PWS - June Combined Prot_Cath Program Coordinator.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

EIELSON AIR FORCE BASE, ALAKSA

CHAPEL SUPPORT SERVICES FOR

CATHOLIC AND PROTESTANT PROGRAM COORDINATORS

3 June 2024

Table of Contents

1. General Information

2. Introduction

3. Description of Services

3.1. Protestant Program Coordinator

3.1.1. Scope of Responsibilities

3.1.2. Education, Qualifications, and Experience

3.1.3. General Responsibilities

3.1.4. Specific Responsibilities

3.1.5. Duty Hours

3.1.6. Other

3.2. Catholic Program Coordinator

3.2.1. Scope of Responsibilities

3.2.2. Education, Qualifications, and Experience

3.2.3. General Responsibilities

3.2.4. Specific Responsibilities

3.2.5. Duty Hours

3.2.6. Other

4. Criminal History Background Check

5. Compliance with Public Law

6. Government Down-time for Various Authorities Including The President, Secretary of

Defense, Secretary of the Air Force or Appropriate Commander

7. Annual Training

8. Contractor Liability

9. Dispute Process

10. Government Quality Assurance

Appendix Corrective Action Report (CAR)

1. General Information: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between Government and its employees. The Chapel Support Services Contractor will provide program coordinators for the 354th Fighter Wing Chapel Catholic and Protestant Faith Communities at Eielson AFB, AK.

1.1. The contractor shall identify all programs and services as being Eielson Chapel programs and services. The contractor shall accept participants and attendees from throughout the installation regardless of denomination faith, or involvement in the programs.

2. Introduction: This is a non-personal service(s) contract to provide a Protestant Program Coordinator and a Catholic Program Coordinator. The Program Coordinators will coordinate and provide faith-based ministry programs in close coordination with the Lead Faith Group Chaplains.

Services include providing community-wide faith programs and supporting specific ministry needs that the Eielson Ministry Team and volunteers cannot provide. All programs will be sponsored by the Eielson Chapel with a focus on spiritually based experiences designed to exercise one’s faith in the community. The coordinators will articulate and develop promotional campaigns and activities and maintain records of supplies, materials and attendance (to include volunteers).

3. Description of Protestant Coordinator Services

3.1. Protestant Program Coordinator for the Eielson Air Force Base (AFB) Chapel.

Protestant Program Coordinator herein called “Coordinator.”

3.1.1. Scope of Responsibilities. Responsible for Protestant Community administrative functions in support of religious worship at Eielson AFB, Alaska, and to make recommendations to the Lead Protestant Chaplain (LPC) with regard to the development and implementation of Protestant budgets, programs, volunteers, and religious education. The Coordinator shall provide all personnel, labor, materials, and transportation to provide non-personal service in support of the Eielson AFB Chapel Protestant Community and religious education program. The Coordinator shall serve as the primary coordinator, teacher, facilitator, and organizer of the Protestant religious education program which is under the responsibility of the Wing Chaplain.

3.1.1.1. This is a non-personal service contract to perform duties as the Coordinator. The US Government shall neither supervise nor control the method by which the Coordinator performs required task herein. It shall be the responsibility of the Coordinator to guard against any actions that are of the nature of personal services or give the perception of personal services. The Coordinator shall notify the Contracting Officer immediately if the manner in which the contract is administered gives rise to personal services. These services shall not be used to perform work of a policy/decision making or management nature (e.g., inherently governmental functions). All decisions relative to programs supported by the Coordinator shall be the sole responsibility of the US Government.

3.1.2. Education and Experience. Coordinator must:

3.1.2.1. Possess a high school diploma or equivalent.

3.1.2.2. Possess a minimum of one (1) year of Protestant religious education leadership experience, preferably directing a Protestant religious education program in a Protestant Church or military chapel setting, or two (2) years of experience as a volunteer in Protestant Christian education. Demonstrated with resume of individual performing services and a letter of recommendation from former employers or leaders of churches in which volunteer services in Protestant Christian education were provided.

3.1.2.3. Submit a letter from applicant’s current pastor or immediate prior pastor to document the individual’s adherence to standard Christian values and status as an active and practicing church member in good standing with the church.

3.1.2.4. Be certified (or willing to complete certification, at coordinator’s expense, within 90 days of beginning contract) in adult and child Cardiopulmonary Resuscitation (CPR) and use of Automated External Defibrillator (AED) device.

3.1.2.5. Be fluent in reading, writing, and speaking English in order to perform all responsibilities outlined within the PWS.

3.1.2.6. Possess an understanding of the basic doctrines and worship practices of the Protestant faith groups.

3.1.2.7. Must possess the ability to constructively work well with others in a pluralistic/multi-faith environment.

3.1.2.8. Must be able to efficiently organize and manage diverse program elements.

3.1.2.9. Must maintain professional standards of conduct and public decorum, including but not limited to dress, grooming, and appearance.

3.1.2.10. Must be able to clearly communicate, verbally and in writing, the needs and goals of the Protestant Community to chapel staff, volunteers, program participants, and customers.

