Catholic Parish Coordinator
PERFORMANCE WORK STATEMENT INTRODUCTION. The purpose of this Performance Work Statement (PWS) is to identify the requirements/deliverables of the contractor needed to perform services as the Catholic ... PERFORMANCE WORK STATEMENT INTRODUCTION. The purpose of this Performance Work Statement (PWS) is to identify the requirements/deliverables of the contractor needed to perform services as the Catholic Parish Coordinator for religious activities on Garrison (RCKA). The Contractor shall provide support to the Chaplains and Religious Affairs Specialists, and Religious Support Office (RSO) Department of the Army (DA).The location(s) and time(s) specified in the PWS or modified in the contract by the Contracting Officer. SCOPE OF WORK: This is a Non-Personal Services Contract between the Fort Benning Religious Support Office (RSO) and an independent contractor to deliver specific requirements and deliverables to the Fort Benning Catholic Services at the Main Post Chapel (MPC), and The Infantry Chapel (TIC) Annex. This Performance Work Statement defines the requirements/deliverables of the contractor; ensuring the individual free exercise of religion for military personnel, family members, and authorized personnel; a statutory requirement under USC Title X. This contract does not create an employer-employee relationship between the Government and Contractor, as well as any corporation, partnership, business association, other party or legal entity with which the Contractor may be associated. The Government assumes no responsibility for costs incurred for services performed by the contractor that are not included in this contract. There are no provisions for lodging, employee benefits, medical care, retirement or Workmen's Compensation Insurance. Payment shall be made monthly on a per service basis. The Contractor shall provide support for those services for which no Fort Benning Unit Ministry Team (UMT) members (Chaplains and Religious Affairs Specialists), RSO Department of the Army (DA) Civilians and volunteers can provide. The contract cannot duplicate duties required or provided by these entities as contracted services are an exception to policy. The Contractor shall serve the Congregation Community and the greater Fort Benning religious support community. This contract is not a fulltime position with a standard 9:00 AM to 5:00 PM, Monday through Friday work environment. Workdays and hours will vary according to the approved Calendar of Events, tasks outlined in the CLINs and the time of meetings. Many of the tasks will require evening and weekend hours. No UMT member, military member, DA Civilian, fellow contractor or volunteer can supervise or direct the Contractor or control the method by which he/she performs the required tasks. Under no circumstances shall a work schedule be prepared for the Contractor or the impression be given that the Contractor is an employee of the Government. It is the responsibility of the Contractor to guard against any actions that are of the nature of personal services, give the impression of personal services or portray his/her position as that of an employee. Under no circumstances shall a Contractor provide direction to a Religious Affairs Specialist (RAS), general military member, a DA Civilian, fellow contractor or volunteer, nor shall he/she represent in an official capacity of the Federal Government, U.S. Army or Air Force or the local congregation that the contract supports. The Contractor shall adhere to all security and weather warnings and notifications. In the event that inclement weather causes the cancellation and/or postponement of an event, the Contractor will not be penalized. PERIOD OF PERFORMANCE. Base: 01 Oct 2022 – 30 Sep 2023 Option 1: 01 Oct 2023 – 30 Sep 2024 Option 2: 01 Oct 2024 – 30 Sep 2025 Option 3: 01 Oct 2025 – 30 Sep 2026 Option 4: 01 Oct 2026 – 30 Sep 2027 REQUIREMENTS/PERFORMANCE STANDARDS. The Contractor shall perform the following: Budgeting Support: The contractor will provide a report of expenses and requirements once a month at the Catholic service meetings. Under guidance of the lead pastor, the contractor will study the funding requirements of all Catholic programs and activities and make recommendations necessary to resource Catholic programs consistent with the lead pastor’s guidelines. The contractor will prepare the funds request to the lead pastor for approval and signature. The contractor will maintain appropriate records to report to lead pastor or budget committee as required. The contractor, per CLIN, may be required to assist with the paperwork portion of Appropriated Fund (APF) or Non-Appropriated Fund (NAF) purchase requests. At no time can a contractor initiate or authorize a purchase that has not been approved by the Chapel Tithes and Offerings Fund (CTOF) fund manager or Chaplain Recourses Manager. In the event of supporting a curriculum purchase, the Contractor will submit the required paperwork to the supporting Director of Religious Education (DRE) for processing and purchase per Fort Benning RSO Standard Operating Procedures (SOPs) and Policies. Church Correspondence: The contractor will be responsible for all official correspondence with the Archdiocese for the Military Services and with other Dioceses and or parishes worldwide to obtain certificates, affidavits of sponsorship, and other ecclesiastical documents or decrees. The contractor will use correct Catholic Church protocol in such correspondence. The contractor will be responsible to coordinate between the Archdiocese for the Military Services and the parish the certification of