Attachment 1-Performance Work Statement.pdf

PERFORMANCE WORK STATEMENT (PWS)

Fort Sill Roman Catholic Religious Education Coordinator

1.0 INTRODUCTION.

1.1 The Government requires Religious Education Support Services in support of military religious education and worship activities. The Contractor shall provide support to the Religious Support Office (RSO), Chaplains, Directors of Religious Education (DREs) and Religious Affairs Specialists for the Department of the Army (DA) at the location(s) and time(s) specified in the PWS or modified in the contract by the Contracting Officer.

1.2 The Contractor shall support comprehensive religious education programs which run concurrently with the traditional academic year (AY), and facilitate ecumenical activities in consultation with the Roman Catholic Chaplain, Director of Religious Education (DRE) i.e., a one (1) week Vacation Bible School (VBS), picnics, year round Youth Group program, retreats, etc.in collaboration with Military Chaplain, Chaplain Staff, Religious Affairs Specialists, and Civilian workforce.

2.0 SCOPE OF WORK:

2.1 This is a Non-Personal Services Contract between the Fort Sill Religious Support

Office (RSO) and the contractor to perform tasks and provide deliverables identified herein. This PWS defines the requirements and deliverables of the contractor; ensuring the individual Free Exercise of Religion for military personnel, family members, and authorized personnel; a statutory requirement under USC Title X.

2.2 This contract does not create an employer-employee relationship between the Government and Contractor, as well as any corporation, partnership, business association, other party or legal entity with which the Contractor may be associated. The Government assumes no responsibility for costs incurred for services performed by the contractor that are not included in this contract. There are no provisions for lodging, employee benefits, medical care, retirement or Workmen's Compensation Insurance.

2.3 The Contractor shall provide support for those services for which no Unit Ministry Team (UMT) members (Chaplains and Religious Affairs Specialists), RSO Department of the Army (DA) Civilians and volunteers can provide. The contract cannot duplicate duties required or provided by these entities as contracted services are an exception to policy.

2.4 This contract is not a fulltime position with a standard 9:00 AM to 5:00 PM, Monday through Friday-type work environment. Workdays and hours may vary according to the approved Calendar of Events, tasks outlined in the CLINs and the time of meetings.

Many of the tasks will require holiday, evening, and weekend hours.

2.5 No UMT member, military member, DA Civilian, fellow contractor or volunteer can supervise or direct the Contractor or control the method by which he/she performs the required tasks. Under no circumstances shall a work schedule be prepared for the Contractor or the impression be given that the Contractor is an employee of the Government. It is the responsibility of the Contractor to guard against any actions that are of the nature of personal services, give the impression of personal services or portray his/her position as that of an employee.

2.6 Under no circumstances shall a Contractor provide direction to a Chaplain, Religious Affairs Specialist (RAS), general military member, a DA Civilian, fellow contractor or volunteer, nor shall he/she represent in an official capacity of the Federal Government, U.S. Army or the local congregation that the contract supports.

2.7 The services of a Religious Education Coordinator fall under the Fort Sill Chaplain’s Religious Support Program as defined in the Command Master Religious Program (CMRP). The mission of the Chaplain’s Religious Support Program is to provide military religious support activities that meet the religious requirements of Soldiers, Families, and authorized civilians. The primary goal of the Chaplains’ Religious Support Program is to ensure the free exercise of religious preference which is a statutory requirement under USC Title 10. Religious Education which is Statutory (Title 10), Essential Elements of Religion. As a non-personal services Contractor, the Religious Education Coordinator is not a member of the Commander’s Staff or Command Chaplain’s Staff.

3.0 PERIOD OF PERFORMANCE. The Government contemplates a five-year contract consisting of a 12 month base plus four 12-month optional periods of performance.

3.1.1 Base Year: 01 June 2022 -31 May 2023

3.1.2 Option Year I: 01 June 2023-31 May 2024

3.1.3 Option Year II: 01 June 2024- 31 May 2025

3.1.4 Option Year III: 01 June 2025- 31 May 2026

3.1.5 Option Year IV: 01 June 2026- 31 May 2027

4.0 PLACE OF PERFORMANCE.

4.1 Place of Performance is at Government facility, Fort Sill.

4.1.1 Grierson Chapel

4.1.2 Other RSO office or event locations located on Fort Sill in accordance with published religious worship and observance schedules.

