Statement of Work Catholic RE Coordinator.pdf

STATEMENT OF WORK (SOW)

For

ROMAN CATHOLIC Religious Education Coordinator Located at

Eglin Air Force Base, Florida

TABLE OF CONTENTS

Section Title Page(s)

1.0

Contract Position Title

2.0 Environment 1

3.0 Characteristics of the Formation Program 1 - 2

4.0 Education, Experience and Special Qualifications 2 - 3

5.0 General Responsibilities and Specific Responsibilities 3 - 6

6.0 Date, Time and Place of Performance 6 - 7

7.0 Equipment and Supplies 7

8.0 The Wing Chaplain 7

9.0 Conference and Training Fees 7

10.0 The Contracting Officer 8

11.0 Security Requirements 8 - 9

12.0 Privacy Act 9

13.0 Quality Assurance 9

14.0 Definitions 9

1.0 CONTRACT POSITION TITLE.

Roman Catholic Religious Education (RE) Coordinator (Grades K through 12)

2.0 ENVIRONMENT.

2.1. The Eglin Air Force Chapel Roman Catholic RE program has the responsibility to meet the needs of a diverse community that operates at two geographically separated worship locations, the Chapel Center (East Gate Chapel or EGC) and the West Gate Chapel (WGC)

2.2 The Eglin AFB Chapel section is composed of Chaplains, Religious

Affairs Airmen, an General Schedule (GS) Roman Catholic Priest, a contract Auxiliary Roman Catholic Priest, appropriated and non-appropriated funds contractors and lay volunteers. The programming developed and implemented by this staff is extensive.

2.3 This Eglin AFB Roman Catholic Community operates a multi-faceted program that requires a high degree of coordination and cooperation among its staff.

3.0 CHARACTERISTICS OF THE FORMATION PROGRAM.

3.1 This position supports the religious education, spiritual growth and sacramental preparation components of the Eglin AFB Roman Catholic Community program. The RE and Formation Program will conform to the official teachings of the Roman Catholic Church, especially as found in the Catechism of the Roman Catholic Church, the Archdiocese for Military Services, USA (AMS) and publications of the U.S.

Conference of Catholic Bishops (USCCB). In addition, the program will follow the directives of the Rite of Christian Initiation of Adults

(RCIA).

3.2 The Roman Catholic Formation Program will encompass:

3.2.1 RE and Faith formation for grades K through 12.

3.2.2 Preparation for the Sacraments: First Holy Communion, First Reconciliation and Confirmation, to include workshops and/or sessions for students and parents. Retreat(s) should be offered in the sacramental preparation program and will be the responsibility of the Roman Catholic RE Coordinator if there are no other contracts which specify this responsibility. If there is a contractor responsible for the retreats, the Roman Catholic RE Coordinator will plan, coordinate, and manage the retreats as a co-leader.

3.2.3 Baptismal instructions for parents and

godparents/Christian witnesses as requested by the Roman Catholic Chaplain/Priest.

3.3 The Roman Catholic Chaplain/Priest is responsible for overall development, programing and implementation of the RE program. The RE Coordinator will become familiar with the AMS religious education curriculum and implement it under the direction of the Roman Catholic Chaplain/Priest.

4.0 EDUCATION, EXPERIENCE AND SPECIAL QUALIFICATIONS.

4.1 Qualifications.

4.1.1 Attitude and Disposition. A positive, self-directed and motivated individual with the breadth and depth of knowledge necessary to accomplish the day-to- day coordination of the RE and Formation Program. This person must demonstrate a familiarity with and commitment to the Roman Catholic faith and practice as articulated by the documents of the Second Vatican Council and subsequent statements of the United States Conference of Catholic Bishops and the RE curriculum standards established by the Archdiocese for Military Services, USA.

Applicants will be evaluated on the basis of a submitted resume and references, as well as the results of an interview to be conducted by the Roman Catholic Chaplain and/or his designates. The purpose of the interview is to determine if the applicant meets all qualifications. A letter from the applicant's current pastor or immediate prior pastor must be submitted to document the individual's adherence to Church norms and status as a practicing Roman Catholic in good standing.