3.1.2.11. Must have a working knowledge of computers in order to perform all administrative tasks and be familiar with Microsoft Office products.

3.1.2.12. Must understand the basics of planning, developing, and executing a budget.

3.1.3. General Responsibilities. Coordinator shall:

3.1.3.1. Maintain active participation and attendance in the Eielson Chapel Protestant worship and religious formation program.

3.1.3.2. Be responsible to develop and maintain the Eielson AFB Chapel Protestant religious education Program.

3.1.3.3. Oversees all Protestant volunteer programs (example: teachers, ushers, fellowship, etc.)

to include recruitment and training, maintaining Protestant Parish Advisory Council (PPAC) minutes, worship service support.

3.1.3.4. Assist the LPC in developing the following in regards to Protestant programs as appropriate: annual calendar of events, Chapel Tithes and Offerings Fund (CTOF) Budget, Appropriated Fund (APF) budget, and core volunteer training requirements. The Coordinator shall submit to the LPC a proposed annual Protestant program calendar and budget for approval.

3.1.3.5. Propose effective advertisements of Protestant programs and events to the LPC and implement the advertisements upon approval by the Wing Chaplain.

3.1.3.6. Coordinate and ensure that all purchase requests for Protestant programs are properly completed and submitted in a timely manner.

3.1.3.7. Attend all requested meetings to report on Protestant program activities, events, and budget updates to include but not limited to the PPAC meetings and Chapel Staff meetings.

3.1.3.8. Coordinate with the LPC and chapel volunteers to create effective Protestant Community and religious education programs for the Eielson AFB Protestant community.

3.1.3.9. Provide recommendations for annual volunteer recognition to the LPC.

3.1.3.10. Provide a replacement for any absences exceeding 10 weekly hours to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the Coordinator and must have obtained background check clearance per paragraph 6 of this PWS. This shall be coordinated with the LPC and approved by the contracting officer’s representative at least 14 days prior to the start of performance by the approved replacement. The Coordinator shall not employ/sub-contract any person to perform any of work required by this PWS on Eielson AFB without prior approval from the contracting officer or designee. The Coordinator will ensure base access for the replacement. The replacement will not be issued a Department of Defense (DoD) Common Access Card (CAC).

3.1.4. Specific Responsibilities. Coordinator shall:

3.1.4.1. Plan, direct, and teach or provide volunteer teachers for appropriate Protestant religious education programs to include but not limited to Sunday School, Children’s Church, Vacation Bible School, and other Protestant religious education programs as deemed necessary by the

LPC.

3.1.4.2. Plan, supervise, execute and ensure the availability of text and materials for the Protestant religious education programs.

3.1.4.3. Select and purchase Protestant worship service and religious education supplies, equipment, and authorized curricula approved by the LPC, in strict accordance with CTOF and APF Air Force Instructions (AFIs), Department of Air Force Instructions (DAFIs), Department of Air Force Manuals (DAFMANs), local Operating Instructions (OIs) and chapel policies. Any purchases made prior to approval are unauthorized.

3.1.4.4. Ensure execution and electronic tracking of the approved budget.

3.1.4.5. Provide and maintain an adequate level of worship supplies and inventory of consumable religious education materials, Protestant resources, and equipment. A quarterly report shall be submitted to the LPC or designee.

3.1.4.6. Coordinate with the LPC on a weekly basis to facilitate Protestant worship and religious education programs and events

3.1.4.7. Ensure facility request for Protestant programs, occurring in Chaplain Corps facilities and in other base facilities, are filled out and submitted to the Chaplain Corps staff to be processed in a timely manner.

3.1.4.8. Be accountable for security and cleanliness of all facilities utilized in conjunction with their programs. The Coordinator is responsible for opening, restoring to its neutral setting, cleaning, and securing any chapel facilities used for Protestant programs and events.

3.1.4.9. Ensure that background check qualified, adult supervision and leadership volunteers are present at least 30 minutes prior to scheduled start times of all Protestant activities and will remain present until the last participant under the age of 18 has departed.

3.1.4.10. Ensure compliance with rules/laws in regard to use of any copyrighted materials.

3.1.4.11. Prepares weekly worship service bulletins and religious formation announcements.

3.1.4.12. Prepare memoranda and professional correspondence pertinent to Protestant community requirements. Furnish certificates, documents, and other materials as required by the LPC.

3.1.4.13. Record attendance at all Protestant programs and events and report numbers to the LPC within 2 days of an event’s conclusion.

3.1.4.14. Maintain electronic attendance records: names, dates, and rosters of all participants and volunteers for the review of the LPC.

3.1.4.15. Maintain a continuity file for Protestant program; submits after-action reports electronically to the LPC for all Protestant programs within 5 calendar days following the close of each event outside of weekly RE classes.

3.1.4.16. Maintain a professional attitude and environment to include hygiene and appearance.

3.1.4.17. The Coordinator may be required to attend and/or participate in Chaplain Corps conferences or training. Travel for such events, if required, will be funded by APF, contingent upon availability of funds and approval by the Wing Chaplain.

