SOL-121-16-000005_AMENDMENT_01.pdf

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SOL-121-16-000005

Amendment No. 01

The Questions and Answers for the subject RFP are provided below:

Technical Proposal

Q1. Ref. Section C.3 – The objectives are very clearly stated in C3/1 & 2 as a wider education goal but the detailed tasks detailed in Task 2 Paragraph 1 are specific to two or three subjects which are priorities determined by the research… so which is it? A wider programme to inform the public about everything or a targeted programme on 2 or 3 subjects or can it be a combination of both.

A1. The program should be targeted in terms of 2-3 specific reform areas or subjects.

Q2. The government has already published its communication priorities areas for 2016. Do we have to follow these priorities or do we have to develop a completely new set of priorities based on public demand. I would suspect that one of these priority areas is in fighting corruption where the government / presidential story is cloudy to say the least. We cannot run successful communications campaigns without a clear set of answers to public questions. Please, advise.

A2. The government communication priorities should be taken into account, but public demand is also very important. Ability to answer public demand should also be factored into the reform areas chosen for the program.

Q3. If there are plans of other donors to cover particular campaigns which we are aware of (e.g. US Embassy is planning to run anti-corruption campaign) should we include this topic into the loop or we leave it for other donors’ initiative?

A3. While duplication is not desired, a coordinated campaign may have greater impact. It is for the offeror to propose the campaign it believes will deliver the greatest impact.

Q4. What identity should be used for the campaign? The Government has already approved the ‘Reform is happening, Ukraine is changing’ slogan and logotype which is now being developed into a reform identity with a style guide. This identity has also been accepted by the MFA and the 17 donor nations as the basis for all reform communication. Please, advise.

A4. USAID is fine with using established branding.

Q5. Ref. Section C.4 – “placed articles” means advertorials?

A5. Yes.

Q6. Ref. Section L.6 – This section includes a requirement of Performance Work Statement to describe both Tasks (description and results) however timeline shows that we first should submit only Task 1 developed by April 25. What is the exact scope of tasks by stage 1/April 25?

A6. By April 25, 2016, offerors should submit Technical and Cost Proposals as required by RFP. The Technical Proposal should address the Statement of Work, focusing on how the offeror will implement Task 1 and Task 2, and achieve the required results.

Q7. Will the source data from the detailed research be made available and if so in what format (SPSS, .XLS)?

A7. Data from USAID partners (some in Excel, some in SPSS) can be made available after award.

Q8. It will be difficult to provide precise details on the costs of the campaigns defined in Task 2, how would USAID like this to be represented within the proposal? Should we put indicative costs for production and then allocate a total sum from the budget to the task?

A8. Please break down the indicative costs within the campaign, understanding that no additional funding will be provided.

Q9. Please can you provide more details or a contact to discuss the existing monitoring work being conducted by the National Reform Council (NRC)?

A9. Please contact Petro Ivanov (petro.ivanov@reforms.in.ua), and Andrei Lobatch (andrei.lobatch@reforms.in.ua).

Q10. It is apparent from the RFP that the proposed communication strategy should be comprehensive and cover various target population groups. For the technical proposal, however, should the “sample creative concept” we submit be equally comprehensive and encompass all the target groups? Or should it be an example of the approach but not meant to be all-inclusive? Also, should it be a generalized example applicable to any reform, or should it be reform-specific?

A10. It is up to the offeror to decide the best approach.

Q11. Is it correct to assume that the communications program is intended to increase Ukrainian public support of the reform process overall, rather than promote a specific reform? In this case as a result of the program, a larger portion of Ukrainian population will recognize that reforms ‘overall’ are progressing and they support them. Following this logic, 5 specific reforms amenable for communications campaigns need to be the most likely to be perceived as ‘the reforms’ by the general public in order to create a coherent perception that the country is being modernized. Alternatively, the project can stand upon the existing progress of reforms, with a focus on those reform areas which have progressed the most so far.

A11. While the goal is intended to increase Ukrainian support of the reform process, it is our understanding that by demonstrating progress in key specific reforms that Ukrainians will believe that reform is happening overall.

Q12. The project entails analyzing 18 reform areas identified by NRC in order to select 5 which will be most amenable to communication campaigns. However, this year NRC itself is expected to select 4-5 reforms which will be priorities for implementation. If this occurs mailto:petro.ivanov@reforms.in.ua mailto:andrei.lobatch@reforms.in.ua before the start of the project should the Contractor focus on the reforms prioritized by NRC or should the analysis of the 18 areas be conducted regardless?

A12. The Contractor may decide to use either the 18 or the 5 as long as they represent important reform areas. The Contractor may also look to the Government’s key reform priorities.

