REQUEST FOR PROPOSALS #03398 ( RFP )

Transcription

1 REQUEST FOR PROPOSALS #03398 ( RFP ) Translation Services In support of ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION ( EGPAF or Foundation ) 1140 Connecticut Ave NW, Suite 200, Washington, D.C Firm Deadline: Tuesday February 25 th, 2014 The Elizabeth Glaser Pediatric AIDS Foundation, a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit BACKGROUND The Foundation has a global staff of nearly 1,300 more than 90 percent of whom are in the field. Currently we have two (2) offices in the US and thirteen (13) country offices in Africa needing translation services for various types of documents. PURPOSE/SCOPE OF WORK 1. The Elizabeth Glaser Pediatric AIDS Foundation seeks to develop a long term relationship with a translation service to assist with translations in the following areas: o Medical, scientific and technical documents o Web site translation, legal docs, research docs and docs for publications o Intranet translation o Marketing and media materials, including fact sheets and press advisories o Corporate documents (legal, leases, contracts) o Policies and procedures 2. The Foundation has domestic offices in the following locations: Washington, DC Los Angeles, CA 3. The Foundation has international offices in the following locations: Kenya Tanzania Mozambique Swaziland

2 Malawi Zimbabwe Uganda Rwanda Côte d Ivoire Lesotho Zambia Democratic Republic of Congo Cameroon Geneva 4. Based on the locations of our office and non-presence programmatic activity, it is possible we will require translation into and/or from any of the following foreign languages: French English Portuguese Local African languages LOGISTICS: Services will be performed at the contractor s place of business KEY CONTRACT TERMS: All deliverables provided to the Foundation must be furnished for the use of the Foundation without royalty or any additional fees. All materials will be owned exclusively by the Foundation. Contractor will not use or allow the use of the Materials for any purpose other than Contractor s performance of the Contract without the prior written consent of the Foundation.

3 EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS: Submission Instructions Proposals should provide a straightforward, thoughtful and concise description of the firm s capabilities to satisfy the requirements of the RFP. For ease in reviewing your proposal, please submit the requested information in the same order the request appears in the RFP. RFP Questionnaire: Interested firms are invited to submit proposals that contain the following information and any other information deemed relevant to the overall service needs in this RFP: 1. Legal name of organization, address, telephone number. 2. Names, titles and responsibilities of individuals responsible for all aspects of service to the Elizabeth Glaser Pediatric AIDS Foundation. 3. Where are your corporate headquarters? 4. What are your hours of operation and time zone? 5. Describe your organization s profile. Please be sure to include the following: Annual volume (in dollars) Size of organization (in terms of offices and staff) Number of full-time certified translators on staff Breakdown of your business mix (Private/NGO/Government/Other) Number of years you have been in business 6. Please provide a comprehensive list of the services provided by your organization. 7. Please provide a comprehensive list of languages for which you provide services. 8. What are your commitments to timeliness and reliability? In particular, what can we expect with respect to turn around time, particularly toward projects which are very timesensitive (press releases, etc.)? 9. What is your specific experience around website translation? 10. Describe your quality control program. 11. Describe other programs/areas of expertise of your organization that you feel might be of benefit to our company. 12. Do you provide 24 hour service? If so, what is the additional cost, if any, for afterhours service?

4 13. Please describe your company s contingency plan in case of business disruption to the office serving the Elizabeth Glaser Pediatric AIDS Foundation. 14. Has your organization won any industry awards or other types of recognition? 15. Describe the team that you are proposing to assign to work with the Foundation; include their years of experience and background working with other international nonprofit organizations. 16. Relative to compensation, please describe your firm s performance guarantee philosophy. All proposals will be evaluated against the following Evaluation Criteria. Each proposal must contain the items listed in the Submission Requirements column in the following chart. Evaluation Criteria Submission Requirements Weight 1. Experience & Qualifications of the firm 1. List of prior experience and qualifications of the firm. 20% 2. Responses to RFP Questionnaire 2. Completed responses to all questions in RFP Questionnaire 20% 3. Services offered 3. Detailed description of services offered by firm. 25% 4. Fixed pricing of certified translations 5. References from current clients 4. Best offered fixed pricing to include quantity discounts and all languages referenced in Section 4 under Purpose/Scope of Work. 5. Three (3) professional references from not for profit clients with similar past projects with phone and contact information and one or more examples of prior similar work. Total 100% PROPOSED TIMELINE: February 10, 2014 Release of RFP No phone calls please. 20% 15%

5 February 25, Deadline for submissions Completed proposals must be delivered electronically by the deadline to: Cathy Colbert, Senior Awards & Compliance Officer at ccolbert@pedaids.org and Meagan Wilson, Administration Manager, HR at mwilson@pedaids.org March 7, 2014 Final decision announced and Offerors notified April 1, 2014 Contract executed and Services begin. Please note it is our best intent to comply with the above timeline but unavoidable delays may occur. ADDITIONAL INFORMATION All proposals and communications must be identified by the unique RFP# reflected on the first page of this document. Failure to comply with this requirement may result in non-consideration of your proposal. Any proposal not addressing each of the foregoing items could be considered nonresponsive. Late proposals will be rejected without being considered. This RFP is not an offer to enter into agreement with any party, but rather a request to receive proposals from persons interested in providing the services outlined below. Such proposals shall be considered and treated by the Foundation as offers to enter into an agreement. The Foundation reserves the right to reject all proposals, in whole or in part, and/or enter into negotiations with any party. The Foundation shall not be obligated for the payment of any sums whatsoever to any recipient of this RFP until and unless a written contract between the parties is executed. Equal Opportunity Notice. The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity employer and represents that all qualified bidders will receive consideration without regard to race, color, religion, sex, or national origin. ETHICAL BEHAVIOR: As a core value to help achieve our mission, the Foundation embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same. Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business. We will not tolerate fraud or corruption, including kickbacks, bribes, undisclosed familial or close personal relationships between vendors and Foundation employees, or other unethical practices. If you experience of suspect unethical behavior by a Foundation employee, please contact

6 Doug Horner, Vice President, Awards, Compliance & International Operations, at or the Foundation s Ethics Hotline at Any vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation will have their proposal disqualified and will not be solicited for future work.