3.1.5. Duty Hours. Coordinator shall be required to be present for the following:

3.1.5.1.1. Approximately 20 hours per week performing the duties specified within this PWS.

3.1.5.1.2. The core work hours for this PWS are four (4) hours on site during normal office hours over a period of three (3) days each week and 8 flex hours for weekends and events that fall outside normal duty hours for a total of 20 hours. Hours may be reduced or shifted when religious education classes are not in session or when religious education events (e.g. VBS or equivalent program) are taking place (see Section 7.3.).

3.1.5.1.3. Certain seasons of the year may require more hours but shall not exceed 5 additional hours per week.

3.1.5.1.4. Changes to work location or work hours must receive prior approval no later than 14 days in advance from the contracting officer or designee prior to advertisement of absence or implementation unless it is an illness or family emergency. Absences due to illness or family emergency will be dealt with on a case by case basis. All email correspondence regarding changes shall be sent via email to the contracting officer or designee (courtesy copied) to the LPC for coordination.

3.1.5.1.5. Hours of Operation. Eielson AFB Chapel workdays are Monday through Friday except US Federal Holidays and family days, per Pacific Air Command Air Force (PACAF) Family Day Program Calendar. Hours of operation for Chapel staff are from 0730 to 1630 Monday through Friday. Regular meetings will not be held during the below US official holidays. Federal holidays are as follows: New Year’s Day (1 January), Birthday of Martin Luther King, Jr. (3rd Monday of January), Washington’s Birthday (3rd Monday of February), Memorial Day (last Monday of May), Juneteenth (19 June); Independence Day (4 July), Labor Day (1st Monday of September), Columbus Day (2nd Monday of October), Veterans Day (11 November), Thanksgiving Day (4th Thursday of November), and Christmas Day (25 December).

3.1.6. Other.

3.1.6.1. One (1) DOD CAC will be issued to the Coordinator for base access and to perform contract duties.

3.1.6.2. Taxes. The Coordinator will be responsible for filing any applicable social security, federal, state or host nation taxes. The Coordinator will also obtain any applicable business licenses and registrations and otherwise compliance with host nation law.

PENNOCK, JULIE A MSgt USAF PACAF 354 CONS/PKB Would this be 25 additional hours for special events or 5?

We may need to break out the additional hours on a separate CLIN.

MARTS, BRIAN C MSgt USAF PACAF 354 FW/HC Updated the paragraph to clarify. Would prefer not to add in a separate CLIN.

3.1.6.3. Quality Control. The Contracting Officer Representative (COR) will monitor and inspect the Coordinator’s performance to ensure that the programs and services are operating in accordance with this PWS. The COR may inspect files and records at any time.

3.1.6.4. The Coordinator will be notified in writing of any and all non-compliance, and will be given an opportunity to correct, if possible, nonconforming work. The Coordinator will be given an opportunity to respond in writing to any notice of noncompliance within 10 calendar days of notice.

3.1.6.5. The Coordinator shall ensure all issued keys/combinations are not used by unauthorized persons and all keys are returned upon contract termination. The Coordinator shall not duplicate any keys issued by the government. The Coordinator shall immediately report to the Chapel staff any occurrences of lost keys. In the event keys are lost, the Coordinator may be responsible for costs incurred in re-keying or replacing affected locks and keys.

3.1.6.6. Funds. All non-appropriated monies used to implement and/or execute events and activities not directly and specifically funded for in the appropriated fund contract, i.e.

contributions, donations, designated offerings, etc., will be processed by and maintained by the Eielson AFB (CTOF). All funds collected must support a Chaplain Corps program and must be deposited into the installation’s CTOF in accordance with DAFMAN 52-107. The Coordinator will maintain an accounting of all funds received and spent, including receipts and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract.

3.2. Description of Catholic Program Coordinator Services. Catholic Program Coordinator herein called “Coordinator.”

3.2.1. Scope of Responsibilities. Responsible for Catholic Community administrative functions in support of religious worship at Eielson AFB, Alaska, and to make recommendations to the Catholic Chaplain with regard to the development and implementation of Catholic budgets, programs, volunteers, and religious education. Foreign nationals are not eligible bidders because of the more-than-incidental contact with minors. The Coordinator shall provide all personnel, labor, materials, and transportation to provide non-personal service in support of the EAFB Chapel Catholic Community and (faith formation) religious education program. The Coordinator shall serve as the primary coordinator, teacher, facilitator, and organizer of the Catholic religious education and faith formation program which is under the responsibility of the Wing Chaplain.

3.2.1.1. This is a non-personal service contract to perform duties as the Coordinator. The US Government shall neither supervise nor control the method by which the Coordinator performs required task herein. It shall be the responsibility of the Coordinator to guard against any actions that are of the nature of personal services or give the perception of personal services. The Coordinator should notify the Contracting Officer immediately if the manner in which the contract is administered gives rise to personal services. These services shall not be used to perform work of a policy/decision making or management nature (e.g., inherently governmental functions). All decisions relative to programs supported by the Coordinator shall be the sole responsibility of the US Government.

