PWS Catholic RE Coordinator (updated as of 9 Mar 23).pdf

PERFORMANCE WORK STATEMENT (PWS) FOR

TYNDALL AIR FORCE BASE

CATHOLIC RELIGIOUS EDUCATION (RE) COORDINATOR

Table of Contents

SECTION 1 Title

SECTION 2 Scope of Responsibilities

SECTION 3 General Responsibilities

SECTION 4 Specific Responsibilities

SECTION 5 Minimum Program Requirements

SECTION 6 Education, Qualifications, and Experience

SECTION 7 List of Organization-furnished Workspaces, Supplies, and Equipment

SECTION 8

Other

SECTION 9 Compliance with Public Law

SECTION 10 Government Down-time for Various Authorities Including the President, Secretary of Defense, Secretary of the Air Force or Appropriate Commander

APPENDIX Sample Corrective Action Report (CAR)

PERFORMANCE WORK STATEMENT

TYNDALL AFB CHAPLAIN CORPS

CATHOLIC RELIGIOUS EDUCATION (RE) COORDINATOR

(20230309)

1. Title. Catholic Religious Education (RE) Coordinator

2. Scope of Responsibilities. Provide services as a Catholic Religious Education Coordinator for regularly scheduled Catholic Religious Education classes and events and is to be monitored by the Catholic Chaplain/GS Priest.

3. General Responsibilities. The Catholic Religious Education Coordinator will:

3.1. Become familiar with the needs of the entire community and assist the Catholic Chaplain/GS Priest in planning a religious education program involving all members of the Catholic Community supplemented with sacramental preparation and adult continuing education. This includes Baptism instruction classes for parents and sponsors, and any required correspondence with the community on behalf of parents and/or sponsors.

3.2. Be available to meet with the Catholic Chaplain/GS Priest (as needed) and attend the monthly Catholic Community Council meetings and scheduled chapel staff meetings.

3.3. Maintain a positive working relationship with the Catholic Chaplin/GS Priest, Chaplain

Corps team, and contractors in a multifaith environment.

3.4. Maintain designated areas of the chapel and other applicable areas in a clean, orderly, and safe manner.

3.4.1 Assist in safeguarding government and chapel property, equipment, and supplies by ensuring that facilities, used in conjunction with Catholic RE programs, are cleaned and secured after use.

3.5. Assist in requests for supplies, transportation, and facilities, in consultation with the

CTOF Account Manager, Facility Manager and/or NCOIC, Religious Affairs.

3.6. Maintain all Catholic records archival material including After-Action and historical reports and submit as appropriate to Archdiocese for the Military Services (AMS).

3.7. Submit announcements to the Catholic Chaplain/GS Priest and/or POC when necessary for publication in the weekly community bulletin. This may include coordinating the publication of Catholic materials weekly.

. 3.8. Coordinate use and maintenance of Catholic Community Resource Library including books, videos, and audio media.

3.9. Represent all educational interests of the Catholic Community as an ex-officio member of the Community Council.

3.9.1. Update and/or prepare RE specific slide(s) for the Catholic Community Council meeting agenda and weekly HC Meeting; provide RE activity data and trends to the Catholic Chaplain/GS Priest for the monthly Air Force Chaplain Corps Activity Reporting System (AFCCARS).

3.9.2. Coordinate with the Catholic Community Ministry groups as needed.

3.10. Comply with all Federal, State, and Local Laws/requirements and Air Force

Instructions that apply to this position per DAFI 52-105.

3.11. Satisfactorily complete an Installation Records Check (IRC) and National Agency

Check (NAC) IAW Department of Defense Instruction (DODI) 1402.5, Criminal History Background Checks on Individuals in Child Care Services.

3.11.1. Disqualifying information on the background check can be grounds for termination of the contract. In accordance with AFI 52-101, the Wing Chaplain has final approval authority for personnel (including contractors) working or participating in military-sanctioned chapel programs.

3.11.2. Provisional background check guidance: While the contractor is waiting for background check determination and has started performing duties, he/she will remain under line of sight supervision (LOSS) at all times while around children under the age of 18 years when parents or guardians are not present.

3.11.3. The Government shall reserve the right to terminate the contract if the required background check is not completed within 60 days of contract award or if the background check reveals disqualifying information as determined by the Wing Chaplain.

3.11.4. The contractor has the right to obtain a copy of any background check results pertaining to them and to challenge the accuracy and completeness of the information contained in the report.

