Request for Information - DOC Services for KEA (Local).pdf

REQUEST FOR INFORMATION (RFI)

Subject: Request for Information #: RFI-KEA-21-005 Issued Date: September 28, 2021 Comments Due Date: 12:00pm, Nairobi time, October 19, 2021

Title: USAID/Kenya and East Africa/Development Outreach and Communications

Support

The United States Government, represented by the U.S. Agency for International Development (USAID) Kenya and East Africa (USAID/KEA), is issuing this Request for Information targeting organizations, universities, and consulting firms currently headquartered in Kenya or the East Africa as part of its market research to identify potential Offerors with the capacity and interest in providing the Mission with Development Outreach and Communications Support. Through this Request for Information, USAID is requesting feedback from interested organizations on the proposed Statement of Work in Annex 1. The Government is also requesting capabilities statements to gauge the capacity of organizations, universities, and consulting firms currently headquartered in Kenya or the East Africa to provide the requested services.

This is a Request for Information and is not a Request for Proposals (RFP). It is not to be construed as a commitment by the U.S. government to issue any solicitation or ultimately award a contract or assistance agreement on the basis of this Request for Information, or to pay for any information voluntarily submitted as a result of this request. USAID is not seeking technical or cost proposals at this time. Do not submit any proposal in response to this Request for Information. Responding to this Request for Information does not give any advantage to any firm or organization in any subsequent competition. Responses will be held confidential. USAID reserves the right to respond to any, all, or none of the comments and questions submitted. USAID’s responses (if any) will be issued through beta.sam.gov.

Please submit your comments to this RFI via email to Sandra Jansen, at sjansen@usaid.gov with a copy to Ketan Sood, at ksood@usaid.gov with the subject entitled: “Request for Information (RFI): USAID/KEA/Development Outreach and Communications Support – Local Organizations,” no later than the date and time stated above. In addition to your comments, please also provide us with a brief capabilities statement not to exceed five pages that describes your organization’s ability to respond to the needs in Attachment 1. Please submit your responses no later than the date indicated at the top of this page.

Thank you for your interest.

Sincerely, ________/s/___________ Sandra Jansen, Regional Contracting Officer USAID/Kenya and East Africa/Office of Acquisition and Assistance mailto:sjansen@usaid.gov mailto:ksood@usaid.gov

ANNEX 1

USAID/KENYA AND EAST AFRICA

DEVELOPMENT OUTREACH AND COMMUNICATIONS SUPPORT

REQUEST FOR INFORMATION

This Request for Information (RFI) is a preliminary call for expressions of interest to provide services for the activity titled, “Development Outreach and Communications Support.” USAID/KEA solicits information and potential interest from organizations, universities, and consulting firms currently headquartered in Kenya or the East Africa on their organizational capacity to support the USAID/KEA Mission in providing the services described below.

USAID/KEA intends to issue one contract for the provision of these services. The Contractor shall establish operations in Nairobi, Kenya within 30 days of the award of the Contract and maintain these operations throughout the period of performance. USAID encourages the participation, to the maximum extent possible, of regional or local partners as subcontractors.

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 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) and the Mission’s Front Office, 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; awareness campaigns; 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 training 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, content development, and any 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).

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.

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, learning, and iteration

The Mission requires strong and targeted communication strategies 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 East Africa as well as support the implementation and monitoring and evaluation of the Kenya Outreach and Communication Strategy and the Somalia Outreach and Communication Strategy. Upon request, Contractor will also support the development of specific strategies for program development documents (PDD) (PDD 1: Health Systems Strengthening Project; PDD 2: Market System Strengthening Project; PDD 3: Kenya Inclusive Governance, Transparency and Accountability Project; PDD 4: Kenya Integrated Resilience Project; PDD 5: Youth-Driven Economic Opportunities Project; and PDD 6: Kenya Regional Project or 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), Humanitarian Assistance (HA), or Strategic Planning and Analysis Office (SPA) and , 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.

Developing, implementing, and monitoring plans for media buying and audience engagement

The goal of media should be engaging audiences in two-way communication. This can include developing media training or interview guides, defining and implementing media engagement plans and buying as well as proof of flight.

Designing, printing and distributing annual calendars and other print materials

The Contractor is responsible for designing, and at times printing and distributing the USAID Kenya, USAID East Africa regional calendars (approximately 7,000 copies), and the USAID Somalia calendar.

