RFI 72051824RFI00004-Communications Support Platform USAID Ecuador AGsigned.pdf

72051824RFI00004

REQUEST FOR INFORMATION

ISSUANCE DATE: July 3rd, 2024

CLOSING DATE: July 22nd, 2024, 11:00 a.m. (Quito Local Time)

SUBJECT: Request for Information (RFI) - New activity: “USAID/Ecuador

Communications Support Platform”

The United States Government, represented by the United States Agency for International Development (USAID) in the Republic of Ecuador, hereby publishes this RFI to solicit Capability Statements from local communications firms capable of performing the work described in Section IV.

This Request for Information (RFI) is restricted to Local Entities as defined in ADS 303.6

- ALSO SEE SECTION II. This means only Ecuadorian firms specializing in communications may respond to this request.

This RFI is issued solely for gathering information and market research and does not constitute a Request for Proposals.

USAID reserves the right to use any, all, or none of the information submitted in response to this RFI in a future solicitation/funding opportunity. Thus, respondents must clearly mark or label all proprietary information contained in their submission. USAID will not disclose proprietary information unless required by law. Failure to properly mark or label proprietary information may result in an inappropriate use of such information.

If a solicitation is issued, it will be announced on www.sam.gov or grants.gov at a later date, and all interested parties must respond to that Solicitation separately from any response to this announcement.

Sincerely, Contracting Officer USAID/Ecuador http://www.sam.gov/

RFI 72051824RFI00004

SECTION I. INSTRUCTIONS

Responses to this RFI are due to limasolicitations@usaid.gov by July 22nd, 2024, 11:00 a.m. (Quito Local Time).

Electronic submissions must have the subject: "Response to RFI No.

72051824RFI00004 - USAID/Ecuador Communications Support Platform.”

All submissions must be in Microsoft Word, using Calibri font, size 12. Responses may be submitted in Spanish or English.

Respondents must:

Submit a Capability Statement - must be succinct, not to exceed three (3) pages (exclusive of annexes when explicitly required) covering the following:

a. A narrative that describes that you have the capacity and experience to develop and carry out the types of interventions contained in Section IV - Statement of Work.

b. Contact Name, Title and email address;

c. Description of the company’s capacity to manage projects with similar funding and implementation period as the ones described in the SOW;

Include a presentation of the personnel that your company deems essential for the successful implementation of interventions presented in Section IV. This may be presented as an Annex, that is not part of the page limit.

d. Presentation of past, present and future activities/projects managed in strategic communications;

e. Brief financial presentation of your organization. This section should cover the last 5 years and include overall budget, independently conducted financial audits, and any other information;

f. Confirmation of your organization’s registration in the System for Awards Management (SAM) is desirable, but not required to respond to this RFI;

g. Confirm your organization’s location, and if your organization satisfies the definition of “local” entity provided in the cover letter to these instructions;

and

h. References.

mailto:limasolicitations@usaid.gov https://sam.gov/content/home https://sam.gov/content/home

SECTION II. ELIGIBILITY REQUIREMENTS

LOCAL ENTITY:

Local entity means an individual, a corporation, a nonprofit organization, or another body of persons that— (1) is legally organized under the laws of; (2) has as its principal place of business or operations in; and (3) is (A) majority owned by individuals who are citizens or lawful permanent residents of; and (B) managed by a governing body the majority of who are citizens or lawful permanent residents of a country receiving assistance.

For purposes of this definition, “majority-owned’ and “-managed by” include, without limitation, beneficiary interests and the power, either directly or indirectly, whether exercised or exercisable, to control the election, appointment, or tenure of the organization.

PREFERRED EXPERIENCE AND TECHNICAL CAPABILITY

Respondents should have the following qualities and abilities:

● Expert understanding and proven knowledge of designing, planning, and implementing public relations campaigns, digital marketing, quantitative and qualitative market research, and event organizing from beginning to end.

