RFI N. 72052724RFI00001 - Communications Support Platform.pdf

REQUEST FOR INFORMATION

ISSUANCE DATE: November 6, 2023

CLOSING DATE: November 24, 2023, 2:00 pm (Lima Local Time)

SUBJECT: Request for Information (RFI) N. 72052724RFI00001 - New activity:

“USAID/Peru Communications Support Platform”

The United States Government, represented by the United States Agency for International Development (USAID) in the Republic of Peru, is assessing the availability in the local market of capable private/local communication firms. The purpose of this Request for Information (RFI) is to solicit Capability Statements from local, private, for-profit communications firms capable of performing the work described in Section III. We intend to issue a future solicitation for provision of a wide range of public outreach and communications services to the Peru Mission and other countries in South America with USAID programming (Brazil, Colombia, Ecuador, Guyana, Paraguay, and Suriname).

This Request for Information (RFI) is open to the region, with a focus on “local” entities, and most specifically to private companies and firms specializing in communication for social change and located in Peru, Ecuador, Brazil, Colombia, Guyana, Paraguay, and/or Suriname.

According to USAID regulations, a “local” entity is: an individual, company or organization that

(1) is legally organized under the laws of one of the above countries; (2) has its principal place of business or operations in one of the above countries; (3) is majority owned by individuals who are citizens or lawful permanent residents of the above countries; and (4) is managed by a governing body the majority of whom are citizens or lawful permanent residents of the above countries.

USAID considers a capable local company, responding to this RFI, to be a firm with proven knowledge and experience in designing, planning, and implementing public relations campaigns across all types of media located in Peru, Ecuador, Brazil, Colombia, Guyana, Paraguay, and Suriname.

Sincerely, Dion Glisan Contracting Officer USAID/Peru

RFI 72052724RFI00001

SECTION I. INSTRUCTIONS

Responses to this RFI are due to limasolicitations@usaid.gov by November 24, 2023, 2:00 pm (Lima Local Time). All submissions must be in Microsoft Word, using Calibri font, size 12.

Responses may be submitted in Spanish or English.

Electronic submissions must have the Subject: "Response to RFI No. 72052724RFI00001- USAID/Peru Communications Support Platform.”

For information: If/when a solicitation is posted, as a result of our market research, the control language will be English. A courtesy copy may be given in Spanish, but applications or proposals must be in English.

Respondents must:

Submit a Capability Statement - must be succinct, not to exceed five (5) pages 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 III - the Statement of Work and attached Annex 1, and the Personnel requirements described in Annex 2;

b. Contact Name, Title and email address;

c. Description of the company’s capacity to receive and manage bilateral/multilateral or other donor funding and the amounts (if any);

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) and registration in the Peruvian Agency for International Cooperation (APCI) system 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.

SECTION II. NEW ACTIVITY INFORMATION

If a solicitation is issued, USAID/Peru plans to solicit for a contract with an estimated duration of three (3) years in length, and a Total Estimated Cost not to exceed $4 million USD. However, through this Request for Information and the outcome of market research, it may change depending on the analysis of the information received.

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

Activity Name: "USAID/Peru Communications Support Platform"

Prime Partner: Local (South American) Communications Company

Award Number: To be Determined Implementing Mechanism Type: To be Determined Source Agency: U.S. Agency for International Development Implementing Agency: U.S. Agency for International Development Planned Funding: Up to US $4,000,000 Period of Performance: 3 years from award date

SECTION III. STATEMENT OF WORK

Purpose. The purpose of USAID/Peru’s Communications Support Platform is to provide a mechanism to provide a wide range of public outreach and communications services to the Peru Mission as well as other countries in South America with USAID programming (Brazil, Colombia, Ecuador, Guyana, Paraguay, and Suriname). Through this support, USAID Missions and country offices throughout South America 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 messaging and messaging campaign development, as well as 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 inherent US governmental actions.

Background. USAID entities in South America work to create a more sustainable, inclusive, and prosperous region through a range of programs in sectors such as health, migration, countering human and wildlife trafficking, economic growth, and the environment. USAID/Peru’s mandate includes coordinating USAID’s efforts in several countries in South America through its South America Regional platform to advance cross-border initiatives. In addition, USAID/Peru provides programmatic, technical, and business support services to client missions and country offices across South America, including for outreach and communications requests. The Communications Support Platform target audience includes but is not limited to: the general public in the South American countries in which we work; Government of Peru agencies and authorities; USAID project beneficiaries and direct users; and stakeholders. It is anticipated that 60-70% of the work will take place in Peru.

Objectives. The five main objectives of this Communication Platform RFI are as follows:

(1) Objective 1: Improve the ability of USAID Missions and country offices across South America to carry out their outreach and communications objectives by providing crucial creative, technical, and logistical support.

