Sources Sought Announcement- Religious Support Services.pdf

PERFORMANCE WORK STATEMENT (PWS)

for the

MCIPAC CHAPELS RELIGIOUS SUPPORT SERVICES

1.0 General

1.1. Introduction and Background

Marine Corps Installations Pacific-Marine Corps Base Camp Butler (MCIPAC-MCBB) is the base support service for United State Marine Corps (USMC) ground forces on Okinawa. As such, MCIPAC-MCBB provides religious worship opportunities (in accordance with the Free Exercise of Religion) for services members and their families on the various Marine Corps Camps across Okinawa, Japan.

1.2. Scope of Work and Objective

The Contractor shall provide religious services support services as delineated throughout section three of the performance work statement.

1.3. Period of Performance

The period of performance (POP) of this contract is one base year plus four option years beginning in fiscal year 2025.An addition six month extension option follows Option Year 4. Tentative dates are listed below:

Base Year: 15-March-2025 to 14-March-2026 Option Year 1: 15-March-2026 to 14-March-2027 Option Year 2: 15-March-2027 to 14-March-2028 Option Year 3: 15-March-2028 to 14-March-2029 Option Year 4: 15-March-2029 to 14-March-2030

1.3.1. Federal Holidays. The contractor shall not be required to provide services on federal holidays unless the holiday is particularly specified otherwise in this PWS.

Federal Holiday Occurrence

New Year’s Day 1 January*

Martin Luther King Jr.’s Birthday 3rd Monday of January

President’s Day 3rd Monday of February

Memorial Day last Monday of May

Juneteenth Independence Day 19June*

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

Christmas Day 25 December*

* When a federal holiday falls on Sunday, the following Monday will be observed as a holiday by the U.S.

government. When a federal holiday falls on a Saturday, the preceding Friday will be observed as a holiday.

In addition to these federal holidays, if the President of the United States issues an executive order closing the federal government, that date shall also be considered a recognized federal holiday (Reference Executive Order 11582 of February 11, 1971, and 5 U.S.C. 5546 and 6103(b) and other similar statues insofar as they relate to the pay and leave of employees of the United States).

1.3.2. Typhoon Conditions. Japan-based military installations close when Tropical Cyclone Condition of Readiness 1C (TCCOR 1C or TC-1C) is declared by Military Weather Station authorities. The Contractor will be required to depart military bases, remain indoors, and monitor radio/television to determine when the TCCOR changes to TCCOR SW (Storm Watch) or TCCOR AC (All Clear). When TCCOR SW is declared by Military Weather Station authorities, the Contractor will restart the service within 2 hours unless that occurs after normal business hours, services shall begin the next normal workday at 7:30am.

2.0 Place of Performance

This requirement is for the Contractor to send religious service personnel to Okinawa, Japan for performance aboard MCBB. Each required position has different performance locations which are delineated under the respective task in Section 3 of this performance work statement.

3.0 Technical Requirements (Description of Work / Tasks)

3.1 MUSIC DIRECTORS

3.1.1 Description. The Music Director works in conjunction with the designated Service Chaplain and shall be responsible to lead the choir and community vocals for the specified religious services on Marine Corps Base (MCB) Camp Butler which includes Camp Foster, Camp Courtney, Camp Kinser and Camp Hansen on Okinawa, Japan. The duties and services of the Music Director include but are not limited to the following sections.

3.1.2 Tasks and Responsibilities. Music Directors shall:

Be responsible for music execution for the services to include volunteer coordination and training, lesson preparation, multimedia planning, leading rehearsals, and any program development elements to provide a proper and professional worship experience. Is responsible for the complete end-product or services.

Maintain liaison with the Service Chaplain before, during and after all services, and be prepared to direct music for all planned musical selections in a professional and proficient manner as required.

Direct one rehearsal per weekend worship service and an additional warm-up rehearsal 30 minutes prior to the start of the scheduled regular or special services. For rehearsals, coordinate with the Service Chaplain and services musicians and vocals. Schedule music planning meetings, as needed, and work with the other Music Directors and Musicians to improve the quality of music.

Direct, plan, and lead the worship team or choir to deliver songs for regular rehearsals, regular services, special rehearsals, and special services as described in Section 3.1.5.

Be present 30 minutes prior to the start of all services, remain in the Chapel for the duration of the services and notify the Service Chaplain prior to departure once the services have concluded. Both regular and special services commencement times are subject to unforeseen change and advance notice. The Service Chaplain will be responsible for ensuring the Contractor receives at least 24-hours advance notice before such changes are made.

Utilize music from Government supplied sources. Ensure all worship music and media used is compliant with copyright laws. Will not copy materials unless authorized to do so with a copyright license. Shall ensure that copyrighted material is not used illegally.

Assist the substitute Service Chaplain in the selection of music for all services when the Service Chaplain is absent.

Be familiar with the requirements of the individual chapel services aboard military bases.

If the use of Religious Program facilities is required beyond worship services, contractor must arrange for facility use in accordance with General Information Section 5, Use of Government Facilities.

