PWS-Catholic RE.pdf

FA489721Q0002

Catholic Religious Education Coordinator

PERFORMANCE WORK STATEMENT

CATHOLIC RELIGIOUS EDUCATION

COORDINATOR

AT

MOUNTAIN HOME AFB, IDAHO

16 NOVEMBER 2020

TABLE OF CONTENTS

DESCRIPTION OF SERVICES/GENERAL INFORMATION

EDUCATION AND EXPERIENCE REQUIREMENTS

CONTRACTOR RESPONSIBILITIES

GENERAL INFORMATION

SECURITY REQUIRMENTS

GOVERNMENT-FURNISHED PROPERTY/SERVICES/EQUIPMENT

RECORDS MANAGEMENT

REGULATORY REQUIREMENTS

1.0 DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1. The contractor shall be responsible to provide all personnel, transportation, and supervision necessary to provide for one (1) part-time Catholic Religious Education (RE) Coordinator for Mountain Home Air Force Base (MHAFB), Idaho. The Contractor shall serve as a Chaplain Corps’ special resource person which provides program or support functions for the implementation of a comprehensive Catholic RE and Sacramental Preparation requirements for the pastoral care of Catholic personnel within the Mountain Home Air Force Base (MHAFB) community. The coordinator shall consult and coordinate with the Catholic priest/deacon endorsed by the Archdiocese for the Military Services (AMS), who may be an Active Duty/IMA Chaplain, GS employee or contractor. All final decisions for the content of Catholic religious instruction belong to the Catholic priest/deacon.

2.0. EDUCATION AND EXPERIENCE REQUIREMENTS

2.1. The Contractor shall provide evidence of experience in Catholic RE and program management to include experience in recruiting volunteers and event planning.

2.2. he Contractor shall furnish a resume which include a verifiable academic, work related references, and at a minimum of two (2) years’ experience working in a Catholic RE position. The Contractor must provide evidence of appropriate professional competence by means of academic certification, for example, a degree in religious education or its equivalent and experience in Catholic theology and catechesis. Documented evidence of the following is acceptable: two (2) years’ experience coordinating and/or teaching religious education.

2.3. Additional requirements for the contract include:

• Have an ability to work unsupervised in a fluid and sometimes stressful environment with staff, parents, and children.

• Communicate effectively in English (both oral and written) and efficiently organize and manage diverse program elements.

• Maintain professional standards of conduct and public decorum, including, but not limited to, dress and grooming.

• Constructively work with chapel staff and the public in a pluralistic environment.

• Have a working knowledge of a personal computer (PC) compatible hardware and software (especially Microsoft Word, Microsoft Excel, and PowerPoint). Applicant must adhere to computer security requirements and usage. Applicant must comply with copyright license reporting and copyright license identification procedures

3.0. GENERAL RESPONSIBILITIES

3.1. The Contractor shall establish, coordinate, and administer the Catholic parish ministry by establishing schedules and rosters for the following parish organizations/programs: Catholic Youth Organization, Catholic Young Adult Organizations, Catholic Lectors, Ushers, Altar Servers, Extraordinary Ministers of Holy Communion programs, Catholic Women of the Chapel, Catholic Prayer Chain Program, Catholic library materials, Catholic social programs, (humanitarian impact programs), and Catholic Fellowship Programs.

3.2. The Contractor shall notify the contracting officer (CO) of any problems or issues that arise during the performance of this contract.

3.3. The Contractor shall participate in the preparation for MAJCOM and Wing directed inspections.

3.4. The Contractor shall post and maintain a regular schedule at a designated space for volunteer training and recruitment, checking resource materials, program publicity, planning, requesting funds for purchase and organization of supplies.

3.5. The Contractor shall attend the monthly Catholic Community Advisory Council meetings.

The Contractor shall provide a monthly RE program report at the council meetings and to the assigned Chaplain Sponsor.

3.6. The Contractor shall submit names of volunteers in order to coordinate Installation Records Checks (IRCs) and program attendance to the Chapel Installation Records Check Primary Custodian and the assigned Chaplain Sponsor NLT 1600 local time each Tuesday.

3.7. The contractor shall obtain Catechist Certification from the Archdiocese for the Military Services within the first month of performance and ensure certification of all volunteer catechists and Coordinators of Youth Ministry.

