CO Signed - RFP 72016524R00002 - Communicationa and Outreach Support Activity - Final.pdf

RFP Issuance Date: Aug 23 , 2024 Request a Google Meet Weblink to Join Pre-Proposal Conference Deadline: Sep 10, 2024 by 10am, Skopje time

Pre-Proposal Conference (Virtual): Sep 11, 2024 at 10am, Skopje time

Questions Due Date: Sep 18, 2024 at 4pm, Skopje time

RFP Closing Date/Time: Oct 21, 2024 at 4pm, Skopje time

Subject: Request for Proposal (RFP) No. 72016524R00002 Communications and Outreach Support Activity

Dear Prospective Offeror:

The United States Government, represented by the U.S. Agency for International Development in North Macedonia (USAID/North Macedonia), is seeking proposals from qualified local entities from North Macedonia interested in providing the services required to implement the “Communications and Outreach Support Activity” in accordance with the terms and conditions stated in this RFP.

Subject to the availability of funds, USAID anticipates awarding a single Firm Fixed Price Contract, up to $500,000, covering a period of up to sixty (60) months, from the date of the award. In accordance with Federal Acquisition Regulation FAR 13.106, USAID intends to award a contract on a best-value basis. Therefore, the offerors should not strive to meet the maximum amount, rather, the offerors should propose the best technical, and management solution, and fixed price that are appropriate, realistic, reasonable, and in accordance with the proposed approach for achieving the activity objective.

The details of this activity are defined in the Statement of Work (SOW) located in Section C of this RFP. The NAICS code for this solicitation is 541611 - Administrative Management and General Management Consulting Services. The authorized geographic code for procurement of goods and services under the resulting contract is 935.

Offerors are requested to submit proposals that are both realistic and reasonable for this effort.

Offerors should carefully review Sections L and M of this RFP. All submitted proposals must be signed by an authorized official with the authority to bind the firm represented by the Offeror.

A virtual pre-proposal conference is planned for Sep 11, 2024 at 10am, Skopje time via Google Meet Weblink. Offerors should email rknezevic@usaid.gov and femini@usaid.gov to request the virtual meeting link no later than the date and time noted above. Participation in the conference is not mandatory, but offerors are highly encouraged to attend, especially those unfamiliar with the U.S. Government procurement practices, The conference will not be recorded and USAID is not responsible for an Offeror’s inability to join due to technical issues.

mailto:rknezevic@usaid.gov mailto:femini@usaid.gov

RFP No.: 72016524R00002 Communications and Outreach Support Activity

Questions regarding this RFP must be submitted by email to Rade Knezevic at:

rknezevic@usaid.gov and Florentin Emini at: femini@usaid.gov no later than the deadline for questions indicated above. Phone inquiries will not be accepted and any oral instructions or explanations shall not be binding. Only questions received and responded to in writing will be considered authoritative.

Proposals must be submitted in accordance with the instructions listed in Section L of this RFP.

Proposals received after the closing date and time will be processed as late and handled in accordance with FAR 52.215-1. Only electronic submissions will be accepted. It is the responsibility of the Offeror to ensure that its proposal is received timely in its entirety and USAID bears no responsibility for data errors or delays resulting from transmission or conversion processes. Proposals not in conformance with this RFP may be excluded.

Issuance of this RFP does not in any way obligate the U.S. Government to award a contract, nor does it commit the U.S. Government to pay any costs incurred in the preparation and submission of an offer. Furthermore, the Government reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government.

This RFP can be viewed and downloaded from https://www.sam.gov. Amendments to solicitations are occasionally issued and will be posted on the same website. USAID advises interested parties to regularly check the above websites for amendments. Please note that offerors must be registered in the System for Award Management (SAM) (https://www.sam.gov) in order to do business with the U.S. Government.

For further information on the SAM process please review the following two links/resources:

https://www.workwithusaid.org/resource-library/registration-eggspectation;

https://sam.gov/content/entity-registration A successful registration in SAM means the Offeror has obtained a Unique Entity Identifier (UEI), and has secured an NCAGE number to successfully register in SAM.

USAID appreciates the time and effort put into preparing proposals in response to this solicitation.

