19VM3024Q0035 - SF18 Request for quotation.pdf

REQUEST FOR QUOTATIONS

(THIS IS NOT AN ORDER)

THIS RFQ [ ] IS [x] IS NOT A SMALL BUSINESS-

SMALL PURCHASE SET-ASIDE (52.219-4)

PAGE

OF

PAGES

1. REQUEST NO.

19VM3024Q0035

2. DATE ISSUED

Aug 15, 2024

3. REQUISITION/PURCHASE REQUEST NO.

PR12807854

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG. 1

RATING

5A. ISSUED BY

General Services Office, American Embassy Hanoi, 7 Lang Ha, Hanoi, Vietnam

6. DELIVER BY (Date)

Aug 29, 2024; 17:00PM local time

5B. FOR INFORMATION CALL: (Name and telephone no.) (No collect calls 7. DELIVERY

X FOB DESTINATION OTHER (See Schedule) NAME

Duong Dang

TELEPHONE NUMBER

AREA CODE

+84 24

NUMBER

38505000

8. TO: 9. DESTINATION

a. NAME b. COMPANY a. NAME OF CONSIGNEE

American Embassy Hanoi

c. STREET ADDRESS b. STREET ADDRESS

7 Lang Ha

d. CITY e. STATE f. ZIP CODE c. CITY

Hanoi

d. STATE

Vietnam

e. ZIP CODE

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5A ON OR

BEFORE CLOSE OF BUSINESS (Date)

Aug 29, 2024; 17:00PM local time

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5A. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Period of Performance:

Sep 2024 – Dec 2024.

Jan 2025 – May 2025

Jun 2025 – Sep 2025

(Please see attached Statement of Work for details, page 2 - 6)

Pkg

12 DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS

b. 20 CALENDAR DAYS

c. 30 CALENDAR DAYS

d. CALENDAR DAYS

NUMBER %

NOTE: Additional provisions and representations [X] are [ ] are not attached.

13 NAME AND ADDRESS OF QUOTER 14 SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

15 DATE OF QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS

16. SIGNER

c. COUNTY a. NAME (Type or print)

b. TELEPHONE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) AREA CODE

NUMBER

STANDARD FORM 18

SCOPE OF WORK

A. GENERAL REQUIREMENTS

The U.S. Mission to Vietnam/Public Diplomacy Section seeks to contract a marketing or public relations firm to design and implement a public relations campaign to communicate the breadth and importance of the

United States and Vietnam partnership, particularly in health, climate, economics and trade, education, people-to-people ties, and science and technology.

The campaign will be executed alongside several major events, including 10 Embassy-sponsored events, an

Independence Day celebration, and U.S. government-sponsored cultural activities across various provinces in

Vietnam.

The contractor shall provide materials, technological equipment, storage for the content, services for the transmission of radio/TV spots, printing services, and labor to complete all works specified in Section B. The prices listed below are in Vietnam Dong (VND) and are provided on a firm fixed-price basis. These prices cover all labor, materials, copyrights, insurance, overhead, profit, transportation, and any other expenses within the specified timeframe.

B. TECHNICAL REQUIREMENTS

1. Campaign Objectives o Raise awareness about significant U.S. assistance and partnerships with Vietnam in education, climate, health, economics and trade, culture, and STEM.

o Strengthen public support the United States’ enduring partnership with Vietnam.

o Combat disinformation about the United States and U.S. foreign policy.

2. Target Audience o General public in Vietnam, focusing on youth (16-35), Vietnamese educators in rural areas surrounding major cities in northern and central Vietnam, business leaders, and policymakers.

o Specific interest groups related to health, culture, education, and economic development.

o Local media outlets and online social networks.

3. Key Messages o The United States of America is committed to a strong, independent, prosperous, and resilient

Vietnam.

o The United States of America is an enduring partner to Vietnam.

o Over 30 years of friendship between our nations is remarkable.

o The United States – Vietnam Comprehensive Strategic Partnership bring peace, prosperity, and stability to people on both of our countries, the region, and the world.

4. Coordination o All marketing campaign materials must be designed in coordination with the U.S. Mission to

Vietnam.

o The U.S. Mission to Vietnam reserves all rights for branding materials developed for this campaign and is property of the United States government.

5. Period of Performance:

o Milestone 1 (September 2024 – December 2024):

• Conduct a market survey outlining preferences for target audiences: 1) Vietnamese youth 16-35, 2) educators in rural areas in Vietnam, 3) business leaders in urban areas in Vietnam, and 4) Vietnam government policymakers. Based on this survey, present a marketing plan outlining specific tools and methods to effectively reach these audiences using social and traditional media outlets and traditional advertising to highlight U.S.-Vietnam cooperation and U.S. partnership across key areas, with a particular focus on health, culture, education, STEM, and economic development.

• The contractor will deliver a draft public relations plan, including the best marketing tools and methods agreed upon with the U.S. Mission to Vietnam, to effectively engage and inform the target audience defined in Section B2. The plan should also include mockups of campaign materials using the pre-designed 30-year anniversary logo for review and final plan development. (Logo will be designed by U.S. Mission

Vietnam and be provided to the contractor)

• The contractor will present the final plan for approval by the U.S. Mission to

Vietnam, along with a reasonable timeline for execution based on the milestones in this Scope of Work and the 2025 Mission events calendar.

o Milestone 2 (January 2025 – May 2025):

• The contractor will commence the first phase of the campaign rollout over 4 months

(February 2025 – May 2025) based on the agreed final PR plan, utilizing traditional advertising methods (billboards, OOH placements, flyers and printed materials following Department of State Guidelines) and executing a social media campaign including 48 posts, content in English and Vietnamese for Facebook, IG, Zalo, and target media outlets and radio (large audiences, and the contractor must present evidence of such coverage within their initial proposal) in alignment with U.S.

