To:



REQUEST FOR QUOTATION (RFQ)PROVISION OF TRANSLATION AND INTERPRETATION SERVICESDear Sir / Madam,The African Capacity Building Foundation (ACBF), an International Organisation based in Harare, is kindly requesting you to submit a quotation and updated resume or CV for the Provision Translation and Interpretation Services, in accordance with the scope of services as detailed in Appendix 1. Your quotation should be submitted to ACBF not later than 20 May 2015 – 17h00 local Harare time, by mail, hand delivery or e-mail.TERMS AND CONDITIONSSubmission of QuotationsSealed Envelopes should be submitted at the following address before the indicated deadline:Attention: Procurement UnitAfrican Capacity Building Foundation2 Fairbairn Drive, Mt PleasantHarareZimbabweTel: (+263-4) 304663 / 332002/332014Quotations shall be submitted as hard copies by hand or by mail, as follows:One (1) original and Three (3) copies of the quotation should be submitted in separate sealed envelopes, duly marking the envelopes as “ORIGINAL” and “COPY.” These envelopes containing the original and the copies shall then be enclosed in one (1) sealed envelope clearly marked ‘PROVISION TRANSLATION AND INTERPRETATION SERVICES - RFQ/ACBF/009/15/OPS – Do Not Open Before May 20, 2015 – 17h00 Hours’, and must be deposited and signed for at the reception desk at the address above. The outer envelope shall bear the name and address of the Bidder.Electronic quotation will only be accepted if it meets the following minimum requirements;(i) Quotation documents are signed, scanned and protected by a password; Softcopies are in PDF format and are compressed using zip or rar. A single email must not exceed 4.9MB including attachments. Email to ProcurementUnit@acbf- with subject ‘PROVISION TRANSLATION AND INTERPRETATION SERVICES - RFQ/ACBF/009/15/OPS – Do Not Open Before May 20, 2015 – 17h00 Hours’ (ii) An authorized ACBF staff will later request for the password to open the attachments. *ACBF shall not consider any quotation that arrives after the deadline for submission as stated above. Any quotation received after the deadline for submission of bids shall be declared late, rejected, and returned unopened to the Bidder.*ACBF will not be responsible for premature opening of bids which are not clearly marked or sealed as per instructions. Administrative Documents RequiredYour quotations will be considered upon the provision of the following documents, failure in providing the requested documents may constitute grounds for disqualification of quotations;Updated Curriculum Vitae’s (CVs)Motivation letter indicating how you meet the requirements of the ToR.Documentary evidence of professional qualifications and training (Certificates, Attendance Certificates etc.)At least one reference letter where similar services have been provided in the past 5 years.Price Schedule - Detailed pricing using the attached Price schedule forms.Preliminary Examination / Eligibility The Foundation will consider awarding a contract only to the bidder who meets the following eligibility criteria: Completeness of quotations: Partial Bids are not permitted. Completeness of Administrative Documents. Evaluation CriteriaCompliance with scope of services as outlined in Appendix pliance to Profile of the Interpreter / Translator : Minimum Requirements as outlined in Appendix 1Compliance with pricing conditions set in the RFQ (detailed pricing).NB. The above evaluation criteria are presented for illustration purpose and do not imply exhaustive. Other criteria may be used during the evaluation process, at ACBF’s sole discretion. The evaluation criteria may be applied on comparative basis, evaluating the proposals by comparing one vendor's proposal to another vendor's proposal.PricingAll taxes, levied and statutory payments shall be presented separately from the base price in the quotation. Prices shall include all services to be rendered. Itemised price schedule should include as a minimum: ? Provide a detailed price schedule for each services as belowTranslation Services – rate per 1000/wordsInterpretation Services – rate per dayPayment TermsACBF will make monthly payments upon satisfactory delivery of services and submission of original invoices.Validity of Quotation30 days from deadline for submission of quotations.Currency of Quotations / OffersOffers shall be denominated in: United States Dollars The source of exchange rate to the United States Dollar shall be : Not ApplicableExchange rate date shall be: Not ApplicableDeliveryDelivery of services shall be as per agreed schedule on Call Off Order form.Any delivery times contrary to the agreed schedule shall be negotiated and agreed, in writing, by both parties.Request For ClarificationBidders requesting clarification of any of the items, technical requirements or conditions stipulated in this RFQ shall communicate in writing via e-mail to the Procurement Unit through the following e-mail: ProcurementUnit@acbf- , no later than 2 days prior to the close of bidding. Any delay in providing such information will not be considered a reason for extending the submission date of your quotation. Replies to any requests for clarification will be transmitted to all bidders.Amendments of RFQACBF reserves the right to add, deduct or alter the scope of the service at its own discretion. Prior to the deadline for submission of Quotations, ACBF may, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the RFQ documents or extend the deadline for submission of Quotations by an amendment.Corrections If any should be made by crossing out, initialling, dating and re-writing.Contract ConditionsThe initial proposed Contract