PWS _Catholic RE Coordinator_ 10 Jan 24_Final.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

CATHOLIC RELIGIOUS EDUCATION COORDINATOR SERVICES

AT

JOINT BASE MCGUIRE-DIX-LAKEHURST (JB MDL),

NEW JERSEY

87th ABW/HC 10 January 2024

1.1 SCOPE OF WORK

1.1.1 Contractor shall perform as a Catholic Religious Education (CRE) Coordinator to support the Archdiocese for the Military Services (AMS) priest with implementation of a comprehensive Religious Education (RE) and Sacramental preparation program called for in the Minimum Requirements for the Pastoral Care of Catholic Personnel. Serve as the focal point, advisor, and coordinator for CRE services in accordance with the description and duties identified herein. Anticipate 90 children and 30 volunteers.

1.2 SPECIFIC TASKS

1.2.1 Complete Installation background check as described in DoDI 1402.5 and local operating procedures with a favorable determination within seven days of contract start date or employee replacement.

1.2.2 Coordinate regular RE opportunities to include Adult RE, Rite of Christian Initiation of Adults (RCIA), Confraternity of Christian Doctrine (CCD), and Sacramental Education for First Communion, First Reconciliation, and Confirmation.

1.2.3 Coordinate weekly RE program for preschool through adults, as approved by the Catholic Chaplain in consultation with the Joint Base Senior Chaplain or his/her designee. All curriculums will be approved at least 30 days before a session.

1.2.4 Manage the AMS Family Faith Assessment online resource to support at-home family faith learning.

1.2.5 Provide registration activities in August and September for those participating in the program. Ensure that registrations, to include the names of children and volunteers, are forwarded to the Catholic Chaplain or designee each semester within three days prior to RE class start date.

1.2.6 Visit each class at least once a quarter or as requested by volunteer teachers.

1.2.7 Be present and arrange for volunteers during RE classes and at least one-half hour before classes begin and present until classes are over and the area is cleared.

1.2.8 Coordinate classroom, administrative and audiovisual support requirements for all RE volunteers.

1.2.9 Support planning and execution of Advent and Lenten Special Events and services to educate families and the entire Catholic community concerning the Catholic faith.

1.2.10 Work collaboratively with other Catholic ministries to ensure an integrated approach to the catechetical efforts.

1.2.11 Be an active participant of the Catholic chapel program by attending each service at least once every quarter, networking with members, and participating in chapel-wide events .

1.2.12 Ensure all classes are staffed with background-check-cleared volunteers, securing the services of substitute teachers as needed. Recruit, properly vet, and train all necessary teachers and helpers no later than two weeks prior to the start of classes.

1.2.13 Utilize chapel social media Sites in accordance with established policies (policies provide by the Chapel).

1.2.14 Maintain current and potential roster of teacher/staff/substitute volunteer names, addresses, phone numbers, and email addresses.

1.2.15 Care for volunteers and program participants through recruiting, training, and volunteer recognition. Plan events to honor and recognize the volunteer staff during the year. Minimum volunteer recognition is one event per school year and may be in conjunction with other chapel events or RE celebrations.

1.2.16 Provide orientation for new volunteers in facilities, funding, RE policies, and available resources.

1.2.17 Organize at least two volunteer teacher training events each year, one in the fall and one in the spring. The Fall event will occur at least two weeks prior to the start of fall classes. Spring event will occur at least two weeks prior to the start of the spring semester.

1.2.18 Provide weekly teacher packets for each teacher to include all materials necessary for class activities.

1.2.19 Assist in the development of teacher training, special adult education classes and special seasonal events associated with the Catholic RE calendar, to include but not limited to: Children’s Christmas programs, Children’s Easter program, and Annual Fall kickoff.

1.2.20 Ensure all volunteers working with youth below 18 years of age receive an Installation background check as described in Department of Defense Instruction (DoDI) 1402.5 and local operating procedures. Detailed background checks will be conducted at government expense. All volunteers must submit Installation Records Check (IRC) annually (forms provided by the Chapel). IRCs must be completed before teaching in the program.

