RFP#72052120R00005.pdf

Request for Proposal (RFP) No.: 72052120R00005 Issuance Date: January 31, 2020 Questions and Answers due: February 10, 2020 Closing Date: February 28, 2020 Due Time: 1:00 pm Haiti local time

Subject: Request for Proposals No. 72052120R00005 COMMUNICATION SUPPORT

CONTRACT

The United States Government represented by the U.S. Agency for International Development (USAID) Mission in Haiti is soliciting proposals for the procurement of goods and services related to promoting the benefits of USAID assistance programs to communities and individuals across Haiti for USAID/Haiti’s Office of Development Outreach and Communication as described in the attached Request for Proposals (RFP). USAID/Haiti intends to award a single Time-and-Materials (Labor Hour with Ceilings) competitive contract with a period of performance of two (2) years and three (3) one (1) year options to a local Haitian communication firm for the activity entitled, “COMMUNICATION SUPPORT CONTRACT,” as fully described in section C of the attached RFP. USAID anticipates that the maximum funding for the resulting contract will be TBD over the course of the five (5) year period of performance.

This solicitation in no way obligates USAID to award a contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the proposal. Furthermore, USAID reserves the right to reject any and all offers, if such action is considered to be in the best interest of the U.S. Government.

Please refer to Section L for information regarding proposal requirements. Offerors must take into account the expected delivery time required by the proposal transmission method they choose, and they are responsible for ensuring proposals are received at USAID by the due date and time as specified on this cover page. Failure to comply with the submission date will deem any submission unacceptable and it will not be reviewed or evaluated. Faxed proposals are not acceptable, nor will they be reviewed or evaluated. All offerors are instructed to contact Dun and Bradstreet to obtain a DUNS number via the Internet at http://fedgov.dnb.com/webform or they may call Dun and Bradstreet at 1-866-705-5711 (section L.3).

All questions related to this solicitation must be submitted on or before the above date to the following email addresses: usaidhaitioaa@usaid.gov. Oral explanations or instructions given before the award of the contract will not be binding. Responses to questions received will be provided to all potential offerors.

This RFP in no way obligates USAID to award a contract nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal. Award of a Contract under this RFP is subject to availability of funds and other internal USAID approvals. Further, the Government https://acquisition.gov/far/current/html/%20http:/fedgov.dnb.com/webform mailto:usaidhaitioaa@usaid.gov

USAID/HAITI OUTREACH AND COMMUNICATION SUPPORT CONTRACT RFP#72052120R00005

reserves the right to reject proposals if such action is considered to be in the best interest of the Government.

This RFP can be viewed and downloaded from https://beta.sam.gov/. USAID bears no responsibility for data errors resulting from transmission or conversion processes. Further, be aware that amendments to solicitations are occasionally issued and will be posted on the same website from which you downloaded the solicitation. USAID advises to regularly check the above website for amendments.

Sincerely, Sharon M. Baker Contracting Officer USAID/Haiti http://www.fedbizopps.gov/ https://beta.sam.gov/

