Attach 1 Draft SOW Catholic Religious Education Coordinator.pdf

STATEMENT OF WORK

Non-Personal Services Contract Catholic Religious Education Coordinator

Dover AFB, DE

1. PURPOSE: The purpose of this SOW is to cover faith specific duties related to the Catholic Religious Education

(RE) Director contract.

2. POSITION TITLE: Dover AFB Chapel Catholic Religious Education Coordinator

3. SCOPE OF RESPONSIBILITIES: The contractor shall provide all personnel, labor, materials, and transportation to provide non-personal service in support of the Dover Chapel for the Dover Catholic Religious Education Director. The contractor shall serve as the coordinator, teacher, facilitator, and organizer of the Catholic religious education program for ages 1 through adult. The Wing Chaplain will allow the contractor to use workspace and equipment in the Chapel and provide supplies to the contractor to facilitate performance of this contract. A workspace is provided for the contractor. The contractor is required to furnish all equipment and supplies necessary to perform this contract at home with approved coordination through the Chaplain ahead of time. Consults with, coordinates with, and is directly involved with the Chaplain. The program is multi-faceted and requires a high degree of coordination and cooperation with military and civilian activities and authorities. The contractor must demonstrate an understanding of the religiously pluralistic and sensitive arena of numerous faith group and denominational traditions. The contractor accomplishes the terms of the contract in compliance with the mission requirements and standards set forth and defined by the Department of the Air Force and the Air Force Chaplain Corps. Activities and behavior to the contrary are viewed as grounds for contract termination.

4. WORK HOURS: The position will be paid per unit. One unit is one calendar week’s performance of duties. The minimum work (core) hours for this requirement are 15 hours per week on site. This includes on Sundays from 0800-1300. The remaining 10 hours are office hours to be coordinated with the Chaplain and include any specific program hours, staff meetings, parish meetings, etc. A full calendar month is composed of approximately 80 hours of work on average. Certain seasons of the year require more hours. These seasons include but are not limited to Christmas, Vacation Bible School and Easter. Changes to the core hours must be coordinated through the RE Chaplain and contracting officer and advertised to the community through the Chapel administrative office and accomplished via a modification prior to any changes taking place. Hours worked each week will be submitted through iRAPT/WAWF for payment on a monthly basis.

5. GENERAL RESPONSIBILITIES: The contractor shall:

5.1. Submit to Criminal History Background Check and an Installation Records Check (IRC) as described in DODI 1402.5. Criminal History Background Checks on Individuals In Child Care Services. The contractor will acquire all guidance required to complete the background check and IRC from the chapel administrative office upon contract awarding date. Upon favorable completion of IRC, contractor may provide services under line of sight supervision until the required background check is completed. If the contractor has previously received a background check from another military installation proof of the check must be provided or obtain a new one. The contractor has the right to obtain a copy of the background check report and must make contact with the chapel administrative office to obtain it. If the IRC or background check comes back with unfavorable results, the contractor has the right to challenge the accuracy and completeness of the information in the report. Final decision on whether to continue contract or use unfavorable result as a basis for termination of contract lies with Wing Chaplain in coordination with Contracting Officer.

5.2. Consistent with Department of Defense and Air Force policy, chaplains are to adhere to the requirements of their endorsing religious organizations while providing for the spiritual and religious needs of all active duty personnel, their families, and other authorized personnel. Thus, in order to honor each chaplain’s commitment to be faithful to his or her ecclesiastical endorsing religious organization’s requirements and to the supervision of their denominations, candidates for this position must adhere to the presiding chaplain’s endorsing religious organization’s requirements.

5.3. Work with Chapel Staff and other Religious Education Coordinators to ensure that all permanent volunteers working with youth below 18 years of age without line of sight supervision receive a favorable FBI fingerprint check and IRC as outlined in DoDI 1402.5 referenced in 5.1. Ensure that all volunteers complete a DD Form 2793. Ensure that one time volunteers with line of sight supervision complete an IRC.

