Attachment 3-PWS-Catholic RE Coordinator.pdf

PERFORMANCE WORK STATEMENT FOR

CATHOLIC RELIGIOUS EDUCATION COORDINATOR

At

RAF Lakenheath, England

11 January 2024

Table of Contents

1. DESCRIPTION OF SERVICES

3. GOVERNMENT PROVIDED EQUIPMENT, FACILITIES AND SERVICES

4. GENERAL INFORMATION

5. CONTRACTOR QUALIFICATION AND EXPERIENCE REQUIREMENTS

6. SAFETY

7. SECURITY

1. DESCRIPTION OF SERVICES

1.1. The Catholic RE coordinator shall serve as coordinator, teacher, facilitator, and organizer of the religious education program for the RAF Lakenheath Catholic Parish.

The RE Coordinator is responsible for RE administrative functions, working closely with the Chaplain to ensure budgets, program schedules, publicity, and other required items are developed and implemented.

2. Minimum Program Requirements, Tasks and Responsibilities.

2.1. Develop and maintain the RAF Lakenheath Chapel Catholic RE Program for all Catholic Parishioners.

2.2. 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.

2.3. Coordinate and arrange effective advertisements of RE programs and events.

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

2.5. Assist the Chaplain in developing the following in regard to RE Coordinator programs as appropriate: annual calendar of events, Chapel tithes and offerings fund budget, appropriated fund budget, and core volunteer training requirements.

2.6. Submit to the Chaplain an annual RE calendar and budget for approval.

2.7. Ensure execution and electronic tracking of the approved budget.

2.8. Coordinate with the Chaplain and chapel volunteers to create effective RE programs for the Catholic faith group.

2.9. Provide recommendations for annual volunteer recognition to the Chaplain.

2.10. Ensure recruiting, training, and managing of volunteers for their Catholic RE program.

2.11. 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.

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

2.13. Ensure all applicable facilities (i.e. Youth 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.

2.14. Provide and maintain an adequate level of supplies and inventory of consumable materials, RE resources, and equipment.

2.15. Coordinate and facilitate the annual Vacation Bible School (VBS), or equivalent, program with other personnel as applicable.

2.16. Record attendance at all RE programs and events and report numbers to the Chaplain within 3 work days of an event’s conclusion.

2.17. 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.

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

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

2.20. Places of Performance: RAF Lakenheath chapel location is Building #990, RAF Lakenheath, England.

2.21. A member of the Chaplain Corps shall provide orientation training to acquaint the Contractor with office personnel, facilities, protocol and procedures.

2.22. Privileged communication training, taught by the Superintendent of Religious Affairs or designee, shall be required within 20 days upon hiring for each position.

2.23. Childcare Requirements. Due to Department of Defense (DoD) Instruction 1402.05 and AFI 52-101 requirements, Contractor will be responsible to ensure all volunteers who work directly with children have the required record checks completed during the initial hiring phase of the contract.

2.23.1. Contractor will ensure all personnel with childcare requirements receive and wear the appropriate badges when conducting their duties.

2.24 Crisis. Contractor access to the installation may be denied during a national emergency or crisis situation called by national command authorities or overseas combatant commanders. Such circumstances are deemed beyond the government’s control and access to the installation may be limited in such circumstances on the basis of public safety and installation security. Should limited access be necessary, the Contracting Officer will inform the Contractor in writing and identify the date when services may resume, if possible. The Contractor will not be held liable for lost time and will not be paid during these situations.

This service is not deemed mission essential IAW DFARS 237.76.

2.25. Alternate Place of Performance – As determined by the Contracting Officer, in conjunction with the chaplains, contractor employees may be required to work at an alternate place of performance in cases of unforeseen conditions or contingencies. Contractor employees shall prepare all deliverables utilizing contractor resources and shall use best efforts to provide the same level of support as required by this PWS.

2.26. Privacy Act. Work on this contract may require that personnel have access to information protected by the Privacy Act. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and regulations when handling such information.

2.27. Records. The Contractor shall be responsible for creating, maintaining, and disposing of only those government required records that are specifically cited in the PWS or required by the provisions of a mandatory directive. If requested by the Government, the Contractor shall provide the original record or a reproducible copy of any such record within 72 working hours of receipt of the request.

2.28. Inclement Weather. If the base closes due to inclement weather, the contractor will be released, by the installation commander, with the general population of the base at no decrement to contract price. The contractor will follow the local procedures for reporting in inclement weather as advertised on local television and radio stations.

2.29.3 The Contractor is solely responsible for all tax liabilities, to include any local or Host Nation taxes. No provisions are implied or provided in this contract for any benefits such as medical care, retirement, or worker’s compensation.

