Questions_and_Answers.docx

Questions and Answers: AG-63PX-S-16-0007

· Question: Can FS provide its definition or parameters for what constitutes an "acceptable" delivery (Is there a website I can direct them to)? Answer: A delivery of all products by the contractor by the agreed-upon (via work order) deadline. With approval by the COTR, the method of delivery could me via email; hard-copy shipping or mailing requires a tracking method with Fed Ex, UPS, or a similar service with the USPS.

· Question: Is the work deliverable quantified by the page or by terms? Answer: Page

· Question: Can the Forest Service provide samples (one or two paragraphs) that demonstrate editing needs at levels A, B, and C? Answer: No, we cannot.

· Question: Section B, Background, states that the contractor will prepare files “that will be used for publications, both printed and electronic.” Does the preparation of files for layout (section F.5.a.iii and iv), “in a format required for layout,” include meeting government requirements for accessible electronic publishing, i.e. Section 508 compliance? Answer: At this immediate time (for fiscal year 2016) no; in the future it may include this.

· Question: Should applicants list hourly rates for the "Consultation with Author" and "Consultation with Editorial Staff" items in the Schedule of Items? Answer: Yes, hourly rates are acceptable.

· Question: The words per page described in the solicitation for Format I, II, and III seem to apply to the finished deliverable—we found several documents on the website for the Northern Research Station in St. Paul (http://www.nrs.fs.fed.us/locations/#table) that display 400–650 words per page. However, usually a manuscript is a standard font (Times Roman 12 point), double-spaced lines, 8.5” x 11.0” page, 1-inch margins, and this format has a much lower word count per page such as 250–300. The productivity rates seem to reflect a manuscript page instead of a finished page. Please verify that our pricing should be based on the manuscript. Answer: Yes, by manuscript page.

Question: Because of the variability of word density per page, is it possible to provide a pricing schedule that uses words as the units instead of pages? This will yield a more accurate estimate per project because the schedule of items does not include pricing categories for the different word counts per page of Format I, II, and III documents. OR, may we modify the pricing schedule to include Formats I, II, and III? Answer: I would suggest a schedule that lists page rates for the most common format (Format I); that is the rate that we will be most interested in. Page rates for the other formats can be extrapolated from the Format I document.

Question: Are the authors, editorial staff, and other stakeholders authorized to download and use software “widgets” that facilitate collaboration. Answer: Unfortunately not for the Forest Service authors (sometimes, FS collaborators are authors, and may have access or options to install such software.)

Question: Under Technical Requirements, item 3 – Editing, the solicitation lists the Staff Qualifications as meeting the standards as defined in the U.S. Office of Personnel Management Handbook X-118 , General Schedule Qualification Standards for GS-1082. However, Standard 1082 (Writing and Editing Series, 1082) lists no Individual Occupational Requirements. Could you please provide the verbiage for this standard, or if this is not correct, then please provide the correct standard. Answer: Occupational Standards describe what a person in a particular occupation needs to know and be able to do to be considered ‘capable’ in the occupation. In general, ‘capable’ means that a person has the level of skills, knowledge, and abilities required to do a job effectively, safely, and properly. I believe that “no individual occupational standards” refers to the fact that to be qualified for this position, a person does not have to meet an exact set of criteria regarding education and experience. I have worked with an editor that has PhD in chemistry, and another that has not completed a bachelor’s degree. But through a combination of education and experience they have mastered the ‘trade’ so to speak. A resume listing work history and a list a reference will allow us to verify these.

Question: In the “Minimum Daily Productivity Standards,” a minimum number of pages are given per 8-hour day. Because MS Word pages can differ in the number of words pages contain, can we extrapolate the total number of words in the entire MS Word document and arrive at a total number of standard MS Word pages based on an industry standard of 250 words per manuscript page? Answer: Yes -We are sorry for the confusion, and realize our ‘standards’ are higher than industry standards. The standards we used were identical to the past two solicitations for this type of work. We have, and will continue, to work with contractors in establishing reasonable deadlines based on the manuscript complexity and the editor’s workload. If the editor cannot meet the requested “due by” date that is stated in each request for proposal, he or she can either suggest and alternative (which would be subject to negotiations) or decline the project.

