Attachment 1 - FA560626QA037 - Performance Work Statement.pdf

CUI

PERFORMANCE WORK STATEMENT (PWS)

FOR

CATHOLIC RE COORDINATOR

SPANGDAHLEM AIR BASE GERMANY

25 June 2026

1. Contract Position Title. Catholic Coordinator of Religious Education

2. Scope of Responsibilities. The Catholic Coordinator of Religious Education (CRE) is responsible to provide Catholic religious education opportunities for Spangdahlem Air Base.

Performance is in accordance with accepted guidelines provided by Archdiocese for the Military Services (AMS) USA, the 52 series of Department of the Air Force Instructions (DAFIs), MAJCOM supplements and Spangdahlem Air Base Chapel Operating Instructions.

2.1. This is a part-time position expecting an estimated 20 hours per week, with a maximum allowance of 80 hours per month for completion of duties outlined in this PWS.

2.2. As used herein, “contractor” refers to the Catholic Coordinator of Religious Education.

3. Baseline Requirements. The contractor must:

3.1 Be a Confirmed Catholic in good standing with the church (AMS Priests’ Manual 1.7.8.).

3.2 Be a certified AMS Catechist or obtain certification no later than 6 months after contract award (AMS Priest Manual 3.1.2.).

3.3 Provide Certificate of Youth Protection Training per the Dallas Charter from either VIRTUS Online or Scouting America’s scouting.org youth protection training.

3.4 Have at least 3 years’ experience using Microsoft Office applications (Excel, Word, PowerPoint, and Outlook). Comfort with design applications such as Canva is also desirable.

3.5 Be able to work in a religiously pluralistic environment.

3.6 Have a proven ability to communicate clearly and effectively in spoken and written English.

3.7 Be able to successfully obtain a favorable background check.

3.7.1 Failure to accomplish a favorable background check IAW DODI 1402.5 and HC OI 52-2 will result in an immediate termination of this contract in accordance with RFO 52.212-4. The contractor will upon request complete Installation Records Check (IRC), AF Form 2583, items 1-7 only, Volunteer Questionnaire, Acknowledgement of Rights/Consent Release Records, and Statement of Understanding. Additionally, an SF 85, Questionnaire for Non-Sensitive Positions will be accomplished. These background checks will be accomplished at the expense of the chapel.

3.8 The contractor must be registered in System for Award Management (SAM) before providing a quote on contract.

4. Responsibilities. The contractor shall:

4.1. Oversee a comprehensive Catholic religious education and sacramental formation program.

4.1.1. The contractor will, in coordination with the Catholic Chaplain, have overall responsibility for Catholic youth programming and Adult RE/OCIA programs. Contractor files all sacramental records with the Archdiocese for Military Services. Any additional responsibilities related to religious education will be coordinated in advance with the Catholic Chaplain.

4.1.2. Sacramental classes include:

4.12.1.1. First Communion/First Reconciliation

4.12.1.1. Confirmation

4.12.1.1. OCIA for catechumens/candidates

4.12.1.1. One-off Baptismal preparation classes for parents

4.2. Recruit and train volunteer catechists, assistants, helpers and substitutes from the start of the new Religious Education school year and as needed throughout the year. Student to teacher ratio will be one adult for every ten children, with a minimum of two adults present at all times. A documented recruitment plan is in place for any remaining vacancies.

4.3. Manage Volunteer Background Checks and Badging. Oversee the end-to-end background check process for all teachers and volunteers working with children, ensuring full compliance with Chapel Operating Instructions and the Privacy Act of 1974. This responsibility includes:

4.3.1. Ensuring every new volunteer completes and submits all required background check paperwork prior to beginning their service.

4.3.2. Issuing appropriate, role-specific badges to volunteers upon favorable adjudication of their background check.

4.3.3. Maintaining a system to track all volunteer badges and retrieving them promptly upon a volunteer's separation, PCS (Permanent Change of Station), or completion of duties.

4.4. Maintain attendance and training records on students and teachers in all Catholic Religious Education. Ensure attendance figures are provided the following Monday to the Catholic Chaplain for recording in the Air force Chaplain Corps Activity Reporting System (AFCCARS).