Table of Contents

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS 6

B.1 PURPOSE 6

B.2 CONTRACT TYPE 6

B.3 CONTRACT CEILING PRICE AND OBLIGATED AMOUNT 6

B.4 LEVEL OF EFFORT 6

B.5 PRICE SCHEDULE AND BUDGET PAYMENT SCHEDULE 7

B.6 LINE ITEMS 7

SECTION C – STATEMENT OF WORK 8

C.1 PURPOSE 8

C.2 BACKGROUND 8

C.3 OBJECTIVE AND STATEMENT OF WORK 9

C.4 APPLICABLE DOCUMENTS 16

SECTION D – PACKAGING AND MARKING 17

D.1 AIDAR 752.7009 MARKING (January 1993) 17

D.2 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN 17

D.3 BRANDING STRATEGY 17

SECTION E – INSPECTION AND ACCEPTANCE 19

E.1 INSPECTION AND ACCEPTANCE TERMS AND CONDITIONS 19

E.2 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 19

E.3 CONTRACT INSPECTION AND ACCEPTANCE 19

E.4 QUALITY ASSURANCE PLAN 19

SECTION F – DELIVERIES OR PERFORMANCE 20

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 20

F.2 PERIOD OF PERFORMANCE 20

F.3 PLACE OF PERFORMANCE 20

F.4 KEY PERSONNEL 20

F.5 REPORT AND DELIVERABLES 20

F.6 PERFORMANCE STANDARDS 22

SECTION G – CONTRACT ADMINISTRATION DATA 25

G.1 CONTRACTING OFFICER’S AUTHORITY 25

G.2 CONTRACTING OFFICER’S REPRESENTATIVE 25

G.3 INVOICES, ACCEPTANCE AND APPROVAL 26

G.4 PAYING OFFICE 27

G.5 ACCOUNTING AND APPROPRIATION DATA 27

G.6. ELECTRONIC PAYMENT 27

SECTION H - SPECIAL CONTRACT REQUIREMENTS 29

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 29

H.2 AUTHORIZED GEOGRAPHIC CODE 29

H.3 752.222-70 USAID DISABILITY POLICY (DEC 2004) 29

H.4 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012) 30

H.5 752.227-14 RIGHTS IN DATA- GENERAL (OCT 2007) 30

H.6 AUTHORIZED WORK WEEK 31

H.7 752.222-71 NONDISCRIMINATION (JUNE 2012) 31

H. 8 302.3.5.21 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCTOBER 2014) 31

H.9 INFORMATION TECHNOLOGY APPROVAL (APRIL 2018) (DEVIATION NO. M/OAA-DEV-

FAR-18-2C) 33

H.10 PRIVACY AND SECURITY INFORMATION TECHNOLOGY SYSTEMS INCIDENT REPORTING

(APRIL 2018) 34

H.11 CLOUD COMPUTING (APRIL 2018) 38

H.12 LIMITATION ON ACQUISITION OF INFORMATION TECHNOLOGY (DEVIATION NOs.

M/OAA-DEV-FAR-18-2c and M/OAA-DEV-AIDAR-18-2c) (APRIL 2018) 44

H.13 752.7008 USE OF GOVERNMENT FACILITIES OR PERSONNEL (APR 1984) 45

H.14 PERSONNEL (DEC 1990) 46

H.15 CONSENT TO SUBCONTRACTS 46

H.16 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES 47

H.17 LOGISTIC SUPPORT 47

H.18 22 CFR 140 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS 47

H.19 ENVIRONMENTAL COMPLIANCE 47

H.20 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY 48

H.21 PROHIBITION ON USAID CONTRACTORS, SUBCONTRACTORS, GRANTEES AND SUB-

GRANTEES FROM TRAFFICKING IN PERSONS, PROCURING COMMERCIAL SEX, OR USING

FORCED LABOR 48

H.22 752.231-72 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUG 2013) 49

H.23 752-204-72 ACCESS TO USAID FACILITIES AND USAID'S INFORMATION SYSTEMS (AUG

2013) 49

H.24 ADS 302.3.5.17 AWARD LIMITED TO LOCAL COMPETITION (JULY 2012) 50

H.25 LIMITATION ON SUBCONTRACTING TO NON-LOCAL ENTITIES (SEPTEMBER 2018) 52

H.26 INHERENTLY GOVERNMENTAL AND CLOSELY ASSOCIATED FUNCTIONS 53

H.27 AAPD 16-04 DEFENSE BASE ACT (DBA) INSURANCE FOR 2015-2020 53

H.28 INSURANCE—LIABILITY TO THIRD PERSONS (JULY 1997) 53

H.29 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007) 54

H.30 EXECUTIVE ORDERS ON TERRORISM FINANCING 54

H.31 752.211-70 LANGUAGE AND MEASUREMENT (JUN 1992) 54

H.32 FRAUD REPORTING 55

H.33 GENDER CONSIDERATION 55

H.34 CONFLICT OF INTEREST 55

H.35 EXCHANGE VISITORS AND TRAINING 57

H.36 AIDAR 752.7006 Notices (APR 1984) 58

H. 37 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (SEPTEMBER 2013) 58

SECTION I - NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 60

SECTION J – LIST OF ATTACHMENTS 70

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS OR

RESPONDENTS 71

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS 78

L.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 78

L.2 GENERAL INFORMATION TO OFFERORS 79

L.3 QUESTIONS AND CLARIFICATIONS 80

L.4 PROPOSAL PREPARATION AND DELIVERY INSTRUCTIONS 80

L.5 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL 82

L.6 INSTRUCTIONS ON PREPARATION OF PRICE PROPOSAL 87

SECTION M – EVALUATION FACTORS FOR AWARD 91

M.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 91

M.1 GENERAL INFORMATION TO OFFERORS 91

M.2 TECHNICAL EVALUATION CRITERIA 92

M.3 DETERMINATION OF COMPETITIVE RANGE 94

M.4 PRICE EVALUATION CRITERIA 94

M.5 SOURCE SELECTION 95

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

The purpose of this acquisition is to contract the services of a qualified local Haitian communication firm for the procurement of goods and services related to promoting the benefits of USAID assistance programs to communities and individuals across Haiti. USAID-DOC is seeking a qualified contractor (organization/firm) capable of advising USAID/Haiti on the most effective and creative ways to implement its communication strategy, highlight the successes and impact of USAID programs in Haiti in ways that will resonate with the Haitian public and facilitate stakeholder engagement, as well as provide all the products and services associated with the related outreach activities.

B.2 CONTRACT TYPE

As authorized in FAR 16.602, this is a Time-and-Materials (T&M) (Labor Hour with ceiling prices) contract to acquire the services of a qualified local contractor (organization/firm) capable of advising USAID/Haiti on the most effective and creative ways to implement its communication strategy, highlight the successes and impact of USAID programs in Haiti in ways that will resonate with the Haitian public and facilitate stakeholder engagement, as well as provide all the products and services associated with the related outreach activities. For the considerations set forth in the Contract, the Contractor must provide the deliverables or outputs described in Sections C and F and comply with all requirements.

