Loren Data's SAM Daily™

FBO DAILY ISSUE OF SEPTEMBER 13, 2009 FBO #2850
SOLICITATION NOTICE

R -- VACATION BIBLE SCHOOL(VBS) COORDINATOR

Notice Date

9/11/2009
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

813110 — Religious Organizations
 

Contracting Office

ACA, Wiesbaden Contracting Center, ATTN: AEUCC-C, CMR 410, Box 741, APO, AE 09096-0741
 

ZIP Code

09096-0741
 

Solicitation Number

W912CM09T0350
 

Response Due

9/17/2009
 

Archive Date

11/16/2009
 

Point of Contact

SHAHEDA ALTAF, 00496118162256
 

E-Mail Address

ACA, Wiesbaden Contracting Center
(shaheda.altaf@us.army.mil)
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice and as specified under the STATEMENT OF WORK and as identified in the following CLINS. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. USAG Wiesbaden Religious Support Office 1.Program planning and coordination 40ea______ 2.Coordinate Volunteer Training 2ea_______ 3.Administration and Reports 20ea______ 4.Volunteer Appreciation 1 ea 5.Conduct VBS Program 1ea______ Vacation Bible School (VBS) Coordinator STATEMENT OF WORK (SOW) FY 10 C1. General. The Vacation Bible School Coordinator (VBS Coordinator) falls under the USAG Wiesbaden Religious Support Office Program as defined in the Commanders Master Religious Program. The mission of the Religious Support Office is to provide for worship needs, to include religious education, of all assigned soldiers, civilians, and family members. The primary goal of the religious education program is to provide basic religious understanding through Bible studies, doctrinal studies and life application studies for children, youth and adults within the garrison. All aspects of the religious education program will remain the responsibility of the Commander and will be conducted under the supervision of the USAG chaplain. The USAG chaplain will designate a chaplain or chaplains to supervise all chapel religious education programs. The USAG Director or Religious Education (DRE) will advise the chaplain and will provide guidance and direction for program design, curriculum selection, volunteer training and program administration. As a nonpersonal services contractor, the VBS Coordinator is not a member of the USAG Wiesbaden Religious Support Office Staff. The chaplain does not supervise the VBS coordinator. The chaplain does monitor the services rendered by the contractor and will verify compliance of all contract line items in the contract of the VBS Coordinator. a.The VBS Coordinator will coordinate and provide a VBS program using volunteers from the chapel congregation(s) within the community. The VBS Coordinator (hereafter referred to as the Contractor) will recruit volunteers to teach and assist in all areas of the VBS program. The contractor will coordinate VBS planning meetings. The contractor will provide a VBS program plan in writing to the designated chaplain and DRE and will provide written progress reports monthly or as requested by the chaplain or DRE. The contractor will coordinate and schedule training for VBS teachers and volunteer staff members. The contractor will plan, coordinate and prepare purchase orders or requests for the purchase/procurement of curriculum, supplies, materials, refreshments, and equipment to conduct the program. The contractor will publicize and promote the program. The contractor will register participants for the program. The contractor will schedule the use of a suitable facility to conduct the program. The contractor will organize the set up of all classrooms and activity areas. The contractor will ensure that all standard operation procedures for the use of the facility and equipment are implemented. The contractor will maintain a continuity binder, with accurate records of administration, and policies, program management, volunteers, staffing, funding, progress reports and after action reports. The contractor will submit program statistics for the religious education reporting system (REPS) report. The contractor will answer community inquiries regarding the VBS program. C2. Definitions: a.Contractor - Individual who accepts this contract to provide coordination and implementation of the Vacation Bible School program in the USAG Wiesbaden. b.Government - Any and/or all of the duly authorized representatives and/or agencies of the Government of the United States of America. c. Contract Officer - Specifically appointed Officer of the Government (Employed at the Regional Contracting Center) with the authority to negotiate, award and amend a contract. d. Chaplaincy Resources Manager (CRM) - The Chaplain designated by the USAG Wiesbaden Chaplain and the Regional Contracting Office as the representative monitoring all Chaplain's contracts in the ASG and providing assistance to contractors, and chaplains to enable/ensure effective ministry. e. Verifying Chaplain/Point of Contact (POC) - The local Chaplain identified by the CRM and Garrison Chaplain responsible to verify contract performance. S/He signs the Contractor's invoices after verifying each invoice presented by the Contractor. The Verifying Chaplain/POC does not have the authority to change or amend the terms of the contract formally or informally. f. Congregational Chaplain Pastor (Pastor) - The Chaplain designated by the Garrison Chaplain to be responsible for pastoring a specific congregation. Usually acts as the Verifying Chaplain/POC for Contractors rendering services to his/her congregation. g. Contract Line Item Number (CLIN) - This indicates what item the contractor is required to complete on the contract. h. Volunteer - Individual who serves to support the ministry and/or programs without pay or compensation. Contractors may not supervise volunteers. Each volunteer is supervised by a DOD civilian employee or uniformed military personnel. i. Director of Religious Education (DRE) - Department of the Army civilian on the staff of the USAG Chaplain who is the Subject Matter Expert (SME) on Religious Education, curriculum, and volunteer recruiting, training and recognition. j. Parish Council - Council of volunteers and pastors committed to the ministry of a congregation who organize, support and provide leadership to the programs, and ministries, of the particular congregation. k. Finance and Accounting - Regional office of the Government authorized to pay contractors upon receipt of a verified invoice. l. Invoice - Written statement of completed services submitted by the Contractor through the Verifying Chaplain to Finance and Accounting for payment. m.Command Master Religious Plan (CMRP) - An annual planning and authorization document used to support budget needs and program projections of Chaplains and congregations. n.Appropriated Funds (APF)-Authorized by the US Congress. Funding resources to provide for the services, facilities, ecclesiastical furnishings, equipment and supplies that fulfill essential elements for religious support requirements. o. Chapel Tithes and Offerings Funds (CTOF). These funds are nonappropriated by Congress. They are government funds used for the collective benefit if those who generate them: military personnel, their dependents and authorized civilians. The CTOF is an instrumentality through which funds received from the religious program of the Army at any level are collected, administered and disbursed. p.Standard Operating Procedure (SOP). These are standardized procedures to be used by the Command and USAG Wiesbaden Religious Support Office. Contractors will comply with all SOPs. q.The Chapel Volunteer Management System- Provides guidance concerning management of volunteers engaged in garrison religious programs and activities. Use of the chapel volunteer management system is mandatory at each Army garrison. r.US Army Chaplaincy Religious Education Profile System (REPS)-This is a mandatory system used to report statistics for all religious education programs and events. It includes data on programs, events, volunteers, participants, educational hours, number of volunteers and participants, and resources spent. s.Progress Report-Written report that provides information to the designated chaplain, and/or DRE on: data needed for the REPS report, upcoming program plans, calendar items, curriculum and supply needs, projected APF and CTOF purchases, or contact information for new volunteers, program leaders and resources. t. After Action Report (AAR) - Report that provides information on: program event, date and location for event, sponsoring chapel or congregation, audience (group that participated), attendance; funds spent, event description, evaluation, and recommendations for future actions or programs. Every event will have an AAR. Continuous programs, such as Vacation Bible School will have an AAR at the conclusion of the program. After action reports are due seven working days after the conclusion of the program. u.Fiscal Year The US government fiscal year begins on 1 October and ends on 30 Sept of the following year. The first quarter is Oct-Dec, the second quarter is Jan-Mar, the 3rd quarter is Apr-June and the 4th quarter is July-Sept. v. Vacation Bible School Religious Education program providing age group classes for children and sometimes for youth and adults as a part of the overall religious education program of the community. The program is usually a five day program, with three hours of activities and classes per day. The program may take place Monday through Friday (mornings) when children are on vacation from regular school, or may be held in the evening to include working youth and adults. C3. Applicable Documents, Technical Orders, Specification: a. AR 165-1 - Chaplain Activities in the United States with USAREUR Supplement 1. b. DA PAM 165-18 - Chaplaincy Resources Ministry c. Command Master Religious Program (CMRP) of the program, congregation, and/or USAG. d. USAG Wiesbaden RMT - Chaplaincy Resources Standard Operating Procedure (SOP). C4 Qualifications. a. Bachelors Degree in the area of Religious Education, or any educational field from an accredited university; Or Two years of college and two years of work experience (paid or volunteer) as a Bible School teacher, Sunday School Superintendent, Director of Religious Education, Christian School teacher or related field. Experience in a military chapel setting is preferred. Or Four years of work experience (paid or volunteer) as a Bible School teacher, Sunday School Superintendent, Director of Religious Education, Christian School teacher or related field. Experience in a military chapel setting is preferred. b. The Contractor must be able to communicate effectively with the Pastor, congregation, volunteers and the Government in English orally and in written format (i.e. instructions, invoices, advertising and marketing). c. The Contractor must be committed to working within the pluralistic Military Chapel environment, cooperating to meet the needs of the congregation. d. Contractors will not conduct formal counseling, administer sacraments or ordinances, lead a worship service, or perform chaplain responsibilities. e.The prospective contractor must submit letter of recommendation from a previous or current employer or pastor along