Be responsible for recruiting new choir members and musicians to sing and/or play for the scheduled Services.

Recruit and train an Adult Choir or Praise Team consisting of a minimum of four volunteers. Ensure choir members attend weekly rehearsals in preparation for the weekly regular worship Services and additional special Services as scheduled. Music Specials may include the entire choir, smaller ensembles, trios, duets, or solos. Periodically recruit additional volunteers for children and youth choirs as needed by the faith community.

Coordinate, in accordance with local policy and procedures, all support requirements for the program with the Service Chaplain. The requirements must be submitted in a timely manner to avoid logistical delays or program cancellations.

Be responsible for the care and use of the Chapel musical instruments and equipment during the execution of their contract. Care of the Chapel musical instruments does not include maintenance or repairs ordinarily provided by a non-musician. Will notify their Service Chaplain of needed maintenance and/or repairs. Government owned equipment must not be removed from Service Religious Program facilities without written authorization from the Senior Installation Chaplain.

Become proficient with Chapel sound boards and systems. Training will be provided by the Chapel staff as required.

3.1.3 General Requirements. Music Director requirements are below.

The Music Director shall have at least one year experience which demonstrates their knowledge and ability to lead a choir in singing a variety of worship music styles including traditional and contemporary songs which are currently sung in the specified religious Services throughout the United States.

Must furnish a resume and/or references validating education and experience requirements. Pastoral letter of reference or equivalent is required.

At a minimum, shall have a High School diploma, GED Certificate, or equivalent.

Must have strong written and oral communication skills and be able to efficiently plan and organize, communicate, and manage diverse program requirements. Contractors shall read/comprehend, write, and speak English fluently to fulfill the requirements.

3.1.4 Government Coordination. The Service Chaplain or the Contracting Officer Representative (COR) shall:

Provide to the contractor all the necessary musical equipment (i.e., organ, piano, printed music etc.) required by this contract in good working order and in a timely manner.

Coordinate with the contractor and provide up to 14 days lead time for musical selections requiring advance preparation for the Contractor.

Provide information regarding routine music requirements and Service schedule five (5) days prior to the event.

Provide notification of time and location changes at least twenty-four (24) hours prior to the commencement of the Service.

Service Chaplains are required to review performance of the Contractor’s personnel and complete performance reports every six months. Reports are to be submitted to the Contracting Officer Representative in a timely manner.

3.1.5 Dates, Times, and Performance Location(s).

The Music Director will direct, plan and lead music for regular services, special services, and group rehearsals/practices for those regular and special services. Regular services normally last approximately 60 minutes but may go as long as 90 minutes. Special Services will normally last between 60 and 120 minutes. Rehearsals and practices for regular and special Services will normally last no more than 60 to 90 minutes. Such rehearsals and practices shall be scheduled in coordination with the Service Chaplain. Each service location will require one Music Director as outlined in the tables below.

Catholic Services.

Table 1. Catholic Services Locations/Quantities per year Location Regular

Services Regular Rehearsals

Special Services

Special Rehearsals

Camp Foster (Bldg. 450) 52 52 20 20 Camp Courtney (Bldg. 4224) 52 52 20 20 Camp Kinser (Bldg. 1092) 52 52 20 20 Camp Hansen (Bldg. 2435) 52 52 20 20 Total Services per year 208 208 80 80

Protestant Services.

Table 2. Protestant Services Locations/Quantities per year Location Regular

Services Regular Rehearsals

Special Services

Special Rehearsals

Camp Foster (Bldg. 450) 52 52 10 10 Camp Courtney (Bldg. 4224) 52 52 10 10 Camp Kinser (Bldg. 1092) 52 52 10 10 Camp Hansen (Bldg. 2435) 52 52 10 10 Total Services per year 208 208 40 40

Gospel Services.

Table 3. Gospel Services Locations/Quantities per year Location Regular

Services Regular Rehearsals

Special Services

Special Rehearsals

Camp Foster (Bldg. 450) 52 52 10 10 Total Services per year 52 52 10 10

Special Services.

Special Services for Catholic Services may include:

Confirmation All Saint’s Day Thanksgiving Day Mass Advent Penance Feast of the Immaculate Conception Feast of Our Lady of Guadalupe Christmas Vigil Children’s Mass Midnight Mass/Vigil Christmas Day Mass New Year’s Vigil Near Year’s Day Service Ash Wednesday Lent Penance Holy Thursday Good Friday Holy Saturday Vigil

Ascension of the Blessed Virgin Mary Assumption of the Blessed Virgin Mary Memorials (x2)

Special Services for Protestant and Gospel Services may include:

Christmas Eve or Day Service New Year’s Eve or Day Four Chaplain’s Day Palm Sunday Ash Wednesday Maundy Thursday Good Friday Easter Sunrise Service Memorials (x2)

Musical services for events such as weddings are not considered 'special services' under this contract. Should contractor personnel perform services in support of that kind of event, any reimbursement must be negotiated between the interested parties and is not considered under this contract.

