SSN-USAID-Ukraine-Comms_2024.pdf

Sources Sought Notice (SSN) for Communications Services

Subject: Sources Sought Notice No. SSN-USAID-Ukraine- Comms_2024

Issuance Date: April 17, 2024 Issued by: USAID/Ukraine Response by: May 3, 2024, at 15:00 (Kyiv Local Time).

Reference: Sources Sought Notice for Capable Communications Firms

I. Summary

This Sources Sought Notice (SSN) seeks sources capable of providing communications support to USAID/Ukraine.

II. Background

The demand for communication support has grown significantly as USAID’s programs pivoted and expanded in response to current needs and operating environment. The growing number of outreach efforts – such as event planning, social media management, translation services, graphic design, media campaigns, press releases, videos, and success stories – require a dedicated partner that can quickly respond to USAID’s needs.

USAID/Ukraine is committed to increasing awareness among Ukrainians about the United States as a key development partner for the government and people of Ukraine. The U.S. Government views communicating USAID’s development impact as a key foreign policy tool to strengthen the U.S. relationship with the Ukrainian people. Our outreach efforts demonstrate how USAID/Ukraine advances Ukraine’s stability and security through programs that address each development objective.

A draft scope of work is in Attachment A for reference. No comments or feedback is specifically requested on the scope of work. This is not a commitment to issue a request for proposals. The draft scope of work may change without notice.

III. Request for Sources and Qualifications:

USAID seeks information from communications firms who have experience and expertise in the following and related areas:

● Increasing public awareness through creative content development; including, but not limited to, digital campaigns, graphic design, web design, photography/videography services, translation, event management support, and production of display and event materials.

● Cross-cutting information services such as data visualization and multimedia archive management.

● New outreach opportunities and needs may present themselves as circumstances change.

Therefore, the source must be able to respond to ad-hoc requests by USAID for any of the products and services within this scope of work.

To inform USAID’s market research, we request capable firms to submit an expression of interest and capability outlining their qualifications and experience, including references.

Qualifications and experience should include the following, at a minimum:

1. Name, email address, and address of organization;

2. If you are legally registered to perform communications activities in Ukraine. Include also if the firm is part of a larger international network;

3. Organization point of contact name, DUNS number (if applicable), telephone number, and email address;

4. Description of relevant prior communication support activities including scope and engagement objective, budget, client, period of performance, place of performance, and location of the client. Please include a reference;

5. Overview of firm staffing, including number of account managers, graphic designers, creative staff, etc., with years of experience, areas of technical expertise, certifications, and Ukrainian language capability;

6. The organizational, contractual, and managerial capacity required for administrating, management, and execution of the work;

7. Ability to respond flexibly to issues as they arise in an uncertain working environment;

8. Identification if your firm is “local”*1;

9. At least three (3) examples of similar projects performed by the organization in the past 10 years, including a short technical description, timeline, and project value.

Expressions of interest are requested to be limited to 10 pages, and use standard font size, line spacing, and margins. There is no required format, but PDF and/or Word are recommended.

Responses should be clearly organized to address the requested information. Please do not send general marketing materials.

HOW TO SUBMIT A RESPONSE

Interested parties wishing to participate should submit their capabilities statements electronically to Larissa Lomonosova at llomonosova@usaid.gov. Responses to this SSN will be accepted as stated above in response to the due date. You will receive only an electronic confirmation acknowledging receipt of your response, but will not receive individualized feedback or suggestions.

Per Federal Acquisition Regulation (FAR) 52.215-3: This SSN must not be construed as a commitment by the U.S. Government to issue any solicitation, award any grant, or pay for any

1 *Local entity means an individual, a corporation, a nonprofit organization, or another body of persons that-- (1) is legally organized under the laws of; (2) has as its principal place of business or operations in; (3) is majority owned by individuals who are citizens or lawful permanent residents of; and (4) managed by a governing body the majority of who are citizens or lawful permanent residents of; a country receiving assistance from funds appropriated under title III of this Act. (c) For purposes of this section, ‘majority owned’ and ‘managed by’ include, without limitation, beneficiary interests and the power, either directly or indirectly, whether exercised or exercisable, to control the election, appointment, or tenure of the organization’s managers or a majority of the organization’s governing body by any means.

mailto:llomonosova@usaid.gov information submitted as a result of this notice. Responders are responsible for adequately marking proprietary or restricted information contained in their response. No basis for claims against the U.S. Government shall arise as a result of a response to this SSN or from the U.S.

