of him/her and any personnel affected by the performance of this contract.

1.11.2. Contractor shall exercise due diligence to ensure safety of volunteers, being mindful of potential hazards associated with electronic equipment.

1.11.3. The contractor shall ensure that all facilities used are properly secured, doors, windows locked and lights turned off upon departure when a chapel staff member is not present.

1.12. FUNDS: Unless specifically stated below, all services required by this Performance-based Work Statement shall be provided for in the contract price. All nonappropriated 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 RAFL/RAFM Chapel Tithes and Offerings Fund (CTOF). 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 Chapel Fund operations and AFJs.

The contractor shall provide an accounting of all funds received and spent, including receipts, to the Wing Chaplain, through the CTOF Account Manager within 10 days of receipt or expenditure.

1.13. QUALITY CONTROL. The Government will rely upon the Contractor to implement a Contractor designed quality control program that ensures that service will be perfo1med in accordance with this contract, commercial standards, and applicable laws. The Quality

Control program should implement procedures to identify, prevent and ensure the non-re-occurrence of defective services and should describe in detail an inspection system to cover all aspects of the services listed in the Service Summary in Section 2. Quality

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

1.14. CONTRACT PERFORMANCE. The government will periodically evaluate the contractor's performance in accordance with the Quality Assurance Surveillance Plan.

1.14.1. The COR for this contract is the Deputy Wing Chaplains for RAFL and

RAFM. The Superintendent, Chapel Operations, RAFL will serve as the alternate

COR. Any grievance by the Contractor should be resolved at the lowest level.

1.14.1.1. COR then the responsible contracting officer.

1.14.1.2. COR will monitor and inspect the contractor's performance.

1.14.1.3. Contractor will be notified in writing by the Contracting Officer of all noncompliance work and will be given an opportunity to c01Tect, if possible, nonconforming work.

1.14.1.4. Contractor will be given an opportunity to respond in writing to any notice of noncompliance.

1.16. OFFICIAL US HOLIDAYS. No regular meetings will be required during the below

US official holidays:

New Year's Day

Martin Luther King

Presidents Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

January 01

3rd Monday of January

3rd Monday of February

Last Monday of May

July 04

1st Monday of September

2nd Monday of October

November 11

4th Thursday of November

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.

1.17. 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.

1.18 GOVERNMENT REMEDIES.

The contracting officer shall follow FAR 52.212-4 Contract Terms and Conditions Commercial

Items (Sep 2005) and Fixed Price clause, FAR 52.246-4, for contractor's failure to perform satisfactory services or failure to correct non-conforming services.

1.19. NON-CONFORMING SERVICES FORMULA.

In conjunction with the Inspection of Services - Fixed Price clause, FAR 52.246-4 and Contract

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

Government will utilize the following method for determining monetary adjustments:

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

1.19.2. Determine the quantity of the service performed per month.

1.19.3. Determine the quantity of unacceptable service.

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

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

1.20. EMPLOYEES.

The Contractor shall not employ any person who is an employee of the United States Government.

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.

2. SERVICES SUMMARY: The following table identifies and describes the performance objectives, Acceptable Quality Level (AQL) and thresholds for the critical tasks/work requirements specified in the Duties and Responsibilities PWS.

Surveillance Matrix

Statements

Standards/AQLs

Inspections

1 .2. 2. Submit in writing all planning items listed above to the

COR for approval.

No later than the 5th day of the second month after the effective date of the contract.

What: Action Plan for the Year

How: 100% review of plan interim reviews randomly

Who: Project lead feedback to

COR

Incentive: Rework needed due to mistakes will be accomplished at no additional cost to the government

Standard(s): Inspection applies to all standards

1.2.3.1. Recruit, train, and direct a a) Executable What: Insta11ation Record

Check and monthly status reports

How: 100% review, user feedback continuous

Who: Background Check

Manager feedback to COR

Standard(s): Inspection applies to all standards core member team that includes: AQL: 95% adult youth ministers, catechists, No more than 6 complaints per aides, peer ministers and other year volunteers. b) Comprehensive

AQL: 100% Compliant with

1.10.4.5. Assist Background Check background check regulations

Program Manager with ensuring all adult volunteers working with youth below 18 years of age receive the appropriate paperwork in order to accomplish an installation records check.

