Education and Culture Communications Support Services

Introduction

The Education and Culture Program (ECP) is supported by funding from the United States Department of State (DOS) and implemented by Partners of the Americas (POA) in partnership with the Bureau of Educational and Cultural Affairs (ECA). The Program facilitates cross-culture collaboration and innovation through funding for community-led projects and individual and group exchanges. Program themes include environmental protection and resilience, access to education, diversity, equity, inclusion and accessibility, and inclusive economic growth.

POA is seeking an individual or organization with experience in communications, particularly in projects funded by the U.S. government (USG) in the U.S., Latin America, and the Caribbean, to assist ECP in producing communications pieces to strengthen program awareness and showcase program success through first-person stories, success stories, and case studies in various formats.

Objective

Produce communications pieces to strengthen ECP awareness and showcase program success.

Scope of Work

The selected individual or organization will provide expert support in communications, producing comprehensive communications pieces that meet DOS and POA standards. They will work collaboratively with the ECP team to contact program participants to prepare the products listed in the following section. Program participants include up to 30 individuals and five community-based organizations every year. ECP may consider contacting past participants to showcase their experience and highlight their projects.

No travel is expected. All interviews will be conducted online. Similarly, no in-person meetings are expected in the course of this work. All coordination meetings will be online.

Products

• 15 first-person stories, success stories, and/or case studies in Spanish and English (500-800 words for print stories, character limits for social media posts, impactful photography or graphics).
• Five 30-second reels for social media, with English subtitles/close-captions if the post is in a language other than English.
• Five-minute video presenting personal stories of individual and group exchange participants, with English subtitles/close-caption. Support will include script development, pre-production, recording, editing, and post-production tasks.
• One-hour online training session (in Spanish or English) on ECP-focused communications and writing techniques for project participants.
• One document with guidelines on ECP-focused communications for project participants, including how to identify material for successful stories, prepare a story outline, and writing tips.

Interested bidders may choose to submit quotes for one or more of the products above.

Timeframe

TBD

Required Experience

• Experience in communications, particularly with USG-funded projects in the U.S., Latin America, and the Caribbean.
• Experience engaging diverse audiences.

Source Selection Method

An award will be made based on the lowest price technically acceptable method. The award will be issued to the responsible and reasonable offeror who provides the lowest price offer that meets the minimum technical requirements of the POA.

Previous Experience

Bidders are required to submit samples of communications pieces produced for similar programs. The evaluation will consider the samples.

Application Process

Interested bidders should submit quotes and work samples to [email protected], indicating “Education and Culture / Communications Support Services” in the subject line.

Quotes Should Include:

• Presentation of the supplier.
• Contact information (name, address, telephone, and email).
• Work samples.
• Breakdown quote that includes the following items:
  • Items
  • Unit cost
  • Proposed delivery date

Selection Criteria

• Work samples (50%)
• Detailed price quote (50%)

All interested parties must submit a detailed price quote along with documentation demonstrating previous successful performance of similar services/products described in this request. This could include letters of recommendation or other evidence of vendor capability from previous customers.

The bidder whose response provides the lowest price that meets the minimum technically acceptable standards set above will be selected. Price is a key determinant, and bidders are encouraged to provide their best and final price for all items and/or services provided and required. POA reserves the right to make a selection.

Ethical and Professional Conduct Requirements

POA is committed to integrity in procurement and contracting and only selects its suppliers based on objective business criteria, such as price and technical merit. POA expects suppliers to comply with our Standards of Professional Conduct.

POA does not tolerate fraud, collusion between bidders, counterfeit proposals or offers, bribery, or corruption. Any company or individual that violates these rules will be excluded from this acquisition and future opportunities, and both the donor and the Office of the Inspector General may be informed.

Employees and agents of POA are strictly prohibited from asking for or accepting money, fees, commissions, credits, gifts, or compensation from sellers or suppliers in exchange for business or as a reward. Employees and agents who engage in this conduct are subject to termination and reporting to DOS and the Office of the Inspector General.

Bidders Must Include:

• Disclosure of any close, family, or financial relationship with POA or project staff.
• Disclosure of any family or financial relationships with other bidders.
• Certification that prices were determined independently, without consultation or agreement with other bidders.
• Certification that all information presented in the proposal and all supporting documentation are authentic and accurate.
• Assurance that POA’s prohibitions against fraud and bribery are understood and accepted.

Please email [email protected] with questions or concerns, or to report potential violations. Violations can also be reported directly to POA.

By submitting this quote, the offeror confirms compliance with this standard and acknowledges that any violation may result in termination, reimbursement of disallowed funds, and possible suspension or debarment by the U.S. Government.

Any bidder who feels they have been treated unfairly may submit a complaint to POA’s Compliance Team at [email protected]. Confidentiality can be requested.