Catholic Administrative Pastoral Life Coordinator - USAG Bavaria

THIS IS A SOURCES SOUGHT NOTICE ONLY.  THIS INFORMATION IS FOR PLANNING PURPOSES ONLY AND IS NOT TO BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT, IMPLIED OR OTHERWISE, TO ISSUE A SOLICITATION OR AWARD A CONTRACT.

The Regional Contracting Office (RCO) Bavaria is conducting market research to identify businesses capable of performing a non-personal service(s) contract to provide Catholic Administrative Pastoral Life Coordinator services at USAG Bavaria. This role involves assisting the Catholic Chaplain and Priest in conducting religious services in accordance with the Roman Catholic Church's guidelines, Archdiocese for the Military Services policies, Army Regulation 165-1, and Installation Chaplain Policies.  

Additional tasks include, but are not limited to:

1. Meeting Participation: The Contractor shall attend 100% of weekly meetings with priest/senior priest in order to gather program information for the completion of Catholic Administrative Pastoral Life Coordination tasks.

2. Monthly Calendar: The Contractor shall provide a monthly Catholic Community calendar to the COR and Priest NLT the final business day of the preceding month (ex: April calendar provided by the final business day of March). The Catholic Community Calendar should include important Religious Education dates, Garrison Chapel and Catholic community events, holiday closures and special Holydays.

3. Maintain Catholic Community Registration: The Contractor shall collect registration information for members of the Catholic Community and provide an updated Catholic Community register to the COR and Priest NLT the first business day of each month.

4. Weekly Bulletin and Announcements: The Contractor shall create a weekly Catholic bulletin to be provided to the Priest and COR NLT COB 4 days prior to the service. The bulletin should be prepared according to specifications in program documents or SOPs provided by the Garrison RSO. The bulletin will contain information about key Catholic Community personnel, weekly Mass, and upcoming events or dates.

5. Community Event Coordination and Publicity: The Contractor shall prepare facility reservation request forms and develop flyers for Catholic Community events (Mass, special events, Holy Days of Obligation, etc.). The Contractor shall submit prepared facility reservation requests for approval by the Priest or other Chaplain sponsor to the COR and Priest/Sponsor NLT 45 days prior to the service or event (Deliverable A.014). The Contractor shall prepare publicity flyers for all special services and events and submit to the COR and Priest/Sponsor NLT 45 days prior to the service or event. The Contractor shall submit a report of consumed materials and supplies NLT the first business day of the month. These items will correspond with the Catholic Community calendar and details as provided in monthly meetings.

6. Preparation of Sacramental Records: The Contractor shall collect all supporting documentation (birth certificates, Baptism and First Communion certificates, etc.) from eligible members of the Catholic Community who are preparing to receive a Sacrament. The Contractor shall accurately prepare the corresponding AMS record in the AMS portal by preparing the document online, attaching all supporting documents and saving the record for certification and signature by the Priest.

7. Support Quarterly Report: The Contractor shall provide essential documents within the scope of this PWS specified task to assist in the preparation of AMS Quarterly Clergy reports to the COR. The COR will specify the date for quarterly submission in coordination with the Priest. 

8. Record Attendance: The Contractor shall keep a record of attendance at all Catholic Community events. The Contractor shall provide monthly attendance documents to the COR NLT first business day of each month.

9 Preparation of Program Materials: The Contractor shall format and organize the program materials (curriculum and corresponding supplies) provided by the Priest, Director of Religious Education or other government employee for RE programs weekly during regular and seasonal RE program periods. This preparation and organization of materials shall include making copies, distributing supplies/materials to learning spaces, and resetting classrooms or RE spaces at conclusion of the program. These items will correspond with the Religious Education calendar, program documents, and details as provided in weekly meetings.

All interested and capable business manufacturers are encouraged to respond.  The Government will not pay for any information solicited.  Respondents will not be notified of the results of the sources sought.

The anticipated contract award date for this requirement is between January and February of 2026.

The North American Industry Classification System (NAICS) code for this project will be 561110, Office Administrative Services. 

SUBMITTAL REQUIREMENTS

Interested parties that respond to this source sought announcement should submit the following information:

(1) Confirm that your company is interested and intends to submit a quote / bid / proposal when a solicitation is issued.

(2) Company name and Unique Entity Identifier (UEI) confirming active registration in the System for Award Management (SAM.gov) in accordance with FAR 4.1102(a).

(4) Capability statement, product or service brochure, and/or relevant past performance information demonstrating the ability to perform the described services.

The capability package must be complete and sufficiently detailed to allow the Government to determine the firm's qualifications to perform the defined work. The Government is not obligated to and will not pay for any information received from the potential sources as a result of this synopsis. 

Responses are due no later than 01/05/2024.  Submit your Capabilities Statement to the following:

MSG Paola E. Caceres at paola.e.caceresvillalba.mil@army.mil