19GT5024Q0051 - Digital Monitoring Services - Questions and Answers.pdf

Request for Quota�on No. 19GT5024Q0051 Digital Monitoring Services

Ques�ons and Answers

1. Would it be acceptable/considered if we were to propose fulfillment of the digital monitoring requirement through the procurement of so�ware accompanied by comprehensive training for Embassy staff, as opposed to the ongoing service provisions. We would of course ensure that all the requested deliverables such as the reports are s�ll provided.

We are looking for a contractor to provide monitoring services for social media pla�orms, delivering weekly and monthly reports, and checking for alerts. If your proposal is to offer a so�ware and training, that’s your op�on and we can evaluate if that meets the needs as if a third party would be delivering the product in terms of the resources dedicated to the report. You would provide a possible solu�on and we can evaluate if that is what could help to get the reports the Embassy needs.

2. Geographic Focus: Could you please clarify if there are specific geographic regions or countries, aside from Guatemala, that should be priori�zed for monitoring?

This contract applies to monitor narra�ves specifically in the digital accounts ac�ve in Guatemala. It is key that the contractor has a deep knowledge of the local context, understands the different actors that par�cipate in the Guatemalan social media environment and their possible influence or rela�onship with public actors, poli�cians, opinion leaders or people who are genera�ng social media content that seeks to influence the public opinion of the Guatemalan audience. The work could reach other countries if the same monitoring iden�fies that there is par�cipa�on from other countries or actors from other countries influencing local social media content. Monitor may apply to all the public topics related to the bilateral rela�onship between the U. S. and Guatemala.

3. Monitoring Themes: The RFQ men�ons four specific themes for digital monitoring. Could you provide more details or examples of these themes to guide our proposal effec�vely? Some regions require licensing agreements which are based on coverage volume, so this may or may not impact our licensing fees, hence the ques�on.

In this case, requests for topics are regularly made in rela�on to the na�onal situa�on. To give reference, percep�on of corrup�on in the country, democracy, drug trafficking, migra�on issues, could be themes included in this sec�on. Contractor should submit a report for each theme selected. The contract requests four extra reports on specific themes that Public Diplomacy sec�on will provide.

4. Digital Pla�orms: Are there specific digital pla�orms or media outlets the Embassy prefers for monitoring, or should we focus on all major pla�orms equally?

It is expected that the contractor will be able to focus on monitoring major social media pla�orms, but there is preference on Facebook, X, Instagram, TikTok and could cover some websites of local media outlets. Keep in mind that monitoring includes individual accounts as well as commercial and local media accounts. Iden�fica�on of bots or AI publica�ons is considered also.

5. Report Format: Is there a preferred format or structure for the weekly and monthly reports, or are we able to propose our own format?

The contractor can suggest a format and it is part of the innova�on that the Embassy is looking for in the proposals. The requirements in this case focus on including URLs or handles, metrics that indicate the performance of the posts or the trend of the topics and a poli�cal analysis of what is presented, this is key. In addi�on, the contractor is expected to include alerts on special issues that may be of interest to the Embassy for follow-up. These alerts could be sent individually and during the day they arise, but they can be included in the weekly or monthly report depending on the impact or interest they have generated. Weekly reports should be a maximum of one page and monthly reports should be a maximum of two pages.

6. Response Time for Cri�cal Updates: Is there a required turnaround �me for repor�ng urgent or high-priority issues once they are iden�fied?

Yes, it is expected that if there is an emergency or an issue that the Embassy must address immediately, the contractor will have the ability to report it as soon as it emerges in the networks, before it advances. These alerts should be submited as soon as possible, regardless of the �me and according to their relevance, they can be included in the weekly and/or monthly report.

7. Capacity Tes�ng: Can you provide more informa�on about the test of capacity men�oned in the second phase of the process? What specific capabili�es will be evaluated?

Companies that reach the second phase will be invited to present a real-�me report on a par�cular issue, different aspects such as but not limited to the following will be evaluated; response capacity, tools used, the presenta�on and analysis of informa�on according to the na�onal and poli�cal context between the United States and Guatemala will be evaluated.

8. Can you provide more informa�on on the amount of work, like how many hours of monitoring per month are es�mated, or how many sites should be monitored? Knowing this will help provide an accurate quote.

The cost to provide digital monitoring, for example, will be a lot different if we monitor for one hour a week or 100 hours.

We cannot confirm a specific number of hours, however, the Embassy expects contractor keeps a constant monitor of the digital spectrum in Guatemala considering all the social media pla�orms available in country with main focus on Facebook, X, Instagram and TikTok. Monitor should include individual accounts, commercial accounts and local media outlets. Contract requests weekly and monthly reports, as well as alerts for urgent issues in the meaning that contractor keeps a constant monitoring in the most relevant social media pla�orms.

9. Should everyone on the contractor's team par�cipa�ng in this project be USCITS, or would you prefer a mix of USCITS and foreign na�onals, given U.S. Embassy sensi�vi�es? We can provide both but will create a team based on PA's preferences.

There is no preference in the na�onality of people working in this project. The contract requests confiden�ality for the management of the informa�on no mater what na�onality contractor’s team is.

10. The RFQ states that bidders must provide, " 4. Addi�onal informa�on as required in Sec�on III". Where is Sec�on III? We can't find it in the docs. Thanks.

Addi�onal informa�on refers to the requirements’ list included in sec�on III:

1. Contractor must provide a detailed descrip�on of the methodology to use to provide the required services.

2. Clients’ portolio including descrip�on of previous projects na�onally and interna�onally involving contracts beyond $5,000.

3. Profile of the analyst assigned to the contract including a detailed background.

4. Names of the team that will be in charge of U.S. Embassy’s account.

5. Sample of at least two previous analyses.

6. Proof of at least five years of experience.

7. Company patent.

8. Documents of legal representa�ve.

9. Par�cipate in a test of capacity according to Public Diplomacy Sec�on’s requirements. (Second phase of the process) *Process is divided into phases. Only companies with highest grades according to requirements will advance to the final phase.

The U.S. Embassy in Guatemala is providing the following information for companies solely and exclusively use it to better understand the terms and conditions of requested service and to assist them in submitting a proposal that best meets the requirements.