DRAFT PWS - RAFM Chapel Support Services.pdf

CUI

PERFORMANCE WORK STATEMENT

RAF MILDENHALL CHAPEL SUPPORT SERVICES

1 OCTOBER 2026

1.0 DESCRIPTION OF SERVICES

1.1 Scope of Work

The Contractor shall provide all personnel, management, supervision, tools, and materials necessary to perform non-personal Chapel Support Services at RAF Mildenhall across three (3) designated positions:

1. Protestant Religious Education (RE) Coordinator

2. Catholic Religious Education (RE) Coordinator

3. Media and Music Director (Volunteer-Management Model)

The goal of this contract is to provide spiritually enriching, professionally coordinated, and vibrant ministry support to Air Force military members, civilian components, and their dependents assigned to RAF Mildenhall. Performance will be evaluated via qualitative feedback from chapel leadership and parishioners in accordance with the Services Summary (SS) and FAR Part 37.6 (Performance-Based Acquisition).

1.2 Non-Personal Services Definition

In accordance with FAR 37.104, this is a non-personal services contract. The personnel rendering these services are not subject to the supervision and control usually prevailing in relationships between the Government and its employees. The Contractor shall manage and supervise all substitute personnel, employees, and volunteers under its purview. Government personnel will not supervise or give direct day-to-day employee direction to Contractor personnel.

2.0 SPECIFIC WORK REQUIREMENTS

2.1 Position 1: Protestant Religious Education (RE) Coordinator

2.1.1 Program Oversight: Coordinate and execute a comprehensive Protestant Religious Education program focusing on spiritual formation for children, youth, and adults.

2.1.2 Scope of Ministries: Direct weekly Children’s Church and lead the execution of major special events, including:

• Annual Summer Vacation Bible School (VBS) consisting of at least one week of half-day sessions.

• Bi-annual Ministry Fairs.

• Easter and Christmas seasonal presentations.

• Annual Volunteer Appreciation Event.

2.1.3 Religious Sensitivity & No-Coercion Policy: Maintain an atmosphere of religious sensitivity and mutual respect across diverse Protestant traditions and faith backgrounds. The Contractor and all supervised volunteers shall not employ any coercion to force military personnel or dependents to conform to any specific denominational preference.

2.1.4 Annual RE Program Plan: Prepare and submit an annual comprehensive Protestant RE Program Plan for approval by the Lead Protestant Chaplain. The plan shall include:

• Annual calendar of events scheduled 12 months in advance.

• Chapel Tithes and Offering Fund (CTOF) budget proposals.

• Appropriated Fund (APF) budget requirements.

• Annual age-appropriate curriculum order (executed at least quarterly).

2.1.5 Volunteer Management & Child Safety Compliance:

• Recruit, interview, select, train, and supervise volunteer teachers, helpers, and substitutes.

• Maintain a roster of volunteer workers and participants.

• Comply strictly with Public Law 101-647 (Crime Control Act of 1990, Section

231), DoDI 1402.05, AFI 52-101, and HCOI 52-101 for Child Care and Youth Services Background Checks.

• Provide monthly updated volunteer rosters to the Chapel Background Check Program Manager.

• Supervise the Closed-Circuit Television (CCTV) program to ensure compliance with line-of-sight supervision rules.

2.1.6 Coordination & Meetings:

• Attend weekly Chapel Staff Meetings for short- and long-range planning.

• Attend all Protestant Advisory Council (PAC) meetings.

• Conduct monthly planning and metrics review meetings with the Lead

Protestant Chaplain.

• Coordinate facility reservations with the Chapel Facility Manager.

2.1.7 Logistics & Hours:

• Standard annual labor hours: 780 hours (approximately 15 hours per week;

up to 30 hours per week during VBS and peak holiday seasons).

• On-site Sunday presence 30 minutes prior to Sunday services, plus scheduled weekly office planning hours to meet mission requirements.

• Maintain a continuity file containing event after-action reports, operating procedures, and contact lists.

2.2 Position 2: Catholic Religious Education (RE) Coordinator

2.2.1 Program Oversight: Coordinate and execute a comprehensive Roman Catholic Religious Education (RE) and Faith Formation program for children, youth, and adults in accordance with Archdiocese for the Military Services, USA (AMS) guidelines and local pastoral direction.

2.2.2 Sacramental Preparation & Liturgical Rhythms:

• Coordinate sacramental preparation classes, documentation, and liturgies for First Reconciliation, First Holy Communion, Confirmation, and the Order of Christian Initiation for Adults/Children (OCIA/OCIC).

