Minute Public Opinion Contract.pdf

July 10, 2025

Minutes from Pre-Proposal Conference –Public Opinion Research Services

19MX5325R0007

Introduction

The Contracting Officer (CO), Petra Suric Jankov, welcomed all attendees and introduced the Contracting Officer Representative (COR), David Suarez, and the Contracting Specialists: Veronica Tecuatl, Elyant Fontes, Luisanatalia Salceda, and Jesus Gonzalez. Carolina de Lira was introduced as the Government Technical Monitor.

Attendants from the Embassy:

• Contracting Officer: Petra Suric Jankov

• Contracting Team: Veronica Tecuatl, Elyant Fontes, Luisanatalia Salceda, Jesus Gonzalez

• Contracting Officer Representative: David Suarez

• Government Technical Monitor: Carolina de Lira

Attendees:

A total of 19 individuals from 11 different companies participated in the pre-proposal conference.

Purpose:

The purpose of this conference was to brief prospective offerors on the solicitation process and to explain how doing business with the U.S. Government differs from commercial practices. The solicitation and award processes are regulated under the Federal Acquisitions Regulation (FAR).

Discussion of the Solicitation Package

Submittal Deadlines:

• Questions: Friday, July 25, 2025, 11:00 AM (Mexico City Time)

• Proposals: Friday, September 19, 2025, 5:00 PM (Mexico City Time)

The minutes of this pre-proposal conference will be posted on the Contract Opportunities section of the SAM.gov website.

Important Notes:

• Statements made during the conference do not alter the solicitation. Any changes will be issued through a written amendment.

• Amendments may be necessary for reasons such as:

o Issues raised by prospective offerors.

o Changes to the closing date for receipt of offers.

o Corrections to ambiguities.

o Adjustments to quantities, specifications, or delivery schedules.

• All amendments will be posted on the Contract Opportunities section of SAM.gov to ensure fair release of information.

Questions:

• Questions must be submitted in English during the videoconference chat or via email. Answers will also be provided in English.

• If questions are received in Spanish, answers will be provided in English.

• The Questions & Answers document will also be posted on the Contract Opportunities of SAM.gov.

Solicitation Overview

The solicitation is divided into four parts. We conducted a comprehensive review of the key aspects of each section, with a particular focus on the bidding process.

1. Part I – The Schedule:

o This is a firm-fixed-price, Indefinite-Delivery Indefinite-Quantity (IDIQ) contract. IDIQ contracts provide for an indefinite quantity of services for a fixed time.

o Services will be performed via individual task orders issued under the contract.

o Section B, Pricing was reviewed.

o Each Contract Line Item Number (CLIN) for the Base Year and Option Years was reviewed.

2. Part II – Contract Clauses:

o This section outlines the applicable FAR clauses governing this contract.

o Key clauses reviewed include:

52.222-50 – Combating Trafficking in Persons:

This clause mandates that contractors actively prevent human trafficking and prohibit the use of forced labor, including trafficking for labor or commercial sex.

Contractors must:

Maintain a zero-tolerance policy toward trafficking in persons.

Take steps to detect and report any trafficking violations.

Ensure their employees and subcontractors comply with anti-trafficking laws.

Cooperate with government investigations related to trafficking.

Notify the contracting officer if trafficking is suspected or detected.

Implement measures to prevent trafficking in persons within their operations.

Ensure compliance with anti-trafficking laws and regulations.

Prohibit practices such as forced labor, debt bondage, and exploitation.

Report any violations or suspicions of trafficking to the appropriate authorities.

The U.S. Government maintains a zero-tolerance policy regarding trafficking in persons. If there is any suspicion of trafficking, the U.S. Government reserves the right to investigate and, if necessary, terminate the contract.

52.204-25 – Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021):

This clause prohibits the use of certain telecommunications equipment as outlined in Section 889(a)(1)(A) of Public Law 115-232.

3. Part III – List of Documents, Exhibits, and Other Attachments:

o A brief explanation of the list of attachments was provided.

4. Part IV – Representations and Instructions:

o The L.2.2 Summary of Instructions was reviewed, including the required format for proposal submissions.

o The evaluation factors detailed in Section M were reviewed.

o Participants were reminded of the critical importance of being registered in SAM.gov prior to submitting their proposals to ensure their eligibility for consideration.

The Contracting Officer’s Representative (COR) provided a comprehensive explanation of the requirements and expectations for the requested services.

Questions

The following questions were submitted prior to the pre-proposal conference. These questions were addressed during the conference, and the questions and answers were included in the Q&A file, which will be posted on SAM.gov. Any additional questions received after the conference will also be incorporated into the Q&A file.

1. You mentioned that the national and state quantitative surveys contained approximately 70 questions, including demographics. Roughly how long did it take for each in-person interview to be completed in these door-to-door surveys?

All surveys shall be kept under 30 minutes in duration.

2. Regarding the focus group transcripts, do you require an English translation, or is the Spanish transcript sufficient?

Spanish transcripts are sufficient.

3. Regarding the state-level quantitative study, will the embassy be selecting the state? I assume you do not yet know which state will be required.

The embassy will select the states based on its strategic needs. All states are within the realm of possibility, although we may focus on Chiapas, Guerrero, Oaxaca, Veracruz, Puebla, Guanajuato, and Michoacan for strategic reasons.

4. Could you please clarify whether the contractor (and any subcontractors) is required to hold all three types of memberships listed in the solicitation— i.e., a national market research association, a public opinion research association with recognized standards, and an international public opinion research organization—or if membership in one or two of these categories would be sufficient to meet the qualifications?

Correct. If the contractor uses a subcontractor, we require both to have credentials in the three categories.

5. C.3.2: Under qualifications the Contractor shall possess, #6 stipulates, “Conduct its own, self-funded nationwide door-to-door surveys with a monthly periodicity and a sample of at least 800 (eight hundred) and 95 (ninety-five) percent confidence level.” Will you accept bids from contractors that do not meet this qualification?

No.

6. C.3.4.1: What length of questionnaire should be estimated? This is important for accurate pricing.

Our questionnaires, including demographic questions, are roughly 70 questions long.

7. C.3.4.3: Is the contractor required to do the recruitment? May we provide separate pricing for types of participant groups and virtual versus in person?

We expect separate pricing for Mexico City focus groups and focus groups outside of Mexico City (please refer to B.4.2, CLINS 0003 and 0004; B.4.3 CLINS 1003 and 1004; B.4.4 CLINS 2003 and 1004; B.4.5 CLINS 3003 and 3004, and B.4.6 CLINS 4003 and 4004). As stated in section B4, are fully loaded rates that include all work, including furnishing any managerial, administrative, and direct labor (in compliance with any local regulations), materials, overhead, insurance, and profit. Any costs not separately priced shall be considered to be included in the overhead and other indirect costs.

The U.S. Government will not pay any additional expenses. Recruitment can be done through trusted partners. Just to be clear, we expect the winning company to conduct all groups in person. The only virtual component is for the Embassy’s COR or COR designate to attend the sessions.

8. C.3.4.4: Is the contractor required to do the recruitment? May we provide separate pricing for types of participant groups and virtual versus in person?

As stated in C.3.4.4 of the RFP, Contractor is responsible for the recruitment based on Embassy required target audiences. Contractor shall conduct all sessions in person.

Conclusion

The conference concluded with a reminder that an amendment (Amendment 0001) would be issued to correct discrepancies in the deadlines listed in the RFP and the Letter to Offerors. The Contracting Officer thanked all attendees for their participation and interest in supporting the U.S. Government.