Questions: Terms per Image Area (Section C, F.2)Under 2, Task Items, Formats I, II, and III are discussed. Each has a different page size and number of “terms” per “image area.”Is a “term” the same as a “word”? If not, can you please define “term”? Also, is this in reference to a page in a MS Word document or to a typeset page? Answer: Usually, terms refers to words but it can include characters (i.e., mathematics symbols) ; MS Word doc.

Question: Is this traditional proofreading, in which we compare the Word document with the typeset version to make sure changes have been made and queries addressed? Or is this a cold read of the typeset version? Answer: The former.

Questions: Please describe what preparing manuscript files for layout entails. For example, is this basically accepting changes after edits are approved and cleaning up the resulting text in the Word document? Answer: Accepting the changes and cleanup is certainly part of it. We also want to see the files ‘organized’ in a way that can be easily understood by the layout person. Often, our projects involve dozens of figures and tables. These need to be organized, files named appropriately, etc. Sometimes, authors inadvertently omit a figure; or they include an incorrect (or not corrected) version of a figure. These are all types of things involved in prepping for layout.

Question: It would appear that preparing manuscript files for layout should be charged at the same rate as proofreading. However, no dollar signs are in the unit price and extended price columns. Please confirm that this is a chargeable item and that my understanding is correct. Answer: It is chargeable. One option would be at a proof-reading rate (per page); another option would be hourly, such as with consultations.

Question: When discussing deliverables, the solicitation states, “Editor shall complete this task by obtaining a final manuscript, with all related files, in a form ready for layout in accordance with the technical specifications herein or internal standards provided by the Task Order.” Does this mean we always accept changes to the manuscript that the author or we, as the contractor, have made to prepare a final manuscript ready for layout? Answer: I would describe the process more as a negotiation with the author. My experience is that 90 % of the changes suggested by the editor are accepted by the author; for the other 10 %, the author may have a (legitimate) reason for not accepting, or may offer a different ‘fix’ to the issue. The editor and author would need to agree on those 10 % items. In cases where an issue(s) cannot be resolved, the government’s COTR would be the “decider”.

Question: Under item ii, subitem b, the solicitation states, “Pricing for Task items on the Schedule of items should include overhead costs, such as consultation of Contractor with Government employees.” Can you confirm that consultation with the author should be included in the pricing for task items on the Schedule of Items as well? Answer: Consultation it typically based on an hourly rate.

Question: Directly above item 3, Editing, the solicitation states, “Detailed instructions covering basic, standard grammatical rules, spelling, abbreviation, or writing style, or detailed instructions on the preparation of related drafting, illustrating, or other art and graphic services may not be included in all orders for services.” However, on the Schedule of Items, there is no place to submit costs for drafting, illustrating, or other art and graphic services. Please address. Answer: Drafting, illustrating, or other art and graphic services will not be part of the projects for this contract. The sentence was intended to relay the fact that not all orders will include all tasks.

Question: When the solicitation discusses “Releases,” is that the same as obtaining permissions? Answer: Yes, though typically the author is required to obtain all necessary permissions and releases (of copyright materials for use in his/her manuscript).

Question: When editing is described, the solicitation states that it “may also include developing abstracts, indexes, tables, captions, references, citations, and footnotes.” If the contractor adds content to the manuscript, must the author and/or the editorial staff approve the new content prior to finalizing the manuscript for layout? Answer: Yes, the author would have to approve. What we typically see is that the author fails to include an abstract. The editor could construct an abstract and return it to the author for final approval. Or the editor could ask the author to write an abstract and (if needed) edit it for style and content.

