Tender Inviting Quotation For Translations & Interpretation Services of Foreign Languages TENDER NO. 04/MEDIA/VG2017 INDUSTRIAL EXTENSION BUREAU (indextb) Block No. 18, 2 nd floor, Udyog Bhavan, GH-4, Sector - 11, Gandhinagar - 382 010. Phone: +91-79-2325 0492/93 Fax: 2325 0490 Email: indextb@indextb.com Website: www.indextb.com, www.vibrantgujarat.com Page 1 of 14
1.0 PREFACE Industrial Extension Bureau (indextb) is a Government of Gujarat Organization having its registered office at Block No 18, 2 nd Floor, Udyog Bhavan, Sector-11, Gandhinagar 382010. It is working as the nodal organization for organizing flagship event of Government of Gujarat Vibrant Gujarat: 2017 Summit. This Event would be organized in Mahatma Mandir, Gandhinagar. The main program would be during January 10-13, 2017. This Summit is organized biennially starting from 2003 and has been successfully organized in the years 2005, 2007, 2009 and 2011, 2013, 2015. Eminent persons, Political Leaders, Diplomats, Sr. Government Officials, Businessmen, Executives, Investors, Opinion Makers, Policy Makers, Academicians, Media, etc from India and abroad participate in the Summit. Further, during Vibrant Gujarat Summits various Seminars, Conventions, Business Meetings, Exhibitions, Networking and other events take place. indextb as part of its promotional activities, has to organizing various seminars, meeting of various country delegations, preparation of promotional literature and translating the same in various languages, etc. indextb requires to professionally translate various promotional material, presentations, and also have interpretation services (consecutive as well as simultaneous) as and when require and therefore it wishes to have services of professional translations agencies for professional translation and providing back the translated matter in the similar format or the changed format for printing / publishing and/or record keeping. To have the services, expression of interest is invited from interested companies having experience in professional translation services and also providing interpretation services in two separate packages Package # 1: Services for translation from English to other desired languages Package #2: Providing turnkey solutions for simultaneous and consecutive interpretation. Page 2 of 14
2.0 SCOPE OF WORK- Package #1: Services for translation of Promotional Material As part of the activities carried out by indextb, various promotional materials such as brochures, booklets, presentations are prepared (usually in English) and to reach its target audience, effectively, this material is required to be translated in various languages. Broadly translation is required for the following foreign languages from English to: Chinese (Cantonese) Taiwanese Chinese (Mandarin) German Korean Russian Japanese French Italian Spanish Hindi to English & Gujarati to English and vice versa vice versa Gujarati to Hindi & Vice-versa Arabic For the above mentioned languages, we are looking for the service of professional translation agency to provide prompt & reliable translation service for: Brochures PowerPoint presentations Website Any other promotional document Banners Format of Documents - For translation of the promotional material mentioned above, the text would be provided in the format such as: a. Microsoft Word Document b. PDF c. EPS d. Corel Draw e. Microsoft PowerPoint And would have to be translated, arranged in presentable form and returned to us in a same format or the format compatible for the professional printing i.e. for printing. Therefore, the agency would have the capabilities of extracting the material to be translated from one file format and to be provided into the same or different file formats as per our requirement. The necessary proof reading of the material so translated for its authenticity would be the responsibility of the translating agency. In case of sheer negligence, it would be considered as breach of business ethics and dealt legally accordingly. The agency so retained may also be entrusted to carry out the task of translation of the matter to be placed on the Summit related website. The translation of promotional material at times is required to be provided at very short notice (Within a day). Page 3 of 14
Package#2: Providing turnkey solutions for interpretation We require having services of reputed agencies that have experience in providing services on turnkey basis for simultaneous interpretation during our various programmes for our above Summit, especially during the Inaugural and Valedictory Function of Vibrant Gujarat Global Summit 2017 and also during various country specific seminars, lecture series, etc. In majority of the cases, the venue would be Mahatma Mandir, Gandhinagar, or any place in Ahmedabad / Gandhinagar. The Summit would have its Inaugural function on 10 th January, 2017 at Gandhinagar and Valedictory function on 12 th January, 2017. The inaugural function is likely to be attended by about 2000 foreign delegates from various countries and valedictory function by about 500 foreign delegates. To cater to their language needs following services are envisaged: 1. Providing of Site technicians and the necessary arrangements for distribution and collection of the receivers would has to be also undertaken. A table space to distribute the receivers would be provided to you. 2. Arrangements for interpreters capable of simultaneously interpreting for 03 hour long session. 