RFQ_Amendment_01_ Answer to Questions.pdf

Issuance Date: July 17, 2024

Subject: Amendment 01 to Request For Quotation (RFQ) No. 72012124Q00001

Reference: USAID/Ukraine Communication Support Activity

Dear Quoters, The purpose of Amendment 01 is to answer the questions received in response to the RFQ.

Pursuant to SECTION L - Instructions, Conditions, and Notices to Bidders: Quoters must have provided a Point of Contact (POC) email address to Larissa Lomonosova llomonosova@usaid.gov no later than July 10, 2024.

USAID will issue the Sample Task Instructions to all Quoter POCs who responded by July 10, 2024, two

(2) days before the due date of solicitation, on July 22, 2024. Quoters must submit their Sample Task with the Technical Quote. The Sample Task does not count towards the eight (8) page limit.

Thank you for your interest in USAID/Ukraine USAID/Ukraine Communication Support Activity RFQ.

Sincerely, ______S______

Craig Riegler Contracting Officer USAID/Ukraine mailto:llomonosova@usaid.gov

RFQ No.72012124Q00001, USAID/Ukraine Communication Support Activity Amendment 01, Answer to Questions

Q.1: “I am writing to inquire if it would be possible to receive an editable version of the budget template.

We are currently working on our project proposal and having access to this template would greatly facilitate the preparation of our budget. Could you please provide the template at your earliest convenience? It would be immensely helpful for ensuring that our budget aligns with your formatting and requirements.”

A.1: No budget templates will be provided.

Q.2: “The Ukrainian company that we were going to use as Sub-Contractors would like to bid on this contract. If I have read this correctly, they need a UEI number and ideally an NCAGE number. Is this correct? If so, we will probably obtain a UEI for them before the due date, but an NCAGE may take a bit longer than the submission date for this contract. What is your guidance on this?

A.2: It is expected that potential Quarter obtain unique entity identifier (UEI) and full SAM registration prior the award. Pursuant ADS 302.3.6.11 Contract Reporting and System for Award Management (SAM) (Effective Date: 09/12/2023) “The System for Award Management (SAM) is an official USG website where any company, organization, or individual can obtain a unique entity identifier (UEI) and register to do business with the USG. It is possible for an entity to obtain a UEI without completing a full registration;

SAM only requires basic information to conduct the entity validation process that results in a UEI.”

“There is no requirement for subcontractors to complete the full registration in SAM. However, a subcontractor must obtain UEI in order for the contractor to complete any applicable Federal Funding Accountability and Transparency Act (FFATA) reporting in the FFATA Subaward Reporting System (FSRS), after award of the subcontract.”

Q.3: “Are all components of Monthly Communications Campaigns and Monthly Mini Campaigns included in the columns below each campaign?”

A.3: All figures in the “Estimated Deliverable Volume per Month” are provided merely to give Quoters estimates for pricing. These do not reflect minimums or maximums for the scope of work but only an anticipated monthly average. Actual volume may be higher or lower and the Quoter must anticipate this in their pricing without planning necessarily for changes in price during performance.

Q.4: “We understand that graphic design is the primary focus for creative campaigns. Will copywriting or written content exceeding 300 words (such as event summaries or texts for social media posts) be included in these campaigns?”

A.4: No, copywriting exceeding 300 words is not expected to be provided by the Contractor. The Contractor may be asked to translate content for social media from English to Ukrainian.

Q.5: “Is there an established workflow for organizing and sharing content for graphics with contractors (impact numbers, statistics, factoids)?”

A:5: USAID/Ukraine will work with the selected Contractor to establish this workflow.

Q.6: “Could you provide more information on internal policies regarding platforms that the US Government does not officially use, but which USAID leverages for mentions or hashtags, as well as implementer accounts?”

A.6 The Contractor must provide professional social media content and services, especially for Facebook, Twitter, YouTube, and Instagram. USAID/Ukraine will provide specific guidance on expected deliverables for each campaign or mini campaign, and the Contractor is welcome to offer feedback/proposals for additional deliverables for USAID/Ukraine’s consideration. The Contractor will not manage USAID/Ukraine social media platforms – they will produce content at the direction of USAID/Ukraine.

Q.7: “To better understand the later scalability of the tender, what incentives can be offered to media partners? Are there any social media platforms that are excluded?”

