PWS_ Protestant Coordinator- DRAFT.pdf

PERFORMANCE WORK STATEMENT

FOR

PROTESTANT COORDINATOR SERVICES

AT

JOINT BASE MCGUIRE-DIX-LAKEHURST,

NEW JERSEY

87th ABW/HC

1 Mar 2023

1.1 SCOPE OF WORK

1.1.1 The contractor shall perform as a Protestant Coordinator (PRC) to provide 1) a comprehensive Protestant Religious Education (PRE) program support for the Joint Base McGuire-Dix-Lakehurst Protestant congregation 2) to serve as Protestant Youth Director (PYD) in accordance with the guidelines set forth by the Air Force Chaplain Corps (AFI 52-101) as directed by the Joint Base Senior Chaplain or his/her representative, normally the ranking Protestant Chaplain. Serve as the focal point, advisor, and coordinator for PRE and PYD services in accordance with the description/duties identified herein. Anticipate 100 children and 50 volunteers.

1.2 SPECIFIC TASKS

1.2.1 Contractor shall be required to maintain office hours to perform specific requirements of this PWS to include weekends, evenings and some holidays for special programs. Historically, contractors have maintained approximately 24 office hours per week and an approximately 120 hours per month for special/seasonal programs.

1.2.1 Plan, direct and implement the various programs, i.e. vacation bible school, annual children’s Christmas programs, annual Protestant RE program kickoff celebration, and the advent and Lenten educational outreach programs. Contractor will coordinate these programs with the Protestant RE chaplain and other activities at least six months prior to program date and adhere to the required program schedules.

1.2.2 Establish and maintain an RE resource program with a broad and orderly assortment of visual aids, object lessons, multi-media support, and general teaching aids to enhance religious education effectiveness in all areas at the Joint Base McGuire-Dix-Lakehurst Chapel.

1.2.3 Research and select Protestant RE curriculum/material. Protestant RE Chaplain approval shall be received a minimum of 30 days prior to program start date. Coordinate facility, administrative and audiovisual support requirements for all RE volunteers.

1.2.3.1 Serve as the resource person, advisor, and coordinator for Protestant Youth at Joint Base McGuire-Dix- Lakehurst Protestant program. The primary goal of the PYOC program is to foster and strengthen faith commitments through fellowship activities, youth meetings and events, Bible studies, retreats, camps and mentoring programs involving youth within the Joint Base McGuire-Dix- Lakehurst Protestant community. Contractor will furnish all labor, tools, transportation, and incidentals as necessary to provide the Joint Base McGuire-Dix-Lakehurst Chapel Protestant Youth Coordinator services in accordance with the tasks identified herein.

1.2.3.2 Assess needs for the youth program with the Chaplain Corps leadership and in consult with the Protestant Advisory Council. Youth Program will be evaluated based on meeting the needs of the community, participant satisfaction, volunteer feedback, and through overall quality evaluation by the Responsible Chaplain. The contractor will not be supervised by the Government, but the quality of the program will be evaluated. The contractor will provide metrics as requested by the Responsible Chaplain for program evaluation.

1.2.3.3 The Contractor will work out a specific vision for the youth program with the Responsible Chaplain annually. Direct the youth ministry program, recruit volunteers, procure necessary materials and supplies, train volunteer staff as needed and supervise year-round activity.

1.2.3.4 Organize youth groups 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 3 outreach events annually for teens not involved in the chapel program. Includes a music program as part of the chapel youth group, resources permitting.

1.2.3.5 Be a participating member of the JB MDL Protestant Community by regularly attending Protestant worship services, recruiting volunteers, promoting the youth ministry, and providing program announcements in coordination with respective service chaplains.

1.2.3.6 Provide an annual program plan as specified in local operating instructions and policy letters. Plan, program, and lead a weekly Protestant youth class. Hold quarterly planning meetings with the Responsible Chaplain in consult with the Parish Advisory Council. Attend all Protestant Advisory Council meetings as a non-voting member.

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

1.2.3.7 In consultation with the Responsible Chaplain, promote and lead youth leadership participation throughout all Protestant 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 Protestant programs.

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

Volunteers must adhere to the same background check requirements to include fingerprinting to perform services unless the contractor arranges a green badge member to be present prior to the beginning of classes.

1.2.3.9 Must visit each class at least twice a month or as requested by volunteer teachers. Keep a record of enrollment and attendance. Maintain a current roster of the volunteer staff, and submit monthly attendance to the Responsible Chaplain. Lead weekly youth group, discipleship class and other activities as needed through the Protestant Planning process in consult with the Responsible Chaplain and Protestant Advisory Council.

