PWS - Catholic Youth Director Services _ 25 Sep 2024.pdf

PERFORMANCE WORK STATEMENT

FOR

CATHOLIC YOUTH DIRECTOR SERVICES

AT

JOINT BASE MCGUIRE-DIX-LAKEHURST,

NEW JERSEY

87th ABW/HC 25 September 2024

1. Place of Performance

The services stipulated in this performance work statement shall be performed at any designated Chapel where Joint Base McGuire-Dix-Lakehurst Chapel ministries are performed (Buildings 2503 E Arnold Ave, JBMDL, NJ; 5240 New Jersey Ave, JBMDL, NJ; 3827 School House Rd, JBMDL, NJ 08641; and Building 264 located at 2494 S Hope Chapel Rd, Manchester Twp, NJ 08759 as required by each program. Office workspace will be provided in one (1) of the Joint Base McGuire-Dix-Lakehurst Chapels.

2. Contractor Supervision

The U.S Government will not supervise the contractor in any manner. A point of contact within the 87th ABW/HC will be provided to the contractor for any questions that may arise and has been advised to contact the 87th Contracting Squadron immediately if any performance issues are observed.

3. Continuity of Service

The contractor is responsible to locate and arrange for a suitable replacement if Contractor employee is not available for any required service(s) no more than two (2) times per contract year. The contractor shall be responsible to ensure the replacement can perform subject services as called for in the Performance Work Statement. The substitute must meet or exceed the qualifications of the contractor employee. The Catholic Chaplain will determine the acceptability of substitute personnel. If the replacement is unsuitable as determined by the Senior Catholic Chaplain, the Contractor will need to nominate additional suitable replacements for approval.

4. Background Check

(a) All personnel under this contract must complete a positive background investigation as specified herein and by DoDI 1402.5

(b) Refer to AFFARS 5352.242-9000 -Contractor Access to Air Force Installations (June 2002)

5. Period of Performance and Work Hours

The period of performance for the required services shall be one (1) base year from 01 Oct 2024 to 30 Sep 2025 with subsequent four (4) option years as follows:

Base Year: 01 October 2024 to 30 September 2025

Option Year 1: 01 October 2025 to 30 September 2026

Option Year 2: 01 October 2026 to 30 September 2027

Option Year 3: 01 October 2027 to 30 September 2028

Option Year 4: 01 October 2028 to 30 September 2029

In the event of inclement weather, contractor will refer to 609-754-BASE and Chapel personnel, and in particular, the Catholic Chaplain, for base closure information and/or procedures.

Work Hours

Contractor is expected to work 24 hours per week including coordination, meetings, consultation, and programs in order to provide the defined services. Be available to work additional hours should the need arise for special events. Work may be required on weekends and evenings for special programs. The contractor may be required to provide services on some Federal Holidays in conjunction with religious observances. Develop and post schedule of office and program hours in coordination with the Senior Catholic Chaplain. Office hours shall be during normal duty hours (0730-1630 Monday through Friday), and include at least two (2) weekdays, to include the attendance of all weekly staff meetings. Weekly work hours shall be submitted and approved in advance, each month by the Senior Catholic Chaplain or his/her representative. Once a request for work hours is submitted, the flexibility of hours are determined by the Senior Catholic Chaplain and not by the Contractor.

Contractor should be available to work any normal duty hours (0730-1630 Monday through Friday) as assigned by the Senior Catholic Chaplain, and weekend hours as to be determined by needs of the program.

