Catholic Consolidated PWS

Peterson AFB Catholic Coordinator Services Performance Work Statement

(PWS)

Colorado Springs, CO

1.0 OVERVIEW

1.1 Catholic Religious Education Coordinator (CREC): The contractor shall serve as a Catholic Religious Education Coordinator (CREC) for the Base Chapel on Peterson Air Force Base, Colorado. The CREC duties shall include the religious needs of children, grades Pre-Kindergarten through 12 and adults as well as the preparation for the Sacraments of Baptism, Reconciliation, First Eucharist, Confirmation and the Rite of Christian Initiation of Adults (RCIA). The CREC shall serve as a resource person, advisor, and coordinator of religious education for the Peterson AFB Catholic Community. The CREC shall manage the day-to-day operation of the CREC program. The CREC shall coordinate religious and worship requirements with the Catholic Chaplain. The contractor shall be able to work in a pluralistic environment in order to meet the demands of our unique parish blend.

1.2 Catholic Parish Coordinator (CPC): The Catholic Parish Coordinator (CPC) is responsible for the overall calendar development, program development, program coordination, budget development, database management, and program publicity.

2.0 SPECIFIC RESPONSIBILITES

2.1 CREC Responsibilities

2.1.1 Contractor shall coordinate a CREC program with the Catholic Chaplain and in his absence the Wing Chaplain as approved by the guidelines set forth by the Air Force Chaplain Corp Air Force Instruction (AFI) 52.101, para 4.3. and 4.4 to ensure curricula will not denigrate any religious group. Contactor shall present curriculum and literature for approval to the Catholic Chaplain and in his absence the Wing Chaplain.

2.1.2 Contractor shall organize classes; recruit and train volunteer catechists, substitutes, and other necessary staff to include:

2.1.2.1. Sacramental preparation of Baptism, Reconciliation, First Eucharist, Confirmation, and RCIA.

2.1.2.2. Weekly Confraternity of Christian Doctrine (CCD) classes during the school year.

2.1.5. Contractor shall plan events and consider ways to honor and recognize the volunteer staff during the year.

2.1.6. Contractor shall schedule and organize Ecumenical Vacation Bible School in consultation with the Catholic Chaplain; recruit volunteer teachers and staff, and request the appropriate materials when such a program is deemed necessary.

2.1.7. Contractor shall coordinate the Children’s Church program, recruit staff, procure necessary materials and supplies; train volunteer staff as needed.

2.1.8. Contractor shall attend weekly meetings with the Catholic Chaplain and Staff.

2.1.9. Contractor shall attend the monthly Catholic Advisory Council meeting (as a non-voting member) and provide a program status report.

2.1.10. Contractor shall, in consultation with the Catholic chaplain, develop a proposed 12 month RE calendar of events, scheduled classes; CTOF budgets, for presentation at the July Pastoral Council meeting.

2.1.11. Contractor shall arrange and coordinate ongoing registration and maintain a database of rosters for students, catechists, staff and candidates for sacraments.

2.1.12. Contractor shall keep a record of enrollment and attendance in all classes.

2.1.13. Contractor shall submit monthly attendance reports to the Catholic Chaplain no later than the last Monday of each month.

2.1.14. Contractor shall arrange the logistical needs of the teaching staff. Maintain adequate supplies of consumable materials. Contractor inventories resources, equipment, and requests purchase of items to meet the needs of the CREC program.

2.1.15. Contractor shall, in coordination with the Catholic Chaplain or in his absence the Wing Chaplain, be responsible for the proper scheduling of events, securing of the facilities, arranging transportation needs and submitting CTOF funds requests in accordance with local policy provided.

2.1.16. Contractor shall project the required amount of CREC curriculum material and submit an annual order to the Catholic chaplain.

2.1.17. Contractor shall maintain a continuity file that includes all CREC program attendance, teacher handbooks, calendar of events, Catechist certifications, forms, CTOF RE budget and expenses, RE rosters and all reports detailing funding spent. Must be completed and submitted to the Catholic chaplain within two weeks after the event.