Interviews will be conducted by the chapel point of contact at the date and time specified in the combined synopsis solicitation.

4.1.2 Education and Experience. The Coordinator must have

documented proof of religious education. In order of preference, the coordinator shall have (1) bachelor degree in theology, theological studies, or religious studies or, (2) at least a minor in one of the mentioned fields of study within the context of a bachelor’s degree in a related major; or (3) an associate’s degree in theology, theological studies, or religious studies, or a related field of study; or (4) other certificate of training in theology, theological studies, or religious studies, or a related field of study.

4.1.3 The RE Coordinator shall have a minimum of two years’

experience as a Roman Catholic RE Coordinator and/or 5 years teaching experience in a Roman Catholic religious education program.

4.1.4 The Coordinator must possess, or be in the process of

completing AMS Catechist Certification or willing to begin the certification process within 30 days of contract award.

The contractor is responsible for scheduling and paying for AMS Catechist Certification.

4.1.5 Character. An ability to work unsupervised in a fluid and sometimes stressful environment with staff, parents, and children. Possesses an ability to maintain healthy, functional interpersonal relationships with co-workers and customers.

Maintains professional standards of conduct and public decorum, including but not limited to dress and grooming. All personnel dealing with youth are subject to a positive background investigation as determined by current base and Air Force regulations. Required to participate in and understand expectations of “Protecting God's Children” training for self and other staff, i.e., completion of VIRTUS training or similar program or similar program approved by AMS.

4.1.3 Roman Catholic Identity. The Roman Catholic RE

Coordinator must be a practicing Roman Catholic in good standing who exhibits evidence of a serious commitment to Roman Catholicism and its practice. As such, this person must be able to receive RE certification from the Archdiocese for Military Services.

4.2 Skills.

4.2.1 Interpersonal. Must possess the ability to work

constructively with the assigned General Schedule (GS) Roman Catholic Priest or Roman Catholic Chaplain, chapel and parish staff, customers, and other parish ministers.

4.2.2 Theological. Must be able to effectively teach and explain the basic teachings of the Roman Catholic Church.

4.2.2 Administrative. Must be an efficient manager and able to organize diverse program elements.

4.2.3 Communication. Must be able to communicate the needs

and goals of the Roman Catholic Religious Education Program to chapel staff, volunteers, and customers.

4.2.4 Must be able to do word processing in a Windows

environment and maintain a database. [Must be able to work with excel, power point, publisher and pdf documents.]

4.2.5 Must be adaptable, flexible, and able to multi-task.

4.2.6 Must be willing to work in a diverse and ecumenical

environment as well as to cooperate with ecumenical endeavors.

5.0 GENERAL RESPONSIBILITIES AND SPECIFIC RESPONSIBILITIES.

5.1 Attend periodic meetings with RE, Youth Ministry and RCIA program coordinators and Roman Catholic Staff meetings as directed by the Formation Director (Roman Catholic Chaplain). The RE Coordinator is expected to attend the Roman Catholic Advisory Council’s monthly meetings as RE committee chairperson and to submit a status report (samples with content requirements and format will be provided). Also, the RE Coordinator will attend all staff meetings scheduled by the Wing Chaplain when requested to do so.

5.2 Coordinates the Catechists and catechist aides for RE. Ensures catechists and catechist aides are familiar with all chapel operating instructions including facility usage, resource protection, fire protection, and funds utilization.

5.3 Ensures that all RE activities and teaching materials are in accord with the doctrine and practice of the Roman Catholic Church and have the approval of the Roman Catholic Priest/Chaplain.

5.4 Assists in matters related to the budget for the RE Program. The proposed budget must be developed and submitted to the Roman Catholic Chaplain/GS Roman Catholic Priest and the Roman Catholic Advisory Board by 01 April or another date set by the Chaplain and the Council. (Samples with content requirements and format for the budget will be provided).