3.2 Keyboardists

3.2.1 Description. The Keyboardist works in conjunction with the Service Chaplain and shall be responsible for playing piano/keyboards for the scheduled rehearsals, religious services, and any other special services, on MCB Camp Butler, which includes Camp Foster, Camp Courtney, Camp Kinser, Camp Hansen, and Camp Schwab located on Okinawa, Japan. The duties and services of the Keyboardist include but are not limited to the following sections.

3.2.2 Tasks and Responsibilities.

Be responsible for playing piano/keyboard for the services to include attending rehearsals and providing any additional program development elements to provide a proper and professional worship experience. The Keyboardist is responsible for the complete end-product or service.

Utilize music from Government supplied sources. Ensure all worship music and media used is compliant with copyright laws. Will not copy materials unless authorized to do so with a copyright license. Shall ensure that copyrighted material is not used illegally.

Maintain liaison with the Service Chaplain before, during and after all Services, and play music for all planned musical selections in a professional and proficient manner as required.

Must attend one rehearsal per week as scheduled by the specified Service Music Director.

Be present 30 minutes prior to the start of all services for participation in the warm-up rehearsal, remain in the Chapel for the duration of the service and notify the Service Chaplain prior to departure once the service has concluded. Both regular and special service commencement times are subject to unforeseen change and advance notice. The Service Chaplain will be responsible for ensuring the Keyboardist receives at least 24-hours advance notice before such changes are made.

Coordinate musical selection with the appropriate Music Director and Service Chaplain for scheduled religious services.

Must attend music planning meetings, as needed, and work with the other Music Directors and Keyboardists to improve the quality of music.

Must coordinate, in accordance with local policy and procedures, all support requirements for the program with the Service Chaplain. The requirements must be submitted in a timely manner to avoid logistical delays or program cancellations.

Must be responsible for the care and use of the Chapel musical instruments and equipment during the execution of their contract. Care of the Chapel musical instruments does not include maintenance or repairs ordinarily provided by a non-musician. Will notify their Service Chaplain of needed maintenance and/or repairs. Government owned equipment must not be removed from Service Religious Program facilities without written authorization from the Senior Installation Chaplain.

3.2.3 General Requirements.

Must have strong written and oral communication skills and be able to efficiently plan and organize, communicate, and manage diverse program requirements. Contractors shall read/comprehend, write, and speak English fluently to fulfill their PWS requirements.

Candidate at a minimum must have a High School diploma, GED Certificate, or equivalent.

Keyboardists must have minimum one-year experience, must be proficient at playing the piano/keyboard, and must be able to read music in English.

Keyboardist must be familiar with the style of music required by their specific religious service. This may include being familiar with hymns in the Hymnal for Worship and Celebration or selections of licensed music, at the discretion of the Service Chaplain.

Must furnish a resume and/or references validating education and experience requirements. Pastoral letter of reference or equivalent is required.

3.2.4 Government Coordination. The Service Chaplain or the Contracting Officer Representative (COR) shall:

Provide to the contractor all the necessary musical equipment (i.e., organ, piano, printed music etc.) required by this contract in good working order and in a timely manner.

Coordinate with the contractor and provide up to 14 days lead time for musical selections requiring advance preparation for the Contractor.

Provide information regarding routine music requirements and Service schedule five (5) days prior to the event.

Provide Notification of time and location changes at least twenty-four (24) hours prior to the commencement of the Service.

Service Chaplains are required to review performance of the Contractor’s personnel and complete performance reports every six months. Reports are to be submitted to the Contracting Officer Representative in a timely manner.

3.2.5 Dates, Times, and Performance Location(s).

The Keyboardist will play piano/keyboard music for regular services, special services and group rehearsals and practices for those regular and special services. Regular services normally last approximately 60 minutes but may go as long as 90 minutes. Special services will normally last between 60 and 120 minutes. Rehearsals and practices for regular and special services will normally last no more than 60 to 90 minutes. Such rehearsals and practices shall be scheduled in coordination with the Music Director and Service Chaplain. Warm-up rehearsals are included in the scheduled weekend service and are not an additional rehearsal. Each service location shall require one Keyboardist.

Special Services. For Special Services, refer to Section 3.1.5.

Catholic Services.

Table 4. Catholic Services Locations/Quantities per year Location Regular

Services Regular Rehearsals

Special Services

Special Rehearsals

Camp Foster (Bldg. 450) 52 52 20 20 Camp Courtney (Bldg. 4224) 52 52 20 20 Camp Kinser (Bldg. 1092) 52 52 20 20 Camp Hansen (Bldg. 2435) 52 52 20 20 Camp Schwab (Bldg. 3662) 52 52 20 20 Total Services per year 208 208 100 100

Protestant Services.

Table 5. Protestant Services Locations/Quantities per year

Services Regular Rehearsals

Special Services

Special Rehearsals

Camp Foster (Bldg. 450) 52 52 10 10 Camp Courtney (Bldg. 4224) 52 52 10 10 Camp Kinser (Bldg. 1092) 52 52 10 10 Camp Hansen (Bldg. 2435) 52 52 10 10 Total Services per year 208 208 40 40

Gospel Services.