1.2.3.9. Establish fundraising/ a) Executable What: CTOF records and booster club for funding of youth AQL: 95% monthly status reports retreats and travel expenses; thus No more than 4 complaints per How: 100% review, user reducing participation fees for year feedback those involved. b) Comprehensive continuous

AQL: 100% Compliant with Who: Account Manager

1.2.3.3. Ensure the youth program fund assurance regulations feedback to COR works within the provided Chapel Standard(s): Inspection applies

Tithes and Offering (CTOF) to all standards budget for monthly program support supplies. Annual CTOF budgets are coordinated through RAFL/RAFM parish councils and approved by the Wing Chaplains.

1.2.3.3.1. Ensure that all

necessary supplies needed for the youth program are ordered in a timely manner with the Chapel Resource Manager.

1.2.3.3.2. Serve as CTOF

Program Leader for youth income and expenses; ensures that all participation fees and fundraising monies collected are handled in compliance with AFT52-105V2, Chapel Tithes and Offering Fund.

1.2.3.3.3. Develop an annual

budget for the ecumenical youth program in conjunction with the

Contract Monitor and Deputy

Wing Chaplains for future budget planning purposes.

Deliverables·

A00l Fundraising Plan (Chapel and/or Base-wide)

A002 Financial documents as required by AFI52- l 05V2

1.2.3.4. Attend meetings of the

Pastoral Advisory Council, both

RAFL/RAFM all parishes, to brief on outcome of previous events as well as upcoming scheduled events.

Parish Advisory Council Meetings will count toward weekly contract hours.

Point of contact (POC) for each base attends scheduled

Parish Advisory Council meetings. If POC is unable to attend, other team member will represent at meeting.

What: PAC Meeting Minutes

How: Periodic review, user feedback continuous

Who: Deputy Wing Chaplains feedback to COR

Standard(s): Inspection applies to all standards

1.2.3.5. High School Youth

Meetings: Conduct at least 36 weekly High School (9-12th grades) youth meetings. These meetings will last at least one (1) hour.

Executable

AQL: 95%

No more than 3 complaints per year

What: Youth Meetings & monthly status reports

How: Periodic review, user feedback continuous

Who: Deputy Wing Chaplains feedback to COR

Standard(s): Inspection applies to all standards

1.2.3.6. High School Small Group

Meetings: Conduct at least 36 weekly small group meetings.

These meetings will be with high school students (9-l 2th grades) and will last for at least one hour.

Executable

AQL: 95%

No more than 3 complaints per year

What: Youth Meetings & monthly status reports

How: Periodic review, user feedback continuous

Who: Deputy Wing Chaplains feedback to COR

Standard(s): Inspection applies to all standards

1.2.3.7. High School Day Events:

Conduct two high school day activities for 9- l 2th grades students, one per semester.

Executable

AQL: 100%

No more than 2 complaints per year

What: Monthly status reports

How: Periodic review, user feedback continuous

Who: Deputy Wing Chaplains feedback to COR

Standard(s): Inspection applies to all standards

1.2.3.8. High School Leadership

Retreat: Develop, coordinate, and implement one (I) annual

Executable

AQL: 100%

No more than 2 complaints per

What: Installation Record

Check and monthly status reports retreat that will enable the year How: 100% review, user students to fellowship, share b) Comprehensive feedback experiences and struggles with AQL: 100% Compliant with continuous other teens, be given appropriate background check regulations Who: Background Check religious instruction, taught about Manager & Deputy Wing character building and leadership Chaplains feedback to COR development. Standard(s): Inspection applies to all standards

1.2.3.19. Provide a parent brief

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

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

Deliverables:

A003 Anti-terrorism assessment of retreat location A004 Pem1ission slips for participants A005 After Action Report

1.2.3.11. Middle School Youth Executable What: Youth Meetings &

Meetings: Conduct at least 36 AQL: 95% monthly status reports weekly Middle School (6-8th No more than 3 complaints per How: Periodic review, user grades) youth meetings. These year feedback continuous meetings will last at least one (1) Who: Deputy Wing Chaplains hour. feedback to COR

Standard(s): Inspection applies to all standards

1.2.3.12. Middle School Small Executable What: Youth Meetings &

Group Meetings: Conduct at least AQL: 95% monthly status reports

36 weekly small group meetings. No more than 3 complaints per How: Periodic review, user

These meetings will be with 6-8th year feedback continuous grade students and will last at least Who: Deputy Wing Chaplains one hour. feedback to COR

Standards/AOLs

1.2.3.13. Middle School Day Executable \\'hat: Monthly status reports

Events: Conduct two (2) Middle AQL: 100% How: Periodic review, user

School day activities for 6-8th No more than 2 complaints per feedback continuous grade students, one per semester. year Who: Deputy Wing Chaplains feedback to COR to all standards

1.2.3.14. Ministry of Presence: Be

present with the teens, on 60 different occasions, by visiting schools, sporting events, lunches, and/or social activities where youth are expected to assemble or congregate.