1.2.21 Participate in the preparation of Major Command (MAJCOM) and Wing directed inspections and briefings.

Implement policies pertinent to the RE program in conjunction with the Catholic Chaplain.

1.2.22 Project a professional demeanor at all times. Dress and appearance during contract performance should be conservative and in good taste, appropriate to the level of the activity.

1.2.23 Communication skills, both orally and writing are clear and concise with all. Communicate with parents/sponsors concerning student absences or disciplinary problems within 24 hours of absence or problem.

Consult with the Catholic Chaplain about any/all disciplinary problems immediately - after the event or during the event, if necessary. If the disciplinary problem remains unresolved, the RE Coordinator and the Catholic Chaplain will elevate the matter to the Joint Base Senior Chaplain and Superintendent. Contractor will make every effort to solve matters at the lowest level.

1.2.24 Work with appropriate Chapel staff members and Catholic volunteers to ensure their support and involvement in the catechetical program. Prepare regular meetings for the parents of children involved in Sacramental. Coordinate all sacramental preparation meetings, and retreats for school-aged children. Prepare all materials for the sacramental education program.

1.2.25 Maintain an accurate and current inventory of all curriculum and resource materials. Establish and maintain a RE resource program with a broad and orderly assortment of visual aids, object lessons, multi-media support, and general teaching aids to enhance RE effectiveness in all areas at the JB MDL Chapel. Reproduce necessary RE materials in compliance with copyright laws. All material produced is property of the federal government.

1.2.26 Assist in the development of annual Chapel Tithes and Offering Fund (CTOF) budgets, as directed/specified by the Catholic Chaplain. Identify and prepare annual curriculum order, library, and supply requirements to the Catholic Chaplain and Joint Base Senior Chaplain for approval. Request funds for the purchase of books, materials, equipment, and supplemental services using the appropriate request forms (forms provided by the chapel).

1.2.27 Participate in the planning process for the next year’s schedule, budget, and activities. Specific timelines are identified in Parish Manual, JB MDL Chapel Operating Instruction (OI) 52-2, and the Catholic Advisory Council (CAC) processes. In consultation with the Catholic Chaplain, develop and submit an 18-month annual planning calendar each April to be reviewed at the annual CAC planning meeting to include summer events and the following RE year (September-June). Plan must be submitted for approval no less than two weeks prior to the anticipated meeting date. Provide planning assistance for any Catholic program with a RE component (e.g. retreats, seminars, etc).

1.2.28 Prepare facility requests for all RE activities. Take care of chapel facilities, equipment and spaces used.

Prepare and clean rooms, equipment and supplies each week. Report room/building problems to facility manager or NCOIC within one duty day. Follow up with Catholic Chaplain as necessary for unresolved issues. Ensure that all facilities used are properly secured, to include all doors and windows, following the conclusion of a program.

Provide annual submission of facility request forms (provided by the Chapel) by deadline established by Chapel Facilities OI to the Catholic Coordinator for appropriate routing. One-time usage request forms (provided by the Chapel) will be submitted to the Catholic Coordinator for appropriate routing as soon as the need for facility space is known.

1.2.29 Publish a yearly RE Teacher’s Handbook, RE Participant’s Handbook and Calendar of events in accordance with AMS guidance.

1.2.30 Maintain current Continuity Binder(s) including, but not limited to Purchase Records, Disbursement Requests, Facility Requests, After Action Reports, Calendars, Curriculum, Rosters, Procedures, and Training. Files will be accessible to the Catholic Chaplain and to the chapel staff.

1.2.31 Comply with the mandatory training required for all contractors. CRE is responsible for maintaining current training records. Adhere to computer security requirements and usage. CRE is responsible for remaining current on all computer security training requirements.

1.2.32 Attend and participate in chapel meetings as follows: CAC meetings as a non-voting advisor, designated faith group leader meetings, and weekly Chapel Staff meetings. Additionally, the Coordinator will participate in the annual Catholic planning meeting.

1.2.33 CRE will research and compile RE statistical information in the form of charts, graphs, and reports to be presented quarterly at the CAC meeting. Reports are to be submitted five duty days prior to CAC meetings, by e-mail, to the Catholic Chaplain.