Question: The solicitation states, “In addition to, or instead of, a double-spaced typed manuscript, the Government may order a red-line edit directly on Government furnished manuscripts.” Does this mean that we may be asked to edit on hard copy, or is the red-lining done electronically? Answer: You may be asked to edit on hard copy. However, more and more we are moving toward an electronic editing process. Only a few authors request to have a ‘hard copy’ edit.

Question: How do you define at or above the journey level? Answer: I would define it as less than 2 years’ experience, or perhaps more years, but not in the environmental sciences field.

Question: How do you define senior level? Answer: 10+ years of experience in technical editing.

Question: Does this require forestry-specific contracts or can the work be any science and technology writing? Answer: Any science and technology-type work. Emphasis on environmental science, and emphasis on editing others’ works, not original work.

Question: In Section B of Part 1 Schedule on page 4, “n/a” is associated with author and editorial staff consultation. Does this mean we cannot charge for the time, or does it just mean that the column head (“estimated quantity/number/pages”) doesn’t apply to the work? Answer:It means it doesn’t apply to the work; typically, consultation is billed by the hour, not page.

Question: Under E. Key Personnel on page 8, it’s suggested that standards for Project Manager and Senior Writer/Editor are available at http://www.opm.gov/qualifications/SEC-III/A/num-NDX.HTM. However when we use the link, the website says “there are no individual Occupational Requirements for this series.” However, we do find some requirements for the 1083 series (Technical Writing and Editing Series), but searching further, we see that the ACWA Test requirement is for only GS 5/7, not 9, 12 or 13. Are there specific requirements we should know about before submitting our proposal? Answer: We are looking for editors with a combination of educational and experiential work history.

Question: Continuing under E. Key Personnel on page 8, the Project Manager is listed as a GS-13 and the Senior Writer/Editor is listed as a GS-12, but later on under F. Technical Requirements, 3. Editing, b. Contract Management Requirements, staff are defined as GS-12 and a journey-level editor that is GS-9. Would you clarify the required staffing levels? Answer: Each individual or firm that responds to this solicitation would likely have a different structure – everything from an individual working alone (and serving as ‘project manager’ as well as editor) to a company with many individuals in various roles. We did not intend this to be a “required” staffing level (and hence exclude an individual from applying) but rather an overview of the various functions and similar GS-level work to be performed under this contract.

Question: Under Levels of Work on pages 11-12, we have the following questions: Is it assumed that Level A work will be performed at the GS-12 rate? Answer: The GS grade levels listed was intended to show only the qualifying factors (education and experience) for the editor. It was not intended to equate to a ‘rate of pay’ for the contracting work. In other words, if a GS-12 rate of pay is $25/hour, that would not necessarily be what the government would expect to pay for those services by a contractor.

Question: Given the significant overlap of identified editorial responsibility, how is journey-level work being defined? Answer: I would define it as less than 2 years’ experience, or perhaps more years, but not in the environmental sciences field.

Question: If all work is specifically defined, what does the statement at the end, “Work shall be performed by writers or editors qualified at the Senior Level,” mean? Answer: We would expect the person performing this work would have qualifications similar to those described at GS-11 or 12 level.

Question: Under F. Technical Requirements on page 9, there is a reference to red-line edits on Government-furnished manuscripts, but then there are comments regarding editorial markup for non-editorial personnel. Do we correctly interpret the gist of the comments to mean that some editing will be done via Track Changes and some via comments on pdfs? Answer: Yes, and some might be requested as ‘pen on paper’ changes. The type of editing requested will be specified in each RFP.

Question:Though the grid on pages 23-24 says the rate information is for information only, the rates shown appear to out of date. For example, the 2015 annual base rate for GS-12, step 1, is $61,486 (or $30.74/hour for a 2,000-hour year, not including the benefit package). And the current annual locality payment for the Puget Sound (Seattle-Tacoma-Olympia) is $74,896. Would you think it appropriate to bid according to current rates with the annual 1% increase for 2016? Answer: Work under this contract will likely not commence in until 2016, which becomes the base year. Responding to this solicitation with annual increase rates is discretionary on the part of the contractor.

