Request for Information_NMUSA PAO.docx

REQUEST FOR INFORMATION/MARKET SURVEY REQUEST

for The National Museum of the United States Army (NMUSA) Public Affairs Services

DESCRIPTION OF INTENT:

THIS IS A REQUEST FOR INFORMATION (RFI), A MARKET SURVEY REQUEST IN SUPPORT OF THE FOLLOWING SURVEY. THIS REQUEST IS FOR PLANNING PURPOSES, AND SHALL NOT BE CONSTRUED AS A SOLICITATION ANNOUNCEMENT, INVITATION FOR BIDS, REQUEST FOR PROPOSALS/QUOTES OR AN INDICATION THAT THE GOVERNMENT WILL CONTRACT FOR THE ITEMS CONTAINED IN THIS NOTICE. INTERESTED CAPABLE VENDORS ARE INVITED TO PROVIDE RESPONSES. THE GOVERNMENT WILL NOT REIMBURSE RESPONDENTS FOR ANY COST ASSOCIATED WITH THE SUBMISSSION OF THE INFORMATION BEING REQUESTED OR REIMBURSE EXPENSES INCURRED TO THE INTERESTED PARTIES FOR REPONSES.

Additionally, your response will be treated only as information for the Government to consider. As previously stated respondents will not be entitled to payment for direct or indirect costs associated with providing information in response to this RFI/market survey and any follow-up information requests. Furthermore, this request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated or received for this effort. No solicitation document exists at this time, and calls requesting a solicitation will not be answered.

TOPIC:

Media Relations:

1. Skilled media inquiry intake, research, staffing, and reply.

2. Media escort, support, and follow-up skills for individual interview requests to large media events.

3. Newswriting for digital and print channels – including press releases, ready-made products, press kits etc.

4. Skilled media relations planner.

5. Top 10 media market.

Outreach/Marketing:

1. Well-rounded understanding of and experience with government public affairs and promotional strategic marketing to a variety of internal, external, and target audiences.

2. Research and manage collateral development and distribution to support overall marketing goals.

3. Skilled public and congressional inquiry intake, research, staffing, and reply.

4. Solid customer-relations skills working with a varied audiences; military, general public, tourism industry, educator community, families, foreign visitors, etc.

Social Media:

1. Design and implement social media strategy and content according to current NMUSA and Army goals and policies and measure success according to NMUSA goals and currently accepted analytical tools.

2. Populate, interact, and manage multiple social media platforms.

3. Schedule content and support live events and “real-time” content.

4. Collaborate with NMUSA staff daily and provide public affairs support as needed.

Event Planning:

1. Solid and proven customer-relations and event-planning/management skills (organized, team-oriented, familiar with solid professional understanding of civilian and military protocol, problem solver, multi-tasker).

2. Experience with event management software and planning tools and proven ability to manage short-term and long-term event planning.

3. Innovative and creative approach to developing special events for target audiences, to support specific Army themes or anniversaries, to increase visitation etc.

POSITIONS:

Overall HLO – Public Affairs:

Responsible to the NMUSA Director for planning, coordinating, and directing the full range of public affairs services for a one-of-a-kind Army operation which includes a non-profit organization with joint operation and has an international presence. The public affairs scope includes command information, media relations, public information, community relations/outreach and marketing operations that promote new and continued interest in the NMUSA – within and in support of the Museum’s mission, programs, policies and utilizing all appropriate and available communication channels and platforms to reach local, regional, national, international, and Army communities and stakeholders worldwide. Public affairs also manages military events held at the NMUSA.

General Public Affairs Services:

Contractor shall maintain a working knowledge of NMUSA mission, programs, activities, initiatives, operations, target audiences, and requirements.

Contractor shall keep current with industry trends and advancements and share learning with other museum staff.

Contractor shall maintain regular weekly communication with key stakeholder organizations to maintain awareness and publicity of activities/initiatives and to determine necessary coordination and response from NMUSA public affairs (PA). Conduct briefings as required. NMUSA estimates 3 regular key stakeholder organizations.