1.2.34 Submit after-action reports, as directed by the Catholic Chaplain, for each special program and for each semester of regular activities no later than seven days after each event.

1.2.35 Draft and produce publicity materials for Chapel RE programs in a timely manner. Materials will be submitted to Catholic Chaplain at least three duty days prior to deadlines for publication, submission, etc. All material produced is property of the federal government.

1.2.36 Complete appropriate monthly reports, as directed by the Catholic Chaplain. Monthly reports must be given to the Catholic Chaplain no later than the second duty day of each month. All RE activities must be documented.

1.2.37 Provide necessary planning and reporting as mandated by local policy/instruction (provided by the Chapel), MAJCOM requirements (provided by the Chapel), and USAF requirements (provided by the Chapel).

1.2.38 Participate in chapel decorating/un-decorating and other clean-up/work days on a seasonal basis.

1.2.39 Advise the Catholic Chaplain (the approving authority) of all matters concerning the RE program.

1.2.40 Work with the respective faith-group CRE for Vacation Bible School or other ecumenical Chaplain Corps RE programs.

1.2.41 Work closely with the Catholic Chaplain and Catholic Leaders to ensure integration of sacramental program into the Liturgy.

1.2.42 Maintain communication with volunteers, students (adult and youth), parents, chapel staff, base personnel, and others as required regarding current and upcoming programs.

2.1 QUALIFICATION/EDUCATION REQUIREMENTS

2.1.1 The contractor must meet/exceed the following qualifications:

2.1.1.1 Must have and present a high school diploma or equivalence.

2.1.1.2 Must be a practicing Catholic who has received the Sacrament of Confirmation (must provide certificate of completion with resume or prior to employee replacement start date), as stated in the directives of the AMS Priests’ Manual.

2.1.1.3 Must be a certified AMS Catechist (must provide Basic Catechist Certification with resume or prior to employee replacement start date).

2.1.1.4 Advanced Certificate Program completion preferred prior to award of position. If not completed prior to the award of position, Catholic CRE must pursue and complete an advanced certificate within 120 days of contract start date or employee replacement start date at their own expense.

2.1.1.5 Must have Current Safe Environment Training completion (must provide certificate with resume or employee replacement start date) as called for in the United States Conference of Catholic Bishop’s (USCCB’s) Charter for the Protection of Children and Young People, article 138 and military instructions and regulations.

2.1.1.6 Must have recent (within the last 18 months) experience in teaching, coordinating or directing a RE program in a chapel/church setting.

2.1.1.7 Must have basic proficiency with computers and Microsoft software. Give evidence of skill via previous experience, work history, or volunteer history.

2.1.1.8 Must have an ability to work unsupervised in a fluid and sometimes-stressful environment with staff, and volunteers.

2.1.1.9 Must Possess an ability to maintain healthy, functional interpersonal relationships with coworkers and customers.

2.1.1.10 Must Be able to maintain professional, courteous relationships with Chaplain Corps staff, other chapel community contractors, and chapel community participants. At no time speak in a derogatory or negative manner about any of the chapel staff or contractors.

2.1.1.11 Must provide documented ability to work in the pluralistic environment.

1285829573C Sticky Note Completed set by 1285829573C

1285829573C Sticky Note Accepted set by 1285829573C

2.1.1.12 Must submit a minimum of one letter of reference, two preferred, from Catholic Pastors demonstrating enthusiasm and fitness for RE ministry.

2.1.1.13 Must furnish a resume of qualifications including academic and work related references.

References must include recent employment from the past year.

SERVICES DELIVERY SUMMARY (SDS). The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each requirement.

SDS# PERFORMANCE

REQUIREMENT

PWS

PARAGRAPH

PERFORMANCE

STANDARD

METHOD OF

ASSESSMENT

1 Maintain Core Duty Hours 6.1

Hours must be IAW the PWS core duty hours and with a retention rate of 75% of the 12 month

Year

Periodic Evaluation/Annual

2 Plan, direct and implement the various programs

1.2.2, 1.2.3, 1.2.7, 1.2.8, 1.2.9, 1.2.15, 1.2.18, 1.2.39, 1.2.40, 1.2.41, 1.2.42

Coordinate programs with Catholic Chaplain

Periodic Evaluation

3 Establish and maintain an RE resource program

1.2.25, 1.2.26, 1.2.

