REQUEST FOR QUOTATIONS Title: Translation Services, RFQ #OPS 003 Issue Date: January 29, 2015 Closing Date: February 10, 2015 at 4:00PM, Kabul time Subject: Democracy International, Cooperative Agreement No. 306-A-00-09-00522-00, Afghanistan Electoral Reform and Civic Advocacy (AERCA), Project Code 4005-001 Dear Bidders, The purpose of this RFQ is to solicit translators or translation companies to provide Democracy International (DI) with translation services between English, Dari, and Pashto on a wide range of legal and technical documents. This program is funded by USAID.  Purchase Order: The result from this procurement will be a Fixed Unit Price Purchase Order. Work will be assigned on an as needed basis and will be charged at a fixed rate established in the purchase order.  Period of Performance: The period of performance is expected to start immediately and will be reviewed on a sixth month basis.  Submission: Proposals are due February 10, 2015 and should be submitted either electronically or hard copy, via email to: [email protected]. The hard copies must be placed in sealed envelopes and labeled as DI-Translation Services. They should also be appropriately signed and stamped by the bidder. Bidders can contact us by email or phone at 0796930803 to determine the date and time to submit the hard copy.  Questions: Questions are due within three days of the RFQ released and should be submitted electronically, via email to: [email protected]. No questions/clarifications will be entertained should they be received by means other than the specified email address. This RFP is composed of the following sections: PART 1 – Statement of Work & Requirements, PART 2 – Instructions to bidders PART 3 – Selection Methodology We look forward to hearing from you. Regards, Democracy International Part 1: Statement of Work & Requirements: Democracy International is seeking to secure a translation company to be on retainer and translate documents and manuals as needed for our elections program. Being a highly technical program, we are seeking a company that is skilled in translating legal, governance and research related terminology. Specifically, it would be best to see a company that has experience with election and research related terms.  Duration: The Purchase order will be for 6 months, renewable, however work will be scheduled as needed.  Pricing: Bidders should put their pricing based on cost per word.  Languages: English, Dari and Pashto PART 2 – Instructions to Bidders: 1. Quotations: All quotations should take into account the full scope of work. Prices will be reviewing using USAID’s cost principles, so bidders are reminded to ensure their quotations are reasonable and detailed out. 2. Language of the Proposal: All proposals and correspondence related to this solicitation must be submitted in English. 3. Conflict of Interest: The Offeror warrants that no DI employee or contractor has received or will receive any direct or indirect benefit arising from this solicitation or its subsequent award. All parties agree that the breach of this provision will result in the termination of the contract that may be awarded as a result of this solicitation. 4. Withholding of Contractor Taxes: Pursuant to Article 72 of the 2010 Afghanistan Tax Law, DI is required to withhold contractor taxes from the gross amounts payable to all Afghan for-profit subcontractors/vendors and transfer this to the Ministry of Finance (MOF). All cost proposals should include the appropriate amount of taxes. 5. Required Documentation: All bidder’s must also include the following documents: a. If the bidder is a company: o Price Quotation o business license o AISA License o CVs of key staff o completed annex 1 of past performance o specified turnaround/delivery period o completion certificate of work o samples of past work conducted. b. If the bidder is an individual: o CV, tazkira, o Salary History or USAID employment biodata, EBD forms found at www.usaid.gov/sites/default/files/AID1420-17.doc o o o completed annex 1 of past performance, completion certificate of work, samples of past work conducted. PART 3 – Evaluation & Selection Evaluation Factors: All quotations received in response to this solicitation will be evaluated and scored by sub factors. The following sub factors shall be used to evaluate offers:    Past Performance - if the vendor can fulfill the scope effectively. DI will be looking for a best Quality. (40 points) Cost - An analysis of cost reasonableness and competitiveness will be conducted on all bids received. (40 points) Delivery Timeline: If the vendor will be able to respond in time to the RFQ and provide the requested items at the necessary timetable. (20 points) Quality Test of Translation: Once the initial evaluation has taken place, we will send the shortlisted companies a sample to translate in a specified period of time. Those samples will be evaluated based on their accuracy of the translation. (30 Points) Selection Methodology: DI will select the awardee for this solicitation based on who it considers best able to provide the best value for the services requested, taking cost, technical, and quality of translation factors into account. Specifically, we will use the trade-off method to determine the best value and will weigh the experience of each company along with the price of their quotation and the quality of their work. DI reserves the right to accept or reject any proposal or annul this solicitation process at any time prior to the award of purchase order, without incurring any liability to the affected Bidder. ANNEX 1: Past Performance Matrix Please include all relevant past performance by completing the matrix. Please include at least 5 relevant projects. Client Name Activity Name Scope of Work Funding Total Period of Performance Location (Country and Region)