Contractor shall possess general customer service skills to record an information request accurately (in person, written, digital, or telephonic) and provide a general assessment of the question and the information required. Contractor shall possess the research, reasoning, writing, and editing skills needed to assist the PAO in researching and responding to public and congressional inquiries, following a specific format when required.

Contractor shall possess a working knowledge of the elements required for a communications plan and the ability to assist the PAO with developing communications plans following specified formats.

Contractor shall develop and implement methods to ensure all NMUSA management, staff, and team members are kept fully informed of public relations policies, programs, and plans. Provide management briefings as required.

Contractor shall represent NMUSA public affairs at NMUSA internal meetings and meetings with key stakeholders as requested by the PAO. The contractor shall gather information, assess public affairs elements, and consult the PAO to determine any required follow up actions.

Contractor shall assist in the quarterly content review of digital and print products to ensure all products are up-to-date and reflect current policies and leadership objectives as explained and prioritized by the PAO.

Contractor shall possess a working knowledge of social media management skills and assist PAO and social media manager as needed with creating, monitoring, and interacting with material on 4+ social media platforms as determined by the PAO.

Contractor shall possess general marketing skills to assist in the soft “branding” and development of promotional and collateral materials to support NMUSA special programs, events, and initiatives – to include writing and editing. Anticipate 1-2 such programs per month.

Contractor shall assist with coordinating and updating public and internal calendars weekly.

Contractor shall possess strong organizational and collaborative communication skills and be adept at working in a team environment.

Contractor shall provide general public affairs support as needed within their typical work schedule in support of NMUSA events and activities as part of the public affairs team.

Contractor shall execute emergency communication responsibilities as indicated in the emergency plan.

Contractor shall conduct themselves in a professional manner whenever on the NMUSA property, understanding they are representing the Army and the NMUSA at all times – on and off duty.

Media Relations Services:

Contractor shall assist the PAO with generating and maintaining basic media relations plans in accordance with Army public affairs guidance while supporting Army public affairs’ and NMUSA communication goals and mission objectives.

Contractor shall be familiar with the skills required for documenting media inquiries to capture a record that properly reflects the media request and requirements to support timely follow up and staffing. All routine media inquiries will be compiled and relayed to the PAO by the end of the work day. Media inquiries requiring special or immediate attention will be relayed to the PAO upon receipt. Anticipate two media inquiries per week.

Contractor shall assist in the research, staffing, and scheduling required for media inquiries within the timeframe agreed upon with the PAO and in accordance to NMUSA and Army public affairs guidelines/policies.

Contractor shall generate, research, write, edit, and coordinate the review of approximately two news releases, media advisories, and/or public announcements per week in coordination with the PAO and utilizing available government and public distribution channels.

Contractor shall generate, research, write, edit, and coordinate the review of approximately one internal-Army media product per month in support of NMUSA and Army communication strategies and goals.

Contractor shall assist the PAO with a timely review of any media materials developed by key stakeholders and involving the NMUSA – reviewing for accuracy, policy, and support of NMUSA communications objectives and advising the PAO of any edits and/or items of concern. Anticipate one product to review per week.

Contractor shall assist quarterly with generating, researching, writing, updating, editing, and coordinating the review of press kits and media materials as determined by the PAO and in print and digital formats.

Contractor shall coordinate select media activities and community events with the Fort Belvoir public affairs office as required by the working agreement provided by the PAO. Anticipate one event per month.

Contractor shall regularly research and review news and media products from comparable museums, as identified by the PAO, reviewing for industry knowledge and ideas which may benefit the NMUSA.

Contractor shall assist the PAO with all elements of press tours and media events. Anticipate one tour/event per month.

Contractor shall assist the PAO with more in-depth/on-site media interviews and filming which typically occur after hours when the Museum is not open – utilizing and complying with a working knowledge of NMUSA procedures and media relations as provided by the PAO. Anticipate six projects per year.

Contractor shall maintain a media-relations calendar and inquiry tracking sheet which they will review, update, and circulate as required daily.