B.3 CONTRACT CEILING PRICE AND OBLIGATED AMOUNT

a. The Ceiling Price for the performance of the work required hereunder for the two-year Base Period is $ TBD.

b. The Ceiling Price for the performance of the work required hereunder for the 1st Option Year is $ TBD.

c. The Ceiling Price for the performance of the work required hereunder for the 2nd Option Year is $ TBD.

d. The Ceiling Price for the performance of the work required hereunder for the 3rd Option Year is $ TBD.

e. The Total Ceiling Price for the two-year Base Period and three Option Years, if exercised, is $ TBD.

f. This Contract is being incrementally funded and, as such, the amount of funds currently available and obligated at the time of award is $ TBD.

g. It is estimated that the obligated amount is expected to cover costs incurred by the contractor from TBD through TBD.

B.4 LEVEL OF EFFORT

The Prime contractor’s loaded hourly labor rates shall apply to all labor under this (T&M) (Labor Hour with Ceiling prices). The level of effort for the Base period and each Option Year, if exercised, is as follows:

Two-Year Base Period: TBD Direct Burdened Hours

1st Option Year: TBD Direct Burdened Hours 2nd Option Year: TBD Direct Burdened Hours 3rd Option Year: TBD Direct Burdened Hours

It is the Contractor’s responsibility to ensure that the Contracting Officer’s Representative (COR) adjustment to the work days ordered for each functional position do not result in costs which exceed the ceiling price of the order. Under no circumstance shall the COR’s adjustment authorize the Contractor to be paid any sum in excess of the ceiling price of the order.

The number of hours for any labor category may be used in any other labor category, subject to the prior written approval or direction of the COR. Once the level of effort has been fully expended, this award is complete.

The Contractor must not exceed the aforesaid obligated amount in accordance with the Limitation of Funds Clause, FAR 52.232.22.

B.5 PRICE SCHEDULE AND BUDGET PAYMENT SCHEDULE

The period of performance for this contract is two (2) years and three one-year option periods. The contract budget structure is broken down as follows:

[To be completed at time of award]

B.6 LINE ITEMS

Line Item Description 0001 Labor 0002 Travel and Per Diem 0003 Other Direct Costs 1001 Option Year 1 – Labor 1002 Option Year 1 – Travel and Per Diem 1003 Option Year 1 – Other Direct Costs 2001 Option Year 2 – Labor 2002 Option Year 2 – Travel and Per Diem 2003 Option Year 2 – Other Direct Costs 3001 Option Year 3 – Labor 3002 Option Year 3 – Travel and Per Diem 3003 Option Year 3 – Other Direct Costs

[END OF SECTION B]

Year 1 Year 2 Year 3 Year 4 Year 5 Account Manager* -$ -$ -$ -$ -$ -$ Add labor categories as necessary* -$ -$ -$ -$ -$ -$ ODCs 459,462.00$ 476,780.00$ 512,037.00$ 539,859.00$ 569,374.00$ 2,557,512.00$ Travel 1,680.00$ 1,764.00$ 1,852.00$ 1,945.00$ 2,044.00$ 9,285.00$ Total -$ -$ -$ -$ -$ -$

Base Period Option Years Total

*Labor is fully-burdened

(Plug numbers)

SECTION C – STATEMENT OF WORK

C.1 PURPOSE

The purpose of this Statement of Work (SOW) is to obtain the services of a communications firm to assist USAID with promoting the benefits of USAID assistance programs to communities and individuals across Haiti.

C.2 BACKGROUND

USAID/Haiti implements the most comprehensive development portfolio in the Western Hemisphere. USAID/HAITI has formulated its 2018-2020 Strategic Framework in close collaboration with Government of Haiti (GOH) institutions, other donors, and Haitian civil society.

The Framework pivots away from the Post-Earthquake U.S. Government Strategy under which USAID had operated in Haiti since 2010, and outlines new development objectives, along with an increased focus on resilience, GOH ownership, and sustainable economic growth that can create a self-reliant future for Haiti.

Under the Foreign Assistance Act of 1961, USAID has a responsibility to inform host country audiences of the assistance provided. While public polling over the past decade has suggested Haitians hold generally favorable opinions about the United States and USAID, there remains a general lack of understanding in the Haitian community about USAID programming in Haiti and its impact over time. In addition, branding and marking of USAID activities by its more than 80 implementing partners is inconsistent and often of poor quality, which collectively diminishes USAID’s brand as a leading global development agency.