3. Languages to be interpreted into includes translating from English and Hindi into following languages and vice a versa: Chinese French Japanese German Korean Spanish Russian 4. The agency is required to provide the interpreters for all the above mentioned languages. However, the final list of languages will be available 15 days before the Summit. 5. The required numbers of receivers would be informed as per the requirement, well in advance. 6. The transmitting area would have to be carried out in a hall of about 90 mts x 60 mts approximately at Mahatma Mandir. 7. Transportation of equipment, travel, lodging & boarding and related expenses etc would be taken care by the agency 8. Necessary booth for interpretation service would be provided by us if to be carried out at Mahatma Mandir. 9. The service of interpreter(s) are also required for consecutive translation for meetings and discussions, which involves giving a translation after speakers have spoken first and interpreted later phrase by phrase. Page 4 of 14
For events organizing at venue other than Main Convention hall of Mahatma Mandir, arrangements for the following technical devices are also to be carried out by the agency: 1. Arrangements for multi-channel equipment for simultaneous interpretation capable of transmitting interpretation in four / eight languages, which includes equipment such as Multi-channel table-top transmitters, Portable receivers with headphones working on Infrared Technology (IR) or any other superior technology, which is not affected by jammers (may be prevalent at the venue due to VIP visits), the receivers should have digital tuning, other supporting gadgets for the receivers, Interpreter control units, Walk-in booths, recording deck, etc. 2. Wavelength should be transmitted through Wi-Fi enabled Bluetooth devices and receivers 3. Interpretation Equipment, Interpreter Console, and all necessary wires/cables that are required to be laid down to have the feed from the audio console and obtain required power supply. Quality requirements The translations delivered must be of such a quality that they can be used as they stand upon delivery, without any further revision, review and/or correction by the contracting authority. To this end, the agency shall thoroughly revise and review the entire translation. Agency must ensure that: the delivered target text is complete (no omissions or additions are permitted); the target text is a faithful, accurate and consistent rendering of the source text; the terminology and lexis used are consistent throughout the text and with any relevant reference material; sufficient attention has been paid to the clarity and register of the target text; the target text contains no syntactical, spelling, punctuation, typographical or other grammatical errors; the formatting of the original has been maintained (including codes and tags if applicable); any specific instructions given by the authorising department whenever this is the case - are followed and the agreed deadline is scrupulously respected. the agency shall correct any errors in the deliverables, free of charge, within seven days after their notification to the agency, during a period of at least six months after completion of the work Page 5 of 14
3.0 PREPARATION OF BIDS Interested agencies having experience and proven track record will have to provide their documents to us in the manner mentioned in the tender. The interested agencies can submit their bids for any one or both the packages mentioned in this document. Submission of EMD and Tender Processing Fee for both the packages have to be submitted separately. The interested agencies would have to provide separate bid documents for both the packages. Submission of EMD & Tender Processing Fee: Interested bidders are required to submit EMD (refundable) and Tender Processing Fee (Non- refundable) for each of the package. Details of the EMD and Tender Processing Fee are as follow: For Package # 1: EMD: Tender Processing fee: Rs. 50,000/- (Rs. Fifty Thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar Rs. 5,000/- (Rs. Five Thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar For Package # 2: EMD: Tender Processing fee: Rs. 50,000/- (Rs. Fifty Thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar Rs. 5,000/- (Rs. Five Thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar The EMD of the successful bidder for package 1 & 2 will remain deposited with us as Security deposit and will be refunded after the completion of the contract i.e. after 30 th June, 2017 Bidders who are interested in bidding for both the packages are required to submit separate EMD and Tender Processing Fee in separate envelope for respective package Page 6 of 14
4.0 Pre-Qualification Criteria Package #1: For Translation Services 1. The bidder should be an established agency for the business of translation. Relevant registration details such as shops and establishment registration with government authorities, Memorandum of Association, Agreements, etc. should be provided 2. The firm should be involved in the business of translation services for at least 05 years. (Proof to be submitted through copies of previous work orders/ invoices/certificates). 3. The bidder must have carried out translation work for 10 different clients in last 03 financial years. The translation work should cover translation work for all the languages as mentioned in scope of work for package 1. (Proof to be submitted through copies of previous work orders/ invoices/certificates). 