Expression of Interest For Interpretation and Translations Services For Tender No: indextb/rfp/03/2012 Package No.1: Turnkey services for Interpretation Package No 2. Translation Services Important Dates Invitation of Expression of 15 th May 2012 04:00 PM Interest and Quotes in sealed cover Date of Opening of Quotes 15 th May 2012 05:00 PM INDUSTRIAL EXTENSION BUREAU Block No. 18, 2 nd floor, Udyog Bhavan, GH-4 Sector - 11, INDEX Gandhinagar - 382 010 Phone: +91-79-2325 0492/93, Fax: 23250490 Email:indextb@indextb.com Website: - www.indextb.com, www.vibrantgujarat.com
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: 2013 Summit. This Event would be organized in Mahatma Mandir, Gandhinagar. The main programme would be during January 11-13, 2013. This Summit is organized biennially starting from 2003 and has been successfully organized in the years 2005, 2007, 2009 and 2011. 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 1. Package # 1: Providing turnkey solutions for interpretation. 2. Package #2. Services for translation from English to other desired languages 2.0 SCOPE OF WORK : 2.1 For Package # 1 : 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 2013 Summit and also during various country specific seminars, lecture series, etc.. In majority of the cases, the venue would be Mahatma Mandir, or any place in Ahmedabad / Gandhinagar.
The Summit would have its Inaugural function on 11 th January, 2013 (Before Noon) at Gandhinagar and valedictory function on 12 th January, 2013 (Evening). The inaugural function would be attended by about 1000 foreign delegates from various countries and valedictory function by about 500 delegates. To cater to their language needs following services are envisaged. 1. Arrangements for multi-channel equipments for simultaneous interpretation capable of transmitting interpretation in four / eight languages, which includes equipments 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 Equipments, 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. 4. Site technicians and the necessary arrangements for distribution and collection of the receivers would be also undertaken. A table space to distribute the receivers would be provided to you. 5. Arrangements for interpreters capable of simultaneously interpreting for 03 hour long session. 6. Languages to be interpreted into includes translating form English and Hindi into following languages and vice a versa (the list is indicative) a. Japanese e. German b. Korean f. French c. Chinese g. Russian d. Spanish h. Italian 7. The required numbers of receivers would be informed as per the requirement, well in advance. 8. The transmitting area would have to be carried out in a hall of be about 90 mts x 50 mts approximately at Mahatma Mandir. 9. Transportation of equipments, travel, lodging & boarding of staff etc would be taken care by the agency
10. Necessary booth for interpretation service would be provided by us if to be carried out at Mahatma Mandir. At other places, the booths may have to be erected. 11. Interpreters - The service of interpreter(s) is required for consecutive translation for meetings and discussions, which involves giving a translation after speakers have spoken first and interpreted later phrase by phrase. 2.2 Package #2. Services for translation of Promotional Material 1. 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. 2. Broadly translation is required for the following languages the following foreign languages: Chinese (Cantonese) Spanish Chinese (Mandarin) German Korean Russian Japanese French Portuguese Italian 3. For the same, 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 4. Format of Documents - For translation of the promotional material mentioned above, the text would be provided in the format such as: Microsoft word document, PDF, EPS, Corel Draw, Microsoft PowerPoint document 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 ie. for printing. 5. 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 folders. 6. The necessary proof checking of the material so translated for its authenticity would be the responsibility of the translating agency. 7. The agency so retained may also be entrusted to carry out the task of translation of the website.