The USAID Development Outreach and Communications Office (DOC) is looking to develop a broad communication strategic framework that incorporates the Mission’s development strategy and communication priorities. DOC identified the need to proactively pursue targeted opportunities to promote USAID’s work and brand among Haitian audiences while working with counterparts in USAID/Washington to amplify key in-country successes among U.S. audiences, including the Haitian diaspora and Congress. The plan also emphasized investing in communications assets, processes, and relationships that will position the Mission to deliver on long-term communications goals as well as underpin the flexibility needed to operate in a country prone to political instability and weather-related shocks. The key messages under this plan, aligned with USAID’s updated corporate mission statement, are as follows:

Through longstanding partnership with Haiti, USAID has helped Haitians become healthier, better educated, and have more economic opportunities. USAID supports Haiti on its path to sustainable development and self-reliance. USAID’s programs advance food security, health, and education for Haitian families while laying the foundation for economic growth and job creation by helping to create a vibrant private sector. At the same time, USAID is strengthening GOH institutions to become more accountable and better able to deliver basic services to the Haitian people over the long term. USAID always stand by the Haitian people in times of humanitarian crisis, and is building Haiti’s resilience to future shocks so it is more prepared to respond to disasters.

The involvement of a communications firm (hereafter referred to as the “Contractor”) is essential to the successful implementation of this communication strategy. Working closely with the

USAID/Haiti DOC office, the Contractor must apply a deep knowledge of all aspects of Haitian society and culture to identify the most creative and effective ways to highlight these successes, engage further with the government of Haiti and other stakeholders and to elevate the visibility of United States development and assistance programs to facilitate their implementation and gain broad stakeholder (people of Haiti) support.

C.3 OBJECTIVE AND STATEMENT OF WORK

The purpose of this contract is to acquire the services of a qualified contractor (organization/firm) capable of advising USAID/Haiti on the most effective and creative way to implement its communication strategy, highlight the successes and impact of USAID programs in Haiti in ways that will resonate with the Haitian public, facilitate stakeholder engagement, and provide all the products and services associated with the related outreach activities. Stakeholder in this case can refer to: program beneficiaries, government counterparts, implementing partners, donors, and civil society that may have some bearing on the implementation or success of a USAID program or activity.

The Contractor will utilize creativity in providing the services required to meet scheduled or last-minute demands related to events, high‐level visits and other extenuating circumstances. The Contractor must be able to respond effectively and efficiently to the demands of USAID/Haiti. The Contractor will respond immediately with reliable, high quality performance, particularly in providing outreach support services.

USAID/Haiti’s communications portfolio is led by USAID and the DOC team, which, as the primary client for deliverables under this contract, will define strategic priorities and project parameters. The Contractor will support and work closely with the DOC Office to implement the USAID Communication Strategy. The Contractor will advise the DOC team on how to best implement these projects, and will provide the necessary support in the implementation of these activities, including but not limited to creative content development, event management, audience surveys, sub-contracting services, sourcing materials, local media monitoring and management, as listed below.

The Annual Work Plan will build upon the USAID Communication Strategy and define priority USAID programs and projects, communication needs, outreach opportunities and success stories;

and ways to amplify success stories and or project impact through social media, visuals and mass media. It will outline communication opportunities for all the priority projects, identify compelling ways to reach target audiences, proposed outreach activities and materials that generally build on and support existing USAID project activities and are designed to:

Increase understanding of, and support for, USAID activities in Haiti.

Create awareness about how USAID is benefiting Haiti (projects and accomplishments) in a personalized manner.

Generate a positive image and increased visibility of USAID and demystify U.S. foreign assistance goals.

Ensure that visibility and image render political and community support and engagement for

USAID programs.

The Contractor is expected to be effective in implementing the work plan. The Contractor must have strong networking skills and the ability to work well with USAID teams to identify the best strategy to meet USAID’s public outreach needs, to mobilize all the necessary internal and external resources, and to carry out the projects and activities continuously through the life of project. As the outreach focuses on Haitians, all messages will be disseminated in creole, as directed by DOC, although all materials must also be available in both English and French.

A concept paper with supporting information will serve as the basis for the work order. For each project, the contractor will submit a price estimate that must be approved by the COR before the contractor begins work. The price estimate will contain all material and labor components and direct allowable costs. Under no circumstance will the price estimate exceed the allowable costs stated in the contract. Nor can the contractor suggest activities or services not identified in this SOW. The activities and materials will be executed in close cooperation with the DOC team, and, when appropriate, with the technical offices and USAID implementing partners. For each project listed in the work plan, the contractor and COR will document their agreement on the technical specifications, creative direction, roles and responsibilities, deliverables and delivery deadlines through a work order issued by the COR and Contracting Officer (CO). The signed work order will represent the authorization to work. The work order will state the technical requirements, creative direction, roles and responsibilities, deliverables, delivery deadlines, cost estimate and will serve as the basis for the authorization to initiate work under this contract.

The DOC team and contractor will work closely together to execute all projects under the work plan, according to the roles and responsibilities listed in the project work order. The COR may designate an Activity Manager for any given project but the COR must maintain oversight of the project execution. Only the COR or CO can authorize services under this contract.

DOC team, through the COR or activity manager, will provide client feedback as listed in the project work order and ensure that all videos and collaterals produced under this contract receive the proper clearances from the technical offices, Front Office and Washington clearances as applicable.

Because USAID communication needs must adapt to rapid changes to the social, political and economic environment, the annual work plan may be updated and adapted quarterly to reflect ad-hoc requests, new projects, and revised deadlines for current projects during the upcoming quarter.

