72062318R00003.pdf

http://www.fedbizopps.gov/

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

RFP # 72062318R00003

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE AND SERVICES

B.3 BUDGET

B.4 INDIRECT COSTS

B.5 CEILING ON INDIRECT COST RATES

B.6 COST REIMBURSABLE

B.7 PAYMENT OF FIXED FEE

B.8 PAYMENT OF FIXED FEE

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

C.2 STATEMENT OF WORK

C.3 ILLUSTRATIVE DELIVERABLES

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 – MARKING (JAN 1993)

D.2 BRANDING POLICY

D.3 BRANDING STRATEGY AND MARKING PLAN

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERFORMANCE PERIOD

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE STANDARDS

F.5 REPORTS AND DELIVERABLES OR OUTPUTS

F.6 KEY PERSONNEL

F.7 TECHNICAL APPROVAL REQUIREMENTS

F.8 AIDAR 752.7005 – SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (SEP 2013)

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

G.2 CONTRACTING OFFICER

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4 CONTRACTOR’S PRIMARY POINT OF CONTACT

G.5 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

G.6 PAYING OFFICE

G.7 PAYMENT AND INVOICING INSTRUCTIONS

G.8 TECHNICAL DIRECTION/RELATIONSHIP WITH USAID

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

H.2 AIDAR 752.7007 – PERSONNEL COMPENSATION (JUL 2007)

H.3 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.4 AUTHORIZED GEOGRAPHIC CODE

H.5 AIDAR 752.225-70 – SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

H.6 AIDAR 752.7004 – EMERGENCY LOCATOR INFORMATION (JUL 1997)

H.7 INSURANCE AND SERVICES

H.8 AIDAR 752.228-70 – MEDICAL EVACUATION (MEDEVAC) SERVICES (JUL 2007)

H.9 GOVERNMENT FURNISHED FACILITIES OR PROPERTY

H.10 LANGUAGE REQUIREMENTS

H.11 ENVIRONMENTAL COMPLIANCE

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

H.12 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY

H.13 AIDAR 752.7034 – ACKNOWLEDGMENT AND DISCLAIMER (DEC 1991)

H.14 AIDAR 752.231-71 – SALARY SUPPLEMENTS FOR HG EMPLOYEES (MAR 2015)

H.15 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JAN

2002)

H.16 EXECUTIVE ORDER ON TERRORISM FINANCING

H.17 REPORTING OF FOREIGN TAXES

H.18 USAID DISABILITY POLICY – ACQUISITION (DEC 2004)

H.19 CONFLICTS OF INTEREST

H.20 STANDARDS OF CONDUCT – IMPROPER BUSINESS PRACTICES

H.21 AIDAR 752.7025 – APPROVALS (APR 1984)

H.22 AIDAR 752.7032 – INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (APR 2014)

H.23 BUSINESS CLASS TRAVEL

H.24 CONTRACTOR’S USE OF PROJECT VEHICLES AND LIABILITY INSURANCE

REQUIREMENTS FOR PRIVATELY OWNED VEHICLES

H.25 DISCLOSURE OF INFORMATION

H.26 ADS 302.3.5.9 – NONDISCRIMINATION (JUN 2012)

H.27 COMPLIANCE WITH THE TRAFFICKING VICTIMS PROTECTION REAUTHORIZATION

ACT

H.28 MOBILE BANKING

H.29 ELECTRONIC PAYMENT SYSTEM

H.30 GENDER CONSIDERATION

H.31 LOGISTIC SUPPORT

H.32 ADS 302.3.5.19 – USAID-FINANCED THIRD-PARTY WEB SITES (NOV 2017)

H.33 ADS 302.3.5.21 – SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY

(DDL) (OCT 2014)

H.34 ADS 302.3.5.22 – USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION (JUL 2014)

H.35 AAPD 16-02 – ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY (MAY

2016)

PART II - CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS ... 49

SECTION J – LIST OF ATTACHMENTS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF THE

OFFEROR

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

K.2 FAR 52.204-8 – ANNUAL REPRESENTATIONS AND CERTIFICATIONS (JAN 2018)

K.3 FAR 52.209-5 – CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015) ... 54

K.4 FAR 52.209-7 – INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

K.5 FAR 52.203-18 – PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS - REPRESENTATION (JAN 2017)

K.6 FAR 52.209-11 – REPRESENTATION BY CORPORATION REGARDING A DELINQUENT

TAX LIABILITY OR A FELONY CRIMINAL CONVICTION (FEB 2016)

