Invitation for bids - International Republican Institute - Public relations firms to conduct GOTV and voter education campaigns during the presidential election and EU referendum on October 20, 2024.

Background 

The International Republican Institute (IRI) is a nonprofit, nonpartisan, organization dedicated to advancing freedom and democracy worldwide.  Since 1983, IRI has worked to develop democratic institutions and ideals, carrying out a variety of international programs to promote freedom, self-government and the rule of law worldwide.  IRI provides technical assistance in the areas of political party strengthening, developing civic institutions and open elections, promoting democratic governance and advancing the rule of law.  

he International Republican Institute (IRI) seeks to facilitate the Moldovan diaspora’s participation in the 2024 presidential election and referendum to join the European Union. As an international NGO committed to democratic participation and civic engagement, we seek the expertise of a creative agency to spearhead implementation of digital Get-Out-The-Vote (GOTV) campaigns targeting Moldovan citizens residing outside of Moldova.  

As in previous programs, IRI will work with public relations firms to conduct GOTV and voter education campaigns during the presidential election and EU referendum on October 20, 2024. If the presidential election enters a second round, IRI will continue the GOTV campaign through November 3, 2024 to facilitate continued voter participation.  

Period of Performance 

August 2024- November 3, 2024 

Statement of Work 

The Bidder, in collaboration with IRI staff, will develop and implement a comprehensive GOTV campaign designed to maximize voter turnout among the Moldova diaspora for the Presidential Election and EU Referendum, both taking place on Sunday, October 20, 2024. This will include creating materials to educate voters about how to register and vote and encouraging them to vote, whether it is via postal voting or going to a polling station.  

Produced materials will include videos, infographics, increased Facebook presence and coordination with Facebook groups to maximize exposure of accurate election material to Moldovan diaspora. Social media materials will link directly to official election information, supporting CEC legitimacy and distribution of information. Distribution of election material will be particularly essential to maximize access to information about poll locations, as well as educational materials for postal voting. 

IRI anticipates material production for GOTV campaigning  in Canada and Europe should begin in August 2024 due to the September 6, 2024, voter registration deadline, with an intensive GOTV campaign primarily occurring in Europe two weeks before the election. Vendors may also be requested to continue promoting educational materials if the Presidential election enters a second round.  

Specific tasks will include:  

1.    Creation of Creative Implementation Strategies and Materials: 

• Development of a Production Brief: Outline the scope, objectives, and key messages for the project, detailing the creative approach and strategies to be employed. 

• Writing Scripts for Videos: Develop compelling and engaging scripts for various video formats, ensuring they align with the campaign’s objectives and resonate with the target audience. 

2.   Production of Outreach Materials: 

• Designing and Producing Digital Materials: Create visually appealing graphics, images, and other promotional materials, tailored to the campaign’s theme and audience. 

• Creating Reels and High-Resolution Videos: Produce high-quality video content in multiple formats (e.g., short reels, full-length videos) that are optimized for different platforms and designed to engage and inform the target audience. 

• Designing Digital Infographics: Create informative and visually appealing infographics for use on social media platforms, ensuring they convey key messages clearly and effectively. 

• Developing Facebook, TikTok and Instagram Filters: Design and implement custom filters for Facebook, TikTok and Instagram to enhance user engagement and promote the campaign in an interactive manner. 

3.   Development of a Comprehensive Production and Advertising Budget, including: 

• Ad cost (Facebook)  

• Ad cost (Instagram)  

4.   Coordination Activities: 

• Collaborating with IRI: Work closely with the International Republican Institute (IRI), on an as-needed basis to ensure that the campaign’s goals and strategies are aligned. This includes regular communication, and alignment meetings to maintain consistency in the campaign’s implementation. 

Winning bidders will be expected to provide proof of deliverables.   

Qualifications for Bidders: 

To be considered, bidders must demonstrate the following: 

1. Experience in developing digital and creative strategies. 

2. Expertise in engaging diverse audiences, including youth groups and diaspora, through creative digital content. 

3. Ability to devise comprehensive campaign plans, integrating multimedia elements for maximum impact and reach. 

4. Proficiency in leveraging various digital platforms and tools to optimize campaign performance and audience engagement. 

Technical Proposals  

All proposals submitted to IRI must include: 

1. Information addressing Bidder’s experience in providing each of the services identified in the above Statement of Work and Bidder’s proposed specific approach for providing those services to IRI under this contract, including sufficient information to determine a clear definition of services as it relates to other providers that may be involved. 