Outreach Services:

Contractor shall assist with the development and maintenance of an approved outreach strategy and plan in support of NMUSA short and long-term objectives and goals.

Contractor shall have a working knowledge and competency in effective customer relations, presentations, and assist as an on-site representative to a variety of audiences at public events with the specific intent to promote and publicize the NMUSA. Anticipate two local, regional, and /or national events or presentations total per month.

Contractor shall assist in developing and maintaining an outreach contact database for future communications to increase awareness of the NMUSA. Add any new/updated information weekly. Review and update the database quarterly.

Contractor shall assist in responding to public inquiries (general public, scholars, collectors, students) by recording, assessing, collecting, and packaging the information required. Anticipate 30 inquiries per month.

Contractor shall assist with the development, production, inventory control, and distribution of museum guides and collateral material for distribution in the Museum and via regional visitor centers, area museums, and other tourism/visitor outlets. Estimate 500,000 quantity of general brochures annually.

Contractor shall assist with the distribution plan of museum guides and other collateral to visitor centers, area museums, and other tourist locations.

Contractor shall assist in responding to requests for articles, photos, news and feature stories for visitor bureaus, tourism kiosks, and other information outlets.

Social Media Services:

Contractor shall design and implement an annual social media strategy to align with NMUSA strategic communication goals and Department of the Army policies. Review monthly, providing recommendations and adjustments to the public affairs officer, and update the plan as agreed upon.

Contractor shall stay informed and current with Department of the Army social media policies, guidance, and management tools.

Contractor shall prepare a weekly social media calendar for the PAO to include all NMUSA supported social media platforms. Generate, edit, publish, and share engaging content daily. Review content with NMUSA division chiefs. Review content and schedule with PAO to ensure accuracy, timeliness, and determine best placement. Estimate 4+ social media platforms.

Contractor shall monitor and manage about 5 days a week, 4 or more social media platforms (such as Facebook, Instagram, Twitter, Snapchat, Periscope and others considered relevant). Anticipate approximately 4 posts daily on a platform similar to Facebook. Respond to questions and comments in a timely manner with the most accurate information available after consultation with, or information provided by, the subject matter expert for that topic. Monitor customer reviews. Interact daily to grow social media followers and reach identified target audiences. Monitor and interact daily as appropriate with other Army social media platforms.

Contractor shall routinely oversee and update all social media platform account information and design for maximum benefit the platform.

Contractor shall stay informed of the daily NMUSA schedule and activities and recommend/respond to the need for social media content or live coverage that is in addition to the social media calendar, as approved by the PAO.

Contractor shall initiate and maintain active daily communication with key NMUSA staff members for social media awareness as determined by the PAO.

Contractor shall meet with all NMUSA divisions monthly to identify social media opportunities. Research, write, and execute to ensure proper coverage of identified topics as agreed upon by the PAO.

Contractor shall attend, live-record, photograph, post, and/or commentate an estimated NMUSA activities/events a week for social media promotion

Contractor shall keep current their social media skills with current technologies, features, and trends in design tools, applications, and platforms. Informing and advising the PAO of any new social media features which could enhance the NMUSA brand awareness and social media strategies/objectives.

Contractor shall utilize social media analytics to review interactions and effectiveness of NMUSA social media activity into a weekly analytical report to inform and advise the PAO on the effectiveness of the week’s content management. Research current benchmark trends and audience preferences monthly and utilize results and identify any trends and possible strategy adjustments.

Contractor shall monitor and evaluate search engine optimization (SEO) and social media web traffic metrics to best meet NMUSA strategic goals.

Contractor shall participate in a regular weekly review, and a more thorough interdepartmental quarterly, scrub of NMUSA website content and user interaction material. Update and edit website content as requested.

Contractor shall provide general public affairs support as needed within their typical work schedule in support of NMUSA events and activities as part of the public affairs team.

