SOLICITATION NOTICE
R -- YOUTH MINISTRY PROGRAM COORDINATOR
- Notice Date
- 6/3/2004
- Notice Type
- Solicitation Notice
- NAICS
- 624110
— Child and Youth Services
- Contracting Office
- Department of the Air Force, United States Air Force Europe, 52D Contracting Sqd, Spangdahlem AB Unit 3910 Bldg 2007, Spangdahlem AB, Germany, AE, 09126-3910
- ZIP Code
- 09126-3910
- Solicitation Number
- Reference-Number-F63HCP40840300
- Response Due
- 7/5/2004
- Archive Date
- 7/20/2004
- Point of Contact
- Jennifer Rohrbach, Contract Specialist, Phone 0496565619515, Fax 0496565619106,
- E-Mail Address
-
jennifer.rohrbach@spangdahlem.af.mil
- Description
- This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. Period of performance is 1 year together with four (4) one-year option periods for a total performance period not to exceed 60 months. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation will not be issued. This is a Request for Quote. Submit written offers (oral offers will not be accepted), on Reference Number F63HCP40840300. Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-23 and Defense Acquisition Circular 91-13. North American Industrial Classification Standard 624110 applies to this procurement. 0001 YOUTH MINISTRY PROGRAM COORDINATOR, to provide service for Spangdahlem/Bitburg community in accordance with the SOW. Unit price is per year for a quantity of 1 year. Statement of Work: 1. Environment. The Spangdahlem AB Chaplain Service mission is tailored around the 52d Fighter Wing’s mission; providing for the religious and spiritual needs of the Air Force members, their families, and local base community. The USAF Chaplain Service provides for individual rights under the First Amendment to the US Constitution; supports religious pluralism and provide for the free exercise of religion. 2. Scope of Responsibilities. The contractor shall provide an atmosphere of religious sensitivity to all youth participating the program. The sensitivity does not limit the youth from sharing their faith, moral values, religion, or any other issues. However, the contractor shall ensure that no effort or coercion for the youth to conform to a particular religious denomination or faith group shall be manifested directly or indirectly by any staff member or volunteer. The CYM mission is to meet youth religious needs, with a Christian faith-based youth study and outreach program, for a diverse, multi-cultural and multi-ethnic group of youth living in a military infrastructure with limited on and off-base civilian community support. Youth religious services and activities are specifically non-denominational in scope. 3. Qualifications. Individual(s)/organization providing youth ministry as CYM Coordinator must have training in Christian Youth Activities as evidenced by: a. 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. b. Ability to communicate effectively with chapel staff, volunteers, youth and government representatives in English orally and in written format (i.e. advertising and marketing, instructions, invoices, etc.). Effective interaction with individuals from different Christian backgrounds, as well as multi-cultural and multi-ethnic backgrounds is imperative. c. All contractors that supervise/work with children under the age o f 18 must complete the appropriated background checks in accordance with DODI 11402.5 (a finger print check, state criminal history repository (SCHR), National agency check (FBI) and an installation records check (IRC)). This must be accomplished before the contractor employee commences employment under this contract. A copy of the background checks for all youth staff and volunteers shall be provided to the wing chaplain/NCOIC or his/her designee. In the event that a background checks show criminal records/information preventing youth work/involvement, the contractor must remove that employee at no additional cost to the Government and replace with a qualified employee within 14 days. d. Appearance and Conduct: Maintain a neat, clean and well-groomed professional appearance and conduct self in business-like manner. Able to work in a religiously pluralistic environment and have willingness to work with people of diverse faith expressions. e. DOD employees (military personnel, DODDS employees, and etc) and family members of chapel staff are eligible to apply for this position. If another individual who is not a DOD employee or chapel staff family member applies for this position and meets the above qualifications, this makes the aforementioned DOD employee or chapel staff family member ineligible. Exception: If the only person(s) applying is/are DOD employees and chapel staff family members, he/she/they may be awarded the contract with a waiver. HQ USAFE/LGC must approve waiver. Ref: Department of Defense Directive (DoDD) 5500.7-R, Joint Ethics Regulation, and FAR 37.104. 