K.7 INSURANCE – IMMUNITY FROM TORT LIABILITY

K.8 AGREEMENT ON, OR EXCEPTIONS TO, TERMS AND CONDITIONS

K.9 SIGNATURE

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

RESPONDENTS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

L.2 FAR 52.215-1 – INSTRUCTIONS TO OFFERORS: COMPETITIVE ACQUISITION (JAN 2017)60

L.3 FAR 52.216-1 – TYPE OF CONTRACT (APR 1984)

L.4 FAR 52.233-2 – SERVICE OF PROTEST (SEP 2006)

L.5 GOVERNMENT OBLIGATION

L.6 GENERAL INSTRUCTIONS

L.7 DELIVERY INSTRUCTIONS

L.8 FORMAT AND PRESENTATION

L.9 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

L.10 INSTRUCTIONS FOR THE PREPARATION OF THE COST/BUSINESS PROPOSAL

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 TECHNICAL EVALUATION CRITERIA

M.3 COST/PRICE EVALUATION

M.4 DETERMINATION OF COMPETITIVE RANGE

M.5 SOURCE SELECTION

M.6 AWARD

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this RFP is to solicit the services of a Contractor to provide the services outlined in Section C. The Contractor shall provide Development Outreach and Communications Support for the USAID/Kenya and East Africa (KEA) Mission.

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Fixed-Fee (CPFF) completion type contract. The Statement of Work (SOW) for this contract is contained in Section C of this document.

For the Total Estimated Cost (TEC) and Fixed Fee set forth in B.3, the Contractor must achieve the work described in Section C and deliverables described in Section F and otherwise comply with all contract requirements.

B.3 BUDGET

The TEC and fixed fee is as follows:

Direct Costs: (TBD) Indirect Costs: (TBD)

Total Direct and Indirect Costs: (TBD)

Fixed Fee: (TBD)

Total Estimated Cost: (TBD)

(a) Within the estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance of the contract period hereunder is $TBD. The Contractor must not exceed the aforesaid obligated amount unless authorized by the Contracting Officer pursuant to the clause of this contract entitled “Limitation of Funds” (FAR 52.232‐22).

See Section I of this contract.

(b) Funds obligated in the amount of [TBD] hereunder are anticipated to be sufficient through

[TBD].

B.4 INDIRECT COSTS

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs will be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type

TBD TBD TBD TBD

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

Base of Application:

TBD

Type of Rate: TBD Period: TBD

Source: TBD

[To be determined]

Note: The Contractor is allowed to recover allowable and applicable indirect costs (i.e., overhead, G&A, etc.) consistent with FAR Part 31 and its approved Negotiated Indirect Cost Rate Agreement (NICRA).

B.5 CEILING ON INDIRECT COST RATES

(a) Reimbursement for allowable indirect costs will be at the lower of the negotiated final predetermined rates or the following ceiling rates:

Base of Application: TBD

Type of Rate: TBD Period: TBD Source: TBD

[To be determined]

(a) The Government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.

(b) This understanding will not change any monetary ceiling, obligation, or specific cost allowance or disallowance. Any changes in classi ying or allocating indirect costs require the prior written approval of the Contracting Officer.

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, and AIDAR 752.7003, Documentation for Payment.

B.7 PAYMENT OF FIXED FEE

Payment of fixed fee, subject to the terms stated in FAR 52.216-8, may be made upon receipt of a proper invoice. Subject to FAR 52.216-8, Fixed Fee, payment of fixed fee shall be allocated based upon the proportion of the invoiced amount in the period covered by the invoice to the total estimated cost of the periods of the contract not including fixed fee.

Description Rate Base Type Period

TBD TBD TBD TBD TBD

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

B.8 PAYMENT OF FIXED FEE

A percentage of the payment of the fixed fee under this contract is tied to the achievement of the deliverables as described in Section F.

Upon successful achievement of a deliverable, the Contractor must provide evidence of its achievement to the Contracting Officer’s Representative (COR) and the Contracting Officer (CO).

Upon receipt of COR concurrence and written approval by the CO, the Contractor must submit an invoice for the amount of the associated fee.

[END OF SECTION B]

[INTENTIONALLY LEFT BLANK]

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

USAID/Kenya and East Africa is requesting services to support its Development and Outreach Communications (DOC) activities. The proposal outlines how the Contractor will accomplish the work, and shall include the proposed methodology to be used.

This contract will provide cost reimbursable support for ongoing, routine DOC work for Kenya and East Africa as well as a number of special projects on written request for Kenya, East Africa and Somalia for a period of five years.

