Translation and Transcription Services

REQUEST FOR QUOTES

Translation and Transcription Services for Qualitative Research – English and Vietnamese

RFQ Release Date: June 01st, 2021

Questions Due Date: June 10th, 2021

Submission of questions or requests for clarification must be submitted in writing via email to procurementvietnam@fhi360.org with a copy to ntam@fhi360.org and mthuy@fhi360.org by 5:00pm Hanoi. Please note that inquiries and answers to inquiries will be shared with all applicants. Please do not contact any FHI 360 employees regarding this RFQ. Contacting individual employees may be cause for disqualification. No Telephone Inquiries Will Be Answered.

Proposal Due Date: June 21st, 2021.

Complete proposals must be submitted via email to procurementvietnam@fhi360.org with a copy to ntam@fhi360.org and mthuy@fhi360.org no later than 5:00pm Hanoi.

Anticipated Contract Period: From August 01st to November 31st, 2021

PURPOSE

The Family Health International (FHI 360) office in Vietnam is requesting cost quotations from qualified individuals/teams or firms to provide 1) translation services in English and Vietnamese, and 2) transcription services in support of the USAID-funded Support to End TB activity. Translation services are required for high-quality translation of technical health-focused documents, research protocols/instruments, and transcripts. Documents will vary in length from five to fifty-pages, with up to approximately 3000 pages in total. Transcription services are required for qualitative research, conversion of recorded text to written text for up to 50 in-depth interviews and 32 focus group discussions.

Qualified bidders (individuals/teams/firms) may present quotes for both services (preferred approach), or one service.

SERVICE EXPECTATION/SCOPE OF WORK

1. Translation Services*

• Provide English to Vietnamese translation services for technical documents (research and other project documents) within agreed upon timelines.
• Provide Vietnamese to English translation services for technical documents (qualitative interviews, i.e. in-depth interviews, focus group discussion) within agreed upon timelines.
• Deliver translated documents within agreed upon time-frames and ensure translated documents follow the page format, table, special marks, and notes on observation during conversation as it is in Vietnamese (bold, italic, etc).
• Document and ensure confidentiality for all materials during and after the contract term. *Note that offerors should anticipate the following penalty for lapses in meeting agreed upon deadlines and errors in translation:
  • Translation of documents that fails to meet the deadline will be paid for only 75% of the proposed quote.
  • Paragraphs in original language, which are found skipped in the translated language, must be translated within 2 days of notice by providers and will be paid only 75% of the proposed quote.
  • Mistranslated sections must be retranslated within 2 days of notice by providers and will be paid only 75% of the proposed quote.

2. Transcription Services**

• Convert inputs in text (interview minutes) and audio-format (recordings) into word format.
• Transcribe neatly in-depth interviews and focus group discussion (in Vietnamese) within agreed upon timelines.
• Use ID of participants before each dialogue correctly, following instructions from interview minutes.
• Respect transcript template provided by FHI 360.
• Note emotional and noticeable tone or expression during conversation/interviews in the transcripts.
• Document and ensure confidentiality for all materials during and after the contract term. **Note that offerors should anticipate the following penalty for lapses in meeting agreed upon deadlines and errors in transcription:
  • Late transcript interviews will be paid only 75% of the proposed quote.
  • Skipped audio part, if found, will be transcribed by transcription providers within 2 days of notice and will be paid only 75% of the proposed quote.

INSTRUCTION TO BIDDERS

FHI 360 is requesting quotations from qualified vendors registered for business in Vietnam.

Bidders must submit to FHI 360 the materials detailed below.

• A brief organizational capability statement that includes:
  • Vendor/organization/team profile (with CVs of potential providers on the proposed team) that provides an overview of the offered services, quality control and capacity of the organization.
  • A short description of the quality control protocol that will be implemented to ensure that translations and transcriptions will be reviewed/error free.
• Past performance statement that provides an overview of past work performed and clients.
• Two business references, with contact information.
• Quote/price list*** in VND for required services. The budget should include the price per page for on-demand translation and transcription services. The quote must clearly list any taxes or other indirect costs as separate line items in the quote.
• Sample translated documented, not to exceed four pages.
• Submitted quotes should be valid for 60 days from the date of submission to allow adequate time for organizational approval.

*** Quotes should include payment terms. Indicate bank charges/fees, if applicable, for receiving an electronic bank transfer.

CRITERIA FOR EVALUATION

An award will be made to the organization with the lowest priced, responsive, responsible application which meets all the requirements specified in this RFQ. Evaluation criteria are as follows:

1. Organizational/team members capability 35%

2. Past performance statement 35%

3. Price 30%

FHI 360 will request shortlisted offerors complete a short sample test. Final selection will be based on the test assessment.

CONTRACTING MECHANISM

A purchase order may be awarded in VND to the responsive vendor whose quote will be evaluated as most advantageous to FHI 360 (lowest price, technically acceptable offer). In the event that service/deliverable requirements need to be shifted during the time period between the signature of a purchase order with the selected vendor and the actual event, FHI 360 will modify the purchase order.

RESPONSES

Responses to this RFQ should be submitted by email to procurementvietnam@fhi360.org with a copy to ntam@fhi360.org and mthuy@fhi360.org no later than 5:00 pm Hanoi, June 21st 2021 with subject line “[SET_Application for Translation and Transcription service].” Any quotations received after this date and time may not be accepted and shall be considered non-responsive.

Any questions or requests for clarification can be submitted in writing to the same email addresses above by 5pm Hanoi, June 10th, 2021. No telephone inquiries will be answered.

TERMS and CONDITIONS

1. FHI 360 may cancel an RFQ and/or not make awards.

2. FHI 360 may reject any or all the responses to its RFQ.

3. Issuance of an RFQ does not constitute award commitment by FHI 360.

4. FHI 360 reserves the right to disqualify any application based on offeror failure to follow RFQ instructions.

5. FHI 360 will not reimburse applicants for the cost of preparing and submitting an application to an RFQ.

6. FHI 360 reserves the right to issue an award on the basis of an initial evaluation of offers without further discussion.

7. FHI 360 may award grants for only part of the activities listed in an RFQ.

8. FHI 360 reserves the right to check an applicant’s donor references.

9. FHI 360 also reserves the right to reject any or all applications received without explanation.

10. FHI 360 has the right to issue amendments to the RFQ at any time.

11. FHI 360’s supplier terms and conditions can be found here while our consultant terms and conditions can be found here.

Request for Quotation Firm Guarantee:

All information submitted in connection with this RFQ will be valid for sixty (60) days from the RFQ due date. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is awarded the contract, all information in the RFQ and negotiation process is contractually binding.

Offer Verification:

FHI 360 may contact offerors to confirm validity of the offer, contact person, address, and bid amount.

False Statements in Offer:

Offerors must provide full, accurate, and complete information as required by this solicitation and its attachments.

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