Attachment_J.5_Acquisition_Marking_Plan_template.docx

RFP #72011519R00002 Annex J.5 Improved Basic Education in the Kyrgyz Republic

Marking Plan Instructions: (delete this section from your final version) The Contractor shall prepare a Marking Plan that will enumerate all of the public communications, commodities and program materials that visibly bear or will be marked with the USAID identity. Contract deliverables to be marked with the USAID Identity must follow design guidance for color, type, and layout in the USAID Graphics Standard Manual.

Please consult closely with USAID’s ADS320, USAID Graphic Standards Manual, and other resources available via USAID’s Branding page as you prepare your Marking Plan, and consult these resources regularly as you plan for and implement public outreach components of your activity. ADS 320 applies to all programs, projects, activities, public communications, and commodities funded by USAID under any direct contract or subcontract.

The overall purpose of a Marking Plan is to lay out the way in which public communications, commodities, and activity materials and other items that visibly bear or will be marked with the USAID Identity to communicate that the assistance is From the American People. Marking considerations during activity implementation will be closely coordinated with your COR and the Mission’s Development Outreach and Communications (DOC) team. USAID’s Kyrgyz Republic DOC team can be reached by email here: akgdoc@usaid.gov.

Marking Plans specifically address the following:

· Marking regulations in sub-awards;

· Disclaimer language to be included in publications;

· Design considerations in the use of the USAID Identity;

· How deliverables and public communications produced as part of the activity will be marked;

· (If appropriate) detail which materials will not be marked and why.

The text below serves as a framework to help you prepare your Marking Plan. USAID places great importance on impactful activity communication. Please think through the information presented below carefully and provide detailed responses. If there are additional communications opportunities or issues not covered below, please add them into your submission. Please be sure that this document addresses all examples of marking you envision for your activity.

USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the program is positioned as USAID’s, as showcased by the activity name (e.g., “The USAID/Basic Education Program”). “Exclusive Marking” means contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID Standard Graphic Identity and, where applicable, the host-country government or ministry symbol or another U.S. Government logo. It is USAID’s policy that contractors’ and subcontractors’ corporate identities or logos must not be used on USAID-funded program materials.

Note, in line with USAID guidance in ADS 200 and elsewhere, your award is referred to in this document as an “activity,” that contributes to higher level Mission “programs” or “projects”. This does not prevent you from using other preferred terms in your public communications. For USAID communications, “branding” refers to how a program or project is named and positioned, and how the activity is connected to USAID and the American people; and “marking” refers to applying USAID graphic identity or logo to program materials or project signage to visibly acknowledge USAID.

Please note: all text in Italics is only for your guidance only; please delete it from your final version. This text aims to give you guidance as you prepare your Marking Plan; however, it does not aim to cover all possible situations relevant to your activity. Feel free to add additional text or sections to accommodate your ideas or needs. Also, feel free to change our standard text (i.e. text not in italics) within reason as required. It is not our aim to receive from your formulaic text; rather, we’re interested in hearing your ideas on how to maximize public recognition of your accomplishments.

Activity Title: (please complete all sections) Award Number:

Period of Activity:

Implementing organization:

Date:

(Implementing organization) intends to mark deliverables and public communications under this activity as outlined in this Marking Plan.

1. Marking of Sub-awards: Contract marking requirements will “flow down” to sub-contractors or sub-awards. (Implementing organization) will include, in each sub-contract, the following standard provision about USAID Branding and Marking requirements for prospective subcontractors:

“As a condition of receipt of this sub-award, exclusive marking with the USAID Identity is required. The contractor will not mark any deliverables or public communications (including, but not limited to training events and materials, conferences, seminars, brochures, press releases, promotional items, etc.) with any other logo or identity but USAID’s. The only exception allowable is the logo of the local government, upon approval and in accordance with guidance from USAID. The sub-contractor will comply will all provisions of the activity’s Marking Plan, Branding Strategy, and Branding Implementation Plan, pertinent to the sub-contract.”

Grants under the contract, when authorized in accordance with ADS 302, “USAID Direct Contracting” must be branded and marked like grants. The policy directives and required procedures for branding and marking of assistance awards in ADS Section 320.3.3 and 22 CFR 226.91 apply. The (Implementing organization) will including branding and marking requirements for these grants in it Branding Implementation Plan and Marking Plan, as part of its overall responsibility for managing grants under this contract.

Any activity conducted jointly by this activity and other donors, local organizations, or government entities will include prominent positioning of the USAID Identity and the message “From the American people”.

2. Disclaimer Language for Publications: (please include only applicable translations of the disclaimer below.) All studies, reports, publications, websites (note: any websites developed by the activity require a separate USAID approval), and all informational and promotional products will contain the following provision:

3. Design of Publicity Materials and the Use of the USAID Identity

For design aspects of all activity publications, including printed, online or event materials, the activity will comply with guidance provided in USAID’s Graphic Standards Manual. This includes issues such as the use of the USAID logo and Identity, as well as color scheme, design, typeface, and other design considerations.

Every contract deliverable that is marked with the USAID identity for the activity will follow design guidance for color, type, and layout in the Graphic Standards Manual as related to equipment, reports, studies, events, and public communication (including printed products, audio, visual, and electronic materials). The USAID logo will be used for programmatic correspondence. (Implementing organization) letterhead will be used for administrative matters and will not have the USAID logo. Business cards will not show the USAID logo.