Table 6. Gospel Services Locations/Quantities per year

Services Regular Rehearsals

Special Services

Special Rehearsals

Camp Foster (Bldg. 450) 52 52 10 10 Total Services per year 52 52 10 10

3.3 CATHOLIC COORDINATORS OF RELIGIOUS EDUCATION (CRE)

3.3.1 Description. Marine Corps Installations Pacific-Marine Corps Base Camp Butler (MCIPAC-MCBB) is the base support service for the United State Marine Corps (USMC) ground forces on Okinawa. As such, MCIPAC- MCBB provides religious worship opportunities (in accordance with the Free Exercise of Religion) for Service members on the various Marine Corps Camps in Okinawa. Navy Chaplains conducts Services and lead these programs. Several trained volunteers are necessary to maintain these programs. Throughout DoD chapels, Coordinators of Religious Education (CREs) are contracted to facilitate the recruiting, training, and organizing of chapel volunteers. The common practice throughout the DoD is to contract two categories of CRE: Protestant and Catholic. Additional categories are possible where additional faith groups are represented. For instance, some chapels have Muslim or Jewish CREs. The distinction indicates that the Contractor has experience in Religious Education particular to that religious group.

3.3.2 Tasks and Responsibilities. The Catholic Coordinator of Religious Education works in conjunction with the Service Chaplain and shall be responsible for the overall management, logistical support, and program events/activities for the Religious Education ministries, Sacramental Preparation, and Rite of Christian of Christian Initiation for Adults (RCIA) on MCB Camp Butler which includes Camp Foster, Camp Courtney, and Camp Kinser located on Okinawa, Japan. The duties and services of the Catholic Coordinator of Religious Education include but are not limited to the following sections.

Will be responsible for general coordination and enhancement of Catholic religious education programs and events.

This position will include Catholic religious education program/event administrative and logistical coordination, and any program development elements to provide respectable Catholic religious education experiences.

Schedule facilities with enlisted chapel personnel to support religious education programs. Arrange for audiovisual and other equipment as needed.

Government owned equipment will not be removed from Religious Program facilities without written authorization from the Senior Installation Chaplain.

Operate as a customer service representative for the Chapel (answering questions, providing information and guidance, etc.).

Shall be reasonably required to occasionally coordinate activities with the individual(s) responsible for other religious programs and events within the assigned chapel and other chapel locations. CRE Services shall be coordinated between other CRE’s and Chaplains and may include weekends and holidays due to the nature of religious ministry.

Attend regularly scheduled base chapel staff meetings and other meetings as required to ensure open communication with Service Chaplains, Supervisory Chaplains, and Command Chaplains on the status of programs, future scheduling, and any problems that may arise or need addressed. Attend, as needed, Chapel Religious Ministry Team Meetings, Parish Advisory Council meetings, and any Chapel Financial Working Group (CFWG) meetings.

Based on Annual Ministry Plan requirements, local Command Religious Program resourcing and programing, and Command Chaplains requirements to meet the needs of Chapel parishioners and visitors, identify and align administrative and logistical support for all Catholic religious education ministry needs. This must be done in accordance with local policy and procedures. These may include but are not limited to:

• Sunday Schools for adults and children

• Men’s Bible Studies

• Women’s Bible Studies

• Youth Ministry Studies and Events

• Single Adult Ministries

• Vacation Bible School (VBS)

• Other Catholic Parish programs/events requiring Catholic religious education

In collaboration with the lead program/event Service Chaplain or contracted Priest, recruit, screen, train, assign, and supervise teachers and volunteers in the Catholic Religious Education Program. Maintain and secure a current roster for volunteers who are over the age of eighteen and who work directly with children under the age of eighteen.

These volunteers are defined as those whose contact with youth is extensive, frequent, and over a period; to include, but not limited to, one-on-one interaction, small group interactions, extended travel, and/or overnight activities. The roster shall list all adult Catholic religious education leaders/teachers to include first and last name, working phone number, email address, Date of Expected Return from Overseas (DEROS), and any other pertinent or applicable information as needed. The roster shall be kept on file by the Service Chaplain or contracted Catholic Priest and all privacy information shall be protected in accordance with the MCB Privacy and Civil Liberties Program.

Personnel working with children under the age of eighteen (18) must have a background investigation. This is in accordance with Public Law 101- 647, Section 231, Crime Control Act of 1990, and DoDI 1402.5, Background Checks on Individuals in DoD Child Care Services Programs. Background checks for volunteers is the responsibility of the Religious Ministry Team, however, the CRE shall verify that volunteers to the Command Religious Program have completed a personnel background check application within 20 working days prior to volunteering.

Provide communication and information flow with teachers, parents, and families of the students, including a program newsletter with a monthly calendar of events, weekly bulletin announcements, Parent-Teacher meetings, and Parent Preparation Meetings for parents of children receiving Sacraments, and other activities as required to complete the CRE’s mission.

Create a slide deck of religious education program/event advertisements (external and internal), as needed, to be shown before services each Sunday and on Chapel social media. Advertisements shall be approved by the Service Chaplain or contracted Priest prior to publication or distribution.

