REQUEST FOR QUOTATION (RFQ)
RFQ Number: | INDO-MELP-2021-RFQ-005 |
Issue Date: | Tuesday, August 5, 2021 |
Questions Due Date and Time: | Monday, August 16, 2021, at 17h00 Jakarta time |
Offers Due Date and Time: | Wednesday, August 25, 2021, at 17h00 Jakarta time |
Description: | Interpreter and Translator Services |
For: | Monitoring, Evaluation and Learning Platform |
Funded by: | United States Agency for International Development, Contract No. 72049720M00001 |
Implemented by: | Panagora Group |
Type of Award: | Blanket Purchase Agreement |
Point of Contact: | procurement@panagoraindonesia.net
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ETHICAL AND BUSINESS CONDUCTS REQUIREMENTS Panagora Group is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and merit. Panagora expects suppliers to comply with our standards terms and conditions. Panagora does not tolerate fraud, collusion among offerors, or falsified proposals or bids. Any firm or individual violating these standards shall be disqualified from this procurement and barred from future procurement opportunities. In addition, Panagora shall inform USAID of any supplier offers of money, commissions, or gifts to obtain business. Employees and agents of Panagora are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, or object of value from current or potential vendors or suppliers in exchange for or as a reward for business. Offerors responding to this Request for Quotations (RFQ) must disclose and include the following information as part of the proposal submission: ● Close, familial, or financial relationships with Panagora Group or activity staff. For example, if an offeror’s cousin is employed by the activity, the offeror must state this. ● Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this. ● Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition. ● Certify that all information in the offer and all supporting documentation are authentic and accurate. ● Certify understanding and agreement to Panagora Group’s prohibitions against fraud, bribery and kickbacks. Please contact Operations@panagoragroup.net with any questions or concerns regarding the above information or to report any potential violations. | |
SECTION 1: GENERAL INSTRUCTIONS TO OFFERORS
A. Introduction
Panagora Group, hereafter referred as Panagora, is a woman-owned small business providing novel and integrated solutions in global health and international development, implementing since August 18, 2020 the Monitoring, Evaluation and Learning Platform (MEL-P) Activity funded by the United States Agency for International Development (USAID) Mission in Indonesia.
MEL-P’s purpose is to support the implementation of the Country Development Cooperation Strategy for Fiscal Year 2021 – 2025 by providing technical, consulting, and advisory services related to monitoring, evaluation, and learning and other relevant short-, medium-, and long-term technical expertise to USAID/Indonesia. The activity will also provide support to USAID initiatives, such as the Indo-Pacific Strategy, and newly enacted Foundations for Evidence Based Policy Making Act. These combined efforts will facilitate and inform program management decisions within the Mission, shape the long-term strategic direction of programs, and enable USAID/Indonesia to comply with USAID’s Evaluation Policy and USAID Automated Directives System 201.
Panagora is seeking an Interpreter and Translator service provider to support MEL-P activities related to its activities in monitoring, evaluation and learning platform.
As a result of this RFQ, Panagora anticipates issuing a blanket purchase agreement (BPA)—or possibly multiple BPAs—to establish specific pricing levels and parameters for ordering these services. This will allow Panagora to issue specific purchase orders, on an as-needed basis, for the procurement of interpreter and translator services over the next 12 months. The service provider shall furnish the services described in any purchase orders issued by Panagora under this BPA. Panagora is only obligated to pay for services ordered through purchase orders issued under this BPA and delivered by the service provider in accordance with the terms and conditions of this BPA.
Offerors are responsible for ensuring that their offers are received by Panagora in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.
B. Offer Deadline and Protocol
Offers must be submitted no later than 17h00 Jakarta Time on Wednesday, August 25, 2021, by email toprocurement@panagoraindonesia.net with the subject line “Interpreter and Translator Service”.
Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date shall be considered late and shall be considered only at Panagora’s discretion.
C. Questions and Request for Clarifications
Questions regarding this RFQ may be submitted no later than 17h00 Jakarta Time on Monday, August 16, 2021, by email to procurement@panagoraindonesia.net.