4.5. Financial and Resource Management. The contractor shall manage the budget and resources for the Catholic religious education program. Responsibilities include:

4.5.1. Developing annual budgetary projections for educational and pastoral programs, utilizing both Appropriated Funds (APF) and Chapel Tithes and Offerings Fund (CTOF) sources.

4.5.2. Researching curriculum materials that align with MilArch guidelines and preparing CTOF and APF purchase requests for all necessary supplies and materials.

4.5.3. Maintaining a supply of expendable items (e.g., crayons, paper, craft supplies).

When additional supplies are needed, the contractor shall coordinate with the Catholic Chaplain to initiate the appropriate purchase request.

4.5.4. Preparing and submitting facility use requests as necessary for the effective operation of all religious education and pastoral programs.

4.6. Prepare publicity needed for the religious education program including, but not limited to:

bulletin/pulpit announcements, social media (Facebook et al) posts, worship aids, program calendars, flyers, permission slips, etc.

4.7. Attend Pastoral Advisory Council meetings for the purpose of briefing the council on status of the RE program. The contractor may be required to attend additional briefings/interviews for chapel visitors, such as Command Chaplain visits, inspectors and other distinguished visitors, as well as other such meetings to accomplish mission requirements.

4.8. As needed, represent the Catholic Parish at Newcomers briefings, etc.

4.9. Develop a yearly calendar of events for all the RE and Pastoral programs.

4.10. Create and award certificates of appreciation for teachers, volunteers, and exceptional students.

4.11. Produce parish bulletins and flyers (in absence of a Community Coordinator).

4.12. Plan and coordinate, as appropriate, special seasonal programs to involve the Religious Education program in the celebration of Holy Days and other seasonal religious events and activities.

4.12.1. Assist in the preparation of special program booklets as needed by the Catholic Chaplain.

4.13. Visit all classes and activities regularly to help maintain quality control in the classrooms.

4.13.1. Inspect and prepare the classrooms to ensure that they are ready and set up properly prior to classes. Ensures the classrooms and facilities are orderly for the next use, and all appropriate doors are locked at the end of each event.

4.14. Work with the Catholic Chaplain to plan, organize, and execute retreats, outings, picnics, days of reflection, etc. to enhance the Catholic Community faith life.

4.15. Accomplish all required Air Force training applicable to the contracted position.

4.16. Accomplish all required Archdiocese for the Military Services applicable training.

4.17. Maintain a continuity binder with both hard and electronic copies in case of absences and for smooth transition of next Catholic RE Coordinator.

5. The Wing Chaplain. 5.1. Provides all approved supplies and equipment needed for the contractor to meet the terms of this Performance Work Statement. The Catholic Chaplain or Wing Chaplain are the points of contact for supplies and support requirements. All services will be performed at Building 136 (Religious Education Building/Airmen Resilience Center) or 135 (Base Chapel), unless otherwise directed by the Catholic Chaplain.

5.2. Provides building keys necessary to perform all programs. The contractor shall be responsible for keys provided by the government and for security of facilities and property made available by the government in conjunction with the performance of this PWS. Keys shall be safeguarded and will not be duplicated. All keys will be returned on revocation of this contract.

The contractor will report any duplicated, lost or misplaced keys to the government within one

(1) hour of the discovery of the occurrence. The contractor will reimburse the government for replacement of all locks or re-keying required as a result of keys being duplicated, lost or misplaced by the contractor or while under the responsibility of the contractor.

6. Work Schedule, Absences, and Continuity of Services 6.1. Work Schedule & Telework.

The contractor's work hours shall be flexible to ensure the successful accomplishment of all requirements outlined in this Performance Work Statement. Some duties may be eligible for telework on a case-by-case basis, as approved in advance by the Catholic Chaplain.

6.2. Hours of Operation. The contractor will coordinate with the Catholic Chaplain or designee to establish and post a minimum of 6 office/customer service hours at the chapel within normal duty days (Monday-Friday 8:00 a.m. – 4:30 p.m.) weekly, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor will be present on Sundays when religious education is held to oversee execution of the program. If hours must be changed, the Catholic Chaplain must be notified 7 days in advance except in cases of emergency. The Contractor will submit a log sheet each month to the Catholic Chaplain to keep accountability.