• Coordinate weekly Catholic Religious Education classes (Confraternity of Christian Doctrine - CCD) during the academic year.

• Lead or coordinate Catholic involvement in seasonal parish missions, penance services, and summer youth programs.

2.2.3 Respect and Doctrinal Fidelity: Present Catholic doctrine and sacramental life faithfully according to AMS norms, while fostering mutual respect and cooperation within the shared interfaith military chapel environment.

2.2.4 Annual Catholic RE Plan:

• Prepare and submit an annual Catholic RE Program Plan, calendar, and proposed CTOF/APF supply budget to the Catholic Priest/Chaplain for review and Wing Chaplain approval.

• Select, order, and distribute approved Catholic catechetical texts, teaching resources, and materials.

2.2.5 Volunteer Recruitment & Protection of Children:

• Actively recruit, screen, train, schedule, and supervise volunteer catechists, classroom assistants, and youth ministry helpers.

• Ensure 100% of Catholic volunteers working with minors complete background investigation packets and local base clearance checks before classroom entry.

• Track and submit weekly attendance rosters and sacramental register information to the Catholic Priest/Chaplain.

2.2.6 Meetings & Coordination:

• Actively participate as an ex-officio resource member on the Catholic Parish Advisory Council (PAC).

• Coordinate facility, classroom, and liturgy space bookings with the Chapel Facility Manager.

• Attend meetings with the Catholic Priest (typically the Wing Chaplain) as required to meet mission requirements.

2.2.7 Logistics & Hours:

• Standard annual labor hours: 780 hours (approximately 15 hours per week, with adjustments for sacramental retreat weekends and fall kick-offs).

• On-site Sunday presence 30 minutes prior to Catholic education sessions and services, plus scheduled weekly office planning hours to meet mission requirements.

• Maintain an active continuity binder containing sacramental records tracking, volunteer rosters, and catechetical syllabi.

2.3 Position 3: Music & Multimedia Director (Volunteer-Management Model)

2.3.1 Role Purpose & Delivery Model Shift

• The Media and Music Director serves as the central technical, multimedia, and musical coordinator supporting both Protestant and Catholic chapel worship programs at RAF Mildenhall.

• Volunteer Performance Model: This position operates primarily as a Volunteer Manager and Coordinator rather than a sole direct executor. The Director is responsible for building, equipping, scheduling, and leading volunteer teams who will execute live instrumental/vocal performances, sound board operation, and visual/projection presentations.

2.3.2 Functional Areas of Responsibility:

• Volunteer Recruitment & Team Development: Continuously identify, recruit, audition, and integrate volunteer musicians, vocalists, sound board operators, and visual media technicians from the military community.

• Audio Engineering Oversight: Train volunteers to operate digital mixing consoles, microphones, monitors, and stage wiring for worship services, rehearsals, and special events.

• Visual Media & Digital Presentation: Coordinate volunteers responsible for slide presentations (lyrics, scripture, announcements via software such as

ProPresenter/PowerPoint), camera operations, video streaming, and lighting.

• Musical Direction & Rehearsal Management: Plan music selections in collaboration with the Lead Protestant Chaplain and Catholic Priest. Organize and conduct weekly rehearsals to ensure volunteer musicians and vocalists are thoroughly prepared.

2.3.3 Worship Service Execution:

• Provide direct on-site oversight and stage management for:

• Weekly Sunday Protestant Worship Service(s).

• Weekly Sunday Catholic Mass(es).

• Special Joint and Seasonal Liturgies (Christmas Eve, Holy Week, Easter, National Day of Prayer, Memorial Services).

• Arrive at least 45 minutes prior to services to oversee stage setup, sound checks, media queue verification, and volunteer check-in.

• Ensure that the worship platform and audiovisual booth are restored to default clean, secured condition after each service.

2.3.4 Technical Maintenance & Property Control.

• Perform routine inventory checks of musical instruments, public address (PA) systems, microphones, projectors, and digital controllers.

• Immediately report damaged, malfunctioning, or missing Government equipment to the Chapel Superintendent / Facility Manager.

• Maintain compliance with Copyright licensing (e.g., CCLI, OneLicense) across printed, projected, and streamed media.

2.3.5 Volunteer Background & Safety Compliance:

• Ensure all volunteer technicians and musicians (especially those working near youth or vulnerable populations) receive required safety briefings and security background vetting as applicable.

2.3.6 Meetings & Administrative Duties:

• Attend weekly Chapel Staff meetings to align media and musical themes with pastoral plans.

