Notice and Request for Quote - Oregon DOJ - Copy Editor Services 3-18-22.pdf

www.doj.state.or.us

DEPARTMENT OF JUSTICE

ADMINISTRATIVE SERVICES DIVISION

NOTICE & REQUEST FOR QUOTATION (RFQ)

This RFQ and notice is pursuant to OAR 125-247-0270 which requires notice to be posted to the public that the Agency is seeking a minimum of 3 bids.

DATE: March 18, 2022

CONTACT: Ashley Buol, Procurement and Contract Specialist ashley.buol@doj.state.or.us (email) 503-428-7444 (phone)

SUBJECT: Copy Editor Services – Oregon Department of Justice

REFERENCE: OregonBuys Solicitation Number: S-13700-00002525

The Oregon Department of Justice (DOJ) is seeking price quotes from qualified Proposers to provide Copy Editor Services (“Services”) for its Crime Victims and Survivor Services Division (CVSSD) human trafficking vignettes project (“Project”) under the authority of ORS 279B.070 and OAR 125-247-0270. The Project was created by the DOJ Trafficking Response and Intervention Program (T.R.I.P.) and is based on “In Her Shoes/In Their Shoes” developed and owned by the Washington State Coalition Against Domestic Violence, Seattle, Washington. To create the simulation, the T.R.I.P team collaborated with trafficking survivors, advocates, and service providers to compile stories from individuals who were trafficked. Lived experience and the resulting vignettes are the most valuable components of the Project. Proposers should note that the vignettes include traumatic content, including descriptions of child abuse, child neglect, child sexual abuse, sexual assault, domestic violence, drug abuse, suicide, and homicide.

The successful Proposer will provide DOJ with a quote which describes how they will provide the Services on DOJ’s behalf, in the context of the Project, while addressing the General Requirements and Minimum Qualifications described below. If any Deliverable requires a lower level of effort than initially anticipated, Contractor and DOJ will reallocate available funds to include additional Deliverables, as agreed upon in writing by both parties.

Document Specifications:

To aid Proposers in submitting accurate proposals, a brief description of the documents for which Services are required and an estimated count for each has been included below.

1) Project Facilitator Guide: The Guide will not exceed 50 pages. Services described in items a – f of the General Requirements Section below will be required for this document.

2) Project Vignette Cards: There are seven stories (referred to here as “vignettes”).

Each vignette consists of approximately 5,500 to 9,900 words, for an average of 8,200 words per piece. Services described in item d (proofreading) and e (formatting) of the General Requirements Section will be required for this document.

ELLEN F. ROSENBLUM

Attorney General

FREDERICK M. BOSS

Deputy Attorney General mailto:Ashley.buol@doj.state.or.us

Copy Editor Services RFQ– Oregon Department of Justice

General Requirements:

Quotes must include a detailed explanation of the Proposers’ ability to provide Services for the documents described above, with an emphasis on Accessibility, including:

a. Conceptual Editing: Conceptual editing services include both story map and content editing for the Facilitator’s Guide. This includes looking at the goals of the activity, focusing on organization and structure, and suggesting additional content.

b. Content Editing: Content editing services include offering corrections, pointing out incomplete sections, evaluating for tone and voice, and offering advice on flow and construction of the document.

c. Copy Editing: Copyediting services include editing the Facilitator’s Guide for grammar, punctuation, and style as described by DOJ.

d. Proofreading: Proofreading services include giving a final review of the guide and cards for typos, punctuation, consistency, etc. before going to print.

e. Formatting: Formatting services include changing the appearance of text to create consistency and fit within the space. It also includes improving the visual design of documents to make them easier to use and ensuring that printed documents are accessible to those who have visual impairments.

f. Plain English Editing: Plain English editing includes ensuring that the target audience finds what it needs, understands what it finds, and uses what it finds to meet its needs.

Proposers must also detail in their proposal their approach for conducting periodic meetings with DOJ and the costs associated with these meetings. DOJ anticipates no more than six (6), one-hour meetings throughout this engagement including a kickoff meeting, a debrief meeting at the engagement’s conclusion, and 3-4 periodic planning and conceptualization meetings in-between.

Minimum Qualifications:

Proposer must:

1. have experience providing Services similar to the ones described in this RFQ. Relevant experience within the past 24 months is required.

2. have the ability to provide seamless and professional services.

3. demonstrate a thorough understanding of the requirements found in the General

Requirements Section above.

Submission Requirements Proposers must include in their submission:

1. a description of their proposed approach explaining how their quote addresses the General Requirements and Minimum Qualifications above,

2. a cost proposal,

3. two references with contact information, for which Proposer has completed similar work within the past 24 months,

4. a summary of all education, training, certifications, endorsements, or related competencies which make the Proposer qualified to provide these Services.

5. a summary of their experience with and philosophy on providing Services for projects involving sensitive topics, such as inter-personal violence and/or human trafficking.

Copy Editor Services RFQ– Oregon Department of Justice

Method of Award:

DOJ will be reviewing responses for the quote that will best serve the interests of DOJ, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110.

DOJ reserves the right not to award a contract if it is in the best interest of DOJ. DOJ does not guarantee any minimum amount of work under any resulting contract. Any reference to brand names is meant as descriptive not restrictive. Alternate bids will be considered on products, which meet or exceed products indicated on quote. Proposer is to mark clearly alternate proposals.

If selected for award of a Contract, Proposer shall be required to certify during the term of the contract or the duration of Executive Order 21-29, whichever expires or terminates first, that contractor has obtained Proof of Vaccination from all Workers providing goods or services at a DOJ Worksite are Fully Vaccinated against COVID-19 or have met the requirements for an exception under paragraph 6 of Executive Order 21-29 ExecutiveOrder21- 29_ContractorFAQ.pdf (oregon.gov).

Questions:

Questions must be submitted in writing (via email) to Ashley Buol at ashley.buol@doj.state.or.us. All questions must be submitted no later than 3:00 PM PST on March 24, 2022. No questions will be accepted after this deadline.

Quote Submission:

Quotes must be e-mailed to Ashley Buol at ashley.buol@doj.state.or.us by 3:00 PM PST on March 28, 2022. Proposals should include the reference number (Solicitation Number: S-13700- 00002525) listed above. Bids received after this closing time will not be considered. It is the bidder’s responsibility to make sure the bid is received by DOJ before the closing time.

https://www.oregon.gov/das/Procurement/Documents/ExecutiveOrder21-29_ContractorFAQ.pdf https://www.oregon.gov/das/Procurement/Documents/ExecutiveOrder21-29_ContractorFAQ.pdf mailto:ashley.buol@doj.state.or.us mailto:ashley.buol@doj.state.or.us