3.8. The Contractor shall provide chapel facility and space usage requests annually, NLT 1 June for the upcoming fiscal year, to the assigned Chaplain Sponsor.

3.9. The Contractor shall prepare RE correspondence, budget requests, weekly bulletin announcements, parental notices, workshops, meeting agendas, and appreciation certificates. The weekly bulletin shall be submitted to the Catholic priest electronically for review NLT Thursdays of each week and printed copies NLT Fridays of each week.

3.10. The Contractor shall monitor the initial registration and maintain a list of primary and substitute RE teachers and volunteers. The Contractor shall arrange for those substitutes as needed.

3.11. The Contractor shall fill out and request supplies in support of Catholic RE IAW AFI 52- 105 and the MHAFB Chapel Operating Instruction (OI). Upon receipt of supplies, the Contractor shall ensure that the Government purchase card cardholder receives a copy of the invoice and packing slip.

3.12. The Contractor shall make his or her own copies, scans, and faxes with the provided copier machine located in the Chapel. In the event this machine does not satisfy the publicity needs for an event, the Contractor shall submit publicity reproduction needs by the suspense date established by the assigned Chaplain Sponsor.

3.13. In the event the Contractor desires publicity for Catholic RE programs, the Contractor shall prepare the publicity a minimum of two (2) weeks prior to the desire implementation date. The Contractor shall not submit publicity for publication without prior coordination with the Chaplain Sponsor or Chapel NCOIC.

3.14. The Contractor shall be responsible for clean up after programs and return used facility space to its original setup and condition.

3.15. The Contractor shall decorate the designated Catholic program information board for seasonal themes, calendars, and upcoming activities as well as prepare a weekly bulletin to be submitted to the Catholic priest for his review NLT Thursdays and printed NLT Fridays.

3.16. The Contractor shall administer a weekly RE program, including Wednesday evenings and Sunday mornings, for pre- kindergarten through adult, from September through May of each calendar year. Sunday morning responsibilities include children’s worship service programming during all Catholic services. In the months when no active Sunday morning RE programs are in progress (typically June - August), the Contractor shall prepare for the upcoming ministry year by developing a specific RE ministry plan. This includes needs consolidation, requirements review, budgeting, calendar, submitting funds and facility requests, procurement of RE materials requests, recruiting, training, and certification of volunteers, generating and submitting publicity. The RE ministry plan shall be provided to the Wing Chaplain or Catholic priest no later than 31 July each year.

3.17. The Contractor shall complete the current Safe Environment training as called for in the United States Conference of Catholic Bishop’s (USCCB) Charter for the Protection of Children and Young People. The Contractor shall ensure that all RE volunteer catechists and Youth Ministry leaders shall complete the current Safe Environment training as called for in the United States Conference of Catholic Bishop’s (USCCB) Charter for the Protection of Children and Young People and obtain Catechists Certification from AMS.

3.18. The Contractor shall develop programs in compliance with the AMS’s Curriculum Guide as well as provide regular training for catechists through AMS partners on virtual learning.

3.19. The Contractor shall manage the AMS Family Faith Assessment online resource to support at home family faith learning.

3.20. The Contractor shall be on the premises during RE classes, at least 30 minutes prior to RE class start and remain until class is over and ensure the areas used are cleared, returned to a neutral setting and secured. The Contractor shall provide substitutes when unable to meet this requirement.

3.21. The Contractor shall maintain the Catholic RE office and storage rooms in a clean, orderly, and safe manner.

3.22. The Contractor shall open and secure the chapel and other facilities used for RE activities, as required.

3.23. The Contractor shall communicate with parents and sponsors concerning youth absences or disciplinary problems.

3.24. The Contractor shall assist the Catholic program in collaboration with the Parish Advisory Council members to conduct an annual survey as basis to assess the needs of the Catholic program.

The survey shall be conducted NLT last Sunday of November. The consolidated needs assessment shall be submitted to the Wing Chaplain or Catholic priest NLT five days after the survey.

3.25. The Contractor shall provide a written After-Action Report (AAR) of the annual RE program (period covering September thru May of each calendar year) to the assigned Chaplain Sponsor NLT 30 days after completion of the program.

