OEA_-_QUESTIONS__ANSWERS.pdf

QUESTIONS & ANSWERS – OPIC-16-R-0010

1. Question: Could you provide a budget amount for this RFQ? Does the budget cover five years from the date of award? Or does the budget only cover the first year since the other 4 years are optional?

Answer: We do not supply budget numbers. This contract is a base plus four option years.

2. Question: Please confirm that our technical response should outline our approach to items listed under 1.6 (Performance Objectives) as well as 1.7

(Required Services).

Answer: Correct

3. Question: Given the statement that the total amount should not exceed the

NTE amount, can you please provide more specificity as to the types of services that will be required? For example, under digital strategy, please provide more specificity regarding the level of support OPIC will need for its online site? Or the number of events that the contractor might be required to support in a given year?

Answer: The website look and feel was just redesigned last year, and content is being updated this year. The expectation is the contractor will advise on keeping the website current and fix any programing backend issues that OPIC cannot do in house. If there are any big digital projects during this contract that require additional creative or efforts (for example, new page layout on the website, new microsite, or changing from Drupel 7 to 8), these cost would go beyond the retainer. As far as events, OPIC currently has about five events a year (subject to change): four Expanding Horizons events across the country and the OPIC

Impact Awards in Washington, DC. The Expanding Horizons events use a conference organizer to plan and execute, which OPIC in house and contractor will supplement, and the Impact Awards are done in house with the help of the contractor.

4. Question: Is there a page limit for the proposal?

Answer: No.

5. Question: If there is a page limitation, are past performance and personnel qualifications counted against the page limit?

Answer: No.

6. Question: For content creation, should this include formats that extend across your existing channels: Facebook, Twitter, LinkedIn, YouTube, and Instagram?

With what frequency would the agency be expected to produce content?

Answer: OPIC currently produces most content in house, including social media, but would expect advice and some additional content from the contractor each month.

7. Question: Are there additional social or digital channels you plan to launch in the short term?

Answer: Not at this point, but in the ever changing world of social and digital media, we would expect the contractor to provide advice on how to keep OPIC at the cutting edge.

8. Question: Can you tell us about your internal digital, social and content creation team?

Answer: We have a six person public affairs team. 1.) Communications Director who is a political appointee. 2.) Content Editor who drafts and edits and majority of content, including the annual report, most brochures and the script for the

OPIC Impact Awards. 3.) Press Secretary who handles media and outreach. 4.)

Public Affairs Specialist that plans events and handles in house creative. 5.)

Someone dedicated to new/social media and the website. 6.) Press / legislative assistant who helps will writing and administrative work.

9. Question: Does your team include community managers?

10. Question: How do you currently publish content on social media? Would the agency be responsible for publishing content?

Answer: We will post most content internally.

11. Question: Do you currently implement any paid social media promotion?

Answer: No, we do not.

12. Question: Is there an existing content strategy in place?

Answer: Yes, we produce a plan each year, which adjusts to projects, milestones and new of the day as relevant. The contractor who provide council to the drafting and maintaining of the plan.

13. Question: Would you look to the agency to manage and provide content calendar recommendations on a monthly and weekly basis?

Answer: Each week, our team produces a calendar that looks at the week and months ahead that we will provide to the contractor. We will work collaboratively with the contractor for any guidance and recommendations.

14. Question: In addition to website traffic, followers on social media accounts and increased inquiries are there additional engagement statistics or other measurement outcomes you want to achieve?

Answer: Increased business outreach and applications.

15. Question: What kind of videos is OPIC looking to produce? How many?

Answer: In FY2015, OPIC produced four videos, and we would expect to do four to six each year. Most b-roll is either acquired from our project partners or taken by stringers on tours of our projects. The contractor would produce the video, including drafting the script, obtaining any additional stock imagines and music, creating any graphics, and taping the voiceover. Topics and timing of videos will be done in collaboration with the contractor. Creative design (including videos) will be billed on an hourly basis.

16. Question: Does OPIC have an existing video library? Are you happy with what you have? If not, what would you like to see done differently in new videos?

