PWS_Catholic_Youth_Ministry_Coordinator.doc

PERFORMANCE WORK STATEMENT (PWS)

FOR

Catholic Youth Ministry Coordinator

75ABW/HC

September 2015

PERFORMANCE-BASED WORK STATEMENT

TABLE OF CONTENTS

SECTION

PAGE

DESCRIPTION OF SERVICES

SERVICE DELIVERY SUMMARY

GOVERNMENT FURNISHED PROPERTY AND SERVICES

GENERAL INFORMATION

APPENDICES

1. DESCRIPTION OF SERVICES.

The primary purpose of this position is to provide services as necessary to support the Catholic Youth Ministry program at Hill AFB, Utah, in particular the operation and implementation of religious, spiritual and educational needs of the Junior and Senior High age children of the Catholic community.

1.1. BASIC SERVICES/QUALIFICATIONS.

A practicing Roman Catholic who has received the sacrament of Confirmation and is in good standing with the Church. Must have at least three years of favorable service as a youth minister with some experience in administration. Currently hold or be able to obtain the Archdiocese for the Military Services (AMS) basic and advance catechist certifications.

1.2. QUALIFICATIONS.

Knowledge: A minimum of three years’ experience in the field with the particular knowledge, skills, and abilities to successfully perform the duties of the position. The individual must have a minimum of three years’ experience in directing and running an Air Force Chapel Catholic Youth Ministry program.

Education: A bachelor’s degree in Theology, Religious Studies, Education, Psychology, or Sociology is preferred but not required. Experience can be substituted for education. Candidate can provide letters of recommendation for service exceeding one year and certification of ability.

Experience: Three years specialized experience that equipped the applicant with the particular knowledge, skills, and abilities to successfully perform the duties of the position. The individual must have leadership experience and experience administering and running a Catholic Youth Ministry program at an Air Force Base Chapel. Certification of personal experience and ability must be verified in writing by a chaplain who personally witnessed the applicant’s performance unless experience was obtained at the Hill AFB Chapel.

1.3. DUTIES AND RESPONSIBILITIES. The duties include but are not limited to the following:

1.3.1. Under the direction and approval of the Catholic Priest, implement and coordinate a program for Junior High and Senior High school age children in accordance with the guidelines set for by the Air Force Chaplain Corps and AMS.

1.3.1.1. Initiate, organize, write and/or implement Junior and Senior High education programs.

1.3.1.2. Implement, organize and plan youth retreats and social activities.

1.3.1.3. Organize youth ministry service and outreach projects.

1.3.1.4. Plan and coordinate fund-raising opportunities. These fund-raising opportunities are to be coordinated through the applicable chaplain sponsor for approval and recommended approval by the 75ABW Commander or his/her delegate.

1.3.2. Complete basic and advance catechist certification requirements as identified by AMS.

1.3.3. Complete child and youth protection training as required by AMS.

1.3.4. Recruit religious education volunteers.

1.3.4.1. Ensure all volunteers working with children have accomplished and receive a favorable background check in accordance with AF policies.

1.3.4.2. Conduct orientation and training programs for volunteers.

1.3.5. Initiate, organize and implement sacrament preparation for Junior and Senior High school age youth (i.e. Confirmation).

1.3.5.1. With the Catholic Priest, identify sacrament preparation policies with respect to canonical requirements and pastoral issues and schedule.

1.3.6. In collaboration with Catholic Religious Education of Adults, where needed, coordinate, adult education sessions for parents.

1.3.6.1. Organize parental involvement opportunities.

1.3.7. In collaboration with Liturgy Committee, coordinate/develop liturgical celebrations specific to the youth ministry.

1.3.8. Develop and produce a yearly budget and ministry plan to the Catholic Priest or Chaplain Corps staff as required by local instruction.

1.3.9. Make program recommendations to the Catholic Priest, Religious Education Committee and Catholic Pastoral Council.

1.3.10. Seek continual process/program improvement by researching, identifying and staying current on evolving religious curriculum and teaching methodologies.

1.3.11. Recognize the need to continually update himself/herself through personal study, workshops, etc. in order to provide appropriate direction to community members.

1.3.12. Ensure facility requests for Children’s RE occurring in Chaplain Corps facilities are filled out and submitted to the Chaplain Corps staff. Open and close the RE building and classrooms and ensure rooms are left in good order.

1.3.13. Attend Pastoral Council meetings and provide input as needed.

1.3.14. Order and distribute Junior and Senior High curriculum and supplies in accordance with all Air Force regulations and instructions

1.3.15. Secure a suitable replacement when necessary, who will meet all of the requirements as set forth in this statement of work. The Catholic Priest will be notified as soon as possible when a replacement is needed during times of sickness, vacation, etc.