Regards, Anthony Baker Contracting Officer Regional Office of Acquisition and Assistance USAID/Kosovo mailto:rknezevic@usaid.gov mailto:femini@usaid.gov https://www.sam.gov https://www.workwithusaid.org/resource-library/registration-eggspectation https://sam.gov/content/entity-registration

TABLE OF CONTENTS

PART I – THE SCHEDULE

SECTION A - SOLICITATION/CONTRACT FORM SF 33

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION D - PACKAGING AND MARKING

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

SECTION G - CONTRACT ADMINISTRATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS J - LIST OF

ATTACHMENTS

SECTION J - ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

OR RESPONDENTS

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS.65

SECTION M – EVALUATION FACTORS FOR AWARD

72016524R00002

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local Skopje timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME AND

ADDRESS OF

OFFEROR

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

Anthony Baker

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

720165 USAID/North Macedonia Samoilova 21 Skopje North Macedonia

4 00

Rade Knezevic rknezevic@usaid.gov

X

X

X

X

X

X

X

X

X

X

X

X

X

PAGE(S)

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97) Prescribed by GSA - FAR (48 CFR) 53.214(c)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

5 4

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide the USAID/North Macedonia Mission with communications and outreach support in order to raise awareness about USAID programs and to help increase their impacts in North Macedonia as described in detail in Section C.

B.2 CONTRACT TYPE

This is a Firm Fixed Price (FFP) contract. For the consideration set forth in the contract, the Contractor shall provide the deliverables or outputs described in Section C, F and comply with all contract requirements.

B.3 TOTAL PRICE AND OBLIGATED AMOUNT

(a) The total price for the performance of the work required for the contract is: [Will be inserted on award]. USAID will not pay the Contractor any sum in excess of the total price.

(b) Within the total price specified in paragraph (a) above, the amount currently obligated and available for payment of deliverables incurred by the Contractor (and payment of profit, if any) for performance hereunder is [Will be inserted on award]. The contractor shall not exceed the aforementioned obligated amount.

(c) Funds obligated hereunder are anticipated to be sufficient through the end of the period of performance.

B.4 INDIRECT COSTS

The Contractor must provide a total price including all indirect costs. USAID will not reimburse any indirect costs separately. The Contractor must include all indirect costs in the total price.

B.5 PAYMENT

The paying office for this North Macedonia award as indicated in section G.5; payment processing shall be in accordance with the payment schedule in section G.6 of contract.

The allowable costs will be limited to reasonable, allocable, and necessary costs determined in accordance with Federal Acquisition Regulations (FAR) part 31 (Contract Cost Principles and Procedures), FAR § 52.216-7, “Allowable Cost and Payment,” FAR § 52.216- 8, and AIDAR 752.7003, “Documentation for Payment.”

B.6 SERVICES AND PRICES

Offeror will submit its quotation proposal in accordance with Price Proposal Template (Provided as Attachment 2, in Section J below). The data from the Attachment 2 (as summarized and structured per Contract Line Item Number (CLIN)), shall be transferred into this section at the time of award following the below structure (Note: The Option Year's segments in the table below are shortened, showing only the first several deliverables. These segments will be fully displayed in the award incorporating all deliverables, in the manner as deliverables listed for the Base Year):

BASE YEAR

CLIN

Deliverable Unit Quantity

Price per

Unit ($)

Total Amount

1 Mobilization & Quick Start Plan Quick Start

Plan

1 TBD TBD

Branding Implementation Strategy and Marking Plan

BISMP

Document

1 TBD TBD

3 Audience Reception Report Report 1 TBD TBD

4 Recommendation Report Report 4 TBD TBD

Capacity Support and Strengthening Plan (CSSP) based on the completed Assessment

Plan 1 TBD TBD

Agency Hours for training, coaching, and other activities identified by the contractor

Hour 150 TBD TBD

Daily Media Monitoring Summary

Report Month 12 TBD TBD

Event-Related Media Monitoring

Report Report 12 TBD TBD

9 Monthly Media Analysis Report Report 12 TBD TBD

Overall Creative Annual

Concept/Work Plan Work Plan 1 TBD TBD

11 Thematic Video Clip 2 TBD TBD

Short Video - Documentary Style or

Remarks & Speeches Clip 8 TBD TBD

Social media graphics in JPG and

PDF that use photography and design elements

Set 180 TBD TBD

Infographics in JPG and PDF that use text and design elements Set 24 TBD TBD

15 Photoshoot sessions Sessions 24 TBD TBD

16 Draft Social Media Content Hour 60 TBD TBD

17 Boosting of social media posts Boost 48 TBD TBD

Planning, arranging, and preparing

USAID staff for media engagements Hour 48 TBD TBD

Community engagement/outreach events Event 4 TBD TBD

Translation of written communications products Page 300 TBD TBD

Translation for subtitles of videos and statements Page 120 TBD TBD

Simultaneous/Consecutive

English/Macedonian/Albanian translation at events

Event 10 TBD TBD

23 Roundtrip Travel in excess of 25 km Trip 25 TBD TBD

24 Annual Report Report 1 TBD TBD

TOTAL Firm Fixed Price (Base Year)

