Attachment 2_ Pre-Proposal Conference Meeting Notes.pdf

Attachment 2 Amendment 0002, RFP #72038820R00004

Virtual Pre-Proposal Conference Notes

Conference Date: Thursday, July 9, 2020, 6:00 pm – 7:00 pm

RFP #72038820R00004

USAID’s Communications Campaign and Support (CSS) Activity

Agenda:

6:00-6:05 Introductions

6:05-6:10 Opening Remarks and specific award requirements from Abdullah Akbar, Contracting/Agreement Officer, Office of Acquisition and Assistance, USAID

6:10-6:20 Remarks by Poonam Smith-Sreen, Program Office Director, USAID

6:20-6:30 Overview of Scope of Work and Solicitation by Ahsan Z Khan, Communications Specialist, USAID

6:30-6:55 Q&A Session

6:55-7:00 Closing

Opening Remarks:

Abdullah Akbar, Contracting Officer, Office of Acquisition and Assistance welcomed all the participants from various organizations to the USAID’s Communications Campaign and Support (CSS) Activity Pre-Proposal Conference (Virtual meeting) on July 9, 2020. The CO began his remarks by thanking all the organizations for their interest and participation in the pre-proposal conference. The purpose of the pre-proposal conference is to provide an “informal” forum for the potential organizations to ask questions and gain clarification on the requirements identified in the request for proposals. Pre-proposal conferences are conducted to explain the procurement requirements and this is a great opportunity for the organizations to ask questions to USAID regarding the RFP. The goal of this conference/meeting is to receive questions from the prospective offerors and provide clarification on the administrative and programmatic aspects of the requirement.

The Questions and Answers from the administrative and programmatic sections of the conference have been combined and written with some additional responses that were not provided during the session.

BRIEF REMARKS ON THE SOLICITATION AND SUBMISSION REQUIREMENTS:

Abdullah Akbar, Contracting Officer (CO), OAA/USAID/Bangladesh

Overview:

1. The CO informed that the contractor will be reimbursed for costs incurred, there will not be any advance payment.

2. The CO referred to RFP sub-section B.8: Indirect Costs and stated that it is generally best for local non-U.S. organizations to charge all costs direct when possible, or to charge a de minimis indirect cost rate of 10%, rather than establish indirect cost rates.

3. He enlightened the audience about the likeliness of a pre-award survey. The CO stated that a pre-award survey most likely will be required to address responsibility determination as most of the local organizations have not had the experience to work with USAID or the U.S. Government in the past. Therefore, a pre-award survey is needed unless the offeror presents to USAID documents and information that shows their financial ability and the capability to administer a contract under a cost-reimbursement basis.

4. DUNS number and System for Award Management (SAM) registration: According to federal acquisition regulation, offerors need have SAM registration and a DUNS number at the time they submit their offers in order for their proposals to be responsive. However, considering the local competition aspect of this activity, USAID will allow offerors to submit proposals without registration being in place. The apparently successful offeror must have these requirements in place by the time the award is ready to be made.

Offerors should be aware that if SAM registration is not completed for the apparently successful offeror, USAID may move on to the next offeror in line for the award.

Offerors can find guidance on DUNS and SAM registration, at the links below:

https://www.nrcs.usda.gov/wps/portal/nrcs/detailfull/national/programs/?cid=stelprdb1257063 https://www.grants.gov/applicants/organization-registration/step-2-register-with-sam.html

5. The specific sections of the RFP that the CO highlighted during the conference include the following:

a) Sub-section H.28 Limitation on Subcontracting to Non-local Entities: This sub-section speaks about the percentage of work a local organization can subcontract out https://www.nrcs.usda.gov/wps/portal/nrcs/detailfull/national/programs/?cid=stelprdb1257063 https://www.grants.gov/applicants/organization-registration/step-2-register-with-sam.html to non-local entities, and includes a subparagraph (c) which provides offerors a list of criteria in qualifying as a local entity/organization.

b) Information under sub-section L.7.k Part 10 – Legislative Reporting Information, on page 127 of the RFP can be deleted. Legislative reporting is not required for non- U.S. organization awards.

c) On page 19-20 of the RFP under Period of Performance, the notional timeline has been revised, as we are now looking at a start date in October 2020 instead of August 2020.

6. Doing Business with USAID: https://www.usaid.gov/work-usaid/how-to-work-with-usaid and https://www.usaid.gov/sites/default/files/documents/1868/Doing_Business_with_USAID _7.29.19_1.pdf

1. Registration Requirements

2. Identifying Funding Opportunities

3. Tips for submitting Proposals

Pre-Proposal Conference: Questions asked have been compiled here. In addition to the responses given during the conference, the notes also reflect USAID’s current position on queries received.

Question 1. Is there any chance of extending the deadline of submission?

USAID Response: This particular activity is urgent, as it relates to addressing the COVID 19 pandemic in country; accordingly, the proposal submission deadline may or may not be extended. USAID will decide whether there will be an extension to the proposal submission due date through an amendment to the RFP. Please see Amendment 0002 to the RFP.

Question 2. For the 4 themes mentioned, should it stem from the one umbrella thought that we come up with, or should we consider 4 sub-campaigns for each theme?

USAID Response: This is at the discretion of the offeror. It can be one campaign with 4 themes or a separate campaign, whichever is deemed most effective.

Question 3. Under the campaign strategy section on pg. 17, you have mentioned our plan should include goals and targets, are we to propose those? as this is integral in planning for the budget.