(2) Objective 2: Increase USAID brand affinity and increase understanding of USAID’s work throughout South America.

(3) Objective 3: Increase engagement with USAID among key, influential audiences, beneficiaries, implementing partners, Indigenous and underserved populations, and stakeholders across South America.

(4) Objective 4: Improve awareness of, and affect attitudes toward, development challenges among target audiences.

(5) Objective 5: Increase the quantity and quality of media coverage of USAID activities in South America.

Description of Work. The selected Contractor will provide marketing, market research, event planning, analysis, public relations and media management, and outreach and communication services mainly in Peru, though also in other countries with USAID presence across South America.

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 USAID Missions and Country Offices in South America, with Peru as a primary client contact. The expectation is that the selected Contractor will work simultaneously on multiple, different assignments, and within deadlines, with each service available in English, Spanish, and/or Portuguese (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, polling, 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.). Use (Annex 1) as a Scope of Work guide to help complete the RFI’s required Capability Statement.

Recommended Experience. Respondents should have the following bulleted qualities and have the ability to fill or subcontract for the Key and Additional Personnel positions listed in Annex 2.

(Use Annex 2 as a necessary personnel guide to help complete the RFI’s required Capability Statement.)

● 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;

● Excellent interviewing and writing skills necessary for writing USAID success stories;

● An outstanding track record in planning and implementing public relations events;

● Demonstrated experience in designing events with high impact and content visuals;

● Proficiency in communicating in English and Spanish and ability to access Portuguese

(and possible indigenous language) resources; and

● Prior experience working with USAID and non-governmental organizations to publish professional materials would be advantageous.

DISCLAIMER:

This RFI is issued solely for gathering information and market research for design planning purposes and does not constitute a Request for Proposals nor Applications.

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. 72052724RFI00001] http://www.sam.gov/

Annex 1:

A. Technical Ability Criteria. RFI respondents should have the following abilities:

1. Demonstrated success with executing tasks similar to those described in Annex

1.

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

3. Ability to rapidly subcontract additional personnel (see Annex 2) and effectively manage short-term technical assistance and expertise to contribute to the successful implementation of the contract, as well as have the proactive, creative ability to seek and execute deliverables.

4. Ability to respond/answer to last-minute requests and be able to find solutions in a timely and efficient manner.

5. Ability to shape message content with awareness and sensitivity to a country’s political climate.

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

7. Effective protections in place to ensure cybersecurity.

8. Demonstrated understanding and ability to reflect USAID ideals, values, and principles.

9. Demonstrated ability to provide services regionally across countries in South

America.

B. Scope of Work:

1. Graphic Design: for publications, websites, infographics, presentations (e.g., Microsoft PowerPoint and Google Slides) for special events, success stories, photos, videos, animations, and other types of collateral materials.

2. Social Media: to include social media strategy plan (USAID will manage social media accounts, but the Contractor may be asked to created specific campaigns with paid advertising avenues, including: creation, dissemination, supervision, and analysis; and may be expected to purchase media time and space); creation of graphics and content; boost selected social media posts; SEO (search engine optimization) for USAID social media outlets and posts; and produce a monthly report of USAID performance in social media outlets, including basic indicators such as increment of traffic in USAID’s tweets and popular tags, as well as trending tags that should be maximized.

3. Publications and Print Media Support: creation and design of a wide variety of publications for digital and print distribution in high-traffic outlets.

4. Collateral Material Production Support: produce and distribute branded and marked USAID materials.

5. Market Research, Data Gathering, Analysis and Reporting: organize and manage focus groups, data and metrics collection, design and conduct studies, analyze/audit the effectiveness of current communication activities, qualitative and quantitative market research/studies, and evaluation on specific topics.

6. Public Opinion Gathering: design and conduct surveys, polling data, public opinion polls, focus groups, and related analysis.

7. Media Analytical Support: including traditional and social media analysis, audience and channel segmentation and analysis, sentiment analysis, perception studies, and brand nuance studies.

8. Communications Strategy Execution and Support: as directed by USAID’s Development Outreach and Communications (DOC) team, support, as appropriate, in the development of communication strategies and plans, working alongside a variety of actors.

9. Media Allocations: purchase, execute, coordinate, and manage needed media allocations, such as radio, TV, social media, and physical billboards.

10. Crisis Communications: develop responses to misinformation campaigns.

11. Monitoring and summarizing news sources for thematic messages, misinformation, and influence.

12. Event Planning (including virtual events): provide venue, logistics, supplemental staffing, event planning support, protocol support, messaging, translation services, backdrops and staging, manage RSVPs, designing and delivering event invitations for both in-person and virtual events, securing event location (including virtual platform equipment: wifi/streaming connectivity, Zoom, etc. as necessary), note taking, and facilitation as required.