Enhance religious education effectiveness in all areas Periodic Evaluation

4 Research and select Catholic RE curriculum/material

1.2.3, 1.2.24, 1.2.29, 1.2.35, 1.2.40

Coordination with Catholic Chaplain Periodic Evaluation

5 Provide administrative support

1.2.5, 1.2.8, 1.2.11, 1.2.13, 1.2.18, 1.2.21, 1.2.23, 1.2.24, 1.2.28, 1.2.30, 1.2.31, 1.2.32, 1.2.34, 1.2.39, 1.2.41, 1.2.42

Coordinate with Catholic Chaplain

Periodic Evaluation

6 Maintain/monitor background checklists 1.2.20

Provide forms for and maintain records of teacher/volunteer complete background check requirements

Evaluated with each new teacher/volunteer

7 Report RE teachers’ attendance, track their hours

1.2.14, 1.2.33, 1.2.36

Work with teachers/volunteers for weekly attendance to be submitted to Catholic

Chaplain

Periodic Evaluation

8. Train RE teachers/volunteers

1.2.6, 1.2.7, 1.2.11, 1.2.12, 1.2.16, 1.2.17, 1.2.19

Recruit and train teachers, substitutes, and volunteers; provide workshops as required

Periodic Evaluation

3.1 GENERAL INFORMATION

3.1.1 Non-personal services and/or inherently governmental services.

3.1.2 The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the PCO immediately. These services shall not be used to perform work of a policy/decision making or management nature of personal services, or give the perception of personal services. If the contractor feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the PCO immediately. These services shall not be used to perform work of a policy/decision making or management nature, (e.g., inherently governmental functions). All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

4.1 GOVERNMENT PROVIDED FACILITIES, EQUIPMENT AND SERVICES

4.1.1 The government provides one CAC card/Base access to single service provider. Contractor is responsible to provide Base/Computer access to any employees.

4.1.2 Requirement for supplies will be submitted in writing to the Catholic Chaplain in accordance with local operating procedures (provided by the Chapel). Advise Catholic Chaplain when supplies and materials are needed, place orders in accordance with JB MDL CTOF operating instructions (provided by the Chapel).

4.1.3 Government-owned equipment will not be tampered with or removed from government facilities without the permission of the Catholic Chaplain. Equipment moved from a Chapel facility will be signed out with an AF IMT 1297 (provided by the Chapel). All equipment signed out must be accounted for with AF 1297 and inspected prior to return for damages.

4.1.4 The government provides office space with desk, chair, visitor's chair, computer, printer, copier access, filing cabinet, bookcase, phone, fax access, scanner access, and storage closet in building, expendable office supplies and other items deemed necessary by the government to perform services described in this PWS. Equipment and office may be shared with other contractors or chapel staff as necessary. The contractor supplies preferred supplies, along with personal transportation.

4.1.5 Contractor must be responsible for keys provided by the government. For access to the facility during non-duty hours as well as office access, a key or keys will be provided. Keys shall be safeguarded and will not be duplicated. All keys will be returned on revocation of this service agreement. Contractor will report any duplicated, lost or misplaced keys to the government within one (1) hour of the discovery of the occurrence to the Catholic Chaplain. Contractor will reimburse the government for replacement of all locks or rekeying required as a result of keys being duplicated, lost or misplaced by Contractor or while under the responsibility of Contractor. Contractor will be responsible for security of facilities and property made available by the government in conjunction with the performance of this service agreement. Contractor will also employ accountability methods consistent with Chapel Operating Instructions. Contractor must secure the facility as appropriate.

5.1 PERFORMANCE LOCATIONS

5.1.1 CRE Coordinator shall provide services at the following chapels: McGuire building 2503, Dix building 5240, and North building 3827 on JB MDL.