2.1.18. Contractor shall solicit ideas and suggestions for special events from the members of the program and submit compiled data to the Catholic Chaplain.

2.1.19. Contractor shall plan and conduct catechist training in coordination with the Catholic Chaplain or in his absence the Wing Chaplain.

2.1.19.1 Contractor shall ensure catechists are enrolled in Archdiocese for the Military USA (AMS) certification training.

2.1.20. Contractor shall open and secure the chapel building and other facilities used for CREC activities for all scheduled events.

2.1.21. Contractor shall visit each class at least once a quarter or as required by catechists.

2.1.22. Contractor shall hold quarterly planning meetings with the catechetical committee/Catholic Chaplain to review CREC program.

2.1.23. Contractor shall maintain the CREC office and storeroom in a clean, orderly, and safe manner.

2.1.24. Contractor shall submit CREC reproduction needs (publicity, bulletins, and newsletters) by suspense dates in accordance with local operation instructions to Catholic Chaplain.

2.1.25. Contractor shall ensure CREC staff is aware of local safety requirements and procedures.

2.1.26. Upon award, or new hire, the contractor shall submit an application for a background check to the chapel staff according to the Department of Defense Instruction (DoDI) 1402.5, Criminal History Background Checks within 2 business days.

2.1.27. Contractor shall ensure all volunteers working with youth below 18 years of age receive a background check as described in DoDI 1402.5 and submit application to program Noncommissioned Officer in Charge (NCOIC).

2.1.28. Contractor shall be neatly groomed and wear business/business casual clothing depending on the event.

2.1.29. Contractor shall answer questions and inquiries about the CREC program.

See Section 5.4 Staffing Plan

2.2 CPC Responsibilities

2.2.1. Attend weekly meetings with the Catholic Chaplain and in his absence with the Wing Chaplain. Attends the Catholic Advisory Council meeting (as non-voting member) and presents to the council the consolidated reports of the contract staff, other program elements, and volunteer organizations within the faith community.

2.2.2. Collect data for the annual Catholic Community budget. The CTOF budget shall be compiled from staff input and presented for approval to the Catholic Advisory Council. The CPC coordinates purchase request for acceptance by the Catholic Chaplain and in his absence with the Wing Chaplain.

2.2.3. Develops and tracks a 12-month Calendar of Events to be compiled from community inputs and presented for approval to the Catholic Advisory Council.

2.2.4 Maintains an inventory of all current forms of the Archdiocese for the Military Services, USA (AMS).

2.2.5 Makes provision for an on-going faith community registration and a twice yearly community-wide update.

2.2.6 Serves as a central source of information on Catholic volunteer personnel, calendars, CTOF budgets, rosters, and on-going and projected events.

2.2.7 Orients and trains volunteers on internal chapel procedures.

2.2.8 Receives and consolidates all Catholic community publicity in final form for Chapel Staff reproduction and distribution. This includes but not limited to:

2.2.8.1 Weekly Catholic Community bulletin.

2.2.8.2 Weekly Catholic Community pulpit announcements.

2.2.8.3 Weekly General Intercessions for Catholic Liturgy.

2.2.8.4 Monthly Liturgical Minister’s Schedule.

2.2.9 Maintains a continuity book of assigned CPC duties to include:

2.2.9.1 A listing and description of each required task and the procedures for accomplishing these tasks.

2.2.9.2 Continuity files of all major Catholic community events.

2.2.10 Schedules events, ensures facility security, and submits CTOF funds requests in conjunction with the Catholic Chaplain and in his absence with the Wing Chaplain.

2.2.11 Answering questions and inquiries, providing information, offering guidance on chapel and Catholic programs.

2.2.12 Schedules for a replacement priest in consultation with the Catholic Chaplain and in his absence with the Wing Chaplain. In the event a replacement priest is not available, the contractor shall provide to the community members times and locations of Masses in the local area.

