Questions and Answers.pdf

Questions and Answers

19C02025Q0009

Social Media Management Services

Q1: Does the social media person have to live in Bogota?

A1: No.

Q2: What is the budget for this requirement?

A2: Budget will not be provided

Q3: What is the mission goal for this initiative?

A3: To support the Venezuela Affairs Unit to accurately amplify U.S. foreign policy messages in Spanish. Please see the Venezuela Integrated Country Strategy for more details on the U.S.

foreign policy objectives (www.state.gov/wp-content/uploads/2024/05/ICS_WHA_Venezuela_Public.pdf)

Q4: How many posts should be made in a month?

A4: The total number of posts as specified in the solicitation will be spaced out throughout the course of the contract.

Q5: Section 1 – Pricing - Minimum and Maximum Amounts: During the contract period, the Government shall place orders totaling a minimum of [Note to Contracting Officer: insert an amount in the currency of the country or quantity]. This reflects the contract minimum for each period of performance. The amount of all orders shall not exceed of [Note to Contracting Officer: insert an amount in the currency of the country or quantity]. – Please can the Government confirm?

A5: Please refer to Amendment 0001 of the Solicitation.

Q6: Section 1 - Tasks – 3.1. ‘50 Subtitled State Department-produced video products into Spanish – Can the Procurement Team confirm if this is a transcreation requirement of existing videos or development from scratch?

A6: Existing videos.

Q7: Can the Procurement Team confirm if there is a cap on proposal length in pages and preferred font and size?

A7: There is no preferred font. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each

Q8: In the pre-quotation call today, it was mentioned that the solicitation does not require management of the social media pages, and this would remain with Embassy personnel. Please confirm.

A8: Confirmed. The contractor will not have the ability to directly manage the pages.

Q9: Does the Embassy have master content themes they would share with offerors?

A9: Please see the Venezuela Integrated Country Strategy (www.state.gov/wp-content/uploads/2024/05/ICS_WHA_Venezuela_Public.pdf)

Q10: Does the Embassy have existing content strategy or themes they can share with offerors?

A10: Please see the VAU social media pages and Integrated Country Strategy for examples and themes: (www.state.gov/wp-content/uploads/2024/05/ICS_WHA_Venezuela_Public.pdf)

Q11: In the pre-quotation call today, it was mentioned community management support from the contractor to monitor page activity and draft responses, however contractors will not have publishing access. Will contracting agency have monitoring or viewer access to Embassy channels? Alternatively, how does Embassy share data with current suppliers?

A11: For support requests requiring access to analytics not publicly available, the Embassy will share raw analytics with the contractor.

Q12: During the meeting, you mentioned including captions in English (or possibly bilingual captions), but we noticed your existing posts typically don’t use these.

A12: Due to regulations, if the content is in English, we must place the caption in English and Spanish. Right now, our content is focused on Spanish, and we try not to use the platforms' caption services, so we print the captions on the videos to always be visible.

Q13: Can you clarify what type and format of captions you’d like us to develop? For instance, would these be English subtitles on Spanish-language videos, Spanish subtitles on English-language videos, or something else?

A13: Spanish and English captions and subtitles, depending on the original language of the content and in compliance with Section 508.

Q14: Do you have any stylistic preference or compliance requirement for these bilingual captions, such as font, size, or brand guidelines we should follow?

A14: All content must be 508 compliant (see Section508.gov)

Q15: Could you clarify the expected frequency of social media posts on each platform and any priority topics?

A15: The VAU will manage the frequency of postings and request the needed content over the course of the contract. For priority topics, please see the Venezuela Integrated Country Strategy (www.state.gov/wp-content/uploads/2024/05/ICS_WHA_Venezuela_Public.pdf)

Q16: Will you provide brand style guides, official logos, or templates for us to use in our graphics, videos, and possible captions?

A16: Yes.

Q17: Which Key Performance Indicators (KPIs) (reach, engagement, sentiment) are most critical to track, and how frequently do you want reports?

A17: Sentiment analysis and occasionally reach and engagement (with raw analytics provided by the VAU). This analysis should be submitted in weekly reports.

Q18: Do you require any specific tools for content creation, scheduling, or analytics?

A18: The contractor should have the appropriate tools for content creation. The VAU will schedule posts and share analytics when analysis is requested.

Q19: Will you provide any existing content libraries or prior analytics to guide our initial approach?

A19: The VAU’s existing content is available publicly on our platforms. We will provide the contractor with prior analytics as required for assessment and strategic planning.

Q20: Beyond listing references, are there specific project details or case studies you’d like us to highlight to demonstrate our capacity? We are a new company without references, however would like to stay competitive.

A20: Examples of past content or campaigns.

Q21: Is a single “Social Media & Content Manager” who creates content and reports analytics acceptable, or do you prefer distinct roles?

A21: A single person is acceptable if they can complete the requested tasks.

Q22: Do you anticipate a start-up phase after contract award, and how soon would you like final deliverables posted?

A22: Yes - the VAU expects a start-up phase to discuss specific projects and timelines.

Q23: Are there required regular check-ins or briefings that should be factored into our project calendar?

A23: No.

Q24: Which channels (e.g., Microsoft Teams, Zoom, phone) do you prefer for day-to-day communications?

A24: The VAU will use commonly accessible channels for daily communications.

Q25: Are those assets all unique in creative approach? Do resizes of the same asset count against the total quantity? If we were to create (1) Content Graphic with a headline and image but resized it for the different social platforms (in say 8 different sizes) would that count as 1 Content Graphic or 9 in total?

A25: Pricing should be based on the creative and intellectual effort required per piece.

