22SEPBH14 - Attachment A - final.docx

75 Pleasant Street, Malden, Massachusetts 02148-4906 Main Telephone: (781) 338-3000 TTY: N.E.T. Relay 1-800-439-2370

Special Education Planning and Policy Development Copyediting and Document Design Services

Attachment A

Alternate ID: 22SEPBH14 COMMBUYS Document #: BD-22-1026-DOE02-DOE01-68241

Scope of Service:

The Department of Elementary and Secondary Education (the Department) (DESE) is seeking a vendor to provide professional services to proofread and copyedit documents.

· Documents will range from a single page to several hundred.

· Documents may be designed to target audiences such as educators, legislators, or Parents, conversely documents may need to be for general dissemination and available to all.

· Editor may also be asked to rearrange and substantially revise to improve readability while keeping content intact.

· provide professional line editing and document design services to edit professional development materials.

· The Department will provide a style guide, racial equity toolkit, web accessibility requirements and/or template to which the final document designs must adhere.

· Documents may include, but will not be limited to; formal letters, policy statements, PowerPoint presentations and reports of many types including data analysis.

Budget:

This rate contract will be for three (3) years, with the possibility of two one-year renewals, at the Department’s discretion and if vendor performance is satisfactory. This rate contracts approximate obligation $30,000 per annum from approval to June 30, 2024, FY 2025* (July 1, 2024 – June 30, 2025), and FY 2026* (July 1, 2025 – June 30, 2026) *Options to renew are contingent upon approval and funds availability.

Bidder must submit a range of rates (low to high) charged for copyediting services and the basis for the fees, whether hourly, by the page or by the word and explain the conditions that would affect the range in rates. Rates must be all inclusive.

Bidder must also submit a range of rates (low to high) charged for document design services as the basis for the fees, whether hourly, by the page, or by the word and explain the conditions that would affect the range in rates. For document design services, assume any pictures or graphics would be provided by the Department.

PLEASE NOTE: All bid postings such as this one, that are under $250,000 annually, will give preference to Small Business Program Plan (SBPP) registered bidders. Those that are registered SBPP bidders will be evaluated first and if able to meet all the needs of the procurement, will be awarded. Non-SBPP bidders are not reviewed if a SBPP bidder can be awarded. To learn more about the SBPP click here.

Required Specifications:

· Minimum of 5 years’ experience providing copyediting and document design services.

· Proven ability to meet deadlines

· Proven ability to provide line-item edits within very short timelines

· Proven ability to provide edits for a variety of audiences

Preferred Qualifications:

· Masters’ or higher degree in English, Writing, or a closely related field

· Five to seven years’ experience with editing technical documents for educational audiences

· Demonstrates some evidence that they have examined and are working to improve their practices and supports (internal and/or external) from a racial equity lens.

Submission Requirements:

Responses should include the following:

1. A narrative of no more than 4 single-spaced pages describing the services vendor is available to provide. This narrative should also describe the vendor’s qualifications to provide those services, including the required qualifications listed above. The narrative should also include the following:

a. The ability to work within a limited timeframe on short notice.

b. Specific details on your process for proofreading and editing

c. Resumes of no more than two pages for each of the key personnel proposed to support the work

d. Reference Letters from three clients for whom similar work has been conducted

2. One of DESE’s foremost goals is to address inequities in education that exist in the Commonwealth. Describe, in an additional short narrative, your organization’s commitment to and actions taken to ensure equity (this should include efforts within your own organization to support equity and efforts when providing services to clients, as applicable).

3. Inventory of materials you have edited and/or designed. This list should contain between 5 and 20 items and be included in a chart with the following information for each item:

· Completion date / year.

· Title

· Length (in words)

· Type of material (i.e., report, grant, brochure, etc.)

· Target audience

· Brief description / other information (no more than 20 words)

· Optional – Hyperlink (if available online)

Sample:

1. Two editing samples that are included on your inventory. Please only submit two samples.

2. Two design samples that are included on your inventory. Please only submit two samples.

3. Submit a fee schedule as prescribed above.

Responses MUST be uploaded to COMMBUYS. Responses not posted to COMMBUYS will not be considered for evaluation. Do not Email and/or mail responses to the department.

To respond to this bid, please register on the COMMBUYS website. If you need assistance with registering, please contact the COMMBUYS helpdesk at: COMMBUYS@state.ma.us or (888) 627-8283 or (617) 720-3197.

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