3.2.2. Education and Experience. Coordinator must:

3.2.2.1. Possess a high school diploma or equivalent.

3.2.2.2. Possess a minimum of one (1) year of Catholic Religious Education Coordinator or teacher experience or two (2) years of experience as a volunteer in Catholic ministries.

Demonstrated with resume of individual performing services and a letter of recommendation from former employers or leaders of churches in which volunteer services in Catholic ministries were provided.

3.2.2.3. Possess (or willing to obtain within six (6) months at coordinator’s expense) a valid Catechist certificate issued by the Archdiocese of Military Services (AMS).

3.2.2.4. Remain in good standing with the Roman Catholic Church and have received Sacraments of Confirmation in the Catholic faith. Demonstrated with a letter from applicant’s current pastor or immediate previous pastor.

3.2.2.5. Demonstrate a knowledge of and commitment to the Catholic faith and practice as articulated by the AMS.

3.2.2.6. Be knowledgeable about and able to teach and assist in the selection process of Catholic religious education curricula, in accordance with AMS, to include familiarity with mission, theology, Biblical interpretation, methodology, age-level appropriateness, scope and sequence, and visual appeal.

3.2.2.7. Be certified (or willing to complete certification, at coordinator’s expense, within 90 days of beginning contract) in adult and child Cardiopulmonary Resuscitation (CPR) and use of Automated External Defibrillator (AED) device

3.2.2.8. Be fluent in reading, writing, and speaking English in order to perform all responsibilities outlined within the PWS.

3.2.2.9. Skills:

3.2.2.10. Interpersonal: Must possess the ability to constructively work well with others in a pluralistic/multi-faith environment.

3.2.2.11. Professional: Must be able to efficiently organize and manage diverse program elements.

3.2.2.12. Must maintain professional standards of conduct and public decorum, including but not limited to dress, grooming, and appearance.

3.2.2.13. Communication: Must be able to clearly communicate, verbally and in writing, the needs and goals of the Catholic Community to chapel staff, volunteers, program participants, and customers.

3.2.2.14. Computer: Must have a working knowledge of computers in order to perform all administrative tasks and be familiar with Microsoft Office products.

3.2.2.15. Budget: Must understand the basics of planning, developing, and executing a budget.

3.2.3. General Responsibilities. Coordinator shall:

3.2.3.1. Maintain active participation and attendance in the Eielson Chapel Catholic worship and religious program (registered in the Our Lady of the Snow Catholic Community).

3.2.3.2. Be responsible to develop and maintain the Eielson AFB Chapel Catholic religious education and worship program to include, but not limited to religious education for all ages, Holy Days and special liturgies, Vacation Bible School, lay-led Bible studies and small groups, children’s holiday programs and other special events as deemed necessary by the Catholic Chaplain.

3.2.3.3. Oversees all Catholic volunteer programs (example: teachers, lectors, fellowship, Altar Servers, etc.) to include recruitment and training, maintaining Catholic Parish Advisory Council (CPAC) minutes, and worship service support.

3.2.3.4. Assist the Catholic Chaplain in developing the following in regards to Catholic programs as appropriate: annual calendar of events, Chapel Tithes and Offerings Fund (CTOF) Budget, Appropriated Fund (APF) budget, and core volunteer training requirements. The Coordinator shall submit to the Catholic Chaplain a proposed annual Catholic program calendar and budget for approval.

3.2.3.5. Assist the Catholic Chaplain in completing requested letters for various sacramental needs, to include but not limited to sponsorship letters, marriage records, baptismal records, Confirmation records, First Communion records, and notification letters to civilian churches.

3.2.3.6. Propose effective advertisements of Catholic programs and events to the Catholic Chaplain and implement the advertisements upon approval by the Wing Chaplain.

3.2.3.7. Coordinate and ensure that all purchase requests for Catholic programs are properly completed and submitted in a timely manner.

3.2.3.8. Attend all requested meetings to report on Catholic program activities, events, and budget updates to include but not limited to the CPAC meetings and Chapel Staff meetings.

3.2.3.9. Coordinate with the Catholic Chaplain and chapel volunteers to create effective Catholic Community and religious education programs for the Eielson AFB Catholic community.

3.2.3.10. Provide recommendations for annual volunteer recognition to the Catholic Chaplain.

3.2.3.11. Provide a replacement for any absences exceeding 10 weekly hours to ensure 100% coverage for all responsibilities listed within this PWS. The replacement shall meet or exceed the qualifications of the Coordinator and must have obtained background check clearance per paragraph 6 of this PWS. This shall be coordinated with the Catholic Chaplain and approved by the contracting officer’s representative at least 14 days prior to the start of performance by the approved replacement. The Coordinator shall not employ/sub-contract any person to perform any of work required by this PWS on Eielson AFB without prior approval from the contracting officer or designee. The Coordinator will ensure base access for the replacement. The replacement will not be issued a Department of Defense (DoD) Common Access Card (CAC).