3.0 PREPARATION OF BIDS 1. Interested agencies having experience and proven track record will have to provide their expression of interest documents to us in the manner mentioned in this section. 2. The interested agencies can provide expression of interest for any one or both the packages mentioned in this document. 3. The interested agencies would have to provide separate bid documents for both the packages. 4. The expression document for both the packages should be submitted in two parts in two separate sealed envelopes. Both the parts i.e. Part-I and Part-ll have to be submitted before the due date and time at indextb Office Gandhinagar (Kind Attention Managing Director, Industrial Extension Bureau) at the prescribed address of indextb. Bids submitted through fax or email will not be accepted. 5. If last date of submission or the date of opening of the bid is declared as holiday, the quotes / bids would be accepting / opened on the next working day. Timing and address for submission of bid will remain the same. Address for Submission of Bids : Managing Director Industrial Extension Bureau (indextb) Block NO 18, 2 nd Floor, Udyog Bhavan, Sector 11, Gandhinagar, Gujarat. 382010. Phone : 079-23250492/50493, Fax : 0792-23250490 PART 1 - TECHNO-COMMERCIAL UN-PRICED BID This part describes the Scope & Extent of Work, Commercial Terms & Conditions etc. The Techno-Commercial Unpriced Bid shall be submitted in a separate sealed envelope duly superscribed "Part 1 Techno-Commercial Un-priced Bid for <<Package Number >>. NO PART OF PART 1(TECHNICAL BID) BID SHALL CONTAIN ANY INFORMATION ON THE BID PRICE. PART 2 - PRICE BID The Price Bid shall contain an original copy of the quotation prepared 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 superscribed "Part 2 - Price Bid for Package Number.
The Bid price quoted should be in Indian Rupees (inclusive of all taxes, duties, levies, CESS applicable thereon, and applicable insurance to the extent specified as the responsibility of the Agency) for performing the services as described in the Bid Document. The rates quoted shall include all existing taxes, duties and levies and shall be deemed to be for the complete duration of work. The rates shall also remain firm for the entire period of contract i.e upto March 2013. However, any subsequent changes in taxes and levies shall be reimbursed or passed on to the client as the case may be. 4.0 LIST OF DOCUMENTS TO BE SUBMITTED ALONG WITH PART 1 - TECHNO- COMMERCIAL UN-PRICED BID 1. Registration of the Partnership firm / Company 2. Full Contact Details 3. List of major work of similar nature carried out in last three years with proof. 4. List of Key Service Personnel of your company along with their details, address, contact nos., experience details, etc. 5. Audited Results of last three years. Attested copies of IT returns for past three years. 6. Service Tax Number, Permanent Account Number (PAN). Copies to be attached. 7. Available inventory of the equipments. If they are to be hired, the same should be mentioned specifically. The details of inventory should be mentioned 5.0 SPECIAL CONDITIONS OF CONTRACT 5.1 DURATION OF CONTRACT The rates should be valid up to March 2013. The rates for interpretation services would be applicable for providing services in Ahmedabad / Gandhinagar. 5.2 TERMS OF PAYMENT Contractor shall be paid his charges on satisfactory completion of the assignment / work and after submission & due verification of bills. Usual payment period would be 30 days.
5.3 ELIGIBILITY CRITERIA 1. The bidder should be in the business of translation and interpretation. (Proof to be submitted through attested copies of previous work orders/invoices/payments and similar nature of work carried out). 2. The firm should be involved in similar business for at least 05 years. 3. That the bidding firm / company should be a profit making organization. (Certificate of Chartered Accountant as proof) 4. The bidder should have professionally trained manpower to carry out the work. The key manpower should be professionally qualified. 5. Inventory of relevant equipments necessary should be available. 6. Relevant registration details of establishments should be provided
PRICE BIDS Instructions for filling the price bids: The price bids for both the packages are to be submitted separately. The price bids are 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. Format of the price bid for package #1. Interpretation Services Sr.No Particulars Quantity Unit Rate in Rs. 1 Supplying of four channel portal receivers with digital tuning facility, working on Infra red technology Upto 25 Nos More than 25 and less than 100 More than 100 and less than 200 2 Charges for supplying of interpretation console, necessary wires, cables, plugs in, jointers, etc. More than 200 Lumpsum for supply in Ahmedabad / Gandhinagar 3 Technician Charges Rate per shift of 06 hours including all expenses for travel. 4 Charges for setting up of interpreter s booths Per booth of the size 2mt x 2mt 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 service 0-3 hours 3-6 hours (half day) More than 6 hours (full day) Rate for single interpreter 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.
Format of price bid for package # 2 Translation Charges Translation Charges Language Rate per word Translation inclusive of Chinese Editing & Proof-reading (Cantonese) Chinese (Mandarin) Japanese Korean French German Spanish Russian Italian Sub-Total for submitted booklet Layout Processing Charges Layout Charges Source file type Output file type Per Page Charge MS Power Point Corel Draw MS Word Corel Draw PDF MS Power Point PDF Corel Draw Both source file and output file type being the same The above rates would be inclusive of the project management charges and applicable 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