with a resume including education, paid and volunteer work experience. f.The prospective contractor must complete a favorable background check before beginning any contract. g.Contractor will possess a valid drivers license. If authorized by the Command and USAG chaplain, the contractor will obtain a TMP (transportation motor pool) license in order to use a military vehicle for official purposes. Priority for TMP usage is uniformed personnel and DOD civilians. Contractor use of a TMP will be on a space available basis and each use will be approved by the designated chaplain or NCOIC. h.If authorized, the contractor will obtain an AKO (Army Knowledge Online) e-mail account, to facilitate e-mail correspondence with Army personnel. C5. Sensitive/Confidential Information. a. In the course of providing religious education classes/events, the Contractor may come in contact with individuals seeking the assistance of chaplains. The very fact that individuals are seeking assistance with family and or personnel issues is sensitive information. Any information about them or their situation is also sensitive/confidential. Complete confidentiality is required. It is strictly prohibited to share information about individuals or families seeking counseling assistance from chaplains with persons other than the chaplain providing the assistance. Disclosure of such sensitive information may result in immediate termination of the contract. C6. The Contractor shall provide the following specific services for the USAG Wiesbaden Religious Support Office: Contract Line Item Number (CLIN) # 0001- Program Planning and Coordination. Attend planning and coordination meetings as requested by the garrison or community chaplain, sponsoring chaplain, NCOIC or DRE. Contractor will also conduct planning and coordination meetings with program leaders, volunteers, school liaison officials, community representatives or other contractors. Contractor will contact sponsoring chaplain and DRE prior to scheduling any planning and coordination meetings. Chaplain and DRE will have the option to attend the meeting. Meetings will vary in length, but are usually 1-2 hours. Contract Line Item Number (CLIN) # 0002- Coordinate volunteer training. Events are usually 1-2 hours of organized training time. Training will focus on explaining the VBS curriculum, schedule, activities, facilities, supplies, staff duties and chapel volunteer management requirements. The designated chaplain, USAG Director of Religious Education (DRE) or a SME (Subject matter expert) will be available to lead or assist in the training. After coordinating training date and time with designated chaplain and/or DRE, contractor will secure a facility for the training. Contractor will publicize and promote the training. Contractor will prepare handouts for the participants and will ensure that the classroom is set up for the training. If funds are available, contractor will coordinate on site child care for the volunteers attending the training and will coordinate refreshments for the participants. Contractor will remain for the duration of the training and will ensure that a facility checklist is used before and after the training. Contract Line Item (CLIN) # 0003-Administration and Reports-Contractor will prepare and submit progress reports monthly or as requested by the garrison or community chaplain, sponsoring chaplain or DRE. Contractor will submit data for the quarterly Religious Education Profile System (REPS) report to the DRE by the third working day after the end of the quarter. Contractor will prepare purchase order requests for curriculum, materials, supplies and equipment in accordance with local and garrison resource management guidelines. Contractor will provide input for the Command Master Religious Program (CMRP). Contractor will maintain records of all programs and activities. Contractor will assist garrison chaplain volunteer coordinator with the implementation of the chapel volunteer management system. Contractor will prepare an after action report (AAR) at the conclusion of the program. Contractor will give all program participants and volunteers, as well as unit ministry team members, an opportunity to evaluate the program in writing. Contractor will compile all program information and reports into a continuity binder, using guidelines provided by the chaplain or DRE. Contractor will relinquish the continuity binder to the DRE upon completion of the program. Contract Line Item Number (CLIN) #0004 Volunteer AppreciationOrganize a volunteer appreciation event as part of the VBS closing celebration, to recognize the special efforts of volunteer staff.The event should include presentation of certificates and/or small gifts of appreciation to the volunteers in the program. Contractor will seek approval from the designated chaplain and/or DRE before submitting a purchase order for volunteer appreciation gifts. Contract Line Item (CLIN) # 0005. Conduct VBS Program. This will be a five day program, for preschool-grade 6 students to educate children in areas of Christian faith formation, Biblical knowledge, and life application of principles found in Bible texts. Program will include an opening program, music, crafts, games, drama, Bible lesson, refreshments and a closing session each day. Grade 7-12 youth will be given opportunities to serve as helpers in the VBS program. There will be a VBS closing celebration, in which parents, unit ministry team members and the garrison community are invited. Prior to the start of the VBS program, contractor will review all aspects of the