Activities proposed in the annual and quarterly work plans will include, but are not limited to:

1. Production and dissemination of multimedia communication materials

The primary focus of this contract will be the production of multimedia materials designed to document and highlight the impact of USAID programs on development issues in Haiti in general, and on individual beneficiaries in particular. The Contractor will work with the USAID DOC team to develop creative content in various forms, including written media, photos, infographics, videos, etc. The Contractor will ensure that creative content developed is sensitive to local cultural, political and social considerations and delivered appropriately depending upon the local context.

The Contractor will work in collaboration with USAID DOC team to identify outlets in order to disseminate the content, and in cases when the material is distributed to Media, will provide a dissemination report identifying which outlets published or broadcasted the material. For all content creation projects, the DOC team will supply a concept note outlining expectations and deliverables.

Multi-media materials will include but are not limited to:

Videos: the contractor will provide professional video services to produce short “success-stories” videos, video news releases (VNRs) on USAID projects and project beneficiaries and other video materials as requested. All videos will be in original French/Haitian Creole and subtitled in English.

The “success stories” videos will be two-to-four minutes and follow the “Telling Our Story” format, depicting the impact of a given USAID program on a community, sector or beneficiary using personalized stories.

Video News Releases (VNRs) or news stories are designed as video reports for insertion into broadcast news shows. They will feature USAID assistance projects and beneficiaries, illustrating the impact of those projects and the U.S. Government assistance in Haiti. The contractor will film, edit, provide a script in English and French/Haitian Creole; complete the voiceover; provide an audio version adapted for radio broadcasting, distribute the VNRs and audios to Haitian TV and radio stations for local broadcasts; the contractor will also monitor the broadcast of the USAID VNRs on local Haitian TV and radio stations.

The contractor must produce, or sub-contract with a professional video production company to produce these and other video materials as directed by the Contract Officer Representative (COR) and the DOC office. For each assignment, a work order from the COR will outline USAID guidelines and expectations.

The video products may also be used in conjunction with project events, as well as with speeches and meetings hosted by USAID officials. They may also be posted on the USAID Mission web site and social media channel. For each video produced, the contractor must also submit a dissemination plan.

The production company must be prepared to travel throughout Haiti to specific USAID project sites for filming purposes. All video will be produced to the highest technical standards in accordance with USAID standards: https://www.usaid.gov/branding/resources#downloads

Photography: The purpose of photography assignments will be to document USAID-financed efforts and progress in Haiti. In order to document progress, USAID is particularly interested in images that can be used in before-and-after sequences. Therefore, in addition to documenting new USAID-financed activities, the contractor must whenever possible revisit locations and provide images that can be used in tandem with images shot during a previous assignment that visibly document progress or improvement of conditions.

In general, these images will be utilized by USAID to generate public awareness of the agency’s efforts, document USAID-financed activities and recipients, and create an agency record of the situation in Haiti at the beginning, during, and after the execution of USAID-financed activities.

https://www.usaid.gov/branding/resources#downloads

The photographer will use digital technology to document the subject matter and will deliver the work in high-resolution digital format (10 megapixels or more) in quality suitable for posters, high-resolution publication, and other media. This documentation will combine candid imagery of USAID-financed efforts along with environmental portraits of those people who are direct recipients or beneficiaries of such assistance, following the USAID video and photography guidelines https://www.usaid.gov/branding/shooting-guide.

All photographs must include, whenever feasible:

Names and subjects of the people depicted in the image; and The activities portrayed, as well as the USAID-assistance provided; and Quotes from recipients of USAID assistance.

All of the above material must be included, to the maximum extent possible, for each image (or group of images) captured.

For each assignment, the photographer will be responsible for pre-selecting the 25 best pictures, sending compressed files of these pictures electronically to USAID within five (5) days of the completion of the assignment, editing of chosen pictures and final delivery of high resolution files within the following five (5) working days.

USAID must receive exclusive and unlimited usage rights to all images produced under these assignments. Photo credit must be given, as appropriate to the photographer by name in usual and customary manner, appropriate to the use of the photograph.

The photographer must be prepared to travel throughout Haiti to specific USAID project sites for shooting purposes.

Graphic Design and Print Informational/Publicity materials: The contractor must provide graphic design services as needed for the production of materials including but not limited to:

infographics, visual maps, brochures, handouts, calendars, posters, social media posts, and signage, including the printing of such materials when appropriate. The contractor may suggest themes and topics that would benefit from such material developments, or assignments will be requested by the COR in consultation with the DOC team. A work order from the COR and CO, or a project proposal from the contractor will outline guidelines and expectations, and USAID will work closely with the contractor and graphic designer throughout the development phase of these materials. When needed, the contractor must also subcontract printing services and ensure that delivered materials comply with specifications as stated in the work order. Further, the contractor must ensure that the printed material adheres to the strictest quality standards as stated in the work order or as specified in the attached annex or the USAID Branding/Marking guidance, as appropriate. All graphic design items must have the COR’s approval before going to print. The COR will also inspect all printed materials for quality and compliance before accepting delivery and authorizing payment.

