Catholic REM HAFB_PWS.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 66TH AIR BASE GROUP

HANSCOM AIR FORCE BASE MASSACHUSETTS

PERFORMANCE WORK STATEMENT (PWS)

NON-PERSONAL SERVICE CONTRACT

CATHOLIC RELIGIOUS EDUCATION MINISTRIES

HANSCOM AFB, MA 01731

1. Contract Position Title. Hanscom Chapel Catholic Religious Education (RE) Ministries Coordinator

2. Scope of Responsibilities. Responsible for RE administrative functions for all ages at

Hanscom AFB, and make recommendations to the Chapel Staff regarding the development and implementation of budgets, program schedules, publicity, and other required items. The RE Coordinator shall serve as the primary coordinator, teacher, facilitator, and organizer of the religious education program which is under the responsibility of the Installation Chaplain.

This is a non-personal services contract; the U.S. Government shall not supervise or control the method by which the contractor performs the tasks herein. The contractor shall not perform inherently governmental functions.

Foreign nationals are not eligible due to more-than-incidental contact with minors.

3. Education, Qualifications, and Experience Requirement. Catholic Religious Education

Coordinator must:

3.1. Possess or obtain all required faith group certifications through the Archdiocese for the Military Services (AMS).

3.2. Demonstrate a strong knowledge of Roman Catholic teachings, customs and traditions, worship practices, and being a team player.

3.3. Submit all required forms in accordance with Department of Defense Manual

(DoDM) 1402.5, Criminal History Background Checks for Line-Of-Sight Supervisors. Unsatisfactoryresults of the background check will result in immediate termination of the contract. Upon issuance of this contract, immediately submit an Installation Records Check (IRC) in accordance with Department of Defense Instruction (DoDI 1402.5), Criminal History Background Checks.

Unsatisfactory results of the IRC will result in immediate termination of the contract.

3.4. Be fluent in reading, writing, and speaking English.

3.5. The contractor must demonstrate the following skills:

3.5.1. Interpersonal: Ability to work collaboratively in a multi-faith pluralistic environment.

3.5.2. Professional: Efficient organization and program management.

3.5.3. Communication: Effective verbal and written communication with chapel staff, volunteers, and families.

3.5.4. Computer: Proficiency with Microsoft Office and basic required admin software.

3.5.5. Budgeting: Understanding of planning and executing a budget.

3.6. Furnish a Resume with academic and work-related references that includes one year of Catholic Religious Education experience within the past 5 years when submitting bid.

3.7. Be able to maintain a neat, clean and well-groomed professional appearance and conduct himself or herself in a business-like manner.

3.8. Be able to be certified by the Archdiocese for the Military Services.

4. General Responsibilities.

4.1. Catholic Religious Education Ministries Coordinator shall:

4.1.1. Assist the Catholic Priest in the development and implementation of a Religious

Education and Faith Formation Program.

4.1.2. Attend and report at chapel staff meetings and planning sessions, as required by Installation Chaplain.

4.1.3. Advise the Catholic Priest, and keep the Installation Chaplain informed, on matters pertaining to the Religious Education Ministries as related to the overall Catholic programs.

4.1.4. Give a regularly scheduled report to the Catholic Priest and the Parish Advisory

Council and provide input on all matters of Religious Education Ministries as they pertain to the overall Catholic Program.

4.1.5. Assist the Catholic Priest and Chaplain with annual calendars, budgets (AF/CTOF), facility requests, and volunteer coordination. Assist in the development and implementation of all annual programs, both parish wide and Faith Development by participating in the annual parish-planning meeting.

4.1.6. Coordinate and assist Catholic volunteers with the planning and carrying out of events as related to the Religious Education Ministries to include the preparation and submission of facility and chapel fund requests in accordance with government regulations and local policies/procedures. Ensure timely completion and submission of purchase requests and publicity for events.

4.1.7. Provide support for Sunday Mass, as required

4.1.8. Draft publicity (including design and layout) for all Catholic Programs as related to the Religious Education Ministries for all ages.