A.7: At this time, this contract does not foresee the Contractor serving ongoing Mission needs in working directly with media partners. These services may be added to the scope of work at a later stage per FAR 52.243-1 Changes Fixed Price, subject to successful negotiation with the Contractor and approval by the Contracting Officer. This may entail a change in contract type. Quoters should submit a budget based on the support components listed in C.4.1, Component 1: High Quality Outreach Support Services Provided.

Q8. “We are concerned that the project aims to provide certain services ensured by specific functions, while the deliverables and payment schedule do not reflect the results or financial coverage of these functions.

In section C.4.1 SUPPORT COMPONENTS, it is mentioned that the services should include:

1. Content creation (visual materials and copywriting)

2. Responsiveness to Emerging Opportunities, that includes

- event management,

- public affairs and press management,

- strategic guidance,

- archival management,

- data visualization

The following functions are anticipated for these tasks:

1. Account Manager

2. Public Engagement/Media Advisor

3. Digital Content Production Specialist

4. Graphic Designer

5. Videographer

6. Photographer

7. Translator/Interpreter

However, the Estimated Work Distribution proposes:

1. Graphic design for creative campaigns: More than 50%

2. Video production/editing: Less than 25%

3. Public affairs and press management: Less than 25%

4. Other: Less than 25%

This does not cover the full range of services or functions mentioned.

The B.3 PAYMENT SCHEDULE includes:

- Infographic

- Graphic Production

- Facebook and Twitter Profile Banner

- Photo Frame Design

- Video Filming and Editing (max 2.5-minutes)

- Video Production (max 2.5-minutes)

- Canva template creation

- Event and site photography

- Written translation and oral interpretation

Therefore, we need to clarify whether the project's goal is the production of materials and texts or comprehensive communication support by a specialist team, including creation and dissemination of materials.

If it is comprehensive support, the questions are the next

1. how should the team's work be accounted for,

2. what are the expected deliverables?”

A.8: The team is expected to create materials in response to USAID/Ukraine requests. Materials will be accepted and disseminated by USAID/Ukraine. The Contractor will not manage USAID/Ukraine social media platforms – they will produce content at the direction of USAID/Ukraine. Quoters should submit a budget based on the support components listed in C.4.1, Component 1: High Quality Outreach Support Services Provided.

Q.9 “In the tender proposal, it is stated: 'Quotes must provide prices for all lines in boxes 22-24 and 26 (unit is 1-month, monthly rate in boxes 23 and 24).' Unfortunately, we cannot find the table with these boxes for completion. Please clarify where it is located?

A.9 The boxes 22-24 are located on the 1-st and 2-nd pages of 1449, the box 26 is on page 1 as shown below.

The boxes are located on page 23 and 24 of SF 1449.

Q.10 “In the tender proposal, Section B.3 PAYMENT SCHEDULE lists deliverables with a list of services. Also, in Section C.1 TITLE OF ACTIVITY, there is a list of expected activities. Section C.1 TITLE OF ACTIVITY has a broader list of services. Are we correct in understanding that quotes must be provided based on the broader list of services (including event logistics support, public affairs and press management, influencer engagement etc.)?

A.10 Quoters should complete the two budget formats in Section B.3 Payment Schedule.

Q.11: “If we should provide prices for a broader list of services, what should be the logic of calculation? Is there a list of articles that must be calculated for each service?”

A.11 Attachment 1 should be used to estimate the monthly budget.

Q.12 “For example, how should we calculate services for influencer marketing or event logistics support (usually such calculations require a detailed brief)? Or we just should show our agency fee or price for management of these services?”

A.12 Quoters should use Attachment 1 to provide the monthly estimate. At this time, this contract does not foresee the Contractor serving ongoing Mission needs in influencer marketing or event logistics support.

Q.13 “We would like to note that agency fee and price for management also depend on complexity of the project and total budget of the project. In the tender proposal, it is stated that we will need to complete a Sample task deliverable. Are we correct in understanding that the Sample task will be sent to us 2 days before the proposal submission deadline, or can we expect the Sample task earlier?

A.13 The Sample task will be sent to you 2 days before the proposal submission deadline, on July 22, 2024.

Q.14 “Should we submit a Sample task (will it contain a detailed brief for calculations) with a budget?”

A.14 The Sample task will be sent to you 2 days before the proposal submission deadline, on July 22, 2024.

It will contain a detailed brief to set expectations of how the Contractor will work with USAID/Ukraine.

Q.15 “Do you have a detailed budget template that we need to submit?”

A. 15 Quoters should complete the two budget formats in Section B.3 Payment Schedule.

Q.16 “What kind of payment is provided: prepayment, postpayment? If postpayment, how many days?”