agreement shall be for 2 years starting from 1 July 2015, renewable at ACBF’s own discretion based on need for services and availability of funds. *Notwithstanding the above, the Foundation reserves the right to accept or reject any quotations and to cancel the bidding process and to reject all quotations at any time prior to the award of the contract/ order.Appendix ISCOPE OF SERVICES, TASKS (COMPONENTS) AND EXPECTED DELIVERABLESThe African Capacity Building Foundation will put in place a panel of experts to select, on a competitive basis, the suitable CVs of professionals to establish a Period Offer Data Base for Translators and Interpreters. The Period Offer Data Base shall constitute a pool of identified and vetted experts who can be approached to provide short term specialist services on an as required basis by ACBF. This will be the first point of call by ACBF each time the need to contract an expert for translations / interpretations arises. Objectives of the Assignment The professional is expected to provide high quality services in the areas of;Translation of written text from and into the following languages; English, French, Portuguese, Spanish, German (list is not exhaustive).Provide Simultaneous Interpretation services at ACBF Seminars, Meetings, Workshops from and into the following languages English, French, Portuguese, Spanish, German (list is not exhaustive).On occasion, the professional may be required to work as part of a team with other consultants. Each professional is expected to at least clearly state his/her area(s) of specialty in which he/she can be considered. Scope of Work and deliverablesThe professional is expected to provide high quality services in the areas of the followings tasks in coordination with ACBF team;Translation of written texts from and into the following languages; English, French, Portuguese, Spanish, German, Arabic (list is not exhaustive).Revise, Proofread and edit translated documents upon requestAbility to maintain an adequate speed and volume of output, taking into account the difficulty of the text and specified deadlines. Provide Simultaneous Interpretation services at ACBF Seminars, Meetings, Workshops from and into the following languages English, French, Portuguese, Spanish, German, Arabic (list is not exhaustive).On occasion, the professional may be required to work as part of a team with other consultants. Each professional is expected to at least clearly state his/her area(s) of specialty in which he/she can be considered. Expected OutcomesThe key deliverables will be as follows:Timeously delivery of accurate translated written texts from and into the following languages; English, French, Portuguese, Spanish, German (list is not exhaustive).Timeously provision of revision, proofreading and editing of translated documents upon request Offer qualitative simultaneous interpretation services at ACBF Seminars, Meetings, Workshops from and into the following languages English, French, Portuguese, Spanish, German (list is not exhaustive).Profile of the Interpreter / Translator : Minimum Requirements The assignment will be undertaken by the individual Interpreter / Translator with a qualification and demonstrable evidence of experience in areas outlined above:At least a Bachelor’s degree or equivalent qualification in Linguistics, Translation/ Interpretation and/or LanguagesProfessional Training in area of expertise (translation / interpretation) with certification evidence;Proven experience in translating official organizational documents or providing interpretation services (at least 5 years).Experience with international organizations similar to ACBF (at least 5 years).Excellent communication skills in languages of expertise.*Please refer to Appendix III for the detailed Terms of Reference.Quotation Letter – to be completed by the Service ProviderDate:[insert date]To:The Procurement SpecialistACBF2 Fairbairn Road, Mount PleasantHarareZimbabweHaving examined the documents regarding the Request for Quotations, the receipt of which is hereby duly acknowledged, I, the undersigned, offer to the Provision Translation and Interpretation Services in conformity with the said Request for Quotations for the sum of [total bid amount in words and figures] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of the Quotation. I undertake, if our Quotation is accepted, to deliver the services in accordance with the delivery schedule specified in the Schedule of Requirements.I agree to abide by this Quotation for the period specified in the Request for Quotations as of the date of the opening of the Quotations and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Until a formal Contract is prepared and executed, this Quotation, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.I understand that you are not bound to accept the lowest or any bid you may receive.Dated this ________________ day of ________________ 20______.