Catholic Administrative Pastoral Life Coordinator, USAG Bavaria - Tower Barracks and Rose Barracks

Questions & Answers / Clarifications

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

• Requirement Confirmation: The solicitation is for the same requirement previously noticed under sources sought notice 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 reasons.
• Position Type: The position is part-time, as indicated by the estimated hours 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 (Hohenfels, Garmisch, Grafenwoehr, Vilseck) is expected and should be factored into the quote. Travel to Garmisch will be bi-monthly or quarterly, with primary duties remaining in Hohenfels. Travel time is not included in the estimated hourly workload but should be incorporated into the firm fixed price structure.
• Right of First Refusal: There is no consideration for the "right of first refusal" for incumbent contractor employees.
• Management Structure: A local management structure is not required.
• Backfill/Absences: For absences of 1-3 days, the contractor must notify the POC, and time-sensitive tasks may be handled remotely. For absences over 3 days, a qualified backfill professional must be provided on-site at no additional cost.
• Exchange Rate: The FY26 exchange rate for quoting in Euros is 0.9303.

These clarifications provide essential details for bidders to accurately prepare their proposals, particularly regarding contract type, pricing, travel, and operational requirements. Bidders must incorporate all expenses, including travel, into their firm fixed-price quotes.

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 policies for Pastoral Care of Catholic Personnel.

• Develop and provide a monthly Catholic Community calendar.

• Create and distribute weekly bulletins and announcements.

• Maintain Catholic Community Registration and support Sacramental Records.

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

• Maintain inventory of Catholic religious supplies and prepare designated offering and liturgical documents.

• Monitor and respond to Catholic Community communications (phone, email, 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 or inspection.

• 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 with four (4) 12-month option years.

• Place of Performance: USAG Bavaria chapel facilities, including Rose Barracks, Tower Barracks, Hohenfels, and Garmisch, and Main Post Chapel (Building #2), and/or other RSO office or event locations.

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

• Must obtain Catechist certification from the Archdiocese for the Military Services within 180 days of contract award.

• Contractor personnel must possess strong communication skills (oral and written English).

• Must comply with various Army Regulations, local SOPs, and Archdiocese requirements.

• Security requirements include AT Level I training, iWATCH training, OPSEC training, IA/IT training, and PII/Child Protection training.

• Contractor is responsible for safeguarding government equipment and property.

• Non-personal services contract; no employer-employee relationship is created.

Solicitation / RFP / RFQ

This solicitation seeks a Catholic Administrative Pastoral Life Coordinator for USAG Bavaria, specifically at Tower Barracks (Grafenwoehr) and Rose Barracks (Vilseck).

• Provision of Catholic Administrative Pastoral Life Coordinator services.

• Services are to be performed at USAG Bavaria - Tower Barracks (Grafenwoehr) and Rose Barracks (Vilseck).

• The contract includes a Base Year and four Option Years.

• Base Year: 2 February 2026 - 1 February 2027

• Option Year 1: 2 February 2027 - 1 February 2028

• Option Year 2: 2 February 2028 - 1 February 2029

• Option Year 3: 2 February 2029 - 1 February 2030

• Option Year 4: 2 February 2030 - 1 February 2031

• Pricing Arrangement: Firm Fixed Price.

• Offer Due Date: 23 January 2026, 11:00 AM.

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

• Evaluation Factors: Technical, Supplier Performance Risk, and Price.

• Technical evaluation will be based on "Acceptable" / "Unacceptable" ratings.

  • Subfactor A - Experience: Minimum of two (2) years of experience in Catholic programming.
  • Subfactor B - Written Confirmation: Skills include English proficiency (oral and written) and a valid driver's license with current vehicle insurance.

• Supplier Performance Risk will be assessed using the Supplier Performance Risk System (SPRS).

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

• Proposals must be submitted electronically via email to the addresses provided.

• The subject line for emails must be "Submission of proposal W912PB-26-R-A017".

• Attachments to emails are limited to 10 MB.

• Proposals should be submitted in English and in PDF format.

• NAICS Code: 813110 (Religious Organizations).

• Size Standard: Small business size standard does not apply to this solicitation.

• The solicitation is set aside for Unrestricted OR Small Business.

• The solicitation includes numerous FAR and DFARS clauses covering various aspects of contracting, including but not limited to:

  • System for Award Management (SAM)
  • Contract Terms and Conditions
  • Safeguarding Covered Defense Information
  • Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment
  • Buy American Act
  • Tax on Certain Foreign Procurements

• Offerors are responsible for monitoring the SAM website for amendments, answers to questions, and other instructions.