SF30_72016524R00002_Amendment 1-Questions and Answers_signed.pdf

ANTHONY LEE BAKER (affiliate) Digitally signed by ANTHONY LEE BAKER (affiliate) Date: 2024.09.25 15:28:30 +02'00'

Amendment No. 1 to Request for Proposals (RFP) Number 72016524R00002

Issue Date: September 25, 2024 Activity Title: Communication and Outreach Support Activity Subject: Amendment No. 1 – Questions and Answers

The purpose of the Amendment 1 is to provide answers to questions received with respect to the Communication and Outreach Support Activity. The answers follow below:

Question 1: If a consortium acts as an offeror in the bidding process, should only the leader of the consortium be registered in the SAM system or also the member(s)? What about subcontractors?

Answer 1: The SAM system registration must mirror the registration of the consortium entity within the Central Registry of North Macedonia.

It is USAID’s understanding that a formal consortium is an entity in itself. Thus, such a formal consortium is likely registered as a separate (stand-alone) entity within the Central Registry of North Macedonia, as well. Consequently, in the same manner the formal consortium should execute the registration in SAM.

Should an informal consortium be put together by a group of organizations, then one of its organizations needs to be designated as a prime offeror. Ultimately, if that proposal is selected, USAID will make the award to the prime offeror, while other organizations will be considered subcontractors.

There is no requirement for a subcontractor to fully register in SAM.

Subcontractors only have to obtain a UEI in order for a prime contractor to conduct any applicable reporting in FSRS.gov, as required by FAR 52.204-10.

Question 2: Could you please clarify the necessity for obtaining consent for subcontractors.

● As stipulated in section H.6 in the RFP (No.: 72016524R00002 Communications and Outreach Support Activity):

“If the Contractor utilizes subcontracts for the provision of the goods and services that are outlined in this Section C, or for monitoring progress or performing other duties for the successful fulfillment of this contract, the Contractor must adhere to FAR 52.244-2 as well as obtain COR prior approval.

All individual consultants that are non-employees of the contractor (or any subcontractor) are considered subcontractors and subject to FAR 52.244-2.

The Contracting Officer does not consent to any subcontracts prior to award. All consent requests must be submitted after award per FAR 52.244-2, Subcontracts.”

● Paragraph b) of FAR 52.244-2 Subcontracts stipulates:

“When this clause is included in a fixed-price contract, consent to subcontract is required only on unpriced contract actions (including modifications or unpriced delivery orders), and only if required in accordance with paragraph c) or d) of this clause.”

Given the above stipulations, if all items, subject of the RFP, are priced in the financial proposal with Letters of Commitment appropriately signed, while subcontractors are presented in the teaming arrangement explained in the proposal, is it safe to conclude that there is no need for requesting/obtaining consent for engaged subcontractors in case of award and during the realization of the contract?

Answer 2: As the award will result in a fixed-price contract, in accordance with FAR 52.244-2 USAID consent will be required only in case the contractor intends to award an unpriced subcontract. Those are (sub)contracting mechanisms whose total value of the subcontract is not known at the time the subcontract is to be awarded by the prime contractor.

Further, the consent from USAID is also going to be required should the contractor intend to award the following types of subcontracts: cost-reimbursement, time-and-materials, or labor-hour.

USAID’s consent is not required for the prime contractor to award a subcontract that is a fixed-price in nature, and its total price is known at the time of award.

Question 3: Section L.8.3 of the RFP states that the past performance should be described through work “on similar projects within the last three years prior to the solicitation’s release date”. Further in the section, links/attachments for specific items listed in bullet points are requested. Should these materials also be part of work completed in the past three years or there is a different timeframe for those?

Answer 3: The listed requirements must also be within the 3-years past performance timeframe.

Question 4: Is there an opportunity for price corrections on a yearly basis, provided the contract is extended, to account for e.g. inflation rates or currency exchange rates and is there a possibility to fix the exchange rate at the beginning of the contract?