Executable

AQL: 95%

No more than 6 complaints per year

What: Monthly status report and customer feedback

How: Periodic observations

I 00% review of reports

& feedback

Who: COR

Standard(s): Inspection applies to all standards

1.2.3.15. Community involvement:

Conduct/support one community involvement project or event per quarter.

Executable

AQL: 95%

No more than 2 complaints per year

What: Monthly status report and customer feedback

How: Periodic observations

I 00% review of reports

& feedback

Who: COR

Standard(s): Inspection applies to all standards

1.2.3.16. Volunteer Training/

Planning Sessions: Conduct monthly volunteer training and planning sessions, at least one and a half hours each, consisting of training in youth ministry principles, and planning for upcoming meetings and events.

Executable

AQL: 95%

No more than 2 complaints per yea

What: Monthly status reports and customer feedback How: Periodic observations 100% review of reports & feedback

Who: COR

Standard(s): Inspection applies to all standards

1.2.3.17. Youth Ministry Reports:

Provide monthly Youth Reports of meetings and events to the

Contract Monitor; due by the 4th of each month. These monthly reports will be both quantitative and qualitative in nature.

a) Addresses all program areas

AQL: 100% Compliant with all Regulations

b) Identify trends and areas of improvement

AQL: 95%

What: Monthly Ministry report and customer feedback

How: Periodic observations of events

I 00% review of reports & feedback

Who: COR

Standard(s): Inspection applies to all standards

1.2.3.18. Ecumenical Youth

Newsletter: Publish a digital newsletter, one (1) per month, with the purpose of sharing with parents event information, successes, and plans for the future.

Deliverables:

A006 Newsletter

a) Addresses all program areas

AQL: 100% Compliant with all Regulations

b) Identify trends and areas of improvement

AQL: 95%

What: Youth Newsletter and customer feedback

How: I 00% review of newsletter

& feedback

Who: COR

2.1. The performance threshold for each of the monthly performance objectives is listed in the table above. If the contractor fails to meet the performance objectives due to the number of valid deficiencies, the contractor's performance will be recorded on the C01Tective Action Rep011 (CAR). The COR will discuss the deficient service with the Contractor Representative and provide the Contractor Representative and

Contracting Officer a copy of the CAR. The Contractor Representative will review the circumstances surrounding the discrepancy and develop a corrective action plan.

The Contractor Representative will annotate the corrective action plan on the CAR and provide a copy to the COR and Contracting Officer. The COR will monitor contractor performance to ensure sufficiency of the corrective action plan. Should the approach be ineffective the COR will notify the Contracting Officer for appropriate action in accordance with FAR 52.212-4, Contract Te1ms and Conditions--Commercial Items.

The Contracting Officer will follow the requirements of abovementioned clause for contractor's failure to correct nonconforming services.

3. GOVERNMENT PROPERTY AND SERVICES.

3.1. GOVERNMENT 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 prope11y shall be the responsibility of the contractor and the government is not liable for losses or damage incurred by the contractor

3.1.1 The chapel will provide the contractor with access to office space, computer/ printing equipment, chapel classrooms, fellowship hall, and sanctuary.

3.1.2 Government owned equipment shall not be removed from the Chapel without written authorization from the Non-commissioned Officer in Charge (NCOIC), Resource Management and/or Superintendent, Chapel Operations.

3.1.3 Individual arranges for facility use, equipment and supply needs in accordance with local policy and procedures (maintained in the chapel contractor continuity binder), ensures coordination and security for facilities, equipment and/or materials used in the program.

3.2. GOVERNMENT UTILITIES. This includes: Electric, Heat, Water, Telephone

Services, for any business correspondence relating specifically to work performance under this contract.