The overall expected outcome of this contract is improved and increased visibility of U.S.

Government assistance as noted under the Foreign Assistance Act of 1961, section 641.

The Contractor should expect mid-term and end-of-project assessments to determine effectiveness of outreach activities to reach defined audiences.

C.2 STATEMENT OF WORK

C.2.1 Purpose

Outreach to and communication with stakeholders within Kenya, East Africa and Somalia are critical objectives of USAID/KEA. Therefore, the Mission will rely on Contractor support to obtain qualitative and anecdotal evidence of the effects of projects on the lives of individual beneficiaries as well as use quantitative data provided by the mission in the development of fact sheets, infographics, and other communication tools. The content provided will be used across all media, both traditional and social.

The Contractor, in close coordination with USAID/KEA’s Strategic Planning and Analysis Office (SPA), shall be tasked to produce communications products and publications, support events management and interactive engagement opportunities that are focused on strategic intermediate results (IR) and development objective (DO) level results for all three operating units (Kenya, East Africa and Somalia). These will include but are not limited to annual calendars; radio programs;

video; podcasts; technical or quarterly brochures; annual reports to Kenya and East African publics (including Somalia upon request); bi-annual PowerPoint presentations for the Government of Kenya and/or other donors (including East Africa and Somalia upon request); event materials, fact sheets, folders; updating and printing 47 county-specific brochures for Kenya that cover interagency projects, and other materials that fit in the communications scope for Kenya, East Africa and Somalia.

The Contractor shall support the collection of information for communications materials by hosting coordinating meetings as well as capacity building trainings of USAID implementing partners of the Kenya and East Africa Regional Mission and Somalia according to the schedule determined by the communications team. Support for the communications coordinating meetings and capacity building workshops shall include a conference room with an audio system, flip charts and a projector, refreshments, and administrative support.

The Contractor will, upon request, provide professional photography and videography services during events and other activities, as well as provide editorial services to USAID across the Kenya and East Africa region as requested. For photographs and personal and video stories collected from beneficiaries that are sensitive in nature, i.e. health, security etc., the Contractor will collect permission forms from subjects. These will need to follow Mission photography guidance and be stored on behalf of USAID and to be turned over at the end of the contract. The Contractor will ensure the protection of individuals’ Personally Identifiable Information (PII).

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

Content curation underpins all of the outputs required in this scope of work which covers Kenya, the East Africa region and Somalia. It is anticipated that the Contractor’s communications personnel will often be tasked with collecting the same. The task order proposal should explain what systems the Contractor will put in place to channel relevant and timely content/information collected. All materials need to adhere to USAID branding guidelines as well as co-branding requirements related to interagency initiatives and Presidential or Agency Initiatives. All communication in print and on social media should have a similar look and style as well as adhere to USAID branding guidance.

It is critical to ensure the effectiveness of the communication material; including how well it reaches its audience in Kenya and across the East Africa region and how the intended audience interprets the materials. The Contractor shall consider how to get feedback from technical teams and other stakeholders about the usefulness of the materials, events and electronic media in order to help inform the Mission’s future communication activities.

C.2.2 Illustrative Summary of services to be provided

The Contractor will be responsible for the following products and services included in the agreed quarterly work plans. These products and services will be produced for USAID’s three operating units -- Kenya, the East Africa region covered by the Mission, and Somalia. For each item produced, there must be a clear statement of the audience, purpose and distribution plan before it will be approved for creation and production. The Contractor may also need to provide translated versions of materials and assist with identifying language (including sign language) translators and interpreters to accompany teams into the field when needed.

Participate in strategy development The Mission requires a strong and targeted communication strategy that will help us understand the current scope of USAID’s communications, define our vision and objectives, clearly articulate our audiences and develop a monitoring and evaluation plan. The Contractor would participate in the development of strategic communication strategies for the Kenya and East Africa Mission and the Somalia Operating Unit. The Contractor will continue supporting communications when the Somalia Operating Unit becomes a Mission of USAID/Somalia in the East Africa region. Upon request, Contractor will also support the development of specific strategies for technical teams including the Office of Economic Growth and Integration (OEGI), Office of Education and Youth (EDY), Office of Health Population and Nutrition (HPN), Office of Democracy Governance and Conflict (DGC), the Environment Office (ENV), Food For Peace (FFP) for both Kenya and regional activities, the Office of Foreign Disaster Assistance (OFDA), including all technical offices represented in the Somalia office. The Contractor will use these strategies as a basis for the development of a work plan.

