RFP for Communication and Positioning Services
Section A: Request for Proposals (RFP) Overview
RFP No: 2024-IYC25-001
RFP Title: COMMUNICATION AND POSITIONING SERVICES
RFP Issued By: NCBA CLUSA
Issuance Date: 13 December 2024
Registration for Information:
To ensure you receive modifications to the RFP, send an email to jmanning@ncba.coop requesting that your organization be put on the distribution list.
Submission of Questions regarding the RFP:
Questions regarding the RFP should be submitted in writing to jmanning@ncba.coop no later than 20 December 2024. NCBA CLUSA will send answers to questions to all registered parties.
Closing/Submission Date and Time: 27 December 2024; 5:00PM EST
Language of Applications: The technical and cost applications must be in English.
Instructions for Submission of Applications:
In order to be considered, one soft copy of both the complete technical and cost application must be delivered to jmanning@ncba.coop by the closing date and time. See Section E of the RFP for detailed delivery instructions.
Estimated Period of Performance: The estimated period of performance is 1 January 2025 –
1 July 2025.
Award:
A Fixed Price Contract award is anticipated. Issuance of this Request for Proposals does not constitute an award commitment on the part of NCBA CLUSA nor does it commit NCBA CLUSA to pay for costs incurred in the submission of an application.
SECTION B: DESCRIPTION OF SERVICES/GOODS
I. BACKGROUND
The 2025 International Year of Cooperatives (IYC2025) is a global celebration launched by the United Nations to lift up cooperatives as people-centered businesses that build a better world. Under the theme “Cooperatives Build a Better World,” the UN is elevating the critical role co-ops play in building the economy, strengthening democracy and creating a sustainable future.
NCBA CLUSA is partnering with the research and design firm Labrador to produce a Co-op Impact Report that will anchor our public awareness and advocacy efforts in 2025, generating meaningful impact and engagement among NCBA CLUSA’s members and stakeholders. Based on economic and impact statistics from cooperative associations, 70+ cross-sector co-ops in the U.S. and other sources, the report will provide the foundation for an IYC2025 toolkit and social media campaign.
This report will also inform and provide new angles for a visibility strategy for cooperatives in 2025. In partnership with a communication and positioning services firm, NCBA CLUSA seeks to establish the association as a thought leader and subject matter expert on the social and economic impact of cooperatives in the U.S., while building the brand awareness and credibility of NCBA CLUSA as the primary voice in the U.S. for people who use cooperatives to build a better world and a more inclusive economy. The following scope of work outlines the objectives the firm will deliver on over six months. A follow-on consultancy through the remainder of 2025 may be explored.
II. OBJECTIVES
- Develop pitch topics and key issues along with a Q1 2025 messaging matrix that outlines themes, audiences and potential angles, while remaining flexible enough to respond to current events or emerging opportunities.
- Build a list of journalists, editors and producers that align with the messaging matrix to secure visibility and coverage of identified topics/key issues by Tier 1 national media by leveraging existing relationships of trust and/or using a media monitoring tool.
- Build a system to regularly identify, assess and pursue existing and emergent opportunities for media visibility, whether in print/digital or broadcast.
- Develop, draft and place 4-6 op-eds that advance awareness of and/or advocacy for identified topics/key issues.
- Secure 4-6 print/digital or broadcast interviews that advance awareness of and/or advocacy for identified topics/key issues.
- Identify, assess, recommend and pursue 4-6 opportunities for NCBA CLUSA spokespeople to join media-hosted Once secured, provide background information on the event, other panelists, key topics to be addressed and—in partnership with NCBA CLUSA—develop talking points. When possible, seek questions in advance.
- Work with NCBA CLUSA’s social media team to maximize the visibility of media engagements secured as part of this contract.
- Provide three media trainings for spokespeople selected by NCBA CLUSA on how to be effective in both in-person and online interviews, how to navigate critical questions and how to consistently convey NCBA CLUSA’s key messages.
- Provide expert counsel and best practices on all aspects of media engagement during the term of this contract.
III. REQUIRED EXPERIENCE
- Proven track record of securing visibility opportunities for associations, nonprofits and similar organizations in both major print and electronic media, as well as placing speakers on high-visibility
- Familiarity and experience with cooperatives is
- At least three excellent
DELIVERABLES AND PAYMENT SCHEDULE
| Deliverable | Estimated Date of Completion and Percentage of Payment |
| #1. Messaging matrix with pitch topics and key issues | February 1, 2025 |
| #2. List of journalists, editors and producers that align with the messaging matrix to secure visibility and coverage of identified topics/key issues by Tier 1 national media | February 1, 2025 |
| #3. Develop, draft and place 4-6 op-eds in Tier 1 national media that advance awareness of and/or advocacy for identified topics/key issues | July 1, 2025 |
| #4. Secure 4-6 print/digital or broadcast interviews that advance awareness of and/or advocacy for identified topics/key issues | July 1, 2025 |
| #5. Identify, assess, recommend and pursue 4-6 opportunities for NCBA CLUSA spokespeople to join media-hosted panels. Once secured, provide background information on the event, other panelists, key topics to be addressed and—in partnership with NCBA CLUSA—develop talking points. When possible, seek questions in advance. | July 1, 2025 |
| #6. Work with NCBA CLUSA’s social media team to maximize the visibility of media engagements secured as part of this contract. | July 1, 2025 |
| #7. Provide three media trainings for spokespeople selected by NCBA CLUSA on how to be effective in both in-person and online interviews, how to navigate critical questions and how to consistently convey NCBA CLUSA’s key messages. | July 1, 2025 |
MAXIMUM VALUE OF CONTRACT $70,000.
