RFQ: Producing an Animated Videos Capturing the Program’s Key Results

Request for Quotations (RFQ)

SECTION 1:  INSTRUCTIONS TO OFFERORS                                                              

1.1 Introduction

The USAID Trade Facilitation Program (2018-2023) is supporting the Government of Vietnam (GVN) to develop a more attractive trade and investment climate for enterprises, traders, and investors. The Program works with the General Department of Vietnam Customs (GDVC) to strengthen the capacity of Vietnam's National Trade Facilitation Committee, enhance national and provincial coordination, and facilitate dialogue between customs authorities and the business community.

Through our support to facilitate international trade, the Program is helping to improve the business environment, making it easier for enterprises and investors – both international and domestic – to do business in Vietnam. This, in turn, is contributing to Vietnam’s national competitiveness, and bringing the benefits of trade and increased prosperity to the Vietnamese people.

1.2 Background

The Program is seeking the services of an experienced and qualified film production company to produce an animated video clip documenting the ‘story’ of the Program and its key achievements.

The clip will explain the ‘Why’ (the purpose of the Program), the ‘How’ (our approaches and methods), and the ‘What’ (our key achievements). As the Program enters its final year, the video clip (two versions: 3:30 minutes and 1 minute) is expected to be a significant communications asset, and will be disseminated to stakeholders via several media channels and at Program events. 

The purpose of the video is to bring the various Program activities together into one compelling story. As Program activities span several components, the video clip will enable our partners and stakeholders – as well as other audiences – to gain a ‘big-picture’ perspective of the Program, its activities, and its achievements. As such, the video is intended to promote one of the Program’s key themes: coordination and dialogue.

1.3 Offer Deadline

Offers must be received no later than 5.00pm, 03 June, 2022. Late offers will be considered at the discretion of Nathan.

1.4 Submission of Offers

All offers must be emailed to the Trade Facilitation Program’s procurement team at [email protected] [1], and Operations Director at [email protected] [2]. Please reference the RFQ number (RFQ_TFP_2022_0067) in the subject line of the email. 

1.5 Questions and Clarifications

All questions and/or clarifications regarding this RFQ must be submitted in writing to [email protected] [1], and Operations Director at [email protected] [2] no later than 5.00pm, 03 June, 2022. All correspondence and/or inquiries regarding this solicitation must reference the RFQ number.

Questions and requests for clarification, and the responses thereto, that the Buyer believes may be of interest to other offerors, will be circulated to all RFQ recipients who have indicated an interest in bidding.

1.6 Required Documents

The following documents are required in any offer submission:

• Company brochure with relevant projects on video production to present company experience and technical capacity.
• Samples of relevant videos produced by the company.
• A written quotation which breaks down costs for each service item, in accordance to the deliverables and detailed activity description.

1.7 Scope of Work

1.8 Payment Structure

This is a Firm Fixed Price contract. Payments will be made against deliverables as follows:

No.      Activity description; expected date of completion; deliverables; percentage of payment

1          24 June, 2022. The first draft of Video A with written narrative submitted to the Program for approval.

Percentage of payment for deliverable 1: 30%             

2          01 July, 2022. The first draft of Video B with written narrative submitted to the Program for approval.

Percentage of payment for deliverable 2: 20%

3          08 July, 2022. Handover final Videos A and B for the Program’s full ownership.      

Percentage of payment for deliverable 3: 50%

A COMPLETE OFFER MUST INCLUDE ALL OF THE ABOVE.

1.9 Authorized Geographic Code

The authorized geographic codes for procurement of goods and services under this Contract is 937 defined as (the United States, the Cooperating Country, and developing countries other than advanced developing countries, but excluding any country that is a prohibited source). For accurate identification of developing countries, advanced developing countries, and prohibited sources, please refer to Automated Directives System (ADS) Chapter 310 entitled "Source and Nationality Requirements for Procurement of Commodities and Services Financed by USAID."

USAID Trade Facilitation Program. No logo, name, slogan or contact of the company inserted in the final products.

1.11 Quotations

Prices must be quoted as a lump sum, on an all-inclusive basis. No fees are to be added to the offered price. Offers must show unit prices, tax, total price and group discount if any. All services must be clearly labeled and included in the total price. Quotations must be a fixed price, expressed in Vietnamese Dong (VND).

1.12 Descriptive Literature

Descriptive literature for some services is recommended (if needed) as a note in the quotation.  Descriptive literature means information that is submitted as part of an offer.

1.13 In-Country Installation, Warranty Service, and Repair (not applicable)

N/A

1.14 Service Delivery

The service delivery term is Vietnam. The delivery estimate presented in any offers in response to this RFQ must be upheld in the performance of a resulting order, agreement, or subcontract.

1.15 Validity Period

Offers must remain valid for not less than sixty (60) calendar days after the offer deadline.

1.16 Negotiations

Best offer quotations are requested. It is anticipated that awards will be made solely on the basis of these original quotations. However, Nathan reserves the right to conduct negotiations and/or request clarifications prior to awarding a contract.

1.17 Basis for Award

Offerors will be evaluated based on whose proposal represents the best value to the U.S. Government. “Best value” is defined as the Offer that results in the most advantageous solution for the U.S. Government, in consideration of technical, cost, and other factors. In accordance with FAR 15.101, there are two Best Value approaches: 1) Cost/Technical Tradeoff; or 2) Lowest Price Technically Acceptable (LPTA). Nathan Associates’ technical evaluation team has determined that the “Cost/Technical Tradeoff” methodology is most appropriate for this RFQ.

1.18 Terms and Conditions

Any award as a result of this RFQ will be subject to Nathan’s standard terms and conditions. Nathan’s standard payment terms are net 30 days after the submission of a proper invoice and acceptance of the deliverables by authorized Nathan Associates personnel.

1.19 Language

Proposals must be in English and Vietnamese.

1.20 Background Check

Offerors should not be in the Excluded Parties List (www.sam.gov [3]), and the SDN list of the OFAC (https://sanctionssearch.ofac.treas.gov [4]).

NOTE: We may add additional requirements as needed. For example, if we are requesting a budget, we can ask the bidders to send the budget in Excel (which is not password-protected); we can specify file/email size that our servers can handle, etc.