A.16 The payment will be processed during 30 days upon acceptance of your invoice.

Q.17 “Should the prices be with or without VAT? Are these projects exempt from VAT?”

A.17 VAT are unallowable costs. USAID funded programs are exempted from VAT as soon as new program are registered.

Q.18 “Could you be as kind as to explain to us the difference between points in Section L (p.39) Section Technical Quote: point 1, 3, 4 - we understand them as experience of the agency, but in this section it’s separated. What is the difference between all these points (1. Description of the Quoter’s relevant experience…; 2. Past Performance Information…; 3. The three (3) work product examples…)?

A.18 The points 1-4 are presented in Section L (p.39) as follows:

Point 1: Description of the Quoter’s relevant experience, capabilities, (5 pages maximum), and three (3) specific examples of work product similar to the deliverables contained in Section J. – It means you should provide a description of similar work implemented by your company, capabilities and 3 examples of your products.

Point 2: List of proposed local subcontractors or international subcontractors and the role of the subcontractor(s), if any.

Point 3: Past Performance Information (2 pages maximum.) Please list five (5) projects, including U.S.

Government awards (if any), over the last three (3) years with the following information for each project:

Name of awarding organization or agency; Address of awarding organization or agency; Place of performance of services or program; Amount of award; Term of award (start and end dates of services/program); Names, current telephone numbers, and email addresses (if available) of at least two

(2) responsible technical representatives of that organization or agency (Project Officer, Activity Manager, or other contact person); Brief description of the program.

Point 4: The three (3) work product examples: work product which you produced as a result of your previous similar projects.

Q.19 “Could you clarify for us the accurate list of annexes we need to submit for this tender?”

A.19 You should submit Technical Quotation and Price Quotation. The Quotation must not exceed ten (10) pages in length, no more than eight (8) pages for the Technical Quote and no more than two (2) pages for the Price Quote. In addition, you must submit a Sample Task with the Technical Quote. The Sample Task does not count towards the eight (8) page limit.

Q.20 “Should we complete a full registration on SAM.Gov (as for prime contractors), or will UEI registration be enough?”

A.20 It is expected that potential Quarter obtain unique entity identifier (UEI) and full SAM registration prior the award.

Q.21 “What do you mean by Sample task? Does it differ from the technical and price proposals?”

A.21 Sample Task Deliverable is different from the technical and price quotes. Instructions will be provided to the Quoter POC on July 22, 2024, as stated in RFQ.

Q.22 “Can you send us instructions or examples of how to fill out Form 1449?”

A.22 Please see the link to instructions of SF 1449 below: here

Q.23 “Am I correct that we should prepare:

○ - Form 1449 (price proposal)

○ - Technical proposal described in Section L

○ OR, for example, Section K also should be filled? If yes, it is required NAICS code in this section, but we don’t have it because we are a Ukrainian entity http://sam.gov/ https://www.dau.edu/cop/Contingency/documents/sf1449-instructions

A.23 Form 1449, Technical quote as described in Section L and Representation and Certification as described in Section K.

Q.24 “Could you please clarify the difference between a Monthly Comms Campaign and Monthly Mini Campaign(s)(which are mentioned in the table), if possible? This would be useful for us to better understand the project we will work with.”

A.24 The monthly mini campaigns have fewer deliverables and may require a faster turnaround.

Q.25 “The row "Graphic Production" means digital graphic deliverables or printed materials as well?

A.25: Digital only. At this time, this contract does not foresee the Contractor serving ongoing Mission needs in printing materials. These services may be added to the scope of work at a later stage per FAR 52.243-1 Changes Fixed Price, subject to successful negotiation with the Contractor and approval by the Contracting Officer.

Q.26 “Does the list of estimated deliverables contain all possible services that could be requested, or we may add some services related to the purpose of the activities under this RFQ?”

A.26 Yes, the list in Attachment 1 includes all deliverables.

Q.27 “Should we expect confirmation of your receiving the letter about the Point of Contact (POC) email address? Or is it an automatic process? Just to be sure that we’ll receive Sample Task Instructions.

A.27 Yes, the confirmation email was provided.

Q. 28. “Is llomonosova@usaid.gov the email address for submitting the proposal? Or will we receive the email address together with Sample Task Instructions?”

A.28 Yes, llomonosova@usaid.gov is the correct email address.

[END OF Amendment 01, Answers to Questions, RFQ No. 72012124Q00001] mailto:llomonosova@usaid.gov