5.4. Track all background check badges issued to program leaders including Specified Volunteers and those under line of sight. Ensure all badges are accounted for at all times to maintain the safety of the children in the programs. Specified Volunteers may maintain positive control of their badge while volunteering until they no longer volunteer for the chapel. Volunteers under line of sight must sign in/out a red badge each time they volunteer from the RE Contractor or Line of Sight Supervisor.

5.5. Assist the Chaplain in planning, prioritizing, and other decision making processes related to the RE program and the guidelines set forth by the Air Force Chaplain Corps.

5.6. Dress in a professional and appropriate manner for events while providing services.

5.7. In close coordination with the Chaplain, develop and implement a quality comprehensive RE program and Catholic formation for pre-school through adult.

5.8. Calendar all RE special events, schedule and secure facilities.

5.9. Attend all weekly meetings with Chaplain as required and monthly Parish Advisory Council (PAC) meetings, reporting on past RE activities, coming events, budget concerns, and RE support to the overall ministry.

5.10. Be able to communicate in fluent English.

5.11. Become and remain familiar with the Catholic worship services practices. Maintain good rapport and work constructively with the Chaplain, service members, volunteers, and the Parish Advisory Council (PAC).

Resolve all conflicts at the lowest possible level starting with the Contracting Officer or their designee.

6. SPECIFIC RESPONSIBILITIES: The contractor shall:

6.1. Coordinate and supervise RE programs, sacraments, formation classes, Sunday School, weekly Bible Studies, Vacation Bible School, Children’s Christmas and Easter programs and other RE activities/events.

6.2. Recruit, train, supervise and manage volunteers to form a vibrant and effective RE team. Work with volunteer program manager to ensure all required volunteer requirements are met.

6.3. Ensure the RE facility (i.e. Youth Center, classrooms) is setup and equipped for all RE programs and events, including but not limited to Sunday School; ensure the facilities are opened before the program starts and fully secured and clean after the program ends.

6.4. Recommend Catholic RE curriculum for procurement at least three months prior to the start of the program.

The curriculum must be consistent with the Catholic chapel community and the worship service’s mission and must be approved by the Chaplain.

6.5. Draft lesson plans in a Microsoft Office compatible program; submit lesson plans to the Chaplain one month in advance; provide lesson plans to RE volunteers one week in advance.

6.6. Provide RE through Virtual platforms when necessary.

6.7. Help coordinate and facilitate the annual Vacation Bible School (VBS). The contractor shall be responsible for recruiting volunteers, registering children, and promoting VBS.

6.8. Provide a consolidated written monthly summary to the Catholic Parish Facilitator or Chaplain no later than the last day of each month. This summary shall include, at a minimum: program attendance statistics, a summary of significant activities conducted, and total volunteer hours utilized.

6.9. Identify necessary resources (e.g. texts, snacks, materials, equipment, etc.) to conduct RE programs at all levels and submit through the Chaplain for consideration/approval. Upon approval of resources the contractor shall be responsible for coordinating the acquisition of resources through the appropriate funding authority.

6.10. Assist in the development of the Catholic RE budget no later than 15 May of each calendar year in coordination with the Chaplain; ensure execution and tracking of the approved budget.

6.11. Assist in the development, execution and tracking of a 12-month Calendar of RE events matching the fiscal year (FY). Submit the upcoming FY RE calendar to the Catholic Parish Facilitator or Chaplain by 1 June of each calendar year.

6.12. Submit a Facility Request Form to arrange for the use of facilities for all meetings, rehearsals, and programs in June of each year for the following Fiscal Year. Ensure all facilities are open for and properly secured and clean at the conclusion of each service or rehearsal if a Chaplain or Chaplain Assistant is not present.

Contractor will be responsible for any keys that are provided and keys will not be duplicated. All keys will be returned on revocation of this contract or upon request of authorized personnel. Contractor shall report lost or misplaced keys upon discovery of the occurrence.

6.13. Publicize all Catholic RE events; submit all information and publicity through the Catholic Parish

Facilitator or Chaplain prior to announcement.