● An outstanding track record in planning and implementing public relations events with high impact and content visuals.

● Excellent interviewing and writing skills necessary for writing success stories.

● Proficiency in communicating in English and Spanish (and possibly indigenous languages).

● Ability to quickly mobilize (including traveling to event locations), sometimes on short notice.

● Ability to create high-quality and relevant creative content.

● Ability to rapidly subcontract personnel and effectively manage short-term technical assistance and expertise to contribute to the successful implementation of the contract, with a proactive and creative ability to seek and execute deliverables.

● Ability to respond to last-minute requests and find solutions in a timely and efficient manner.

● Ability to shape message content with awareness and sensitivity to the country’s social, cultural and political climate.

● Demonstrated success in providing flexible, solutions-oriented proposals and responding to requests with a rapid turnaround.

● Effective protections in place to ensure cybersecurity.

● Understanding and ability to reflect USAID’s ideals, values, and principles.

● Demonstrated ability to provide services regionally across Ecuador.

SECTION III. NEW ACTIVITY INFORMATION

If a solicitation is issued, USAID/Ecuador plans to solicit for a contract with an estimated duration of five years (two base and three option years) and a Total Estimated Cost not to exceed US$ 2,000,000 million. However, through this Request for Information and the outcome of market research, it may change depending on the analysis of the information received.

Mechanism Number To be Determined

Activity Name: "USAID/Ecuador Communications Support Platform"

Prime Partner: Local Communications Company

Award Number: To be Determined

Implementing Mechanism Type:

Cost Reimbursable Contract - Cost Plus Fixed Fee

Source Agency: U.S. Agency for International Development

Implementing Agency: U.S. Agency for International Development

Planned Funding: Up to US $ 2,000,000

Period of Performance: 2 base years with 3 additional option years

SECTION IV. STATEMENT OF WORK

Purpose. The purpose of USAID/Ecuador’s Communications Support Platform is to provide a mechanism to provide a wide range of public outreach and communications services to the Ecuador Mission. Through this support, the USAID/Ecuador Mission will be able to better develop and implement public awareness events, campaigns, outreach/stakeholder meetings, and other activities to amplify the development impact of USAID’s work. Additionally, we would be able to better gather input from various stakeholders, and make known the successes of our work. These services are expected to raise awareness about the development challenges the people of South America face and encourage support from the government, civil society, and private sector partners to address these challenges in partnership with USAID. This platform will provide direct logistical, creative, and technical support, including in the following areas: marketing, market research, event planning and logistical support, analysis, public relations and media management, support for strategic message and messaging campaign development, and other outreach and communication services. This instrument is intended to support the effectiveness of USAID communicators and to assist them to achieve their objectives. It is a support instrument and not intended to perform intrinsic US governmental actions.

Background. USAID in South America works to create a more democratic, sustainable, inclusive, and prosperous region. USAID’s main areas of work in the region include expanding economic growth, improving health and education outcomes, conserving biodiversity and addressing climate change, managing migration, tackling corruption and promoting good governance, reducing gender-based violence, and other development objectives. The Communications Support Platform will serve a wide range of audiences, including the general public, local government agencies and authorities, and various stakeholders and beneficiaries of USAID projects across the South American countries where USAID is active.

Ecuador, among the world's top ten megadiverse countries, boasts the Amazon rainforest, Andean paramos, cloud forests, and the Galapagos Islands. Despite its middle-income status, Ecuador faces economic disparities, particularly affecting rural and marginalized communities. Development challenges include strengthening democratic structures, environmental protection, climate change mitigation, and addressing social and economic inequalities. USAID partners with the Government of Ecuador, civil society, and marginalized groups to address these issues, focusing on biodiversity conservation, disaster response, governance, economic revitalization, and citizen engagement. Through these efforts, USAID aims to empower Ecuadorians and promote inclusive sustainable development.