6.2.1. Weekly meetings will be held with the Catholic chaplain or his designee for program coordination, program responsibilities and approval.

6.3. Absence Notification and Approval. The contractor must coordinate and receive approval from the Catholic Chaplain for all planned absences.

6.3.1. Short-Term Absence: For absences of five (5) consecutive workdays (one business week) or fewer, the contractor must provide notice to the Catholic Chaplain at least 48 hours in advance, when possible. For these short-term, pre-approved absences, a temporary vacancy is acceptable and no substitute is required. The contractor is expected to complete all critical tasks and coordinate with the Chaplain prior to the absence.

6.3.2. Extended Absence: For any planned absence exceeding five (5) consecutive workdays, the contractor must submit a written request to the Catholic Chaplain at least two (2) weeks in advance.

6.4. Continuity During Extended Absences. For pre-approved extended absences, the contractor remains responsible for ensuring the continuity of essential program functions. The contractor shall propose a plan to the Catholic Chaplain for approval, which may include: 6.4.1.

Preparing materials and instructions for volunteers to cover essential duties (e.g., classroom sessions, attendance tracking).

6.4.2. Performing administrative duties via telework.

6.4.3. In rare circumstances, and as a last resort, engaging a pre-approved substitute. Any such substitute must meet all baseline requirements of this PWS, including a favorably adjudicated background check, prior to performance. As the government cannot directly pay a substitute, all financial arrangements for a substitute are the sole responsibility of the contractor.

7. Contract Monitoring.

7.1. The chaplain in charge of the Catholic Service or their designee will monitor and inspect the contractor’s performance. The contractor will be notified of any and all noncompliance, and will be given an opportunity to correct, if possible, nonconforming work. The contractor will be given a defined period, as specified by the inspecting official, to correct nonconforming work.

8. Payment.

8.1. Rate will be based on a competitive quote. Quotes submitted will contain the individual’s name and price quote per month based on an expected 80 hours per month (20 per week) workload.

8.2. The contractor will be responsible for filing any applicable social security, federal, or state taxes.

8.3. The Contractor will be required to submit monthly invoices through Wide Area Workflow (WAWF) before payment is made. The Defense Finance Accounting Service (DFAS) will make payment within thirty (30) calendar days of receipt of a valid invoice.

9. PERIOD OF PERFORMANCE

9.1 The period of performance for this contract shall consist of a base year commencing August 1, 2026, and four (4) option years. The Government has the unilateral right to exercise these options in accordance with RFO 52.217-9, Option to Extend the Term of the Contract.

10. Services Summary

Performance Objectives

PWS Para Performance Threshold Remedy Method of Assessment

SS-1

Oversee comprehensive Catholic RE & sacramental formation

4.1–4.1.2

95% of scheduled classes are conducted as planned. All sacramental records are accurately filed with the Archdiocese for the Military Services within 30 days of the sacrament.

For missed classes:

Re-performance or rescheduling within 14 days. For record errors: Correction and refiling within 10 business days of notification.

Random sampling of class schedules and attendance logs; review of sacramental record submission confirmations; periodic participant feedback.

SS-2

Recruit and Train Volunteer Catechists

4.2 At least 90% of

required volunteer positions are filled with trained individuals by the start of the Religious Education school year. A documented recruitment plan is in place for any remaining vacancies.

For staffing shortfalls:

Contractor to provide a corrective action plan within 15 days to fill vacancies. For training gaps: Provide additional training within 30 days.

Review of volunteer rosters and training completion records at the start of the year and periodically thereafter.

SS-3

Manage volunteer background checks and Badging

4.3 100% of volunteers have a favorably adjudicated background check on file prior to beginning service.

100% of active volunteers have the appropriate badge.

Immediate removal of any unauthorized volunteer from service until compliance is achieved. This is a critical compliance item with no acceptable deviation.

100% inspection of all volunteer files and badge issuance logs quarterly.

SS-4

Maintain Attendance and Training

Records

4.4 95% of weekly attendance figures are provided to the Catholic Chaplain by the following Monday. No more than 2 late submissions per quarter.

For late/missing reports: Submission required within 24 hours of notification.

Review of AFCCARS data submission logs and email records.