2. Outreach Events

Opinion surveys around the world show that people who have direct contact with USAID have a better view of USAID than people who only hear about USAID through the media. As such, public events make up a large part of our outreach efforts.

Routine Events: As part of this contract, the contractor will be expected to provide logistical support for all routine events, upon request of USAID technical offices. Routine events are these events lead by the technical offices such as project launches, workshops, etc. They are generally one day event with an average of 150 people and will require minimal support from the contractor.

For routine events, the contractor will typically provide the meeting space and food and beverage, as well as minor services such as printing and distributing invitations, and providing host/ hostesses. Based on historical data, we can expect approximately 24 such routine events per year.

Strategic Public Outreach Events: Strategic public outreach events are these events that have a specific strategic communication objective such as raising awareness of the impact of a given USAID program, gathering stakeholders to disseminate results and map the way forward, and increasing buy-in and engagement of the Government of Haiti, civil society and other stakeholders for these programs. They will typically be events from 50 to up to 3,000 participants and led by the DOC team.

These strategic public outreach events may be, but are not limited to:

Community-based events to increase community members’ recognition of USAID and the USAID brand, provide channels for direct communication between USAID and beneficiaries, and positively influence the way USAID is perceived and how this impacts USAID’s ability to effectively implement projects. The community-based approach of communication and outreach is extremely successful in peripheral communities which rarely get opportunities to host high-level events involving USAID representatives, community members, and local journalists. These events include, but are not limited to, community sports events, school outreach activities, and trainings and contests in the fields of sports, arts, information technology, and media. The activities target specific population segments, such as women and youth, must utilize USAID program activities and milestones as a background for the events.

Public outreach events include, but are not limited to: forums, symposia, conferences, debates, workshops, partners’ meetings, and expos. Public outreach events must communicate USAID successes to the Haitian people and generate positive media coverage. They are also instrumental for generating favorable opinions of U.S. Government assistance in Haiti.

Strategic public events that tie into and advance USAID programmatic goals may be proposed by the DOC team or by the contractor. In all cases, the contractor will be responsible for conceptualizing and executing these strategic public events by performing duties such as, but not limited to putting together the proposed guest list, mobilizing relevant government and civil society leaders, managing all aspects of the event from logistics (venue, food and beverage, security, subcontractors), to managing press, liaising with government partners when needed, ensuring broad attendance, securing speakers and entertainers, assist in producing and procuring all event material and signage.

For each strategic public event, the Contractor will provide an Event Report that includes photographs and such indicators as the number of attendants, high-profile attendants, if and how the event achieved the desired outcomes and messaging, press coverage, and expected impact.

The contractor is expected to be highly creative and experienced in conceptualizing and organizing medium to large scale community level and large scale public events.

Attendances of these kinds of public events are heavily dependent on successful outreach to targeted government partners and civil society. The contractor is expected to have good knowledge of the political environment, strong experience and skills in engaging these stakeholders, navigating political protocol and intricacies, and in conceptualizing public outreach events tied to specific project goals. The Contractor should have relationships with leading media outlets, such as Le Nouvelliste, to generate media attention for events and ensure that USAID messaging is disseminated appropriately and broadly. By Media outlets we mean:

3. Visibility Items

Visibility items are an important tool of familiarizing the Haitian audiences of the USAID logo and the assistance “from the American people.” Visibility items, such as t-shirts, caps, cups, calendars, bags, and other items may be used in outreach and community-based events to increase audience awareness of USAID and improve perceptions towards USAID and U.S. Government assistance. As such, the contractor may be asked to procure and/or stock visibility items on behalf of USAID which must meet the specifications listed in the project proposal or work order.

4. Media Engagement, Monitoring and Analysis

Press interviews, press tours and other media engagement activities: The US Government rules severely limit the use of paid media buys. The contractor must be able to arrange for press interviews, press tours and other media engagement activities that will provide the opportunity to raise awareness on the impact of USAID programs via radio and television with local journalists in Port-au-Prince, Haiti.

The contractor is expected to have enough knowledge of the Haitian media landscape and ties to the Haitian Press to deliver an effective media engagement strategy that details how to provide the Haitian Press with regular updates on USAID activities, which media companies to use for targeted population segments, including a distribution plan for the Video News Releases and other materials produced under this contract, what narratives and messaging to push, and the Contractor’s strategy to carry out the activities contained in that plan.

The media engagement strategy may include some form of paid sponsorships and advertisements.

The media engagement must not be exclusively reliant on paid media buys which may be in violation US government rules on public relations and advertising in the Federal acquisition Regulation Subparts 5.1 (b)(4), 5.5, and 44 USC 3702, as applicable.

Media Monitoring and Analysis: To better inform the strategic position of USAID messaging, the Contractor will be responsible for providing media analysis and other measurements of outreach effectiveness. The Contractor should incorporate their analysis in reporting deliverables to USAID, including quarterly and annual reports. The analysis should cover elements such as (but not limited to):

How the Haitian media portrays USAID – positively, negatively or neutral;

What type of media coverage is occurring – radio - TV- print) – by locale; the level of influence of reporters, bloggers, columnists and other journalists who cover USAID;

What sectors are being covered and how often, which departments are being covered, using what types of media, and how often; and How USAID’s message is being reported.

