REQUEST FOR PROPOSALS

Issue Date:              December 20, 2023

Proposal Due Date:       January 5, 2024

Anticipated Award Date:  January 2024

To Whom It May Concern:

IREX (International Research & Exchanges Board) is seeking quotes from qualified respondents to provide copy editing services in support of Ukraine National Identity Through Youth (UNITY). UNITY is seven-and-half-year, USAID-funded program that supports youth leadership towards a values-based Ukrainian identity. The enclosed request is for an estimated total of 56 hours of copyediting services between January and March 2024, with a possibility to extend beyond March. Examples of content to be edited include PowerPoint presentations, bi-weekly reports, quarterly reports, success stories, one-pagers and other donor reports on an as-needed basis. The precise contract period and exact hours of support will be determined during the drafting of the contract.

IREX reserves the right to withdraw this request for proposal at any time up to award of the contract.

Proposal Requirements

Vendors (copy editing firms or editors) interested in providing this service must submit a proposal, which includes the following:  

• A breakdown of costs, including a cost chart of rate per hour for editing services, fees and taxes.
• Documentation showing proof of experience and qualifications as a vendor (CV, certification, diploma, etc.) 
• List of three prior vendors that editors/firms have worked with and their contact details
• 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 
• Submit reports to IREX electronically in a Microsoft Excel file,

• Guaranteed coverage during the agreed-upon periods of editing, with no lapses in service. 
• A dedicated point of contact for service and availability of additional support during editing periods throughout the year if needed.
• 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.). 

IREX reserves the right to comment on, and request revisions to, any deliverables prepared by the vendor. Provided such comments and requested revisions are conveyed in a timely manner, any changes required shall be completed by the vendor within the timeframe requested by IREX. All proposals should include a statement of commitment to this revision process.  

While not required, the following criteria are preferred: 

• Bachelor’s degree in a relevant field or certification of expertise in copy-editing. 
• Minimum of 5 years’ experience editing various forms of content, including quarterly reports, one-pagers, and presentation decks.  

• 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 Excel. 
• 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

Proposals must be accompanied by a cost breakdown in sufficient detail to determine the price elements, and any costs must be clearly explained.

Proposal Submission

If you are interested in furnishing this service, please e-mail a proposal to DTheodros@irex.org.

If you decide to submit a proposal, it must be received no later than 5:00 p.m. Eastern Standard Time on the closing date indicated above (January 5, 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:

1. Overall price competitiveness.
2. Sufficiency/applicability of previous experience and editing methodology outlined
3. Organizational/professional capacity.
4. Flexibility and customer service.
5. 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:

Daniel Theodros

Program Associate

DTheodros@IREX.org  

IREX

1275 K Street, Suite 600

Washington, D.C. 20037