Government’s use of such information. Specific questions about this SSN should be directed only to the email addresses identified above. Responses may only be submitted in writing.

The collected information will be used to help make planning decisions and will not be released publicly. Organizations interested in being considered should submit information supporting their experience, expertise, and capabilities in undertaking similar work. Only organizations willing and able to work in Ukraine should submit responses.

We know that responding to our SSN requires time and effort on your part. We appreciate your assistance and interest in USAID programs.

Sincerely, /s/

Carter Saunders, CPA Contracting Officer USAID/Ukraine

Attachment A: Draft Description/Specifications/Scope of Work

ATTACHMENT A

DRAFT SECTION A – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

A.1 BACKGROUND

USAID/Ukraine is responsible for the development, implementation, and oversight of USAID-funded activities operating throughout Ukraine. Currently USAID/Ukraine is the largest and most complex USAID Mission in the Europe and Eurasia region, with over $2 billion of funding appropriated to respond to Russia’s full-scale invasion and over 45 distinct activities with a portfolio value approaching $4 billion. Due to the region’s strategic importance to the U.S.

Government, USAID/Ukraine receives a high number of senior-level official visitors, works closely with interagency, host government, and civil society actors.

The demand for communication support has grown significantly as USAID/Ukraine’s programs pivoted and expanded in response to current needs and operating environment. The growing number of outreach efforts – such as event planning, social media management, translation services, graphic design, media campaigns, press releases, videos, and success stories – require a dedicated partner that can quickly respond to USAID’s needs.

USAID/Ukraine is committed to increasing awareness among Ukrainians about the United States as a key development partner for the government and people of Ukraine. The U.S. Government views communicating USAID’s development impact as a key foreign policy tool to strengthen the U.S. relationship with the Ukrainian people. Our outreach efforts demonstrate how USAID/Ukraine advances Ukraine’s stability and security through programs that address each development objective.

A.2 OBJECTIVE

The strategic objective of the activity is to increase awareness among communities and individuals across Ukraine about the purpose and positive impact of United States Agency for International Development (USAID) assistance programs in Ukraine.

Millions of Ukrainians have benefited from more than three decades of U.S. foreign assistance supporting Ukraine’s development. Following Ukraine’s independence and the dissolution of the Soviet Union in 1991, Ukraine began a period of transition toward a market economy and participatory democracy. In 1992, USAID signed a bilateral agreement on humanitarian, economic and technical cooperation with Ukraine to help the country develop its economic, political, and societal potential. USAID and the Ukrainian government identified three strategic objectives: to create a broad-based market economy; to help build a participatory democratic political system; and to assist in social sector reforms to ease the difficulties of transition, particularly among the most vulnerable members of society. Thus began a 30-year partnership that has endured, animated by the belief that by working together we can forge a secure and prosperous future for all Ukrainians.

Working with a wide array of partners, USAID has helped establish a vibrant and independent media, an active civil society, and a broader entrepreneurial class. USAID assistance helped put

1.8 million land titles into the hands of private farmers and created a legal aid network for landowners; supported the most vulnerable in society – the young, the elderly and the infirm; and has been at the forefront of Ukraine’s fight against tuberculosis and HIV/AIDS, as well as improving maternal and infant health. USAID has worked to better the business climate and draw foreign investment by supporting Ukraine’s efforts to reduce unnecessary government regulations, supported pension reform, increased the development of the financial sector and improved energy efficiency to reduce the country’s dependency on imported energy resources. No less important, USAID has implemented special initiatives to fight corruption and the illegal cross-border trafficking of persons. USAID is committed to its partnership with Ukraine in its quest to create a more stable, democratic, and prosperous country for all Ukrainians.

Outreach tools – such as events, social media, speeches, media campaigns, press releases, videos, and success stories – demonstrate how USAID/Ukraine advances Ukraine’s stability and security through programs that address each development objective.