Designing, printing and distributing annual calendars The Contractor is responsible for designing, printing and distributing the USAID Kenya and USAID East Africa regional calendars (approximately 7,000 copies). USAID will provide text and/or data for the calendar, as well as photographs and initial ideas for design and layout. Content may be repurposed for less expensive print calendars or other easy-to-share A5 cards. A clear distribution plan should be provided and post-distribution report provided. Final content and artwork must be submitted for USAID approval prior to printing. Content may also include interagency materials.

Developing, Designing, printing and distributing annual reports for Kenya and East Africa Regional The Contractor is responsible for designing, printing and distributing the USAID Kenya and USAID East Africa annual report (approximately 2,500 copies each). Upon request, Contractor may be required to prepare content for the reports by collecting data from the Performance Plan and Report (PPR) and other resources provided by the DOC team. A clear distribution plan should be provided and post-distribution report provided. Final content and artwork must be submitted for USAID approval prior to printing. Content may also include interagency materials. Contractor, upon request may be requested to produce e-versions of the reports for posting onto websites and other internet

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa platforms as well as deliver in form of flash-disks (all print materials will need to be designed to be 508 compliant).

Editorial services Contractor shall provide editorial services upon request. These may include editing PPRs, reports, briefers, portfolio reviews and other USAID reporting and/or communications and outreach documents.

Fact sheets and briefs USAID Kenya and East Africa currently manages over 120 fact sheets in support of the communication needs of the Mission. The contractor will develop and/or update fact sheets and briefing papers for USAID Kenya and East Africa offices, as requested, and support any interagency communication activities in which USAID Kenya and East Africa is asked to participate.

Update, design and print 2018 Kenya county brochures Upon request, the Contractor will be expected to update, design and print Kenya county brochures (approximately 500 for each of 47 counties). Additional copies will be printed as required. The Contractor will provide a clear distribution plan and support distribution to various partners in Kenya.

The Contractor must also prepare digital versions of the brochures and disseminate them through an online service that delivers to .gov addresses. Final content and artwork must be submitted for USAID approval prior to printing. Content may also include interagency materials (all print materials will need to be designed to be 508 compliant).

Brochures The Contractor will write, produce, print and distribute brochures that engage a Kenyan or East African general public audience to appreciate the latest information on the impact of and significant changes to the USAID assistance program. The Contractor must also prepare digital versions of the brochures and disseminate them through an online service that delivers to .gov addresses. Final content and artwork must be submitted for USAID approval prior to printing. Content may also include interagency materials (all print materials will need to be designed to be 508 compliant).

Monthly e-bulletin The Contractor will produce regular e-bulletins and/or newsletters for the Kenya and East Africa Regional Mission to inform stakeholders about recent developments in the USAID bilateral, interagency and regional assistance programs. Upon request, the contractor shall also produce newsletters for USAID’s technical offices. The e-bulletins/newsletters should include content gathered from Kenya and East Africa regional activities; have one or more engaging photos and links to further information on USAID websites. A clear distribution plan should also be provided. The Contractor will help manage the distribution list.

PowerPoint presentations to the government and/or donors The contractor shall update, on request, PowerPoint presentations for relevant governments, donors or Mission partners and intergovernmental entities for Kenya (both national and county levels) and the East Africa region. Content may also include interagency material.

Communications meetings The Contractor shall organize meetings quarterly with communications staff from implementing partners from Kenya and the East Africa region upon request by the DOC team. Support to the communications coordinating meetings shall include a conference room at the Contractor’s offices with an audio system, flip charts and a projector, refreshments and administrative support.

Regional capacity building and coordination communications workshops Upon request, the Contractor shall also coordinate a two-day regional communications coordinating workshop annually initiated by the DOC team. Participants in this workshop shall include regional

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa communications partners including those supporting Somalia activities. Contractor support includes logistics, accommodation, venue rental, two tea breaks, lunch and dinner when requested.

Social media The Contractor shall develop social media messages and social media toolkits for use on Facebook and Twitter for the USAID Kenya and USAID East Africa platforms. All messages and toolkits will be approved by DOC. The Contractor shall also boost social media posts for both Facebook platforms (Kenya and East Africa) once per day. A quarterly plan should be developed for social media that includes types of posts and justification for the posts based on current events. In addition, the Contractor may be asked to provide in house training on social media for USAID staff. The Contractor will provide analytics for all social media on a monthly and quarterly basis, including a report on which posts garnered the most ‘hits’ and engagement with key audiences. Upon request, the Contractor will develop and update frequently asked questions pages for common questions social media users ask on Facebook and Twitter posts. Other social media platforms may also be used as requested by the DOC team.