Serve as the central source of information and maintain continuity files for Catholic religious programming to include, but not limited to, various calendars, religious offerings fund and appropriated funding budgets, administrative records and rosters, after-action reports, volunteer background checks, and other documents for all Catholic religious education programs and events.

Weekly update advertisements posted on Catholic service specific bulletin board and literature racks at the location the CRE principally works.

Weekly arrange for a chapel member to give relevant announcements during the scheduled chapel services. Should the CRE choose, he/she may also make the announcements himself/herself.

Organize and/or assist in Sacramental Preparation Programs in conjunction with the Supervisory Chaplain and Religious Educators; prepares, coordinates, and transmits all records. Ensure accurate records of attendance are maintained for Catechism classes.

Responsible for leading, planning and executing the annual Vacation Bible School (VBS) for the specified religious service in coordination with CREs located across the other camps. VBS shall be hosted during the scheduled DoDEA Summer Break between 01 June and 31 August each summer. An after-action report, per local guidance, will be required upon completion of the event, due to the assigned Chapel Supervisory Chaplain within 30 working days.

Track use of all Catholic Religious Education (RE) curriculum for each program. Submit requests for procurement of new curriculum as needed. Maintain consolidated roster of all current curriculum with the following: curriculum name, date curriculum began use, date curriculum expires, teachers/leaders using curriculum. Roster shall be reviewed and approved by the Service Chaplain, Contracted Priest, Senior Chaplain and MCB Chaplain.

Based upon approved religious education programs and events established by the Service Chaplains and the Chapel Advisory Council, propose an annual Religious Offering Fund (ROF) budget and Appropriated Funds (APF) budget.

Provides, in coordination with Supervisory Chaplain, Service Chaplain, Contracted Priest, teachers and volunteers, any researched items needed for purchase to include location of purchase (on-line site with cart ready for checkout or physical company with cart ready for checkout), product SKU number/model number, amount needed, cost per unit and grand total cost including shipping. Ensure requests are submitted in a timely manner and is responsible for following up on necessary paperwork required for submission for the procurement of supplies, literature, and curriculum needed to support the Catholic religious education programs.

Submit necessary paperwork to the appointed ROF sub-account representative for the respective faith group for the procurement of supplies, literature and curriculum needed for religious education programs/events. Requests utilizing religious offerings funds must be submitted by the 7th of each month for the following month. Commissary items and catered meal requests must be submitted to the ROF sub-account representative at least thirty days prior to the date of the event. Requests must include an itemized list of supplies requested.

3.3.3 Specific Religious Service Task and Responsibilities.

Assist teachers to become trained and certified by the AMS.

Organize and/or assist in Sacramental Preparation Programs in conjunction with the Catholic Chaplain or Contracted Priest and Religious Education Catechists; prepares, coordinates, and transmits all sacramental records for the Archdiocese of Military Service. Coordinate Confirmation retreat. Maintain Sacramental Record. Record the First Communion and the Sacrament of Confirmation for submission to Archdiocese for the Military Services, USA using the AMS forms. After the celebration of the Sacraments, CRE shall submit all pertinent information to the AMS and to the appropriate parishes.

3.3.4 General Requirements. Coordinator of Religious Education requirements are subjected to the following.

Must have strong written and oral communication skills and be able to efficiently plan and organize, communicate, and manage diverse program requirements. Religious Education Coordinators are required to read/comprehend, write, and speak fluently in the English language to fulfill PWS requirements.

Candidate at a minimum must have a High School diploma, GED Certificate, or equivalent.

Must furnish a resume and/or references validating education and experience requirements.

3.3.5 Specific Religious Service Requirements.

Be a certified Archdiocese for the Military Services (AMS) Catechist or provide documentation of enrollment in the AMS certification process. The policies and statements of this organization will define the ministries and activities of the Catholic community whom the CRE will coordinate for. The ministerial roles, authority, and governance defined by the AMS letter “Minimum Requirements for the Pastoral Care of Catholic Personnel, Most Reverend Timothy P. Broglio, 01 August 2011” (available upon request) apply to Catholic Military Chaplains, Catholic Contract Priests, and CREs serving a Catholic community. Possess a Letter of Recommendation from a Roman Catholic Chaplain stating that he/she is an active practicing member of the Roman Catholic community.

3.3.6 Dates, Times, and Performance Location(s).

Normal Hours of Operation. Will perform an average of 25 hours per week. Scheduled changes must be worked in conjunction with the Chapels’ POC and Senior Protestant Chaplain. The primary locations are listed below. The Religious Education Coordinator is expected to perform duties IAW local practice guidelines and as directed by the Supervisory Chaplain, Service Chaplain, and the Chaplain’s Office Contracting Officer Representative. One Catholic Coordinator of Religious Education is required for each performance location listed below.