5.5 Develops a proposed 9-month Calendar of Events and scheduled classes to be submitted to Roman Catholic Chaplain/GS Roman Catholic Priest or by 01 April. (Sample calendar with content requirement and format will be provided).

5.6 Coordinates all activities with coordinators of appropriate social, music and liturgy programs and committees.

5.7 Recruits, trains, oversees, supervises and coordinates all Roman Catholic Religious Education programs. Maintains all up-to-date listing of all Roman Catholic Religious Education volunteers. Tracks monthly volunteer hours and reports them to the Volunteer Program Manager (VPM).

5.9 Supports the logistical requirements of the teaching staff in a timely manner and maintains adequate supplies of materials.

Assists in matters related to Roman Catholic RE fund requests.

5.10 In coordination with the Roman Catholic Pastoral Coordinator or his/her designate, the RE Coordinator is responsible for proper coordination of facility requests, arranging transportation needs of programs; submitting fund requests in accord with local policy.

5.11 The Coordinator shall prepare an after-action report for all special events that expend funds; these are to be submitted to the Roman Catholic Chaplain/GS Roman Catholic Priest or within 5 workdays after the conclusion of the event. (Sample with content requirements and format for the report will be provided).

5.12 Maintains a continuity file for the entire Roman Catholic RE Program.

5.13 Provides program publicity to the Roman Catholic Chaplain/GS

Roman Catholic Priest or for review and approval in accord with local policy. If there is a contractor responsible for the Roman Catholic program publicity the Roman Catholic RE Coordinator will plan, coordinate, and direct the contractor on publicity program needs.

5.14 Prepares and coordinates sacramental celebrations of First Holy

Communion, First Reconciliation and Confirmation. Prepares and submits sacramental record reports to the GS Roman Catholic Priest or Roman Catholic Chaplain who will submit them to the Archdiocese for the Military Services. Record reports shall be prepared in hard copy and also entered on line through the AMS Portal. (Samples with content requirements and format for the report will be provided).

5.15 Conducts an on-going registration and maintains a database of teachers, aides, and students. Updated lists are to be submitted quarterly to the Roman Catholic Chaplain/GS Roman Catholic Priest.

5.16 Responsible for:

5.16.1 Answering questions about the Roman Catholic

RE program and responding to inquiries.

5.16.2 Facilitating registration and maintaining updated and accurate records. (Samples with content requirements and format for the records will be provided).

5.16.3 Provides training, mentoring, resources and supplies.

5.16.4 Responsible for opening and securing of facilities/buildings.

5.16.5 Responsible for set-up and clean-up of facilities/buildings used.

5.15.6 Responsible for identifying and recruiting volunteers as needed.

5.17 The Coordinator shall visit and evaluate each scheduled religious education class at least once per year and prepare a short-written report to the GS Roman Catholic Priest or Roman Catholic Chaplain.

(Samples with content requirements and format for the report will be provided).

5.18 Maintains a professional relationship with the Diocese of Pensacola-Tallahasee.

5.19 Maintains a professional relationship with the RE Coordinator at Hulburt Field.

5.20 Facilitates program and activity cooperation and collaboration with other bases as required and appropriate.

5.21 Ensures that all outside class activities and events have appropriate and adequate chaperones and monitors. Chaperones and monitors must be adults who have passed the background checks, completed VIRTUS training, and clearly understand their responsibilities and role in any event or activity. A minimum of two adults are required with a 7 student/1 adult ratio.

5.22 The RE Coordinator will personally perform the services described above or coordinate performance by a substitute of equal or higher proficiency who has been approved in advance by the Roman Catholic Chaplain/GS Roman Catholic Priest. The coordinator/contractor will submit the names and qualifications of the proposed subcontractors. Approval is to be sought at least fourteen

(14) days prior to the absence. Subcontractors must meet the requirements of the position outlines in the Statement of Work (SOW). Coordinator/contractor is responsible for payment of the substitute at no additional cost to the government. In the event that the candidate vacates the position for any reason, it will be the contractor’s responsibility to find a suitable replacement within 30 days of the position being vacated. All potential candidates need to be vetted and approved by the government before being considered suitable.