Press relations Upon request, the Contractor will accompany journalists to public outreach events, maintain journalist sign-in sheets, update contact lists, and customize and send press releases and media advisories to relevant journalists on the contact lists. The Contractor may be asked to organize press trips to various sites and provide brief write up of what each site has to offer. Press relations will cover both Kenya and the East Africa region.

Media monitoring The Contractor will be required to track media and provide online links to content that will help the Mission understand which media outlets are providing coverage of USAID activities, which types of activities generate coverage and what tone is used. Contractor shall provide a daily media monitoring report and a monthly report with analysis of the month. Media monitoring should be provided for all media activities covering Kenya, East Africa and Somalia (on written request). The contractor will also provide a daily wrap-up that curates news, commentary and resources related to USAID-partner regional intergovernmental organizations, with a focus on coverage featured online and in national publications, radio and TV broadcasts in Kenya, Ethiopia, Kenya, Somalia, Tanzania and Uganda.

Media orientation The Contractor may be asked to help organize development communications and outreach training for media houses. Support to the press trainings shall include a conference room at their offices with an audio system, flip charts and a projector, refreshments and administrative support.

Preparing for and covering events The Contractor shall prepare social media messages, do media calls, prepare and distribute press kits;

take, edit, and post photos; update media contact lists; and prepare an event-specific media monitoring report. At the end of each event, the Contractor should prepare a Flickr story with 5-7 good photos with captions, a final list of speakers, and 3-4 quotes from beneficiaries of the activity being represented. Events will cover both Kenya and across the East Africa region.

Gathering content from the field Upon request from DOC, the Contractor shall make county, national and regional field trips. This should include at least three sites per visit. Field content generated should include photos and quotes. Each visit will produce three Flickr photo stories (with at least seven photos for each) and will lead to other deliverables, such as social-media posts, Transforming Lives stories, eNewsletter, quarterly brochures, etc. Flickr stories should contain at least four quotes. All photo and story permissions should be communicated to the subject, the subject should sign the photo and story release document and the Contractor should store all photo and story release forms in case they are needed at a later time. A format will be provided by the Mission.

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

Covering events outside of Nairobi County including regional events The Contractor will cover one-day events out of Nairobi County and its environs and may include regional events in other countries. This should include a total level of effort for three days (e.g., two days travel plus the day of an event). At least one Flickr photo story with seven captioned photos and quotes from beneficiaries shall be produced by the contractor upon request. The Contractor may also be requested to call journalists before and after the event, and email and share press releases/media advisories. The Contractor will also be expected to maintain contact information for the journalists.

Covering day events within Nairobi County The Contractor will prepare for and cover events within Nairobi and neighboring counties, initiated by USAID. The Contractor will develop social media messages with event photos on USAID platforms in real time. Upon request, the contractor may be requested to develop a Flickr photo story that includes at least seven captioned photos within two working days of the event. The following should be done for each event as necessary: call journalists before and after an event; email and share press releases/media advisories; distribute press kits; provide quotes for customized press releases; and provide updated news-contact list to the DOC team that includes journalists/ other communications contacts at the event.

Content for other USAID platforms The Contractor will be required to prepare original ‘transforming lives’ stories covering Kenya and East Africa regional activities and edit stories from implementing partners as needed. All stories should have accompanying photos and quotes. The Contractor may also be asked to provide suggested content that would be relevant for other platforms.

Graphic design The Contractor will be required to graphically design content for external and internal platforms and events (i.e., interactive maps, infographics, high quality designs showcasing portfolios, etc.).

Graphic design and layout services shall be provided to the three operating units – Kenya/East Africa and Somalia.

Internal communications DOC may request the Contractor to design and print content/materials for internal communications that include infographics, posters, banners etc.

Production of outreach and in-reach materials The Contractor shall produce banners, folders and other outreach and in-reach products for the Kenya, East Africa Mission and Somalia.

Campaign materials and pre-testing As part of the implementation of the communications strategy, there may be a need to develop a specific communication campaign. The Contractor will be required to develop, implement and manage the campaign strategy for Kenya, Somalia and East Africa regional activities. In addition, many materials will require pre-testing with the relevant audience. The Contractor may be asked to manage the pre-testing process as well.

Professional videography and photography The Contractor may be requested to assist with the development of videos for YouTube, website, social media, internal and presentation purposes for Kenya and East Africa regional activities. The Contractor would need to undertake storyboard development, filming and editing working closely with DOC in the development of the story and editing.