• Coordinate with Protestant and Catholic PAC representatives to assess music and technology needs.

• Maintain an up-to-date digital roster and scheduling calendar of volunteer audio engineers, visual techs, and praise team/choir members.

2.3.7 Logistics & Hours:

• Standard annual labor hours: 260 hours (averaging 5 hours per week:

covering weekday technical/musical rehearsals, Sunday technical and musical coordination for both Protestant and Catholic services, plus volunteer development).

3.0 SERVICES SUMMARY (SS)

Performance Objective

PWS Reference Performance Threshold

Method of Surveillance

SS-1: Volunteer Recruitment & Coverage Recruit, train, and schedule qualified volunteers for media, sound, and music to ensure 100% operational coverage of weekend Protestant and Catholic services.

Para 2.3 No more than 1 service per quarter experiencing uncoordinated absence of volunteer audio, visual, or musical support.

Periodic sampling and customer/chaplain feedback.

SS-2: Religious Education Program Execution Execute Protestant and Catholic RE classes, VBS, and sacramental prep programs on schedule.

Paras 2.1 & 2.2 95% compliance with approved annual RE calendar; no uncoordinated cancellations.

100% inspection of weekly attendance records and monthly reviews.

SS-3: Background Check & Child Safety Ensure 100% of volunteers working with minors submit

Paras 2.1.5, 2.2.5, 2.3.5

Zero tolerance (100% compliance) with DoDI 1402.05 and installation child safety standards.

Monthly audit of volunteer rosters with Chapel Background Check Program Manager.

complete background investigation packages prior to unescorted service.

SS-4: Facility & Equipment Stewardship Ensure all chapel audiovisual, musical, and educational equipment is properly maintained, inventoried, and secured after every use.

Paras 2.3.4, 4.0, 6.0

No more than 2 documented instances per year of unsecured facilities or uninventoried Government equipment discrepancies.

Random surveillance and Facility Manager inspection reports.

SS-5:

Professional Planning & Meeting Attendance Attend required weekly staff meetings, PAC meetings, and submit annual budgets and curriculum plans on time.

Paras 2.1.4, 2.1.6, 2.2.4, 2.2.6, 2.3.6

Attendance and deliverable timeliness rate of at least 95%.

Meeting attendance logs and Lead Chaplain review.

4.0 GOVERNMENT FURNISHED PROPERTY, FACILITIES,

AND SERVICES

4.1 Workspace and Facilities: The Government will provide appropriate office workspace, classroom facilities, and worship spaces in Building 474 (RAF Mildenhall Chapel) necessary to execute the requirements of this PWS.

4.2 Equipment Provided: The Government will provide audiovisual mixing consoles, speakers, microphones, projectors, screens, digital display computers, pianos, organs, keyboards, and drums for contract use.

4.3 Utilities: The Government will provide heat, electricity, water, and standard base telecommunications incidental to the performance of this contract.

4.4 Security of Equipment: Government-owned equipment shall not be removed from chapel facilities without prior written authorization from the Superintendent of Chapel Operations or Facility Manager.

5.0 GENERAL CONTRACTOR QUALIFICATIONS &

MANAGEMENT

5.1 Language Proficiency: All Contractor personnel and designated substitutes shall read, write, speak, and understand the English language fluently.

5.2 Technical & Musical Competence:

• Media and Music Director: Documented experience directing musical groups, knowledge of contemporary and liturgical music styles, and demonstrated technical competency in live audio mixing (digital boards) and projection software.

• RE Coordinators: Documented experience in religious education, pedagogy, volunteer coordination, and familiarity with Protestant or Catholic church educational traditions.

5.3 Substitute Personnel: The Contractor shall provide a list of qualified substitutes within thirty (30) days of contract award. Substitutes must meet the same background check and technical qualifications as primary personnel.

5.4 Conflict of Interest: Contractor personnel shall not solicit private financial contributions, market private commercial services, or accept personal remuneration from parishioners for services performed under this contract.

6.0 SECURITY, INSTALLATION ACCESS, SAFETY,

ENVIRONMENTAL

6.1 Base Access & Host Agency Check (HAC): All Contractor personnel and substitutes shall undergo local national Host Agency Check (HAC) vetting and obtain an installation pass through the 100th Security Forces Squadron (SFS) and Ministry of Defence Liaison Office (MODLO).

6.2 Background Investigations (Child Care Services): Personnel working with children under 18 years of age shall successfully complete background investigations in accordance with Public Law 101-647 and DoDI 1402.05.