VBS program with the designated chaplain and/or DRE, to include plans for set up, clean up and the VBS closing celebration. VBS Contractor will remain on duty each day until all participants and volunteer staff have departed the building. C7. The Contractor must accomplish the following implied tasks and activities to effectively provide the specific Religious Education services noted above as a part of the ministry of the USAG Wiesbaden Religious Support Office. a. Recruit volunteers and other staff/assistants to serve as program leaders, teachers or helpers in the VBS program. Develop a recruitment plan for obtaining volunteer staff for all classes/events. It is the Contractors responsibility to ensure that volunteers recruited for staffing the VBS are fluent in English, capable of reading, writing, and speaking the English language. The character of volunteers will be commensurate with their responsibilities to teach religious ideals. Encourage all volunteers to commit appropriate time to preparing and conducting their part of the VBS program. b. Review and become familiar with the Chapel Volunteer Management System. Assist the garrison chaplain and garrison chaplain volunteer coordinator with implementing the requirements of this mandatory program. Maintain a volunteer information file to include volunteers name, mailing address, phone number, e-mail address and volunteer position. Ensure that all volunteers have completed a successful background check before they are allowed to work in the program. This applies to both adult and youth volunteers. Ensure that parents complete and sign a parental permission form authorizing their minor children to volunteer in the program. c. Advertise and promote religious education activities by use of chapel bulletins, the post bulletin, bulletin boards, flyers, Community Expo, the community newspaper, and any other appropriate media. Contractor will submit all publicity information to the designated chaplain and/or DRE for review and approval before use. d.Prepare registration forms for all participants in the program. Submit the registration form to the designated chaplain and/or DRE for review and approval before using. The registration can be one per family or individual. Ensure that privacy act information is included on all registration forms and that personal information is not given to any unauthorized individual or group. e. Ensure that all programs involving minors have at least one adult present at all times. Chapel volunteers and participants should receive guidance on how to report any concerns about child abuse and neglect. f. Identify and discuss curriculum needs with the sponsoring chaplain/pastor, volunteer leaders and DRE. The sponsoring chaplain/pastor will be the point of contact for curriculum selection. The DRE is an advisor and provider of information and research. The DRE will review all requests for curriculum before the funding is approved. The contractor does not select the curriculum. The contractor is responsible for the preparation and submission of written purchase order requests for curriculum. The contractor will prepare and submit the curriculum purchase order request in accordance with local and resource management SOP. Contractors will meet the deadlines established by the garrison chaplain or his designated chaplain. g. Provide recommended lists of additional materials, supplies and equipment needed for the program. The sponsoring chaplain and/or DRE will review the recommended list before the contractor submits any purchase order requests. The contractor will prepare and submit the purchase requests according to local and ASG Funds SOP. Contractor will meet the deadlines established by the garrison chaplain or his designated chaplain.. h. Monitor materials, supplies and curriculum to ensure that all materials necessary to conduct the program are available for each session. i. Identify needs and request audiovisual equipment and training aids according to the local guidance to insure that all equipment is available to for each session. j. If it becomes necessary to cancel any VBS training or event, the contractor will contact the designated chaplain and/or DRE for approval prior to canceling or changing any training date or event. It is the Contractors responsibility to notify UMT members and participants of the change or cancellation. k. In accordance with AR 165-1 and directives from the IMCOM Chaplains Office, the Contractor shall be responsible for maintaining records and files incident to the services provided in this contract. Files must be maintained in a secured area (office area that can be locked) and are the property of the U.S. government. l. Contractor will submit invoices for the previous months work to the designated chaplain for verification NLT the 10th working day of the next month. C8. Location of classes/religious education event. The Contractor will have access to the chapel facilities, and any other facilities within the garrison used for religious education programs, for the purpose of coordinating religious education classes and providing such classes to members of the community. Contractor will submit recommended dates and times for all meetings and events in writing to the designated chaplain and/or DRE for approval before reserving the facility and publicizing the meeting or event. Coordination must be made according to local guidance to insure that the facilities are unlocked for use by the program(s). The Contractor will be responsible for reserving space as needed according to local guidelines. The contractor