OPTION YEAR 1

CLIN

Deliverable Unit

Price per

Unit ($)

Total Amount

1 Strategic Communications Action Plan

Plan 1 TBD TBD

2 Audience Reception Report Report 1 TBD TBD

3 Recommendation Report Report 4 TBD TBD

Agency Hours for training, coaching, and other activities identified by the contractor

Hour 150 TBD TBD

21 Roundtrip Travel in excess of 25 km Trip 25 TBD TBD

22 Annual Report Report 1 TBD TBD

TOTAL Firm Fixed Price (Option Year 1)

OPTION YEAR 2

CLIN

Deliverable Unit

Price per

Unit ($)

Total Amount

1 Strategic Communications Action Plan

Plan 1 TBD TBD

2 Audience Reception Report Report 1 TBD TBD

3 Recommendation Report Report 4 TBD TBD

Agency Hours for training, coaching, and other activities identified by the contractor

Hour 150 TBD TBD

21 Roundtrip Travel in excess of 25 km Trip 25 TBD TBD

22 Annual Report Report 1 TBD TBD

TOTAL Firm Fixed Price (Option Year 2)

OPTION YEAR 3

CLIN

Deliverable Unit

Price per

Unit ($)

Total Amount

1 Strategic Communications Action Plan

Plan 1 TBD TBD

2 Audience Reception Report Report 1 TBD TBD

3 Recommendation Report Report 4 TBD TBD

Agency Hours for training, coaching, and other activities identified by the contractor

Hour 150 TBD TBD

21 Roundtrip Travel in excess of 25 km Trip 25 TBD TBD

22 Annual Report Report 1 TBD TBD

TOTAL Firm Fixed Price (Option Year 3)

OPTION YEAR 4

CLIN

Deliverable Unit

Price per

Unit ($)

Total Amount

1 Strategic Communications Action Plan

Plan 1 TBD TBD

2 Audience Reception Report Report 1 TBD TBD

3 Recommendation Report Report 4 TBD TBD

Agency Hours for training, coaching, and other activities identified by the contractor

Hour 150 TBD TBD

21 Roundtrip Travel in excess of 25 km Trip 25 TBD TBD

22 Final Report Report 1 TBD TBD

TOTAL Firm Fixed Price (Option Year 4)

Unless authorized in writing by the Contracting Officer (CO) via contract modification, the Contractor must not be entitled to additional compensation above the total FFP, nor above the price of each individual line item stated in the Payment Schedule. The Contractor is not authorized to shift funding between items without prior written approval of the Contracting Officer (CO).

B.7 TRAVEL, OTHER DIRECT COSTS

Travel expenses for services performed within 25 kilometers from the city center in which the contractor resides, should be factored within the price of the service/deliverables. For example, should the offeror’s place of residence be Skopje, the cost of trips within 25 km of Skopje should be factored in the price of the services listed in section B.6.

Travel expenses for services performed in the excess of 25 kilometers from where the contractor resides, will be compensated in addition to the performed service/deliverable. For that matter the offeror should state a price per trip for services performed in the excess of 25 kilometers from the point of residence and throughout the country.

About 25 trips to various locations in the country are estimated to take place over the year.

Offeror shall not exceed [$XXXX] for travel related costs as depicted in the chart in section B.6.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

COMMUNICATIONS AND OUTREACH SUPPORT ACTIVITY

C.1 GOALS AND OBJECTIVES

USAID/North Macedonia seeks the services of a contractor in order to raise awareness about USAID programs and help increase their impacts in North Macedonia. The contractor will be required to provide high-quality analytics of USAID programs’ impacts and outreach, including production of creative, high-quality communications products, media engagement, and events planning and management. In addition, the contractor will be required to assess the strategic communications capacities of the USAID mission staff and USAID partners and deliver specialized training through workshops. The main audience for this activity includes the general public, mission staff, the private and the public sector.

The goals assumed by this activity are to:

1. Effectively communicate to the public in North Macedonia the strategic objectives and tangible impacts of USAID’s partnership with the country.

2. Broaden and deepen the knowledge, understanding, and benefits of U.S. foreign assistance by reaching new audiences and more effectively communicating with existing audiences through social and traditional media channels.

3. Use innovative tools, including data visualization, thematic social media campaigns, outdoor community-based events, and translation services, to reach hard-to-reach target audiences (including youth, residents of rural communities, and population speaking local languages). The ultimate goal is to foster a more inclusive approach to outreach and communications, ensuring that all community members, regardless of language or background, have access to the information and resources they need.