4. PERIOD OF SERVICE/ NUMBER OF UNITS.

4.1. This contract will be for One (1) Base Year Plus four (4) Option Years. This contract will require 52 weekly units per year on the contract. A unit is one week in which all team members each perform a 40-hour work week. During the weekly unit, duty hours will vary to cover programs that occur in the evenings and coincide with

Middle/High School events. Each Option Year will require 52 weekly units during the contract period year. A unit is one week in which all team members each perform a 40-hour work week. During the weekly unit, duty hours will vary to cover programs that occur in the evenings and coincide with Middle/High School events.

4.2. Regular customer service hours will be provided/posted in consultation with the

Deputy Wing Chaplains and the Non-Commissioned Officer in Charge (NCOIC), Resource Management.

5. INSTALLATION LOGISTIC SUPPORT

5.1. In accordance with DFARS PGI 225.7401, Contracts Requiring Pe1formance or Delivery in a Foreign Country, DoD 4525.6-M, Department of Defense Postal

Manual, Appendix 1, and AFI 36-3026, Identification Cards for Members of the Uniformed Services, Their Eligible Family Members, and Other Eligible

Personnel, paragraphs A2.7 and A2.7.2, the RAFL/RAFM Chapels request the

Wing Commander's approval of the inclusion of logistical support privileges on the Ecumenical Youth Program Team contract as applicable and determined by

48th Contracting Squadron (48 CONS) and consistent with the requirements and restrictions outlined in a11 applicable DoD and AF policies.

5.2. By agreement with the UK Government, logistical support privileges for contractor employees can be offered only to eligible U.S. citizens working for U.S. owned companies exclusively with US Military Services. This support cannot and will not be provided to UK Nationals or Third Country Nationals who are ordinarily residents of the UK. Logistical support privileges requested under this contracting action must be reviewed and approved on a case-by-case basis and are limited to those privileges that are approved by the Wing Commander, consistent with current resource management.

Only those specific privileges obtained by the prior approval by the

48 FW/CC will be included; all or only a portion of the below privileges may be approved:

5.2.l. Commissary (includes rationed items).

5.2.2. AAFES facilities (military exchange, theater, food concessions, shoppette).

5.2.3. Class Six (alcoholic beverages, includes rationed items).

5.2.4. Local government transportation for official government business (as available).

5.2.5. Local Services (morale, welfare, and recreation).

5.2.6. Military banking services, accounting and finance services, credit union.

5.2.7. Military Postal Service. DoD 4523.6-M, Volume I, DoD Postal Manual, authorizes U.S. citizen employees and sponsored family members may be authorized personal mail. Postal support will be limited to the country in which the contractor is performing and provided there is no host-country prohibition.

The extent of postal supp011 will be set forth in the contract. The provisions for postal supp011 in such contracts shall be reviewed and approved by the applicable

Combatant Commander (or his designated representative) and the Military

Department concerned prior to execution of the contract. This service shall not increase the existing MPS manpower and facility requirements.

5.2.8. POV registration.

5.2.9. Purchase of petroleum and oil (POL) products.

5.2.10. DoD Dependent Schools on a tuition paying basis. Minor dependents of

U.S. citizens who are full-time defense contractor personnel whose organization has executed contracts or other agreements with the DoD when the applicable contract or agreement authorizes dependent education on a tuition fee basis in the DoD dependents schools shall be enrolled on a space-guaranteed, tuition paying basis.

5.2.11. Emergency medical and dental services on a space available, fully reimbursable basis for medical services provided at Uniformed Service facilities.

5.3. The Contractor Verification System Trusted Agent will be responsible for verifying eligibility of the individual employee for the logistical support detailed in their employer's contract on the employee's application for the Common Access C a r d .

5.4. If at any time it becomes evident that the extension of logistical support privileges impairs the military mission of RAFL and RAFM, the 48th Fighter Wing Commander reserves the right to rescind any logistical support privileges approved.

6. APPENDICES.

6.1. INFORMATION REQUIRED ON AFTER ACTION REPORTS (AAR).

The following information will be required on AAR's following special events as required in paragraph 1.2.3.17.

6.1.1. Name/Date/Time/Place of Event

6.1.2. Project Officer

6.1.3. Number that attended

6.1.4. Did any Special Guest attend the event? 3rd AF Commander/Group/Wing

Commander/Squadron Commander/Other

6.1.5. Is this an annual event?

6.1.6. Purpose of the Event

6.1.7. How was the event funded?

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

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

6.1.10. Who were your points of contact?