4. Duties and Responsibilities. The primary goal of the CYM 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 chapel community. Duties and responsibilities are based upon an expectation of a minimum of 35 work-hours per week to include: A. Infrastructure Planning: Assess youth religious support needs in the community. a. Propose programs to meet these needs to the sponsoring chaplain, b. Implement approved programs and evaluate program success through After Action Reports, c. Prepare and submit a budget, d. Submit fund requests through the sponsoring chaplain(s) to the Chapel Tithes and Offerings Fund (CTOF). [Note: CTOF should not be used for “advance” payments on behalf of the youth to be reimbursed by future fundraising activities. All fundraisers must be approved through the appropriate wing and chapel approval channels prior to fundraiser taking place.], e. Submit a projected calendar (to include special events, recurring events, as well as retreats and humanitarian projects planned for the year. At the same time, submit the projected cost for each event, and the planned fundraisers for those events. Note: The sponsoring chaplain(s) will provide the format for budget and calendar submissions upon the start of the contract period. A proposed budget and calendar of events will be submitted within 30 days of the beginning of the contract period and in June of each subsequent year. B. Weekly Youth Group Meetings. Plan, coordinate and conduct weekly middle school and high school group meetings of at least one hour in duration. These weekly meetings will focus on spiritual growth, the study of Scripture, the application of faith to daily life, and the importance of connection to the faith community. A minimum of two middle school and one high school youth meetings with a discipleship/spiritual growth focus will be conducted for students attending DODS schools and home-schoolers. C. Monthly Special Event. Plan, coordinate and conduct one special event monthly for the combined middle school groups and for the high school group. These events should focus on outreach, discipleship, or team building. Special events will normally consist of activities involving ten or more youth within the community and be of at least 4 hours in duration. D. Local/Regional/European Retreat. a. Plan, coordinate and conduct one local retreat for the middle and high school groups. A local retreat is defined as a retreat within a 4 hour driving radius. b. Plan, coordinate and conduct one middle school and one high school regional/European retreat. A regional retreat is defined as a retreat that remains within France, Belgium, Luxembourg, Holland, or Germany. A European retreat is defined as a retreat occurring in continental Europe or England. c. Prepare and submit within 45 days after being awarded this SOW a program plan that includes camp dates and locations, schedule of activities and study topics, objectives, method of evaluating program, funding requirements, facility needs, and volunteer requirements. E. Regional/European Service Project. Develop and implement a plan for one community service project of at least 4-days in length for high school students. Note: For D and E Above: No later than 90 days prior to the event, provide the sponsoring chaplain with a final program plan that will include the name of the project, project dates, project objectives, and resource requirements. Coordinate a force protection assessment and observe force protection requirements. Submit After Action Reports to the sponsoring chaplain within two weeks of completion of the retreat. F. Volunteer Management. a. Recruit and train volunteers to support and participate in the CYM programs. Special emphasis will be placed on recruiting volunteers during critical time frames to include the June/July summer rotation period, summer break, and winter break. b. Maintain volunteer utilization files to include volunteer's name, recruitment date, utilization, training, and hours volunteered. This information will be submitted to the sponsoring chaplain. c. Submit a detailed volunteer development plan within 30 days of the start of the contract. d. Ensure volunteers complete a local background check. G. Meetings. Meet with the sponsoring chaplain regularly to discuss quality of the delivery of the services of this contract, program statistics, and progress and provide a monthly statistical report. These meetings may take a maximum of one (1) hour per week to include attendance at the Protestant/Catholic Advisory Councils and during the expanded HC staff meeting (1st Tues of the month). H. Administration/Publicity. a. Provide a monthly report on the number and type of youth events and training events conducted, attendance at each event, volunteer attendance and hours, and a list of events planned for next the 90 days. b. Provide print-ready/electronic copy to the sponsoring chaplain(s) or chapel staff as directed for approval of publicity for upcoming events in the next month. c. Disseminate approved advertising and promotional material through weekly updates in chapel bulletins, community bulletin boards, flyers for hand out at community and school events and monthly community updates, the community newspaper, and any other appropriate media. I. Networking. a. Build relationships through a ministry of presence with youth that contribute to ministry. b. Make contacts with youth in the community by attending school, sport, social and community activities where youth are present in order to build personal relationships that will encourage youth to attend activities. c. Work with chaplains to support youth participation in all the worship services by personal involvement when appropriate and at a minimum coordinating youth involvement with the chaplain in charge of the service and providing appropriate advertising materials. 