Performance Locations

Camp Location Camp Foster Bldg. 450 Camp Courtney Bldg. 4224 Camp Kinser Bldg. 1092

3.4 PROTESTANT COORDINATORS OF RELIGIOUS EDUCATION (CRE)

3.4.1 Description. Marine Corps Installations Pacific-Marine Corps Base Camp Butler (MCIPAC-MCBB) is the base support service for the United State Marine Corps (USMC) ground forces on Okinawa. As such, MCIPAC- MCBB provides religious worship opportunities (in accordance with the Free Exercise of Religion) for Service members on the various Marine Corps Camps in Okinawa. Navy Chaplains conducts Services and lead these programs. Several trained volunteers are necessary to maintain these programs. Throughout DoD chapels, Coordinators of Religious Education (CREs) are contracted to facilitate the recruiting, training, and organizing of chapel volunteers. The common practice throughout the DoD is to contract two categories of CRE: Protestant and Catholic. Additional categories are possible where additional faith groups are represented. For instance, some chapels have Muslim or Jewish CREs. The distinction indicates that the Contractor has experience in Religious Education particular to that religious group.

3.4.2 Tasks and Responsibilities. The Protestant Coordinator of Religious Education works in conjunction with the Service Chaplain and shall be responsible for the overall management, logistical support, and program events/activities for the Religious Education ministries on MCB Camp Butler, which includes Camp Foster, Camp Courtney, and Camp Kinser located on Okinawa, Japan. The duties and services of the Protestant Coordinator of Religious Education include but are not limited to the following sections.

Will be responsible for general coordination and enhancement of Protestant religious education programs and events. This position will include Protestant religious education program/event administrative and logistical coordination, and any program development elements to provide respectable Protestant religious education experiences.

Schedule facilities with enlisted chapel personnel to support religious education programs. Arrange for audiovisual and other equipment as needed.

Government owned equipment will not be removed from Religious Program facilities without written authorization from the Senior Installation Chaplain.

Operate as a customer service representative for the Chapel (answering questions, providing information and guidance, etc.).

Shall be reasonably required to occasionally coordinate activities with the individual(s) responsible for other religious programs and events within the assigned chapel and other chapel locations. CRE Services shall be coordinated between other CRE’s and Chaplains and may include weekends and holidays due to the nature of religious ministry.

Attend regularly scheduled base chapel staff meetings and other meetings as required to ensure open communication with Service Chaplains, Supervisory Chaplains, and Command Chaplains on the status of programs, future scheduling, and any problems that may arise or need addressed. Attend, as needed, Chapel Religious Ministry Team Meetings Chapel Advisory Council meetings, and any Chapel Financial Working Group (CFWG) meetings.

Based on Annual Ministry Plan requirements, local Command Religious Program resourcing and programing, and Command Chaplains requirements to meet the needs of Chapel congregation members and visitors, identify and align administrative and logistical support for all Protestant religious education ministry needs. This must be done in accordance with local policy and procedures. These may include but are not limited to:

• Sunday Schools for adults and children

• Men of the Chapel (PMOC)

• Women of the Chapel (PWOC)

• Youth of the Chapel (PYOC)

• Single Adult Ministries

• Vacation Bible School (VBS)

• Other Protestant programs/events requiring religious education

In collaboration with the lead program/event Service Chaplain, recruit, screen, train, assign, and supervise teachers and volunteers in the Protestant Religious Education Program. Maintain and secure a current roster for volunteers who are over the age of eighteen and who work directly with children under the age of eighteen. These volunteers are defined as those whose contact with youth is extensive, frequent, and over a period of time; to include, but not limited to, one-on-one interactions, small group interactions, extended travel, and/or overnight activities. The roster shall list all adult Protestant religious education leaders/teachers to include first and last name, working phone number, email address, Date of Expected Return from Overseas (DEROS), and any other pertinent or applicable information as needed. The roster shall be kept on file by the Service Chaplain and all privacy information shall be protected in accordance with the MCB Privacy and Civil Liberties Program.

Personnel working with children under the age of eighteen (18) must have a background investigation. This is in accordance with Public Law 101- 647, Section 231, Crime Control Act of 1990, and DoDI 1402.5, Background Checks on Individuals in DoD Child Care Services Programs. Background checks for volunteers is the responsibility of the Religious Ministry Team, however, the CRE shall verify that volunteers to the Command Religious Program have completed a personnel background check application within 20 working days prior to volunteering.

Provide communication and information flow with teachers, parents, and families of the students, including a program newsletter with a monthly calendar of events, weekly bulletin announcements, Parent-Teacher meetings, and other activities as required to complete the CRE’s mission.

Create a slide deck of religious education program/event advertisements (external and internal), as needed, to be shown before services each Sunday and on Chapel social media. Advertisements shall be approved by the Service Chaplain prior to publication or distribution.

Serve as the central source of information and maintain continuity files for Protestant religious programming to include, but not limited to, various calendars, religious offerings fund and appropriated funding budgets, administrative records and rosters, after-action reports, volunteer background checks, and other documents for all Protestant religious education programs and events.

Weekly update advertisements posted on Protestant service specific bulletin board and literature racks at the location the CRE principally works.

Weekly arrange for a chapel member to give relevant announcements during the scheduled chapel services. Should the CRE choose, he/she may also make the announcements himself/herself.