5.0 REQUIREMENTS / PERFORMANCE STANDARDS (TASKS).

5.1 General. (Tasks common to the below enumerated tasks /CLINs)

5.1.1 Contractor shall attend planning and coordination meetings and provide necessary input for services.

5.1.2 Contractor personnel shall regard personal information on all applicants, volunteers, and participants as confidential. Contractor shall comply with all privacy and confidentiality laws and regulations. As required by public laws and military regulations, the Contractor shall divulge information of illegal activities to the proper authorities.

5.1.3 Safeguard privileged communication (DFARS 252.204-7000 Disclosure of Information and DFARS 252.204-7003 Control of Government Personnel Work Product). May be subject to communication which is considered confidential and protected under the relationship between clergy and parishioner. In the event contractors inadvertently or unintentionally receives or overhears intended privileged communication, they shall protect such information.

5.1.4 The Contractor personnel shall present a neat, well-groomed appearance appropriate for religious worship services and other activities identified in this PWS while performing under this contract.

5.1.5 Contractor personnel shall behave in a professional manner befitting US military religious support activities. Contractor personnel shall demonstrate dignity and respect, keeping in harmony with the values and norms of the Army Chaplain Corps. Contractor personnel shall refrain from using offensive language such as swearing, cursing, disparaging language, and other such communications.

5.2 Task 1 (CLIN – Catholic Religious Education Coordinator known as Contractor) Contractor shall assist with the administration of the community, sacramental record keeping, preparation of the weekly bulletin, preparation of announcements and prayers of the faithful for Mass, coordinating Catholic events on the Religious Support Office and Grierson Hill Chapel (GHC) calendars, submitting and tracking Catholic purchase requests, being the first responder and point of contact for St. Barbara’s related phone calls, mail, e-mail, Facebook and other correspondence, acting as the liaison for publicity, articles, etc., and assisting to coordinate priest coverage in the absence of the priest. At Ft. Sill, also serves as the Pastoral Council Secretary.

5.2.1 Coordinate the preparation of the Catholic bulletin each week. Edit content, fact check and ensure printing deadlines are met.

5.2.2 Manage all Religious Community registrations to include registrations and keeping current registrations updated. Assist with preparation and submission of sacramental records (baptism, marriage and confirmation). Assist Catholic Chaplain/Priest in preparation of the Archdiocese for the Military Services (AMS) clergy reports, if requested by the Chaplain.

5.2.3 Coordinate with the heads of various parish ministries/groups for information pertaining to each ministry/organization group program and volunteer support.

Coordinate with the Program Director to identify program needs specific registrations and associated forms, volunteer information and curriculum materials. Coordinate with Religious Affairs Specialists to act as liaison to Fort Sill Army Community Service’s Army Volunteer Program.

5.2.4 Maintain and schedule all religious community events on the master electronic calendar and other ministry/organizations-specific electronic calendars.

Coordinate with the Catholic Chaplain and solicit input from the Pastoral Advisory Council Chair to schedule and populate the Catholic Community calendar (and any other ministry/organization-specific calendars) with programs and activities. Regularly update and ensure the calendar is available to the Catholic community and chapel staff via bulletin, website and bulletin boards.

5.2.5 Maintain inventory and prepare purchases in accordance with the RSO standards and training as required for liturgical/pastoral items. 2.10.5.1.1 The contractor, per CLIN, may be required to assist with the paperwork portion of Appropriated Fund (APF) or Non-Appropriated Fund (NAF) purchase requests. At no time can a contractor initiate or authorize a purchase that has not been approved by the Chapel Tithes and Offerings Fund (CTOF) fund manager or Chaplain Recourses Manager. In the event of supporting a curriculum purchase, the Contractor will submit the required paperwork to the supporting Director of Religious Education (DRE) for processing and purchase per Fort Sill RSO Standard Operating Procedures (SOPs) and Policies.

5.2.6 Coordinate annual appreciation event for Catholic community volunteers as needed. Assist in the Planning and coordination of volunteer dedication and recognition programs.

5.2.7 Support Catholic Education classes by ensuring proper classroom set-up and usage, distribution of materials and supplies to instructors. Distribute and collect religious education enrollment forms from participants. Pass out required literature and information. Coordinate Designated Offerings with Chaplain/Religious Affairs Specialist Fund Managers and the Catholic Chaplain.

5.2.8 Collaborate with Finance Committee Chair to provide administrative support for regularly scheduled meetings to include site contracts, recording of minutes, maintaining membership rosters, and announcements. Attend staff and operational meetings as indicated and report to Catholic Chaplain. Attends the Pastoral Council meetings (as a nonvoting member).

