Attachment___2_-__Questions_&_Answers_-_COM_Amendment_1.pdf

Attachment # 2: Questions & Answers - Communications & Outreach Mechanism RFP # 79039119R00004 – Amendment # 1

Questions & Answers - Communications & Outreach Mechanism

RFP # 79039119R00004

No Question Answer

General Questions

I am hoping to find out if there is an incumbent contractor currently performing these services or if this is a new requirement.

If there is an incumbent, could you please provide the contract number?

Please see USAID Business Forecast website for information relating to incumbent contractor.

We are a SDVOSB and we specialize in advertising and creative services. I wanted to reach out in regards to Solicitation Number: 72039119R00004, we would be interested in submitting ourselves as a small business subcontractor if you know of any primes that have need for their subcontracting plan.

USAID/Pakistan is unable to provide any guidance on this request.

For budgeting purposes, will USAID desire any project staff to be embedded within U.S.

Government locations for short- or long-term intervals?

No.

Can USAID confirm that organizations currently providing monitoring and evaluation and other Mission support services will not be eligible for award of this contract, as they would have access to sensitive information, resulting in a potential conflict of interest?

The Monitoring and Evaluation Contractor does not have access to any information that may lead to the potential conflict of interest.

How has the strained relationship and a war of words between US and Pakistan officials regarding aid, support, role in Afghan war affected the general perception of USAID in Pakistan? Any specific examples where there has been resistance or backlash against USAID efforts among the general public?

USAID/Pakistan is unable to provide any guidance on this request.

What is the stance of USAID in giving aid to Pakistan? How does it neutralize the strong stance of aid given to Pakistan by the current regime?

Please refer to Question #5.

Can USAID indicate whether preference will be given to bids including American firms or small businesses, all other things considered?

This is full and open competition contract authorized under Geographic code 937. All proposals will be evaluated equally on the basis of evaluation criteria and factors set forth in the Section M of this solicitation.

Does USAID have any specific Key Performance Indicators or measures of success to track performance over time, or is it up to the offeror to supply suggestions?

USAID tracks the performance of the contractor based on the Milestones, deliverables and output required and approved in the Monitoring and Evaluation and Learning (MEL) plan.

A comprehensive MEL plan is required after signing the final award. MEL Plan is not a requirement at time of proposal submission, please see the amended

RFP.

Does the change of the contract’s name from Public Outreach Communications Activity to Communications and Outreach Mechanism have any practical or strategic significance?

No, the change in name of activity does not affect its purpose.

Is the RFP allocating a percentage of fund (16-20 Million) for research updates, trends, stakeholder/beneficiary surveys, focus group discussion/interviews, pilots (which might or might not be planned in the Communication and outreach Strategic Plan before and during the Project time duration.

Offerors are encouraged to propose a budget that supports their technical approaches and addresses the four components in Section C of the RFP.

Is the RFP only looking for a large Ad agency (as previously awarded to AD agency with an extension and POCA) or will weigh a consortium of small business/ women owned development sector focused organizations equally. What are the chances for the previous incumbent of the USAID’s communication and outreach project to win or subcontract/resource partner with the successful party?

and

Is USAID expecting a University or a research/learning institute to submit an interest to this RFP?

Please refer to Question #7.

Since the project has been active for the past decade, Is the USAID looking to commit for a five year or a year +1 arrangement for funds. Is there a provision for start-up fund in the beginning of the award period for a set-up?

No, there is no such provision to provide start-up funds in the beginning of award.

This is cost reimbursement contract for which the Contractor incurs all costs and bills USAID for reimbursement.

13 Is the RFP expecting international This is up to the proposed technical approach of the media/agencies/independent Reuters (US and other countries) to be engaged and charged to the program?

Offeror meeting requirements set forth in the Section C of this RFP.

Can a subcontractor / JV firm apply with multiple partners and /or apply independently as lead firm as well. Is there exclusivity for that?

Please refer to Question #7.

Is it mandatory to have a US based or US owned organization to succeed in the pitch for this contract?

No.

Are there any stats to elaborate on the “skewed perception of US”?

Please refer to Question #5.

Is the general public also our target audience? if yes, please provide the socio-economic classification?

Yes, the general public is the target audience.

For socio-economic classification please refer to publicly available national statistics data by the Government of Pakistan.

Would there be extra marks if international firm applies as a prime contractor?

No.

Can local firm also apply as a prime contractor?

Any Offerors that meet USAID’s source and nationality geographic code requirement may submit a proposal as a prime contractor.

Can an international firm be taken as subcontractor in this project?

Yes, if subcontractor meets USAID’s source and nationality requirement.

SECTION A: SCHEDULE

Due to the Christmas and New Year’s holidays, would USAID kindly consider extending the closing date for proposal submissions to allow Offerors sufficient time to respond to the RFP as creatively and comprehensively as possible?

USAID/Pakistan has extended the submission deadline from January 3, 2019 to January 31, 2019 due to decrease in TEC and other edits made to the solicitation. Please see the amended RFP.