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, and post-distribution report provided. Final content and artwork must be submitted for USAID approval prior to printing. Content may also include interagency materials. All print materials need to be 508 compliant. Upon request, other print materials may include the Kenya county brochures (approximately 500 for each of 47 counties), annual reports, reports to the county, among others. The Contractor will provide a clear distribution plan and support distribution to various partners in Kenya. The Contractor must also prepare digital versions to be disseminated through online services or internal services that deliver to .gov addresses and are approved for use. Final content and artwork must be submitted for USAID approval prior to printing. Content may also include interagency materials. All public materials should be accompanied with a social media toolkit.

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 and Somalia has another 20 or so fact sheets 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 or Somalia are asked to participate.

Digital outreach bulletins, newsletters, SMS blasts

The Contractor will produce regular e-bulletins, newsletters, text blasts, among others for Kenya, East Africa, or Somalia, to inform stakeholders about recent developments in the USAID’s programs. Upon request, the contractor shall also produce newsletters for USAID’s technical offices for outreach purposes. 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 and provide responses to enhance two-way communication

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, as well as other ad hoc meetings as required. 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. Other communication strategy and planning meetings may also be called on an ad hoc basis. At times these meetings will be virtual and will not require the above assistance but may require facilitation support.

Regional capacity building and coordination communications workshops

Upon request, the Contractor shall also coordinate a two-day regional communications workshop annually initiated by the DOC team. Participants in this workshop shall include regional 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 as well as other research or analysis on social media best practices or monitoring of digital campaigns. The Contractor shall also advise on key strategic direction of the social media engagement.

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-ups of what each site has to offer. Press relations will cover both Kenya and the East Africa region. The contractor may also be requested to provide advice as to which journalists would be best to invite on particular topics and advise on crisis communication strategic approaches.

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. The 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, as requested. On request the contractor may 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 Ethiopia, Kenya, Somalia, Tanzania and Uganda.

Media monitoring to track media buys for verification will also be required.

Media orientation

The Contractor may be asked to help organize development communications and outreach training for media houses. Support to the press training 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 must store all photo and story release forms in case they are needed at a later time.

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 of 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, and may also include video. 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. The graphic designer will also need to provide 508 compliance for all documents.

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 will be a need to develop specific communication including behavior change campaigns. 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 and evaluation processes.

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 and ensuring 508 compliance of all published content..

Monitoring and evaluation

The Contractor is 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.

Subgrants

The Contractor will be required to provide subgrants to meet communications objectives and hire interns.

ILLUSTRATIVE DELIVERABLES

Task Social media posts: About 40 (30 for Kenya and roughly 10 for regional, dependent on the supply of relevant content from IPs and offices) Facebook posts per month and 65 (50 for Kenya and 15 Regional), dependent on the supply of relevant content from IPs and offices) tweets per month. Boost posts for all social media once every day with a boosting plan included in each campaign. Upload content at least one week in advance. Provide a quarterly report based on tracked analytics Media monitoring: Review the media monitoring service report and prepare daily media monitoring report (M, T, W, Th, F, and W/E) to be delivered during a five-day work week. Comprehensive monthly and quarterly report submitted. Media clippings per events and activities. Media reports on particular topics as requested. Annual learning meetings and providing of insights.

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.

Calendars: Designing, printing and distribution of annual calendars for Kenya and East Africa Regional.

Print materials: Support in the production of print materials such as fact sheets, brochures, reports, for Kenya and East Africa Regional including content creation, design, printing and distribution. Contractor to produce e-versions and flash disks upon request.

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 edited 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 including 508 compliance.

Quarterly planning meetings: Provide presentations on activities achieved in the previous quarter. Work with the 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 communication workshop annually for regional communications partners initiated by the DOC team. Contractor support includes logistics, accommodation, venue rental, two tea breaks and lunch.

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

Campaigns materials: Contractor shall support the development of behavior change communication campaign materials for Kenya, East Africa, and Somalia, assist with pre-testing, and monitor uptake. Upon request, the Contractor will be required to develop campaigns for specific technical offices.

Routine Actions

● Social media for the week uploaded on all four handles for review and approval

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

● Respond to general queries/comments on social media

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

● eToolkit in advance

● Live tweets

● Best 1-3 photos delivered immediately

● 2 web carousel photo and caption with a day or two of the event

● Short Word document report 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 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 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 topics if requested by DOC team

Quarterly workflow

● Work plan

● Media and social media report per team

● At least 1 Flickr story per each Kenya and EA

● One presentation summarizing activities analysis (what was done, added and not done), social media analysis, event/media monitoring highlights, newsletter analysis, distribution analysis, etc.

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.

● Developing and conducting capacity strengthening activities across the USAID ecosystem.

[END OF ANNEX 1]