5.2.9 Attend Mass at Grierson Hill Chapel in order to be a known first point of contact for the community. The Contractor will answer phones, email, and communications within the community.

5.2.10 Design and execute a seasonally themed RSO bulletin board displaying upcoming activities, events and educational opportunities. Ensure dates, times, and point of contact information accurate for upcoming events.

Maintain/update information as required.

5.2.11 Create and publish posts on the Fort Sill Religious Support and Catholic Community Facebook pages, highlighting parish information, program events, worship opportunities and schedules, and general Catholic faith information.

Respond to all Facebook page Catholic Inquiries to insure questions are addressed and answered. Maintain as the Webmaster of the Catholic Community website and its related components (publishing software, website host) with up-to-date information.

5.2.12 With a CNACI-Level Background Check Clearance, provide up to 30 hours of line of sight supervision (LOSS) as a host/hostess for designated base wide religious education activities for children identified and programed by the RSO through the DRE Team. These events will most likely fall in the summer months and will require monitoring of short-term, non-specified volunteer adults who do not have a background check. Events will be base-wide in nature and will be offered to the Contractor as an opportunity to fulfill this CLIN in part of full. Participation is subject to Senior Chaplain Approval.

5.2.13 Meet with the Catholic Chaplain/Chaplain Staff once per week to discuss needs assessment of the Fort Sill Catholic Community, program evaluation and program/activity scheduling, as well as synchronizing Contractor duties for the week and for upcoming events.

5.2.14 Conducts initial interview process for individuals preparing for marriage or seeking an annulment process. The process includes the initial interview, the initiating file, and obtaining proper documentation to be presented to the designated Catholic Priest. The annulment process may include helping individuals get proper documentation of baptismal documents, previous marriage certificates, and divorce decrees.

5.2.15 Weddings. Provide advice and information on rites, rituals, the names of the trained liturgical musicians, and cantors when planning marriage celebrations;

to include Convalidations (those married in a civil observance and desiring to be married in the church).

5.2.16 Pre-marriage Screening. Know the pre-marriage process (FOCUS & Pre-Cana) and coordinate with the Diocese and/or Archdiocese of the Military as appropriate.

5.2.17 Children’s Baptisms. Facilitate, plan, and coordinate with parents seeking baptism for newborns and children under the age of seven.

5.2.18 Adult Classes. Conduct Rite of Christian Initiation for Adults (RCIA) for seeking entry into the Catholic Church. Includes teaching classes on Roman Catholic beliefs, rituals, and traditions that prepares members for rites of initiation which includes baptism, First Reconciliation, First Communion, and Confirmation.

5.2.19 Seasonal programs (Christmas Pageant, Stations of the Cross, and Vacation Bible School).

5.2.20 Assist with the Development of the annual RE Calendar of events and CTOF budget (CMRP) to be presented for Chaplain Approval at the July Pastoral Council meeting.

5.2.21 Religious Education coordination and maintenance. Coordinate the implementation of the AMS Forming Disciples for the New Evangelization:

Archdiocesan Religion Curriculum Guide, the AMS Family Faith Assessment online Guide, and/or any other curriculum guides (virtual or otherwise) as directed by the Catholic Chaplain and/or AMS. Coordinate the selection of faith formation textbooks/curriculum.

5.2.22 Advertise, recruit, train and maintain volunteers for the Catholic Religious Education programs

5.2.23 Encourage the development of effective and engaging lesson plans.

5.2.24 Collaborate with parents and other Catholic ministries at the installation and inform them of program events and policies.

5.2.25 Maintain contact with the AMS Office of Faith Formation.

5.2.26 Coordinate AMS training and certification for catechists.

5.2.27 Accountable for paying any Social Security payments, Federal or Local Income

Taxes, and State Unemployment Insurance premiums for themselves, as well as any individual employed or subcontracted by them to provide services under this contract.

5.3 CONTRACTOR QUALIFICATIONS.

5.3.1 Demonstrate a familiarity with and a commitment to support the Catholic Faith and practice as articulated by the documents of The Second Vatican Council and the subsequent statements of the American Conference of Catholic Bishops.