3.12. The contractor must ensure that all volunteers working with youth below 18 years of age have a favorably adjudicated background check as described in DoDI 1402.05, Criminal History Background Checks on Individuals in Child Care Services. The RE Coordinator shall ensure that all specified volunteers and individuals pending favorable adjudication remain under Line of Sight Supervision when children are present. Line of Sight Supervision is also required for all non-specified volunteers as described in DAFI 52-105.

3.13. Be certified according to the requirements for the RE Coordinator position as required by the Archdiocese for the Military Services (AMS), USA, per the RCIA manual for training and see that all teachers complete their RCIA certification requirements.

4. Specific Responsibilities. The Catholic RE Coordinator will:

4.1. Coordinate the following elements of religious education:

4.1.1. Rite of Christian Initiation of Adults (RCIA)

4.1.2. Rite of Christian Initiation of Children (RCIC)

4.1.3. Youth ministry program and materials involved.

4.1.4. Adult education program.

4.2. Organize all religious education enrollment procedures.

4.3. In consultation with the Catholic Chaplain/GS Priest, formulate, edit, and publish class schedules and teachers’ training materials throughout the school year.

4.4. Coordinate the Christian Formation programs and ensure the weekly class schedules implement an overall vision of Catholic Religious Education.

4.5. Maintain curriculum and supplies for all Catholic RE activities, including extra materials for participants arriving in the midst of the program year, and create the weekly class schedules.

4.6. In consultation with the and Catholic chaplain/GS Priest, NCOIC Religious Affairs and

CTOF Account Manger submit Chapel Tithes and Offering Fund (CTOF) budget requirements, and appropriated fund budget Catholic requirements.

4.7. Determine requirements for RE literature, supplies, and related materials.

4.7.1. Submit budget requirements to the Catholic Chaplain/GS Priest and the CTOF Account Manager as needed.

4.7.2. Assist with the request for purchases of Christian Formation curriculum annually and as needed through appropriated funds, if available and appropriate, or through CTOF.

4.7.3. Assist with submitting fund requests to the Account Manager, as needed.

4.7.4. Inventory curriculum, materials and related items received by chapel;

advise the Catholic Chaplain/GS Priest as to additional needs.

4.7.5. Assist with requesting the restocking of expendable supplies from appropriated and non-appropriated sources.

4.8. Maintain and update program information throughout the program.

4.8.1. Review needs for RE periodicals and other materials for new, innovative ideas.

4.8.2. Maintain liaison with the local diocese for workshops, seminars and other growth events.

4.9. Develop and maintain communication among staff volunteers.

4.9.1. Coordinate with the Catholic Chaplain/GS Priest and chapel staff.

4.9.2. Arrange for any announcements pertaining to RE for the weekend announcements or to go to the base.

4.10. Recruit (as required) community catechists, aides, substitutes, and other volunteers and provide comprehensive in-service training for new teachers.

4.10.1. Assist in obtaining substitute teachers as needed.

4.10.2. Provide orientation for substitutes in facilities, funding, chapel policies, and available resources.

4.10.3. Ensure substitutes are aware of local safety requirements and procedures.

4.11. Organize catechists commissioning for the annual Catechetical Sunday celebration.

4.12. Develop and maintain catechist placement process and formation Program.

4.13. Interview each new catechist to discuss qualifications, expectation, and requirements.

4.14. Place each person in the appropriate position based on the needs of the program and the person’s abilities and desires.

4.15. Provide for monthly teachers’ meetings and catechist formation sessions.

4.16. Provide up-to-date and practical training and secure the services of a specialist for catechetical training when necessary.

4.17. Be present and available at the chapel facilities during class sessions (weekly) to provide for administrative needs of students, teachers, and parents.

4.17.1. Create a positive, cheerful atmosphere for education, affirming catechists, students and other participants.

4.17.2. Assist catechists by observing the classroom 1-2 times per year and assisting where needed.

4.18. Support and lead ecumenical Vacation Bible School (VBS) as needed under the direction of the Catholic Chaplain/GS Priest:

4.18.1. Collaborate with the Protestant community.

4.18.2. Assist chapel staff in the procurement of supplies.

4.18.3. Recruit and train volunteers for community RE program.

4.18.4. Publicize the program and coordinate administrative requirements (attendance, prepare after actions report).

4.18.5. Submit statistics of community participation to Catholic Chaplain/GS Priest and Chapel leadership.

4.19. Complete other tasks as assigned by the Catholic Chaplain/GS Priest that enhances the

RE program and Catholic Community.

4.20. Submit the name and qualifications of proposed alternate/subcontractor to the Catholic Chaplain/GS Priest for approval at least 14 days prior to the proposed absence. Any alternate/subcontractors must meet the requirements for the position as outlined in this SOW. Any alternate/subcontractor must fulfill background check requirements of DODI

1402.5. Absences in excess of 14 days must be coordinated with the Catholic Chaplain/GS Priest via email and relayed to the Wing Chaplain.