A.3 RESPONSIBILITIES AND ACTIVITIES

USAID/Ukraine’s communications portfolio is led by USAID and the Development Outreach and Communications (DOC) team, which, as the primary client for the services required under this activity, will define strategic priorities and project parameters. Taking into consideration target audiences’ needs, culture, understanding, and habits, the Contractor will execute USAID/Ukraine’s Strategic Communications Plan for a five-year period. The Contractor must support and work closely with the DOC Office to implement the plan. In providing the services defined below, the Contractor must advise the DOC team on how to best implement elements of the plan, and must provide reliable and high quality support in the implementation of the plan, including but not limited to creative content development, event management, translation and interpretation services, sourcing materials, media monitoring, and management. The Contractor must be able to utilize innovative and creative approaches to respond effectively and efficiently to the outreach demands of USAID/Ukraine. The Contractor must provide goods and services to meet unscheduled or last-minute demands related to events, high-level visits, and other extenuating circumstances.

Services

Outcome 1: High Quality Outreach Support Services Provided The provision of outreach support and event management services for USAID events will be the primary focus of the Contractor’s outreach and communication work. The Contractor must work closely with USAID staff, particularly the DOC team, and coordinate with technical offices to ensure that events effectively deliver USAID’s outreach messages and goals.

At the sole direction of USAID, outreach support services may include but not be limited to:

● Public Awareness through Creative Content Development. Developing human interest stories is a key component of creating public awareness and telling our story. In addition to outreach events, the Contractor must develop creative content in various forms, including written media, photographs, infographics, videos, etc. The Contractor must ensure that creative content developed is sensitive to local cultural, political, and social considerations and delivered appropriately depending upon the local context. The Contractor should identify appropriate outlets, including social media, in order to disseminate the content.

Creative content development often occurs in tandem with USAID events and may be as simple as designing an infographic or logo for an event or conference but may also extend to video production or more long-term and robust mass media campaigns with sustained marketing and branding.

Creative content development may include, at the sole direction of USAID, but not be limited to:

● Graphic design

● Design of display and event materials (such as banners, posters, signs, photo exhibitions, etc.)

● Design of awards and gift items (such as notebooks, folders, caps, etc.)

● Website design, application design, and visual content that is designed specifically for digital screens, iPads, or projection screens, either indoor or outdoor. These interventions may be subject to CO and USAID/CIO approval.

● Development of creative films, and video production and distribution.

● Professional video services to produce short “success-stories” videos, video news releases (VNRs) on USAID projects and project beneficiaries, and other video materials. The Contractor must be able to exercise creativity and innovation in developing graphics and video content and must provide timely and updated content.

● Creative copywriting and content development in both English and Ukrainian, specifically for use on social media (examples include infographics, short videos, photographs, and captions and short “success story” narratives). The Contractor must provide professional social media content and services, especially for Facebook, Twitter, YouTube, and Instagram. The Contractor must deliver content for social media targeting various oblasts across Ukraine and be aware of the local context and related considerations.

● Campaigns: creative campaigns designed to draw attention to/advocate for development issues that USAID programs aim to advance. This could include, but is not limited to, transparency in public institutions, gender inclusivity and women's empowerment, investing in Ukraine's growing economy, etc. Campaign deliverables could include videos, photographs, and graphics for digital outreach; media engagement; influencer engagement; and/or public events.

● Written translation and oral interpretation. The Contractor must support routine and short-notice/ad-hoc English to Ukrainian (and vice versa) high quality translation of documents and also simultaneous oral translation. The Contractor must provide translation and interpretation services for USAID staff and events, including for persons with disabilities as appropriate. The Contractor must be able to deliver high quality oral translation/interpretation in various oblasts across Ukraine taking into account local context and related considerations.

● Public affairs and press management. The Contractor must maintain relationships with Ukraine’s and Europe’s leading media outlets and, at the direction of USAID, generate media attention - such as press releases - for events and ensure that USAID messaging is disseminated appropriately and broadly.

● Materials production. The Contractor must produce high quality printing and digital (handouts, posters, rollups, banners, etc.). In addition to creating materials for events, the Contractor must respond to ad-hoc requests and work with USAID staff to develop and produce informational materials in multiple forms that are needed for special visits or occasions.