1.3.16. Provide all labor and transportation necessary to perform these duties.

1.4. ADMINISTRATIVE REQUIREMENTS: The services performed under this contract shall be non-personal services and are not inherently governmental. Contractor personnel performing services at the Chapel shall comply with Government/Chapel regulations, Memorandums of Understanding, Operational Plans, etc. regarding interactions with Government personnel, Chapel Security, Quality Management/ Utilization Management participation, Government property, etc. All regulations, policies, and standard operating procedures will be made available to all contractor personnel for familiarization and to ensure compliance in performance of services.

1.4.1. The contractor will personally perform the services described above or coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the approving official. Submit the names and qualifications of proposed subcontractors to the Catholic Priest or his designee for approval at least 14 days prior to the proposed absence. Subcontractors must meet the requirements for the position as outlined in this PWS. Contractor is responsible for payment to substitute.

1.4.2. This position may call for the use of a non-appropriated CTOF government purchase card. The individual will receive training prior to using this credit card.

1.4.3. Maintain RE records for youth ministry programs including attendance records and registration.

1.4.4. Prepare correspondence and publicity for youth ministry requirements.

1.4.5. Provide input for the year’s calendar of youth ministry classes, activities and events.

1.4.6. Determine room assignments for classes, programs and events. Submit the required facility request forms to the Chaplain Corps personnel.

1.4.7. Maintain current youth ministry resources. Recommend select programs, supplies and audio-visual materials. Maintain supplies that would be used in the implementation of programs (First aid kit, pencils, paper, notebooks, CD’s, films, book and other appropriate supplies).

1.4.7.1. Submit required documentation to procure youth ministry curriculum and supplies.

1.4.8. Prepare and submit an operating budget for youth ministry programs.

1.5. ENGLISH LANGUAGE REQUIREMENT: Read, understand, speak, and write English well with demonstrated organization, facilitation, and communication skills.

1.6. CONFLICT OF INTEREST. 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. 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 in accordance with DoD Directive 5500.7 and Air Force policy. Contractor is liable for loss, theft, or misuse by contractor-provided personnel of provider/Government property. Contractor-supplied personnel are prohibited from self-referral of patients seen under this Agreement.

1.7. PAYMENT FOR SERVICES: Submit monthly invoices for services for weekend masses, weekly rehearsals, Holy Days and special services monthly in accordance with FAR Part 252.232-7003 Electronic Submission of Payment Requests, all individuals are responsible for submitting an electronic invoice combo (invoice and receiving report combination) on a monthly basis requesting payment for services rendered. A Standard Form 1449 Cut Sheet will be provided to assist with creating the invoice combo. It must be completed on the Wide Area Work Flow Website (WAWF), https://wawf.eb.mil/index.html. All individuals must self-register on the WAWF in order to complete invoice combos. A Vendor WAWF Handbook will be supplied by Hill Air Force Base (AFB) as a guide for the WAWF. If you should have any questions regarding the WAWF please speak to your Contracting Officer, Contracting Officer Representative, or the DISA OGDEN HELP DESK: (866) 618-5988.

2. SERVICE SUMMARY

The Services Summary (SS) is a listing of critical performance objectives (services required) with associated performance thresholds (specific standards) that will be periodically verified by government personnel. Each performance threshold represents the minimum acceptable level of contractor performance for its corresponding performance objective. The performance objectives and thresholds represent only the critical components of this contract and do not excuse the contractor from performance of other responsibilities identified in this PWS.

3. GOVERNMENT FURNISHED PROPERTY (GFP) & SERVICES

3.1. FACILITIES.

3.1.1. The Contractor shall have the use of the following facilities for performance under this contract: 75 ABW/HC, 5711 E. Ave., Hill AFB, UT 84056.

3.1.2. The 75 ABW/HC will issue the Contractor one (1) chapel key to gain building access. Keys will only be used in the capacity of work duties.

3.1.3. 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.

3.1.4. 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. NOTE: All references to keys also include key cards. No keys issued to the contractor by the government shall be duplicated. All keys will be issued by the Chapel Facility Manager or Building Manager. The contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas.

3.1.4.1. The contractor shall immediately report the occurrences of a lost or duplicate key to the contracting officer.

3.1.4.2 In the event keys, other than master keys, are lost or duplicated, the contractor shall, upon written direction of the contracting officer, rekey or replace the affected lock or locks; however, the government, at its option, may replace the affected lock or locks or perform rekeying. When the replacement of locks or rekeying is performed by the government, the total cost of rekeying 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.

3.1.4.3 The contractor shall prohibit the use of keys issued by the Chapel 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.

3.1.5. The Government will not be responsible for loss or damage of personal items brought into the chapel.

3.1.6. Conservation of Utilities. The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which prevent the waste of utilities which include the following:

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

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

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

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

3.2. EQUIPMENT AND SUPPLIES

3.2.1. The 75ABW/HC will provide expendable office supplies and other items deemed necessary by the contract officer or Catholic Priest to perform services described in this PWS.