Answer 4: The offeror may factor-in the anticipated inflation rate for each year, as well as other factors that may influence the prices of goods and services over time. There is no possibility to fix the exchange rate, nor price corrections.

Question 5: Company XXX, has registered on sam.gov.mk in 2017, with tracking ID XXXXXXX and received the D-U-N-S Number XXX-XXX-XXX.

Unfortunately at this moment we don’t have access, nor info about the UEI.

Could you please check if this registration is accurate, or shall we do another.

Answer 5: DUNS numbers were discontinued some time ago, and Unique Entity

Identification (UEI) numbers were introduced instead.

Please check the status of your entity under the “Register Your Entity or Get a Unique Entity ID” section of SAM (see below screenshot). Dependent on findings, proceed accordingly, i.e. renew the existing entries, or launch a new registration.

Question 6: As our agency relies on senior external collaborators to execute many of our projects, we would appreciate guidance on what kind of proof or documentation we should include in the application to effectively demonstrate our organizational capacity.

Would agreements with these external collaborators or other formal documentation be considered useful for this purpose?

http://sam.gov.mk/

Answer 6: Organizational capacity is to be demonstrated by a variety of indicators, including but not limited to:

● Valid organizational registration (for all consortium partners), as a legal entity in North Macedonia, within the respective government institutions.

● Good standing with fiscal and taxation authorities in North Macedonia.

● Describe in an organizational chart the proposed organizational structure of the personnel involved in project activities, plans and processes to ensure the contract is organized and staffed appropriately in alignment with contract requirements, procurement arrangements for goods and services, and quality control procedures to ensure high quality standards.

Question 7: Could you please confirm if a locally registered entity with majority owned by an

International Communication Group is eligible to apply and receive the award of this RFP?

Answer 7: Please see section L.5 - Eligible Offeror.

If the International Communication Group is not considered a local organization under section L.5 - Eligible Offeror, the local organization that is majority owned by the International Communication Group will not be considered eligible under the Line (3)(A) on page 67 which states “majority owned by individuals who are citizens or lawful permanent residents of North Macedonia”.

Question 8: Please clarify if the PowerPoint Presentation in the Technical Approach should be branded according to USAID branding requirements or not?

Answer 8: Yes.

Question 9: As a response to the Task in the Attachment 1, is it required to develop creative proposals, key messages and designs of campaign materials, or only communication strategy, phasing and tools proposal will be appropriate task completion?

Answer 9: It is required to develop creative proposals, key messages and design of campaign materials.

Question 10: Please specify what you consider as acceptable Annexes/Attachments to the

Technical Proposal. Some examples will be appreciated.

Answer 10: The required relevant past performance may be submitted through a link.

However, if you find the linking method not to be the most appropriate method, they may also be submitted as Annexes/Attachments. Same applies for the organizational chart.

Question 11: Is a consortium established by several legal entities eligible to apply as a prime contractor if one of the members represents the entire consortium?

Answer 11: See answer to question 1 above.

Question 12: Alternatively, does USAID require that one entity within the consortium be designated as the prime contractor to represent the entire consortium, or can the consortium itself serve as the contracting entity?

Answer 12: See answer to question 1 above.

Question 13: Does the consortium is required to be registered as a legal entity in order to be eligible to apply for this contract or not?

Answer 13: See answer to question 1 above.

Question 14: For the purpose of this contract do consortium members are to be treated as sub-contractors or not?

Answer 14: See answer to question 1 above.

Question 15: Do all consortium members/subcontractors need to be registered in SAM.gov, or is this requirement only for the prime contractor?

Answer 15: See answer to question 1 above.

Question 16: Standard Form 33 – Should this form be printed, filled out (blocks 12-18), signed and submitted scanned along with the other documentation or is available online?

Answer 16: Please extract the form from the RFP, fill it out as stated in your question, and submit it with the rest of the documentation.