Q13. Page 13 in Section C.4 of the RFP, states "...the Contractor will work with GOU counterparts..." - Can USAID clarify which office/offices the Contractor will be expected to work with in the GoU on messaging and choice of campaign topics/themes?

A13. The Contractor must work with the NRC, Cabinet of Ministers, and the Ministry of Information.

Q14. Page 13 in Section C.4 of the RFP, states "Mission presentation (within 3 weeks of award)” - It is unclear if the draft assessment, which is expected within 3 weeks of award, is to include survey and focus group findings, would serve as the basis for determining campaign topics and messages. Given the time frame to field a nationwide poll and conduct focus groups, it does not seem feasible to present key findings as part of the draft assessment at such an early date in project design. Is that what USAID envisions for this draft assessment at this early stage in the project or is envisioned as a presentation of assessment methodologies and timeline, etc.?

A14. The request is that some data and overall impressions be available within 3 weeks of the award on assessment findings. Another week is available to finalize the report on findings.

Q15. Page 14 in Section C.4 of the RFP, states "Campaign Launch (within one week of campaign approval)” - Please clarify if USAID envisions that the 2-3 chosen campaigns will launch at the same time since the RFP indicates only 1 "campaign launch."

A15. Yes, two to three campaigns are envisioned. They may be tied together (in one launch) or launched at different dates.

Q16. Page 13 in Section C.4 of the RFP, states "….the Contactor will work with GOU counterparts..." - Please clarify how USAID will coordinate with the GoU on final clearance on deliverables since there may be differences of opinion on final campaign themes and messaging. Is the contractor expected to serve as the facilitator of these discussions between USAID and GoU counterparts?

A16. USAID may intervene as necessary, however it is expected that the Contractor will work with the GOU directly (USAID as observer) on final campaign/messaging choices.

Q17. Page 13 in Section C.4 of the RFP, states "…..to test them through focus groups, surveys and media experts." The RFP mentions "media experts" as being part of the message tailoring process. - Which media experts does USAID envision being part of this process?

A17. Media experts refers to any media professional that understands messaging or communications. USAID has no requirement for specific experts and leaves it to the Offeror’s discretion.

Q18. What audience should be considered for the media research (Adults 18+, 16+ or other)?

A18. USAID leaves it to the Offeror to determine the audience(s) for the media research.

Q19. How detailed should be a media placement cost?

A19. Indicative, to include # of placements and cost per placement.

Q20. What is the approximate date of media placement’s start?

A20. Media placement, if used, should coincide with the overall campaign.

Q21. Should an Offeror prepare a proposal on two Tasks or on one of them by choice?

A21. Both tasks must be included in the proposal, they will not be separated.

Q22. Is it right that an Offeror needs to select one or a few of the 18 reform areas that are proposed? Or did you mean one united campaign for all of 18 reform areas?

A22. The Offeror should select 2-3 of the 18 reform areas, however the campaign or campaigns may be linked.

Cost Proposal

Q23. If the offeror does not have the NICRA, how should the offeror prove its indirect rate?

In case of the NICRA’s absence should the offeror’s costs of managing the program, such as (communications (phone, fax, e-mail), office supply (paper, cartridges, etc); report production costs, transportation, courier/postage, etc.) be included in Direct Costs?

A23. If the organization does not have a NICRA as of the proposal due date, all costs must be budgeted as direct costs. An offeror that does not have a NICRA should be able to describe how its cost accounting system is able to separate allocable and allowable costs for this contract.

Q24. Could Labor Costs for other staff be calculated based on a percentage of involvement and daily rates approved by the offeror’s management? If such rates should be in line with USAID/Ukraine Local Employee Compensation plan, we would appreciate to be given the link to the document.

A24. Yes. However, the proposed percentage should be justified by the offeror. The prosed rates should be in compliance with the Local Compensation Plan (LCP) for Ukraine, and should not exceed the highest rate indicated in the LCP. The ranges for the grades of the LCP for Ukraine are provided in the tables below (in U.S. Dollars). For defining standards and requirements for each grade level, please follow the link http://www.state.gov/documents/organization/89488.pdf (3 FAH-2 H-400, APPENDIX G

GENERAL GRADE LEVEL GUIDES).

http://www.state.gov/documents/organization/89488.pdf

UKRAINE

Grade

Salary Range of the First Step of each Grade (per year)

Salary Range of the Last Step of each Grade (per year)

FSN-12 50,250 65,320

FSN-11 40,043 52,053

FSN-10 28,811 37,461

FSN-9 25,396 33,016

FSN-8 19,494 25,344

FSN-7 17,028 22,128

FSN-6 13,774 17,914

FSN-5 12,354 16,064

FSN-4 10,158 13,208

FSN-3 9,251 12,021

FSN-2 7,959 10,349

FSN-1 6,565 8,535

Q25. Can the offeror calculate its Fixed Fee as a percentage to Total Contract Cost? What explanation/justification is needed for the percentage? Would it be acceptable if percentage is calculated based on the Offeror’s last financial year indirect cost and revenue?