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

Monitoring and evaluation The Contractor will be expected to develop a brief Monitoring, Evaluation and Learning plan for in-reach or outreach activity for Kenya and across the East Africa region. Regular reporting on campaigns may also be required.

C.3 ILLUSTRATIVE DELIVERABLES

As detailed in Section F.5.

[END OF SECTION C]

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 – MARKING (JAN 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 should 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 should be retained by the Contractor.

D.2 BRANDING POLICY

The Contractor will comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracting” (version from January 8, 2007) at http://www.usaid.gov/policy/ads/300/320.pdf;

and USAID "Graphic Standards Manual" available at www.usaid.gov/branding, or any successor branding policy.

As per 320.3.2 Branding and Marking in USAID Direct Contracts, USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the program is positioned as USAID’s, as showcased by the program name (e.g., “The USAID/DOC Support Program”). “Exclusive Marking” means Contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID Standard Graphic Identity and, where applicable, the host-country government or ministry symbol or another U.S. Government logo.

It is USAID’s policy that Contractors’ and Subcontractors’ corporate identities or logos must not be used on USAID-funded program materials.

D.3 BRANDING STRATEGY AND MARKING PLAN

The Contractor must submit a Branding Implementation Plan and Marking Plan for this Contract, which must be finalized and submitted for Contracting Officer approval no later than 30 days after award. The Contractor will follow the approved plan during implementation of the contract unless a waiver is requested and approved by the Contracting Officer. Guidance on applying for waivers can be found in USAID Automated Directives System Chapter 320, Branding and Marking.

[END OF SECTION D]

http://www.usaid.gov/policy/ads/300/320.pdf http://www.usaid.gov/branding

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

SECTION E – INSPECTION AND ACCEPTANCE

E.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 http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.246-5 INSPECTION OF SERVICES – COST REIMBURSEMENT AUG 1996

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at USAID/KEA or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The Contracting Officer’s Representative (COR) identified in Section G has been delegated authority to inspect and accept all services, reports, and deliverables required by Contract.

[END OF SECTION E]

http://acquisition.gov/far/index.html

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

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 http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 STOP WORK ORDER AUG 1989

F.2 PERFORMANCE PERIOD

The period of performance of this contract will be between o/a October 1, 2018 and o/a September 30, 2023 (exact dates will be determined on award), and subject to the USG’s needs, the Contractor’s performance, and availability of funds.

F.3 PLACE OF PERFORMANCE

The place of performance under this Contract is Kenya.

F.4 PERFORMANCE STANDARDS

Evaluation of the Contractor’s performance must be conducted in accordance with the performance standards set forth in Section E, the Contractor’s overall performance toward achievement of objectives in Section C, and provision of deliverables in Section F and the Contractor’s compliance with all other terms and conditions of the contract. Each evaluation will be conducted jointly by the COR and CO, and must form the basis of the contractor’s performance record with regard to this Contract and as required in FAR part 42.15 and AIDAR 742.15.

The Contractor’s performance will be evaluated annually and at contract completion, utilizing at a minimum, the following factors:

a) Technical (Quality of products and services)

b) Cost Control

c) Schedule/Timeliness

d) Management or business relations

e) Small business contracting (as applicable).

f) Others (as applicable) (e.g. late payments to subcontractors, trafficking violations, tax delinquency, failure to report in accordance with contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments).

F.5 REPORTS AND DELIVERABLES OR OUTPUTS

Deliverables are listed below along with their delivery schedule. Specific quarterly requirements will be listed in an approved quarterly work plan prepared by the contractor and approved in writing by the

COR.

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

Task

Social media posts: 60(30 for Kenya and 30 Regional) Facebook posts per month and 240 (120 for Kenya and 120 Regional) tweets per month. Boost post for all social media once every day. Upload content in advance. Provide quarterly report.

Media monitoring: Review the media monitoring service report and prepare daily media monitoring reports (M, T, W, Th, F, and W/E) to be delivered during five-day work week. Comprehensive monthly and quarterly report submitted that include analysis of reach and AVE as well as media clippings for events and activities. Media reports for 3 short campaigns per month.

Monthly e-bulletin: Produced, approved and delivered electronically Preparing for and covering events: Prepare website stories; prepare social media toolkit in advance; do media calls; prepare and distribute press kit; take, edit, and post photos on Flickr and Facebook; and do live tweets as requested; update media contact lists.

Press relations: Maintain journalist sign in sheets and updated contact lists by beat. During events, customize and send press releases and tweet media advisories or press releases to relevant journalists on contact lists. Media orientation sessions held at contractor offices.