Given the technical information gaps illustrated in the above questions, and the numerous Pakistan and US holidays between the date of question submission and the proposal due date, will the government extend the due date of this solicitation by 30 days? This would allow vendors time to receive and review government documents referenced in the RFP that are not currently provided, incorporate expected Q&A responses, and adjust the proposal technical

Please refer to Question # 21.

and cost volumes to satisfy these anticipated changes. (Cover Letter - Closing Date N/A)

Would USAID consider extending the deadline for proposal submissions given the Thanksgiving holiday as well as upcoming U.S. holidays and office closures? An extended deadline would allow Offerors to incorporate new information from USAID’s responses to questions and to ensure compliant responses.

Please refer to Question #21.

Would USAID consider an extension to the submission date, given its proximity to Christmas and the New Year (where our offices are normally closed, thereby impacting on staff’s existing family commitments)?

Please refer to Question #21.

Is there possibility that the submission deadline will be moved forward?

Please refer to Question #21.

We would like to request that USAID/Pakistan extend the submission deadline for USAID’s Communications and Outreach Mechanism, RFP 72039119R00004, from Thursday, January 3, 2019 at 5:30 PM Pakistan Standard Time, to Monday, January 14, 2019.

Please refer to Question #21.

SECTION B: SUPPLIES OR SERVICES/PRICES

For budgeting purposes, can we assume that the computers, technical equipment, vehicles, etc. from the POCA project would transfer to the COM contract?

No, the property from the POCA contract will not be transferred to the COM contract.

SECTION C: STATEMENT OF WORK

Can we perform the tasks (related to RFP) outside Pakistan? (like, from India or USA)

If an organization meets USAID’s source and nationality geographic code requirement, it may submit a proposal from outside Pakistan.

However, after the contract is signed the Contractor must establish an office in Islamabad pursuant to Section C.8 of the RFP.

Regarding C.4.b event management: For budgeting purposes, it would be helpful if USAID were to provide an estimate of how many VIP visits and to what illustrative regions/locations USAID imagines they

USAID is not able to predict this, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

would be visiting?

Regarding C.4.b event management: For budgeting purposes, it would be helpful if USAID were to provide an estimate of how many VIP visits and to what illustrative regions/locations USAID imagines they would be visiting?

Please refer to Question #29.

On page 10, the RFP states that “COM will support USAID/Pakistan’s Development Objectives (DO) as outlined in the Country Development Cooperation Strategy (CDCS).” Furthermore, on page 16, the RFP states that the “Contractor’s activities will align with USAID/Pakistan’s annual Outreach and Communication Strategy.”

Because COM’s work will be informed by these documents, could USAID please provide them to offerors to assist in the development of their proposals?

The summary of the CDCS is attached to the amended RFP.

The annual Outreach and Communications Strategy is still in development.

On page 11, the RFP states that COM will implement “at least five nationwide and minimum three regional” campaigns that “ ...

will be divided into distinct phases, programs, regional components, and targeted sub-sectors.” Can USAID kindly confirm that all national campaigns are intended to be implemented in all of Pakistan’s provinces?

Furthermore, can USAID please provide further guidance on the regions it intends to target in the regional campaigns?

Section C.4.a has been revised to reflect that only comprehensive nationwide media campaign is required for national campaigns. Please see the amended RFP.

On page 12, the RFP states, “Creative content development ... may also extend to video production or more long-term and robust mass media campaigns with sustained branding and marking.” Because these ‘long-term and robust mass media campaigns’ are in addition to the eight campaigns (five national and three regional) already foreseen under this contract and are indeterminate in number, can USAID indicate whether it plans to dedicate its own financial resources for media buys, or should offerors also budget for this? Will USAID provide a plug figure for these costs?

Section C.4.a has been revised to reflect that only a comprehensive nationwide media campaign is required. Please see the amended RFP.

With regard to ‘financial resources for media buys’ Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

On Page 15, Section C, USAID states that the Work Plan and MEL plan are due within

As per Section F.6 of RFP the draft Work Plan and MEL plan is due within 60 days and 90 days three months; however, section F states that work plan is due within 45 days. Please confirm USAID’s desired due date for this deliverable.

respectively from issuance of Notice to Proceed.

The relevant portion of the Section C has also been revised, please see the amended RFP.

There are currently no documents or information products (such as surveys, research reports, assessments, or annual reports) related to the current Pakistan Outreach and Communications Activity posted to USAID’s Development Experience Clearinghouse. This lack of information could provide an unfair advantage to the incumbent, would USAID provide these information products in ample time for offerors’ review before the submission due date?

Relevant documents have been uploaded to USAID’s Development Experience Clearinghouse.

Section C.8 stipulates that “Contractor must establish an office in Islamabad, including complete in-house production and post-production for videos, photography, media liaising, social media production, and the drafting of publicity materials. This includes human resources, equipment and infrastructure (e.g. cameras, video editing machines).” Given the immense costs that would be incurred to purchase said equipment and our intention of subcontracting creative firms, could in-house capabilities be defined as those of our sub-contractors?