A25. The proposed fee may not exceed the statutory maximum. For reference, please visit FAR 15.404-4(c)(4)(i)(C). The offeror should explain the basis for the proposed fee in budget notes.

Q26. Should MEDEVAC/DBA coverage be provided if the list of proposed staff does not include U.S. citizens and/or Third Country National employees?

A26. If the offeror usually provides such benefits to expatriate employees working in Ukraine, then the cost would likely be allowable.

General

Q27. What type of organization can apply for this funding opportunity? Can organizations from outside of the United States apply?

A27. Any type of organization (large or small commercial [for profit] firms, educational institutions, non-profit organizations) is eligible to compete for this requirement, U.S. or non- U.S.

Q28. Please clarify whether it is possible to submit a proposal by a consortium or partnership? If position, is it enough to conclude a memorandum of cooperation with clear roles and responsibilities of all parties involved? Or it is better to submit a proposal from one legal entity and indicate another partners (if any) as sub-awardees?

A28. The proposal can be submitted by the consortium or partnership. However, the Contract will be signed with one organization only (prime contractor). Other partners will be considered as subcontractors. The role of each subcontractor must be clearly stated.

Q29. The cover letter for this solicitation states: “This procurement shall be conducted through full and open competition, under which any type of organization (large or small commercial [for profit] firms, educational institutions, non-profit organizations) is eligible to compete.” - Can you please clarify whether local (Ukrainian) organizations are eligible to submit proposals as prime contractors, and would USAID waive any of the requirements stipulated in Section L, Part 9, with regards to being registered in SAM?

A29. Please see answers A28 and A29. SAM registration is applicable to all offerors. Prime contractors are responsible for ensuring that their subcontractors are properly registered in

SAM.

Q30. Is the Offeror required to have DUNS number and be registered in SAM?

A30. Yes.

Q31. Would you please confirm that it is sufficient to complete the Online Representation & Certifications Application (ORCA) only by registering with the System for Award Management (SAM)?

A31. The offeror must ensure that Representation and Certifications are completed as required in SAM and in Section K of the RFP.

Q32. Would you please confirm that ORCA should be done by the offeror and the proposed subcontractors whose proposed costs exceed 15% of the offeror’s total proposed costs?

A32. Please see answers A30 and A32.

Q33. If when working on the proposal we have additional questions to whom should the questions be referred?

A33. The period for questions was closed on March 24, 2016. No additional questions will be accepted.

Q34. Is the Offeror obliged to render a report to eSRS? Is he/she obliged to be registered in this system? («(B) To supplement the narrative summary in (A), provide a list of the recent contracts up to five for which you submitted subcontract reports to eSRS (FAR 52.219- 9(d)(10) and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS».) (H. ACCURATE AND COMPLETE INFORMATION, L.6, p.82) A34. This requirement applies to U.S.-based organization only.

Q35. Ref. Section B.7(a) – Does this mean that the contractor will have to fund the project up to the point that actual deliverables are accepted by USAID, if so what is the deliverable time line?

A35. The deliverable timeline will be reflected in the resulting award.

Q36. Ref. Section L.6, p.79 requires to provide a “Point of contact information for the technical and cost proposals (names, titles, email addresses, mobile/telephone numbers)”.

Who that person should be?

A36. This should be an offeror’s representative who can be contacted by USAID regarding the submitted proposal.

Q37. Should a letter of commitment, references (at least 3) and a resume be submitted for all staff proposed for the project or only for the key personnel (Project Director and Assessment Team Leader)?

A37. Commitment letters and references shall be submitted for key personnel. Resumes shall be submitted for all proposed personnel.

Q38. If any single or collectively all of the subcontractors/partners in research and design/advertising make-up 15% of the offeror’s cost proposal should they be asked to provide information on their recent (5 year) experience in implementing similar projects?

A38. The offeror (including all partners) must provide performance information for itself, the contractor teaming arrangements, if any, and each major subcontractor (one whose proposed cost exceeds 15% of the offeror’s total proposed cost). The offeror should list up to five of the most recent and relevant contracts for efforts similar to the work in the subject RFP for the last five years.

[End of Amendment No. 01]