SS-5

Financial and Resource

Management

4.5

95% of budgetary and purchase requests are submitted without

For errors/late submissions:

Correction and resubmission within 3 business days. For supply shortages:

Periodic review of purchase requests, budget tracking documents, and spot-error by the established deadlines.

No critical shortage of essential supplies (e.g., curriculum, craft items).

Coordinate with Chaplain to initiate an expedited purchase request.

checks of supply inventories.

SS-6

Prepare Publicity and Communication

Materials

4.6

95% of publicity materials (bulletins, flyers, etc.) are prepared and submitted for distribution at least 7 days prior to the event or publication deadline.

Correction of materials and/or expedited distribution within 24 hours of notification.

Random sampling of bulletins, flyers, and other communication materials.

SS-7

Attend Coordination & Advisory Meetings

4.7, 6.2.1 Attends at least 90% of scheduled meetings. All absences must be coordinated with the Catholic Chaplain in advance.

For unexcused absences: Provide a written explanation to the COR and Chaplain within 2 business days.

Review of meeting minutes and attendance rosters.

SS-8

Represent Parish at Community &

Newcomer Events

4.8

Yearly calendar of events is submitted for approval to the Catholic Chaplain no later than 30 days before the start of the RE program year.

Submission of the calendar within 7 days of notification.

Review of calendar submission and approval documentation.

SS-9

Develop Yearly Calendar of RE & Pastoral Programs

4.9 95% of appreciation certificates for volunteers and students are created and issued within 14 days of the recognition event or end-of-year ceremony.

Reissue any missed or incorrect certificates within 7 days of notification.

Review of certificate issuance logs and event schedules.

SS-10

Recognize Volunteers &

Students

4.10

95% of bulletins and flyers are produced on schedule and are free

Correction and re-distribution within 24 hours.

Periodic inspection of produced materials.

of critical errors (e.g., wrong dates, times, or locations).

SS-11

Produce Bulletins and Flyers

4.11

All planned seasonal programs are executed.

Planning and coordination begin at least 30 days prior to the event. Minor deviations are acceptable if pre-approved by the

Chaplain.

For execution failures:

Reschedule the program or an equivalent event within 30 days, if feasible. For planning delays: Provide a corrective action plan to the Chaplain.

Review of event planning documents;

post-event reports;

participant feedback.

SS-12

Plan & Coordinate Special Seasonal

Programs

4.12–4.12.1

Classrooms are inspected and confirmed ready (clean, properly set up) with

95% adherence prior to the start of each class session.

Immediate correction of any deficiencies found before class begins.

Random, periodic unannounced inspections of classrooms before RE sessions.

SS-13

Maintain Classroom Quality & Readiness

4.13–4.13.1 All planned ecumenical programs (e.g., VBS) are successfully executed in coordination with the Protestant community.

For execution failures:

Provide a written after-action report detailing reasons and lessons learned.

Review of planning meeting minutes and participant feedback.

SS-14

Plan and Execute Retreats and Community Activities

4.14

100% of all required Air Force and Archdiocese training is completed by the specified deadlines.

Immediate enrollment in and completion of any missed training.

Review of training certificates and records in the contractor's continuity binder.

SS-15

Complete Required Training

4.15–4.16 100% of all required Air Force and

Archdiocese training is completed by the specified deadlines.

Immediate enrollment in and completion of any missed training.

Review of training certificates and records in the contractor's continuity binder.

SS-16

Maintain Continuity Binder &

Documentation

4.17 The continuity binder is

reviewed and updated at least monthly to reflect current operations. All critical

All missing or outdated documentation is to be added or corrected

Quarterly inspection of the physical and electronic continuity binders.

documents are present and organized.

within 7 business days of notification.

SS-17

Submit Accurate Monthly Invoices

Invoices are 100% accurate and submitted through WAWF within the first 10 calendar days of the month for the preceding month's work.

Correction and resubmission of any rejected invoice within 2 business days.

Review of submitted invoices and WAWF payment processing records.

SS-18

Ensure Contract Compliance During Absences

6.3–6.4

100% of all absences are pre-approved as per PWS timelines. An approved continuity plan is in place for all extended absences.

Failure to secure approval or provide a continuity plan may result in the need for a formal corrective action plan and potential reduction in payment for the period of absence.

Review of absence requests, approval emails, and submitted continuity plans.