4. Improve strategic communication capacities of USAID staff and implementing partners through targeted initiatives based on a needs-assessment (including through organizing training workshops, implementing strategic messaging matrix as well as ready-to-use creative visuals templates).

C.2 BACKGROUND

The United States’ foreign assistance in North Macedonia strengthens the strategic partnership between the U.S. and North Macedonia, which is based on shared values and benefits for both countries. A stable, secure, and prosperous country at peace with its neighbors contributing to regional stability is a shared strategic priority. To advance this goal, USAID has partnered with North Macedonia and its people since 1993, providing over $840 million in assistance that has directly benefited individuals, families, and communities. To date since 1993, the United States has invested more than $1.3 billion in assistance to North Macedonia.

USAID/North Macedonia’s current portfolio consists of 23 active projects. USAID programs in

North Macedonia are focused on the key national needs for: (1) greater economic growth through improved competitiveness, (2) increased citizen, especially youth, engagement and contributions to society to lower unemployment and disenfranchisement, which is resulting in dramatic levels of emigration and inertia, and (3) reduced corruption that is eroding faith in public institutions and the culture of accountability.

The Communications and Outreach Support Activity will directly support USAID’s Country Development Cooperation Strategy (CDCS), USAID North Macedonia’s annual communications plan and align with the U.S. Government strategic priorities in North Macedonia, by improving awareness of USAID and U.S. Government assistance programs.

USAID/North Macedonia’s strategic communication focuses on proactive, positive messaging that clearly communicates the strategic objectives and tangible impacts of USAID assistance to the country. A brand awareness survey conducted in 2023 showed that while most citizens have a very favorable and somewhat favorable opinion of USAID (73.8%), less than 60% of the adult population in North Macedonia has seen or heard of the USAID brand. Understanding of what USAID is and does in the country remains low. Moreover, USAID is confronted by disinformation attacks by malign actors seeking to undermine the U.S.- North Macedonia’s strategic partnership and disrupt the country’s development. In this context, USAID/North Macedonia’s outreach activities must become more sophisticated, flexible, creative, and targeted in order to reach the North Macedonia’s public with easily digestible information about USAID activities and their positive impacts on the country's development goals.

With this new communications and outreach support assistance, USAID is seeking to deepen the public’s knowledge of USAID’s work and impact and multiply the impact of USAID/North Macedonia’s current public communications.

C.3 SCOPE OF COMMUNICATIONS AND OUTREACH SUPPORT

The contractor will provide services to support USAID/North Macedonia’s localization and democratic assistance efforts to foster more participatory and inclusive citizen engagement in North Macedonia. Activities defined within this contract will support locally-driven, inclusive, and cross-sectoral strategies that address key development challenges constraining democratic advances. In addition to supporting reformers who use democratic processes to meet the needs of citizens and deliver results, contract activities aim to strengthen free and independent media, transform the fight against corruption, advance technology for democracy, and defend free and fair political processes.

Working closely with the USAID/North Macedonia’s DOC team, the Contractor must be able to apply a deep knowledge of all aspects of Macedonian society to, increase the visibility of positive impacts, promote partnerships between USAID and various stakeholders, and reinforce trust in progress. Through this contract, the Mission aims to increase the effectiveness of both internal USAID staff and its implementers and contractors of processes related to strategic engagement, effective communication and messaging, and understanding diverse audiences.

Furthermore, the USAID/DOC office will provide the contractor with the USAID/North Macedonia’s communication strategy as a guiding document for the implementation of various activities, ensuring alignment with overarching objectives and messaging consistency. This collaborative approach aims to optimize the impact of communication efforts and enhance coordination between stakeholders.

C.4 SERVICE TO BE PERFORMED

To improve strategic communication capacities at the Mission and overall outreach goals, the contractor will perform the following services along with the deliverables as outlined in the table below:

C.4.1 Analytical Support

The Contractor will provide a range of analytical support to help the USAID/North Macedonia DOC team effectively monitor and analyze public perceptions of USAID, media and social media reach, and the effectiveness of outreach activities performed within this contract. Based on this analysis, the Contractor will provide the USAID/North Macedonia DOC team with recommendations to strengthen, pivot and prioritize strategic communications efforts. Through a consultative approach, the Contractor will ensure that USAID staff and implementing partners are well-equipped to support and communicate strategic goals. This includes providing guidelines and on-the-job training that emphasizes the importance of strategic communication and helps them learn to effectively convey key messages.