6. Description/Duties & Responsibilities

McGuire-Dix-Lakehurst CATHOLIC chapel Youth coordinated for content and volunteers with other chapel programs. Serve as the resource person, advisor, and coordinator for CATHOLIC Youth at Joint Base McGuire-Dix-Lakehurst CATHOLIC program. Furnish all labor, tools, transportation, and incidentals as necessary to provide the Joint Base McGuire-Dix-Lakehurst Chapel CATHOLIC Youth Coordinator services in accordance with the tasks identified herein.

a. Provide and direct a program of youth program in accordance with the guidelines set forth by the Air Force Chaplain Corps (AFI 52-101) as represented by the Joint Base McGuire-Dix-Lakehurst assigned CATHOLIC Chaplain. A successful program will meet the needs of the CATHOLIC community and meet the goals agreed upon at the annual CATHOLIC planning meeting including the number of people involved.

b. Assess needs for the CATHOLIC youth program in conjunction with the CATHOLIC Chaplain using the Doing Global Ministry process or its successors.

(1) Program will be evaluated based on meeting the needs of the community, participant satisfaction, volunteer feedback, and through overall quality evaluation by the CATHOLIC Chaplain. The contractor will not be supervised by the Government, but the quality of the program will be evaluated. A successful program will meet 90%of chapel goals, have participant satisfaction of over 85% positive, volunteer feedback of over 85% positive, and overall quality of at least 90% positive as rated by the CATHOLIC Chaplain.

(2) Work out specific vision for youth program with the CATHOLIC Chaplain annually by 1 May.

c. Direct the youth ministry program, recruit volunteers, procure supplies upon Catholic Chaplain approval utilizing APF/CTOF, train volunteer staff as needed & supervise this year-round activity.

d. Organize youth group for Jr High and Senior High students, as well as their discipleship classes; recruit volunteer teachers, substitutes, and other necessary staff; trains teachers and substitutes; and provide workshops as required. Organize at least 2 outreach events annually for teens not involved in the chapel program. Includes a music program as part of the chapel youth group.

e. Develop a mission statement for the youth ministry which reflects biblical and Roman Catholic principles of music, missions, evangelism, discipleship, and personal development.

f. Be a participating member of the JB MDL CATHOLIC Community by attending CATHOLIC weekend worship services every week, recruiting volunteers, promoting the youth ministry, and providing program announcements in coordination with respective service chaplains and the CATHOLIC Community Coordinator.

g. Provide annual program plan by the 1st day of May as specified in local operating instructions and policy letters. Plan, program, and lead CATHOLIC youth retreats, mission trips, social events, worship services, and other special events as specified in the annual program plan. Provide at least 2retreats a year, and necessary social events, lock-ins, and other programs to support the annual program plan. Events include but are not limited to end of school events, Christmas/New Year’s Program, Fall Outreach, and Spring special event.

Provide specific opportunities throughout the program for teens and pre-teens to exercise their faith.

h. Provide orientation for new volunteer staff members in facilities, funding, religious education policies, and available resources.

i. Organize at least two volunteer training events each year, one in the fall and one in the spring.

j. Plan one volunteer recognition event and consider ways to honor and recognize the volunteer staff during the year.

k. In consultation with the Senior CATHOLIC Chaplain, promote and lead youth leadership participation throughout all CATHOLIC community programs and ministries, e.g., music ministry, audio/video ministry, usher ministry, children’s ministry, Vacation Bible School, holiday programs, weekday religious education programs, and other CATHOLIC programs.

l. Comply with all Federal, State, and Local Laws and requirements and Air Force Instructions that apply to this position.

m. If awarded the contract, contractor must complete installation background check as described in DoDI

1402.5 and local operating procedures with a favorable determination within seven days of contract start date or employee replacement.

n. Ensure all volunteers working with youth below 18 years of age receive a background check as described in DoDI 1402.5 with a favorable determination. Follows JB MDL Chapel procedures for conducting Background Checks in coordination with the Contract Officer. Maintains record of volunteers who have a current background check. Ensure all volunteers are aware of local safety requirements and procedures.

o. The Contractor is accountable for security and cleanliness of all facilities utilized in conjunction with their programs.

p. The Contractor coordinates all support requirements with the Chapel Tithes and Offerings Fund (CTOF) Contract Officer or their appointed representative.

q. The Contractor will, in consultation with the Senior CATHOLIC Chaplain or their appointed representative, develop an annual calendar of events, CTOF budget, appropriated fund budget, and core religious curriculum.