As stated in ADS 320, USAID’s policy is that all activity communications, or commodities implemented or delivered under contracts and subcontracts exclusively funded by USAID are marked exclusively with the USAID Identity. Where applicable, a host-country symbol or ministry logo, or another U.S. Government logo may be added.

For a definition of USAID’s Identity, logo, brandmark, etc., please refer to USAID’s branding page. Except for the manufacturer’s trademark on a commercial item, the corporate identities or logos of contractors or subcontractors are not permitted on USAID-funded program materials and communications, unless specified in the USAID Graphic Standards Manual or approved in advance by the Principal Officer.

4. Marking of Activity Deliverables and Public Communications

The following public communications and activity materials will be produced as part of the contract and will visibly bear the USAID Identity. All branding and marking of these materials will be in line with guidance laid out in the USAID Graphics Standards Manual. Any materials that are not anticipated below, but are produced under the activity, will also be subject to branding guidelines and COR approval, as appropriate.

Table #1: Marked deliverables and public communications

Items to include and discuss in Table #1 below include the following. This is only a sample list; please do not include items that are not relevant to your activity, and add any additional items you plan to produce:

· Publications including factsheets, brochures, leaflets, PowerPoint presentations, CDs and DVDs, online publications, blogs, etc.

· Event materials, (including conferences, trainings, study tours, exhibitions, briefings, seminars, fairs, workshops, public meetings, etc.), including handouts, presentations, banners, plaques, certificates, etc.

· Media materials including media advisories and press releases, invitations, articles in print or online media, TV and radio public service announcements

· Audiovisual materials including videos and documentaries

· Surveys, reports, manuals, textbooks, training materials

· Promotional materials (e.g., t-shirts, pens, caps, pins, etc.)

· Commodities used for activity purposes: equipment, tools, furniture, instruments

· Physical infrastructure

· Websites (created through the USAID approval process)

In the table below, please include a clear explanation of where the USAID Identity will be placed (on which page, etc.). Discuss placement of disclaimer text and any other marking considerations. Please attach samples of how you are planning to mark various types of documents: i.e., include a sample factsheet or a certificate, etc. – so that we can see what exactly you are planning. Please only include one sample for all the types of documents that will be marked the same way – and identify which types of documents the sample will apply to. Items included in the table below are only examples, please change as applicable.

(Implementing organization) will include USAID identity in all communication products and describe the activity as USAID’s in all public communications materials. All press releases, fact sheets, and other written communications will carry this branding, such as reports, success stories and brochures will include the USAID Identity.

Table 1 outlines the types of communication materials that may be produced under the activity:

2). Text about USAID (included in the Branding Implementation Plan)

2). Included as the last paragraph

2). Text about USAID

2). Included as the first paragraph

2). Text about USAID 3). Disclaimer

2). Included as the first paragraph 3). At the bottom of the back page

2). Disclaimer

2). Included at the bottom of the first page

above any writing

2). At the bottom of the front page, in italics

Any items not mentioned in Table 1 that are developed over the course of activity implementation will be branded in a similar fashion to those listed above, and in line with guidance provided in the Graphics Standards Manual, unless they are exempt from marking by USAID regulations USAID identity marking will not be required on items used as part of the administration of the contract, such as administrative letters, stationery products, equipment, and offices.

USAID reserves the right to request preproduction review of USAID-funded public communications and activity materials for compliance with USAID Graphic Standards and the approved Marking Plan.

Table #2: Exceptions to Contract Marking Requirements

Guidance: It is USAID policy that all contract deliverables be marked with USAID branding. There are several compelling justifications for exceptions to marking requirements, laid out in ADS 320.3.2.5, including the risk that branding would compromise the neutrality of activity materials, diminish the credibility of a study or assessment, or undercut host-country ownership of an initiative. If you anticipate applying for any such “exceptions” to contract marking requirements, please list them here. Note, these exceptions are presumptive, not automatic, and require the approval of the COR, the DOC team, and the Contracting Officer. If you plan to mark all contract deliverables, please do not complete this section.

Once this Marking Plan is approved, any subsequent cases where the activity wishes for contract deliverables to be un-marked requires a “waiver to contract marking requirements” as laid out in ADS 320.3.2.6, usually for cases in which marking would pose a compelling political, safety or security concern, subject to the approval of the Contracting Officer.

The activity requests the following contract deliverables not carry USAID marking. The specific deliverables to be unmarked, and the rationale for this request, is indicated below. All other contract deliverables will be marked as indicated above. Exceptions to contract marking requirements require the approval of the Contracting Officer.

Table #3: Marking Costs

Marked contract deliverables are listed below. These costs must be included in the activity budget. Items included in the table below are only samples, please change as applicable.

Total

5. Modifications

In the event of changed communications circumstances over the course of activity implementation, requiring a modification to this Marking Plan, (implementing organization)n, through its COR, will submit to USAID a request to modify this plan and/or other related documents, such as the Branding Implementation Plan. Such a request requires the approval of the activity’s COR, in consultation with the USAID/KR DOCs team and the Contract Officer.

Please include as attachments any samples of marked items referred to in the tables you wish to submit at this time.