SECTION C: Application and Award Process
- Who can submit applications?
- Non-profit entities
- For-profit entities
- Universities
- Individuals
- How to submit an application
See Section E of the RFP for full instructions on the delivery method and contents of the applications. Incomplete applications might not be considered.
- What should we do if we have questions or need assistance to prepare an application?
Submit question in writing by 20 December 2024 to jmanning@ncba.coop. Telephone inquiries will not be accepted. Answers to questions will be sent out to all registered parties.
- Amendments to the RFP
Amendments to the RFP will be issued in writing to all parties who have registered their interest with NCBA CLUSA.
- How do I register in order to receive notifications or amendments to the RFP?
Any parties who have contacted NCBA CLUSA in writing to receive a copy of the RFP are automatically registered to receive amendments and notifications. All others should send an email to jmanning@ncba.coop.
- What is the estimated timeline for submission, notification, award, and implementation?
Applications must be submitted by the due date indicated on the cover page of the RFP.
The selection process will take place in December 2024 and Applicants can expect to be notified of decisions on or about 30 December 2024. Contract activities are expected to begin around 1 January 2025, pending successful completion of negotiations, and the checking of references.
The estimated period of performance is 1 January 2025 – 1 July 2025 (6 months).
- What type of award will be made?
A Fixed Price type Procurement will be made.
- How will applications be evaluated?
Applications will be evaluated by a Selection Committee of experts from NCBA CLUSA. The Selection Committee will use the evaluation criteria in Section D of the RFP to make a selection.
- What are the minimum eligibility requirements for an application?
The following requirements need to be met in order for an application to be reviewed:
- The application must be submitted by the due date and time
- The application must be complete
- The application must cover all the services required under this RFP
- Can a joint venture submit an application, or can a Sub-contract be included in the application?
A joint venture is a legal arrangement where two entities jointly undertake work as equal partners. To be eligible for award, a joint venture must be an entity with legal status – please contact jmanning@ncba.coop to verify whether your joint venture is eligible for award before submitting an application.
A sub-contract occurs when the Contractor contracts part of the work to another entity. A sub-contract can be included in the application so long as the work being done by each entity is clearly defined in the application.
- Can profit, fee, or a ‘contingency’ line item be budgeted?
The budget can include profit or fee but cannot include a contingency line item.
- What will be required for the issuance of an award?
NCBA CLUSA may request additional information to clarify or substantiate information provided in the application or may request revisions to the proposed approach or personnel.
After selection, NCBA CLUSA will negotiate the award cost with the selected applicant.
A contract will be awarded after the selected Applicant undergoes mandatory due diligence and after references have been checked.
- What will be required after an award is made?
Section B describes the Services that will be required of the Contractor. Periodic meetings with NCBA CLUSA technical advisors will be required.
SECTION D: Evaluation Criteria
Applications will be evaluated in accordance with the criteria set forth below. To facilitate applications, Applicants must organize the sections of their applications in the same order provided in Section E of this RFP.
- Technical & Cost Evaluation
| Criteria
To be defined for each Contract |
Maximum Possible Points |
| A. Technical | |
| · Work Sample | 15% |
| · Technical Approach | 20% |
| · References | 15% |
| B. Cost Breakdowns | |
| · Cost | 35% |
| C. Personal & Management | |
| · Proposed Staffing Expertise | 15% |
| Maximum Score: | 100% |
SECTION E: Application Outline and Guidance
- Overview
To be eligible for consideration, applicants must use the Application Outline provided in this section.
The completed Technical and Cost applications must be delivered at the submission address on or before the submission deadline. After the deadline for submission of applications, the Technical Application shall be reviewed by the evaluation committee. The Cost Application shall remain sealed until the Technical Applications have been evaluated. Applications less than the page limit will not be penalized.
The applications should be delivered to the following address: jmanning@ncba.coop
The technical application should not exceed 20 (twenty) pages using the page limit guidance listed below. Attachments and the cost application are NOT included in the page limit. Applications less than the page limit will not be penalized.
One soft copy of the technical application must be submitted clearly marked “Technical Application (Applicant Name) – RFP-IYC25-001”. One soft copy of the cost application must be submitted in the same email clearly marked “Cost Application (Applicant Name) RFP-IYC25-001”.