Media analysis should include, but are not limited to:

Media tracking and analysis, including traditional (print, broadcast, web) and social media;

Market evaluation and analysis of USAID strategic communication positioning; and Pre‐ and post‐campaign or event surveys to assess results and gauge changes in level of awareness, when appropriate.

Strategic Planning and Data Collection: USAID/Haiti’s strategic communications planning should be based on an up-to-date understanding of public perceptions and current narratives about USAID so that the success of communications and outreach activities in raising public awareness of foreign assistance in Haiti can be measured against a credible baseline. In addition, the Mission should test its proposed key messages and framing for events, campaigns, media engagement, and multimedia products to help ensure that these activities advance the intended communications objectives.

The Contractor will support rigorous strategic communications planning through continuous advice and feedback on activities and content, while also performing data collection activities that will inform future communications activities and validate the assumptions underpinning the Mission’s strategic communications objectives. The Contractor must therefore have experience developing rigorous, evidence-based communications strategies as well as conducting focus groups, public opinion polling, and media monitoring and analysis.

a) Focus Groups: As needed, the Contractor will support the Mission in developing draft key messages on its development activities that can be tested for effectiveness and appeal. When developing creative campaigns, the Contractor will ensure that the framing of these campaigns is well-researched and based on a clear understanding of Haitian cultural norms, linguistic nuances, and current events that may impact perceptions.

b) Audience Polling and Market Research: The contractor will provide or subcontract audience polling and market research services as needed and requested by the DOC team. These services may include nation-wide or targeted opinion surveys on USAID in general or specific USAID programs or messaging designed to either inform outreach activities or measure their effectiveness.

For each project, the work order from the COR will identify desired objectives and outcomes, targeted populations and sample questions. The contractor will then submit in response a project proposal that includes the strategy and methodology for audience polling and focus groups, the methodology will be laid out for sampling, recruiting participants, developing the questionnaire, data collection and treatment, and reporting, as well as a timeline and cost estimate, which must be approved by the COR.

6. Ad-Hoc Requests

Because USAID communication needs must adapt to sometimes rapid changes to the social, political and economic environment in which new outreach opportunities may present themselves, USAID may make ad-hoc requests for any of the products and services listed in this scope of work, at any time during the life of this contract.

USAID will communicate ad-hoc requests via a work order issued to the Contractor, outlining specifications, expectations and guidelines such as delivery deadlines, and authorizing the expenditure of funds. In cases where new requests interfere with the deadlines of current projects, the COR and Contractor may agree in writing on changes to these deadlines which will be reflected in the following revision of the quarterly work plan and/or the quarterly progress report.

USAID Partner Support: The Contractor may be called upon to advise USAID implementing partners on their communication and outreach strategies, upon request of the COR by work order.

However, the Contractor may not engage USAID funds for the procurement of materials and services, unless expressly authorized by a work order. Partner Support activity projects and activities will be included in the Quarterly Work Plan.

C.4 APPLICABLE DOCUMENTS

The documents listed below may be helpful in developing a proposal that fully responds to the needs outlined in this RFP.

USAID Branding policies and procedures: http://www.usaid.gov/branding/ USAID/Haiti website: http://www.usaid.gov/ht Post-Earthquake USG Haiti Strategy:

http://www.state.gov/documents/organization/156448.pdf FY 2010 Supplemental Appropriations Spending Plan – Haiti:

http://www.interaction.org/document/fy-2010-supplemental-appropriations-spending-planhaiti

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JANUARY 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem.

Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

(b) Specific guidance on marking requirements must be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original must be retained by the Contractor.

D.2 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

Branding and Marketing under this contract shall comply with the branding and marking requirements under USAID Automated Directives System (ADS) Chapter 320, specifically

320.3.2 http://www.usaid.gov/policy/ads/300/320.pdf, and USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding and marking policy. The Contractor shall comply with AIDAR 752.7009 Marking, when applicable. The Contractor’s final branding strategy and marking plan must be submitted within 30 days of Award.

D.3 BRANDING STRATEGY

Branding Strategy

Name of the Project: “Communication Support Contract”. How materials and communications will be positioned: The project will be positioned as being owned, operated and managed by USAID and as being “made possible by the American People.” Desired level of visibility: The Contractor shall ensure that the project, as well as the fact that it is made possible by the American people through USAID, receives broad visibility amongst its beneficiaries and their communities, counterparts, and the general public with a focus on host government of each country, community leaders, and students. The Contractor may identify additional groups/sub-groups of target audiences for project’s public communications, in consultation with USAID. The Contractor shall ensure high levels of visibility for the project in each country and shall integrate suitable communication and outreach as an intrinsic part of the policy reform. Exceptions: Exceptions and waivers to USAID marking requirements may be granted in accordance with ADS 320.3.2.5

Exceptions to Contract Marking Requirements and ADS 320.3.2.6 waivers to Contract Marking Requirements. Other organizations to be acknowledged: Where appropriate and applicable, the branding may acknowledge the cooperation and participation of other organizations deemed as partners of an event or deliverable.