4.1.9. Coordinate and facilitate Children’s Liturgy of the Word program for dismissal of 3- to 6-year-olds during the scripture readings and homily for the Sunday Mass.

Recruit, train, and schedule volunteers for the weekly Children’s Liturgy of the Word program.

4.1.10. Communicate with parents/guardians/sponsors concerning student absences or disciplinary problems within the Religious Education Ministries. Consult with the Catholic Priest about disciplinary problems. Keep the Installation Chaplain appraised on critical issues.

4.1.11. Ensure that all volunteers receive recognition and support for their work.

4.1.12. Assist the Chapel staff in the curriculum selection, coordination and execution of a Chapel Vacation Bible School (VBS) program. Provide support to Command Religious Programs (examples: VBS) as they relate to the Religious Education Ministries.

4.1.13. Submit after-action reports on Religious Education Ministries and other special events/programs as required to the Catholic Priest and/or Installation Chaplain.

4.1.14. Submit completed background check forms and/or volunteer forms to NCOIC, Religious Affairs and Volunteer Program manager IAW DoD 1402.05 and AFI 52- 101 for all Parish Ministries and Faith Formation volunteers prior to providing services.4.15. Follow all 66 ABW/HC Operating Instructions, guidance, policies and Air Force Instructions for proper administration and care of Air Force resources.

4.1.15. Follow all 66 ABG/HC Operating Instructions and Air Force Instructions for proper administration and care of Air Force resources.

4.1.16. Follow all Archdioceses for the Military Services, USA Instructions and policies (to include accomplishing professional and spiritual growth opportunities).

4.1.17. Brief the Installation Command Chaplain and/or NCOIC on all planned activities and ensure compliance with pertinent health and safety codes in compliance with Air Force and Chapel Operating Instructions.

4.1.18. Assist in the development of annual appropriated and Chapel Tithes and Offerings

Funds (CTOF) budgets as these relate to the Religious Education Ministries Program, with the approval of the Catholic Priest and Parish Advisory Council, final approval by the Installation Command Chaplain. No direct or unauthorized purchases are authorized under this contract.

4.1.19. Prepare purchase requests to be presented to the Account Manager for processing.

No direct or unauthorized purchases are authorized under this contract.

4.1.20. Participate in conducting the chapel’s self-inspection program.

4.1.21. Comply with the mandatory training required for all contractors and be responsible for maintaining training records.

4.1.22. Total maximum hours for this position requires twenty-four (24) hours per week, 104 hours per month and 1248 hours per year. A weekly office work schedule will be coordinated with the Catholic Priest to ensure program coordination. Flexibility of schedule is understood and authorized upon Installation Chaplain with approval by the Catholic Priest.

4.1.23. Provide an invoice no later than the last day of each month to the Wide Area Work Flow (WAWF) inspector/acceptor for approval of services rendered.

5. Specific Responsibilities.

5.1. Catholic Religious Education Ministries Coordinator will:

5.1.1. Follow the decision made by the Catholic Priest pertaining to the appropriateness of all elements of the Program in relation to the teachings and standards of the Roman Catholic Church.

5.1.2. Recruit, interview and recommend to the Catholic Contract Priest for his selection of teachers, substitutes and other volunteer workers for the Program.

5.1.3. Provide for their training including all necessary training materials (example:

literature, training forms, and supplies). Training materials must be reviewed by the NCOIC, Religious Affairs and approved by the Installation Chaplain.

5.1.4. Register all new parishioners and provide them with a welcome letter and a parish calendar as they relate to the Religious Education Ministries; maintain an up-to-date record of all registered members of the Catholic community; keep parishioners informed via email and weekly bulletin.

5.1.5. Be present during Religious Education Ministries and Faith Development events, as required. Arrive at locations one-half hour before the event and remain to ensure all areas are properly maintained and cleared.