● Influencer engagement. The Contractor must interact with social media influencers and other thought leaders to generate social media content for activities and to ensure that USAID messaging is disseminated appropriately and broadly.

● Event logistics support. The Contractor must serve ongoing USAID needs for comprehensive event logistics support, including identifying and renting venues, A/V support, branding/decorations/materials, setup, and registration. Public events can range in scale from a simple ribbon-cutting inaugurating the completion of an infrastructure project, such as a wastewater treatment plant or school expansion, to a complex, extraordinary event, such as the visit of the First Lady of the United States. The level of U.S. government representation is typically the USAID Mission Director or U.S. Ambassador, but high-level visits can include Agency leadership from Washington, DC, such as the USAID Administrator or Deputy Administrator, or even higher levels of U.S. government leadership.

Required event support services include management of all logistics, including - but not limited to - coordinating with USAID, project, and venue/vendor staff; audiovisual support;

branding, banners, and decorations; media management; translation services (written and oral); photography; and videography. Special circumstances may result in additional or unusual requests to the Contractor, such as provision of teleprompters, renting backup electricity generators, building press risers and staging. No construction is permitted under the entire activity unless prior approved in writing by the Contracting Officer.

“Construction” is defined in USAID policy ADS 303maw.

Special events may often involve weeks of planning and are sometimes canceled at the last minute due to extenuating circumstances. Alternatively, the Contractor may be called upon for last-minute requests for event support, or VIP visits planned with a few business days to prepare.

● Photography. The Contractor will document USAID-financed efforts and progress in Ukraine and 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 USAID use as needed. Photo credit must be given by noting the photographer’s name.

The Contractor must obtain written consent/permission from all persons photographed and provide the consent forms to the USAID DOC team.

Outcome 2. Cross-cutting Information Services Provided

Outcome 2.1 Archival Management Process

The Contractor may be required to develop and implement an approach for archiving and accessing USAID/Ukraine Mission-wide materials, data, and information - e.g., videos, photographs, and fact sheets - such as in Google Drive or an external site like Flickr. The Contractor’s approach must be easily searchable, easily accessible to USAID and implementing partners, and may be subject to CO and USAID/CIO approval.

Outcome 2.2. Data visualization Data visualization is crucial for USAID/Ukraine to make large and complex data sets useful and meaningful in strategic messaging. The Contractor must analyze dense and complex information in a variety of forms, including large data sets, graphs, and reports. The Contractor must ensure all data used in visualization products is accurate and deliver content in multiple formats such as:

infographics, charts, diagrams. Utilizing industry-standard visualization tools and software to communicate information, the Contractor must deliver data, graphs, and diagrams in an informative, engaging, creative, and comprehensible manner (simple, standard, and scalable).

At the sole direction of USAID, data visualization services may include but not be limited to:

● Develop static visuals using data sets for reports, presentations, and briefs.

● Create interactive data visualizations.

● Recommend improvements in data presentation methods.

● Develop custom reports and data visualization products using large data sets to transform data into actionable insights.

● Iconography Development.

Outcome 3: Responsiveness to Emerging Opportunities Provided

USAID communication needs are impacted by sometimes rapid changes to the social, political, and economic environment in which USAID operates. New outreach opportunities and needs may present themselves as circumstances change. Therefore, the Contractor must respond to ad-hoc requests by USAID for any of the products and services within this scope of work.

USAID representative, with his/her sole authority, will communicate ad-hoc requests to the Contractor, outlining specifications, expectations, and guidelines, such as products required, and delivery deadlines and the Contractor must promptly submit a proposal in response with how the request will be achieved. In cases where new requests interfere with the deadlines of current projects, USAID and Contractor will agree in writing on changes to these deadlines, which will be reflected in the revision of the work plan and/or the quarterly progress report.

The Contractor may be required to support USAID implementing partners on their communication and outreach strategies, upon the request of USAID. All support to and engagement with USAID implementing partners for such requests require prior USAID technical approval. The Contractor is not authorized to provide any technical direction or approvals to other USAID implementing partners. All support to other USAID implementing partners must be within the scope of this activity.