3.2.4. Specific Responsibilities. Coordinator shall:

3.2.4.1. Plan, direct, and teach or provide volunteer teachers for appropriate Catholic Faith Formation programs to include classes at the Eielson AFB Chapel at the date and time deemed necessary by the Catholic Chaplain with Wing Chaplain approval.

3.2.4.2. Collaborate with the AMS, local dioceses and parishes to establish goals and objectives for Catholic Religious Education programs or to develop ways to encourage program participation.

3.2.4.3. Plan, supervise, execute and ensure the availability of text and materials for the Catholic worship and faith formation programs, to include but not limited to, Religious Education grades Kindergarten (K) through twelve (12), Rite of Christian Initiation of Adults (RCIA)/Rite of Christian Initiation of Children (RCIC), First Reconciliation class/retreat and rite, First Holy Communion classes/retreat and rite, Catholic Youth Group retreat, Children’s All Saint’s Day Celebration, Children’s Christmas Pageant, and other AMS approved activities as deemed necessary by the Catholic Chaplain.

3.2.4.4. Select and purchase Catholic worship service and religious education supplies, equipment, and authorized curricula approved by AMS, in accordance with CTOF and APF Air Force Instructions (AFIs), Department of Air Force Instructions (DAFIs), Department of Air Force Manuals (DAFMANs), local Operating Instructions (OIs) and chapel policies. Any purchases made prior to approval are unauthorized.

3.2.4.5. Ensure execution and electronic tracking of the approved budget.

3.2.4.6. Provide and maintain an adequate level of worship supplies and inventory of consumable religious education materials, Catholic resources, and equipment. A quarterly report shall be submitted to the Catholic Chaplain or designee.

3.2.4.7. Coordinate with the Catholic Chaplain on a weekly basis to facilitate Catholic worship and religious education programs and events.

3.2.4.8. Assist the Catholic Chaplain or designee with all Catholic baptism and dedication preparations.

3.2.4.9. Schedule and facilitate Baptism Preparation class, to include those requesting Baptism of children and for those requesting to be Godparents.

3.2.4.10. Draft certificates for baptisms and dedications.

3.2.4.11. Ensure facility request for Catholic programs, occurring in Chaplain Corps facilities and in other base facilities, are filled out and submitted to the Chaplain Corps staff to be processed in a timely manner.

3.2.4.12. Be accountable for security and cleanliness of all facilities utilized in conjunction with their programs. The Coordinator is responsible for opening, restoring to its neutral setting, cleaning, and securing any chapel facilities used for Catholic programs and events.

3.2.4.13. Ensure that background check qualified, adult supervision and leadership volunteers are present at least 30 minutes prior to scheduled start times of all Catholic activities and will remain present until the last participant under the age of 18 has departed.

3.2.4.14. Ensure compliance with rules/laws in regard to use of any copyrighted materials.

3.2.4.15. Prepares weekly worship service bulletins and religious education announcements.

3.2.4.16. Prepare memoranda and professional correspondence pertinent to Catholic community requirements.

3.2.4.17. Provide copies of all filled paperwork to individuals who received the sacrament, as well as an explanation of how to receive an official certificate from the AMS.

3.2.4.18. Record attendance at all Catholic programs and events and report numbers to the Catholic Chaplain within 2 days of an event’s conclusion.

3.2.4.19. Maintain electronic attendance records: names, dates, and rosters of all participants and volunteers for the review of the Catholic Chaplain.

3.2.4.20. Maintain a current roster of active AMS approved Extraordinary Ministers of Holy Communion or Eucharist volunteers. Ensure the records are updated with the AMS.

3.2.4.21. Maintain a continuity file for Catholic programs; submits after-action reports electronically to the Catholic Chaplain for all Catholic programs within 5 calendar days following the close of each event outside of faith formation classes.

3.2.4.22. Maintain a professional attitude and environment to include hygiene and appearance.

3.2.4.23. The Coordinator may be required to attend and/or participate in Chaplain Corps conferences or training. Travel for such events, if required, will be funded by APF, contingent upon availability of funds and approval by the Wing Chaplain.

3.2.5. Duty Hours. Coordinator shall be required to be present for the following:

3.2.5.1. Approximately 20 hours per week performing the duties specified within this PWS.

3.2.5.2. The core work hours for this PWS are four (4) hours on site during normal office hours over a period of three (3) days each week and 8 flex hours for weekends and events that fall outside normal duty hours for a total of 20 hours. Hours may be reduced or shifted when religious education classes are not in session or when religious education events (e.g. VBS or equivalent program) are taking place (see Section 7.3.).

3.2.5.3. Certain seasons of the year may require more hours but shall not 5 additional hours per week.

3.2.5.4. Changes to work location or work hours must receive prior approval no later than 14 days in advance from the contracting officer or designee prior to advertisement of absence or implementation unless it is an illness or family emergency. Absences due to illness or family emergency will be dealt with on a case by case basis. All email correspondence regarding changes shall be sent via email to the contracting officer or designee (courtesy copied) to the Catholic Chaplain for coordination.