Gathering content from the field: On average, one field trip per month to include at least three site visits. Field content should include photos and quotes. Each visit will produce three Flickr photo stories (at least seven photos). Flickr stories should have at least four quotes.

Stories for USAID story platforms: One original Transforming Lives, Frontlines, Medium, etc., story per month and edit stories drafted by implementing partners or other sources as requested.

Photography/Videography: Provide photography and videography services by hiring professional services from individual professional photographers.

Videography: Produce 10 videos of two minutes each that represent the program and a personal profile related to that program. Produce a five minute video that is the best of the above.

Editing: Provide editorial services to USAID’s reports upon request Quarterly planning meetings: Provide presentations on activities achieved in the previous quarter.

Work with team to plan for next quarter. Develop work plan for approval by COR.

PowerPoint presentations: For the Government of Kenya and/or other donors. Presentation to include content from Kenya, East Africa and Somalia upon request Communications meetings: At least one per quarter or at request by the DOC team, contractor to hold communications meetings to collect data from implementing partners and to be held in contractor’s offices Regional capacity building workshops: Contractor shall also coordinate a two-day regional communications coordinating workshop annually for regional communications partners initiated by DOC team. Contractor support includes logistics, accommodation, venue rental, two tea breaks and lunch.

Strategic communications plans: Contractor shall support the development Mission strategic communications plans for Kenya, East Africa and Somalia. Upon request, Contractor will be required to develop strategic communications plans for specific technical offices.

Factsheets: Upon request, contractor shall develop and edit technical factsheets and briefers for Kenya East Africa regional activities and interagency. These shall include sector and activity factsheets.

Note: DOC team and Contractor may ask CO to approve delays to due dates if content is not made available on time from USAID.

Illustrative Work Flow

Routine Actions

● Social media for the week uploaded on all 4 handles for review and approval (no later than

Thursday before start of the following week)

● Daily media monitoring submitted daily at no later than the end of the week

● Respond to general queries/comments/new posts on social media (average of at least one a day)

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

Monthly Workflow For each USAID event (at least one per month for each Kenya and EA)

● eToolkit in advance with suggested tweets for approval

● Live tweets

● Best 1-3 photos delivered immediately

● 2 web carousel photo and caption within a day or two of the event (USAID manages the website)

● Short Word document report (requested in writing) with key photos with captions and any media and social media information, and key DOC inputs for DOC to finalize.

o One transforming lives for each program, Kenya and East Africa, in consultation with DOC o Change of social media platform photos at least once a quarter (could be by the calendar pages) o Media monitoring report and spreadsheet of articles (daily and finalized monthly) o Lay out of regional technical highlights o Suggested items for Kenya eNewsletter from the month drawn from social media o 2 slideshows per month based on topic defined with DOC team

Quarterly Workflow

● Work plan developed before the start of the quarter

● Media and social media analysis report by technical team

● At least 1 Flickr story for each Kenya and EA

● Kenya and East Africa eNewsletter

● One presentation (quarterly report) summarizing activities analysis (what was done, added and not done), social media analysis, event/media monitoring highlights, newsletter analysis, distribution analysis, etc. – (must be officially received by USAID in writing)

Annual Workflow

● Support production of and distribution of calendar for each Kenya and EA

● Support creation of and distribution of annual reports for each Kenya and EA (some content should be drawn from previous stories, social media, calendar, etc.)

● Subcontracting and oversight of media monitoring services

● Subcontracting and oversight of photographers, videographers, writers, designers, printers, etc.

F.6 KEY PERSONNEL

(a) The Contractor must furnish for the performance of this contract the following key personnel:

Name Position/Title

(TBD) Chief of Party /Senior Development Outreach and Communications

Specialist

Duties and Minimum Qualifications:

Chief of Party/Senior Development Outreach and Communications Specialist: The full time Communications Professional is responsible for overall achievement and quality of task order deliverables. The Communications Professional must have the following qualifications:

• A Master’s Degree in Journalism, Communications or a relevant related field of study (or

Bachelor’s Degree in a relevant field with an additional minimum of six years of relevant experience).

• The proposed individual must have English language S/5 and R/5 proficiency to perform communications technical services.

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

• At least four years of related public relations, public outreach or Communications for Development (C4D) experience. Must have a thorough knowledge of the principles, methods, practices, and techniques of communication, and skill in applying such knowledge to develop written information materials for dissemination through a variety of media, in order to determine and effectively use the most appropriate means for transmitting information, and to evaluate the effectiveness of plans developed to communicate with targeted audiences. This includes an understanding of the use of written communication in developing news releases, feature stories, background statements, fact sheets, media spots, and scripts that effectively transmit information about complex USAID programs/projects/activities and functions.