4. The bidder should have professionally trained manpower to carry out the work. Manpower details to be submitted with number of year for the translation experience in their respective language required by us. 5. Bidder must have work for any of the Central or State Govt Dept/ Board/ Corporation etc like Ministry of External Affairs, Tourism Dept etc. 6. Individuals who have done piecemeal/freelance/ job work are not eligible for this tender Package #2: For Interpretation Services 1. The bidder should be an established agency for the business of interpretation. Relevant registration details such as shops and establishment registration with government authorities, Memorandum of Association, Agreements, etc. should be provided 2. The firm should be involved in the business of interpretation services for at least 05 years. (Proof to be submitted through attested copies of previous work orders/ invoices/payments). 3. The bidder must have carried out interpretation work for 05 different clients in last 03 financial years. The translation work should cover translation work for all the languages as mentioned in scope of work for package. (Proof to be submitted through copies of previous work orders/ invoices/certificates). 4. The bidder should have professionally trained manpower to carry out the work. Submit the details of Manpower to be deployed with number of year for the interpretation experience in the respective language as required by us. 5. Individuals who have done piecemeal/freelance/ job work are not eligible for this tender 6. Bidder must have work for any of the Central or State Govt Dept/ Board/ Corporation etc like Ministry of External Affairs, Tourism Dept etc. Page 7 of 14
5. Notice Inviting Proposal and Necessary Instruction NAME OF WORK DOCUMENT NO. TENDER COST EMD SUBMISSION CONTRACT PERIOD ISSUE OF TENDER SUBMISSION OF TENDER (PHYSICAL) Inviting rates for translation and interpretation services of Foreign Languages (04/MEDIA/VG2017) Rs. 5,000/- (Rs. Five Thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar (For each of the package) Rs. 50,000/- (Rs. Fifty thousand only) BY DEMAND DRAFT in favour of Industrial Extension Bureau, Gandhinagar (For each of the package) Total period of the Contract would be period from the date of appointment to 30 th June 2017 and the bid submitted should be firmed till 30 th June, 2017 The tender can be downloaded from website www.indextb.com from 18 July, 2016 to 28 July, 2016 Up to 4:00 pm on 28 July, 2016 at the below mentioned address: Managing Director, Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, Udyog Bhavan Sector 11, Gandhinagar 382010 PRE-BID MEETING At 16:00 hrs on 22 July, 2016 for clarifications of queries if any at the below mentioned address Industrial Extension Bureau (indextb) Block No 18, 2 nd Floor, Udyog Bhavan, Sector 11, Gandhinagar 382010 Phone : 079-23250492/93 CONTACT PERSONS (FOR ANY CLARIFICATIONS) General Manager (Media & PR), indextb Email : kalpesh@indextb.com Contact numbers : Tel: + 91-79-23250492/93 Fax : + 91-79-23250490 Page 8 of 14
6. Proposal Submission: Technical Proposal: The Technical Proposal shall be placed in a sealed envelope clearly marked Technical Proposal. Following documents are required to be submitted separately for each package: Work order copy/ Invoice/completion certificate from client mentioning the work done for each of the last 5 years to prove 5 years of experience for foreign language Audited Balance sheet for the year: 2013-14, 2014-15 and 2015-16 Registration of the Partnership firm / Company. Full Contact Details. List of major work of similar nature carried out in last three years as on 31.03.2016 with proof thereof. List of permanent Key Personnel of your company for each of the above mentioned languages along with their qualification and experience. Available inventory of the equipment such as Computers, OCR machines, relevant software for word count etc. If they are to be hired, the same should be mentioned specifically. The details of inventory should be mentioned. Details about any affiliation and accreditation with foreign embassies in India or government organization or academic institution should be furnished. Any certification towards quality services such as ISO etc. should be submitted in a self-attested photocopy of the certificate. Copies of work order for the work carried out/ongoing with Government Institution, Embassies, Academic Institution of repute, certification bodies should be submitted. Other documents required to meet the pre-qualification criteria for each of the package. EMD & Tender Processing Fee: Separate envelopes containing the EMD and Tender Processing Fee should be also prepared and be marked as EMD and Tender FEE. Separate EMD & Tender Processing Fee has to be submitted for each of the package. Page 9 of 14