2. The name, address, and telephone and facsimile numbers of the Bidder (and electronic address if available). If the Bidder is a firm, name(s) should be provided for individuals authorized to conduct business on behalf of the firm.  

3. Bidders may provide a list of up to three references for work performed of a similar nature during the last three years, along with contact details. IRI may contact the references to evaluate past performance. 

4. If the Bidder is a U.S. organization/resident, or a foreign organization/resident which has income effectively connected with the conduct of activities in the U.S. or has an office or a place of business or a fiscal paying agent in the U.S., the information submitted must contain Bidder’s Taxpayer Identification Number. 

5. Proposals will not exceed 15 pages (not including cover page). 

6. Bids must contain the following: 

• Price Information: Present pricing information in the provided format, preferably on a Microsoft Excel spreadsheet.  

• Organization Background: Provide background information on the organization, highlighting prior experience in developing digital and creative strategies.  

• Audience Engagement Expertise: Demonstrate expertise in engaging diverse audiences, including youth and diaspora groups, through creative digital content.  

a. This can be through items such as engagement reports, letters of recommendation, analytics, presentations about campaigns and/or other evidence.  

• Proposed Approach: Outline the proposed approach to completing the deliverables outlined in the Scope of Work. 

• Key Personnel CVs: Attach CVs for key project personnel, showcasing their relevant experience and qualifications. 

• Bids should be in English.  

Price Proposals  

Bidders must propose a firm-fixed Unit Price for each of the deliverables identified below and in the format of the table below.  The Bidder’s pricing must be valid for at least 60 (sixty) calendar days after the due date for proposal submission. The proposed Unit Price should be fixed and inclusive of all costs to perform, including inspection services, transportation, taxes, import duties (if any), and other levies.  To the extent that a Bidder proposed to include any pricing not reflected in the table below, such pricing must be fully described in the proposal. Proposals must be submitted in MDL, payments under any resulting contract will be made in this currency. 

Bidders should present prices by deliverable with and without VAT in Moldovan Leu (MDL) according to the price table below.  Please note that deliverables prices should be inclusive of all costs to produce them, including but not limited to labor, supplies, and script writing.  

Presidential Election and EU Referendum Online GOTV Campaign 

No reimbursement allowed. 

Evaluation and Award Process 

1. IRI may contact any Bidder for clarification or additional information, but Bidders are advised that IRI intends to evaluate the offers based on the written proposals, without discussions, and reserves the right to make decisions based solely on the information provided with the initial proposals. IRI may but is not obligated to conduct additional negotiations with the most highly rated Bidders prior to award of a contract, and may at its sole discretion elect to issue contracts to one or more Bidders. 

2. Mathematical errors will be corrected in the following manner: If a discrepancy exists between the total price proposed and the total price resulting from multiplying the unit price by the corresponding amounts, then the unit price will prevail and the total price will be corrected. If there is a discrepancy between the numbers written out in words and the amounts in numbers, then the amount expressed in words will prevail. If the Bidder does not accept the correction, the offer will be rejected.  

3. IRI may determine that a proposal is unacceptable if the prices proposed are materially unbalanced between line items or sub-line items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more contract line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. A proposal may be rejected if IRI determines that the lack of balance poses an unacceptable risk.  

4. IRI will conduct a  source selection based as follows: 

IRI intends to make an award to the responsible Bidder based on the following evaluation factors: 

1. Technical evaluation, (including technical capabilities, proposed technical approach, and personnel qualifications) – 30 percent. 

• Technical Capabilities – 10 percent  

• Proposed technical approach to implementing GOTV Campaign – 20 percent. 

b) Experience in performing similar projects – 30 percent 

c) Price – 40 percent 

IRI intends to evaluate Bidders’ proposals in accordance with these factors and make an award to the responsible Bidder whose proposal is most advantageous to the program.    

5. If a cost realism analysis is performed, cost realism may be considered in evaluating performance or price.  

Submission Instructions 

Bids must be submitted via email to Nicoleta Craciun, at ncraciun@iri.org with the subject line “EURASIA2024MO07o -RFP” by - 29/07/2024. 

RFP Terms and Conditions 

1. Prospective Bidders are requested to review clauses incorporated by reference in the section “Notice Listing Contract Clauses Incorporated by Reference”. 

2. IRI may reject any or all proposals if such is within IRI’s interest. 

3. Proof of costs incurred, such as but not limited to receipts, pictures and financial documents, may be requested during and for up to three years after the end of the contract period.  