Yes, however this depends on the Offeror’s technical approach to meet the requirements of the

RFP.

Is there a scope/quota of the thematic areas of the USAID programs that the USAID/Pakistan COM would aim to target?

Is the expectation that perception surveys be used to design campaigns that target specific USAID program recipients and be less broad in its reach? This may, in the end, provide more value for money if campaigns truly alter the perceptions of those holding the strongest feelings toward the U.S.

government and USAID.

Offerors are encouraged to propose a technical approach that addresses the four components in Section C of the RFP.

Page 11, Section C.4.a “Component 1 – Nationwide and Regional Media Campaigns” states that “ the magnitude and theme of the campaigns, as well as the precise media channels to be used, will be based on an analysis of the communication

Please refer to Question #31 and Question #32.

objectives, key messages, target audience, media trends, research and focus group outcomes, and the budget, as set forth in the Outreach and Communication Strategy.

Question: Could USAID please provide the Outreach and Communications strategy?

Page 12, Section C.4.b “Component 2 – Communications and Outreach Support” states that “Event management and outreach support services will include, but are not limited to:…Materials production: Develop high-quality printed materials (handouts, posters, rollups, backdrops, banners, streamers, etc).”

Question a: Can USAID clarify if the contractor should be budgeting for printing and design of these materials?

Question b: If yes, can USAID please provide the number of each material that should be budgeted for under this component?

Answer a: Yes, the Offerors should be budgeting for printing and design of these materials.

Answer b: Please refer to Question #29.

Page 12, Section C.4.b “Component 2 – Communications and Outreach Support” states that “Event management and outreach support services will include, but are not limited to:…Photography/Videography:

Maintain a library of high-quality photos with pertinent details such as event title, date, location, names of the people in the photo, and the photographer’s name, for USAID/Pakistan’s use.”

Question: Can USAID please provide the number of videos anticipated under this contract?

Please refer to Question #29.

Page 13, Section C.4.b. “Component 2 – Communications and Outreach Support” states that “Content development will include, but is not limited to:…Social media services: Provide content development, boosting, and related services for Facebook, Twitter, YouTube, Instagram, etc.”.

Question: Can USAID please provide the number of boosts expected under this contract?

Please refer to Question #29.

Page 14, Section C.4.c “Component 3 – Publicity and Press Management” states that “Press management services will include, but

Yes, the Offeror should propose the budget details for travel arrangements in line with its technical approach.

are not limited to:…Media Tours: Plan and execute media tours and visits to US civilian assistance projects and Media Logistics:

Arrange for radio, TV, and print press to cover USG assistance programs.”

Question: Can USAID please clarify if the contractor is expected to budget for travel arrangements for media?

Page 16, Section C.7.b “Branding and Marking” states that “In all communications and outreach activities, the Contractor must ensure USAID’s ADS 320 Branding and Marking standards are met”.

Question: Considering the focus of this project on communications and outreach activities, and for parity in evaluating offers, could USAID please provide a plug figure for branding and marketing?

USAID is not able to provide a plug figure for branding and marking, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

Please note that Section C.7.b refers to ‘Branding and Marking” not marketing.

Page 11, Section C.4.a, Component 1, states, “the Contractor must conceptualize, design, procure, and implement (at least five nationwide and minimum three regional)…campaigns.” Would USAID kindly clarify which three regions will be targeted by the campaigns (including media buy-ins), for budgeting purposes?

Please refer to Question #32.

Page 12, Section C.4.b, Outreach, states “The Contractor must also propose a comprehensive outreach activity that engages local community influences to foster local support for USAID/Pakistan and its work.” Would USAID kindly clarify if this is a stand-alone activity, or whether it is referring to the Offeror’s overall technical approach to outreach?

The outreach activity should be a part of the Offeror’s overall technical approach.

Page 12, Section C.4.b, Outreach, states “Press releases: The Contractor will also be expected to develop and draft press releases.” Would USAID kindly clarify whether the intended audience for the press releases is USAID/Pakistan stakeholders in Pakistan (such as the Pakistani public, U. S.

Government, U.S. Embassy, implementing partners, etc.), or if the press releases are also intended for U.S.-based audiences?

The primary audiences for press releases are USAID/Pakistan’s stakeholders in Pakistan.

47 Page 12, Section C.4.b, states “Maintain a Answer a: Yes the content specified above needs to library of high quality photos…” and further down the page, “develop creative communications content.” Page 14, Section C.4.c, Publicity and Press Management, states, “Develop and continuously update a comprehensive database of media contacts.”

We ask that USAID kindly address the following questions:

Question a: Will the content specified above need to be accessible to the DOC team and other USAID/Pakistan staff?

Question b: If so, does USAID/Pakistan currently use a specific knowledge management platform for this purpose?

Question c: If not, would the Offeror be expected to build and develop a knowledge management platform?

be accessible to the DOC team and other USAID/Pakistan staff.