[signature][in the capacity of]Duly authorized to sign this Quotation for and on behalf of FORMSPrice ScheduleTo: The Procurement SpecialistACBF2 Fairbairn Road, Mount PleasantHarareZimbabweDate of Price quotation __/__/__ (to be completed by the Service Provider)NoDetailed description of the ServicesQuantitiesUnit Price Total PriceDelivery PeriodRequired delivery date by ACBFSiteInterpretation ServicesPer dayAs per Call off orderACBF Translation ServicesPer 1000 wordsAs per Call off orderACBFName Service Provider:______________________________Signature:____________________________Delivery in this case is the submission deadline for the service provided or submission of documents related to the activities to be undertaken as per scope of services, when reports will be delivered to final destination i.e. “delivery Site” Appendix IISTATEMENT OF COMPLIANCE WITH TERMS AND CONDITIONSMust be duly completed by the Bidder and returned with the Bid. Supplementary information shall be attached according to the requirements herein.Please confirm acceptance of the following:ITEMDESCRIPTIONACCEPTED(Y/N)CONTRACT CONDITIONSThe proposed Contract agreement shall be for a 2 year Framework Contract starting from 1 July 2015, renewable at ACBF’s own discretion. DELIVERYDelivery of services shall be as per Call Off Orders Issued. Any delivery times contrary to the agreed schedule shall be negotiated and agreed, in writing, by both parties.DELIVERY LOCATIONAfrican Capacity Building FoundationNo. 2 Fairbairn Drive, Mount PleasantHarare, ZimbabwePAYMENT TERMSACBF will make payments upon satisfactory delivery of services and submission of original invoices.VALIDITY OF QUOTATIONMinimum: 30 days from quotation submission deadlineCURRENCY OF PRICESMust be in United States Dollars or any freely convertible currency. The source of exchange rate shall be : NAExchange rate date shall be: NAADMINISTRATIVE DOCUMENTS SUBMISSION CHECKLISTUpdated Curriculum Vitae’s (CVs)Motivation letter indicating how you meet the requirements of the ToR.Documentary evidence of professional qualifications and training (Certificates, Attendance Certificates etc.)At least one reference letter where similar services have been provided in the past 5 years.Price Schedule - Detailed pricing using the attached Price schedule forms.SERVICE PROVIDER OBLIGATIONSMinimum services, facilities and property to be made available by the Service Provider: Own transportOwn laptop and internet facilitiesOwn work premisesDuly authorized to sign the Bid for and on behalf of:Name:Contact Number:E-mail Address:Signature:Date:Appendix IIITERMS OF REFERENCEPROVISION OF TRANSLATION AND INTERPRETATION SERVICESBackgroundThe African Capacity Building Foundation (ACBF) was established on 9 February 1991.The establishment was the outcome of a partnership between African governments and the international donor community. The major donors to the Foundation include African countries, non-African countries, the African Development Bank (AfDB), the United Nations Development Programme (UNDP), the World Bank, and the International Monetary Fund. The first three of these institutions constitute the Foundation’s sponsoring agencies. Establishment of ACBF was in response to the severity of Africa’s capacity needs, and the challenge of investing in indigenous human capital and institutions in sub-Saharan Africa. ACBF was also designed to serve as a coordinating mechanism for donor support to capacity building on the Continent, through the pooling of resources as well as common governance and reporting. Before January 2000, ACBF interventions focused on building and strengthening capacity for macroeconomic policy analysis and development management – the Foundation’s initial niche. In 2000, this focus was expanded as a result of the integration of the Partnership for Capacity Building in Africa (PACT) Initiative into the Foundation’s fold. PACT aims to mobilize greater support for capacity building in Africa. As a result, Foundation’s role was broadened to cover the following areas:Support to projects and programs designed to strengthen the core public sector and its interface with the private sector and civil society in order to enhance their contributions to good governance, poverty reduction and sustainable development. Support to regional initiatives in the areas of training, policy analysis, applied policy research, trade policy development and negotiations as well as policy advocacy.Support for the emergence of institutional frameworks for country ownership and coordination of capacity-building activities as well as for participatory development.Knowledge generation and sharing aimed at transforming the Foundation into a knowledge-based institution and at supporting the emergence of knowledge-based economies in Africa.As ACBF’s operations span across the African continent, the Foundation has adopted both English and French as its primary languages of operation to cater for both the Anglophone and Francophone grant recipients and other external stake-holders. As a result, internal documentation produced in English / French requires translation into the other primary language. Translation of text also includes publications and web content posted for the ACBF website, which is now run on a bilingual platform.As part of its annual work program, ACBF holds at least two meetings of the Executive Board, and one annual meeting of the Board of Governors. Given that these are the apex decision making bodies of the Foundation, the ability of all Board members to communicate with clarity while discussing tabled topics is of utmost importance. Given that the Boards are comprised of Anglophone and Francophone members, it then becomes imperative that the meetings are conducted in both French and English; hence translation and interpretation services are largely required for these meetings. Outside of the governance meeting platforms, the Foundation also hosts workshops and conferences for grant recipients, partners and other stakeholders. As the project portfolio comprises roughly 50% of francophone and lusophone projects, the services for the translation of workshop documentation, and in some cases interpretation, is highly requisite.The primary focus of this request for expressions of Interest are individuals living and working on the African continent as well as experts in the Diaspora who are directly