3.26. The Timesheets signed by the Chaplain Sponsor shall be attached to each invoice to verify the accurate amount of hours are billed for.

3.27. Upon contract award, if the RE is a Chapel Tithes and Offerings Fund (CTOF) account manager, they are prohibited from requesting CTOPF funds for MHAFB until this contract expires or is cancelled.

3.28. The Contractor shall be required to meet with Government personnel, the CO, and the PM during the performance period of this Contract. Meetings shall be as often as necessary thereafter as determined by the PM or CO. The written minutes of all performance evaluation meetings may be prepared by the Government and signed by the contractor and CO. All minutes become part of the official contract file.

4.0. GENERAL INFORMATION

4.1. The hours worked shall not exceed twenty (20) hours per week, a maximum of 80 hours per month. The Contractor shall provide a proposed work schedule for the period of one month no later than the 1st business day of each month for the Chaplain Sponsor’s review and approval or disapproval. If disapproved, the Contractor shall submit a revised schedule no later than the 5th business day of each month. Additionally, timesheets signed by the Chaplain Sponsor shall be attached to each invoice in order to verify accuracy prior to payment.

4.2. The contractor is required to give the chapel a two-week notice of any extended period of absence. Extended period of absence is defined as an absence for more than three (3) days. The contractor shall provide a substitute to perform services during the absence pending the Catholic Chaplain or his designee and NCOIC of Chapel Operations approval. The Contractor must submit the request 14 calendar days prior to the absence.

4.3. The Contractor shall provide the services stated herein at the times posted or the Contractor shall coordinate performance by a substitute of equal or higher proficiency. When utilizing a substitute, the Contractor shall submit the name and qualifications of the proposed individual to the CO for approval NLT than ten (10) business days prior to any proposed absence. In the case of emergency, the Contractor shall notify the Chaplain Sponsor and CO NLT 24 hours of emergency based absence. The Contractor is responsible for all costs associated with providing a substitute.

4.4. Recognized federal holidays. A minimum of ten (10) holidays per year.

New Year’s Day Labor Day Martin Luther King Day Columbus Day Washington’s Birthday Veteran’s Day Memorial Day Thanksgiving

Independence Day Christmas

4.5. A contractor may substitute for any of the named holidays another day off with pay in accordance with a plan communicated to the employees involved. The contractor is not required to provide service during 366 FW Family days, Down Days, or when the installation is offically closed by the 366th Fighter Wing Commander.

4.6. Other Base Closures. Work scheduled but not accomplished because of base closure due to exercises or real world events shall be accomplished as soon as possible after base reopening.

4.7. Contract Manager and Alternate. Contractor shall appoint in writing to the CO within 10 business days following contract award a contract manager and alternate(s). Any changes to this letter of appointment shall be provided to the CO within three (3) business days. These individual(s) shall be responsible for contract performance IAW the PWS. The contract manager or alternate shall have full authority to act for the contractor on all contract matters. The name of this person, and an alternate or alternates, shall act for the contractor when the primary is absent.

4.8. All contractor personnel must present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing contractor-furnished clothing bearing the company name and/or logo. Dress of office workers shall be in good taste and conducive to working with the general public. The contractor shall identify himself as a contractor in meetings, telephone conversations, and e-mails and in any correspondence with the Government.

4.9. All employees shall fluently read, write, speak, and understand the English language.

4.10. Prior to accessing the base computer network, all contractor personnel requiring AF Portal access shall have, at a minimum, a favorably completed National Agency Check (NAC, INTNAC, or equivalent) IAW Air Force System Security Instruction (AFSSI) 5027, paragraph 5.3.1.

Contractor personnel shall complete Information Assurance Awareness program training prior to gaining access to base network, approval from base level 366th Communication Squadron (CS) or higher authority is mandatory. Training shall be provided by the 366th Wing Chapel personnel in coordination with the network administrator and the 366th CS.

5.0. SECURITY REQUIREMENTS

5.1. The contractor shall provide a completed 366th SFS Form 30 for each employee requiring installation access to the contract specialist (CS) within five (5) business days following contract award. After approval, the CS shall notify the contractor that the employees may get their installation access ID at the Visitor’s Center.

5.2. Traffic Laws. The contractor and its employees shall comply with base traffic regulations.

5.3. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on MHAFB.

