Catholic Administrative Pastoral Life Coordinator, USAG Bavaria - Hohenfels & Garmisch

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Request for Proposal (RFP) for the Administrative Pastoral Life Coordinator position at USAG Bavaria.

• Solicitation Confirmation: This solicitation is indeed for the same requirement previously advertised under USAG Bavaria-W912PB2610002.
• Incumbent Information: The incumbent contractors are Evelyn Hegendoerfer (contract W912PB-21-P-3076) and Olga Smborski (contract W912PB-22-P-3049). Detailed pricing data of the incumbent will not be released due to proprietary and confidential information protections.
• Position Type: The position is part-time, with estimated hours detailed in the PWS. No estimated FTE allocation is provided.
• Contract Type: This is a Firm Fixed-Price contract. All associated expenses, including travel, must be included in the contractor's proposal.
• Travel: Travel between locations (e.g., Tower, Rose Barracks, Hohenfels, Garmisch) is not included in the estimated hourly workload but must be incorporated into the quote. Travel to Garmisch will be bi-monthly or quarterly, with primary duties in Hohenfels. Travel to Grafenwoehr and Vilseck is not anticipated to be a significant issue.
• Backfill/Absences: For absences of 1-3 consecutive days, the contractor must notify the POC, and time-sensitive tasks may be handled remotely. For absences over 3 consecutive days, a qualified backfill professional must be provided on-site at no additional cost.
• Right of First Refusal: There is no consideration for the "right of first refusal" for incumbent contractor employees.
• Exchange Rate: The FY26 exchange rate for quoting in Euros is 0.9303.

Bidders should note that travel expenses must be included in their fixed-price quote, and the position is confirmed as part-time. The government will not provide incumbent pricing data or recommend specific candidates. Local management structure is not required.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide support to the Garrison Religious Support Office (RSO) and Catholic Chaplain/Priest in conducting religious services, focusing on administrative tasks for the Catholic population.

• Provide non-personal services for Catholic Administrative Pastoral Life Coordination.

• Assist with various administrative tasks related to religious services, aligning with Archdiocese for Military Services (AMS) policies.

• Develop and provide a monthly Catholic Community calendar.

• Create and distribute weekly bulletins and announcements.

• Maintain Catholic Community Registration and support Sacramental Records.

• Develop public announcements, advertisements, and information for Catholic community programs.

• Maintain inventory of Catholic religious supplies and prepare documentation for purchases and liturgical materials.

• Monitor and respond to Catholic Community inquiries via phone, email, and social media.

• Provide administrative support for Catholic Masses, Sacraments, and special events.

• Maintain a log of work performed and submit monthly invoices.

• Specific Acceptable Quality Levels (AQLs) are defined for each task, ranging from 90% to 100% compliance.

• Performance will be documented in Monthly COR Reports to the KO.

• Deliverables are scheduled with specific due dates and submission requirements.

• Period of Performance: One (1) Base Year of twelve (12) months and four (4) 12-month option years.

• Place of Performance: USAG Bavaria chapel facilities, including Rose Barracks, Tower Barracks, Hohenfels, Garmisch, and Main Post Chapel.

• Contractor must be Catholic, confirmed, and in good standing with the Catholic Church, with 2 years of experience in Catholic programming.

• Contractor personnel must possess oral and written communication skills.

• Contractor personnel must have a valid driver's license and current vehicle insurance if operating a vehicle on the installation.

• Compliance with various Army Regulations, AMS policies, and security requirements (AT Level I, iWATCH, OPSEC, IA/IT, PII, Child Protection training).

• Contractor must develop and maintain a Quality Control Plan (QCP).

• Work may require holiday, evening, and weekend hours.

• Contractor personnel must maintain a neat, clean, and business-like appearance.

Solicitation / RFP / RFQ

This solicitation (W912PB26RA019) is for the procurement of services related to a Catholic Administrative Pastoral Life Coordinator for USAG Bavaria: Garmisch and Hohenfels. The North American Industry Classification System (NAICS) code is 813110.

• The core service is providing a Catholic Administrative Pastoral Life Coordinator.

• The document outlines various FAR and DFARS clauses that will be incorporated by reference, covering topics such as:

  • Contract terms and conditions
  • Safeguarding of covered defense information and cyber incident reporting
  • Prohibition on certain foreign procurements and telecommunications equipment/services
  • Preference for certain domestic commodities
  • Antiterrorism/force protection policy
  • Wide Area WorkFlow (WAWF) payment instructions
  • Offeror representations and certifications
  • Evaluation criteria (Technical, Supplier Performance Risk, Price)

• The solicitation issue date is January 15, 2026.

• The offer due date is January 23, 2026, at 11:00 AM.

• The document specifies multiple line items (0001, 1001, 2001, 3001, 4001), each with a quantity of 12 Months and a "Firm Fixed Price" arrangement. The period of performance for each line item appears to be one year, starting from February 2, 2026, and extending through February 1, 2031, suggesting a base year plus option periods.

• Proposals must be submitted via email to the addresses listed in the solicitation.

• The evaluation will be based on Lowest Price Technically Acceptable (LPTA).

• Technical evaluation will be based on "Acceptable" / "Unacceptable" ratings for Subfactors A (Experience) and B (Written Confirmation).

• Supplier Performance Risk will be evaluated based on a "Acceptable" / "Unacceptable" rating derived from the Supplier Performance Risk System (SPRS).

• Price will be evaluated by totaling all CLIN prices for the base year and all options.

• Offerors agree to hold prices firm for 90 calendar days from the proposal receipt date.

• The acquisition is currently marked as "Unrestricted."

• The document is 91 pages long and contains numerous FAR and DFARS clauses and provisions.

• Specific instructions for submitting offers via email are provided, including subject line requirements and size restrictions for attachments.

• Questions must be submitted in writing via email no later than three working days after the solicitation issuance.