Q26: For the Video Products, is the base video from existing U.S. government digital content? Is video production (shooting, casting, pre and post-production) required? What about Voice Over and Music for the Video Products?

A26: Video production (shooting, casting, etc.) is not required. The contractor can suggest the format to be produced in coordination with the VAU.

Q27: The Performance Work Statement mentions that the work can be completed remotely but also suggests making an effort to meet with VAU staff if regional travel coincides. Could you please confirm if any mandatory travel is expected as part of this contract? Additionally, if travel is required, could you specify whether associated costs will be reimbursed or if they should be included in the proposal pricing?

A27: No travel is required and should not be included in the proposal.

Q28: The RFQ states that VAT "is not included in the CLIN rates." To confirm, do we include a separate line / CLIN item in our bids for VAT, or do we not add VAT to our bids and add VAT to our invoices later when billing as applicable?

A28: VAT should be included in your proposal as a separate line item.

Q29: For the "100 original short (10-30 second) video products (for example, motion graphics)", will the VAU provide source material and/or examples of the content needed, or will the contractor create these from scratch?

A29: Correct. The VAU will provide the video or images.

Q30: For the "50 subtitled State Department-produced video products into Spanish", State Department already has these videos, and the Contractor simply needs to convert them into Spanish, correct?

A30: Correct. The VAU will provide the video.

Q31: Would there be a previous contract we can base the bid on?

A31: No, we don’t have a previous contract for this service.

Q32: If not a previous vendor, what price range was spent before on this service?

A32: This service has not been contracted in the past.

Q33: Would you need somebody onsite to perform the task?

A33: No.

Q34: What are the top priorities for social media engagement with Venezuelan audiences?

A34: Please see the Venezuela Integrated Country Strategy (www.state.gov/wp-content/uploads/2024/05/ICS_WHA_Venezuela_Public.pdf) for policy priorities. VAU social media engagement should advance these goals and increase support for US policy.

Q35: Will you provide any texts or copywriting?

A35: The VAU will provide guidelines. Normally, we work with content without copyright. The USG will have the ownership and full rights to the final content.

Q36: Are there any specific demographics or locations within Venezuela to target?

A36: For some content, the VAU may provide more targeted audience goals. The specific audience profile will change depending on the topic.

Q37: Are there examples of successful graphics or videos to replicate or draw inspiration from?

A37: Specific examples will be provided when the projects are proposed. The contractor should also draw inspiration from successful accounts targeting the same audiences and other similar government accounts.

Q38: Do you currently have any marketing and communication strategies?

A38: Yes.

Q39: Which performance indicators (e.g., weekly engagement growth, post reach) should be prioritized?

A39: Engagement and Reach

Q40: What is the preferred workflow for reviewing and approving content?

A40: Discussion of theme and requirements with the VAU; Draft proposal/copy;

discussion/edits/iteration/content testing; posting and post-evaluation.

Q41: Are the 200 graphic imagery products tied to specific themes or events?

A41: The number of pieces to be delivered will be discussed during project evaluation.

Q42: Should the 100 original short videos target specific types of audiences, e.g., youth or policymakers? Should they be 30 seconds long, 60 seconds...?

A42: The specific audience will vary based on the topic, to be discussed prior to beginning work.

The short videos are to be 10-30 seconds.

Q43: For the 50 subtitled videos, do you have preferences for tone or specific dialects in Spanish?

A43: Video subtitling should be focused on Venezuelan Spanish with local words or expressive forms to ensure proper understanding of the message.

Q44: Are there peak times or specific dates when content must be delivered to maximize impact?

A44: It will depend on the monthly situation and expectations at specific times. The VAU will post content.

Q45: Should content incorporate Venezuelan cultural nuances or current social topics?

A45: Yes, where appropriate.

Q46: Which specific engagement metrics are most critical (e.g., video views, shares, follower growth)?

A46: Engagement and Reach

Q47: Are there key stakeholders (e.g., U.S. Embassy team or VAU) who will review and approve content?

A47: The VAU team will evaluate and approve all content.

Q48: How will content collaboration and feedback be managed (e.g., through Slack, calls, WhatsApp...)?

A48: It will be discussed with the contractor at the time of award.

Q49: Are there preferred social media management tools or analytics platforms already in use?

A49: The contractor will be asked to conduct external monitoring. The VAU monitors and manages via various platforms and will provide detailed analytics to the contractor if needed for specific analysis requests.

Q50: Are monthly strategy reviews sufficient, or are additional updates required?

A50: It will depend on the monthly situation or if a special project is being carried out.

Q51: Could you please inform us who the previous contract holder was for this service? This information will help us gauge the benchmark standards and the expectations from the service provider.

A51: This service has not been contracted in the past.

Q52: Could you please provide us with the Purchase Order number.

A52: This service has not been contracted in the past.

Q53: We would also appreciate it if you could share the contract value of the previous period.

A53: This service has not been contracted in the past.

Q54: Are there any security clearances or access restrictions the contractor needs to be aware of?

A54: No. The contractor will not have access to any State Department accounts.

Q55: Are there available funds for this opportunity?

A55: Yes.

Q56: Are there any post-award submittals that we should be aware of? If so, could you please provide the relevant information?

A56: No

Q57: Maximum Budget: Could you please specify if there is a maximum budget allocated for this contract? Understanding the budget constraints will help us tailor our proposal to meet both the project's needs and financial guidelines.

A57: No budget estimates will be provided.

Q58: Was there any issues with the previous company that you would like to see improved A58: This service has not been contracted in the past.

Q59: In the event travel to Venezuela is required, will this be an additional amount paid to the Contractor? Can you please tell us this amount?

A59: No travel will be necessary