Att. 2: PWS - Catholic RE Coordinator.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

SEYMOUR JOHNSON AFB

CATHOLIC RELIGIOUS EDUCATION (RE) COORDINATOR

Table of Contents

SECTION 1 Title

SECTION 2 Scope of Responsibilities

SECTION 3 Education, Qualifications, and Experience

SECTION 4 General Responsibilities

SECTION 5 Specific Responsibilities

SECTION 6 Criminal History Background Check

SECTION 7 Duty Hours

SECTION 8

Other

SECTION 9 Compliance with Public Law

SECTION 10

Government Down-time for Various Authorities Including The

President, Secretary of Defense, Secretary of the Air Force or

Appropriate Commander

APPENDIX Sample Corrective Action Report (CAR)

Seymour Johnson AFB Catholic Religious Education (RE) Coordinator Position

Performance Work Statement (PWS)

1. Title. Catholic Religious Education Coordinator for the SEYMOUR JOHNSON AFB

Chapel. Catholic Religious Education (RE) Coordinator herein called “RE Coordinator.”

2. Scope of Responsibilities. Responsible for RE administrative functions at SEYMOUR

JOHNSON AFB, and to make recommendations to the Catholic Chaplain regarding the development and implementation of budgets, program schedules, publicity, and other required items. The Catholic RE Coordinator shall provide all personnel, labor, materials, and transportation to provide non-personal service in support of the SEYMOUR JOHNSON AFB

Chapel Catholic RE program. The RE Coordinator shall serve as the primary coordinator, teacher, facilitator, and organizer of the Catholic religious education program which is under the responsibility of the Senior Installation Chaplain & managed by the Catholic Chaplain/Catholic

Priest.

2.1. This is a non-personal service contract to perform duties as the Catholic RE Coordinator.

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

RE Coordinator shall be the sole responsibility of the US Government.

3.0. Education and Experience. Catholic RE Coordinator must:

3.1. Possess a minimum of 3 years of Catholic RE leadership experience, preferably directing a Catholic RE program in a Catholic Church or military chapel setting.

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

3.3. Possess and demonstrate an understanding of the basic doctrines and worship practices of the CATHOLIC faith.

3.4. Skills:

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

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

3.4.3. Communication: Must be able to clearly communicate, verbally and in writing, the needs and goals of the CATHOLIC RE Program to chapel staff, volunteers, and customers.

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

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

4.0. General Responsibilities. RE Coordinator shall:

4.1. Be responsible to develop and maintain the SEYMOUR JOHNSON AFB Chapel

CATHOLIC RE Program.

4.2. Assist the Catholic Chaplain/Catholic Priest to develop the following items for the RE

Coordinator programs as appropriate: annual calendar of events, Chapel Tithes and Offerings

Fund Budget, Appropriated Fund budget, RE Programs and Curriculum and core volunteer training requirements. The contractor shall submit to the Chaplain a proposed annual RE calendar and budget for approval.

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

4.4. Propose effective advertisements for RE programs and events and implement the advertisements upon approval by the Government.

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

4.6. Attend all requested meetings to report on RE activities, events, and budget updates.

4.7. Coordinate with the Chaplain and chapel volunteers to create effective RE programs for the CATHOLIC community.

4.8. Provide recommendations for annual volunteer recognition to the Chaplain/Catholic

Priest.

4.9. Provide a replacement to ensure 100% coverage for all responsibilities listed within this

PWS. The replacement shall meet or exceed the qualifications of the RE Coordinator and must have obtained background check clearance per Section 6 of this PWS. This shall be coordinated with the Chaplain/Catholic Priest and approved by the contracting officer’s representative at least

14 days prior to the start of performance by the approved replacement. The RE Coordinator shall not employ/sub-contract any person to perform any of work required by this PWS on

SEYMOUR JOHNSON AFB without prior approval from the contracting officer or designee.

5. Specific Responsibilities. RE Coordinator shall:

5.1. Recruit, train, and manage of volunteers for their CATHOLIC RE programs.

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

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

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

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

5.6. Ensure all applicable facilities (i.e. Youth Center, Family Life Center, classrooms, and local elementary schools) are opened, equipped, and ready for use prior to the start of RE programs for all CATHOLIC RE programs.

5.7. Provide and maintain an adequate level of supplies and inventory of consumable materials, RE resources, and equipment. A report shall be submitted to the Chaplain or designee by the first duty day of the quarter of each calendar year (i.e., Jan, April, June, Oct).

5.8. Lead coordination of and facilitate the annual Vacation Bible School (VBS), or equivalent, program with other contractors as directed by the Installation Chaplain.

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

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

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

5.12. Prepare sacramental records for submission to the Archdiocese for the Military Services, USA (AMS) and notification to Church of baptism of individuals receiving sacraments as appropriate.

5.13. The RE Coordinator may be required to attend and/or participate in Chaplain Corps conferences or training. Travel for such events, if required, will be funded by APF, contingent upon availability of funds and approval by the [SENIOR INSTALLATION/WING].