5. Minimum Program Requirements. The Catholic RE Coordinator will meet the following program requirements:

5.1. Provide at least 12 hours per week - but up to 15 hours per week may be required, for high demand periods such as Confirmation, First Communion, VBS, etc. The estimated number of work hours over the course of 12 months is 640. The core work week for this PWS are 8 hours onsite during normal office hours and 4-7 flex hours for weekends and events that fall outside normal duty hours depending. Adjustments to the schedule can be made during high demand periods only.

5.2. Coordinate absences with the Catholic Chaplain/GS Priest at least 30 days in advance via email.

5.3. Be neatly groomed and wear appropriate office attire at all times while working at the

Chapel facilities.

5.4. Create weekly work schedule in consultation with the Catholic Chaplain/GS Priest.

Typical work hours will include attending Sunday Mass and overseeing evening/weekend RE programs as well as standard office hours during the week. A copy of the schedule will be provided to the Senior Religious Support Team.

6. Education, Qualifications and Experience. In addition to the aforementioned requirements, the Catholic RE Coordinator must:

6.1. Have the ability to communicate effectively and clearly with people and have a personality that lends itself to a pluralistic religious environment.

6.2. Demonstrate enthusiasm for the RE ministry and be able to efficiently organize and manage diverse program elements.

6.3 Have at least two years of RE teaching experience in a Catholic Parish and/or military Catholic community.

6.4. Have two years’ experience in RE coordination or an equivalent position in a Catholic

Community. Reference letter is required from a religious leader or equivalent to verify experience.

6.5. Have the ability to recruit and train volunteers to lead religious education.

6.6. Have a working knowledge of computer in order to perform all administrative tasks and be familiar with Microsoft Office products.

6.7. Have a RE Certificate as catechist and coordinator with the AMS. Complete all Safe Environment / Teaching Prevention training required by the Diocese of Pensacola- Tallahassee and the AMS. Required courses are “Recognize, Report & Prevent Child Abuse” and “Detecting Predators” available at www.shieldthevulnerable.org or other courses identified by the AMS. The certificate should be provided in bid package for position.

7. List of Organization-furnished Workspaces, Supplies, and Equipment.

7.1. The Wing Chaplain provides required office workspace with desk, phone, computer, printer, filing cabinets and other basic office supplies as well as furnished classrooms, RE literature and materials, bookcases, and other items deemed necessary to perform services described in this SOW.

http://www.shieldthevulnerable.org/

8. Other.

8.1. Taxes. The RE Coordinator will be responsible for filing any applicable social security, federal, state or national taxes. The RE Coordinator will also obtain any applicable business licenses and registrations and otherwise compliance with national law.

8.2. Quality Control. The contracting officer representative or his/her designee will monitor and inspect the RE Coordinator’s performance to ensure that the programs and services are operating in accordance with this PWS. The Contracting Officer and chapel staff may inspect files and records at any time.

8.3. The RE Coordinator will be notified in writing of any and all non-compliance, and will be given an opportunity to correct, if possible, nonconforming work. The contractor will be given an opportunity to respond in writing to any notice of noncompliance within 10 calendar days of notice.

8.4. Hours of Operation. Normal Tyndall AFB Chapel workdays are Monday through Friday except US Federal Holidays and family days (per [MAJCOM] Family Day Program Calendar). Hours of operation for Chapel staff are from 0800 to 1630 Monday through Friday. Regular meetings will not be held during the below US official holidays. Federal holidays are as follows: New Year’s Day (1 January), Birthday of Martin Luther King, Jr.

(3rd Monday of January), Washington’s Birthday (3rd Monday of February), Memorial Day (last Monday of May), Independence Day (4 July), Labor Day (1st Monday of September), Columbus Day (2nd Monday of October), Veterans Day (11 November), Thanksgiving Day (4th Thursday of November), and Christmas Day (25 December).

8.5. The Contractor shall ensure all issued keys/combinations are not used by unauthorized persons and all keys are returned upon contract termination. The RE Coordinator shall not duplicate any keys issued by the government. The RE Coordinator shall immediately report to the Catholic Chaplain/GS Priest any occurrences of lost keys. In the event keys are lost, the RE Coordinator may be responsible for costs incurred in re-keying or replacing affected locks and keys.