2.30. The Contractor shall provide a qualified substitute in the event regularly assigned personnel cannot meet any obligation of this contract.

2.30.1. Should replacement of regularly assigned personnel be required, the Contractor shall submit the name(s) and qualifications of the proposed substitute(s) to the appropriate Service Chaplain at least 7 days prior to the proposed absence. The Contractor is responsible for payment of the substitute.

2.30.2. Substitutes must be observed by a Line-of-Sight Supervisor if they will be in contact with minors, unless they have a previously completed Installation Record Check.

2.31. Contractor shall maintain professional standards of conduct and public decorum, including but not limited to dress and appearance. The contractor shall ensure that their employees demonstrate good personal hygiene, are well-groomed, present a neat, professional appearance, and dress in appropriate clothing for the work to be done.

2.32. All contractor personnel shall read/comprehend, write, and speak English fluently in order to fulfill their Performance Work Statement (PWS) requirements.

3. GOVERNMENT PROVIDED EQUIPMENT, FACILITIES AND SERVICES

3.1. Government Provided Equipment and Facilities. The Chapel will provide the facilities and equipment listed below. This position is incidental to the place of performance and shall remain accountable to the government IAW FAR 45.000(b)(5).

3.1.1. The Chapel will provide office space with a desk, chair, computer, printer, filing cabinets, phone, and expendable office supplies to perform services described in this

PWS.

3.1.2. Local Area Network (LAN). The government will provide limited access to the existing LAN. The workers shall not use the LAN for purposes other than for work required under this contract.

3.1.3. Contractor shall receive documented Information Assurance (IA) training within 30 days of their start, by the government, prior to receiving access to the local area network (LAN). Authorized users will receive initial IA orientation and annual awareness training to ensure they know, understand, and apply the IA requirements of Air Force Instruction and IAs. The minimum orientation and awareness requirements for users are outlined in DoD 8570.01.-M. IA Program. The workers shall comply with the established Command, Control, Communication, and Computers (C4) Systems IA Program to integrate security education, training, and awareness covering the Communications Security (COMSEC), Computer Security (COMPUSEC), and Emissions (EMSEC) disciplines.

3.1.4. Facility Requests. The Contractor shall use established local procedures to arrange for the use of facilities for all meetings, rehearsals, and programs. Requests should be made in a timely manner to the Chapel staff.

3.1.5. Facility Usage. The Contractor shall ensure all facilities are opened, equipped, and ready for use prior to the start of their meetings, rehearsals, services, or programs.

3.1.6. Facility Security. The Contractor shall ensure all facilities are properly secured and cleaned at the conclusion of their meetings, rehearsals, services, or programs.

3.2. Government Provided Services. The Chapel shall provide certain services in accomplishment of this PWS.

3.2.1. Telephone Services. The Government will provide a DSN telephone line for the sole use of conducting Government business. The DSN line shall not be used to transact personal business by contractor personnel.

4. GENERAL INFORMATION AND RESPONSIBILITIES

4.1. Work Hours:

4.1.1. A total of 25 hours is anticipated per week, not to exceed 100 hours per month and 1,200 hours per year. 16 of the hours will be on-site during normal office hours (0730- 1630, Monday through Friday) and 9 of the hours will be flex hours for weekends and events that fall outside of normal duty hours.

4.1.2. Approximately 80-100 hours per month performing the duties mentioned below is expected. Certain seasons of the year may require more hours. These seasons include Christmas, Vacation Bible School, and Easter.

4.1.3. Hours may be reduced when RE classes are not in session or when RE events (i.e. Vacation Bible School) are not taking place.

4.1.4. Changes to work location or work hours must receive prior approval no later than 14 days in advance from the Chaplain prior to advertisement or implementation unless it is an illness or family emergency. All email correspondence regarding changes shall be sent via email.

5. CONTRACTOR QUALIFICATION AND EXPERIENCE REQUIREMENTS

5.1. Possess a minimum of 1 year of Catholic RE leadership experience, preferably directing a Catholic RE program in a Catholic Church or military chapel setting.

5.2. Possess at least 1 year of experience using Microsoft Office functions.

5.3. Possess and demonstrate an understanding of the basic doctrines and worship practices of the Catholic faith.

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

5.5. Must be able to efficiently organize and manage diverse program elements.

5.6. Must be able to clearly communicate, orally and in writing, the needs and goals of the Catholic RE Program to chapel staff, volunteers, and customers.