6. Criminal History Background Check.

6.1. The contractor shall submit a completed background check application (as required by

DoDI 1402.05 Criminal History Background Checks on Individuals in Child Care Services) to the Chaplain Corps background check program manager within 20 days of contract award. It is mandatory that all contractors working with children under the age of eighteen (18) undergo a background check investigation in compliance with DoDI 1402.05 and AFI 52-101, Planning and Organizing. Until a favorable background check investigation has been completed, the RE

Coordinator shall remain under Line of Sight Supervision of a cleared Chapel Staff member.

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

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

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

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

6.6. The contractor must ensure that all volunteers working with youth below 18 years of age have a favorably adjudicated background check as described in DoDI 1402.05, Criminal History

Background Checks on Individuals in Child Care Services. The RE Coordinator shall ensure that all specified volunteers and individuals pending favorable adjudication remain under Line of

Sight Supervision when children are present. Line of Sight Supervision is also required for all non-specified volunteers as described in AFI 52-102.

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

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

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

7.1. Approximately 80-100 hours per month performing the duties specified within this PWS.

7.1.1. The core work hours for this PWS are 18 hours on site during normal office hours and 6 flex hours for weekends and events that fall outside normal duty hours for a total of 24 hours.

Hours may be reduced when RE classes are not in session or when RE events (e.g. VBS or equivalent program) are taking place (see Section 7.3.).

7.1.2. Certain seasons of the year require more hours.

7.2. Absences due to illness or family emergency will be dealt with on a case-by-case basis

(see Section 7.3.).

7.3. Changes to work location or work hours must receive prior approval no later than 14 days in advance from the contracting officer or designee prior to advertisement of absence or implementation unless it is an illness or family emergency (see Section 7.2.). All email correspondence regarding changes shall be sent via email to the contracting officer or designee

(courtesy copied) to the Chaplain for coordination.

8. Other.

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

8.2. Quality Control. The contracting officer or his/her designee will monitor and inspect the

RE Coordinator’s performance to ensure that the programs and services are operating in accordance with this PWS. The Contracting Officer and chapel staff may inspect files and records at any time.

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

8.4. Hours of Operation. Normal SEYMOUR JOHNSON AFB Chapel workdays are Monday through Friday except US Federal Holidays and family days (per ACC Family Day Program

Calendar). Hours of operation for Chapel staff are from 0730 to 1630 Monday through Friday.

Regular meetings will not be held during US Federal Holidays.

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

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

contributions, donations, fund-raisers, participant tuition, designated offerings, gifts, scholarships, etc., will be processed by and maintained by the SEYMOUR JOHNSON AFB

Chapel Tithes and Offering Fund (CTOF). The RE Coordinator, being part of the chapel program, is allowed to organize a fundraiser, if approved by the Senior Installation Chaplain and the Installation Commander (or delegate), prior to conducting a fundraiser. All funds collected must support a Chaplain Corps program and must be deposited into the installation’s CTOF in accordance with AFI 52-105. The RE Coordinator will maintain an accounting of all funds received and spent, including receipts and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract.

9. Compliance with Public Law

9.1. In accordance with Public Law 105-270, Section 5(2)(A), the contractor will not perform inherently governmental functions. Section 5(2)(A) of this Public law defines the term

"inherently governmental function" as "a function that is so intimately related to the public interest as to require performance by Federal Government employees." Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counterintelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include, (i) gathering information for or providing advice, opinions, recommendations, or ideas to Federal Government officials or (ii) any function that is primarily ministerial and internal in nature."

9.2. Confidentiality: The provisions of Privacy Act of 1974, Public Law 93-57 dated

December 31, l974 (5 USC 552a) apply. Services rendered and all materials including records, files, documents, and work papers provided to the RE Coordinator by the Government and data results, conclusions and recommendations obtained thereof shall be considered Government property. The information shall not be disclosed, copied, modified, used (except in the completion of this contract) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the

Government’s expressed consent.

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

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

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

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

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

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

Government will not be liable for any time not worked.

10.4. Base Closure Notification Procedures

10.4.1. After an official decision to close a base has been made by the Base Commander, local television and radio stations will be notified of the closure.

10.4.2. The contractor is directed to listen or watch one of the local radio or television stations for notification of a base closure. Contractor should follow instructions intended for non-essential personnel.

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

10.4.4. If the decision to close all or part of the base is made during the duty day, and the

Base Commander's decision is transmitted through official notification channels, the contractor shall follow the instructions as given.

APPENDIX: CORRECTIVE ACTION REPORT (CAR)

WING LETTERHEAD

DD Month YYYY

MEMORANDUM FOR Catholic [RE COORDINATOR NAME]

SUBJECT: Notification of [NON-COMPLIANCE AND/OR REJECTION OF

DELIVERABLE(S)]

1. This is to notify you in accordance with your Performance Work Statement (PWS) that the following [ITEM(S) WERE NOT IN COMPLIANCE AND/OR DELIVERABLE(S) HAVE

BEEN REJECTED].

PWS Ref # Requirement Date/Specified Reason(s) for Non-Compliance

2. You have 10 calendar days to correct, if possible, all non-conforming work listed above and respond to this notice in writing.

3. Please refer any questions to me at [xxxx@us.af.mil / DSN: 000-0000].

[FIRST MI. LAST, RANK, USAF]

Contracting Officer mailto:xxxx@us.af.mil