This analytical support will include:

C.4.1.1 Strategic Communications, Performance Monitoring, Evaluation, and Learning

The Contractor will establish an analytics system to track and assess the performance of strategic communications efforts. This system will use surveys, media monitoring, social media monitoring, focus groups, and other methods to evaluate the performance of campaigns (including the items outlined in section 4.2) and of USAID’s overall outreach efforts. Based on this analysis, the Contractor will provide recommendations for how USAID can more effectively achieve its strategic communications goals in a complex information landscape. These insights will be used to plan and design future communications activities, including strategic communications campaigns, media engagement efforts, and others.

C.4.1.2. Capacity Building and Learning

The Contractor will assess the strategic communications capacities of both, Mission and implementing partners’ (IP) staff, to outline a capacity support plan. The contractor is expected to work with approximately 50 individuals, both from the USAID and IPs. The aim is to ensure all USAID and IP staff gain skills and knowledge to plan and deliver focused messaging, identifying the right channels for engagement and ensuring that all communication efforts are cohesive, targeted and effective.

The contractor should conduct an assessment of USAID and USAID IP staff communications skills and development needs, and deliver a Capacity Support and Strengthening Plan (CSSP). The CSSP will need to outline training needs (their quantity and frequency) in subject areas, such as (including by not limited to) effective writing and communication, formulating purposeful content, sector-specific technical skills, digital literacy, or data analysis and management. Training venue will be provided by

USAID.

C.4.1.3 Media Monitoring

The Contractor will provide print, TV, radio, and online media monitoring services to ensure USAID’s work in North Macedonia is accurately portrayed in the local/online media outlets. The monitoring will be conducted on a daily, weekly, and event-related basis. All reports will be produced in English. The Contractor will be responsible for covering all North Macedonia-based print and electronic media equally in local languages, such as Macedonian, Albanian, Turkish, Roma, and Serbian. The Contractor will present a simplified, visual monthly media coverage report using graphs and pie charts to include: Number of media stories (print and electronic media), Estimate of audiences reached (based on readership and viewership data), Number of positive, neutral and negative media stories, Number of media stories segregated by Development Objective or theme (Democracy / Anti-Corruption / Education / Energy / Economic Growth /Media).

C.4.2 Strategic Communications Campaign Development and Implementation

The Contractor will develop and implement an overall creative concept for the annual communications plan in collaboration with the DOC team. These creative campaigns will be designed to advance USAID strategic messaging goals around specific development themes, such as: anti-corruption, localization, DEIA (Diversity, Equity, Inclusion, and Accessibility), rural development; entrepreneurship and innovation; professional skills; women’s empowerment; good governance; youth and civic engagement; cyber and energy security;

and other themes as necessary. Campaigns will be designed to target specific geographic regions or target groups.

The Contractor will use USAID/North Macedonia messaging frameworks to support efficient content development and communicate consistently about key topics. The Contractor will also contribute to the iteration of such frameworks and help the DOC team revise messages by audience, theme, and call to action throughout the duration of this contract.

The Contractor will arrange campaigns, paid digital placements, and other tactics to amplify USAID campaign content. Finally, the Contractor will develop at least one key indicator per product to measure and report on the implementation and the success of the creative concept. The Contractor will provide regular reports within one month of completion of each campaign.

C.4.3 Outreach Products

The Contractor will produce outreach products as requested by the USAID/North Macedonia DOC team. The Contractor(s) will produce and arrange using the following various communication mediums: short documentary type of videos (30-150 seconds); video remarks and speeches (30-180 seconds); aerial drone footage; event photographs;

beneficiary photographs; portrait-style photos; social media graphics; infographics; social media stories; billboards; press engagements; press releases; translation services, community-focused events; as well as other creative communications products in coordination with the DOC team.

C.4.3.1 Video Production Services

The Contractor will produce videos about USAID’s programming in high-definition format (1990 x 1440 resolution) and deliver, after DOC approval of the final product, finalized videos in both a playable file type for presentations, and .AVI, .MOV or .MPG, etc formats (Divx/Xvid; 720x480 resolution) for social media and website purposes. This will include documentary videos about USAID programs and beneficiaries, as well as a series of “direct to camera” videos with USG Officials speaking about our strategy and answering questions about our programming. The Contractor will work with the USAID/North Macedonia DOC team to identify USAID activities and beneficiaries to document on video. Video shooting will require travel to USAID project sites and event locations in various regions of the country. Depending on need, videos will be produced in local languages with English subtitles; or in English language with subtitles in Macedonian, Albanian, Turkish, Roma, and Serbian. The Contractor is expected to provide video with subtitles that are accurate and free of typos. The Contractor will also be requested to produce edited videos using footage provided by the USAID/North Macedonia DOC team. Ability to travel within the country is required.