5.3.2 Experience in teaching.

5.3.3 Have excellent organization and planning skills.

5.3.4 Possess basic word-processing skills.

5.3.5 Experience working in a military environment is preferred.

5.3.6 Contractor must be willing to work in a pluralistic environment where they may come in contact with members from various faith groups and/or viewpoints. Contractor will be professional and not denigrate individuals with a different religious perspective or viewpoint

5.3.7 Demonstrate an in-depth knowledge of the Catholic Faith and a commitment to the Catholic Faith. Must provide a resume and references validating education and experience requirements listed above.

5.3.8 Experience in teaching.

5.3.9 Have excellent organization and planning skills.

5.3.10 Possess basic word-processing skills.

5.3.11 Experience working in a military environment is preferred.

5.3.12 Must have a working knowledge of applicable Army Instructions and be familiar with the Chapel Tithes and Offerings Fund (CTOF)

5.3.13 Contractor must be willing to work in a pluralistic environment where they may come in contact with members from various faith groups and/or viewpoints. Contractor will be professional and not denigrate individuals with a different religious perspective or viewpoint.

5.3.14 5Contractor personnel shall behave in a professional manner befitting US military religious support activities. Contractor personnel shall demonstrate dignity and respect, keeping in harmony with the values and norms of the Army Chaplain Corps. Contractor personnel shall refrain from using offensive language such as swearing, cursing, disparaging language, and other such communications

6.0 GOVERNMENT FURNISHED INSTRUMENTS/EQUIPMENT.

6.1.1 Performance is at a Government Facility. Therefore, FAR Part 45.000(b)(5) applies. Specifically, Government property that is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the Government. Items considered incidental to the place of performance include, for example, office space, desks, chairs, telephones, computers, and fax machines.

6.1.2 The Government will provide Contractor access to chapel or other congregational spaces in order to perform the requirements.

7.0 SECURITY REQUIREMENT. The Contractor shall comply with all security requirements to access the installation.

7.1.1 AT Level I Training. All Contractors, including subcontractors, requiring access to Army installations, facilities, and controlled-access areas will complete AT Level I awareness training within 45 calendar days after the contract start-date or effective date of incorporation of this requirement into the contract, whichever is applicable. The Contractor will submit certificates of completion for each affected contractors and subcontractors employee to the COR or to the KO, within 7 calendar days after training is completed. AT Level I awareness training is available online at https://jko.jten.mil/courses/atl1/launch.html

7.1.2 Access and General Protection/Security Policy and Procedures. The Contractor and all associated subcontractors will comply with applicable installation, facility, and area commander installation/facility access and local security policy and procedures (provided by Government representative). The Contractor will also provide all information required for background checks to meet installation-access requirements to be accomplished by the installation provost marshal office, director of emergency services, or security office. The Contractor must comply with all personal identity verification requirements as directed by DOD, HQDA, and local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the force protection condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

7.1.3 iWATCH Training. The Contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 05 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

7.1.4 OPSEC Training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter. OPSEC Awareness for Military Members, DoD Employees and Contractors is available at the following website: https://securityawareness.usalearning.gov/opsec/index.htm.

8.0 BACKGROUND CHECK REQUIREMENTS.

8.1.1 In accordance with Department of Defense Instruction (DODI) 1402.5, each individual working with children under the age of 18 in conjunction with this contract must successfully complete the criminal history background check.

https://jko.jten.mil/courses/atl1/launch.html https://securityawareness.usalearning.gov/opsec/index.htm

Failure to complete the criminal history background check shall result in termination of the contract. (Background check will be completed at government expense and will be accomplished after award of the contract.)

8.1.2 Anyone (contractor or sub-contractor) working under this contract who has contact with children under 18 years of age shall be screened with the appropriate background checks as governed by the Army Directive 2014-23 "Conduct of Screening and Background Checks For Individuals Who Have Regular Contact With Children in Army Programs", dated 10 September 2014.

A copy of the Army Directive can be found at http://www.apd.army.mil/pdffiles/ad2014_23.pdf. The background check requirements for Contractors can be found in Enclosure 3 - Screening and background checks for appropriated and non-appropriated fund personnel, military personnel, foreign national employees overseas, and contractors.

8.1.3 Background checks will be initiated and paid for by the Government. The cost for the pre-employment screening is the responsibility of the Contractor. The Commander Designated Entity (CDE) at the Installation supports IMCOM by coordinating, submitting and tracking child related background checks. They also review and compile the results to identify whether they contain derogatory information to be passed on for a suitability determination. The CDE will advise and assist CONTRACTOR and sub- CONTRACTOR employees completing all required documents required for the background check process.

CDE contact information will be provided upon contract award.