6.14. Draft and file after-action reports for all RE programs and events, within 14 calendar days of each event, including Children’s Church, Christmas programs, Easter programs, and other major RE events; submit reports electronically to the Chaplain.

6.15. Develop a plan for volunteer appreciation, in coordination with the Chaplain.

6.16. Coordinate with Catholic Director of Music Ministries during holiday seasons such as Christmas and

Easter, to incorporate children and youth for worship specials, to include conducting additional rehearsals as necessary.

6.17. Ensure CTOF funds requests are completed and submitted IAW DAFI 52-105, AFMAN52-107 and local procedures.

6.18. Comply with all Chapel Air Force Instructions and Chapel Operating Instructions, specifically those regarding facility usage, resource protection, fire protection, and funds utilization. Listed as follows:

DAFI52-101

DAFI52-104 CHAPLAIN CORPS READINESS

DAFI52-105 CHAPLAIN CORPS RESOURCING

AFMAN52-107 Chapel Tithes and Offerings FUND MANAGEMENT

AFPD52-1 CHAPLAIN SERVICE

AFI36-703 CIVILIAN CONDUCT AND RESPONSIBILITY, Section C – Dress and Appearance All Chaplain Corp Policy Letters

6.19. Personally perform the services described above or coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the Chaplain. Submit the names and qualifications of proposed subcontractors to the Chaplain for approval at least 14 days prior to the proposed absence. Subcontractors must meet the requirements for the position as outlined in the SOW. Contractor is responsible for payment of substitute.

6.20. Maintain a continuity binder, in either physical or digital format, containing all program materials, budgets, volunteer records, curriculum details, and standard operating procedures. The binder shall be the property of the government and must be surrendered upon contract completion or termination to ensure a seamless transition between contractors.

7. QUALIFICATIONS: The contractor shall:

7.1. Possess at least two years of experience in Catholic religious education, to include teaching and/or program development.

7.2. Provide documentation (e.g., a letter of good standing) from their home parish or diocese, verifying they are an active, practicing Catholic in good standing.

7.3. Demonstrate a clear understanding of the religiously pluralistic and sensitive environment of the Air Force Chaplain Corps.

8. CONFERENCES/WORKSHOPS: If necessary the Wing Chaplain may provide funds for attendance at professional training workshops/classes, retreats and conferences.

Commented [KM1]: The PWS details many duties but does not include a requirement for creating a continuity binder. This is a significant risk. If the contractor leaves, their replacement would have to rebuild the program's operational knowledge from scratch. A continuity binder is a standard best practice that ensures the seamless continuation of the mission between contractors.

Commented [KM2]: The current PWS describes duties extensively but lacks a dedicated, upfront section outlining the minimum qualifications a candidate must possess to be considered for the contract. This is a critical omission. A qualifications section is legally crucial for setting a clear, objective, and defensible standard for evaluating bids, ensuring only qualified individuals are considered.

9. TAXES: The contractor will be responsible for filing any applicable social security, federal, state taxes. The contractor will also obtain any applicable business licenses and registrations and otherwise compliance with the law.

10. RECORDS MANAGEMENT: The contractor understands that when creating, handling and maintaining records for the Air Force, either electronic or paper, you must meet the requirements established in AFRIMS Records Disposition Schedule (RDS), AFI 33-322, Records Management Program, In order to meet the requirements established IAW the above mention contact the Base Records Management Office (436 CS/SCXK Bldg 310) at (302)677-3642 for guidance and training.

11. SECURITY AND SAFETY REQUIREMENTS: In performing any work under this contract on premises which are under the direct control of the Government, the Contractor shall conform to all safety rules and requirements prescribed in Air Force Pamphlet 91-210, Contract Safety and Public Law 91-596, The Occupational Safety and Health Act of 1970. Effective on the date of this contract, the contractor shall take such additional precautions as the Contracting Officer may reasonably require for security, safety, traffic fire, personnel clearances and accident prevention purposes. The Contractor agrees to take all reasonable steps and precautions to prevent accidents and preserve the life and health of the Contractor, Government Property and Government personnel performing or in any way coming in contact with the performance of this contract on such premises. These requirements are additional to and do not replace the standards promulgated by the Department of Labor under the Occupational Safety and Health (OSHA) Act. In the event of a conflict between the OSHA Standards and these requirements, the most stringent shall apply. Any violation of such rules and requirements, unless promptly corrected, as directed by the Contracting Officer, may be considered grounds for termination of this contract in accordance with the default provisions hereof.