The email subject line must include the RFP number and state which organization is submitting the application.
Applicants are reminded that presentation and legibility are important factors. Please do not reduce the size of tables or charts to the point that they are not legible. We suggest that you do not submit applications in color or using high-resolution graphics.
Each page should be numbered.
NCBA CLUSA is not responsible for any costs incurred by the Applicant for preparing, submitting, or revising the application.
- Technical Application Outline
The Technical Application must include the checklist, the following sections (which must be within the page limits set for each section), and attachments.
| Technical Application Checklist | |
| Section 1: Cover Page | (limit of one page, use the provided form, will not count toward limit) |
| Section 2: Work Sample | (limit of 3 pages) |
| Section 3: Technical Approach | (limit of 3 pages) |
| Section 4: Proposed Staffing Expertise | (limit of 10 pages;
Limit of 2 pages per CV, limit of 5 CVs) |
| Section 5: References | (limit of 2 pages) |
| Required Attachments to the Technical Applications : | |
| Attachment A: Project Organizational Chart (1 page, will not count toward limit) | |
- Cost Application Outline
Limit 2 pages.
| Cost Application Checklist | |
| Section A: Cost Application Cover Sheet | (limit of one page, use the provided form) |
| Section B: Budget | (limit 2 pages) |
- Application Sections and Contents
The Applicant must follow the guidance given in the rest of this section as to required format and contents of the application. The sections have been designed to correspond to the evaluation criteria.
TECHNICAL APPLICATION CHECKLIST
(Please check all that apply and include this page with the application)
Have you?
Submitted your technical and cost applications to NCBA CLUSA in a sealed envelope containing a hard and soft copy of the technical application and a separate sealed envelope containing a hard and soft of the cost application by the required deadline?
Does your Technical application include the following?
Section 1: Cover Page (not more than one page using the form provided)
Section 2: Work Sample (not more than 3 pages)
Information on Subcontractor, if applicable
Section 3: Technical Approach (not more than 3 pages) – Describe methodology to achieve the Objectives listed in Section B.
Section 4: Proposed Staffing Expertise (not more than 10 pages, maximum 2 pages per CV, maximum 5 CVs)
Section 5: References (not more than 2 pages)
Attachment A: Program Organizational Chart
Technical Application Section 1: Cover Page
[Use this form or create one in this format]
| Name of Organization: | Primary Address: |
| Contact Name:
(This must be an individual with the authority to negotiate and enter into a subagreement)
Title: |
Telephone:
Email (at least two): Website: |
| Type of Entity: (check one)
Non Profit For Profit Other (specify) |
Year registered in <INSERT Country>: |
Authorized Signatory:
Name and Title:
Date:
COST APPLICATION CHECKLIST
(Please check all that apply and include this page with the application)
Have you?
Submitted your technical and cost applications to NCBA CLUSA in a sealed envelope containing a hard and soft copy of the technical application and a separate sealed envelope containing a hard and soft copy of the cost application by the required deadline?
Does your Cost Application include the following?
Section A: Cost Application Cover Page (template provided)
Section B: Budget
For the Budget, Have You:
Included a detailed budget for any Subcontractors? NOT included a contingency line item?
Cost Application Section A: Cover Page
[Use this form or create one in this format]
| Name of Organization: | Primary Address: |
| Contact Name:
(This must be an individual with the authority to negotiate and enter into a Contract) Title: |
Telephone:
Email ( at least two): Website: |
| Type of Entity: (check one)
Non Profit For Profit Other (specify) |
Year registered in <INSERT Country>: |
Authorized Signatory:
Name and Title:
Date:
Cost Application Section C: Budget Guidance
- General
a. Applicant should provide a detailed budget that allows NCBA CLUSA to understand the cost of proposed activities. This includes a budget with information including, line item cost description, unit cost, number of units, and totals. The purpose of this budget is to allow NCBA CLUSA to assess whether the cost proposed is realistic and allowable.
- Salaries and Benefits
a. Include job titles and
b. Each position to be funded under the program which appears in the program organization chart (Attachment A of the Technical Application) should be listed in the budget detail and a level of effort provided.
c. List all positions on separate lines on the
- Consultants
a. Show the specialty, name, daily or monthly rate, and number of days or months
- Travel
a. Include travel that staff and/or consultants will be taking to support the program at the onset of their responsibilities or as part of their routine activities such as supervision and monitoring.
b. Include who will be traveling, number of trips, and amount for each Identify point of origin and destination.
- Other Direct Costs
a. Lines have been provided for typical other direct costs such as
- Equipment
a. Provide the explanation for the need for equipment in the Budget
- Subcontracts
Provide a detailed supporting budget for any Sub-contract costs.
DO NOT USE THE BELOW APPLY NOW BUTTON TO APPLY. FOLLOW THE INSTRUCTIONS IN SECTION E.
Apply now