[END OF SECTION D]

SECTION E – INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE TERMS AND CONDITIONS

The Contractor is bound by the terms and conditions of the Time and Materials Contract.

E.2 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this Section are hereby incorporated by reference (by Citation Number, Title and Date) in accordance with the Clauses at FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. See FAR 52.252- 2(http://acquisition.gov/far/index.html) for an internet address (is specified) for electronic access to the full text of a clause. The full text of the AIDAR clauses is available at:

http://www.usaid.gov/ads/policy/300/aidar.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.246-6 INSPECTION – TIME-AND-MATERIAL AND LABOR-HOUR MAY 2001

52.246-6 ALTERNATE I - INSPECTION – TIME-AND-MATERIAL APR 1984

AND LABOR-HOUR

E.3 CONTRACT INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs are subject to the performance standards set forth in Sections C and F. Inspection and acceptance will take place at:

U.S. Agency for International Development (USAID) U.S. Embassy Port-au-Prince Boulevard 15 Octobre, Tabarre 41 P.O. Box 1634 Port-au-Prince, HAITI

Or at any other location where the services are performed; reports and deliverables or outputs are produced or submitted. The COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or output. Acceptance of services, reports and other deliverables by the COR will form the basis for payments to the Contractor.

E.4 QUALITY ASSURANCE PLAN

(a) The Contractor will ensure that all products and public materials are in conformity with current U.S. Government and USAID policy.

(b) The Contractor has the responsibility to ensure the high quality of all media products and materials produced to achieve the objectives of this Contract.

[END OF SECTION E]

http://acquisition.gov/far/index.html http://www.usaid.gov/ads/policy/300/aidar http://www.usaid.gov/ads/policy/300/aidar

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR 52.252-2, “CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (www.acquisition.gov) for electronic access to the full text of a clause.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

52.242-15 STOP-WORK ORDER AUG 1989

F.2 PERIOD OF PERFORMANCE

The period of performance for the contract is a two-year base period and three one-year options, not to exceed five years, from the date of award.

F.3 PLACE OF PERFORMANCE

Performance of this contract must be in Haiti.

F.4 KEY PERSONNEL

The Contractor will propose Key Personnel for this Contract. The Contractor will clearly designate the roles and responsibilities of each proposed Key Personnel (see ADS 302.3.5.4). Key Personnel are considered essential to the work being performed under this contract. The Contractor must remain responsible for providing Key Personnel for full-time performance for the term of this contract unless otherwise agreed to by the Contracting Officer. Failure to provide Key Personnel may be considered non-performance unless such failure is beyond the control, and through no fault or negligence, of the Contractor.

The Contractor must immediately notify the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) of any Key Personnel’s departure and the reasons therefore. The Contractor must take steps to immediately rectify the situation and must propose a substitute candidate for each vacated position along with a budget impact statement in sufficient detail to permit evaluation of the impact on the program. Substitute candidates must meet the minimum qualifications as defined below. The Contractor must not replace any of the Key Personnel without the prior written concurrence of the COR and written approval of the CO.

F.5 REPORT AND DELIVERABLES

Deliverable Frequency/Due Date Due to

Kick-off: Within 15 calendar days of award COR http://www.acquisition.gov/ https://www.usaid.gov/sites/default/files/documents/1868/302.pdf

Deliverable Frequency/Due Date Due to

Branding Strategy and Marking Plan Within 30 calendar day of award. COR

Annual Work Plan First being due 60 days after award. Subsequent annual work plans to be submitted every 12 months thereafter COR

Annual Media Engagement Strategy

Due within 90 days of award COR

Monthly Media Monitoring Report

In coordination with COR – in months in which media monitoring services are contracted COR

Reports on Activities The contractor must submit a report after each specific activity requested by the COR. Reports are due one to two weeks after the activity is requested.

COR

Quarterly reports Within 30 calendar days of the end of each fiscal year quarter COR

Quarterly Work Plan and Budget Estimate first being due two weeks after approval of the annual work plan, and the subsequent ones due every three months thereafter

COR

Final Reports Due within 45 days of the Contract completion date COR

Kick-off Meeting: The Contractor will hold a kick-off meeting with the COR within 30 days of award. The specific attendees and length of the meeting will be decided in consultation with the

COR.

Branding Strategy and Marking Plan: The Contractor must submit a Branding Implementation Plan and Marking Plan within 30 days of award.

Annual Work Plan: including an implementation framework and a timeline, the first submitted to USAID for approval, the first being due 60 days after award; Subsequent annual work plans to be submitted every 12 months thereafter. For this purpose and to facilitate continuous coordination with the implementing partners in all matters of communication and outreach, the Contractor will organize and take part in bi-annual communication partners meetings that will be convened and run by the DOC team.

Annual Media Engagement Strategy: due within 90 days of award that that details how to provide the Haitian Press with regular updates on USAID activities, which media companies to use for targeted population segments,…