11.1. SECURITY. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the governmental installation shall abide by all security instructions and directives of DAFB. Employees are responsible for safeguarding all government property provided for contractor use.

11.2. At the close of each work period, government facilities, equipment and materials shall be secured, lights, heat and water turned off and all doors and window secured.

11.3. The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified during the Criminal Background Check (CBI).

11.4. Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Employees and subcontractors later found to be undocumented or illegal aliens will be remanded to the proper authorities.

11.5. All contractors and subcontractors when working in a Controlled, Restricted or other sensitive areas must be escorted at all times. The military agency or unit responsible for the project or work is responsible for providing the escorts. The Contractor shall follow existing procedures and instructions for obtaining entrance to restricted or controlled areas.

11.6. CONTRACTOR BADGE POLICIES. All requests for contractor badges will be submitted through the Base Contracting Squadron Office and/or the requesting agencies base point of contact. The Contracting Squadron Office or base point of contact will then fill out an Operational Risk Management Assessment Form (ORM) for the requesting agency and submit it to the Pass and Registration section for approval IAW O Plan 31-101. As a minimum the ORM will be submitted 10-days prior to the requested date of employment.

11.7. All contractor employees who'll be granted unescorted access to the installation are required to consent to a

Criminal Background Investigation (CBI) prior to being granted entry to the installation. Continued employment is contingent upon successful completion and favorable reporting of the criminal background check.

11.8. DAFB Contractor badges will be issued for a maximum period of one year. Prior to reissuing new badges, all old badges must be returned to 436 SFS, Pass and Registration for destruction. Also before a new badge will be issued an ORM must be resubmitted to the Pass and Registration section for approval again. In the event a badge is lost or stolen, immediately contact the 436 SFS, Pass and Registration office. The badge holder must accomplish the Loss/Theft of Identification Worksheet and provide it to his/her supervisor. The supervisor of the contractor will investigate the loss and report in writing the circumstances in which the badge was lost to the 436th Contracting Squadron and 436 SFS, Pass and Registration office and submit a new request for badge before a new badge can be reissued.

11.9. Base Contracting Office or base point of contact will immediately notify Security Forces, Pass and

Registration when a contractor's employment has been terminated. The Site Supervisors are responsible for notifying and returning the contractor's badge to Pass and Registration when this occurs. At no time will a contractor contact Security Forces directly regarding badge denial; they need to contact the Contracting Office.

11.10.INSTALLATION ACCESS. The contractor shall obtain personal contractor identification badge for all employees and vehicle passes for all contractor and personal vehicles requiring entry onto DAFB from Pass and Registration, for the duration of the contract. Employees are only permitted to enter the installation during the date and time periods indicated on their contractor badge. Vehicle registration, proof of insurance and a valid driver's license must be presented for all vehicles while operating on the installation. All vehicles entering the installation or sensitive areas are subject to search. Any refusal or non-consent by an employee will result in termination of their base access and immediate confiscation of this access badge.

11.10.1. During Force Protection Condition (FPCON) Normal and Alpha, personnel without base issued badges must be sponsored onto the installation.

11.10.2. During FPCON Bravo, Charlie and Delta, personnel without base issued identification shall be physically escorted onto the installation.

11.10.3. During Higher FPCONs (Charlie and Delta) the base will curtail non-essential operations/functions; access by Non-Essential Contractors will be suspended as the direction of the Installation Commander.

12. CONFLICT OF INTEREST: Contractors will not be considered for this position if they are relatives of persons in the supervisory chain, or those who could be construed to have conflicts of interest (e.g. family members of chaplains, chaplain assistants, DoD employees, etc.)