The Contractor will be required to adapt this material to a number of different web-based and social media platforms, including YouTube, Facebook, Twitter and Instagram. Final materials will be provided to USAID via Google Drive link or other suitable medium as communicated and approved by the COR.

C.4.3.2 Graphic Design

The Contractor will create social media graphics and infographics according to the needs of the DOC team. Graphics will advance specific communications goals as identified by the DOC team and will visually communicate the impact of assistance in a specific thematic area or, graphics will visually communicate the breadth of USAID programming in a specific city or geographic region.

Social media graphics will be produced in English, Macedonian, Albanian, Turkish, Roma, and Serbian (according to the indicated target audience), for use on YouTube, Facebook, Twitter, and Instagram. Graphics will utilize design elements as well as photographs provided by the USAID/North Macedonia DOC team. Infographics will be produced in English, Macedonian, Albanian, Turkish, Roma, and Serbian (according to the indicated target audience), and will be formatted for social media and for print products.

C.4.3.3 Photography Services

The Contractor should provide photographer’s services to cover USAID trips, site visits, events, and beneficiaries. The contractor must respond to such requests from the DOC team within 48 hours.

Photos should be provided in high-resolution print-quality format. Final photo footage should be provided within three (3) business days for site visits, and same day for public facing events. Final materials will be provided to USAID via Google Drive link as jpeg files, 300 dpi.

The Contractor must maintain a library of high-quality photographs with pertinent details, such as event title, date, location, names of the people in the photo and the photographer’s name, for Mission use. Prior to performing a service the USAID DOC Team will provide written consent/permission to the contractor to photograph participants, locations, and events.

Types of photography services needed are as follows:

● Event photography;

● Site visit photography;

● Portraits taken in the field;

● Indoor and outdoor photos;

● Landscape photos;

● Studio portraits; and

● Staged product photos.

C.4.3.4 Social Media Content

In coordination with the DOC team, the Contractor will draft social media content for YouTube, Facebook, Twitter, and Instagram, with strategic direction from the USAID DOC team. The social media content will focus on: communicating success stories achieved with USAID assistance; telling the human stories of USAID partners and beneficiaries in North Macedonia; communicating key aspects of USAID’s strategy; and highlighting international, American and Macedonian dates (e.g., Independence Day, International Day of Democracy, Anti-Corruption). The background for the social media content will be provided by the USAID DOC team. Social media content will be boosted.

C.4.3.5 Media Engagement

With strategic direction from the USAID DOC team, the Contractor will plan and arrange targeted media engagements for the USAID Country Representative, other USAID staff, and beneficiaries (where appropriate). This will include pitching TV and digital media outlets and supporting the DOC team to craft questions, talking points, and briefing materials to prepare USAID speakers prior to press interviews.

Media engagement may require travel outside of Skopje and is related with events management section 4.3.6 below. This will involve organizing national TV coverage of USAID programs (including bringing media to USAID project sites and events) and arranging regional media coverage as needed during USAID trips, site visits, and events throughout the country.

The Contractor will provide media training for USAID/IP staff. The training will take place either at USAID premises or IP offices. There is no need for renting additional premises.

The group will comprise up to 5 people in person. The contractor should provide a suitable trainer for one day training.

C.4.3.6 Events Management

The Contractor will organize a series of community-based events at universities and in rural locations to introduce USAID staff, strategy, and programming to community members. In coordination with the USAID DOC team and selected implementing partners, the Contractor will identify host communities and event locations, and engage in community actions to raise awareness and understanding of USAID’s work and brand.

The Contractor will arrange national and local media coverage of these events, mobilize artists or students to engage in local actions in Skopje and other areas with low USAID visibility, coordinate spaces, and obtain necessary approvals from local authorities.

Organization of community focused events will be organized at cost free locations, without refreshments, inviting relevant attendees. The contractor must arrange press coverage and adequately brand the event. Up to 4 events are envisioned per year.

C.4.4 Translation Services

The contractor will be responsible for translating written materials, including fact sheets, press releases, media advisories, brochures, and billboards, into the local languages such as Macedonian, Albanian, Turkish, Roma, and Serbian. Additionally, the contractor will be tasked with translating video subtitles and statements as they are produced to ensure linguistic accuracy and cultural relevance. Translation may also include oral translation at events as needed. The Contractor must be able to deliver high quality oral translation/interpretation.