5.23 Required to attend all Roman Catholic team member meetings, Roman Catholic meetings, Roman Catholic Advisory Council (CAC) meetings and other ad hoc meetings as needed.

5.24 Required to make funding request/arrangements with chapel Resource

Manager for the use of other base facility that requires the payment of Appropriated Funding for the Roman Catholic RE program.

6.0 DATE, TIME, AND PLACE OF PERFORMANCE.

6.1 Date. The Roman Catholic RE Program will be a minimum of 30 total hours as outlined by the Archdiocese for the Military Services Curriculum Guide during the school year for K -12th grade children, beginning in September after the Labor Day holiday. All classes will be held on Sunday, except on the holiday weeks/weekends, spring break weeks, and other weeks as designed in advance by the Roman Catholic Chaplain/GS Roman Catholic Priest. The contractor will need to have an on-site presence at the Eglin AFB Chapel from 1 September through the first week of June.

6.2 Location. Office space, required equipment, and location of the RE program is conducted based on chapel facility availability and approved by the Roman Catholic Priest/Chaplain.

6.3 Time. A total of an average of 20 hours per week will be required to perform the tasks in the SOW, which is approximately a total of 1120 hours per year.

6.3.1 The RE Coordinator shall be present for the RE Program at the Eglin AFB Chapel or other designated facility. The Coordinator oversees and supervises the RE Program. The RE Coordinator opens the facility 30 minutes prior to student arrival for set-up, preparation for the program/event and closes the facility no later than 30 minutes after student dismissal, ensuring the facility is clean, everything in place and the building is secured/locked. This accounts for approximately three work hours.

6.3.2 The RE Coordinator shall be in his/her office at Eglin AFB Chapel for a minimum of approximately 5 hours per week on Monday through Thursday for meetings to accomplish other SOW tasks and responsibilities.

6.3.3 There is typically one staff meeting per week. The specific meeting schedule will be flexible but will be set when the Coordinator is identified as well as input from the Roman Catholic Chaplain/GS Roman Catholic Priest.

6.3.4 The Coordinator’s schedule for remaining hours for other tasks are flexible to accommodate tasks in the SOW as well as necessary errands, workshops, and special liturgical services. The schedule must be approved by the Roman Catholic Chaplain/GS Roman Catholic Priest.

6.3.5 The RE Coordinator will also be required to spend

approximately 5 hours per week to accomplish tasks outside normal Chapel office duty hours, such as training, customer service, sacramental preparation, and volunteer staff coordination, research of programs not accessible on a government computer, such as theological and religious education programs. Identifying/locating a non-government computer is the responsibility of the contractor, one will not be provided by the government.

6.3.6 The Coordinator must also attend the Monthly Roman

Catholic Advisory Council (CAC) Meeting once a month, for approximately 2 hours, September through June.

7.0 EQUIPMENT AND SUPPLIES.

7.1 Government-Furnished Property and Services: The Eglin Base Chapel shall provide necessary program specific supplies, equipment and required work area. The Contractor shall use the equipment or supplies provided by the Eglin Base Chapel only for contract performance and will exercise reasonable care in caring for the equipment. At the end of the contract, the contractor will return the equipment to the Chapel Center in the same condition in which it was received, ordinary wear and tear excepted. The Contractor shall safeguard all Government/Chapel equipment and supplies provided to fulfill this position. Additional software will not be loaded on computer system without permission of the systems administrator.

7.2 The Contractor shall provide any contractor-specific supplies and equipment to include, personal transportation and contractor preferred or specific equipment or supplies.

7.3 The Eglin Base Chapel shall provide adequate work and storage space, office supplies, copier services. Contingent on the availability of funds and approval of the Roman Catholic Chaplain/GS Roman Catholic Priest, the chapel may provide funding for attendance at professional training workshops and conferences.