6.1 CORE DUTY HOURS

6.1.1 Contractor must work in the office a minimum of 24 regularly scheduled office hours per week during normal duty hours, 0730-1630 on Monday - Friday, and on at least three (3) different weekdays: mandatory

Mondays/mandatory Tuesdays and third day of the week during normal duty hours as collaborated with and approved by the Catholic Chaplain. Office hours must be collaborated and approved by the Catholic Chaplain within 14 days of contract start date or employee replacement. Office hours include coordination, meetings, consultation, and program planning.

6.1.1.1 In addition to office hours, contractor must fulfill RE class requirements on Sundays, 0830-1030, during the months of September through May.

6.1.1.2 Schedule subject to change based off of the needs of the government. All schedule changes must be coordinated with/approved by the Catholic Chaplain at least 14 days prior to change start date.

6.1.2 The following Federal Legal Holidays are observed by this base and may require contractor to work regardless of holiday, New Year’s Day 1 January, Martin Luther King’s Birthday Third Monday in January, Presidents Day Third Monday in February, Memorial Day Last Monday in May, Juneteenth Day, Independence Day 4 July, Labor Day First Monday in September, Columbus Day Second Monday in October, Veterans Day 11 November, Thanksgiving Day Fourth Thursday in November and Christmas Day 25 December.

7.1 SUBCONTRACTING

7.1.2 Contractor is responsible for locating and arranging for a suitable replacement if service provider is not available for any required service(s). The contractor shall locate and submit qualification documents for future replacement/substitute within two weeks of the proposed substitution.

7.1.3 The contractor shall be responsible to ensure the replacement can perform subject services as called for in the PWS. Contractor shall be responsible to provide needed base access for any and all replacements/subcontractors.

Contractor shall ensure all replacements/substitutes meet or exceed the qualifications of the PWS and written documentation of substitute qualifications shall be provided to the Catholic Chaplain a minimum of two weeks prior to required services.

7.1.4 The Catholic Chaplain will determine the acceptability of substitute personnel. If the replacement/substitute is unsuitable, the Contractor shall nominate additional suitable replacements and receive approval prior to service provider’s absence.

7.1.5 In the event of a service provider emergency, contractor shall find a replacement meeting or exceeding qualification stated in the PWS and submit all qualification documents to Catholic Chaplain within 5 calendar days of service provider’s departure. Submittal of unqualified candidates does not extend the 5 calendar day requirement.

APPENDIX:

1. Department of Defense Instruction (DODI) 1402.5, “Criminal History Background Checks on Individuals in Child Care Services”: http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/140205p.pdf

2. Installation Records Check Forms (IRC): Provided by the Chapel

3. Archdiocese of the Military Services (AMS) Family Faith Assessment Online: http://www.milarch.org/resources/

4. Local Operating Procedures: Provided by the Chapel

4. Parish Manual: Provided by the Chapel

5. Joint Base McGuire Dix Lakehurst Chapel Operating Instruction (OI) 52-2: Provided by the Chapel

6. Chapel Facility Operating Instruction (OI): Provided by the Chapel

7. Archdiocese of the Military Services (AMS) Faith Formation Guidance: http://www.milarch.org/faith-formation/

8. Archdiocese of Military Services (AMS) Priest Manual: http://www.milarch.org/ams-priests-manual/

9. Archdiocese of Military Services (AMS) Catechist Basic Certification: http://www.milarch.org/catechist-certification/

10. Archdiocese of Military Services (AMS) Advanced Certification: http://www.milarch.org/catechist-certification/

11. United States Conference of Catholic Bishop’s (USCCB) for Child and Youth Protection:

http://www.milarch.org/child-and-youth-protection-training/

12. Chapel Tithes and Offerings Fund (CTOF) Operating Instruction (OI): Provided by the Chapel http://www.esd.whs.mil/Portals/54/Documents/DD/issuances/dodi/140205p.pdf http://www.milarch.org/resources/ http://www.milarch.org/faith-formation/ http://www.milarch.org/ams-priests-manual/ http://www.milarch.org/catechist-certification/ http://www.milarch.org/catechist-certification/ http://www.milarch.org/catechist-certification/ http://www.milarch.org/child-and-youth-protection-training/

SERVICES DELIVERY SUMMARY (SDS). The service requirements are summarized into performance outcomes that relate directly to mission essential items. The performance thresholds describe the minimum acceptable levels of service required for each requir...