2020 - version 1.0

Background Information

Open Source Matters, Inc. (OSM) is a Not for Profit Corporation under the laws of the State of New York, USA and provides financial and legal support to the Joomla! Project.

The Joomla Project is entirely run by volunteers from different geographic locations and with different cultural backgrounds.

Sometimes the Community of volunteers had to deal with incident and breaches of the Code of Conduct that, instead of solving the attritions and the incidents, led to even more discussions or issues, given that the Board of the organization is made by volunteers that could know the people involved in an incident and is not easy to be impartial while judging such cases.


  • Individuals, organizations and corporations are eligible to respond to this request.
  • Responders shall meet the following requirements:
    1. Proven incident handling experience
    2. Solid understanding of the basics of a Volunteer Community and a volunteer-led organization.
    3. Previous experience with Volunteer organizations and, preferably, Open Source projects.
    4. High degree of accuracy and attention to detail.

Scope of Work and Services Required

The awarded applicant will be responsible for providing the following services:

  1. Incident Handling Services
    1. Receive the incident report from the offended/reporting party.
    2. Acknowledge all parties involved in the incident that there is an investigation in progress.
    3. Collect all the evidence from the offended/reporting party.
    4. Conduct the hearing of the offending/reported party to collect evidence on the incident reported.
    5. Prepare a report on the incident, attaching all the received/collected evidence.
  2. Dispute Resolution Services
    1. Ensure neutral conflict handling.
    2. Propose and conduct a virtual mediation between the involved parties to solve the conflict reported.
    3. Document mediation outcomes.
    4. Propose any eventual penalty to the Board of Directors of OSM.

Proposal Details

Responders are requested to write a proposal in which they highlight the understanding of the services required and sufficient information about related experience in similar roles.

Interested parties are encouraged to provide any additional information not otherwise requested that may help Open Source Matters in awarding this professional service contract.

Financial details

Responders are invited to provide projected fixed cost for each of the sections (Incident Handling Services, Dispute Resolution Services) noted above.

Responders may choose to respond to some elements in the Scope of Work or to all of them. 

Responders are obliged to provide prices only for services that they are able to provide directly.

Subcontracting is not allowed by this RFP.

Signature Page

Each proposal must contain the signature of a duly authorized agent or officer of the company submitting the proposal.

Submission Timeline

July 02nd 2020 Publication of request for proposal
July 18th 2020 Deadline for questions to be submitted by email to
July 25th 2020 Answers to questions submitted by email will be provided to all parties.
August 25th  2020 Deadline for proposals to be submitted by email to
September 05th 2020 The Board of Joomla aims to notify vendors by this date.


  • The RFP can be withdrawn at any point without reason.
  • No compensation will be given to any entity submitting a proposal or working on a proposal.
  • The vendor selected for this proposal will be solely at the discretion of Open Source Matters, Inc.
  • Open Source Matters, Inc. reserves the right to not award any applicant in the case no proposal meets the expectation or the requirements set by this RFP.