3.2.5.5. Hours of Operation. Eielson AFB Chapel workdays are Monday through Friday except US Federal Holidays and family days, per Pacific Air Command Air Force (PACAF) Family Day Program Calendar. Hours of operation for Chapel staff are from 0730 to 1630 Monday through Friday. Regular meetings will not be held during the below US official holidays.

Federal holidays are as follows: New Year’s Day (1 January), Birthday of Martin Luther King, Jr. (3rd Monday of January), Washington’s Birthday (3rd Monday of February), Memorial Day (last Monday of May), Juneteenth (19 June); Independence Day (4 July), Labor Day (1st Monday of September), Columbus Day (2nd Monday of October), Veterans Day (11 November), Thanksgiving Day (4th Thursday of November), and Christmas Day (25 December).

3.2.6. Other.

3.2.6.1. One (1) DOD CAC will be issued to the Coordinator for base access and to perform contract duties.

3.2.6.2. Taxes. The Coordinator will be responsible for filing any applicable social security, federal, state or host nation taxes. The Coordinator will also obtain any applicable business licenses and registrations and otherwise compliance with host nation law.

3.2.6.3. Quality Control. The Contracting Officer Representative (COR) will monitor and inspect the Coordinator’s performance to ensure that the programs and services are operating in accordance with this PWS. The COR may inspect files and records at any time.

3.2.6.4. The Coordinator will be notified in writing of any and all non-compliance, and will be given an opportunity to correct, if possible, nonconforming work. The Coordinator will be given an opportunity to respond in writing to any notice of noncompliance within 10 calendar days of notice.

3.2.6.5. The Coordinator shall ensure all issued keys/combinations are not used by unauthorized persons and all keys are returned upon contract termination. The Coordinator shall not duplicate any keys issued by the government. The Coordinator shall immediately report to the Chapel staff any occurrences of lost keys. In the event keys are lost, the Coordinator may be responsible for costs incurred in re-keying or replacing affected locks and keys.

3.2.6.6. Funds. All non-appropriated monies used to implement and/or execute events and activities not directly and specifically funded for in the appropriated fund contract, i.e.

contributions, donations, designated offerings, etc., will be processed by and maintained by the Eielson AFB (CTOF). All funds collected must support a Chaplain Corps program and must be deposited into the installation’s CTOF in accordance with DAFMAN 52-107. The Coordinator will maintain an accounting of all funds received and spent, including receipts and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract.

4. Criminal History Background Check.

4.1. The Coordinator shall submit a completed background check application (as required by DoDI 1402.05 Criminal History Background Checks on Individuals in Child Care Services) to the Chaplain Corps background check program manager within 20 days of contract award. It is mandatory that all contractors working with children under the age of eighteen (18) undergo a background check investigation in compliance with DoDI 1402.05 and AFI 52-101, Planning and Organizing. Until a favorable background check investigation has been completed, the Coordinator shall remain under Line of Sight Supervision of a cleared Chapel Staff member.

4.2. Disqualifying information on the background check can be grounds for termination of the contract. In accordance with AFI 52-101, the Wing Chaplain has final approval authority for personnel (including contractors) working or participating in military-sanctioned chapel programs.

4.3. Provisional background check guidance: While the Coordinator is waiting for background check determination and has started performing duties, he/she will remain under line of sight supervision (LOSS) at all times while around children under the age of 18 years when parents or guardians are not present.

4.4. The Government shall reserve the right to terminate the contract if the required background check is not completed within 60 days of contract award or if the background check reveals disqualifying information as determined by the Wing Chaplain.

4.5. The Coordinator has the right to obtain a copy of any background check results pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

4.6. The Coordinator must ensure that all volunteers working with youth below 18 years of age have a favorably adjudicated background check as described in DoDI 1402.05, Criminal History Background Checks on Individuals in Child Care Services. The Coordinator shall ensure that all specified volunteers and individuals pending favorable adjudication remain under Line of Sight Supervision when children are present. Line of Sight Supervision is also required for all non-specified volunteers as described in AFI 52-101.

4.7. Non-US personnel in overseas locations (excluding Hawaii, Alaska, and other US occupied territories where US laws/codes applies) must adhere to host nation’s background check guidance, determination, and must be consistent with or equivalent to a DoD Tier 1 investigation, to the greatest extent possible.

4.8. Non-US residents within US and territories must follow DoDI background check instructions and guidance.

5. Compliance with Public Law

5.1. In accordance with Public Law 105-270, Section 5(2)(A), the Coordinator will not perform inherently governmental functions. Section 5(2)(A) of this Public law defines the term "inherently governmental function" as "a function that is so intimately related to the public interest as to require performance by Federal Government employees." Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counterintelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include, (i) gathering information for or providing advice, opinions, recommendations, or ideas to Federal Government officials or (ii) any function that is primarily ministerial and internal in nature."

5.2. Confidentiality: The provisions of Privacy Act of 1974, Public Law 93-57 dated December 31, l974 (5 USC 552a) apply. Services rendered and all materials including records, files, documents, and work papers provided to the Coordinator by the Government and data results, conclusions and recommendations obtained thereof shall be considered Government property.