3.2.2. The Contractor shall have joint use of all available equipment necessary for performing services required by this contract.

3.2.3. Contractor shall be responsible for safeguarding all Government property provided for Contractor use.

4. GENERAL INFORMATION

4.1. Contractor shall maintain professional conduct and present self in a neat, clean and well-groomed manner wearing business/business casual clothing depending on the event. The chaplain responsible for the service will resolve questions on appropriate dress.

4.2. Maintain healthy and professional interpersonal relationships with staff and parishioners in a pluralistic military environment.

4.3. A background check will be performed on all individuals working with youth in conjunction with the contract for these services. Forms for providing necessary information for this background check will be provided. Personal information provided on this form is given on a voluntary basis; however, failure to provide this information may result in ineligibility to perform this contract. Compliance with the Privacy Act of 1974, Public Law 93-579, dated December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations apply. Contractor shall provide information necessary for successful completion of a background investigation in accordance with DoDI 1402.5. The Government shall be responsible to conduct the required background investigation and for the costs incurred while doing so.

4.3.1. Failure to cooperate with a background check by providing necessary documentation, fingerprints or other information needed for its completion or the reception of a derogatory report will result in elimination from consideration for the contract or termination of the contract if it has already been awarded.

4.3.2. In accordance with DoDI 1402.5 Criminal History Background Checks, paragraph E6.4.1.4, the Contractor may begin work before completion of the background check, provided when working with minors the individual is within sight of an individual who has successfully completed a background check.

4.3.3. In accordance with DoDI 1402.5 paragraph E6.6.2, payment of the background check is the responsibility of the Base Chapel.

4.4. Contractor is responsible for cleaning up work area and returning items.

4.5. Contractor shall comply with Hill AFB security requirements prior to contract performance after contract award for base access.

4.6. Safety Requirements. In performing work under this contract, the contractor shall:

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

4.6.2. Take such additional immediate precautions as the contracting officer may reasonably require for safety and mishap prevention purposes.

4.6.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

4.6.4. 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.

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

4.6.6. Record and report promptly (within one hour) to the contracting officer or designated government representative (GR), all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

4.6.7. 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.

4.6.8. 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.

4.6.9. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

4.7. Partnering Agreement. The contracting officer may require a partnering agreement between the government and the contractor to ensure joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is the creation of a government-contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principle to share the risks involved in completing the project and to establish and promote a nurturing partnership environment. Representatives from each organization are encouraged to participate in developing the partnering agreement. Suggested representation is the civil engineer manager, the government inspector, the government contract administrator, the contractor’s manager and the contractor’s quality control person. All costs for the partnership agreement should be shared equally between the government and contractor. This group is responsible for developing a formal partnering agreement that should be signed by all parties involved. The agreement should contain as a minimum: specific goals to be reached and a list of objectives to reach the goals, a set of metrics to evaluate the objectives, a frequency for meetings to review the metrics, and a statement of cooperation to execute the terms of the agreement.

4.8. Performance of Services During Crisis Declared By The National Command Authority Or Overseas Combatant Commander. (IAW AFI 63-124, para 1.2.7.2, DODI 3020.37 this requirement is not considered mission essential).

4.9 Phase Out. 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.

4.9.1. 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.

4.10. Individual may be removed from these duties for reasons of misconduct, security violations, and misuse of alcohol, drugs or any incapacitating agent. The individual is subject to revocation of the contract upon determination that the aforementioned items are deemed valid. In accordance with AFI 31-201, the Installation Commander has the authority to bar individuals from the installation. Should misconduct, such as described above, occur, the contract for these services will be terminated immediately.

5. APPENDICES

A. Acronyms & Abbreviations List

B. Publications/Forms

APPENDIX A

Acronym/Abbreviation

Definition

75 ABW/HC

Hill AFB Chapel

AF

U.S. Air Force

AFI

Air Force Instruction

AMS

Archdiocese for Military Services, USA

CA

Contract Administrator

CTOF

Chapel Tithes and Offering Fund DoD

Department of Defense

FAR

Federal Acquisition Regulation

GR

Government Representative

OI

Operating Instruction

PWS

Performance Work Statement

RCIA

Rite of Christian Initiation of Adults

RE

Religious Education

APPENDIX B

AFI 31-201

Security Police Standards and Procedures

AFI 52-101

Chaplain Services

AFI 52-105V1

Chaplain Service Resourcing, Appropriated Funds

AFI 52-105V2

Chapel Tithes and Offerings Fund (CTOF)

AFI 52-105V3

Chaplain Service Resourcing: CTOF Purchase Card

AFI 52-105V4

Chaplain Service Contracts

AFI 91-301

AF Occupation and Environment Safety, Fire Protection and Health Program

HCOIs

Chapel Operating Procedures