5.1.6. Coordinate classroom, administrative and audiovisual support requirements for all

Religious Education Ministries and Faith Development program staff. Ensures all classes are staffed, securing the services of substitute teachers as needed.

5.1.7. Coordinate work assignments and hours for all volunteer Religious Education and

Faith Development programs as related to the overall Catholic program to ensure coverage of all classes, programs and events. Provide monthly hours for each volunteer to the Volunteer Program Manager.

5.1.8. Publish a yearly Religious Education Ministries and Faith Formation Teacher’s

Handbook and Calendar of events. Written approval by the Installation Chaplain prior to publication is required.

5.1.9. Resource teachers/helpers in the skills of teaching, to include two (2) sessions on classroom management by a certified teacher.

5.1.10. Communicate details of current and future programs to teachers, helpers, parents and students, in writing, as required.

5.1.11. Maintain enrollment and attendance records for all classes including student and teacher attendance. Keep such records current. Maintain current roster of teacher/staff volunteer names, addresses, phone numbers, email addresses.

5.1.12. Organize and implement preparation programs for the Sacraments of 1st

Communion and Confirmation to include training sessions and meetings for parents.

5.1.13. Acquire curriculum for all Catholic chapel sponsored small group Faith studies following the established chapel guidelines.

5.1.14. Assist in development and coordination Religious Education and Faith

Development programs for high school age Catholic youth and special adult education classes.

5.1.15. Identify, prepare and submit annual curriculum order and Program supply requirements for approval. Selection and ordering of annual curriculum will be coordinated with the Catholic Priest.

5.1.16. Establish and maintain a Religious Education Ministries and Faith Development resource program with a broad and orderly assortment of visual aids, object lessons, multimedia (computer, DVD) support, and general teaching aids to enhance religious education and faith formation effectiveness in all areas at the Hanscom AFB Chapel.

5.1.17. Maintain stocks, audio visual equipment and other essential material for use by teachers and store items and materials at the Hanscom Primary School.

5.1.18. Coordinate, or delegate a teacher, for all Sacrament rehearsals of Religious

Education and other Faith Development programs or events.

5.1.19. Train in-coming Catholic Religious Education Ministries Coordinator.

5.1.20. Maintain a current Religious Education Continuity Binder with current electronic backup that includes but not limited to:

5.1.20.1. Fund Requests

5.1.20.2. Facility Requests

5.1.20.3. Calendars

5.1.20.4. Curriculum

5.1.20.5. Rosters

5.1.20.6. Procedures

5.1.20.7. Training

6. The Hanscom AFB Installation Chaplain.

6.1. Reviews the contract annually to consider exercise of option.

6.2. Provides office space with desk, chair, computer, printer, filing cabinets, bookcases, phone, expendable office supplies and other items deemed necessary to perform services described in this PWS.

7. Performance location and schedule. The effort required by the contractor will be approximately 12 units (a unit each month) per year. The contractor shall perform duties and responsibilities at the Hanscom Chapel or designated alternate location if deemed necessary. The contractor is required to give the Chapel staff sufficient notice (minimum 48 hours) of any planned absence. The contractor will provide a substitute to perform services in their absence. This substitute must be of equal or greater capability than contractor and approved by the Installation Chaplain and/or the Contracting Officer. Contractor will develop a documented method of reimbursement for any substitutes.

8. Quality Assurance. The Contract Officer will monitor and inspect the contractor's performance, with guidance from the Contract Catholic Priest. The contractor is notified in writing of all noncompliance work, and is given an opportunity to correct, if possible, nonconforming work. The contractor is given an opportunity to respond in writing to any notice of noncompliance. The Contracting Officer Representative is a representative of the Contract Officer (CO) and will participate in the administration of this contract. Any matter concerning change to the scope, prices, terms, or the conditions of this contract shall be referred to the CO and the AFLCMC/PZIB Installation Contracting Branch Chief. All services to be performed by the Contractor during the period of the contract will be subject to review by the CO and the Contracting Officer Representative.

9. Security. The contractor will comply with all Chapel facilities security requirements.