Answer b: No, USAID/Pakistan does not currently use a specific knowledge management platform for this purpose.

Answer c: No, the Offeror will not be expected to build and develop a knowledge management platform.

Page 13, Section C.4.b, Component 2, states “The Contractor will arrange for and/or provide quarterly media and communications training for local communication professionals from USAID/Pakistan’s implementing partners and others as relevant.” We kindly requests clarification on the following questions:

Question a: On a monthly basis, will the Contractor need to budget for additional training or capacity support services? If yes, please provide parameters for this additional monthly support.

Question b: For budgeting purposes, how many implementing partner representatives does USAID anticipate will be present at the quarterly trainings?

Question c: Is the Contractor expected to pay for the following expenses: travel expenses, per diem, conference space fees, and/or refreshments?

Question d: Will any of the quarterly trainings occur outside of Islamabad?

Question e: Who does USAID anticipate could be included in the reference to “others as relevant?”

Question f: How many “others” does USAID anticipate could be included, for planning and budgeting purposes?

Answer a: No, the Contractor need not budget for additional training or capacity support services on a monthly basis.

Answer b: USAID anticipates that an estimated 45- 55 implementing partner representatives will be present at the quarterly trainings.

Answer c: The Contractor is expected to pay for the following expenses: conference space fees and refreshments.

Answer d: Given training needs, trainings can occasionally occur outside of Islamabad, for example Karachi, Lahore, and Peshawar.

Answer e: Others as relevant can refer to but is not limited to USAID staff and/or Government of Pakistan employees.

Answer f: The Offeror should plan for an estimated 3-5 “others” to be included, for planning and budgeting purposes.

Page 12, Section C.4.b, Component 2, states, “USAID/Pakistan experiences a large

Answer a: Please refer to Question #29.

number of VIP visits…Many of these trips involve site visits to USAID/Pakistan-funded projects.” It also states, “Event management and outreach support services will include…Event/Outreach logistics: Provide event planning, logistical and management support…(potentially four to five events per year).” We kindly ask for more information on the following:

Question a: How many annual VIP visits should the Offeror anticipate?

Question b: Are the VIP visits included in the “four to five events per year” estimate, or are they in addition to non-VIP visits and events?

Question c: In terms of logistical support for the VIP visits, should Offerors’ budgets include security, transportation and lodging expenses?

Question d: If so, please provide parameters in terms of the number of people, the number of days per visit, and the level of security.

Answer b: Please refer to Question #29.

Answer c: Yes, in terms of logistical support for the VIP visits, the Offeror’s budget should include security, transportation, and lodging expenses.

Answer d: Please refer to Question #29.

Page 13, Section C.4.b, Component 2, Social media services, states “Provide…boosting… for Facebook, Twitter, YouTube, Instagram, etc.” Would USAID please clarify which budget line item should be used for this paid media?

Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

Pages 13-14, Section C.4.c, Component 3, states, “Press management services will include, but are not limited to: Media tours, Media Logistics, Media Appearances.” We kindly request clarification on the following questions:

Question a: For media tours, will the Contractor be expected to arrange necessary transportation and pay for transportation and/or lodging?

● If so, at a minimum, how many media tours are expected to be planned quarterly?

● If so, what is the duration of the media tours?

● If so, how many media representatives will be included in the media tours?

● Which cities, outside of Islamabad, does USAID plan on including in the

Answer a: Yes, however USAID is not able to predict this, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the

RFP.

Answer b: Yes, however we are not able to predict this, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

Answer c: Yes, however USAID is not able to predict this, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP. Cities outside of Islamabad that can potentially be included are Karachi, Lahore, and Peshawar.

media tours?

Question b: For Media Logistics, will the Contractor be expected to arrange necessary transportation and pay for transportation and/or lodging?

● If so, at a minimum, how many Media Logistics events are expected to be planned quarterly?

● If so, how many media representatives will be included in the Media Logistics?

● Which cities, outside of Islamabad, does USAID plan on including for Media Logistics?

Question c: For Media Appearances, will the Contractor be expected to arrange necessary transportation and pay for transportation and/or lodging?

● If so, at a minimum, how many Media Appearances are expected to be planned quarterly?

● If so, how many media representatives will be included in the Media Appearances?

● Which cities, outside of Islamabad, does USAID plan on including in the Media Appearances?

Page 14, C.4.d, Component 4, states “the Contractor must conduct periodic research.”

Would USAID kindly clarify, more specifically, the “periodic” nature of the research (i.e., monthly, bimonthly, quarterly, etc.)?

Question a: Further, can the nature of that research be further defined for budgeting purposes? For instance, is this a large, national poll, a focus group, or several focus groups?

Question b: Can USAID also clarify whether this research is in addition to the “ongoing independent research” outlined on page 15, Section C.6.?

The number and nature of the research is related to the proposed campaigns by the Offeror to identify the right target audience and support the choice of mediums selected per campaigns.