8.2 The following is a list of the required screenings per the Army Directive 2014-23.

8.2.1 REGULAR/RECURRING contact with children: Definition: Contact with children more than an average of one (1) day a week for three (3) or more months OR daily for a period of one month or longer.

8.2.2 Required screening: Pre-employment screening: I) Application, 2) Interview,

3) Reference check, 4) Statement of Previous Arrest or Charge, 5) Assessment of individual's eligibility, qualifications, temperament and suitability for work with children, 6) Tentative offer of employment (Proponent: Contractor is responsible organization);

8.2.3 Preliminary investigation: I) Installation Record Check (if applicable), 2) FBI Fingerprint check, and 3) Local Civilian Law Enforcement Check (Proponent:

Government/Commander Designated Entity is responsible organization).

8.2.4 CNACI - Child Care National Agency Check and Inquiries (Proponent:

Government/Commander Designated Entity is responsible organization). The CNACI will be initiated after successful completion of the preliminary investigation. If deemed appropriate by the local Garrison Commander, a contractor can start working under Line Of Sight Supervision (LOSS) after successfully completing the preliminary investigation. If LOSS is not feasible, favorable CNACI results are required BEFORE the contractor can start working under this contract.

8.2.5 SHORT TERM/OCCASIONAL contact with children: Definition: Contact with children that does not fall under the definition of Regular/Recurring contact.

8.2.6 Required screening: Pre-employment screening: I) Application, 2) Interview,

3) Reference check, 4) Statement of Previous Arrest or Charge, 5) Assessment of individual's eligibility, qualifications, temperament and suitability for work with children, 6) Tentative offer of employment (Proponent: Contractor is responsible organization).

http://www.apd.army.mil/pdffiles/ad2014_23.pdf

8.2.7 Preliminary investigation: 1) Installation Record Check (if applicable), 2) FBI Fingerprint check, and 3) Local Civilian Law Enforcement Check (Proponent:

Government/Commander Designated Entity is responsible organization).

8.2.8 An employee must successfully complete the required screening and preliminary investigation BEFORE working under this contract.

8.2.9 No person, regardless of circumstances, will be approved to work with children if the individual has been convicted of a sexual offense, a drug felony, a violent crime or a criminal offense involving a child or children. If the background check investigation reveals any other derogatory information a suitability determination has to be made by the Army. The adjudication of derogatory information is processed through an Army Program Review Board (PRB).

Further details about the adjudication process can be found in Enclosure 6 of the AD 2014-23. At any time a Contractor can decide not to proceed with the PRB process.

8.2.10 Additional information on the background check process can be found at http://www.opm.gov/investigations/background-investigations.

8.2.11 Re-verification (IRC and FBI fingerprint check) is required every 5 years.

9.0 QUALITY ASSURANCE. The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

10.0 PERFORMANCE REVIEW. The Chaplain and/or DRE will complete performance reviews of the Contractor performance and submit to the COR for the Contactor File using these tools:

10.1 The Chapel/Program Sponsoring Chaplain Contractor Quarterly Performance Report, submitted by the 5th day of the end of the current quarter.

11.0 DELIVERABLES.

11.1 Contractor shall provide Documentation:

11.1.1 Certificates of Anti-Terrorism (AT) Level 1

11.1.2 Certificate of iWatch Traiing

11.1.3 ETC.

11.2 The Contractor shall submit an invoice to the COR by Close of Business (COB) on the 5th of every month. The invoice shall include:

11.2.1 Vendor’s name

11.2.2 Contract number

11.2.3 CLINs provided and quantity of each

11.2.4 Quantities of Occurrences Used & Occurrences Remaining

11.2.5 Explanation of CLINs service provided such as the nature of the service;

contractor shall comply with PII protection protocols.

11.2.6 Date of invoice

11.2.7 Dates of service

11.2.8 Total cost per service type

11.2.9 Total of invoice

12.0 TRAVEL Not applicable. Contract is local and travel costs are not authorized.

13.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR). The Government will provide a COR who will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions:

assure that the Contractor performs the technical requirements of the contract; perform inspections http://www.opm.gov/investigations/background-investigations necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of government furnished property and provide site entry of Contractor personnel. A letter C designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.

The COR is not authorized to change any of the terms and conditions of the resulting order.

14.0 KEY PERSONNEL. The contractor for the Catholic Religious Education Coordinator position is designated as “Key Personnel.” The services required under this contract are in direct support of religious support services and have specific education and experience requirements.