The information shall not be disclosed, copied, modified, used (except in the completion of this contract) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the Government’s expressed consent.

6. Government Down-time for Various Authorities Including The President, Secretary of Defense, Secretary of the Air Force or Appropriate Commander

6.1. Base Closures. The Center or Base Commander may elect to close all or part of the base for any reasons such as time-off award, base open house, emergency, etc.

6.2. Coordinator shall be officially dismissed upon notification of a base closure in accordance with paragraph 10.4. Coordinator shall promptly secure all government furnished property appropriately and evacuate in an expedient but safe manner.

6.3. In the event of a base closure, the Coordinator and Contracting Officer shall jointly choose a course of action for the following options:

6.4. If there is a need for the service during the base closure and there is sufficient government supervision, the Coordinator may continue on-site work. The Coordinator shall bill the Government in accordance with the contract.

6.5. If there is no need for the service during the scheduled base closure, the Coordinator shall not work on-site. The Government, at its discretion, may extend the contract by a period equal to the amount of time of the closure, subject to the availability of funds. The Government will not be liable for any time not worked.

6.6. Base Closure Notification Procedures

6.7. An official decision to close a base will be made by the Base Commander.

6.8. The Coordinator will be contacted by the LPC or designated Chapel Staff. The Coordinator should follow instructions intended for non-essential personnel.

6.9. The Coordinator may not receive any other form of notification of a base closure from the Government. The Coordinator is responsible for notification of his employees.

6.10. If the decision to close all or part of the base is made during the duty day, and the Base Commander's decision is transmitted through official notification channels, the Coordinator shall follow the instructions as given.

7. Annual Training

7.1. Annual training shall be provided to the Coordinator to complete every year. The training shall cover the following areas:

7.2. Privileged communication

7.3. Childcare criminal history background checks in accordance with DoDI 1402.5

7.4. Family advocacy program in accordance with AFI 40-30

7.5. Sexual assault prevention and response policy in accordance with AFL 36-6001

7.6. The above trainings shall be completed by all persons providing services under this contract

8. Contractor Liability

8.1. The Coordinator shall, at his own expense, defend any suits, demands, claims, or actions in which the United States might be named as a defendant, arising out of or as the result of the Coordinator’s performance of work under this contract, whether or not such suit, demand, claim or action arose out of or was the result of the Coordinator’s negligence. This shall not prejudice the right of the United States to appear in such a suit, participate in a defense and take such action as may be necessary to protect the interest of the United States. Nothing in the above provision shall in any way limit other remedies available to the United States as provided by law, or waive rights of the United States as provided by law

8.2. The Coordinator is considered an independent contractor, and not an agent of the government. During the performance of these provisions, the contractor shall be liable and hold harmless the government against all actions or claims for damage to persons and property due to the fault, negligence, wrongful act, or wrongful omission of the coordinator or his agents.

8.3. The government is not responsible for damage to personal supplies or equipment of the coordinator.

8.4. The Coordinator shall be liable for all damages to government real property, when it has determined by competent authorities that damages were due to Coordinator personnel or subcontractors negligence

9. Dispute Process

9.1. Any grievance by the Coordinator should be resolved at the lowest level.

9.2. The reporting levels are as follows: Contracting Officer Representative and then the Contracting Officer.

10. Government Quality Assurance

10.1. The government shall periodically evaluate the coordinator’s performance by designating a Contracting Officer Representative to monitor performance to ensure services are received. The Contracting Officer Representative shall evaluate the Coordinator’s performance in accordance with the Quality Assurance Surveillance Plan (QASP) for this requirement.

10.2 Services Summary

10.2.1 - Protestant Program Coordinator

SS# Service Summary

Standards/AQLs Inspections Ratings

1 3.1.3.8.

Coordinate with the LPC and chapel volunteers to create effective Protestant Community and religious education programs for the Eielson AFB Protestant community.

No more than 1 ineffective or poorly coordinated program per year.

Periodically

Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

2 3.1.4.1. Plan, direct, and teach or provide volunteer teachers for appropriate Protestant religious education programs to include but not limited to Sunday School, Children’s Church, Vacation Bible School, and other Protestant religious education programs as deemed necessary by the LPC.

Successfully ensure all classes/programs have assigned leaders/teachers with no more than 1 class/program left without a leader/teacher per quarter.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

3 3.1.4.3. Select and purchase Protestant worship service and religious education supplies, equipment, and authorized curricula approved by the LPC, in strict accordance with CTOF and APF

No more than 1 erroneous purchase per quarter.

Periodically Exceptional – N/A

Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

Air Force Instructions (AFIs), Department of Air Force Instructions (DAFIs), Department of Air Force Manuals (DAFMANs), local Operating Instructions (OIs) and chapel policies. Any purchases made prior to approval are unauthorized.

4 3.1.4.5.

Provide and maintain an adequate level of worship supplies and inventory of consumable religious education materials, Protestant resources, and equipment. A quarterly report shall be submitted to the LPC or designee.