Question: Because this is a solicitation for editing research manuscripts, one could assume that the work would include technical editing as well as editing for organization, clarity, syntax, grammar, and styling conventions. However, none of the tasks that are usually performed by a technical editor are listed in the solicitation. Please identify which technical editing tasks, including those listed below, and are expected. Answer: We believe that if the required rigorous peer review process is followed by the author/scientist, many (most?) of the issues listed below will have been addressed before the manuscript reaches the contract editor. However, I have responded with a “YES” for those items that we might expect of a technical editor:

1. Peer, biometrics, and potential-audience reviews are adequate and have been adequately addressed by the author(s).

2. The suggested publication series (GTR, RP, RB, RN) is appropriate given the material presented in the manuscript.

3. The title is appropriate in length and wording. YES

4. Text is free of unanswered questions or unresolved issues. YES

5. Results and conclusions follow from hypotheses/methods. YES

6. Assertions not supported by data are followed by literature citations.

7. The reporting and interpreting of results is complete and accurate

8. Superfluous material is eliminated or put into an appendix. YES

9. Language is appropriate for the audience.

10. Common species names are followed by scientific names; the use or nonuse of authorities is consistent throughout; spelling, formatting, and capitalization of species names (and authorities when included) are verified. YES

11. English and metric units are correct and consistent within the manuscript (familiar to the intended audience). YES

12. Mathematical calculations are free of errors. All terms in math equations are adequately defined.

13. All citations are complete (no missing information). YES

14. All citations in text are listed in Literature Cited and all citations have text references; when alphas are used to indicate same author(s)/year, the order of citations and text references is correct. YES

15. The selection of a citation, based on its title, is appropriate for the assertion in the text.

16. Author names and dates in text agree with Literature Cited section. YES

17. All required information is included for personal communications, personal correspondences, and unpublished references.

18. Information in text agrees with tables and figures. YES

19. Figures and tables are accurate, uncluttered, and clearly needed to support hypotheses and conclusions; each tells a logical, understandable, and compelling “story.”

20. Tables and figures are independent of text.

21. When appropriate, tables/figures are combined to save space or provide opportunities for comparison. YES

22. Table titles and figure captions accurately reflect the content of the tables and figures. YES

23. Abbreviations in tables and figures are written out in titles or footnotes. YES

24. Tables have logical row and column orientations and understandable labels; all cells contain information, with N/A and em-dash explained in a note below the table; zero never means “no data.” YES

25. Recommendations are made for additional tables, figures, and/or photos to help explain and complement a concept or ease readability of the text.

Question: Will task orders specify deadlines for when the Contractor must return the edited manuscript to authors as well as for when the Contractor must submit the completed manuscript to Government layout personnel? Answer: YES. Often, there is room for negotiation on these timelines.

Question: The solicitation specifies the amount of time the Government has to approve the completed manuscript after submission by the Contractor, but is silent on any enforceable deadlines for author revisions. Would the deadline for author revisions be a part of the Contractor's response to the request for proposal? Answer: No.

Question: What about procrastinating authors? How long must the Contractor await payment when an author puts the manuscript on the back burner for months or years? Answer: The contractor may submit a partial invoice at the time the initial round of editing is complete. Other, interim invoices are permitted and approved based on the amount of work accomplished. We have never had a manuscript “dropped entirely” by an author when a contract editor is involved, so I am not aware of the government obligation for payment of the full amount.

Question: Does the Government have provision in place to ensure that Contractors receive partial payment for work completed when delays by Government authors and their cooperators impede progress? Without such provisions, Contractors cannot stay in business. Answer: Yes, see above Question: By “terms,” do you mean words, characters, or something else (paragraphs 2. a., b., and c. in section F.)?

Usually, terms refers to words and characters Answer: (i.e., mathematics symbols) Is the page double-spaced or single-spaced? Answer: Double spaced.