Special Ministers of the Eucharist and for maintaining the parish correspondence file. Publicity coordination: The contractor will be point of contact and public information officer for the Catholic Community with the installation and the local community in regard to information about the Catholic Community and parish programs. This will include serving as a liaison and communicating with the Garrison Chaplain’s Office as required. The contractor will serve as Catholic resource person within the Fort Benning Public Affairs Offices concerning the publication of Catholic issues and events. The contractor will also serve as resource person to the Archdiocese for the Military Services’ section in the national weekly newspaper, The Catholic Register and will coordinate and draft all public announcements and ads concerning the worship, educational, spiritual growth, and social events in the Catholic parish. Catholic Calendar: The contractor will maintain and update the parish calendar and will resolve conflicts based upon direct guidance from priest pastor, judgments governed by knowledge of Catholic priorities and parish common operating procedures. The contractor will coordinate for proper chapel or multiple chapel usages for Catholic worship on weekday Holy Days and for seasonal liturgical events throughout the year. The contractor will produce a monthly calendar of upcoming parish events and services and ensure that the calendar is approved by the priest pastor and made available to parishioners by posting it at chapels where Catholic services are conducted. This requirement includes ensuring that the main post Catholic Priest’s calendar reflects the parish requirements and is synched to support all parish and garrison activities. Volunteer Training and Appreciation: The contractor will organize, advertise and prepare training meetings and appreciation luncheons/dinners for all volunteers. Have all volunteers hours be submitted in post volunteer database. Also submit paper work for volunteer recognition at post volunteer program. The contractor will participate in the background check processing of volunteers for Catholic events that are both ecclesiastical and social. The contractor will email background check packets to the volunteer applicants. The contractor will receive and review background check packets once received by applicant. The contract will contact applicant for signature once packet is completed. The contractor will send completed packets to DRE for final review and approval. The contractor will document volunteer hours from each and every parish activity and will pass data to the Religious Affairs Specialist, post volunteer agency or others as directed by the pastor. As directed by pastor, the contractor will act as community representative and resource person to the post agencies involved with volunteerism and volunteer recognition. Document Volunteer Hours / Services: The contractor shall also track and document volunteers and their hours of service in support of the Catholic RE program. Contractor will publicize Catholic RE events on bulletin boards in Chapel and through Ft Benning Spanish Catholic publications. Bulletins: The Contractor will prepare and organize the input for a weekly bulletin for the community. The contractor will perform research necessary to answer specific religious questions and submit bulletins for review by the pastor. The contractor will be the point of contact for collecting and organizing all items for all parish activities, groups, or individuals that will be submitted for entry into the weekly bulletin and update the Catholics Fort Benning, Facebook page. All publications must be approved by the Catholic senior chaplain. Special Events: Intensive administration requirements to include assimilation new families and children, marketing, and communication with the congregation. Special events include Volunteer Appreciation Event and Leadership Retreat/ Training. Inventory/ Orders: In the event of supporting a curriculum purchase, the Contractor will submit the required paperwork to the supporting Director of Religious Education (DRE) for processing and purchase per Fort Benning RSO Standard Operating Procedures (SOPs) and Policies. The Contractor will maintain religious education supply room, prepare purchase requests for curriculum and support materials. Liturgical analysis and preparation: The contractor will prepare monthly a list of materials recommended for purchase that are essential for the liturgical life of the parish, that is, in decoration, in information handouts, in articles for inclusion in the bulletin, in mailings or other events that help members of the Catholic Community observe and grow spiritually in conjunction with the changing liturgical seasons. The contractor will transmit needed purchase information concerning these items and carry out the guidance of the priest pastor in ordering and renewing all subscriptions needed by the lay ministries operating in the parish and by parish committees, groups or programs. Parish Council Meeting: The contactor will attend a Parish Council. The contractor will provide appropriate, pertinent, or requested information, resources, and/or data for the Parish Council president or members prior to and/or following each meeting. Meet will be conducted monthly with Senior Chaplain or his representative in the manner prescribed to review, identify, and discuss important issues and resolve any potential problems. Under the guidance of the chaplain, the contractor will prepare and publish a copy of an agenda for all scheduled Parish Council meetings. Parish Registration