will be responsible for coordinating the set up of VBS classrooms and activity areas, and for coordinating the transport of VBS materials, supplies, refreshments, and equipment. The contractor is responsible for coordinating the pack up and removal of all VBS materials, supplies, refreshments and equipment at the conclusion of the VBS program. If using a school or community facility, the contractor will have all classrooms and meeting areas inspected by school or community officials to ensure compliance with the memorandum of understanding for use of the facility. C9. Physical Security: The Contractor shall establish and implement methods to ensure the physical security of all U.S. Government property and facilities under his or her control. Contractor must insure that facilities and storage areas are secured according to the facility, local and garrison SOPs. This includes: locking external doors and windows when leaving the facility; locking internal doors as necessary to protect Government property; limiting/monitoring access to offices and equipment especially telephones and computers. Contractor will use a facility use checklist ensure that all classrooms and meeting spaces are checked before and after each event. The contractor will report any damages or concerns to the designated chaplain, chaplain assistant, and/or DRE prior to leaving the facility. The contractor will remain on duty until all VBS volunteers and program participants have departed the facility. C10. Government Provided Property/Support: a. Contractor shall be authorized use of government telephone (with commercial access) for local and long distance calls to maintain contact with volunteers in the program on a space available basis. b. A photocopy machine at the Chapel will be made available for use by the Contractor to fulfill contract requirements on a space available basis. c. The government will provide to the Contractor, for use in the program: religious education curriculum, literature for religious education activities, chairs, tables, audio- visual equipment for religious education classes under the guidelines of this contract. Materials such as craft supplies, paper, markers, flip charts, and pens will be supplied as available. d. The government will provide desk work area on a space available basis for use by Contractor to meet the requirements of this contract. e. The government will make available to the Contractor the use of the books, media and other resources of the Religious Education Resource Center at Wiesbaden Army Airfield Chapel during normal duty hours. f. The government will provide access to curriculum catalogs and information as they are collected by the USAG Director of Religious Education. g. The Contractor shall be responsible for safeguarding all government supplies and property. h. If authorized and available, government may provide the contractor with the use of a TMP (transportation motor pool) vehicle for official government use only. Contractor will follow all guidelines for the use of a TMP. C11. Contractor Furnished Property: Contractor shall provide his/her own transportation and all necessary equipment to fulfill this contract except as stated elsewhere in this contract. C12. Hours. Generally, the VBS program is held during the summer, from between the hours of 0900-1300. Planning, training and coordination meetings may be held during day time or evening hours, during the week or on a weekend. The VBS set up and pack up/clean up will take place outside of the VBS program times. The contractor does not work on an hourly basis, but on the basis of services rendered. The Contractor may be required to provide services on American and German holidays. The service rate will remain the same. C13. Safety: The Contractor shall be aware of local safety requirements and ensure that all reasonable efforts are made to protect all persons from harm and the U.S. Government property from damage. All volunteers in the VBS program, to include youth volunteers, are required to have a background check prior to their working in the program. C14. Restrictions. Government property made available under this contract is only for use in the performance of services described in this contract. C15. Subcontracting: a. Contractor may provide a qualified substitute for a period of time if approved by the verifying chaplain. However, in such case, the substitute shall have no claim whatsoever against the Government for services rendered and the price to be paid the substitute shall be a matter entirely between the Contractor and the substitute. b. In the event the Contractor fails to provide a satisfactory substitute to perform at any time which the Contractor does not perform, the Contractor hereby authorizes the Contracting Officer to procure the services of a satisfactory substitute for the account of the Contractor and the amount paid or owed to the substitute by the Government for such services shall be deducted from any amount owed to the Contractor under this contract. This provision imposes no obligation on the Contracting Officer to exercise the foregoing authority. Contract period - 1 October 2009 - 30 September 2010.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/USA/DABN/DABN01/W912CM09T0350/listing.html)
 

Place of Performance

Address: ACA, Wiesbaden Contracting Center ATTN: AEUCC-C, CMR 410, Box 741 APO AE

Zip Code: 09096-0741
 

Record

SN01952344-W 20090913/090912003203-bd03258637b8cc8c08538949625a2e68 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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