Objectives. The final Communications Platform contract will help:

Objective 1: Improve the ability of USAID to carry out outreach and communications activities by providing crucial strategic, creative, technical, and logistical support.

Objective 2: Increase the understanding of USAID’s work in Ecuador while also boosting awareness and affinity for the USAID brand.

Objective 3: Increase engagement with USAID among key and influential audiences;

beneficiaries; implementing partners; indigenous, marginalized, and underserved populations; civil society; and other stakeholders.

Objective 4: Improve awareness of – and influence perceptions and attitudes toward – development challenges among target audiences.

Description of Work. The selected Contractor will provide marketing, market research, event planning, analysis, public relations and media management, and outreach and communication services in Ecuador.

The activity is meant to provide services, and all costs associated with them (including venues, advertising, fees, staffing, etc.), for those listed below (including in Annex 1 and Annex 2), as well as unexpected Services. Further, they are expected to be made available to the USAID/Ecuador Mission upon request. The expectation is that the selected Contractor will work simultaneously on multiple, different assignments, and within deadlines, with each service available in English and Spanish (as well as possible indigenous languages).

All respondents should be aware that this RFI includes a wide variety of communication activities (including marketing, analysis, branding, media promotion, event planning, photography, videography, graphic design, market research, analysys, and digital/social/print media support, just to name a few), and all costs associated with them (i.e., the planning, purchase, implementation, management, subcontracting, etc.).

Among other things, the selected contractor will perform the following functions:

1. Marketing and Communications:

Communications Strategy Execution and Support: Provide specialized support to USAID’s DOC team in the development of communications strategies and plans for a variety of actors, including other USAID awardees and program beneficiaries.

Public Relations (PR): Design and execute public relations campaigns that align with broader communication strategies. This will also include creating and disseminating press releases on behalf of USAID for events, statements, and announcements. The Contractor must maintain good relationships with the press on behalf of USAID, facilitating media engagement for events, announcements, and press conferences.

Additionally, USAID mission stories will be placed in local media (radio, TV, digital, and print) to garner attention and raise awareness about USAID’s work.

Graphic Design: Provide comprehensive graphic design services tailored to enhance USAID’s visibility and impact across multiple platforms. This will comprise of the creation and design of a wide array of digital and print materials, including but not limited to:

● Branding and identity development for events

● Design and production of high-resolution materials

○ Print materials: brochures, posters, flyers, banners, business cards, briefing materials, etc.

○ Digital materials: social media content, websites, e-books, etc.

● Infographics and visuals that succinctly convey complex information and data

● Website design elements

● Presentation design (i.e. Google slides, Microsoft PowerPoint, etc.)

● Video and animation production

● Photographic content

Social Media: Create and propose a comprehensive social media strategy, inclusive of specific targeted campaigns that leverage free and paid advertising channels. USAID will manage social media accounts directly. Contractor responsibilities will include:

● Social media strategy development, including content strategy, content creation, dissemination, supervision, and analysis, tailored to each social media platform

● Planning and executing paid media spots

● Provide monthly reporting of USAIDs social media performance (i.e. content reach, audience demographics and growth, content efficiency, recommendations)

Search Engine Optimization (SEO): Provide SEO services to optimize the digital presence of USAID’s social media outlets, posts, tweets, and websites within search engines, with the aim to enhance the visibility and accessibility of USAIDs digital content.

Writing, Publications, and Media Support: Deliver high-quality, engaging content suitable for a variety of formats, both digital and print, for distribution in high traffic outlets. This includes content writing, design and diagramming, editing and proofreading, and publication management. All publication submissions must be preauthorized by USAID.

Writing and Text Editing Capabilities: Provide comprehensive content development services, including copy editing, content editing, and subject matter expert editing.

Services will be available on an as-needed, on demand basis in both English and Spanish. The Contractor will provide content to create newsletters, online bulletins, and other documents as requested, ensuring alignment with The Chicago Manual of Style (or other standard as directed).