1.2.4 Provide administrative support, to include purchase requests, curriculum coordination, teacher training, facility reservation, assistance for all Children Church’s and Adult Bible Studies. Train teachers, substitutes, and volunteers; provide workshops as required.

1.2.4.1 All teachers must be 18 years of age or older, complete and receive a favorable background check investigation as listed in para 1.2.13, have formal or informal experience/education with children, be willing to fulfill leadership and support roles in classrooms, assist with teaching and equipping children and teenagers with age appropriate Christian bible lessons. Inform RE Coordinator of any concerns, resource needs, and provide a weekly attendance report.

1.2.4.2 Contractor must ensure volunteers and teachers are familiar with the facility resources and religious education policies. Teachers will be provided all needed materials for their training/programs/sessions in sufficient time to be ready. It is requested that teachers arrive in sufficient time prior to training/program/sessions to ensure the facility is prepared and returned back to its original condition after use.

1.2.4.3 Publish a yearly RE Teacher’s Handbook, RE Participant’s Handbook and Calendar of event.

1.2.4 Maintain an adult/student ratio in accordance with local guidance as established by the Joint Base Senior Chaplain. For pre-toddler, 12 months old to 24 months old, have no more than five children per adult. For preschoolers, three years old to five years old, have no more than 12 children per adult.

1.2.5 Assist with planning for special services such as Christmas Candlelight, Maundy Thursday, Good Friday, Easter, and Special Services.

1.2.6 Maintain current Religious Education Continuity Binder(s) and electronic folders including, but not limited to Purchase Records, Disbursement Requests, Facility Requests, After Action Reports, Calendars, Curriculum, Rosters, Procedures, and Training. Files will be accessible to the Protestant RE Chaplain as well as the chapel staff for continuity purposes.

1.2.6.1 Submit after-action reports for each special program and for each semester of regular activities, as directed by the Protestant RE Chaplain.

1.2.6.2 Draft and produce publicity materials for Chapel RE programs in a timely manner, as determined by the Protestant RE Chaplain. Materials will be submitted to Protestant RE Chaplain a minimum of three duty days prior to deadlines for publication, submission, etc.

1.2.6.3 Utilize chapel social media Sites in accordance with established policies.

1.2.7 Attend and participate in chapel meetings as follows: Protestant Advisory Council (PAC) meetings as a non-voting advisor, designated faith group leader meetings, and weekly Chapel staff meetings. Additionally, the coordinator will participate in the annual Protestant planning meeting. Research and compile religious education statistical information using charts, graphs, and reports as requested for presentation at the quarterly PAC meeting.

Reports shall be submitted to the Protestant RE Chaplain a minimum of five duty days prior to meeting date.

1.2.7.1 In consultation with the Protestant RE Chaplain, develop and submit an 18-month annual planning calendar each April to be reviewed at the annual PAC planning meeting, to include summer events and the following RE year (September-June), two weeks prior to the anticipated meeting date.

1.2.7.2 Assist in the development of annual Chapel Tithes and Offering Fund (CTOF) budgets, as directed by the Protestant RE Chaplain. Request funds for the purchase of books, materials, equipment, and supplemental services using the CTOF request forms, in accordance with local operating instructions and procedures.

1.2.7.3 Identify, prepare, and submit annual curriculum orders, library, and supply requirements to the Protestant RE Chaplain for approval. Maintain an accurate and current inventory of all curriculum and resource materials.

1.2.8 The Contractor is accountable for security and cleanliness of all facilities utilized in conjunction with their programs. Must maintain chapel facilities, equipment, and RE Program spaces. Prepare and clean rooms, equipment, and supplies each week. Report room/facility problems to facility manager or Chapel Superintendent within one duty day. Follow up with Protestant RE Chaplain as necessary for unresolved issues. Ensure that all facilities used are properly secured, to include all doors and windows, following the conclusion of a program.

1.2.8.1 Do not sign out any chapel property without prior written approval of the Joint Base Senior Chaplain and Chapel Superintendent. All equipment signed out must be accounted for with AF 1297 and inspected prior to return for damages.

1.2.8.2 Provide annual submission of facility request forms by deadline established by Chapel Facilities OI as well as any one-time usage request forms as soon as the need for facility space is known to the Protestant RE Chaplain, or his/her designate.