13. Provide communications and event coordination for stakeholder meetings around South America.

14. Editing capabilities: provide copy editing, content editing, and subject matter expert editing (Short-Term Technical Assistance) on an as-needed basis in English, Spanish, and/or Portuguese. Provide content to create newsletters and an online bulletin (text, images, format, and style).

15. Translation and Interpretation: the ability to provide translation and interpretation services, including for local languages (English, Spanish, Portuguese, Indigenous languages) and sign language, as needed, particularly on short notice and with quick turnarounds.

16. Videography Services: includes filming events, pre- and post-production, creating short videos, video editing of a variety of content, and captioning of videos.

17. Photography Services: including event photography, photo releases, and permissions, as well as photograph rentals from libraries like Shutterstock, with rights to use for USAID.

18. Ensure Section 508 compliance for all published materials.

19. Design and produce newsletters and other reporting with guidance.

20. Mobilize Short Term Technical Assistance expertise: Offeror should be able to provide specialists on a diverse range of topics when requested, including gender, youth, indigenous communities, and all technical areas where USAID works like environment, human rights, migration, public health, and rural economic development in Peru and other South American countries.

https://www.section508.gov/

21. Establish and develop alliance(s) with a wide range of institutions/companies, which may include the co-creation of content under USAID supervision and facilitation.

Annex 2. Personnel: Respondents should know that the following Personnel will be needed; if the respondent does not have the specialized personnel, the selected Contractor can subcontract.

A. Key Personnel Communications/Project Manager The selected Contractor must furnish a Communications/Project Manager (Project Manager) as Key Personnel. The Project Manager is the principal liaison between USAID and the selected Contractor. Roles and responsibilities of the Project Manager are detailed below.

The Communications/Project Manager must have vast experience working for private sector companies, developing communication campaigns from conception to implementation (including online and offline media buying) and experience working with market research firms and event planning teams. While a full-time Project Manager is not expected to be assigned to administer the contract, the Project Manager must be “on-call” (available afterhours in cases of emergencies), and they must be prepared and able to respond to USAID quickly. The Project Manager is expected to be based in Lima, Peru, unless a compelling reason is justified. Fluency in Spanish and English are required.

The Communications/Project Manager will be responsible for developing and executing outreach and communications strategies for requests under the awarded contract and ensuring the strategies are aligned with USAID’s overarching communications strategies. They will ensure that the project activities are of high quality and adhere to USAID’s policies and procedures on branding and marking. They will be required to keep abreast of USAID’s Automated Directives System (ADS) 320 Branding and Marking and ensure all project staff members are familiar with USAID Mission’s websites, social media platforms, and portfolio of projects, as well as USAID Graphic Standards Manual and Partner Co-Branding Guide. They must have experience in project management and expertise in outreach and communications.

They must also have experience in designing and executing outreach and communications strategies and campaigns, preferably at a regional level. They will be expected to oversee a project and ensure its completion within an expected timeline, including urgent, last-minute requests. In addition, they will be expected to monitor and evaluate the effectiveness and efficiency of the project and ensure the activities implemented meet the goals and objectives of the awarded contract.

The Communications/Project Manager is the main point of contact for managing activity requests, providing vision, technical direction, leadership, and management for the activities of the contract. They will serve as the selected Contractor’s primary representative for all activity-related issues, concerns, or problems. The Project Manager must be the direct contact for solutions, as well as the individual bearing primary responsibility for technical aspects of contract performance, personnel procurement, reporting, and other management related requirements of the contract. The Project Manager will have experience in the private sector, and previous interaction with government or non-governmental organizations in developing https://www.usaid.gov/about-us/agency-policy/series-300/320 https://www.usaid.gov/about-us/agency-policy/series-300/320 https://www.usaid.gov/branding https://www.usaid.gov/branding/gsm countries, as well as U.S. Government agencies, international donors, or other multilateral agencies is a plus. Preferably, they will have demonstrated senior-level leadership (e.g., Chief of Party, Project Director, or Deputy Director) to programs of similar magnitude and complexity.

Specifically, the Communications/Project Manager must:

● Respond to requests and provide central management and oversight of activities under the awarded contract, working collaboratively and often with USAID central and field project managers, technical officers, Contracting Officers, and meet and consult regularly with the contract COR.

● Report to USAID technical and contract personnel in accordance with USAID reporting requirements.

● Ensure quality and control methods are applied in a consistent and transparent manner for all contracted tasks and functions.

B. Additional Personnel Additional personnel that may be required to complete the tasks in this RFI include the following positions. Responsibilities may include traveling to the location of events as needed, sometimes on short notice. The successful Contractor will demonstrate their ability to quickly fulfill the responsibilities of these roles (whether through in-house staff or ability to sub-contract) in their response to this RFI. (Note, all produced materials must be approved by USAID and may require multiple layered revisions.)