and Census: The contractor will be responsible for accurate identification and local registration of all Soldiers, civilians and family members of the military community who participate in parish life. This responsibility involves ongoing identification and registration into a data base of all newcomers and deletion from the data base of those leaving the Catholic Community. The contractor will update the registration of the Sacraments received by parishioners and training completed that leads toward certification as a Special Minister of the Eucharist in accordance with guidelines established by the Archdiocese for Military Services’. The contractor will organize and supervise a semi-annual registration drive and produce a semi-annual census report. The contractor will be knowledgeable of and observe all federal privacy act regulations in providing these services. The contractor will serve as the resource person within the Fort Benning Public Affairs Offices concerning the publication of chapel issues and events. The contractor will coordinate and draft all public announcements and ads concerning the worship, educational, spiritual growth, and social events in the parish. All publications must be approved by the Catholic senior chaplain. Services Supporting Catholic Religious Education program: The Contractor will serve as the POC for all RE communications with the Archdiocese for the Military Services. The contractor will consolidate and submit all required RE documents. Additionally, the Parish Coordinator will coordinate receptions for sacramental programs which involve the larger Benning Catholic community. The contractor will also ensure all RE events are published in the Catholic Parish bulletin. Services Supporting Baptism Program: The contractor will support Baptism programs of catechesis for parents and godparents by researching and preparing purchase information for all training supplies, coordinating for the speakers or videos used and tracking attendance. The contractor will serve as the point of contact in preparing parents, godparents and sponsors for the Baptism rite. Services Supporting Marriage Preparation and Marriage Enrichment Program: The contractor will support marriage preparation programs for Soldiers and approved DOD personnel of the Catholic Community and their prospective spouses by researching and preparing purchase information for all training supplies, coordinating for the speakers or videos used and tracking attendance. The contractor will support Catholic marriage enrichment as point of contact with The Family Life Center at Fort Benning Publish Religious Educating Events: Gather and publish information to communicate religious education events, dates and schedule. Provide this information to the Parish coordinator and on the bulletin boards at Main Post Chapel and the Religious Education Building 102. Ensure attendance is recorded weekly. Confirmation and First Communion: The contractor will conduct rehearsals for Confirmation and First Communion and organize mass in conjunction with the celebrating priest and DRE. Contractor shall attend each of the aforesaid events and attend the First Penance service during Lent at. Catechist Training: The contractor will coordinate and attend catechist trainings. Assist with pick up and cleanup of snacks and beverages. Confirmation Retreat: The contractor will coordinate Confirmation Retreat with DRE, attend retreat, pick up and prepare lunch for children and assist with clean up. The Contractor will ensure that their invoice is properly submitted to the RSO for payment each month NLT the 5th day of the following month. The following are the scheduled CLINS that Contractor must be able to perform to support the Catholic Coordinator for the Fort Benning Religious Support programs. The Contractor, per CLIN, will be required to provide Catholic coordinator services as identified below. CLIN 1 – Budget Support CLIN 2 – Church correspondence CLIN 3 – Publicity coordination CLIN 4 - Calendar CLIN 5 – Volunteer coordination and appreciation CLIN 6 - Bulletins CLIN 7 – Special events CLIN 8 – Inventory/ Orders CLIN 9 – Parish Council Meetings CLIN 10 – Provide line of sight supervision (LOSS) CLIN 11 – Confirmation and first communion CLIN 12 – Catechist training CLIN 13 – Confirmation Retreat CONTRACTOR QUALIFICATIONS. The Contractor must provide a resume and documentation to substantiate personal qualifications. Although a specific degree is not mandatory, any credentials pertaining to this position, training and experience is considered in the award of this contract. Be familiar with the faith traditions and practices of the supported congregation(s), and committed to the spiritual health of the RSO and the supported worshipping community. Possess personal experience with the military culture and ministry in a multidenominational and multi-ethnic Christian community within a pluralistic environment, ensuring a strong ability to understand the challenges and special needs of military personnel subject to deployment, family separation and frequent military family moves. Possess strong organizational, administrative, and record-keeping skills. Possess the ability to comprehend and communicate effectively in English, both orally and in writing. Be computer-literate and possess the ability to: Use Microsoft Office (Word, PowerPoint, Excel, Outlook, and Publisher) and have experience in desktop publishing in order to produce required bulletins or publicity items for the supported congregation. Become proficient in the purchase request SOP for inputting Non-Appropriated Fund (NAF) requests