Financial Proposal: The agencies are required to fill the financial proposal as per the prescribed format on the letter head of the company, duly signed and stamped on each page. The Price Bid shall be submitted in a separate sealed envelope duly super scribed Price Bid for Translation Services for package 1 And Price Bid for Interpretation Services for package 2 The quote should be unconditional and single The fee quoted should be inclusive of all taxes The proposal should be indicated in the Indian Rupees. Proposal in any other currency would not be accepted and is liable to be rejected. Application of the taxes on the payment would be as per the prevailing guidelines from time to time issued by the Government of India. The fees quoted would be inclusive of all out of pocket expenses incurred for travel to attend meeting in Ahmedabad / Gandhinagar, and for client servicing. The rates quoted in the tender should be valid up to 30 th June 2017. Other conditions for proposal submission: 1. Envelopes containing the Technical proposal, Fees and Financial bid shall be placed into a sealed outer envelope clearly marked PROPOSAL FOR TRANSLATION SERVICES for package 1 And PROPOSAL FOR INTERPRETATION SERVICES for package 2 2. This outer envelope shall bear the Name of the Agency, Address of the agency with contact details, etc. The Proposals must reach indextb on or before the last date of submission mentioned in the notice inviting tender at the prescribed address of indextb. Bids submitted through fax or email will not be accepted. Address for Submission of Bids : Managing Director Industrial Extension Bureau (indextb) Block NO 18, 2 nd Floor, Udyog Bhavan, Sector 11, Gandhinagar, Gujarat 382 010. Phone : 079-2325 0492 / 50493 Fax : 079-2325 0490 Page 10 of 14
7.0 SELECTION PROCESS: For each of the package, separate selection process will be carried out For each of the package, price bids of the technically qualified agencies, who are meeting all pre-qualification criteria, will be opened for selection process. Bidder with the lowest bid will be selected for each of the package. For translation services, work will be allotted to the agency which quoted the lowest bid for each of the language. Agency other than the lowest bidder may get eligible to get work if they agreed to meet the lowest bid for the respective language 8.0 DURATION OF CONTRACT The rates should be valid up to 30 th June 2017. The rates for interpretation services would be applicable for providing services in Ahmedabad / Gandhinagar. 9.0 TERMS OF PAYMENT The fees will be paid on work to work basis. The payment would be made within 30 working days after submission of the bills. A brief report of the work carried out during the billing period should be submitted along with the bills. The final bill will be paid after submission of all the relevant documents, files, report and any other material in hard/electronic format Page 11 of 14
10.0 PRICE BIDS Instructions for filling the price bids: The price bid is to be provided on the company letter head in the format as prescribed hereunder. The price bid should be inclusive of all the applicable taxes. Conditional price bids would be rejected. Package-1: Format of price bid Translation Charges Translation Charges Language Rate per word (In Rs.) Translation inclusive of Editing, Proof-reading with layout processing of output file Chinese (Cantonese) Chinese (Mandarin) Japanese Korean French German Spanish Russian Italian Portuguese Gujarati Gujarati to English Both source file and output file type should be the same along with the layout design. Source file formats would be Corel, PPT, Word, html, Excel etc. The above rates would be inclusive of the project management Rate should be inclusive of all taxes The output file needs to be provided in the soft form either through online transfer or in a memory storing devises such as DVDs / CDs, etc. The output file should be ready to print file with all supporting fonts and layouts. Agency will be allotted work for particular language fir which they have quoted the lowest bid Note: Price bids of the technically qualified agencies, who are meeting all pre-qualification criteria, will be opened for selection process. Page 12 of 14
Package # 2: Format of price bid Interpretation Charges Interpreter charges Services of Interpreter(s) would be required for simultaneous as well as consecutive translation for the meetings, discussions etc. Rates are charged on the hourly basis as mentioned below: Duration of services Rate for Single Interpreter (In Rs.) 0-3 hours The above charges should be inclusive of all taxes. The rate for single interpreter should be same for all the languages required as per package 2. The charges should be inclusive of travel, lodging, boarding, etc. The service would mainly be required in Ahmedabad or Gandhinagar. However, for outstation meetings, additional paid-over would be provided to the interpreter with prior approval. For the extended work duration, following rates will be applicable Duration of services of single interpreter Rate for Single Interpreter (in Rs.) 3-6 hours 50% additional to original bid for (0-3 hrs) 6-9 hours 75% additional to original bid for (0-3 hrs) Part 2: Agencies are required to submit the rates for the following items: Sr No. Particulars Quantity Unit Rate in Rs. 1 Supplying of four channel portal receivers with digital tuning facility, working on Infra-red technology 2 Charges for supplying of interpretation console, necessary wires, cables, plugs in, jointers, etc. Technician Charges 3 Upto 25 Nos More than 25 and less than 100 More than 100 and less than 200 More than 200 Lumpsum for supply in Ahmedabad / Gandhinagar Rate per shift of 06 hours including all expenses for travel Page 13 of 14
In case of requirement of the above mentioned equipment for setup, selected agency is required to match the lowest bid received for part 2. The above charges should be inclusive of all taxes. The charges should be inclusive of travel, lodging, boarding, etc. The service would mainly be required in Ahmedabad or Gandhinagar. However, for outstation meetings, additional paid-over would be provided to the interpreter with prior approval. Note: Price bids of the technically qualified agencies, who are meeting all pre-qualification criteria, will be opened for selection process. Page 14 of 14