8.6. Funds. All non-appropriated monies used to implement and/or execute events and activities not directly and specifically funded for in the appropriated fund contract, i.e. contributions, donations, fund-raisers, participant tuition, designated offerings, gifts, scholarships, etc., will be processed by and maintained by the Tyndall AFB Chapel Tithes and Offering Fund (CTOF). The RE Coordinator, being part of the chapel program, is allowed to organize a fundraiser, if approved by the Wing Chaplain and the Installation Commander (or delegate), prior to conducting a fundraiser. All funds collected must support a Chaplain Corps program and must be deposited into the installation’s CTOF in accordance with AFI 52-105. The RE Coordinator will maintain an accounting of all funds received and spent, including receipts and they shall be made available to the Government for quarterly review throughout the contract period of performance and for the period after contract completion until final settlement of any claims under this contract.

8.7. The RE Coordinator may be required to attend and/or participate in Chaplain Corps conferences or training. Travel for such events, if required, will be funded by APF, contingent upon availability of funds and approval by the Wing Chaplain.

9. Compliance with Public Law

9.1. In accordance with Public Law 105-270, Section 5(2)(A), the contractor will not perform inherently governmental functions. Section 5(2)(A) of this Public law defines the term "inherently governmental function" as "a function that is so intimately related to the public interest as to require performance by Federal Government employees." Per Section 5(2)(B), inherently governmental functions include management of Government programs requiring value judgments, conduct of foreign relations, selection of program priorities, and the direction of intelligence and counterintelligence operations. Per Section 5(2)(C), inherent governmental functions DO NOT include, (i) gathering information for or providing advice, opinions, recommendations, or ideas to Federal Government officials or

(ii) any function that is primarily ministerial and internal in nature."

9.2. Confidentiality: The provisions of Privacy Act of 1974, Public Law 93-57 dated December

31, l974 (5 USC 552a) apply. Services rendered and all materials including records, files, documents, and work papers provided to the RE Coordinator by the Government and data results, conclusions and recommendations obtained thereof shall be considered Government property. The information shall not be disclosed, copied, modified, used (except in the completion of this contract) or otherwise disseminated to any other person or entity at any time to include, but not limited to, inclusion in any database external to the Government without the Government’s expressed consent.

10. Government Down-time for Various Authorities Including the President, Secretary of

Defense, Secretary of the Air Force or Appropriate Commander

10.1. Base Closures. The Base Commander may elect to close all or part of the base for any reasons such as time-off award, base open house, emergency, etc.

10.2. Contractor shall be officially dismissed upon notification of a base closure in accordance with paragraph b. Contractor shall promptly secure all government furnished property appropriately and evacuate in an expedient but safe manner.

10.3. In the event of a base closure, the Contractor and Contracting Officer Rep in consultation with the Wing Chaplain and Catholic Chaplain/GS Priest shall jointly choose a course of action for the following options:

10.3.1. If there is a need for the service during the base closure and there is sufficient government supervision, the contractor may continue on-site work. The Contractor shall bill the Government in accordance with the contract.

10.3.2. If there is no need for the service during the scheduled base closure, the contractor shall not work on-site. The Government, at its discretion, may extend the contract by a period equal to the amount of time of the closure, subject to the availability of funds. The Government will not be liable for any time not worked.

10.4. Base Closure Notification Procedures

10.4.1. After an official decision to close a base has been made by the Base

Commander, local television and radio stations will be notified of the closure.

10.4.2. The contractor is directed to listen or watch one of the local radio or television stations for notification of a base closure. Contractor should follow instructions intended for non-essential personnel.

10.4.3. The contractor may not receive any other form of notification of a base closure from the Government. The contractor is responsible for notification of his employees.

10.4.4. If the decision to close all or part of the base is made during the duty day, and the Base Commander's decision is transmitted through official notification channels, the contractor shall follow the instructions as given.

APPENDIX: CORRECTIVE ACTION REPORT (CAR)

WING LETTERHEAD

DD Month YYYY

MEMORANDUM FOR CATHOIC RE COORDINATOR

SUBJECT: Notification of [NON-COMPLIANCE AND/OR REJECTION OF

DELIVERABLE(S)]

1. This is to notify you in accordance with your Performance Work Statement (PWS) that the following [ITEM(S) WERE NOT IN COMPLIANCE AND/OR DELIVERABLE(S) HAVE

BEEN REJECTED].

PWS Ref # Requirement Date/Specified Reason(s) for Non-Compliance

2. You have 10 calendar days to correct, if possible, all non-conforming work listed above and respond to this notice in writing.

3. Please refer any questions to me at [xxxx@us.af.mil / DSN: 000-0000].

[FIRST MI. LAST, RANK, USAF]

Contracting Officer mailto:xxxx@us.af.mil

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