7.4 The Contactor will be issued a Common Access Card to access a government furnished computer.

7.5 The Contractor will need access to a computer and Eglin AFB’s internet capabilities in order to perform automated services for religious education programs. It is the contactor’s responsibility to inform active duty staff 60 days prior to Common Access Card expiration to award proper time for card renewal.

8.0 THE WING CHAPLAIN.

8.1 Consults with the Senior Roman Catholic Chaplain/GS Roman Catholic Priest regarding the contractor’s performance and contract renewal.

8.2 Reviews the contract annually to consider exercise of an option year is in the best interest of the government.

9.0 CONFERENCE AND TRAINING FEES.

9.1 Chapel directed conferences or training, to include travel expenses, may be funded by the Eglin Base Chapel appropriated fund budget, contingent upon availability of funds and approval by the Wing Chaplain.

10.0 THE CONTRACTING OFFICER.

10.1. The Contracting Officer or his/her designee will monitor and inspect the contractor’s performance. The contractor will be notified in writing of any and all noncompliance and will be given an opportunity to respond in writing for any notice of noncompliance.

11.0 SECURITY REQUIREMENTS.

11.1 Security: Contractor shall be responsible for safeguarding all government property provided for uses. At the end of each workday, ensure government facility, equipment and materials are secure.

11.2 Pass and Identification: Contractor shall obtain and display all

Government and contractor identifications as required. Contractor shall return all Government issued identification and vehicle passes at contract expiration or termination thereof.

11.3 Traffic laws, Weapons, Firearms and Ammunition: Contractor shall comply with all base traffic regulations. Contractor is prohibited from possessing weapons, firearms or ammunition on themselves or within their privately owned vehicle while on Eglin AFB, FL.

11.4 Key Control: Contractor shall safeguard and ensure Government furnished keys are not lost, misplaced, or used by unauthorized individuals. Contractor shall not duplicate any Government furnished key(s) and shall report immediately to the Roman Catholic Chaplain/GS Roman Catholic Priest any lost key(s) no later than the next workday.

11.5 The Roman Catholic Religious Education Coordinator must have recently completed the VIRTUS training or be willing to start the training process within 30 days of contract award (the contractor is responsible for scheduling the VIRTUS training).

11.6 The Contractor must have the proper criminal history background checks before receiving the contract to include the National Agency Check Investigation (NACI) and a State Criminal History Repositories (SCHR) and an Installation Records Check which includes Medical Records check and Security Police check.

Forms to be completed are:

11.6.1 Form 2583-Installation Files Check

11.6.2 Form 389-2-National Agency Check

11.6.3 State Criminal History Repositories Check

11.6.4 DD Form 2793 Volunteer Agreement

11.7 Please see the Non-Commissioned Officer in Charge of Background

Checks for the forms. Forms will be sent to the Security Manager, who will initiate the process. Please see Volunteer Program Manager for the DD Form 2793.

11.8 The Roman Catholic Religious Education Coordinator is

responsible for cleaning any areas used in the Chapel or Chapel Annex by RE programs according to the chapel Coronavirus disease (COVID) cleaning program.

12.0 PRIVACY ACT.

12.1 Work on the contract may require that Contractor have access to Privacy Information. Contractor personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and applicable agency rules and guidance.

13.0 QUALITY ASSURANCE.

13.1 The Quality Assurance Personnel (QAP) or his/her designee, will be the POC for the day to day operations and duties and responsibilities of this contract. The Contractor must coordinate work with the QAP and/or GS Roman Catholic Priest or Roman Catholic Chaplain who is ultimately responsible to the Wing Chaplain who oversees all Eglin AFB Chapel programs.

14.0 DEFINITIONS:

14.1 Contracting Officer: A person with authority to enter into, administer and/or terminate contracts, in addition to making related determinations and finds on behalf of the United States Government.

14.2 Quality Assurance Personnel (QAP): A person assigned by the

Government to inspect and accept services.