Collateral Material Production Support: Design, source, supply, and distribute branded and marked USAID materials, ensuring that all materials consistently reflect USAID’s identity and messaging objectives. Such materials include clothing, flashlights, hats, bottles, pens, pins, backpacks, business cards, and other promotional materials.

Crisis Communications: Develop and implement mitigation plans, protocols, and responses to events, threats, and crises – including misinformation campaigns – that could harm USAID's reputation.

2. Research and Analytics

Market Research, Data Gathering, Analysis, and Reporting: Fulfill a broad range of responsibilities designed to gather insights, measure impact, and guide strategic decision making. These include, but are not limited to:

● ResearchFocus group organization and management

● Data and metrics collection

● Design and conduct studies

● Analyze/audit the effectiveness of current communication activities

● Conduct qualitative and quantitative market research

● Targeted evaluations on specific topics or areas of interest

Public Opinion Gathering: Employ a variety of methods to capture sentiment, perceptions, and feedback of the public and specific stakeholder groups.

Media Analytical Support: Utilize a range of analytical tools and methodologies to assess traditional and digital social media content, audience engagement, channel segmentation, and brand audits to generate actionable insights on public sentiments and perceptions, including identifying thematic messages, mitigate misinformation, and assess influence.

3. Event and Media Production

Event Planning: Organization and execution of both in-person and virtual events, such as campaign events and other related activities. Responsibilities include, but are not limited to:

● Venue and virtual platform selection and management (including live/wifi/streaming/zoom/etc. connectivity)

● Logistics coordination, including venue set up, technology support, translation (including simultaneous translation)

● Creation of engaging backdrops and staging

● Management of event logistics such as protocol support, designing and delivering invitations, managing RSVPs (domestic and international), note taking, coverage (provision of supplemental staffing), catering, decor, travel and logistics for invitees, and facilitation as required

Translation and Interpretation: Provide a wide range of translation and interpretation services, including simultaneous translation (and necessary equipment), across various languages (English, Spanish, Portuguese, Indigenous languages) and sign language.

These services must be available on demand, especially for requests with short notice and with quick turnaround times.

Media Allocations: Plan, purchase, execute, coordinate, and manage media allocations across various channels, including radio, TV, social media, billboards (outdoor and out of house advertising), press, magazines, and digital media.

Videography Services: Provide videography services as needed across all communication materials. This includes, but is not limited to:

● Event filming, including drone footage when applicable

● Pre- and post-production processes and products

● Creation of short and medium length videos, video-books, animations, etc.

● Video editing of various content

● Captioning services (subtitles, closed captioning, and/or text inclusion)

● Sourcing of stock video footage as needed

Photography Services: Provide a broad range of photography services, including, but not limited to:

● Coverage for events and other activities

● Pre- and post-production processes and products

● Captioning services (subtitles, closed captioning, and/or text inclusion)

● Management of photo releases and permissions

● Source stock photography, with appropriate licenses and rights for USAID use, from libraries such as Shutterstock and Getty Images

● Cataloging and file organization.

DISCLAIMER:

This RFI is issued solely for gathering information and market research and does not constitute a Request for Proposals.

This RFI must not be construed as the U.S. Government commitment to issue a solicitation. Respondents are directly and fully responsible for bearing all incurred expenses associated with preparation and submission of their RFI responses.

USAID reserves the right to use any, all, or none of the information submitted in response to this RFI in a future solicitation/funding opportunity. Thus, respondents must clearly mark or label all proprietary information contained in their submission. USAID will not disclose proprietary information unless required by law. Failure to properly mark or label proprietary information may result in an inappropriate use of such information.

If a solicitation is issued, it will be announced on www.sam.gov or grants.gov at a later date, and all interested parties must respond to that Solicitation separately from any response to this announcement.

[END OF RFI No. 72051824RFI00004] http://www.sam.gov/