Graphic Designer The Graphic Designer will work closely with the Communications Manager or Project Manager and/or USAID’s Social Media Manager to create and design various materials for print and digital collateral. They will need to become familiar with the USAID Graphic Standards Manual and Partner Co-Branding Guide to ensure the design of each product adheres to USAID’s branding and marking requirements. They must have experience in graphic design and knowledge of graphic design software such as Adobe Photoshop, Illustrator, InDesign, After Effects, etc. They must also have knowledge of layouts, graphic fundamentals, animations, typography, and print. In addition, it is expected that they will have abilities to effectively communicate ideas and messages through visuals.

Events Manager The Events Manager will be responsible for planning and leading the logistical organization of in-person and virtual events, such as conferences, workshops, exhibitions, and public events.

They will manage the whole process: from the planning through running the event and carrying out the post-event evaluation. They must have experience in organizing public events, conferences, and meetings for large groups of participants.

Videographer The Videographer will be responsible for shooting and editing video footage. They will be expected to work with the Communications Manager or Project Manager to execute a variety of videography assignments, including on-location, studio, interview, or event shoots. They will maintain quality control and a consistent look and feel throughout production of video assignments. The Videographer will need to become familiar with USAID Graphic Standards Manual and Partner Co-Branding Guide to ensure the production of each assignment adheres to USAID’s branding and marking requirements. They must have experience as a videographer with thorough technical knowledge to be able to operate, configure, set up, and fix video, audio, lighting, or other production equipment. They must be familiar with the equipment and able to troubleshoot problems. In addition, they must have a thorough knowledge in digital post-production software to be able to edit raw footage, insert subtitles and closed captioning in compliance with Section 508, graphics, other on-screen text, special effects into a video, and animation production.

Photographer The Photographer will have overall responsibilities to capture photos of people, events, places, and objects to meet the requirements of USAID, in accordance with the agreed conditions and deadlines. They will also be responsible for post-production editing and retouching using professional photo editing software such as Adobe Photoshop and Lightroom, as well as developing and printing, if required. In addition, they will be expected to build and maintain a photo library containing all the photos captured for USAID organized by dates and/or event names with captions. The photographer will be responsible for collecting photo releases and permissions with rights for USAID’s usage. The Photographer must have experience as a photographer with thorough technical knowledge to operate camera equipment, including lights, lenses, and tripods. They must be familiar with the equipment and able to troubleshoot problems.

Translator/Interpreter The Translator/Interpreter will be responsible for converting written materials and/or spoken statements from one or more source languages into English, Spanish, and/or Portuguese (as well as possible indigenous languages), ensuring translated texts and/or statements convey original meaning and tone. This also includes translating other forms of communications (for example: subtitles, closed captioning, and transcription of a video). In addition, they will also serve as interpreter at seminars, speeches, meetings, and public events, providing consecutive or simultaneous translation between languages. The Translator will be required to keep abreast of the USAID Style Guide to ensure the translated materials, in case of English being the target language, adheres to the general rules set forth by the Style Guide. Must be fluent in at least two languages, English and Spanish, to produce documents in a rapid manner that are clear and coherent. They must have professional experience in translation and interpretation (simultaneous and consecutive).

Sign Language Interpreter The Sign Language Interpreter will be responsible for converting spoken statements from English, Spanish, and/or Portuguese (as well as possible indigenous languages) into Sign Language, ensuring translated statements convey original meaning and tone. In addition, they will also serve as interpreter at seminars, speeches, meetings, and public events, providing consecutive or simultaneous translation between languages. Must be fluent in at least two spoken languages, English and Spanish, to provide translations in a rapid manner that are clear and coherent. They must have professional experience in translation and interpretation (simultaneous and consecutive).

Writer/Editor The Writer/Editor will be responsible for drafting, proofreading, and editing communications products including, but not limited to, press releases, fact sheets, briefers, subtitles, success stories. They must have proven experience writing for the media, and an excellent knowledge of grammar in Spanish (with local-market word usage), and English (with American word usage and spelling). While fluency in Portuguese (with Brazilian word usage and spelling) and indigenous languages is not expected of the Writer/Editor, the Contractor must have the ability to obtain such services. In addition, they must have strong editing skills and ability to craft information messages in various media formats targeting a wide variety of audiences. The Writer/Editor will be required to keep abreast of the USAID Style Guide to ensure all communications products adhere to the general rules set forth by the Style Guide, and digital SRT subtitles in accordance with Section 508 compliance. They must also have experience in writing and editing, as well as disseminating information to a variety of target audiences.

[END OF RFI 72052724RFI00001]