6.3 Operations Security (OPSEC): Contractor employees shall observe operational security rules in accordance with AFI 10-701 and base policies. Contractor personnel shall not post details regarding base personnel deployments, operational schedules, or unclassified non-public details to personal social media platforms.

6.4 Workplace Health & Safety: Performance shall comply with Air Force Occupational Safety and Health (AFOSH) directives, local UK Health and Safety Executive (HSE) guidelines, and standard chapel fire protection protocols.7.0

DELIVERABLES SCHEDULE

Deliverable Frequency Due Date Recipient

Annual RE Program Plans & Budgets

Annually 60 days prior to contract option period

Lead Chaplains /

COR

Weekly Attendance & Ministry Metrics

Weekly Every Monday by 1700 hours

Lead Chaplains /

COR

Updated Volunteer Rosters & Vetting Log

Monthly First working day of each month

Background Check Manager / COR

Media & Audio Volunteer Roster/Schedule

Monthly 10 days prior to the start of each month

Lead Protestant & Catholic Chaplains

Substitute Personnel Roster & Credentials

Initial / Annual Within 30 days of award / upon change

Contracting Officer

(CO) / COR

Equipment Discrepancy & Maintenance Log

As required Within 24 hours of equipment failure

Chapel Facility Manager / COR

6.5 Facility Security Clearance. The Contractor shall possess a valid Facility Security Clearance granted by the Defense Security Service (http://www.dss.mil).

The Contractor shall comply with DoDD 5220.22R, DoD Industrial Security Program to determine eligibility for access to classified information for work performed under this PWS. The Contractor shall possess the appropriate Facility Clearance in accordance with DOD National Industrial Security Program (NISPOM) 5220.22R at the time of contract award and prior to performing work on any classified Government systems or products. DD Form 254 Department of Defense Contract Security Classification Specification provides security classification guidance to the Contractor. The Contractor shall comply with applicable DOD/Air Force security regulations when handling classified material.

6.5.1 Badges. The Contractor shall provide identification badges for their employees. All Contractor personnel shall wear these badges while on duty on the Government site. Badges shall identify the individual’s name, company name, and the clear, distinct marking “Contractor.” Size, color, style, etc. are to be mutually agreed to by Contractor and Government. The Contractor’s identification badge shall not be used as a requirement for installation entry, or for entry into Government-designated controlled or restricted areas.

6.5.2. Property Protection. Property protection for the Government-owned facility where the Contractor’s primary work center is located is the responsibility of the local facility manager and local Government Security Manager, or their duly authorized representative IAW AFI 31-101, The Air Force Installation Security Program and command/local directives. The Contractor shall safeguard all Government-owned equipment and materials in his/her possession or use.

6.5.3. Safeguarding Classified or Unclassified Information. The Contractor shall meet Air Force standards for storing, processing, and handling classified information and systems. Additionally, the Contractor shall surrender all resources (e.g. maps, publications, instructions, photos) provided by the Government to assist the Contractor in the performance of this contract upon termination of employment, termination of the contract, or the end of the contract performance period.

6.5.4. Non-Disclosure Agreements. To safeguard information, non-disclosure agreements may be required for all Contractor personnel performing on this contract.

6.5.5. Privacy Act. Performance on this contract may require access to Privacy Information. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S.

Code, Section 552a and applicable agency rules and regulations.

6.6. Environmental, Health, and Safety. The Contractor shall provide their employees with the necessary environmental, health, and safety training to ensure compliance with all Occupational Safety and Health Acts (OSHA), and local UK laws.

The Contractor shall protect the health and safety of employees and the community, minimizing the risk of environmental pollution.

6.7. Pollution Prevention. Pollution Prevention. "Pollution Prevention" and "Source Reduction" are defined in the Pollution Prevention Act of 1990, 42 U.S.C. §§ 13101-13109. Contractor’s obligation under this section is limited to identifying pollution prevention opportunities and shall not be construed to require the Contractor to conduct activities not otherwise required by the program.

APPENDICES

Appendix A, Standards

Appendix A, Standard – Availability of Publications & Documents

DoD 5500.7-R Joint Ethics Regulation AFI31-401 Information Security Program Management (Supplements DOD 5200-1R) AFI 31-601 Industrial Security Program Management (Supplements DOD 5200-22R) AFI 64-106 AF Industrial Labor Relations Activities AFPD 91-3 Occupational Safety and Health AFI 91-301/91-302 Air Force Occupational & Environmental Safety, Fire

Prevention & Health Program AFI 91-202/JS1 The USAF Mishap Prevention Program AFI 91-204 Investigating and Reporting U.S. Air Force Mishaps