After the opinion poll, how do we set the next target? We would ideally need to plan this together with USAID.

https://www.usaid.gov/work-usaid/how-to-work-with-usaid https://www.usaid.gov/work-usaid/how-to-work-with-usaid https://www.usaid.gov/sites/default/files/documents/1868/Doing_Business_with_USAID_7.29.19_1.pdf https://www.usaid.gov/sites/default/files/documents/1868/Doing_Business_with_USAID_7.29.19_1.pdf

USAID Response: These targets should be proposed in a manner that reaches the defined target audiences most effectively. After the opinion poll, these can be revised in the work plan and finalized with USAID once the award is made.

Question 4. Under the campaign strategy section on page 17, you have mentioned weekly reporting, are we to also include that in the technical proposal?

USAID Response: Yes, it should be acknowledged in the technical proposal that the offeror will do the weekly reporting as required.

Question 5. In the past performance information, are we to share only the work done for USAID?

or can we include work done under other such social bodies? Also does it have to be up to last 5 years or throughout our lifetime of the agency?

USAID Response: Offerors are encouraged to include all relevant and recent work that is similar to this activity. Offerors should include past performance information for similar activities over the last 3 years, with USAID and/or other clients.

Question 6. On page 114, the annex 3 is to include Branding and Marking plan, can you please elaborate what that means; on pg.22 you have outlined the branding should be clear in the communications we are sharing, is it just that or more to it?

USAID Response: A Branding and Marking Plan is required to be submitted at the time of proposal submission and needs to be incorporated into the contract. Please consult ADS 320 for guidance. See following links:

https://www.usaid.gov/sites/default/files/documents/1868/320.pdf https://www.usaid.gov/branding

Question 7. What sort of legal documentation we need to show for our legitimate collaboration with different platforms which can be valuable stakeholders in these campaigns.

USAID Response: No legal documentation is required.

Question 8. After the contract is awarded, what will be the payment procedure? Will USAID issue advances for production or event requirements?

USAID Response: Currently, as stated in the RFP, the method of payment is reimbursement of cost incurred. Advance payment is the least preferred method and is not made unless there is a compelling reason. USAID expects for the successful offeror to have their own adequate financial resources or the ability to obtain them, to perform the contract. The contractor can invoice costs incurred on a monthly basis. Payment will be made based on inspection and acceptance by USAID.

Question 9. Can you please describe the Target Group or Target Population a bit more?

https://www.usaid.gov/sites/default/files/documents/1868/320.pdf https://meet.google.com/linkredirect?authuser=0&dest=https%3A%2F%2Fwww.usaid.gov%2Fbranding

USAID Response: USAID’s target audience is defined in page 15 of the RFP. Offerors should target various segments of the target audience as deemed most effective to reach the mass population. For example, as youth constitute a large part of the population, ideas should reflect how they will be reached. Arguments should be made on segments selected for maximum impact from outreach activities.

Question 10. Do the creative ideas need to be backed by research data? or do we need to do any polling at the proposal stage?

USAID Response: The opinion poll will inform the strategy, but ideas should be backed by evidence or arguments when possible. For example, if mobile phones are proposed as a medium for delivery of messages, ideas should reflect why this would be effective.

Question 11. How much tentative time would we get between our 15 page proposal submission and oral presentation if selected?

USAID Response: Tentatively, a two (2) week period of time will be given for oral presentation preparation.

Question 12. While celebrating 50 years of USAID and, 50 years of Bangladesh is also in the same year. Is USAID going to work in collaboration with government authorities? For example, collaboration with Ministry of Education to pull out a campaign on Education sector.

USAID Response: USAID works with the Government of Bangladesh to implement its activities. Offerors are expected to highlight USAID’s work with various ministries, but the overall goal is to promote the USAID brand and highlight USAID’s presence in the country since independence.

Question 13. How open is USAID to be part of different co-branded program or join others initiatives with the similar goals?

USAID Response: The purpose of this activity is to promote the USAID brand, and not other brands. Offerors will need to present clear arguments why co-branding under this activity would serve the desired goal of promoting USAID’s brand. If there are engagements with the private sector where they jointly fund activities under this contract, it will be considered.

Question 14. Is there any portal or resource center if I want to find out the USAID's activities in the past 50 years?

USAID Response: Please visit USAID Bangladesh website (https://www.usaid.gov/bd) and social media for more historic information on USAID activities.

Question 15. In Technical proposal, which documents have to submit along with 15 pages proposal.

https://www.usaid.gov/bd

USAID Response: Yes, the sample creative concept is part of the 15-page limit for the technical proposal. Details are provided in sub-section L.6 on page 116 of the RFP. Please see page 113 and 114 under sub-section L.4 General Instructions, (b) Solicitation Instructions. Also, see Section K – Representations, Certifications and Other Statements of Offerors on page 94.

Representations and Certifications must be submitted along with the technical proposal, the Annexures and Cost Proposal.

Question 16. Will the creative collateral be counted in that mentioned bar of 15 pages; for example: 1 print ad is equal to one page.

USAID Response: If not listed in an Annex, all content falls under the 15 page limit for the technical proposal.

Question 17. Has USAID conducted any research on brand recognition? If yes, then can we have it?

USAID Response: We do not have any research on brand recognition. The opinion poll will help collect this information for USAID.

Question 18. Do you have a budget ceiling, or we give you a financial proposal and get evaluated according to that?

USAID Response: The budget ceiling is $1.2 million. The cost proposal needs to be submitted along with the technical proposal, annexures and Representations and Certifications. The cost proposal will be evaluated based on costs reasonableness, allocability, and allowability. Also, cost realism will be conducted. The cost proposal itself is not an evaluation factor, but will be considered in the evaluation and award of the contract.

Concluding Remarks:

Before concluding the conference meeting, the Contracting Officer re-iterated that an amendment will be issued to document the pre-proposal conference and to answer questions received and addressed.

USAID wished good luck and thanked everyone again for their interest in USAID activities.

[End of Attachment 2]