4. The Bidder’s initial proposal should contain the Bidder’s best offer.  

5. Payment will be made upon receipt of invoices and deliverables/services. 

6. Discussions with Bidders following the receipt of a proposal do not constitute a rejection or counteroffer by IRI. 

7. IRI will hold all submissions as confidential and submissions shall not be disclosed to third parties. IRI reserves the right to share proposals internally, across divisions, for the purposes of evaluating the proposals.  

8. For any currency conversion, the exchange rate to US Dollars listed on oanda.com on the closing date of this solicitation shall be used.  

9. Every contract will contain provisions governing termination for cause and termination for convenience. 

10. By submitting a proposal, offeror agrees to comply with all terms, conditions, and provisions included in the solicitation and agreement to the services identified above, and will specifically identify any disagreement with or exceptions to the terms, conditions, and provisions. 

11. Offerors confirm that the prices in the proposal/proposal/application/quote have been arrived at independently, without any consultation, communication, or agreement with any other Bidder or competitor for the purpose of restricting competition. 

12. By applying to this RFP, applicant is certifying that if it is awarded a contract, none of funds payable under the resulting contract will be used to (1) procure or obtain, extend or renew a contract to procure or obtain; (2) enter into a contract (or extend or renew a contract) to procure; or (3) obtain the equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system in compliance with the National Defense Authorization Act. Covered telecommunications equipment and services mean any of the following: 

1. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). 

2. For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). 

3. Telecommunications or video surveillance services provided by such entities or using such equipment. 

4. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country. (2 CFR 200.216). 

13. Bidders agree to disclose as part of the proposal submission: 

• Any close, familial, or financial relationships with IRI staff and agents. For example, the Bidder must disclose if a Bidder’s mother conducts volunteer trainings for IRI. 

• Any family or financial relationship with other Bidders submitting proposals. For example, if the Bidder’s father owns a company that is submitting another proposal, the Bidder must state this. 

• Any other action that might be interpreted as potential conflict of interest. 

Notice Listing Contract Clauses Incorporated by Reference 

IRI is required to make the contractor subject to certain flowdown clauses of the prime award. This awarded contract will incorporate one or more clauses by reference, with the same force and effect as if they were given in full text. Where “flow-down” to the contractor is applicable, references to “USAID/Department of State” shall be interpreted to mean “IRI”, “Recipient” to mean “Contractor”, and “Subrecipient” to mean “lower-tier subcontractor.” Included by reference are the applicable provisions contained in Appendix II to 2 CFR Part 200 and USAID Standard Provisions for Non-US Non-governmental Organizations/US Department of State Standard Terms and Conditions. 

IRI Obligations 

Issuance of this RFP does not constitute an award commitment on the part of IRI, nor does it commit IRI to pay for costs incurred in the preparation and submission of a proposal or quotation.  

Required Certifications 

The following certificates need to be signed by all Bidders. These certifications are an integral part of the quotation/proposal. Please print them off and send back to us with your proposal after signature on each certificate. They are:  

• Certification regarding debarment, suspension, ineligibility and voluntary exclusion lower tier covered transactions  

• Authorized Individuals 

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION LOWER TIER COVERED TRANSACTIONS 

This certification implements Executive Order 12549, Debarment and Suspension and the requirements set forth in 2.C.F.R. 180, Subpart C.” 

Copies of the regulations may be obtained by contacting the person to which this proposal is submitted. 

1. By signing and submitting this proposal/application/quote, the prospective lower tier participant is providing the certification set out below. 

2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 

3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal/application/quote is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 

4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549. 

5. The prospective lower tier participant agrees by submitting this proposal/application/quote that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the IRI.  

6. The prospective lower tier participant further agrees by submitting this proposal/application/quote that it will include the clause titled Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--Lower Tier Covered Transactions, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.  

7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. 

8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.  

9. Except for transactions authorized under paragraph 5 above, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 

1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. 

2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. 

Signature:  ____________________________ 

Date:   ____________________________ 

Name:   ____________________________ 

Title/Position:  ____________________________ 

Entity Name:  ____________________________ 

Address:   ________________________________________________________ 

Authorized Individuals 

The offeror/bidder/applicant represents that the following persons are authorized to negotiate on its behalf with IRI and to bind the recipient in connection with this procurement: 

Signature:  ____________________________ 

Date:   ____________________________ 

Name:   ____________________________ 

Title/Position:  ____________________________ 

Entity Name:  ____________________________