Mission to Vietnam activities. Content should include posts with English and

Vietnamese text, including photos, videos, and layouts applicable to above platforms). The campaign should target the audience outlined in Section B2 using data from the market survey conducted in milestone 1.

• The contractor will release and distribute a 3-5-minute-long anniversary video reviewing the merits of the U.S.-Vietnam relationship from 1995-2025, to be distributed on social media and released as a digital ad online. (The video will be produced by the contractor; contractor is fully responsible for copyright of music/photos, if any.)

• The contractor will deliver a mid-term report on campaign results and metrics from

February 2025 – April 2025 including a comprehensive analysis of the campaign's impact (total views, visits, subscribers, followers, engagement, reach, impressions, demographic data), lessons learned, and recommendations for future initiatives. The

Embassy will provide feedback, and the contractor will adjust the campaign if necessary.

o Milestone 3 (June 2025 – Sep 2025):

• The contractor will commence the second phase of the campaign rollout over 3 months (June 2025 – August 2025) based on the agreed final PR plan, utilizing traditional advertising methods (billboards, OOH placements, flyers and printed materials following Department of State Guidelines) and executing a social media campaign including 36 posts, content in English and Vietnamese for Facebook, IG, Zalo, and target media outlets and radio (large audiences, and the contractor must present evidence of such coverage within their initial proposal) in alignment with

U.S. Mission to Vietnam activities. Content should include posts with English and

Vietnamese text, including photos, videos, and layouts applicable to above platforms). The campaign should target the audience outlined in Section B2 using data from the market survey conducted in milestone 1.

• The contractor will release and distribute 5 recap videos, 3 behind-the-scenes videos to be distributed on social media and released as a digital ad online. (The videos will be produced by the contractor; contractor is fully responsible for copyright of music/photos if any.)

• The campaign concludes, and the contractor will deliver a final report on campaign results and metrics, including a comprehensive analysis of the campaign's impact

(total views, visits, subscribers, followers, engagement, reach, impressions, demographic data), sentiment analysis, lessons learned, and recommendations for future initiatives, using post-campaign survey to assess change in public perception and feedback from event participants and partner’s organizations.

C. PRICING

The quotation must adhere to the line-item format outlined in the pricing table below. Any additional details or information should be provided in separate tables or documents.

Prices to be provided below shall be in Vietnam Dong to include all labors, materials, insurance, overhead, profit and any other anticipated costs:

No. Supplies & Services Qty Unit U/P (VND) Amount (VND)

1. Period of Performance: Sep 2024 – Dec 2024 1 Pkg

1.1. Conduct a market survey. 1 Set

1.2. Develop data-driven 7-month comprehensive public

relation strategic plan (from February 2025 to

August 2025)

1 Set

2. Period of Performance: Jan 2025 – May 2025 1 Pkg

2.1. Implement a 4-month comprehensive public relation

strategic plan (from February 2025 to May 2025)

2.2. Video reflection on 30 years of U.S.- Vietnam

relations (3-5 min), preceded by storyboard and concept approval.

3. Period of Performance: Jun 2025 – Sep 2025 1 Pkg

3.1. Implement a 3-month comprehensive public relation

strategic plan (from Jun 2025 to August 2025)

3.2.

Recap videos (2-3 minutes) and B-roll of previously agreed upon bilateral commemorative events located in Hanoi, HCMC, Danang, and Can Tho

5 Videos

Behind the scenes 3 Videos

TOTAL

VAT (if applicable)

Grand total price including VAT:

Note: It is anticipated that the range in price of this solicitation will be within USD 50,000–USD 100,000.

D. PROCUREMENT TERMS & CONDITIONS:

• The Offeror must be willing to accept Purchase Order (PO) from U.S. Embassy Hanoi.

• Contractor’s contract is not accepted or signed. Deposit is not applicable.

• Quotation must be in local currency Vietnam Dong (VND); firm fixed price to include tax, delivery, and any other anticipated charges.

• All items & services bid must meet or exceed specifications listed.

• Selected contractor must be able to accept payment within 30 (thirty) days after the orders are delivered completely and the original correct invoice is received.

• Payment will be made in three installments, with each installment due at the end of the performance periods, upon the receipt of the corresponding invoice, through Electronic Fund

Transfer (EFT) to the contractor bank account (VND) as stated on the invoice.

• Any cancellations after PO acceptance, only services/supplies rendered will be paid.

• For the bidding amount of USD30,000 or over bidders are required to register in the System for

Award Management with Unique Entity Identifier to do business with the U.S. Government.

• For the U.S. Government rule and regulation reference, please read the attached Commercial Clauses document.

Please send your proposal/quotation no later than August 29, 2024; 17:00PM local time by email to U.S.

Embassy Hanoi to:

Ms. Dang Thuy Duong

Procurement Agent

Email: dangdt@state.gov

Thank you for your cooperation.

mailto:dangdt@state.gov