1.2.8.3 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 or loaned to others. 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 Protestant 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.

1.2.9 Participate in the preparation of MAJCOM and Wing directed inspections and briefings. Implement policies pertinent to the RE program in conjunction with the Protestant RE Chaplain.

1.2.9.1 Contractor shall project a professional demeanor at all times.

1.2.10 Communication skills, both orally and writing are clear and concise with all. Communicate with parents/sponsors concerning student absences or disciplinary problems in a timely manner. Consult with the Protestant RE Chaplain about any and all disciplinary problems. If the disciplinary problem remains unresolved, the RE Coordinator and the Protestant RE Chaplain will elevate the matter to the Joint Base Senior Chaplain and Superintendent. Contractor will make every effort to solve matters at the lowest level.

1.2.11 Participate in chapel decorating/un-decorating and other clean-up/work days if they do not conflict with an established RE or Youth program.

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

Specific timelines are identified in Parish Manual, JB MDL Chapel OI 52-2, and the PAC processes.

1.2.13 Ensure all volunteers working with youth below 18 years of age receive the required background check as described in DoDI 1402.5 and local operating procedures at the government’s expense. Background check requirements shall be completed prior to any and all volunteer participation. Maintain/monitor volunteer background checklists, to include background check requirements, paperwork, and expiration dates.

1.2.14 Must be proficient in the use of computers and the Microsoft Office Suite application.

1.2.15 Must be able to work within the pluralistic environment of the Chaplain Corps and effectively communicate with a variety of age groups ranging anywhere from infants to adults.

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

1.2.17 At no time engage/or make decisions regarding controversial topics that may come up such as sexual preference, gender identity…always refer to the chaplain or Wing Chaplain for a decision

2.1 QUALIFICATION/EDUCATION REQUIREMENTS

2.1.1 The contractor must meet/exceed the following qualifications:

2.1.1.1 Minimum of 3 years documented experience in Christian Religious studies or teaching, coordinating or directing a religious education (RE) program in a chapel/church setting. Bachelor’s Degree in Theology preferred but not required.

2.1.1.2 A minimum of two years involvement in a youth ministry program as a volunteer, contractor, or paid staff member. A Bachelor's Degree in the area of youth ministry, or any other ministry field from an accredited university or any degree from an accredited university with two years of work experience (paid or volunteer) as a Youth Minister, Bible School teacher, Sunday School Superintendent, Director of Religious Education, Christian School teacher or related field is preferred.

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

2.1.1.4 Demonstrate enthusiasm for youth ministry. Submit two letters of reference demonstrating enthusiasm for youth ministry, and two letters of reference supporting experience with RE programs.

Strong preference shall be given to experience in military service chapel youth ministry and religious education. Furnish a resume including academic and work related references. References should be of recent employment (past 3 years). Demonstrate the ability to use computers and associated software common for advertising and marketing the Protestant Youth Program

2.1.1.5 Appearance and Conduct: Maintain a neat, clean well-groomed professional appearance, and conduct self with professionalism.

SERVICES DELIVERY SUMMARY (SDS). The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each requirement.

SDS# PERFORMANCE

REQUIREMENT

PWS

PARAGRA

PH

PERFORMANCE

STANDARD

METHOD OF

ASSESSMENT

1 Maintain office hours 1.2.1 Hours must be IAW the core hours listed in

8.1 of PWS

Periodic Evaluation

2 Plan, direct and implement the various programs 1.2.2 Coordinate programs with PRE chaplain

Periodic Evaluation

3 Establish and maintain an RE resource program

1.2.3 1.2.6

1.2.15

Enhance religious education effectiveness in all areas

4 Research and select Protestant RE curriculum/material 1.2.4 Coordination with

PRE chaplain

5 Provide administrative support 1.2.4, 1.2.4.2, 1.2.5, 1.2.6, 1.2.14

Recruit and train teachers, substitutes, and volunteers;

provide workshops as required

6 Maintain/monitor background checklists

1.2.13 1.2.14

Provide forms for teachers/volunteers to complete background check requirements

Evaluated with each new teacher/volunteer

7 Report Attendance 1.2.4.1 1.2.14

Work with teachers/volunteers for weekly attendance

3.1 ESTIMATED WORKLOAD

3.1.1 Contractor will not perform the tasks of, receptionist duties, tasking(s) received from anyone other than the Protestant RE chaplain or his/her designee. This includes tasking from other Joint Base mission partners not coordinated through the designated Protestant RE chaplain. Fill out forms for other contractors or volunteers.