2.2.13 Coordinate for a liturgical service on weekdays.

2.2.14 Schedules community members to attend Baptism classes; prepares baptismal packet, ensures chapel availability for the Baptism; types and files AMS baptismal paperwork in a timely manner.

2.2.15 Coordinates with the Catholic Chaplain and in his absence with the Wing Chaplain in preparing special programs, e.g., marriage and spiritual retreats.

2.2.16 Files Sacrament of Marriage paperwork with AMS and with the church of baptism of those Catholics married at the Peterson Chapel.

2.2.17 Completes monthly AF1270 forms (Chaplain Corps Report) and Quarterly AMS reports in consultation with the Catholic Chaplain and in his absence with the Wing Chaplain.

2.2.18 Upon award of the contract, the contractor must submit an application for a background check to the chapel staff according to Department of Defense Instruction (DODI 1402.5), Criminal History Background Checks.

2.2.19 Ensure all volunteers working with youth below 18 years of age receive a background check as described in DODI 1402.5 and submit application to program NCOIC.

See Section 5.4 Staffing Plan

3.0. SERVICE SUMMARIES: PERFOMANCE EVALUATION: The Government will evaluate the Contractor’s performance by appointing Contracting Officer Representatives (COR) who will monitor performance and ensure services are received. This information is used to validate invoices from the Contractor. Monitoring is based on the SS’s Performance Objectives in the table below. The Government may evaluate each SS as frequently as it deems necessary.

3.1. TABLE:

4. Files Sacrament of Marriage paperwork with AMS. Files Baptismal paperwork with AMS

4.0. GOVERNMENT FURNISHED PROPRERTY: The Main Contractors Office located in the Peterson Base Chapel has adequate work and storage space with computer, telephone, copier needs, and office supplies available to conduct official contractor duties. The contractor will be issued two (2) chapel keys to gain Building 1410 access: One (1) Chapel Entrance Key and one (1) Administrative Office Key. Keys will only be used in the capacity of work duties.

5.0. GENERAL INFORMATION

5.1. SECURITY. Contractor shall provide name, birthday, and SSN to 21 SW/HC no later than three days after contract award for base access.

5.2. Contractor shall be proficient in word-processing, bulletin production, database management, and accounting computer programs in a Microsoft Windows environment; be able to produce word processing, database management, and accounting products in a Microsoft Windows environment.

5.3 Hours of Work

5.3.1 CREC Hours of Work. The government requires 20 hours per week, during established core office hours and weekly meetings. The core hours are: Sunday 0730-1000, Monday and Wednesday 1000-1400. These hours of work may be adjusted to accommodate evening meetings. The remaining unscheduled work hours are to be fulfilled according to the needs of the parish (i.e. scheduling, submitting request forms, overseeing programs, etc).

5.3.2 CPC Hours of Work. The Government estimates approximately 20 hours per week based on historical workload data. The core hours are: Sunday 0900-1200, Monday and Wednesday 1000-1600. These hours of work may be adjusted to accommodate evening meetings. The remaining estimated unscheduled work hours are to be fulfilled according to the needs of the parish (i.e. scheduling, submitting request forms, overseeing programs, etc).

5.3.3 The contractor shall be available a minimum of the core 20 hours per week as mentioned under 5.3.2. However, additional hours may be required to meet contract requirements outlined under paragraph 2 to accommodate seasonal programs and holiday events (i.e. Easter and Christmas).

5.4 Staffing Plan

5.4.1 The Contractor shall submit a Staffing Plan to include personnel qualifications to the Catholic Chaplain and in his absence with the Wing Chaplain for technical acceptance within 30 days of contract award.

5.4.2 The CREC and CPC shall be required to perform services simultaneously. The Staffing Plan, at minimum shall include coverage for Chapel services requiring simultaneous performance and proposed Substitution List.

5.4.3 Substitute shall meet the requirements for the position as outlined in this Performance Work Statement (PWS).