MARKET SURVEY RESPONSE AND QUESTIONS:

Each response is requested to include:

1. Part I. Business Information:

a. Company Name:

b. Type and Size of Business:

c. Manufacturer:

d. EUI:

e. Company Point of Contact:

i. Name:

ii. Title:

iii. Telephone:

iv. Email address:

f. Business Address:

g. Web page URL:

2. Part II. Response to the following:

1. Do you have and employee Code of Conduct which all employees are required to sign?

2. Do you have experience hiring employees to perform basic customer service functions for cultural heritage institutions?

3. Do you have experience conducting similar public affairs services for the Army or other government entities?

4. Do you have experience in creating news releases, media advisories, and/or public announcements?

5. Do you have experience with generating, researching, writing, updating, editing, and coordinating the review of press kits and media materials in print and digital formats?

6. Do you have experience with social media platforms (such as Facebook, Instagram, Twitter, Snapchat, Periscope and others considered relevant)?

7. Does your company have experience staffing Grand Openings and special events for institutions with annual visitation rates of over 600,000?

8. Does your company have experience with search engine optimization (SEO) and social media web traffic metrics?

9. Does your company have experience in responding to public inquiries (general public, scholars, collectors, students) by recording, assessing, collecting, and packaging the information required?

10. Has your company had any negative news coverage, lawsuits or government enforcement actions, violations of federal, state or local laws or regulations?

RESPONSES DUE:

Responses to this market survey are DUE BY 11:00AM, 02 May 2022. Please submit all completed questionnaires and any questions you may have via email to: Ms. Alexandra Outland, Army Contracting Command-DTA, at alexandra.n.outland.civ@army.mil

Please format the subject line of the response email as follows: “[Organization Name] response to Request for Information – NMUSA PAO”. Provide the email responses in PDF format. Only electronic responses will be accepted. All interested parties and organizations are encouraged to respond to this request for information. All material submitted in response to this RFI must be unclassified and properly marked. No manufacturer/distributor shall be given a copy of another manufacture’s/distributor’s information collected in this survey.

GENERAL INFORMATION:

The Government appreciates the time and effort taken to respond to this survey. The Government acknowledges its obligations under 18 U.S.C. §1905 to protect information qualifying as “CONFIDENTIAL” under this statute. Pursuant to this statute, the Government is willing to accept any trade secret or confidential restrictions placed on qualifying data forwarded in response to the survey questions and to protect it from unauthorized disclosure subject to the following:

1. Clearly and conspicuously mark qualifying data as trade secret or confidential with the restrictive legend (all caps) “CONFIDENTIAL” with any explanatory text, so that the Government is clearly notified of what data needs to be appropriately protected.

2. In marking such data, please take care to mark only those portions of the data or materials that are truly trade secret or confidential (over breadth in marking inappropriate data as “CONFIDENTIAL” may diminish or eliminate the usefulness of your response - see item 6 below). Use circling, underscoring, highlighting or any other appropriate means to indicate those portions of a single page which are to be protected.

3. The Government is not obligated to protect unmarked data. Additionally, marked data that is already in the public domain or in the possession of the Government or third parties, or is afterward placed into the public domain by the owner or another party through no fault of the Government will not be protected once in the public domain. Data already in the possession of the Government will be protected in accordance with the Government's rights in the data.

4. Confidential data transmitted electronically, whether by physical media or not, whether by the respondent or by the government, shall contain any restrictive legend, with any explanatory text, on both the cover of the transmittal e-mail and at the beginning of the file itself. Where appropriate for portions only of an electronic file, use the restrictive legends “CONFIDENTIAL DATA BEGINS” and “CONFIDENTIAL PORTION ENDS.”

5. In any reproductions of technical data or any portions thereof subject to asserted restrictions, the government will also reproduce the asserted restriction legend and any explanatory text.

6. The Government sometimes uses support contractors in evaluating responses. Consequently, responses that contain confidential information may receive only limited or no consideration since the Respondent’s marking of data as “CONFIDENTIAL” will preclude disclosure of same outside the Government and therefore will preclude disclosure to these support contractors assisting the evaluation effort.

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