involved in the linguistic field translation and / or interpretation competencies and preferably those who are conversant with the Capacity Development sector and who have undertaken previous assignments with organizations similar to the ACBF.The African Capacity Building Foundation will put in place a panel of experts to select, on a competitive basis, the suitable CVs of professionals to establish a Period Offer Data Base for Translators and Interpreters. The Period Offer Data Base shall constitute a pool of identified and vetted experts who can be approached to provide short term specialist services on an as required basis by ACBF. This will be the first point of call by ACBF each time the need to contract an expert for translations / interpretations arises. Objectives of the Assignment The professional is expected to provide high quality services in the areas of;Translation of written text from and into the following languages; English, French, Portuguese, Spanish, German (list is not exhaustive).Provide Simultaneous Interpretation services at ACBF Seminars, Meetings, Workshops from and into the following languages English, French, Portuguese, Spanish, German (list is not exhaustive).On occasion, the professional may be required to work as part of a team with other consultants. Each professional is expected to at least clearly state his/her area(s) of specialty in which he/she can be considered. Scope of Work and deliverablesThe professional is expected to provide high quality services in the areas of the followings tasks in coordination with ACBF team;Translation of written texts from and into the following languages; English, French, Portuguese, Spanish, German, Arabic (list is not exhaustive).Revise, Proofread and edit translated documents upon requestAbility to maintain an adequate speed and volume of output, taking into account the difficulty of the text and specified deadlines. Provide Simultaneous Interpretation services at ACBF Seminars, Meetings, Workshops from and into the following languages English, French, Portuguese, Spanish, German, Arabic (list is not exhaustive).On occasion, the professional may be required to work as part of a team with other consultants. Each professional is expected to at least clearly state his/her area(s) of specialty in which he/she can be considered. Expected OutcomesThe key deliverables will be as follows:Timeously delivery of accurate translated written texts from and into the following languages; English, French, Portuguese, Spanish, German (list is not exhaustive).Timeously provision of revision, proofreading and editing of translated documents upon request Offer qualitative simultaneous interpretation services at ACBF Seminars, Meetings, Workshops from and into the following languages English, French, Portuguese, Spanish, German (list is not exhaustive).Profile of the Interpreter / Translator : Minimum Requirements The assignment will be undertaken by the individual Interpreter / Translator with a qualification and demonstrable evidence of experience in areas outlined above:At least a Bachelor’s degree or equivalent qualification in Linguistics, Translation/ Interpretation and/or LanguagesProfessional Training in area of expertise (translation / interpretation);Proven experience in translating official organizational documents or providing interpretation services (at least 5 years).Experience with international organizations similar to ACBF (at least 5 years).Excellent communication skills in languages of expertise.Duration, Timelines, Administration and Reporting RequirementThe assignment covered by these Terms of Reference is expected to be implemented from July 2015 to June 2017. Appendix IVCall off Order Form (Request for Services Quote) – This becomes relevant when contract has been signed with the successful bidder. The ACBF uses this form to communicate its existing needs. The tenderer should not fill this form at the time of submitting the quotationCall Order (Request for Translation Services Quote)Under a Framework ContractService Provider’s NameContract No.AddressTelephone numberTelephoneEmail Date: ________________________________________Dear ________________________________________Kindly provide quotes for the Translation / Interpretation Services (delete inapplicable) as per details below:Translation ServicesDocument Title:________________________________________Origin Language:________________________________________Destination language: ________________________________________Approx. no. of words:________________________________________Delivery Deadline:________________________________________Requesting Unit:________________________________________Quoted price (USD): _________________________________________RegardsCorporate Services UnitACBFCall Order (Request for Interpretation Services Quote)Under a Framework ContractService Provider’s NameContract No.AddressTelephone numberTelephoneEmail Date: ________________________________________Dear ________________________________________Kindly provide quotes for the Interpretation Services as per details below:Interpretation ServicesEvent Title:________________________________________Origin Language:________________________________________Destination language: ________________________________________Type of interpretation required:___________________________________________(Simultaneous / Whispering etc.Period:________________________________________Requesting Unit:________________________________________Quoted price (USD): _________________________________________RegardsCorporate Services UnitACBF ................
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