Request for Proposals Copy Editing Support (English)
About Interpeace
Interpeace is an international organisation for peacebuilding, headquartered in Geneva, Switzerland. Its aim is to strengthen the capacities of societies to manage conflict in non-violent, non-coercive ways by assisting national actors in their efforts to develop social and political cohesion. Interpeace also strives to assist the international community (and in particular the UN) to play a more effective role in supporting peacebuilding efforts around the world through better understanding and response to the challenges of creating local capacities that enhance social and political cohesion.

In Rwanda, we work with government institutions, international and local actors to address mental health, strengthen social cohesion and stimulate collaborative economic livelihoods as part of our holistic approach to build peace and strengthen the resilience of Rwandan community. For more information about Interpeace, please visit www.interpeace.org 

Background
Interpeace’s Communications Unit leads the organisation’s communications and external relations activities in order to position the organisation’s thought leadership, mobilise resources and engage with the wider public on the support sustaining peace requires. This includes a wide array of publications aimed at sharing lessons learned from field-based peacebuilding, promoting new approaches and issuing policy recommendations. Most of these publications are available for download on Interpeace’s website and are promoted on social media channels.

In order to ensure consistency across all publications and to maximise their impact, Interpeace seeks to hire an independent external provider to deliver high-quality English proof reading and copy-editing services upon request.

Preparation and Submission of Proposals
Interpeace Rwanda Office invites qualified service providers to submit a bid to provide the services described in the attached Terms of Reference, and which form an integral part of the present Request for Proposal (RFP).

The Bidder shall bear all costs associated with the preparation and submission of its proposal, and Interpeace shall not be responsible or liable for those costs, whether direct or indirect, regardless of the conduct or outcome of the RFP, nor if the RFP is cancelled, altered or postponed for any reason. This includes, but is not limited to, any and all costs incurred for pre-proposal clarifications, oral presentations, site visits, and subsequent meetings and negotiations.

All offers shall be prepared in English. Offers shall comprise the following documents:

Technical Proposal
The Terms of Reference (ToRs) of the services requested by Interpeace Rwanda Office can be found in Annex A. The technical proposal should include the following information:

A CV and brief description of the provider’s status and structure including legal status (firm or individual officially registered must provide a business registration certificate issued by Rwanda Development Board -RDB), registration/authorisation to work as independent contractor in compliance with local regulations.
A description of the service provider’s track record in carrying out thorough, high quality English copy-editing work for similar clients in the past 5 years. Track record of mandates by other Rwanda-based clients and/or focusing on prison rehabilitation and reintegration, trauma healing, livelihood and peace building related publications is an asset.

At least 2 samples of past relevant copy-edited and proofread publications of at least 300 words.

Financial Offer
This must contain an all-inclusive rate in Rwandan francs for copy-editing rate.
The cost of preparing a bid and negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment.

All offers to provide the services described in this RFP must be submitted by e-mail to recruitment@interpeace.org with a copy to nyandwi@interpeace.org by 28 February 2023. All submissions must indicate “Offer for Copy Editing Services /English” in the subject line.

Only proposals under consideration will be notified.

Participation in this RFP indicates acceptance of the terms and conditions provided.

Annex 1 Terms of Reference

Subject: Copy Editing Support

Main tasks and responsibilities
Contract modalities
Scope of services requested.
Upon request, the service provider will provide the following copy editing and proofreading services to Interpeace:

Suggesting substantive changes to a draft document to make it more functional and effective for its target audience ( eg, suggest rephrasing, editing etc.).
Identifying redundancies, contradictions, improving logical flows, and structured argumentation.
Checking spelling, as well as acronyms, style, layout problems and reference, etc.
Edit chapter titles, subheadings and table and figure legends for brevity, consistency and parallel construction, and check numbering if appropriate.
Check for and eliminate or query discriminatory, gender or culturally sensitive language.
Ensuring that references and sources are accurately and consistently stipulated, in the correct order.
Ensuring that all cross-references to chapters, sections, subsections, tables, and figures are correct and in the correct format.
Check that illustrations, photos, graphs, and tables are correct and sources are clearly referenced (suggest alternatives where possible).

Status
The selected provider will be granted a status of “pre-selected service provider” as per Interpeace’s procurement manual.
Upon requests from Interpeace Rwanda Country Office with the support of Communications Unit, the provider will be contracted for the delivery of outputs specified and commonly agreed based on the draft publication to review and in accordance with the financial offer submitted in this RPF.

Reporting and coordination
Services under this contract can be delivered remotely. However, the service provider must be available to work with Rwanda time zone.
The service provider will report to the Communications Officer and will collaborate closely with Intepreace colleagues involved in the publication process, including the Country Representative.

Invoicing and payments
The service provider will submit an invoice after each assignment. For convenience purposes and upon agreement between the parties, the service provider can also opt for a monthly invoice.
Payments of invoices will be processed within one week after submission.

Required qualifications and skills.
University Degree in Translation, Communications, Journalism, Public Relations, Languages (English, Kinyarwanda, French, etc.); or related field;
Having robust writing skills in English;.
At least 5 years of experience working as a copy editor in English;
Demonstrated ability to edit high quality, creative communications with tight deadlines and to style;
Methodical working style;
Concentration, accuracy and great attention to detail;
Ability to multitask;
Tact and diplomacy for negotiating changes with authors;
Ability to work within tight deadlines and flexibility to support different time zones (mainly Africa and Europe)
Demonstrated experience working with other international organisations or INGOs as well as on publications on prisoner rehabilitation and reintegration, trauma healing and peace related is an asset.
Possess good research, analytical and writing skills.