Answer: Yes, our video library is available on our website and Youtube station.

We’re always looking for new ways of telling our stories, attracting to business, and highlighting the work of our private sector partnets.

17. Question: Is OPIC looking for live action or animations? Or both?

Answer: Both, mostly live action with a few graphics.

18. Question: Where do you anticipate the videos being used and how?

Answer: Events, social media, on the website.

19. Question: What kind of video scripts and production support are you looking for?

Answer: Most b-roll is either acquired from our project partners or taken by stringers on tours of our projects. The contractor would produce the video, including drafting the script, obtaining any additional stock imagines and music, creating any graphics, and taping the voiceover. Topics and timing of videos will be done in collaboration with the contractor. Creative design (including videos) will be billed on an hourly basis.

20. Question: What channels do you want to share content on?

Answer: Facebook, Instagram, Twitter, YouTube, the Website and blog.

21. Question: Section 2.5 of the SOW states that monthly invoices are required by the 5th day following each month of contract performance. Is this date negotiable if the contractor’s financial systems would preclude them from being able to have all costs for the month invoiced only 5 days following month end?

Answer: Yes.

22. Question: Page 1 of the SOW states that OPIC is seeking services under a Time and Materials (T&M) Contract; however, on page 4 of the solicitation document, it states that this contract will be a hybrid of fixed priced and labor hour type.

Could you please confirm the contract type?

Answer: This is a hybrid contract with a fixed price and time and materials

CLIN. See Solicitation pricing instructions for details.

23. Question: How do you currently handle communication about website updates to your partner (i.e., via email, ticketing system)? If you use a ticketing system, which system do you currently use? Who owns/maintains the system?

Answer: Our website is on Drupal and Carpathia. We currently just send emails or call.

24. Question: How frequently do you plan to update your website (i.e., once per week, one per month, quarterly)?

Answer: OPIC staff updates the blog and press releases daily.

25. Question: What types of updates do you typically complete as part of maintenance (i.e., content, adding pages using existing templates)?

Answer: The website look and feel was just redesigned last year, and content is being updated this year. The expectation is the contractor will advise on keeping the website current and fix any programing backend issues that OPIC cannot do in house. If there are any big digital projects during this contract that require additional creative or efforts (for example, new page layout on the website, new microsite, or changing from Drupel 7 to 8), these cost would go beyond the retainer.

26. Question: Should we anticipate needing to design/develop new webpage templates? If so, how many per year?

Answer: Not at this point, as the look and feel of the website was just updated last year. However, before the end of the option years, another update might be necessary, and if this is the case, this cost would be paid in addition the retainer.

27. Question: Will you provide the contractor with access to the server and the site? What's the process for gaining access?

Answer: Contractor will have access to the website, but will not have access to the server, which is handled by our CIO’s office.

28. Question: Is there an incumbent for this contract?

Answer: Yes, Inkhouse.

29. Question: Do we need to submit a signed SF1449 with our proposal?

Answer: No signature required until the contract is awarded.

30. Question: Do you require a cover page or signed cover letter with the technical volume and price volume?

Answer: See page 5 of 8 in the Solicitation document. Cover pages are required for the Technical and Pricing Volumes, however signatures are not required

31. Question: Is there a page limit for the technical volume?

32. Question: Are there page limits for each of technical volume sections?

33. Question: Do resumes count towards the technical volume’s page limit?

34. Question: Are there page limits for resumes?

35. Question: Can we propose additional staff besides the two positions listed as key personnel in the statement of work?

Answer: Yes

36. Question: How much effort does OPIC have in mind for earned media?

Answer: Over the past few years, OPIC has increased its earned media efforts and will seek guidance from the contractor. These efforts will be spearheaded in house with assistance from the contractor.

37. Question: What are we expected to address in the staffing approach? Can we include bio paragraphs of each staff member in this section? What our team at your agency would look like, and how much attention we would receive.

Answer: Yes.