Responsible for leading, planning, and executing the annual Vacation Bible School (VBS) for the specified religious service in coordination with CREs located across the camps. VBS shall be hosted during the scheduled DoDEA Summer Break between 01 June and 31 August each summer. An after-action report, per local guidance, will be required upon completion of the event, due to the assigned Chapel Supervisory Chaplain within 30 working days.

Track use of all Protestant Religious Education (RE) curriculum for each program. Submit requests for procurement of new curriculum as needed. Maintain consolidated roster of all current curriculum with the following: curriculum name, date curriculum began use, date curriculum expires, teachers/leaders using curriculum. Roster shall be reviewed and approved by the Service Chaplain, Senior Chaplain and MCB Chaplain.

Based upon approved religious education programs and events established by the Service Chaplains and the Chapel Advisory Council, propose an annual Religious Offering Fund (ROF) budget and Appropriated Funds (APF) budget.

Provides, in coordination with Supervisory Chaplain and Service Chaplain, teachers and volunteers, any researched items needed for purchase to include location of purchase (on-line site with cart ready for checkout or physical company with cart ready for checkout), product SKU number/model number, amount needed, cost per unit and grand total cost including shipping. Ensure requests are submitted in a timely manner and is responsible for following up on necessary paperwork required for submission for the procurement of supplies, literature, and curriculum needed to support the Protestant religious education programs.

Submit necessary paperwork to the appointed ROF sub-account representative for the respective faith group for the procurement of supplies, literature and curriculum needed for religious education programs/events. Requests utilizing religious offerings funds must be submitted by the 7th of each month for the following month. Commissary items and catered meal requests must be submitted to the ROF sub-account representative at least thirty days prior to the date of the event. Requests must include an itemized list of supplies requested.

3.4.3 Specific Religious Service Task and Responsibilities.

Monthly organize social events for Protestant congregation members and other members of the community.

(Examples: September - Friday Night Movie Night, October - Trunk-or-Treat, November – Thanksgiving Dinner for the Homeless Outreach, December - Caroling and Hot Cocoa Night, etc.).

3.4.4 General Requirements. Coordinator of Religious Education requirements are subjected to the following.

Must have strong written and oral communication skills and be able to efficiently plan and organize, communicate, and manage diverse program requirements. Religious Education Coordinators are required to read/comprehend, write, and speak fluently in the English language to fulfill PWS requirements.

Candidate at a minimum must have a High School diploma, GED Certificate, or equivalent.

Must furnish a resume and/or references validating education and experience requirements.

3.4.5 Dates, Times, and Performance Location(s).

Normal Hours of Operation. Will perform an average of 25 hours per week. Scheduled changes must be worked in conjunction with the Chapels’ POC and Senior Protestant Chaplain. The primary locations are listed below. The Religious Education Coordinator is expected to perform duties IAW local practice guidelines and as directed by the Supervisory Chaplain, Service Chaplain, and the Chaplain’s Office Contracting Officer Representative. One Protestant Coordinator of Religious Education is required for each performance location listed below.

Performance Locations

Camp Location Camp Foster Bldg. 450 Camp Courtney Bldg. 4224 Camp Kinser Bldg. 1092

4.0 Delivery or Deliverables. Not applicable

5.0 Applicable Documents / Governing References. In addition, requirements of regulations and policies applicable to this contract by virtue of clauses contained herein, the Contractor shall, in the performance of this contract/order, also comply with all references applicable to the specific tasks of this PWS, as listed below, including any amendments or subsequent issuance.

Reference Location

6.0 Government Furnished Facilities, Equipment, Services and/or Information. Government property identified herein, or by attachment, is subject to the requirements of FAR part 45 and DFARS 245, pursuant to the enumerated property clauses incorporated in this contract.

The Government will provide all necessary supplies and materials to the Contractor. Nevertheless, the Contractor may submit requests for Service -related material that he /she feels will enhance the Service. Such requests shall be submitted to the appropriate Chaplain/COR, who will be solely responsible for approving or disapproving them. All requests are subject to availability of Government Funds and thus may not be approved. Failure on the part of the Government to approve any such request does not relieve the Contractor from performing duties stipulated in this contract.

If the contractor would like to request additional materials to support their required tasks, the contractor shall work with the Community Coordinator, in accordance with local policy and procedures, to complete Religious Offerings Fund (ROF) and Appropriated Funds (APF) funding request documents and submit them to the appropriate persons for all funding requirements specific to this contracted position. In addition, ensure that they are properly completed and submitted in a timely manner.

Music Directors and Musicians may submit requests for the procurement of additional music, supplies, instruments, or other items required for music program.

Items purchased with Government Funds at the request of the Contractor remain in the Property of the Government.

The Chapel will provide a workspace, supplies and equipment required to accomplish the contract. This includes religious music materials and equipment. Contract personnel shall have availability and access to Government furnished equipment for performing Services required by this contract. Items are not to be removed from the facilities.

6.1 Use of Government Facilities

Government Facilities will be available on Camp Butler from 0730 – 1630 M-F and 0800-1430 on Saturdays and 0630-2000 on Sundays.