Question: The productivity rates in the solicitation seem quite a bit higher than government expectations for employees and published industry rates. Please confirm, clarify, or revise in light of the following:

· For a double-spaced U.S. letter sheet with 1-inch margins (defined as containing about 250 to 300 words, depending on the typeface and font), the Editorial Freelancers Association estimates 24 to 80 pages per day for proofreading (compared to 100 in the solicitation), 16 to 64 pages per day for copyediting (compared to 48 to 80 in the solicitation), and 8 to 40 pages per day for technical editing (the solicitation doesn’t seem to distinguish between copyediting and technical editing).

· Assuming a 250-word double-spaced nonresearch manuscript page, 48 pages per day is a standard metric, with the following ranges—32 to 56 pages per day (The Copyeditor’s Handbook, Third Edition, by Amy Einsohn); 32 to 40 pages per day (The Chicago Manual of Style, 16th Edition); 32 to 48 pages per day; (McGraw-Hill Desk Reference for Editors, Writers, and Proofreaders); 40 pages per day (The New York Public Library Writer’s Guide to Style and Usage); 48 pages per day (Substance and Style: Instruction and Practice in Copyediting by Mary Stoughton). Compiled from http://www.copydesk.org/blog/2014/05/01/how-fast-can-you-edit-everybody-say-6-pages-per-hour/.

· From 1994 to 2008, the Southern Station standard was 40 pages per day for styling/copyediting and 16 to 40 pages per day for technical editing. Answer: We are sorry for the confusion. The standards we used were identical to the past two solicitations for this type of work. We have, and will continue, to work with contractors in establishing reasonable deadlines based on the manuscript complexity and the editor’s workload. If the editor cannot meet the requested “due by” date that is stated in each request for proposal, he or she can either suggest and alternative (which would be subject to negotiaitons) or decline the project.

Question: Is the Contractor responsible for any of the actual production of the documents, manuscripts, and publications covered by this contract? When the Government states "type of production planned" (Page 5, A.3), does this mean pdf, html, or print? Answer: This contract is for editing only. No production (layout design, etc.) is included here. It will be solicited in a separate document.

Question: As hand-delivery and/or tracked delivery service can reduce editing/writing time, is the Government open to having documents, manuscripts, and publications, provided in a secure electronic format? Answer: Yes

Question: Will FS provide releases for government furnished material? Will FS require Contractor to secure releases for artwork, graphs, or written materials the Agency wants to use, but does not have a release? Answer: Typically, all material will be furnished by the government. There might be times where the editor might “suggest” an alternative photos or graph, but those instances are rare.

Question: What percentage of the anticipated writing/editing projects require the Contractor to develop abstracts, indexes, tables, captions, references, citations, and footnotes?. Does this work normally occur in documents requiring Level C attention? Level B? Answer: 10-15% projects, though it’s often not a big part of the job. For instance, if the author fails to include a citation in a reference work, the editor might have to query the author to get the information and to develop the correctly styled citation.

Question: On Page 12, Preparation of Files for Layout, 1. states the task includes "assuring all manuscript text is in final form, an includes an abstract, author affiliation library card. . . . . Can you please detail what type of library card is being specified? Is this a Dewey Decimal or Library of Congress classification? Answer: Library card refers to a block of text that includes: 1) citation; 2) abstract; and 3) Key words.

Question: Is the Minimum Productivity Standards for Level A correctly stated in the solicitation? Are these productivity standards negotiable on a job by job basis; as it requires the Contractor to perform a comprehensive review of Government furnished material at a rate of 1.25 pages/hour? Answer: Minimum productivity standards are for double-spaced pages (no single spaced). All schedules are negotiable.

Question: Is the Contractor required/expected to provide original finished artwork, cited in the Task Order? (Page 17, 5, a. ii.) Answer: No. Contractor would be expected to suggest changes in artwork provided by the author.