38. Question: Does the pricing volume require a table of contents?

Answer: No, see the Instructions on page 6 of 8 of the Solicitation document.

There is a pricing spreadsheet which must be used for the Pricing Volume submission.

39. Question: Does the pricing volume and spreadsheet need to be provided in pdf format?

40. Question: Can we propose other direct costs such as communications and subscriptions to media databases such as Cision and/or Meltwater in the pricing volume?

Answer: Yes, but the pricing must be completely separate from the CLINs established by the solicitation to allow for fair pricing evaluations. OPIC currently does all of this in house and already has subscriptions to what we need. Any media monitoring from the contractor will be on a specific effort or event.

41. Strategic Counsel on Messaging and Outreach

Question: Do you currently have a set of OPIC messages, ones that would just need to be tweaked and updated throughout the engagement?

Answer: Yes we do. Although I get a sense it might get tweaked from administration to administration. But right now it's mainly fine tuning at adjusting for specific audiences.

42. Media Outreach and Development Plan

Question: Can you tell us about your priority media targets – who are you trying to reach/prioritize the most?

Answer: Both mainstream and specialty press.

43. You reference media monitoring – are you looking for daily media monitoring support for OPIC? Or are you more interested in media monitoring around specific proactive media efforts?

Answer: Any media monitoring from the contractor will be on a specific effort or event.

44. Do you have internal team members who support your media outreach, or are you looking for a partner to write materials and pitch reporters?

Answer: We are looking for a collaboration partner. We have a six person public affairs team. 1.) Communications Director who is a political appointee. 2.)

Content Editor who drafts and edits and majority of content, including the annual report, most brochures and the script for the OPIC Impact Awards. 3.)

Press Secretary who handles media and outreach. 4.) Public Affairs Specialist that plans events and handles in house creative. 5.) Someone dedicated to new/social media and the website. 6.) Press / legislative assistant who helps will writing and administrative work.

45. Project Mgmt., Programming Support for Web/Social

Question: What internal resources does OPIC have? Are there full-time staff members dedicated to programming and social media monitoring and outreach?

Answer: Yes, OPIC has a staff member dedicated to new/social media and the website and several staff members who contribute to the outreach efforts.

46. Are you looking for a partner who will be responsible for monitoring and responding on social media, or strategic guidance on the type of social media content to produce and channels to leverage for the best engagement?

Answer: We have a staff member in house dedicated to this, but would seek ideas and guidance from the contractor.

47. Has OPIC previously run any paid advertising via social media or has the current following been achieved organically?

Answer: No, we've never done paid advertising.

48. Any guidance on how often support is needed? Daily? 3x weekly?

Answer: We have a staff member dedicated to the website and social media, but she doesn't know the backend programming. We have a library that does daily news clips.

49. Regular Website Maintenance for www.opic.gov

Question: Could you provide a few examples of what you consider routine website maintenance?

Answer: Maintenance is considered to be the backend programming, and assistance when the government staff can't figure out how to fix something, doing reports on key words, etc. The website look and feel was just redesigned last year, and content is being updated this year. If we redesign the colors or switch from Drupal 6 to 7, that would be additional to the retainer.

50. Is there a content management system currently used on opic.gov? If so, what

CMS is deployed?

Answer: The content management system we use is Drupal, with additional plugins put in by our current contractor.

51. On what platform is opic.gov built?

Answer: Drupal, and Carpathia hosts our site.

52. Are you open to having counsel on design, development and content being billed on a time & materials basis?

53. Outreach Materials

Question: What sort of quantities do you envision for printed materials?

What are the applicable procurement regulations for sourcing of printing services, if any?

http://www.opic.gov/ http://opic.gov/ http://opic.gov/

Answer: For example, we will have completed three brochures for this fiscal year before this contract goes into effect.

54. Do you work with a preferred video production vendor or is the agency responsible for video vendor coordination?

Answer: We secure our own video, so we're mainly looking for just the production side (most of our b-roll comes from the counties our projects are in).