Question 17: Section C / C.4.1.3 Media Monitoring:

a. As part of the reports, it is required the media stories to be segregated by

Development Objective or theme. Our question is whether only media articles where USAID is mentioned should be followed or the media monitoring should also include general stories on certain topics of interest as well, regardless if USAID is mentioned or not.

b. Will the key words for the media monitoring be provided by USAID?

Answer 17: a) Media stories to be segregated will encompass both, articles where USAID is mentioned as well as other key words (such as CIDER, development, critical infrastructure, etc.), which are related with USAID development work in North Macedonia.

b) Yes, key words will be provided to the contractor after the award is executed.

Question 18: Section C / C.4.2 Strategic Communications Campaign Development and

Implementation:

a. Please clarify what you mean by “overall creative concept for the annual communications plan”? Is this actually an annual strategy and should creative visuals be included in this plan?

b. How would we know in advance how many campaigns are going to be planned per year and on which specific themes? We need this information in order to estimate the cost.

c. For each campaign development, a certain preparation should take place beforehand, meaning preparation of specific communications plan, development of messaging, tactics and channels, creative visuals etc. How should we estimate these communication plans, as there is no CLIN for the preparation of each campaign, or everything should be planned in advance, as part of the “annual plan”?

Answer 18: a) The overall communications plan is an annual document and has to include creative visual templates that will be used for various events throughout the year.

b) The number of campaigns will be defined by the DOC team when the annual communication plan is created. We have encompassed several channels used for the campaigns through which you can budget the activities such as videos, social media graphics, infographics, photoshoot sessions, social media content (see table B6, lines 11 through 17). Campaigns are overarching inclusive efforts of your team to develop and deliver specific themes. The campaigns is not known at this tie and you can

c) Everything should be planned in advance, as part of the Annual Plan. In addition, as campaigns are listed in table B6 (items from 11-17), any preparatory work related to these items should be budgeted within these line items.

Question 19: Section C / C.4.3.1 Video Production Services - Is the Contractor expected to develop the scenarios for the videos as well?

Answer 19: Yes. The Contractor is expected to develop the scenarios for the videos in accordance with the overall USAID communications strategy that will be shared with the contractor.

Question 20: Section C / C.4.3.2 Graphic Design – This part states that the social media graphics will be produced in 6 languages, although the current content published on USAID’s social media profiles is either in English or Macedonian. Would all languages be published on USAID’s social media channels during the contract?

Answer 20: In accordance with the Request for Proposals, the contractor must be capable of delivering the content in all 6 languages. However, not all the content will be required to be translated in all 6 languages at all times. Instead USAID will be informing the contractor on a case-by-case basis over the language(s) the content would need to be delivered.

Question 21: Section C / C.4.3.4 Social Media Content

a. Should the social media content be prepared in all 6 languages as well, or language adaptations refer only for the social media graphics mentioned in C.4.3.2 Graphic Design?

b. Is the Contractor expected to also publish the content on USAID’s social media pages, or only to create the content?

Answer 21: a) See answer to question 20 above.

b) All content is published by USAID. The contractor is not going to publish content. The contractor will be required to create content (See B6, item 16), thus should budget agency hours for that matter. The contractor will be required to boost selected content (see B6, item 17) throughout the month.

Question 22: Section C / C.4.3.5 Media Engagement

a. Various Public Relations services, other than the targeted media engagements, are not required within the solicitation. In this regard, is the Contractor required to:

i. Write media content (press-releases, PR texts, points for interviews etc.), or only prepare the speakers prior to interviews?

ii. Establish media placements, i.e. distribute press-materials to targeted media on USAID’s behalf?

iii. Organize TV and/or digital interviews?

b. In addition, C.4.3.5 states that the media engagements are related with events management section 4.3.6. Does this mean that the Contractor cannot work on media engagements for other purposes (for example, organization for a TV interview as part of a certain campaign plan mentioned in Section C.4.2 - Strategic Communications Campaign Development and Implementation - in order to amplify USAID campaign content)?