This information is submitted as required by local and USAF Chaplain Corps operating procedures and instructions.

r. Coordinate all youth religious education support requirements with the Senior CATHOLIC Chaplain or his/her appointed representative. Activities are divided by student grade level and planned at least 30 days in advance. The youth group includes Junior High and Senior High divisions.

s. Arrive or ensure a responsible volunteer adult arrives at least one-half hour prior to the beginning of classes.

t. Visit each class at least twice a month or as requested by volunteer teachers.

u. Keep a record of enrollment and attendance. Maintain a current roster of the volunteer staff.

v. Lead weekly youth group, discipleship class and other activities as needed and agreed through the CATHOLIC Planning process led by the Senior CATHOLIC Chaplain.

w. Submit fund requests as required for support of the youth ministry program to the Senior CATHOLIC Chaplain or his/her appointed representative. Adhere to local operating instruction for all fund request issues.

x. Project the required amount of educational curriculum material and submit an annual order to the Senior CATHOLIC Chaplain or his/her appointed representative as part of the annual program plan.

y. Submit monthly attendance reports to the CATHOLIC Community Coordinator.

z. Hold quarterly planning meetings with Senior CATHOLIC Chaplain or his/her appointed representative.

aa. Attend all CATHOLIC community advisory council meetings as a non-voting member.

bb. Be responsible for keys provided by the government. For access to the facility during non-duty hours as well as office access, a key or keys will be provided. Keys shall be safeguarded and will not be duplicated. All keys will be returned on revocation of this service agreement. Contractor will report any duplicated, lost or misplaced keys to the government within one (1) hour of the discovery of the occurrence to the CATHOLIC Chaplain. Contractor will reimburse the government for replacement of all locks or rekeying required as a result of keys being duplicated, lost or misplaced by Contractor or while under the responsibility of Contractor. Contractor will be responsible for security of facilities and property made available by the government in conjunction with the performance of this service agreement. Contractor will also employ accountability methods consistent with Chapel Operating Instructions. Contractor must secure the facility as appropriate.

cc. Participate in chapel decorating/un-decorating and other clean-up/workdays pertaining to holiday decorations and youth events if they do not conflict with an established youth program.

dd. Provide necessary planning and reporting as mandated by local policy/instruction, MAJCOM requirements, and USAF requirements.

ee. Advise CATHOLIC Chaplain when supplies and materials are needed, place orders in accordance with JB MDL Chapel Tithes and Offerings Fund OI.

ff. Complete appropriate monthly reports given by the second duty day of each month. All youth activities will be recorded.

gg. Contractor will participate in the planning process for the next year’s schedule, budget, and activities.

Specific timelines are identified in Parish Manual, JB MDL Chapel OI 52-2, and the CAC processes. In consultation with the CATHOLIC chaplain, develop and submit an 18-month annual planning calendar each May 1st to be reviewed at the annual CAC planning meeting to include summer events. Plan must be submitted for approval no less than two weeks prior to the anticipated meeting date. Provide planning assistance for any CATHOLIC program with a youth component (e.g. retreats, seminars, etc.).

hh. Assist in the development of annual Chapel Tithes and Offering Fund (CTOF) budgets, as directed by the CATHOLIC Chaplain. Request funds for the purchase of books, materials, equipment, and supplemental services using the CTOF request forms (provided by the chapel). Prepare funds and facility requests.

ii. Identify and prepare annual curriculum order, library, and supply requirements to the CATHOLIC for approval and maintain an accurate and current inventory of all curriculum and resource materials.

jj. At no time speak in a derogatory or negative manner about any of the chapel staff.

kk. Give evidence of skill in the use of computers and associated software common to the USAF Standard.