5.4. For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Action (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding FOUO material.

5.5. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

5.6. Physical Security. The contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured.

5.7. The Chapel shall provide the Contractor the necessary forms required to initiate a background check. All procedures must be accomplished NLT 10 business days following contract award. The Contractor and its agents, substitutes, subcontractors, volunteers, and chaperones shall be permitted to work before the completion of the background check, provided the Contractor is within sight of a person who has successfully completed a background check.

5.8. Contractors have the right to obtain a copy of any background check pertaining to them and to challenge the accuracy and completeness of the information contained in the report. Contractors shall contact the Chaplain Sponsor. for a copy of the background check and for procedures to challenge the accuracy and completeness of the information in the report.

5.9. If a Contractor has previously received a background check, the employee shall provide documentation of the background check to the Chaplain Sponsor. Documents required for proof of recently received background check include FBI fingerprint check and state criminal history check. If the Contractor cannot provide the documents to the Government, a new criminal background shall be conducted.

5.10. The Contractor shall maintain a current security background investigation and notify the CO and PM with changes in security or background changes to include off-base offenses.

5.11. For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Action (FOIA) Program, requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting and safeguarding FOUO material.

5.12. Reporting Requirements. Contractor personnel shall report to an appropriate authority any information or circumstances of which they are aware that may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information.

Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment.

5.13. The Contractor and his or her volunteers shall observe all local safety requirements and procedures and participate in Random Anti-terrorism Measures (RAMs) as required by MHAFB Emergency Management operations when they occur.

5.14. The Contractor shall comply with all base traffic regulations, and are subject to random vehicle speed control checks. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action.

5.15. Contractors are subject to random personnel and vehicle searches. If Contractors refuse to be searched, they shall be denied entry to the base, and may result in loss of base driving privileges, debarment from the base, or other administrative action.

6.0. INCIDENTAL GOVERNMENT-FURNISHED PROPERTY/SERVICES/EQUIPMENT

6.1. Telephones. Government telephone facilities shall be made available for local calls to the contractor for official business use only. Telephone calls are subject to the standard monitoring requirements of the Government telephone network. The use of Government phones by the Contractor constitutes consent to monitoring, in accordance with DoD Directive (DoDD) 4640.6 “Communications Security Telephone Monitoring and Recording.

6.2. Security Police and Fire Protection. The Government will provide general on-base security and fire protection services. Security Police telephone extension is 8-2256 (on-base) and 208-828- 2256 (from all other phones) for both emergency and routine calls. Fire protection emergency phone is 8-0911 (from on-base phone) and 208-828-0911 (from all other phones).

6.3. Utilities. All reasonable quantities of electricity will be made available to the Contractor without charge.

6.4. The Government shall provide the use of an electronic mail account for the transmission of official Government information only. The Contractor shall not use Government electronic mail to transact personal business. Electronic mail is subject to the standard monitoring requirements of the Government network. The use of Government electronic mail by the Contractor constitutes consent to monitoring.

7.0. RECORDS MANAGEMENT

7.1. Records Management: All records, files, and documents, regardless of media (e.g., paper, electronic, etc), as described in this PWS, which are the responsibility of the Contractor are the property of the Government and shall remain so upon termination or completion of the contract.

7.2. The contractor shall keep these item(s) current and maintain and dispose of them in accordance with the requirements established in AFI 33-322, Records Management Program, paragraph 10, AFMAN 33-363, paragraph 6.4, AFMAN 33-364, paragraph 2.10 and the Air Force Records Disposition Schedule which may be accessed from the following web address:

https://www.my/af.mil/afrims/afrims/afrims/rims.cfm.4

7.3. Records shall be turned over to the CO upon completion of the contract unless otherwise stated. All records are subject to the Freedom of Information and Privacy Act.

https://www.my/af.mil/afrims/afrims/afrims/rims.cfm.4

7.4. IAW Department of Defense Instruction (DoDI) 3020.37. Continuation of Essential Contractor Services During Crisis, and the Air Force implementation thereof, unless otherwise directed by an authorized Government representative, it is determined Catholic RE services under this PWS are essential and must be performed during a crisis. The Contractor shall continue providing service to the requesting organization 24-hours a day until the crisis is over. The contractor shall submit a contingency plan for operating under said conditions. This plan is due to the CO within 30 calendar days following contract award and shall include how the contractor shall ensure continuation of services, contain the employee’s name, address, home phone number, cell phone number, social security number, security clearance, and duty title. Contractor employees, with approved background checks shall be allowed unescorted access to the installation for performance of work in a FPCONs except “Delta”. The CO and PM, shall notify the contractor of a “Delta” condition as soon as possible after security conditions have been implemented.