5.7. Must have a working knowledge of computers in order to perform all administrative tasks.

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

5.9. Must be a practicing Catholic in good standing and have received the sacrament of confirmation.

5.10. Must be proficient in the use of social media, print, and email marketing and able to craft quality marketing and advertisements to be used to promote Chapel programs.

5.10.1. Must ensure that all marketing and advertising on social media and via other means such as print and email marketing be approved by the Wing Chaplain and their designee.

5.10.2. Must ensure all marketing and advertising for events and programs are advertised at least 14 days prior to the anticipated date of execution.

6. SAFETY

6.1. Safety Threats. The government reserves the right to restrict base access, under this contract, of any contractor employee, or prospective contractor employee who is identified as a potential threat to health, safety, security, general wellbeing, or the operational mission of the installation and its population. Contractor shall perform background checks, at contractor’s expense, to ensure that said employee has not been convicted of any sexual crime or any crime against children.

6.2. The consumption of alcoholic beverages or illegal drugs by contractor personnel, while on duty, is strictly forbidden. Wing Chaplain or designee can request the removal of any employee that is suspected of such activity.

6.3. The contractor shall provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the Contractor.

6.4. The contractor shall record and report promptly (within 24 hours) to the CO and Service Chaplain, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

6.4.1. If the government elects to conduct an investigation of the accident/mishap, the Contractor shall cooperate fully and assist government personnel in the investigation until the investigation is completed.

6.5. The Contractor shall report suspicious activity to Security Forces in a timely manner.

7. SECURITY

7.1. The Contractor must successfully complete a federally mandated criminal history background check (conducted by the Base Chapel), which will include a National Agency Check with Inquiries (NACI) and an Installation records Check (IRC) within 30 days of hire, in accordance with Department of Defense Instruction (DoDI) 1402.5. The IRC includes a law enforcement check, drug and alcohol record check, and a check of the Family Advocacy Program (FAP) for a minimum of two years before date of application. The Contractor is also required to complete an FBI advanced fingerprint check for all personnel prior to employment under Line of Site Supervision (LOSS) in accordance with DoDI 1402.5.

7.1.1. Back-ground checks on local nationals shall be executed IAW British Laws.

7.2. The Contractor shall submit completed background check applications to the Chaplain

Corps background check program manager for processing within 7 days of hiring personnel for this contract.

7.2.1. Contractor personnel without a favorable criminal history background check or NACI, shall not be considered available to perform on this requirement.

7.2.2. All other derogatory information must be reviewed and approved by the Senior Installation Chaplain for continued performance of the contract.

7.2.3. Derogatory information on background checks can be grounds for automatic termination as referenced in DoDI 1402.5.

7.3. Line of Site Supervision (LOSS). In accordance with DoDI 1402.5 all individuals who must work in view of a Line-of-Sight Supervisor (any chapel staff member who has an approved background check) must wear conspicuous items such as distinctive clothing, badges, wristbands, etc. that clearly identifies themselves as not being authorized to be alone with children.

7.4. Contractor must work with the chapel background check program manager to ensure all adults working with children under the age of 18, while fulfilling the responsibilities of this contract, have successfully completed a NACI and an IRC within 30 days of hire, in accordance with DoDI 1402.5 and wear the proper identification.

5.5. Contractor personnel have the right to obtain a copy of the results of the background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

5.6. Contractor personnel must re-accomplish a complete background check in the event of a break in U.S. Government service.

5.7. The Contractor shall ensure all volunteers working with youth below 18 years of age receive a background check as described in DoDI 1402.5, Criminal History Background Checks on Individuals in Child Care Services, or applicable AFI. The Contractor personnel will also ensure that each volunteer remains under Line-of-Sight Supervision until such a time as the volunteer receives a ‘favorable’ background check as notified by the background check monitor. There is no charge to the Contractor for these Criminal History Background Checks.

5.8. All workers shall participate in the Operations Security (OPSEC) program locally administered by the Air Force as applicable.

5.9. Base Requirements.

5.9.1. The Contractor and workers shall comply with all security requirements imposed by the Installation. Specific security considerations will be handled on an individual basis as required.

5.9.2. Common Access Cards (CAC) shall be required for the Protestant Religious Education Coordinator. The Chapel shall ensure the government representative in the local organization designated to authorize issuance of contractor’s CACs (i.e. Trusted Agent (TA) receives a Visitor Request for each employee through the Trusted Agent Security System (TASS). Contractor personnel shall electronically submit application to the TA, once approved set up an appointment at https://rapids-appoinments.dmdc.osd.mil/ or go to the Military Personnel Section.

5.9.3. During performance of the contract, the Contractor shall be responsible for obtaining required identification for newly assigned personnel.