Answer a: The research can be qualitative as well as quantitative.

Answer b: Yes.

Page 15, Section C.6, Performance Indicators, states “there will be ongoing independent research...conducted by an external firm selected by USAID/Pakistan.”

Question a: The MEL requirement is removed for the proposal submission. Please see the amended

RFP.

Will USAID please clarify the role of the external firm by answering the following questions:

Question a: Will the external firm be gathering and analyzing the data described in the Contractor’s MEL Plan (described in Sections E.3 on page 21 and F.6.f on pages 29-30)?

Question b: Page 21, Section E.3, Monitoring Evaluation and Learning Plan, states, “USAID will conduct Data Quality Assessment (“DQAs”) for selected indicators periodically to ensure that the Contractor collects quality data. Therefore, is the Contractor expected to gather and analyze the data described in the Contractor’s MEL Plan?

Question b: Please refer to Question # 8.

Page 16, Section C.7.c, Pakistan Outreach Strategy, refers to “USAID/Pakistan’s annual Outreach and Communication Strategy.” Would USAID kindly provide a copy of the current or a previous strategy?

Please refer to Question #31.

Page 16, Section C.7.c, USG Public Diplomacy, refers to “the public diplomacy strategy as implemented by the U.S.

Embassy Islamabad.” Would USAID kindly provide a copy of the U.S. Embassy Islamabad’s public diplomacy strategy?

After the contract is awarded, USAID will work with the successful Contractor to ensure that its work is consistent with the public diplomacy strategy as implemented by the U.S. Embassy Islamabad.

With regard to Media Research Activities, in addition to the major national and regional languages, please indicate the depth and level to which monitoring in media published in the many sub-regional languages will need to be conducted. Is there a standard that may be applied or should all languages be included at all times? (C.4.d, p.

14)

The Offerors should propose this as a part of their proposed communications strategy and suggest what will be best for USAID.

Media monitoring services are required to cover both national and regional mentions.

The primary languages that will require translation are: from Urdu to English and from English to Urdu.

Other common regional language translation may be from Urdu or English to Sindhi, Pashto, and occasionally to Punjabi and Balochi.

The example key performance indicators listed in this section primarily focus on awareness of USAID activities, programs, and on the impact of communication training. Because views of USAID might be colored/influenced by complex underlying Pakistani views and deeper perceptions

Please refer to the objectives of this contract as detailed in Section C.3.

about Pakistan's relationship with global and regional players; enduring historical views;

views of the US as a whole; etc., should the measurement of the impact of the program on these be taken into account and included in the key indicators? (C.6, p. 15)

The Government states the COM program will, "support USAID/Pakistan's Development Objectives (DO) as outlined in the Country Development Cooperation Strategy (CDCS)," however, the CDCS is not provided, nor available online. Please provide a copy of the most recent CDCS and any current versions that the Government may release in order for offerors to provide an accurate technical response to this requirement. (C.3, p. 10)

Please refer to Question #31.

The Government states that, "the Contractor's activities will align with USAID/Pakistan's annual Outreach and Communication Strategy." Please provide the annual Outreach and Communication Strategy for 2019 in order for offerors to provide an accurate technical response to this requirement. (C.7.a, p. 16)

Please refer to Question #31.

In order to accurately price "Event Management" within Component 2, what is the number of VIP trips offerors should use as a planning figure? (C.4.b, p.12)

Please refer to Question #29.

In the context of gender and social inclusion considerations, and gender and social inclusion planning, the term "vulnerable populations" is used in the RFP Sections C.5 and F.6.h. Does the Government have a specific definition of these or should the offeror have the responsibility to define?

(C.5; F.6.h pp.14-15; 31; 99; 113)

Please refer to Question # 29.

Under Outreach and the Event/Outreach Logistics subheading, the RFP states that there could be "four to five events" per year.

Could the government clarify whether that number covers all activity in Pakistan, or are additional separate regional events anticipated? (C.4.b p. 12)

Yes, this refers to both national and regional outreach.

63 Under "Performance Indicators" the fourth The means that participants that have attended a bullet reads, "Participants with improved communication skills" and this appears again under the MEL Plan indicators. Please clarify specifically what is meant by "Participants with improved communication skills.” (C.6; F.6.f pp. 15) training conducted by the Contractor will have improved their communications skills as a result.

Section C.3 cites the USAID Country Development Cooperation Strategy (CDCS) as one of the strategy documents the COM will support. Is the CDCS publicly available to refer to as Offerors develop their technical approaches to the RFP?

Please refer to Question #31.

Component 1 (C.4.a) asks Offerors to conduct “at least five nationwide and minimum three regional) communications campaigns.” Does USAID recommend that Offerors establish offices in the provinces as well as Islamabad?

Section C.4.a has been revised to reflect that only a comprehensive nationwide media campaign is required.

No, this is not a requirement that Contractor establish offices in the provinces.

Can USAID clarify if and how the COM contract is expected to coordinate outreach and communication activities with USAID programs/offices operating in the provinces?