Answer 22: a) The Section C / C.4.3.5 Media Engagement requirements are associated with deliverables as outlined in Section F4 - “Media Engagement for USAID & Implementing Partners’ staff (see 4.3.5)”. It assumes pitching TV and digital media outlets and supporting the DOC team to craft questions, talking points, and briefing materials to prepare USAID speakers prior to press interviews.

Thus, the contractor is required to perform all the tasks under i), ii) and iii) stated in the question above.

For these engagements the offeror is expected to quote price per hour of engagement, i.e., agency hours that will be used for planning, arranging, and preparing USAID staff for media engagements on national, regional, digital media outlets.

b) Media Engagements and Events Management activities may be interrelated.

Therefore under these activities the offeror is expected to quote its price per hour (agency hours), as for the Events Management.

Question 23: Section C / C.4.3.6 Events Management

a. The description states that the Contractor should “adequately brand the event”. As producing branding materials is a third party cost, how/where should this cost be calculated and in which format/quantity?

b. Will USAID actually provide the branding for each event and the Contractor is to only develop the graphic design?

c. What if certain events require other third party costs, such as audio equipment (speakers, microphones), producing other print materials (leaflets, posters etc.) or promo materials (notebooks, folders, pens etc.)?

d. Is the Contractor expected to also develop a theme and a concept for these events or it will be provided by USAID?

Answer 23: a) USAID will provide all the branding materials for the events. Therefore, no additional (third party) costs are envisioned to be taken into account.

b) See answer under a) above.

c) Organization of community-focused events will be organized at cost-free locations, without refreshments, inviting relevant attendees.

d) The themes and concepts for these events will be developed by USAID.

Question 24: Section D / Packaging and Marking

a. Detailed instructions for Branding are already provided in the RFP (Section D), in the USAID’s Graphic standards as well as in ADS 320. Having this in mind, what should be included in the Branding Strategy and Marking Plan?

b. Are BIP and MP separate documents, i.e. should the Contractor actually submit 2 different documents / plans?

Answer 24: a) Please see ADS 320.3.2 - Branding and Marking in USAID’s Direct Contracts for the specifics:

https://www.usaid.gov/about-us/agency-policy/series-300/320

b) Branding Implementation Plan and Marking Plan are two separate sections and are usually presented in one document.

Question 25: Section F / F.4. Reports and Deliverables

a. Strategic Communications Campaign Development and Implementation Plan -there is due date of 10 days after the end of each contract year. Does this mean that for the base year, annual communications plan won’t be developed?

b. Annual Report – This part quotes: “The annual report shall include the cumulative expenditure, by CLIN, for the year. The annexes must include data on subcontracts… “. What kind of annexes? Does the contractor have to obtain and submit invoices from subcontractors along with the annual report?

c. Strategic Communications Action Plan – How does this plan differ from point

C.4.2 (Strategic Communications Campaign Development), as both documents have to provide strategic communications?

Answer 25: a) Correct. For year 1 Strategic Communications Action Plan will not be developed. The activities in year 1 will be included as an expansion to the Mobilization & Quick Start Plan, instead. The contractor will use USAID’s Communication Strategy as a baseline for the first year activities.

b) Subcontractors’ data should be presented under a separate section of the report, or as an annex to the main report. Subcontractor’s invoices are not https://www.usaid.gov/about-us/agency-policy/series-300/320 required. Instead data on subcontractors should show Names of organizations, country of registration (i.e., local North Macedonia’s, U.S. or other), total value of agreement, and amount obligated.

c) USAID recognizes that there is an overlap in deliverables, therefore hereby revises the requirement as follows:

The Strategic Communications Campaign Development (Work) Plan is hereby removed from the Reports and Deliverables list. The activities under section C.4.2 (Strategic Communications Campaign Development) address the creative campaigns. As such they are still required and need to be incorporated within the Strategic Communications Action Plan, and are not to be presented as separate deliverables.