• The work requires a solid understanding of social media; websites; an excellent knowledge of English grammar and American word usage and spelling; a good knowledge of graphic design, printing, and publishing processes, and the ability to oversee printers and/or publishers; a creative sense for video, animation and utilizing new media; a general understanding of procurement processes; and, a broad understanding of issues related to international development.

(b) The position specified above is considered to be essential to the work being performed hereunder.

Prior to replacing this individual, the Contractor must immediately notify both the CO and the COR, preferably 30 days prior to the departure of the individual, but at a minimum two (2) weeks in advance and must submit written justification (including proposed replacement or timeline to replace) in sufficient detail to permit evaluation of the impact on the program. No replacement of key personnel must be made by the Contractor without the written consent of the CO.

F.7 TECHNICAL APPROVAL REQUIREMENTS

The Contractor is required to seek the following approvals from the COR:

• Approval of reports described in Sections F.4 and F.5.

• Technical concurrence on key personnel, subcontracts and other approvals submitted to the CO.

The Contractor is required to seek the following approvals from the CO:

• Approval of salary/daily rate for professional expatriate and professional CCN Long Term

Technical Assistance (LTTA) and Short Term Technical Assistance (STTA) not named in the prime Contractor’s final budget.

• Approval of key personnel described in Section F.7.

• Approval of Report and Performance Objectives indicated in Section F.5.

• Approval of international travel (when COR concurs and CO approves travel requests).

F.8 AIDAR 752.7005 – SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE DOCUMENTS (SEP 2013)

(a) Contract Reports and Information/Intellectual Products.

(1) Within thirty (30) calendar days of obtaining the Contracting Officer Representative’s approval, the contractor must submit to USAID’s Development Experience Clearinghouse (DEC) one copy each of reports and information products which describe, communicate or organize program/project development assistance activities, methods, technologies, management, research, results and experience. These reports include: assessments, evaluations, studies, technical and periodic reports, annual and final reports, and development

USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa experience documents (defined as documents that (1) describe the planning, design, implementation, evaluation, and results of development assistance; and (2) are generated during the life cycle of development assistance programs or activities.) The Contractor must also submit copies of information products including training materials, publications, databases, computer software programs, videos and other intellectual deliverable materials required under the Contract Schedule. The following information is not to be submitted:

(i) Time-sensitive materials such as newsletters, brochures or bulletins.

(ii) The contractor’s information that is incidental to award administration, such as financial, administrative, cost or pricing, or management information.

(2) Within thirty (30) calendar days after completion of the contract, the contractor must submit to the DEC any reports that have not been previously submitted and an index of all reports and information/intellectual products referenced in paragraph (a)(1) of this clause. (b) Submission requirements. The contractor must review the DEC Web site for the most up-to-date submission instructions, including the DEC address for paper submissions, the document formatting and the types of documents to be submitted. The submission instructions can be found at: https://dec.usaid.gov.

(b) Standards

(i) Material must not include financially sensitive information or personally identifiable information (PII) such as social security numbers, home addresses and dates of birth. Such information must be removed prior to submission.

(ii) All submissions must conform to current USAID branding requirements.

(iii) Contract reports and information/intellectual products can be submitted in either electronic

(preferred) or paper form. Electronic documentation must comply with Section 508 of the Rehabilitation Act of 1973.

(iv) The electronic submissions must consist of only one electronic file, which comprises the complete and final equivalent of the paper copy. In the case of databases and computer software the submissions must also include necessary descriptive information, e.g., special backup or data compression routines, software used for storing/retrieving submitted data, or program installation instructions.

(v) Electronic documents must be in one of the National Archives and Records Administration (NARA)-approved formats as described in NARA guidelines related to the transfer of permanent E-records. (See http://www.archives.gov/records-mgmt/initiatives/transfer-to-nara.html).

(c) Essential bibliographic information. Descriptive information is required for all Contractor products submitted. The title page of all reports and information products must include the contract number(s), contractor name(s), name of the USAID Contracting Officer’s Representative, the publication or issuance date of the document, document title, (if non-English, provide an English translation of the title), author name(s), and development objective or activity title (if non-English, provide a translation) and associated number, and language of the document (if non-English). In addition, all hard copy materials submitted in accordance with this clause must have, attached as a separate cover sheet, the name, organization, address, telephone number, fax number, and Internet address of the submitting party.

[END OF CLAUSE AND END OF SECTION F]

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USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 NOTICE…