Yes, after the contract is awarded USAID expects the successful Contractor to coordinate outreach and communication activities with programs operating in the provinces, this will be done over the phone and email, and in certain cases will require the Contractor to meet with programs operating in the provinces. Coordination of these outreach and communications activities will be done through the COR. At this time we are not able to predict how many visits to provinces will be required, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

Component 2 asks Offerors to plan for potentially four or five outreach events per year. Can USAID advise how many people and for how many days these events are expected?

Please refer to Question # 29

Section C.7.a asks Offerors to align contract activities with USAID/Pakistan’s annual Outreach and Communications Strategy. Is this strategy publicly available to refer to as Offerors develop our technical approaches to the RFP?

Please refer to Question # 31

Section C.7.c. asks Offerors to ensure contract activities are consistent with the

Please refer to Question #55

U.S.Embassy Islamabad public diplomacy strategy. Is this strategy publicly available to refer to as Offerors develop our technical approaches to the RFP?

Section C.7.e asks Offerors to provide translations as needed. For budgeting purposes, can USAID clarify if interpreters are also needed, e.g. for public events?

Yes, in certain cases interpreters will be needed, however USAID is not able to predict this, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

Section C.7.f refers to implementing partners (IPs) who carry out outreach activities. Can USAID clarify how the COM contract will need to coordinate with these IPs on the design and implementation of COM outreach and communication activities?

Please refer to C.4.b Content Development/Capacity Building.

“Under this component, the Contractor must conceptualize, design, procure, and implement (at least five nationwide and minimum three regional) highly creative and effective communications campaigns on behalf of USAID/Pakistan.”

Does that mean at least five nationwide and a minimum of three regional communications campaigns over the entire Period of Performance? (C.4.a, p.11)

Please refer to Question #32

Last sentence: “The Contractor must propose a communication strategy for the five year period that covers all four components as defined in Section F.6.c.”

Does this requirement apply to the deliverable listed in Section F.6 (page 25) that is due 45 days after the Notice to Proceed? (C.4.a, p.12)

Yes.

“The Contractor must establish an office in Islamabad, including complete in-house production and post-production for videos, photography, media liaising, social media production, and the drafting of publicity materials.”

If a proposed teaming partner has existing facilities in Lahore and/or Karachi where in-house production and post-production for videos and photography can be conducted, would USAID/Pakistan allow those activities

Yes, but there must be an office in Islamabad.

to take place outside of Islamabad if it presented a cost savings? (C.8, p.17)

The Contractor must establish an office in Islamabad.

Can the office be established by a Subcontractor to be used by the Offeror’s team? (C.8, p.17)

Yes, it depends on the management plan of the Offeror on how it intends to meet the RFP’s requirement.

What specific initiatives does USAID want to highlight. In the past 5 years which areas has USAID aided Pakistani population in.

We need the quantum as well as the geographic scope of all such initiatives.

Please check USAID/Pakistan’s website and social media pages for relevant information.

What are the key challenges that USAID wants to address with its communication outreach program? Challenges USAID is facing from a) perceptional perspective and

b) from an operational perspective? What are the KPIS against which the effectiveness of the outreach program?

Please refer to the Section C.3 Activity Goal and Objectives.

What are the top 3 (or more) objectives that we want to achieve using USAID communication outreach efforts?

Please refer to Question # 77.

What will be our TG for the campaign? Do we want to focus our outreach efforts in certain geographic areas or do we want to target a national audience?

Please refer to Section C.7.g of the RFP for the target audience.

Will USAID accept and prefer all partner, offices, HQ’s to be present physically in Pakistan as some companies are HQ’d outside Pakistan but they have local regional offices in Pakistan.

Please refer to Section C.8 of the RFP.

Are the publicity campaigns required to be designed with a focus on projects, region or sector? If a top down approach is required, if the RFP will accept additional resources and researches as part of the references in this RFP submission e.g, requires studies and research for each region/sector etc.

Please refer to Question # 37.

With regards to the site visits what is the frequency of the large VIP visits/with or without press releases are expected, and if the mechanism is to be evaluated and

With regard to the number/frequency of VIP visits please refer to Question # 29.

The DOC team will take the lead on VIP visits with approved by DOC well before each visit. support, as needed, from the Contractor.

Component 2 of the RFP – part b: How many offices are directly and indirectly working (technical and implementing partners) to provide the information for dissemination; how many are to be reported to and how many are part of the outreach flow for a shared/coordinated calendar of events.

Please refer to Question # 29.

How many USAID and local community events is expected to be part of the outreach calendar.

Please refer to Question # 29.

Content development: What beneficiary stories provision mechanism is identified by USAID that is expected to be part of the project and how do you define that the data that the USAID will like to provide for the content (accuracy, frequency, process, results); also what media data sets/data bases are available, that need to be updates as mentioned in page 14, Section C.

As stated on page 13: The Contractor will directly collect beneficiary stories in the form of interviews with pictures and/or video; identification of stories will be done in coordination with the DOC Team.