5. CYM Coordinator Support Responsibilities: Ensure permission slips and powers of attorney are correct and on file for all events. a. Submit chapel logistical support requests two to four weeks prior to the date of need (i.e., transportation, reprographics, etc.). b. Obtain a government and USAREUR motor vehicle license. Provide own transportation. c. Maintain records and files incident to the services provided in this SOW. Files must be maintained in a secured area (office area that can be locked) and are the property of the U.S. government. d. Provide qualified substitute(s), 1-week prior, if unable to attend a CYM activities or perform as defined by this SOW. The substitute(s) must be of equal capability to the CYM coordinator’s qualifications per this SOW. CYM coordinator is totally responsible for paying substitute(s). The sponsoring chaplain shall be the approval authority for the substitute. Note: In the event a satisfactory substitute is not provided to perform the sponsoring chaplain(s) is authorized to procure the services of a satisfactory substitute. The amount paid or owed to the substitute shall be deducted from any amount owed to the CYM coordinator under this SOW. e. Read and sign facility usage, security, key control, and safety letter. Upon departure, (in the situation where no other scheduled event(s) follows), the facility must be returned to a clean condition, properly secured and locked. 6. Location of Youth Activities/Hours. Chapel facilities on Spangdahlem AB (bldg 135, 139), Bitburg Annex (73, 173, 2001) and other facilities, which are suitable for conducting youth religious activities, will be used. The CYM coordinator will be responsible for reserving space as needed with appropriate points of contact in any facility used. Youth religious activities will be provided during hours that encourage maximum youth participation, normally after school, evening and weekend hours. Services may be needed on American and German holidays and during winter and summer vacation periods. 7. Chapel Logistical Support: a. Provide resources (i.e., office area, on a space available basis; use of government telephone; reprographic and copier access; etc.) b. May authorize specific and limited logistical support IAW SOFA agreements and USAREUR policy. 8. General Information a. Rates of Pay: Price quote for a dollar amount per month, and an expected cost-of-living increase per renewal in percentage form. Cost-of-living increases for the renewals are optional. CYM coordinator is responsible for filing any applicable social security, federal, or state taxes. CYM coordinator is required to submit monthly invoices before payment is made. Payment is received within thirty (30) working days after receipt of invoice. b. Period of Service: The contract is in effect for a period of one (1) year. It may be renewed for a like term and rate of pay by mutual agreement of the contractor and approving official for up to four (4) years; (original year plus four (4) renewals). 9. Quality Control/Assurance: The government shall rely upon the contractor to implement a contractor designed quality control program that ensures the services will be performed in accordance with this contract, commercial standards, and applicable laws. The quality control program should implement procedure to identify, prevent and ensure the non re-occurrence of defective services and should describe in detail an inspection system to cover all aspects of the services listed in the service delivery summary. Quality control procedures shall clearly present: responsibility for surveillance, a description of records kept, methods for identifying and preventing defects, and the availability of those records to the government upon request. Contractor quality control plan must be submitted with bid and accepted in writing by the Contractor Officer before implementation or whenever changed. The government will periodically evaluated the contractor’s performance in accordance with the quality assurance surveillance plan. to resolve issues. If this does not resolve the problem, follow guidance in Paragraph 2, AF Form 2210. 10. Termination Procedures: The CYM coordinator may terminate the contract with thirty- (30) days advanced notice in writing to the contract administrator. The government may terminate the contract for nonperformance and convenience of the government with thirty (30) days written advanced notice. The agreement may be terminated by mutual consent of both parties. The following provisions and clauses apply to this acquisition: 52.212-1, Instruction to offerors – Commercial, FAR 52.212-4 Contract Terms and Conditions – Commercial Items, FAR 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration, FAR 52.217-8 Option to Extend Services, FAR 52.217-9 Option to Extend the Term of the Contract, FAR 52.232-19 Availability of Funds for the Next Fiscal Year, FAR 52.252-2 Clauses Incorporated by Reference, FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order – Commercial Items. All quoters shall include a completed copy of 52.212-3, Offeror Representations and Certification – Commercial Items. The Government reserves the right to award on a multiple award or an all or none basis. All quotes must be emailed to SrA J. Rohrbach at jennifer.rohrbach@spangdahlem.af.mil. For any questions or concerns, you may call 011 49 6565 61 9515 if calling from the U.S. or from within Germany call 06565 61 9515. Quotes are due no later than 12:00 PM CET (Central European Time), Monday, July 5, 2004. NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (03-JUN-2004); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/USAF/USAFE/52DCS/Reference-Number-F63HCP40840300/listing.html)
- Place of Performance
- Address: 52 FW/HC, Chapel - F63HCP Bldg. 135, Spangdahlem AB APO, AE
- Zip Code: 09126
- Zip Code: 09126
- Record
- SN00597055-F 20040605/040603213203 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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