for required purchases that support the Senior Chaplain and the congregation. Needed training will be provided. Be able to provide personal transportation to fulfill contract responsibilities and any other items or services to fulfill this contract not furnished by the government. Present a neat and well-groomed appearance appropriate for services being conducted during the performance of this contract, wearing a nameplate identification badge supplied by the RSO when performing duties with or among volunteers and members of the worshipping community. GOVERNMENT FURNISHED INSTRUMENTS/EQUIPMENT. The Contractor may be given access to workable office space, file cabinets, copiers, telephones and access to a government networked computer in order to perform the requirements of this contract. Access to networked computers will be dependent upon the Contractor completing government requirements, being issued a Common Access Card (CAC) and obtaining and maintaining a DOD Global email account. Building keys may be issued under the provision of RSO key control procedures. The contractor shall have access to the chapels and designated office facilities during normal duty hours and for those RSO activities he/she supports that fall outside of that time frame. The Contractor is not responsible for providing building or room access for anyone other than themselves, unless it is in direct support of this contract. The Contractor does not supervise the building or monitor other groups in the building when UMT staff is absent. The Contractor is responsible for securing doors that they have opened or used. The Contractor is not responsible to ensure that building is secured at the close of a normal business day. SECURITY REQUIREMENT. The Contractor must adhere to all security requirements to access the installation. AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or the contracting officer, if a COR is not assigned within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: https://jkodirect.jten.mil. AT level I training is an annual requirement if option years are exercised. Access and General Protection/Security Policy and Procedures: Contractor and all associated sub-contractors employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by the government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by Installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. For contractors requiring Common Access Card (CAC): Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management. Physical Security: The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. iWATCH Training: The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award. Army Training Certification Tracking System (ATCTS) registration for contractor employees who require access to government information systems: All contractor employees with access to a government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the IS and then annually thereafter OPSEC Standing Operating Procedure/Plan: The contractor shall adhere to the Government's Operations Security (OPSEC) Standard Operating Procedure (SOP)/Plan during the entire period of performance. Operation Security (OPSEC) training: In accordance with AR 530-1 all personnel, to include contractor employees and associated sub-contractor employees must complete Level I Operations Security (OPSEC) training which is composed of both initial and continual awareness training (annually). All personnel within the first 30 days of arrival in the organization must receive initial training to include a briefing on the organizations critical information read/sign the OPSEC Individual User Compliance Agreement form. The end state of initial and continual awareness training is that each individual should have the requisite knowledge to safeguard critical information. For information assurance (IA)/information technology (IT) training: All contractor employees and associated sub-contractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01-M and AR 25-2 within six months of appointment to IA/IT functions. Conservation of Utilities: The contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities which includes turning off the water faucets or valves after using the required amount to accomplish the necessary cleaning. Post-award conference or periodic progress meetings: The contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office. These procedures are identified in FAR Subpart 42.5. The Contracting Officer, COR, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor’s performance. At these meetings, the Contracting Officer will apprise the contractor of how the government views the contractor’s performance, and the contractor shall apprise the government of any problems experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government. COR: The COR for this contract is the BGA Chaplain Resource Manager, located at 1 Karker Street, Suite 3200, Fort Benning GA. 31905. The COR shall monitor all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, monitor contractor’s performance and notify both the Contracting Officer and contractor of any deficiencies; coordinate availability of government-furnished property; and provide site-entry for contractor personnel. A letter of designation will be issued to the COR, a copy of which will be sent to the contractor detailing the responsibilities and limitations of the COR. The COR is not authorized to change any of the terms and conditions of the contract. Contract Manager: The contractor shall manage the contract or shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor during absences shall be designated in