With regard to frequency USAID is not able to predict this, Offerors are encouraged to propose a budget that supports their technical approaches and addresses the four components in Section C of the

RFP.

How many media tours are expected a year;

also can you explain ‘’user assistance’’ on p13,C4c (media logistics)

Please refer to Question # 29.

Is a separate physical project office a requirement or the team can be allocated in the running office space that the organization has locally in Pakistan; Is there an office location/s preferred regionally?

If an organization has an established office in Islamabad then separate space in same office can be allocated to COM. There is no requirement in the RFP that prefers regional offices.

What digital media platform is already set up as part of the previous COM projects;

technical equipment or resources (USAID’s internal and externally set up previously by the Ad agency) that can be revisited or re-used as part of COM 2018.

USAID Pakistan has its own social media platforms which are public. Both of the previous Contractors used their own technical equipment. .

Is there a specific event/time of value that need to be broadcasted live/live streaming (to the US) that is not mentioned in the section C in this RFP?

No.

Do we create a new perception based on USAID being USG Entity or improve the existing perception which was based on

Offerors are encouraged to build off of the existing awareness in Pakistan of USAID.

“USAID from the American People” ?

Should our communication be focused on hard selling USAID as a USG entity or does the client prefer it to be subtle?

One objective of the contract is to increase Pakistanis’ knowledge of the fact that USAID/Pakistan is a USG entity; Offerors are encouraged to address the four components in Section C of the RFP in their technical approach

On Page C.6, one of the indicators is "Training participants apply new knowledge/skills (gained from contractor supported media/communications training)", kindly clarify if the contractor has to engage separate partner as capacity building firm, or is to be managed internally?

This will be managed internally by the Contractor, however it may engage subject matter professionals as needed.

Under the" Language and Translation" heading, reference is made to the "necessary resources to ensure timely and quality translation "as naturally, the program will primarily be conducted in languages other than English." Given the large number of languages and dialects spoken in Pakistan, please provide guidance on the languages that the program must be prepared to support? (c.7.e, P. 16)

The primary languages that will require translation are: from Urdu to English and from English to Urdu.

Other common regional language translation may be from Urdu or English to Sindhi, Pashto, and occasionally to Punjabi and Balochi.

Included in possible target audiences listed under "Target Audiences" are "US Congress, American taxpayers, Pakistani Diaspora in U.S." Would the government please define expected contractor support requirements, the expected scope of monitoring work, and the performance metrics associated with providing media monitoring of the United States media market in addition to the Pakistani media market? (C.7.g, P. 17)

USAID does not expect media monitoring services of the United States media market.

Similar to the previous question, included in possible target audiences listed under "Target Audiences" are "US Congress, American taxpayers, Pakistani Diaspora in U.S." Is it the Government's expectation that the contractor will conduct US CONUS media campaigns as well and concurrently with campaigns in Pakistan, or that the materials/campaigns conducted in Pakistan will have an impact on these CONUS audiences? (c.7.g, P.17)

No.

SECTION F: DELIVERIES OR PERFORMANCE

The "Reports and Deliverables" table lists Media Monitoring Reports produced daily, weekly, monthly, and yearly. It also includes event-based and ad-hoc reports. In order to provide a basis for offerors to estimate resources required, how many events and ad-hoc reports do you anticipate to be required in a year? (F.6, P.26)

Please refer to Question # 29.

The requirements for the CoP say the person must have ten years' experience 'eight years of which must be in a leadership or managerial role in an advertising media communications firm.

Does this mean the person must have eight years' experience in an 'advertising OR a media OR a communications' firm, or does it mean all that experience must have been in an advertising agency?

Eight years of which must be in a leadership or managerial role in an advertising media communications firm.

On pages 26–27 of the RFP, USAID instructs that “the Contractor must submit a detailed ‘Media Communication & Outreach Strategy’ (communications strategy) for the five-year duration of the contract” 45 days after the receipt of the Notice to Proceed.

Furthermore, the description of this deliverable indicates that strategy should include “campaign concepts” for the national regional campaigns, including “distinct phases, programs, regional components, and targeted audience” and a fully developed first-year strategy, including graphics and storyboards. This leads to several questions (97-99):

Section C.4.a has been revised to reflect that only a comprehensive nationwide media campaign is required.

Will USAID confirm that Pakistan Outreach and Communications Activity will be conducting adequate research in its final year to inform COM’s Year 1 strategy development?

Please refer to Question # 35.

Given the significant level of effort required in developing a well-informed and high-quality communications strategy, graphics and storyboards, and media plans, will USAID consider extending the deadline for this deliverable to 90 days following the receipt of Notice to Proceed?

No.

101 Given the relatively fluid operating The communications strategy will be devised at the environment in Pakistan and the fact that much will change over the course of implementation, will USAID consider eliminating the requirement for campaign concepts, phases, media plans, etc. for the project’s outyears in this deliverable in favor of a narrative describing how the contractor plans to build on the Year 1 campaign in the outyears (including illustrative themes, target audiences, etc.)?

inception of the contract, the work plan and selection of mediums can be revised as needed.