The response time to DOC team requests for translation in English, and each of the listed local languages, of up to 10 pages should not exceed 48 hours.

C.5 Overall Award Requirements

For the successful implementation of activities anticipated by this request the Contractor is expected to meet the following requirements:

● A high degree of responsiveness.

● The ability to provide high quality analytical support.

● The ability to provide high quality communications products on short deadlines.

● The ability to conduct narrative and audience research and analysis to inform USAID’s strategic communications.

● The ability to recommend and propose communications products and actions to advance specific strategic communications goals.

● Strong understanding of USAID’s programs and partnership with North Macedonia.

● Strong understanding of North Macedonia’s information and media landscape.

● Extensive experience working on large scale communications campaigns reaching North

Macedonia’s audience.

● The ability to produce high quality outreach products in English, Macedonian, Albanian, Turkish, Roma, and Serbian.

● The ability to work closely with the USAID DOC team to develop strategic plans and campaigns.

● The ability to travel to all locations within North Macedonia.

● Experience working with different communities on regional and local level and the contextual knowledge to work with different communities, geographical areas or have access in different and marginalized communities.

[END OF SECTION C]

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 CO; the original should be retained by the Contractor.

D.2 BRANDING STRATEGY

In accordance with ADS 320.3.2.1, the Contractor must prepare a Branding Implementation Plan (BIP) and Marking Plan (MP) to address the Branding Strategy. This is to ensure that the successful offeror’s Branding Implementation Plan and Marking Plan under this Contract are in compliance with the USAID Graphics Standard Manual available at http://www.usaid.gov/branding and any successor branding policy, as detailed in ADS Chapter 320.

USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the project is positioned as USAID’s, as showcased by the project name (e.g., USAID’s Communications and Outreach Support Activity). “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. It is USAID‘s policy that contractors and subcontractors’ corporate identities or logos may not be used on USAID-funded programs and communications materials.

Objective: To provide prospective contractors with areas to be addressed in the development of the Branding Implementation Plan and the Marking Plan to deliver the message that the assistance is from the American People.

http://www.usaid.gov/branding

Activity Name: “Communications and Outreach Support Activity” or until a final name is agreed with the Contractor.

USAID Logo: The USAID Identity (logo) must be posted at every static support position. The USAID logo must be used on all reports and printed materials produced under the subject activity.

The Contractor will have the responsibility to position USAID’s name in each activity to be supported to ensure that people recognize and identify that this assistance is “from the American people.”

Contractor employee business cards will not be marked with the USAID logo but may include language so that any person reading the card can know this is a Contractor employee.

Contractor employee email and correspondence to external sources will be marked so that any person reading the document can know this is a Contractor employee. Where required, the USAID logo should be of equal or greater prominence than all other logos and symbols.

Positioning: The Contractor will have the responsibility to position USAID’s name in each activity to be supported to ensure that people recognize and identify that those activities are developed by the generous contribution of the US Government and the American people.

Other organizations to be acknowledged: Activity documents will not use the Contractor’s logo but may acknowledge other organizations deemed as partners of an event or deliverables.

Level of visibility: The project will ensure a high level of USAID visibility in most of their activities, at both the national and sub-national levels. Due to the nature of policy and institutional reforms which usually are developed with a high level of political will, in the cases where the themes appear as sensitive, low profile will be used. When a sensitive situation needs to be considered, the Contractor will strictly follow USAID recommendations.

Anticipated elements of the Marking Plan: Deliverables to be marked, includes products, equipment and inputs delivered; places where project activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by contractors or other non-USAID employees must include the following disclaimer on the title page:

“Threats and restrictions to the security of the project need to be identified and assessed in order to request any necessary exception from the marking requirement in accordance with

ADS 320.3.2.”

D.3 BRANDING AND MARKING POLICY

When applicable, the Contractor must 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” and USAID “Graphic Standards Manual” available at https://www.usaid.gov/ads/policy/300/320; and USAID “Graphic Standards Manual” available at http://www.usaid.gov/branding/ , or any successor branding policy.

Note: USAID receives “exclusive branding and marking” for the work conducted under all acquisition awards. This means that the foreign assistance delivered is clearly credited to the American people. It also means that competing logos or identities are excluded unless otherwise indicated in the award (Contract).

D.4 APPROVAL OF CONTRACTOR BRANDING IMPLEMENTATION AND MARKING PLAN

The contractor’s Branding Implementation and Marking Plan dated (to be finalized 30 days after award) is hereby approved by the Contracting Officer for the life of the award, unless otherwise rescinded earlier. The contractor will follow the plan during implementation of this contract and will request and obtain waivers from the contracting officer when required. Guidance on applying for waivers can be found in USAID Automated Directives System Chapter 320, Branding and Marking.