writing and provided to the Contracting Officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. Identification of Contractor Employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties shall be required to identify themselves as contractors to avoid creating an impression in the minds of members of the public that they are government officials. They shall also ensure all documents or reports produced by the contractor are suitably marked as contractor products or that contractor participation is appropriately disclosed. Telephone Usage: Contractor employees shall not use Government telephones at the work site for personal reasons or make any toll or long distance calls. BACKGROUND CHECK REQUIREMENTS: Contractor/Sub-Contractor employees providing services under contracts are subject to the following process: Each employee (direct employee and sub-contractor employee) working under this contract who has contact with children under 18 years of age, shall be screened with the appropriate background checks as governed by the Army Directive 2014-23 “Conduct of Screening and Background Checks For Individuals Who Have Regular Contact With Children in Army Programs”, dated 10 September 2014. A copy of the Army Directive can be found at http://www.apd.army.mil/pdffiles/ad2014_23.pdf. The background check requirements for Contractors can be found in Enclosure 3 – Screening and background checks for appropriated and non-appropriated fund personnel, military personnel, foreign national employees overseas, and contractors. Background checks will be initiated and paid for by the Government. The cost for the pre- employment screening is the responsibility of the Contractor. The Commander Designated Entity (CDE) at the Installation supports IMCOM by coordinating, submitting, tracking child related background checks, and reviewing and compiling the results to identify whether they contain derogatory information to be passed on for a suitability determination. The CDE will advise and assist CONTRACTOR and sub- CONTRACTOR employees completing all required documents required for the background check process. CDE contact information will be provided upon contract award. This is included in the firm fixed price. The following is a list of the required screenings per the Army Directive 2014-23. REGULAR/RECURRING contact with children: Definition: Contact with children more than an average of one (1) day a week for three (3) or more months OR daily for a period of one (1) month or longer. Required screening: Pre-employment screening: 1) Application, 2) Interview, 3) Reference check, 4) Statement of Previous Arrest or Charge, 5) Assessment of individual’s eligibility, qualifications, temperament and suitability for work with children, 6) Tentative offer of employment (Proponent: Contractor is responsible organization); Preliminary investigation: 1) Installation Record Check (if applicable), 2) FBI Fingerprint check, and 3) Local Civilian Law Enforcement Check (Proponent: Government/Commander Designated Entity is responsible organization); CNACI – Child Care National Agency Check and Inquiries (Proponent: Government/Commander Designated Entity is responsible organization). The CNACI will be initiated after successful completion of the preliminary investigation (1.3(a)(ii)). If deemed appropriate by the local Garrison Commander, a contractor can start working under Line Of Sight Supervision (LOSS) after successfully completing the preliminary investigation (1.3(a)(ii). If LOSS is not feasible, favorable CNACI (1.3(a)(iii) results are required BEFORE the contractor can start working under this contract. SHORT TERM/OCCASIONAL contact with children: Definition: Contact with children that does not fall under the definition of Regular/Recurring contact. Required screening: Pre-employment screening: 1) Application, 2) Interview, 3) Reference check, 4) Statement of Previous Arrest or Charge, 5) Assessment of individual’s eligibility, qualifications, temperament and suitability for work with children, 6) Tentative offer of employment (Proponent: Contractor is responsible organization); Preliminary investigation: 1) Installation Record Check (if applicable), 2) FBI Fingerprint check, and 3) Local Civilian Law Enforcement Check (Proponent: Government/Commander Designated Entity is responsible organization); An employee must successfully complete the required screening (1.3(b)(i) and (ii) BEFORE working under this contract. No person, regardless of circumstances, will be approved to provide child care services if the individual has been convicted of a sexual offense, a drug felony, a violent crime or a criminal offense involving a child. If the background check investigation reveals any other derogatory information a suitability determination has to be made by the Army. The adjudication of derogatory information is processed through an Army Program Review Board (PRB). Further details about the adjudication process can be found in Enclosure 6 of the AD 2014-23. At any time a Contractor can decide not to proceed with the PRB process. Additional information on the background check process can be found at: http://www.opm.gov/investigations/background-investigations. Re-verification (IRC and FBI fingerprint check) is required every 5 years. PERFORMANCE REVIEW. The Senior Chaplain will complete performance reviews of the Contractor performance and submit to the COR for the Contactor File using these tools: The Senior Chaplain’s Contractor Monthly Performance Report, submitted by the 5th day of the following m...
Data sourced from SAM.gov.
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