8.0. REGULATORY REQUIREMENTS

8.1. The Contractor shall comply with all federal, state, and local laws and requirements, as well as applicable Air Force Instructions (AFIs), local OIs, and other policies and directives that apply to this position. Specifically, the Contractor shall be familiar with the AFI 52 Series and the MHAFB Chapel OIs. The Contractor shall receive a briefing by Chapel personnel prior to commencing work that shall familiarize Contractor personnel with AF regulatory requirements.

8.2. The Contractor shall pay all Social Security payments, federal or local income taxes, and state unemployment insurance premiums for themselves, as well as any individual employed or subcontracted by them to provide services under this contract.

8.3. The Contractor shall adhere to AF computer security requirements and usage directives. The AF security requirements are subject to change. The Contractor is responsible to ensure they have taken all the necessary training in order to comply with AF directives. The Contractor shall maintain regular contact with the MHAFB Chapel staff, or PM, to fully understand the most current requirements. The Contractor can expect the AF computer security requirements to not exceed more than two (2) hours of training annually.

8.4. The AF requires various “All Hands” training such as Equal Opportunity, Sexual Assault Prevention, etc. The Contractor shall comply with all mandatory training requirements directed by the AF and maintain current training records. These training records shall be provided to the CO upon request.

8.5. The Contractor shall schedule and receive the Family Advocacy abuse briefing, and ensure all subcontractors, volunteers, and chaperones receive the Family Advocacy abuse briefing prior to working with all youth. The Contractor shall provide the record of briefing to the assigned Chaplain Sponsor NLT 2 business days after being briefed.

8.6. Contractors shall comply with the Occupational Safety and Health Act (OSHA), MHAFB Fire Protection Program, AF Occupational Safety, and the Fire Prevention and Health Program.

8.7. Contractors are advised that the AF has placed restrictions on the smoking or chewing of tobacco products in AF facilities. AFI 40-102 “Tobacco Use in the AF” outlines the procedures used by the commander to control smoking in our facilities. Contractors and visitors area is subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

8.8. The Contractor shall comply with all local, state, and federal laws and safety regulations.

Compliance with OSHA and other applicable laws and regulations for the protection of Contractors is exclusively the obligation of the Contractor, and the Government shall assume no liability or responsibility for the Contractor’s compliance or non-compliance with such responsibilities. The Contractor is responsible for furnishing all Contractor employees with all necessary personnel, protective equipment to perform services.

8.9. Contractors shall comply with the Occupational Safety and Health Act (OSHA), MHAFB Fire Protection Program, AF Occupational Safety, and the Fire Prevention and Health Program.

The CS and CO shall administrate this contract. The CO is the only individual who can enter into, modify, interpret, take corrective actions, and terminate a contract on behalf of the Government.

They are also responsible for ensuring the contractor’s performance satisfactorily meets contractually agreed upon standards as stated in this document.

8.10. Contractors shall follow the direction of Government employees in regards to emergency procedures, i.e. fire, tornado, active shooter, and bomb threats. It is the responsibility of the Contractor to provide guidance and establish procedures for responding to emergencies for their employees. It is the Contractor’s responsibility to account for their employees following an emergency evacuation. Contractor personnel shall participate with Government personnel in all fire and tornado drills at no additional cost to the Government.

8.11. The Contractor shall ensure keys, and/or cipher lock combinations issued to the Contractor by the Government are properly safeguarded and not used by unauthorized personnel. The Contractor shall not duplicate keys issued by the Government.

8.12. The Contractor shall immediately report lost keys to the Chapel Facility Manager, or designated representative. The Government may replace lost keys or perform re-keying, and the total cost of lost keys, re-keying or lock replacement, shall be deducted from the monthly payment due to the Contractor.