[END OF SECTION D]

https://www.usaid.gov/about-us/agency-policy/series-300/320 https://www.usaid.gov/branding/gsm https://www.usaid.gov/ads/policy/300/320 http://www.usaid.gov/branding/

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSE 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://www.acquisition.gov/browse/index/far for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.204-14 Service Contract Reporting Requirements OCT 2016 52.246-5 Inspection Services-Fixed Price AUG 1996

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place in Skopje, North Macedonia or at any other location where the services are performed and 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 outputs. Notwithstanding this delegation, the Contracting Officer retains concurrent authority.

[END OF SECTION E]

http://www.acquisition.gov/browse/index/far

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 clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE AND PRICE RANGE

(a) The period of performance for this contract is five years from [TBD] to [TBD].

The base period of performance is from [12 months actual dates to be inserted prior to award]

Option Year 1 period of performance – [12 months actual dates to be inserted prior to award] Option Year 2 period of performance – [12 months actual dates to be inserted prior to award] Option Year 3 period of performance – [12 months actual dates to be inserted prior to award] Option Year 4 period of performance – [12 months actual dates to be inserted prior to award]

The total estimated price range of this contract is up to $500,000 over the five years, if Option Years are exercised.

(b) Subject to the Firm Fixed Price of the contract, the contract performance period may be extended, provided that:

(1) The extension is made in through a modification before the original estimated completion date set forth in the contract and clearly states that the extension is at no additional cost to the contract.

(2) Performance period extension must not be beyond 60 calendar days from the original estimated completion date set forth in the contract.

(c) The period of performance adjustment to the original estimated completion date does not result in costs incurred that exceed the total obligated amount of the contract. Under no circumstances shall such adjustments authorize the Contractor to be paid any sum more than the firm fixed contract price.

(d) Adjustments that will cause the elapsed time for completion of the work to exceed the original estimated completion date by more than 60 calendar days may be considered but shall http://acquisition/ require a very strong justification to warrant consideration.

F.3 PLACE OF PERFORMANCE

The contract place of performance is North Macedonia.

F.4 REPORTS AND DELIVERABLES

CONTRACT DELIVERABLES

Deliverable Description Unit Est Qty Due Date Approvi ng Official

Mobilization & Quick Start Plan

In the beginning of the award the contractor must submit a mobilization and quick start plan that provides a timeline and priority actions to be taken to ensure quick start mobilization and to outline the key tasks required to make the project fully operational. Quick start activities may commence upon the Contracting Officer Representative’s (COR’s) approval.

Plan 1 (in the beginni ng of the award)

No later than 30 days following the contract start date

COR

Branding Implementat ion Strategy and Marking Plan

See Section D - Submit formal and detailed Branding Implementation Plan and Marking Plan (BIPMP) for final review and approval.

BISMP

Docum ent docum ent

Within 30 days from the effective date of award.

CO/COR

Analytical Support Strategic Communicat ions Performance Monitoring, Evaluation, and Learning (See C.4.1.1 above)

Audience reception report (5-7 pgs) based on 1 to 3 targeted focus groups to identify different strategic messages and rhetorical frameworks

Report 1 report per year

10 Days prior to the end of each contract year.

COR

Recommendation report (3-5 pgs) for how USAID can more effectively achieve its strategic communications goals based on quarterly strategy sessions with the USAID DOC team.

Report 4 reports per year

7 days after end of quarter

COR

Capacity Support and Strengthenin g Plan (CSSP) (see 4.1.2)

A CSSP based on assessment of USAID and USAID IP staff communications skills and development needs.

CSSP 1 CSSP Within 6 months of the contract

COR

award date

Agency Hours for implementation of the CSSP through various training, coaching, and other activities identified by the contractor.

Hour Up to hours per year in total

TBD COR

Media Monitoring (see C.4.1.3)

Daily media monitoring summary report in English (press clipping), including qualitative (positive/negative/neutral) analysis of the media coverage provided on a daily basis and in the monthly reporting

Report 1 per day

By 10am of each following business day

COR

Event-related media monitoring Report in English (the already identified daily reports grouped by event subject)

Report 1 per month

5 days after end of each month

COR

Monthly media analysis report in English (a group report indicating how much each project is covered throughout the month by the media (estimated up to 15 pages)

Report 1 per month

5 days after end of each month

COR

Strategic Communications Campaign Development and…