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 CATHOLIC Chaplain. Submit the names and qualifications of proposed contractor employee to the CATHOLIC Chaplain for approval at least 14 days prior to the proposed absence. Contractor employee must meet the requirements for the position as outlined in this Performance Work Statement (PWS). Contractor is responsible for payment of substitute.

Substitute may function on a short-term, temporary basis.

If the replacement is unsuitable as determined by the Senior Catholic Chaplain, the Contractor will need to nominate additional suitable replacements for approval The contractor shall locate and arrange for a suitable replacement/substitute if the contractor is not available no more than 25% per contract year.

Contractor/contractor employee will have a minimum retention rate of 75% of the 12-month year.

Contractor shall be responsible to provide base access for all replacements/contractor employee.

The contractor shall ensure the replacement can perform subject services as called for in the Performance Work Statement (PWS) including necessary background checks as specified in section 3.. of the PWS.

The contractor shall ensure all replacements/substitutes meet or exceed the qualifications as stated in the PWS, and written documentation is provided to the Senior Catholic Chaplain a minimum of two weeks prior to the departure of the contractor’s absence.

The Senior Catholic Chaplain will determine the acceptability of contractor replacement/substitutes. If the replacement/substitute is unsuitable as determined by the Senior Catholic Chaplain, the Contractor will need to nominate additional suitable replacements for approval prior to contractor’s absence.

In the event contractor employee quits unexpectedly/fails to perform duties, contractor will find a replacement within 15 calendar days of contractor employee’s departure.

“The contractor risks a termination for cause should the contractor's actual or anticipated failure to perform on any or all of the tasks required of the performance work statement. However, should the contractor be aware of any foreseeable performance deficiencies it is incumbent upon the contractor to notify the Senior Faith Group Chaplain immediately and attempt to maintain performance in accordance with the PWS.”

7. Qualifications The contractor must provide proof as described below to determine qualifications and technical acceptability meet / exceed the following:

a. Show a creative vision for short- and long-term growth and development of the youth program.

(1) Submit a one paragraph summary for vision, growth and development of the youth program.

b. Have at least 2 years recent experience as a youth ministry pastor, director, director or religious education pastor, director, or director. Preference may be given to experience in military service chapel youth ministry and religious education.

c. Proof of highest level of education and two years of college with training or experience in a field related to Youth Ministry, Biblical Studies, Education, or other related field.

d. Documented proof of Basic Catechist Certification: or must obtain within 60 days of Award

e. Furnish a resume including academic and work-related references. References should be of recent employment (past 3 years).

f. Have a willingness to work in the pluralistic environment of the Chaplain Corps. Have an ability to work unsupervised in a fluid and sometimes-stressful environment with staff, and volunteers. Possess an ability to maintain healthy, functional interpersonal relationships with coworkers and customers. Submit one letter of reference to show these attributes

8. Contractor will not perform the following tasks:

a. Receptionist duties.

b. Tasking(s) received from anyone other than the Senior CATHOLIC Chaplain or his/her designee. This includes tasking from other Joint Base Mission Partners not coordinated through the Senior CATHOLIC Chaplain.

c) Fill out forms for other contractors or volunteers. May assist in filling out purchase requests electronically for volunteers without access to government computer system.

9. The Contractor shall provide any contractor specific supplies and equipment to include:

a. Requirement for supplies will be submitted in writing to the Senior CATHOLIC Chaplain in accordance with local operating procedures.

b. Government-owned equipment will not be tampered with or moved without permission of the Senior CATHOLIC Chaplain or his/her designee. Equipment moved from a Chapel facility will be signed out with an AF IMT 1297 by the Chapel NCOIC or facility manager.

c) The government provides office sCACe with desk, chair, visitor's chair, computer, printer, copier access, filing cabinet, bookcase, phone, fax access, scanner access, storage closet in building, expendable office supplies and other items deemed necessary to perform services described in this SOW. Equipment may be shared with other contractors or chapel staff as necessary. The contractor supplies preferred supplies, along with personal transportation