Remote Copy Editor Consultant for Various Programs

REQUEST FOR PROPOSALS

Issue Date:              23 April 2024
Proposal Due Date:       3 May 2024
Anticipated Award Date:  10 May 2024

To Whom It May Concern:

IREX (International Research & Exchanges Board) is seeking quotes from qualified respondents to provide copyediting services for various programs and activities across the IREX Global Programs portfolio. More information on the IREX Global Programs portfolio can be found here.

The anticipated award will be a Master Services Agreement. IREX reserves the right to withdrawal this request for proposal at any time up to the award of the contract.

Proposal Requirements
Firms interested in providing some or all of these services must submit a proposal, including the following:

 

• A breakdown of costs, including a cost chart of rate per word for editing services, fees and taxes.
• Documentation showing proof of experience and qualifications as a vendor (CV, certification, company registration or business registration, diploma, etc.)
• List of three prior clients that have utilized the offeror’s services and their contact details.
• The days of the week worked at the discretion of the vendor that falls within customary local business hours, and any annual periods where the vendor will be unable to provide services (holidays, etc).
• A detailed description of the method used to perform the tasks outlined below and sample work which demonstrates the vendor’s ability to: 
  • Review and correct written material to improve accuracy, readability, and fitness for its purpose.
  • Ensure that written material is free of error, omission, inconsistency, and repetition. 
  • Resolve acronym usages and ensure appropriate passive/active voice; and
  • Provide guaranteed coverage during the agreed-upon periods of editing, with no lapses in service.
  • Provide a dedicated point of contact for service and availability of additional support during editing periods throughout the year if needed.

Skills and Experience
 

• Experience working with international clients and experience editing reports in English written by non-native English speakers.
• Experience synthesizing contents written by multiple individuals to enhance overall coherence of written material.
• Familiarity with SharePoint and Microsoft Office Suite
• Availability for planning, update, and wrap-up meetings online video conferencing during EST working hours.
• Ability to maintain confidentiality of sensitive program materials with care and general professionalism.
• Ability to adhere to IREX style guidelines.
• Ability to respond to quick deadlines.
• Willingness to negotiate any changes to proposed timeline according to project requirements and staffing needs.

Renewal
IREX reserves the right, based on availability of funding and vendor performance, to enter into subsequent contractual agreements with the winning vender for a period of up to 3 years without issuing a new RFP. 

All noted specifications represent the minimum acceptable requirements. Submissions are welcome to provide alternative specifications as long as all meet or exceed the above-mentioned specifications.

Proposals must be accompanied by a budget in sufficient detail to determine the price elements, and all associated costs and fees and any expected fees, if applicable or present.

Proposal Submission
If you are interested in furnishing this service, please e-mail a proposal to tdickerson@irex.org Attn: Tyler Dickerson. All submissions should reference the following title:

IREX GP FY24-001

The submission must include the following:
 

1. Proposal providing a general overview of a service provider, services offered, and a summary of relevant experience, including all relevant information under “Proposal Requirements”
2. Proof of Certification(s) if applicable
3. Annex “A”, Price proposal filled out with applicable rates or similar formatted quote.

If you decide to submit a proposal, it must be received no later than 5:00 p.m. Eastern Standard Time on 3 May 2024. Late submissions will only be considered if in the best interests of the project, and then at IREX’s sole discretion. All proposals and included pricing quotes submitted must be valid for a period of not less than sixty (60) calendar days from the closing date indicated above.

Proposal Evaluation
Proposals will be evaluated according to the following criteria:

 

• Overall price competitiveness.
• Sufficiency/applicability of previous experience and editing methodology outlined
• Organizational/professional capacity.
• Flexibility and customer service.
• Reputation

Evaluation and ranking of proposals will be done by IREX in Washington, DC.  IREX may at its discretion ask for additional information or perform site visits.

For any questions related to this solicitation, please contact:

Tyler Dickerson
Procurement Officer II
TDickerson@IREX.org  
+ 202 628 8188
IREX
1275 K Street, Suite 600
Washington, D.C. 20037

Annex “A”: Offer

 
Price (Offer): Item No.DescriptionPrice (USD)Note:

Price per word (# of words of the original document)to copyedit a document Please note the minimum “turnaround” time needed.
 

Any additional FeesFor Example: a “rush” fee

Any applicable taxes
 

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