Question 26: Section H / H.6 Consent to Subcontract

a. Is it mandatory for subcontractors to be submitted along with the proposal, or this process is required only for the awardee?

b. If they have to be submitted with the proposal, what is the process for them?

Do they have to register on SAM, obtain UEI and NCAGE? Basically, what kind of documents are required?

Answer 26: a) The prime offeror is required to only submit subcontractor’s signed letters of commitment, along with the proposal.

b) See answer to question 1 above.

Question 27: Section L / L.8 Instructions for Preparation of the Technical Proposal

a. The third paragraph describes that the Technical Proposal in response to this solicitation must address how the Offeror intends to carry out Section C. Does this mean that the actual Technical Proposal should be a different document from the Technical Approach (Attachment 1)? Or through the task given in Attachment 1 we should demonstrate how we would carry out different services parts of this solicitation?

b. IMPORTANT! Regarding the proposed structure of the Technical Proposal given on page 70:

i. Can/should all parts be combined into a single document (i.e. PowerPoint presentation or Word), or the Technical Approach (Attachment 1) has to be in Power Point specifically, while the narratives, the Management

Capability and Staffing Plan and the Past Performance should be in Word format?

ii. Should all documents be marked with the USAID logo?

c. L.8.1 Technical Approach

i. What do you mean by “up to 10 slides and up to 3 slides of narratives”?

Should the narratives be in a separate Word document and the Technical Approach in PowerPoint presentation?

ii. What should these narratives include? The Technical Approach itself will have certain narratives, describing our understanding of the task, the goals for the communication, target groups, as well as detailed messaging and visuals to support the campaign. Having this in consideration, what should the 3-page narratives include? Should we explain how the agency will carry out the task, while the slides refer to the campaign implementation itself?

iii. For the PowerPoint presentation, can we/should we use the USAID 16:9 Slides template provided at https://www.usaid.gov/branding/resources#templates?

d. L.8.3 Past Performance

i. As past performance information shall include up to three (3) of the most recent and relevant contracts, should the links (or attachments) from videos, graphic designs etc., be from the same 3 contracts (campaigns), or can be other, unrelated recent work that demonstrates our capability?

ii. What do you mean by “documentary video-clip”? Does it refer to any video which documents an event or an activity?

e. L.9.4 Evidence of Responsibility – Should this document be submitted as part of the offer / Technical Proposal?

f. L.9.5 Letters of Commitment (Subcontractors) - Should these letters be submitted as part of the offer / Technical Proposal?

Answer 27: a) The third paragraph of Section L / L.8 Instructions for Preparation of the

Technical Proposal indicates that the Technical Proposal in response to this solicitation, must address how the Offeror intends to carry out Section C, overall. This incorporates the scenario provided as Attachment 1 within the Technical Approach, but also the requirement the offeror is to address under the Management Approach and Staffing Plan, as well as, the Past Performance. All of these three are to be directed to, or aimed to show how the offeror is settling up to best address requirements in Section C.

b)

I. No. All the documents compiling the Technical Proposal may be submitted as separate, stand-alone units. They may be emailed to USAID as separate https://www.usaid.gov/branding/resources#templates emails, or be attached within the same email, with respect to the email instructions provided in Section L.7. The Technical Proposal documents, however, must be kept separately from the Price Proposal, may be mailed in separate emails, or may be mailed as separate attachments within the same email. Also, the Technical Proposal must not contain pricing data.

II. No.

c)

I. Correct. The PowerPoint Presentation (PPP) must not exceed 10 slides. In addition to the PPP slides the offeror should submit up to 3-pages of narratives (in word is ok).

II. The narratives are to support the PPP and further explain its content. It’s at the offeror’s discretion whether to support the PPP with narratives.

III. Yes, you may.

d) I. The offeror may reference the same three contracts, or reference other relevant events within the last three years.

II. Yes. Documentary type video refers to any video which documents an event or an activity.

e) Yes.

f) Yes.

End of Amendment 1 - Questions and Answers.