55. Could you provide an example of what you mean by “large presentation production”?

Answer: Large scale events would be like our OPIC Impact awards (once a year in DC) or Expanding Horizons (four times a year, across the country).

56. Periodic Progress Report

Question: Can you provide us with a sample report? (does it include campaign metrics and progress against stated objectives or is it more financially-based and focused on burn rate and media spends?)

Answer: No sample available. Both burn rates as well as what's been accomplished / progressed.

57. Business Development and Outreach

Question: How many OPIC staff will receive “spokesperson” training?

Answer: We offer group trainings for the entire staff, and one-on-one trainings to targeted senior staff. Last time we offered spokesperson training, we had 25 people participate in the group workshop and six people participate in the one-on-one training.

58. Will this project require foreign language communications?

59. Question: Does OPIC have geographic target markets where its communications efforts are focused, either within the United States or abroad?

60. Question: What are the primary challenges facing the agency with regards to businesses or other potential clients? Is awareness OPIC's largest challenge in this regard? Has OPIC previously conducted any surveys or employed other performance measurement tools to determine potential challenges facing the agency?

Answer: Awareness to U.S. small businesses is always a challenge. As a federal agency, all surveys must be approved by OMB according to the federal paperwork reduction act. However we do receive feedback from clients.

61. Question: How does OPIC communicate with potential and existing clients? How is this information stored? Is it shared with others in the form of case studies?

Answer: OPIC has robust communications with current clients. Information is stored in Insight. We do overviews of sector and regional analysis, including case studies.

62. Digital Strategy

Question: How many internal OPIC staff members currently manage or are engaged with Digital Strategy?

Answer: The whole public affairs shop.

63. Question: Are there any full-time graphic designers, Drupal/PHP web developers, video producers or event producers at OPIC?

64. Question: Approximately how many hours of maintenance, content updates and design are put towards the current OPIC website per month?

Answer: 2 hours a week, but subject to more time if there’s a larger issue.

65. Question: What is the intended lifespan of the current OPIC website?

Answer: Ongoing. As long as OPIC is doing business as a federal agency, the website is an essential part of it.

66. Question: Should a Digital Strategy contract encompass a redesign and redevelopment of the OPIC website within the five year contract period?

Answer: The website look and feel was just redesigned last year, and content is being updated this year. Creative Design will be priced by the hour (variable cost).

67. Question: Does the new Digital Strategy Contractor need to assume hosting responsibilities for the OPIC.gov website?

68. Question: Are there any additional microsites or associated OPIC.gov websites that will need to be managed or created during the 5 year contract period?

Answer: There is an OPIC events site that is handled separately by a conference planner.

69. Question: Approximately how many pieces or collateral design material will need to be designed and produced per month?

Answer: In FY2015, OPIC produced a total of six designed materials, plus several digital graphics and infographics. Creative Design will be priced by the hour (variable cost).

70. Question: Approximately how many videos will be produced per month? What is the average duration of said videos?

Answer: In FY2015, OPIC produced four videos, and we would expect to do four to six each year. Videos tend to range from one minute to three minutes.

Creative Design, including videos, will be priced by the hour (variable cost).

71. Are there any statistics or records that detail the level of digital services currently being provided to OPIC (i.e how many hours of design, development, and production services are being utilized per month)?

Answer: In FY2015, OPIC produced a total of six designed materials, plus several digital graphics and infographics. In FY2015, OPIC produced four videos, and we would expect to do four to six each year. Monthly time will vary depending on upcoming projects – some months we may have nothing, and some months we might have several items in production. OPIC will work closely with the contractor to ensure creative design has ample time for production. Creative

Design will be priced by the hour (variable cost).

72. Question: Can OPIC provide more clarification with regards to how large a role digital media should play in the proposal? How much of the budget is allotted toward social media and related digital advertising?

Answer: OPIC does not currently pay for advertising and has someone on staff dedicated to the website and social media. It’s the programming backend and general guidance that OPIC needs the most assistance on.

73. Question: Would it be beneficial for Contractor to provide full-time, in office design, development or digital strategy resources to OPIC?