May assist in filling out purchase requests electronically for volunteers without access to government computer system.

4.1 GENERAL INFORMATION

4.1.1 Non-personal services and/or inherently governmental services.

4.1.1.1 The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the Procuring Contracting Officer (PCO) immediately. These services shall not be used to perform work of a policy/decision making or management nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the PCO immediately. 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 contractor shall be the sole responsibility of the Government.

4.1.1.2 The contractor is responsible to personally perform the services described in this Performance Work Statement or coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the Sr Protestant Chaplain or Responsible Chaplain.

The Contractor will submit the names and qualifications of proposed subcontractors to the Designated or Responsible Chaplain for approval at least 14 days prior to the proposed absence. Subcontractors must meet the requirements for the position as outlined in this Performance Work Statement. The Contractor is responsible for payment of any approved subcontractor(s).

4.1.1.3 Performance during a crisis declared by the President, Secretary of Defense, or overseas combatant commander: Provide 24-hour contact, and comply with all provisions of this Statement of work during crisis declared by the President, Secretary of Defense, or overseas combatant commander. Workloads may significantly increase during wartime contingencies as directed by the contracting officer.

4.1.1.4 Background Check

(a) All personnel under this contract to include subcontractors must complete a positive background investigation and fingerprints as specified herein and by DoDI 1402.5. Subcontractors must adhere to the same background check requirements to include fingerprinting to perform services unless the contractor arranges a green badge member to be present.

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

5.1 GOVERNMENT PROVIDED FACILITIES, EQUIPMENT AND SERVICES

5.1.1 Requirement for supplies will be submitted in writing to the designated Protestant RE Chaplain in accordance with local operating procedures.

5.1.2 Government-owned equipment will not be tampered with or removed from government facilities prior to the approval of the Joint Base Senior Chaplain and Chapel Superintendent. If approved by the Joint Base Senior Chaplain, equipment moved from Chapel facilities will be signed out with an AF IMT 1297 by the Chapel Superintendent or facility manager.

5.1.3 The government provides office furniture, equipment, expendable office supplies and other items deemed necessary to perform services described in this PWS. Equipment may be shared with other contractors or chapel staff as necessary. The contractor supplies preferred supplies, along with personal transportation.

6.1 PERFORMANCE LOCATIONS

6.1.1 Protestant Religious Education Coordinator shall provide services at the following chapels (McGuire bldg.

2503, Dix bldg. 5240, and North bldg. 3827) on Joint Base McGuire-Dix-Lakehurst.

7.1 PERIOD OF PERFORMANCE AND CORE DUTY HOURS

7.1.1 Services will be performed during the period of 3 October 2022 to 2 October 2023 with 4 option years in support of the Joint Base McGuire-Dix -Lakehurst Chapel Program.

7.1.1.1 In the event of inclement weather, contractor will refer to 609-754-BASE or Responsible Chaplain for base closure information and/or procedures.

7.1.1.2 Work Hours

This contract anticipates a 24 hours of service 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 Responsible Chaplain. Office hours will be during normal duty hours (0730-1630 Monday through Friday) and on at least one (1) weekend day. Place of contract performance is at one (1) of the Joint Base McGuire-Dix- Lakehurst Chapels as required by each program. Office workspace will be provided in one (1) of the Joint Base McGuire-Dix-Lakehurst Chapels.

7.1.1.3 In addition to office hours, a minimum of six regularly scheduled program hours per week. Program hours consist of regularly scheduled Religious Education programs, Children’s Church programs, special events (ex: VBS, Fall Kick-off, etc.), seasonal programs (ex: Harvest Festival, Christmas Plays, etc.).

7.1.1.4 Must be available to work weekends and evenings for special programs. May be required to provide services on some Federal Holidays in conjunction with religious observances. Shall develop and post a schedule of consistent office/program hours in coordination with and approval of the Protestant RE Chaplain.

7.1.2 The following Federal Legal Holidays are observed by this base and may require contractor to work regardless of holiday, New Year’s Day 1 January, Martin Luther King’s Birthday Third Monday in January, Presidents Day Third Monday in February, Memorial Day Last Monday in May, Juneteenth, Independence Day 4 July, Labor Day First Monday in September, Columbus Day Second Monday in October, Veterans Day 11 November, Thanksgiving Day Fourth Thursday in November and Christmas Day 25 December.

SERVICES DELIVERY SUMMARY (SDS). The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each requir...