No more than 1 discrepancy per year

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

5 3.1.4.7. Ensure facility request for Protestant programs, occurring in Chaplain Corps facilities and in other base facilities, are filled out and submitted to the Chaplain Corps staff to be processed in a timely manner.

Successfully submitted facility request forms for all Protestant programs and events with no more than one missed request per quarter.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

6 3.1.4.8. Be accountable for security and cleanliness of all facilities utilized in conjunction

Successfully securing and cleaning chapel facility during every supported

Satisfactory – 1 Discrepancy with their programs. The Coordinator is responsible for opening, restoring to its neutral setting, cleaning, and securing any chapel facilities used for Protestant programs and events.

Protestant program/event.

No more than 1 unsecure or unclean facility per month.

7 3.1.4.9. Ensure that background check qualified, adult supervision and leadership volunteers are present at least 30 minutes prior to scheduled start times of all Protestant activities and will remain present until the last participant under the age of 18 has departed.

No more than one discrepancy per year.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

8 3.1.4.10. Ensure compliance with rules/laws in regard to use of any copyrighted materials.

No discrepancies per year.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – N/A Marginal – N/A Unsatisfactory – >1 Discrepancy

9 3.1.4.13. Record attendance at all Protestant programs and events and report numbers to the LPC within 2 days of an event’s conclusion.

No more than 1 poorly tracked program or event per month.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

10 3.1.4.15.

Maintain a continuity file for Protestant program; submits after-action reports electronically to the LPC for all Protestant programs within

No more than 1 missed or unsubmitted AAR for a program or event per month.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy

10.2.2 – Catholic Program Coordinator

5 calendar days following the close of each event outside of weekly RE classes.

SS# Service Summary

Standards/AQLs Inspections Ratings

1 3.2.3.9.

Coordinate with the Catholic Chaplain and chapel volunteers to create effective Catholic Community and religious education programs for the Eielson AFB Catholic community.

No more than 1 ineffective or poorly coordinated program per year.

Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

2 3.2.4.1. Plan, direct, and teach or provide volunteer teachers for appropriate Catholic Faith Formation programs to include classes at the Eielson AFB Chapel at the date and time deemed necessary by the Catholic Chaplain with Wing Chaplain approval.

Successfully ensure all classes/programs have assigned leaders/teachers with no more than 1 class/program left without a leader/teacher per quarter.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

3 3.2.4.3. Plan, supervise, execute and ensure the availability of text and materials for the Catholic worship and faith formation programs, to

Successfully ensure all classes/programs have required materials with no more than 1 class/program with missing materials per quarter.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy include but not limited to, Religious Education grades Kindergarten (K) through twelve (12), Rite of Christian Initiation of Adults (RCIA)/Rite of Christian Initiation of Children (RCIC), First Reconciliation class/retreat and rite, First Holy Communion classes/retreat and rite, Catholic Youth Group retreat, Children’s All Saint’s Day Celebration, Children’s Christmas Pageant, and other AMS approved activities as deemed necessary by the Catholic Chaplain.

4 3.2.4.6.

Provide and maintain an adequate level of worship supplies and inventory of consumable religious education materials, Catholic resources, and equipment. A quarterly report shall be submitted to the Catholic Chaplain or designee..

No more than 1 discrepancy per year

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

5 3.2.4.9.

Schedule and facilitate Baptism

No more than 1 ineffective or poorly coordinated baptism class per

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy

Preparation class, to include those requesting Baptism of children and for those requesting to be Godparents.

year Unsatisfactory – >1 Discrepancy

6 3.2.4.11. Ensure facility request for Catholic programs, occurring in Chaplain Corps facilities and in other base facilities, are filled out and submitted to the Chaplain Corps staff to be processed in a timely manner.

Successfully submitted facility request forms for all Catholic programs and events with no more than one missed request per quarter.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

7 3.2.4.12. Be accountable for security and cleanliness of all facilities utilized in conjunction with their programs. The Coordinator is responsible for opening, restoring to its neutral setting, cleaning, and securing any chapel facilities used for Catholic programs and events.

Successfully securing and cleaning chapel facility during every supported Catholic program/event.

No more than 1 unsecure or unclean facility per month.

Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

8 3.2.4.13. Ensure that background check qualified, adult supervision and leadership volunteers are present at least 30 minutes prior to scheduled start times of all Catholic activities and will remain present until the last participant under the age of 18 has departed.

No more than one discrepancy per year.

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy

APPENDIX: CORRECTIVE ACTION REPORT (CAR)

9 3.2.4.14. Ensure compliance with rules/laws in regard to use of any copyrighted materials.

No discrepancies per year

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – N/A Marginal – N/A Unsatisfactory – >1 Discrepancy

10 3.2.4.17.

Provide copies of all filled paperwork to individuals who received the sacrament, as well as an explanation of how to receive an official certificate from the AMS.

No more than 1 ineffective or poorly coordinated occurrence per quarter

Periodically Exceptional – N/A Very Good – 0 Discrepancies Satisfactory – 1 Discrepancy Marginal – N/A Unsatisfactory – >1 Discrepancy

11 3.2.4.18. Record attendance at all Catholic programs and events and report numbers to…