Запит комерційної пропозиції на послуги перекладу

Subject: Informal Solicitation for Bids for Interpretation and Translation Services

The International Foundation for Electoral Systems (IFES) invites your firm to participate in this competitive solicitation for pricing, delivery, and terms of the potential sale of the following services for the IFES office in Kyiv, Ukraine. IFES reserves the right to reject any and all offers, to add, delete, or modify any element of the solicitation at any time without prior notification and without any liability or obligation of any kind. This solicitation does not obligate IFES to enter into a contract nor does it obligate IFES to pay any costs incurred in the preparation of submission of any Response.  

BACKGROUND

IFES is an independent, non-governmental organization (NGO) with headquarters registered in the United States of America. IFES supports citizens’ rights to participate in free and fair elections. Our independent expertise strengthens electoral systems and builds local capacity to deliver sustainable solutions. As the global leader in democracy promotion, we advance good governance and democratic rights by providing technical assistance to election officials, empowering the underrepresented to participate in the political process and applying field-based research to improve the electoral cycle. Since 1987, IFES has worked in over 145 countries – from developing democracies, to mature democracies.

DESCRIPTION OF GOODS AND/OR SERVICES

IFES is looking for a Ukrainian company or Private Entrepreneurs ready to provide the following services:

1. Simultaneous interpretation (Ukrainian ↔ English, Russian ↔ English, Russian ↔ Ukrainian);
2. Equipment rental for simultaneous interpretation;
3. Consecutive interpretation (Ukrainian ↔ English, Russian ↔ English, Russian ↔ Ukrainian);
4. Written translation (Ukrainian ↔ English, Russian ↔ English, Russian ↔ Ukrainian)
5. Proofreading/copy-editing (Russian, Ukrainian, English).

SERVICE DELIVERY PROPOSAL

The Service Delivery Proposal should be in English and must contain the following for all services:

• The information on the legal status of the service provider and proof if applicable (registration documents).
• Evidence of experience with international organizations and/or international technical assistance projects. Please provide at least three references with full contact details of the previous clients (name, title, e-mail and phone number).
• Price Offer, availability, response time, and capacity to provide services to IFES (please, complete Tables 1-3 below as applicable).

In addition:

• For translation/interpretation and proofreading/copy-editing services: CVs of all proposed interpreters and translators/editors (please note, only native speakers of that language can apply for proofreading/copy-editing services).
• For simultaneous interpretation: evidence of experience in the field of democracy, good governance, elections, and/or the rule of law (please, provide links to the audio/video if applicable);
• For the written translation and/or proofreading/copy-editing: please provide a link or attach an example of translated/edited materials from Ukrainian and Russian to English and vice versa translated by you or by your company’s translators in the field of democracy, governance, elections, and/or the rule of law.

IFES reserves the right to contract one, multiple, or none of the bidders.

Microsoft Office will be used for word counting based on the document submitted by IFES.

IFES doesn’t reimburse for travel expenses or time spent traveling inside Kyiv. It is the contractor’s responsibility to appear on time at the indicated location and deliver all required services.

Please only include values for services you are applying for; no need to provide all services below to be competitive for this solicitation.

 IFES is not a VAT payer in Ukraine, please indicate in the letter whether you are ready to exempt IFES from paying VAT when signing the contract  / IFES не є платником ПДВ в Україні, просимо зазначити у листі чи готові Ви звільнити IFES від сплати ПДВ при підписанні контракту.

Table 1 – Price offer

Please complete the table below with the proposed prices in USD. All the payments will be processed in UAH based on the National Bank of Ukraine’s exchange rate on the invoice date.:

*Word count = the number of words submitted by IFES for translation; not the product.

**Rush service:

>2500 words to be translated in 8 working hours is considered a rush translation.

*** The vendor is required to provide spare headphones amounting to 20% of the ordered quantity per conference.

Table 2 – Availability and Capacity for Consecutive, Simultaneous Interpretation and/or Equipment Rental (please note all these service providers in this table should be based in Ukraine).

Please provide your comments in Table 2 below; please indicate services you are applying for:

Table 3 – Availability and Capacity for Written Translation and/or proofreading/copy editing

Please provide your comments in Table 3 below, please indicate the services you are applying for:

REQUIREMENTS

Prospective contractors must submit the following information in the Response:

1. A contact name, email address, and telephone number to facilitate communication between IFES and the prospective contractor.
2. General information about the contractor’s history and experience.

3. If a government, its agents, or agencies, have an ownership or managerial interest in the company, the prospective contractor must indicate this when submitting its offer. Failure to do so will result in the prospective contractor’s offer being removed from consideration.
4. Full legal name and address of the company or individual;
5. Corporate and tax registration documents
6. Full name of the legal representative (president or managing director) of the company (not applicable for individuals);
7. Name of any individuals or entities that own 50% of more of the company;
8. Year business was started or established;
9. The prospective contractor must disclose in writing with its Response any subcontracting that will take place under an award. Failure to disclose subcontracting relationships will result in the prospective contractor’s offer being removed from consideration. (if permitted by the solicitation).
10. IFES requests quotations for the above-listed goods/services on a minutely/hourly/per-word basis.
11. Prospective contractor must be legally registered under the laws of the country in which they are organized and possess all licenses, permits and government approvals necessary for performance of the work.
12. All Responses shall be in the English language and submitted via email.

1. A brief outline of the company, including:

1. Contain detailed cost in UAH, with all applicable taxes/charges clearly identified, provided against each of the categories of services described in this request.
2. Detailed description of past experiences providing similar services to international NGOs.
3. Names, addresses, and telephone numbers of three business references, and approval to contact the listed references.  IFES reserves the right to request and check additional references.

SCHEDULE OF EVENTS

Release of Solicitation                                               July 24, 2024

Technical Questions                                                  August 30, 2024

Answers from IFES                                                   August 2, 2024

Responses Due                                                          August 7, 2024, 18:00 Kyiv time

The schedule noted above may be changed at any time in the sole discretion of IFES. All communication must adhere to this schedule and shall be to the attention of [email protected] . The subject of the e-mail should contain the text “Tender proposal. Interpretation and translation services” and the name of the company.

GENERAL TERMS AND CONDITIONS

1. IFES will only consider responsive Responses from responsible contractors for award.
2. Collusion is strictly prohibited. Collusion is defined as an agreement or compact, written or oral, between two or more parties with the goal of limiting fair and open competition by deceiving, misleading, or defrauding a third party.
3. Prices quoted must be valid for entire anticipated period of contract (12 months).
4. Unit prices are required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation.
5. All procurement will be subject to IFES contractual terms and conditions, and contingent on the availability of donor funding.
6. IFES reserves the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability.
7. IFES reserves the right to accept all or part of the quotation when awarding the contract.
8. All information provided by IFES in this solicitation is subject to change at any time. IFES makes no certification as to the accuracy of any item and is not responsible or liable for any reliance on or use of the information or for any claims asserted therefrom.
9. IFES reserves the right to require any prospective contractor to enter into a non-disclosure agreement.
10. The solicitation does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by the prospective contractor or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES.

IFES has zero tolerance for fraud. Fraud is any act or omission that intentionally misleads, or attempts to mislead, to obtain a benefit or to avoid an obligation.  If you have concerns about potential fraud in any way related to IFES projects, contracts or activities, please contact IFES’ Compliance Hotline at [email protected] or at +1 202-350-6791.