If the Contractor requires use of government facilities for their assigned tasks, they shall follow local policy and procedures. Contractor will ensure facility requests for all services and rehearsals occurring in Religious Program facilities are filled out and submitted to the Chapel staff. Contractors will be accountable for the cleanliness of all facilities utilized in conjunction with their programs. Contractor shall be familiar with and comply with all security procedures to include ensuring all Religious Program facilities are properly secured, doors and windows locked, and lights turned off upon departure when Religious Program personnel are not present. Must be familiar with and implement fire and safety practices in accordance with MCB Occupational and Environment Safety, Fire Protection and Health Program, to prevent accidents and preserve the life and health of him/herself and any personnel performing or in any way affected by the performance of this contract.

Contractor shall adhere to all regulations dealing with government facilities, vehicles, and resources.

In accordance with FAR 52.245-1, the contractor will be held financially responsible for any damages caused to any Government equipment or facilities if they were found to be negligent as determined by the COR/regional contracting office.

7.0 Special Instructions and Administrative Information

7.1 Non-Personal Services. This is a non-personal services, performance-based contract. The Contractor bears responsibility to manage its employees and guard against any actions that could be characterized as personal services as defined in FAR 37.104, or which convey the perception that personal services are being delivered. No provisions are implied nor provided in this contract for any benefits such as medical care, retirement, or worker’s compensation, other than those incorporated through enumerated clauses.

7.2 Identification of Contractor Personnel and Equipment. In accordance with DFARS 211.106, Contractor personnel performing non-personal services on DoD installations or other government facilities shall ensure that they are readily identifiable as Contractor employees (including subcontractors and consultants). All Contractor employees shall comply with the following at all times:

7.2.1 Telephone Identification. Identify themselves as Contractor personnel at the onset of every telephone call made from a Government telephone or any other phone if the call is made in support of Government-related requirements and activities.

7.2.2 Recorded Messages. Identify themselves as Contractor personnel in all recorded messages including those, which are heard by callers attempting to contact Contract employees via answering machines or voicemail.

7.2.3 Meetings, Conferences and Events. Contractor personnel are required to identify themselves as Contractor personnel at the onset of every meeting, conference or any other gathering attended in support of any Government related requirements or activities.

7.2.4 Correspondence. Contractor personnel are required to identify themselves as Contractor personnel on any correspondence, documents, or reports accomplished or sent in support of any service provision to the Government, including, but not limited to, correspondence sent via the U.S. Mail, facsimile, or electronic mail (email) inclusive of out-of-office replies.

7.2.5 Personal and Corporate Identification. Wear or display Contractor provided nametags, badges or attire which display, at a minimum, the name of the Contractor and their respective company.

7.3 Designated Third Country Nationals (DTCN). Persons from certain countries are considered DTCN and are generally restricted from entering Marine Corps Bases Japan (MCBJ) Camps, Air Stations, or facilities. A listing of DTCN countries and other related information regarding this policy can be found in USFJ Instruction 31-204 (Designated Third Country Nationals), which can be made available upon request.

7.4 Exemption from Japanese Taxes. Pursuant to the U.S. – Japan Status of Forces Agreement and the Joint Committee, the governments of the United States and Japan have agreed that the procurement in Japan of materials, supplies, equipment and services for official purposes may be except from certain Japanese taxes. When incorporated, paragraph c. of the clause FAR 52.229-6, “TAXES – FOREIGN FIXED PRICE CONTRACTS” and/or DFARS 225.229-7001 ‘TAX RELIEF’ stipulate that contract/order pricing shall not include the Consumption Tax. Submission of, and/or incorporation into the contract of, your offer, certifies that pricing does not contain any cost related to the Consumption Tax. Questions concerning this matter should be directed to your local Japanese Tax Office.

7.5 Subcontract Management. The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The Prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted.

7.6 Mission Essential Personnel / Tasks. Unless specified otherwise in this Performance Work Statement, Contractors supporting this contract/order are not considered “Mission Essential” personnel (as defined in DFARS 237.76) who would be required during crisis or emergency operations.

7.7 Working Hours. Normal operating hours will be from 0730 to-1630. If the Contractor requires access to the work site outside these hours, they may provide a request in writing with the requested hours and applicable time period.

7.8 Security. The Contractor shall coordinate and ensure the provision of security badges required to allow Contractor personnel access to designated workspaces; the Contractor shall comply with all applicable security requirements, abide by direction given by Military Police or other security personnel, and adhere to installation traffic laws.

7.9 Hazardous Materials and Safety. The Contractor shall comply with all safety regulatory guidance including those as detailed in appropriate Occupational Safety and Health Administration (OSHA) and Environmental Protection Agency (EPA) instructions; the contractor shall be responsible for the safety and accountability of all its employees; the Contractor shall provide personal protective equipment (PPE) for team members. Team members shall report for duty with all personal protective equipment common to the specialty of work they are expected to perform such as but not limited to; safety glasses (both prescription and non-prescription), safety shoes, face shields (welding), face shields (protective), and foul weather gear.