Page 22, Section F.2 “Period of Performance” states that “The period of performance for this contract is five years commencing from the date of the Contracting Officer’s signature.”

Question: In order to ensure consistency across offerors in recruitment and budgeting, can USAID please provide an exact period of performance (anticipated project start and end dates)?

USAID cannot provide exact dates for the period of performance. The period of performance will be three years (base period) plus two one-year option periods for a potential period of performance of five years.

Page 23, Section F.5 “Key Personnel” includes the following requirements for Chief of Party (COP): “The COP must possess a university degree in journalism, mass communication, marketing, public relations, advertising, or a related field; and a minimum of 10 years of experience managing a similar program in a developing country context, eight years of which must be in a leadership or managerial role in advertising media communications firm. The COP must possess experience designing and implementing development communication strategies and experience leading the development and production of culturally and politically sensitive mass media campaigns.”

Question a: Would USAID accept addition-al years of work experience or current enrollment in a Master’s or PhD program in place of the university degree requirement?

Question b: Would USAID be willing to accept either 10 years of experience managing a similar program in a developing country context, or eight years of experience in a leadership or managerial role in an advertising media communications firm?

Question c: Would USAID accept 8 years of

Answer a: No.

Answer b: No, the COP must possess a minimum of 10 years of experience managing a similar program in a developing country context, eight years of which must be in a leadership or managerial role in an advertising/media communications firm.

Answer c: No, the COP must possess a minimum of 10 years of experience managing a similar program in a developing country context, eight years of which must be in a leadership or managerial role in an advertising/media communications firm.

experience with an advertising, media, or communications firm or nongovernmental organization?

The third paragraph of section F.6.c.i references C.6.g which does not exist.

Would the Government please clarify if this is a valid reference and if so, please provide the content associated with section F.6.c.i?

(F.6.c.i, p. 27)

The correct reference is C.7.g. Please see the amended RFP.

Annex B references section F.7.c which does not exist. Would the Government please clarify if this is a valid reference and if so, please provide the content associated with section F.7.c? (L.6.c.8, p. 101)

MEL Plan is not a required at time of proposal submission. Please see the amended RFP

The "Reports and Deliverables" table lists Media Monitoring Reports produced daily, weekly, monthly, yearly. It also includes event-based and ad-hoc reports. In order to provide a basis for offerors to estimate resources required, request the Government provide an example of each such report previously produced? (F.6, p.26)

The daily requirement has been removed, please see amended RFP.

USAID is not able to predict this, Offerors are encouraged to propose a budget that supports their technical approach and addresses the four components in Section C of the RFP.

Relevant documents have been uploaded to USAID’s Development Experience Clearinghouse.

The Government indicates in F.6.c.i that the Contractor should, "draft [campaign concepts] in consultation with the DOC team through the designated COR." However, F.6.c.ii requires Contractors to supply a detailed budget for the first year, which includes 5 nationwide campaigns and 3 local campaigns. How should the Contractor propose campaign design, production, implementation, and evaluation costs if the campaign concepts have not been coordinated with the Government? (F.6.c.i; ;

F.6.c.ii; Attachment J.1, p. 27-28)

Section C.4.a has been revised to reflect that the comprehensive nationwide media campaign is only national.

Offerors are encouraged to propose a technical approach that addresses the four components in Section C of the RFP; the best approach will be finalized in coordination with the Government.

Due to insufficient data to properly size and price the ODCs, will the government consider providing specified plug number values for line item 3-6 in J.1. For example, in lieu of Allowances, Travel, Equipment and Supplies, Other Direct Costs and Grants and contracts, will the government provide plug numbers for each? There is insufficient detail such as number of trips, events and

Please refer to Question # 29.

distances for offerors to properly price vehicle costs which include number of vehicles and fuel quantity costs as requested in the RFP instructions. Providing plug number values will ensure successful contract execution by ensuring enough ceiling is allocated to the contract as well as prevent a bidder from gaming ODCs to minimize overall evaluated price. (Numerous Pricing Instructions)

Since the RFP doesn’t include sufficient statements of objectives or performance metrics, to accurately estimate the required level of effort needed will the government provide the historic labor level of effort for the USAID Pakistan Communications and Outreach Mechanism? (F.6.c.i, F.6.c.ii, Attachment J.1, p. 27-28)

Please refer to the objectives of this contract as detailed in Section C.3.

Please refer to proposed performance indicators as detailed in Section C.6.

Given the specified 90-day mobilization period, please specify whether mobilization should be included in the Base Year or priced separately? (F.6.a, p.27 & 34)

The 90 days mobilization period is inclusive of the total period of performance and should not be priced separately.

The referenced section-F.6.a mentioned in your question is for Pre-Mobilization Plan and Budget, which is only for the international firms that do not have offices/registration in Pakistan.