Questions must be submitted in writing; phone calls shall not be accepted. Questions and requests for clarifications—and the responses thereto—that Panagora believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.
Only the written answers issued by Panagora shall be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from Panagora employees or any other entity shall not be considered as an official response to any questions regarding this RFQ.
Panagora shall issue written answers by 17h00 Jakarta Time on Thursday, August 19, 2021.
D. Quotations
Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in Indonesia Rupiah (IDR) and shall exclude any value added tax (VAT) as detailed in Section 1. G.
Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete the table below and submit a signed and/or stamped version to Panagora.
Table below provides illustrative of services, type and number of units, additional specifications for more information (when applicable), supplier quotation to indicate unit price in IDR (prices shown are for illustration purpose only), and to indicate necessary time (after receipt of order) to deliver goods or equipment. Required services and requirements are described in Section 3.
- INTERPRETATION
Please, submit the services data for:
- Jakarta
- other provinces/regions
in separate tables, if different.
Item | Service Description | Qty | Unit | Unit price |
1. | Online Consecutive interpreter | 1 | Person/hour |
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2. | Online Consecutive interpreter half day (max 4 hours) | 1 | Person/half day |
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3. | Online Consecutive interpreter full day (max 8 hours) | 1 | Person/ day |
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4. | Online Simultaneous interpreter | 1 | Person/hour |
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5. | Online Simultaneous interpreter half day (max 4 hours) | 1 | Person/half day |
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6. | Online Simultaneous interpreter full day (max 8 hours) | 1 | Person/ day |
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Please, list provinces where the services are available.
- TRANSLATION
Item | Service Description | Qty | Unit | Unit price | Estimated timeline |
1 | Normal Sworn document translation English to Indonesia vice versa | 1 | page |
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2 | Normal Non- Sworn general document translation | 1 | word |
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3 | Express Sworn document translation English to Indonesia vice versa | 1 | Page |
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4 | Express Non- Sworn general document translation | 1 | word |
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Offers must remain valid for not less than 60 calendar days after the offer deadline. Prices quoted must remain fixed for a minimum of 12 months.
In addition, offerors responding to this RFQ are requested to submit the following:
1. Names and contact information of 3 clients to serve as references or 3 written references in clients or 3 written references in client’s letterhead for similar services provided.
2. Copy of their official registration or business license issued by the Indonesian Government authorities.
3. Copy of professional certification for Individual professional
4. Copy of Tax Identification Number Card
E. Delivery
The services described in this RFQ shall be delivered at MEL-P’s office located at Menara Thamrin, 2nd floor, Suite 203, JH MH Thamrin Kav 3, Jakarta 10250.
As part of its response to this RFQ, each offeror shall provide an estimate (in calendar days) of the delivery time (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting purchase order.
F. Source, Nationality, Manufacture
The offeror’s services shall be subject to U.S. Federal Acquisition Regulation 52.204-25 “Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment”, prohibiting the offeror to use any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.
G. Taxes and Value added tax
The contract under which this procurement is financed does not permit the financing of VAT, tariffs, customs duties, or other levies imposed by any laws in effect in the Cooperating Country. No such Cooperating Country taxes, VAT, charges, tariffs, duties, or levies shall be paid under an order resulting from this RFQ. MEL-P has a VAT exemption the process for which shall be explained following the awarding of this BPA.
MEL-P is obligated to withhold income tax article 23 for service. Proof of tax withholding shall be provided after report to tax office.
H. Eligibility
By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award financed by the U.S. Government. Panagora shall not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government Evaluation and Award
The award shall be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via a trade-off analysis to be the best value based on the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:
Criteria | Points |
Experience, including past performance providing service for International Development Agencies | 30 |
Proposed services to deliver or provide service with high accuracy | 30 |
Delivery schedule and availability by location | 20 |
Price | 20 |
TOTAL | 100 |
Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. Panagora reserves the right to waive immaterial deficiencies at its discretion.
Panagora shall select the successful contractor using a Best Value approach, considering experience, including past performance, proposed services, delivery schedule, and price factors.
Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to Panagora for consideration, as USAID shall not consider protests regarding procurements carried out by its implementing partners. Panagora, at its sole discretion, shall make a final decision on the protest for this procurement.
It is anticipated that award shall be made solely on the basis of these original quotations. However, Panagora reserves the right to conduct any of the following:
● Panagora may request clarifications from any offeror prior to award.
● While preference shall be given to offerors who can address the full technical specifications and requirements of this RFQ, Panagora may issue a partial award or split the award among various vendors, if in the best interest of Panagora.
● Panagora may cancel this RFQ at any time.
I. Terms and Conditions
This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Panagora to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.
This solicitation is subject to Panagora’s standard terms and conditions. Any resultant award shall be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions shall apply:
a. Panagora’ standard payment terms are net 30 days after receipt and acceptance of any deliverables. Payment for purchase orders issued under any BPA resulting from this RFQ shall only be issued to the entity submitting the offer in response to this RFQ and identified in the corresponding BPA award; payment shall not be issued to a third party.
b. Any award resulting from this RFQ shall be in the form of a BPA. Panagora anticipates issuing a BPA (or multiple BPAs) under which specific purchase orders can be issued—on an as-needed basis—at the pricing levels established in the BPA. When the need arises for the services described in the BPA, Panagora shall issue a purchase order to the BPA-holder. If there are multiple BPA-holders as a result of this RFQ, the purchase order shall be issued to the BPA-holder that presents the best value for that specific order, based on price and delivery time. Any BPA issued as a result of this RFQ shall have a minimum duration of at least 12 months. The Vendor shall furnish the services described in any purchase orders issued by Panagora under the BPA. Panagora is only obligated to pay for services to the extent purchase orders are issued under any BPA resulting from this RFQ.
c. As stipulated in the FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment, vendor shall not provide telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities); video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities).
d. United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
SECTION 2: OFFER CHECKLIST
To assist offerors in responding to this RFQ, the following checklist summarizes the documentation to include an offer in response to this RFQ:
● Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)
● Proposed services and delivery schedule (see Section 3. A. and B. for more details)
● Official quotation (see Section 1. D. for more details)
● Annexes:
o Copy of offeror’s registration or business license or professional certificate for individual
o Copy of Tax Identification Number Card
o Proof of a consistent client base for the last 6 years.
o At least 3 references demonstrating previous working experience preferably with USAID-funded projects or similar projects.
SECTION 3: REQUIREMENT AND QUALIFICATIONS
A. Qualification of Interpreter and Translator
● Minimum of 5 years of professional experiences as Interpreter and/or Translator
● Experience interpreting for the International Development Agencies meetings, workshops, etc. Having interpreting experiences for evaluation will be advantage.
● Ability to analyze information and construe meaning;
● Having speed reaction and ability to adapt without delay to speakers, situations and subjects;
● High level of concentration;
● Time flexibility to follow the evaluation work plan and schedules
B. Requirements and Qualifications
For Firm
● Legally registered firm with at least 5 year of Interpreting and Translating experience service to project and international development organizations
For Individual
● Certification as professional interpreter and/or translator with at least 5 year of Interpreting and Translating experience service to project and international development organizations
SECTION 4: Offer Cover Letter
The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:
MEL-P
Panagora Group
Menara Thamrin, 2nd floor, Suite 203
JH MH Thamrin Kav 3
Jakarta 10250
Reference: RFQ No. INDO-MELP-2021-RFQ-005
To Whom It May Concern
We, the undersigned, hereby provide the attached offer to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.
We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.
Furthermore, we hereby certify that, to the best of our knowledge and belief:
● We have no close, familial, or financial relationships with any Panagora Group or the Technical Support Services activity staff members.
● We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and
● The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
● All information in our offer and all supporting documentation is authentic and accurate.
● We understand and agree to Panagora Group’ prohibitions against fraud, bribery, and kickbacks.
We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.
Authorized Signature: _____________________________________________________________
Date: ________________________________________________________________________
Name and Title of Signatory Company Name: __________________________________________
Company Address: ______________________________________________________________
Company Telephone: ___________________ and Website (if available): ______________________
Company Registration or Taxpayer ID Number: __________________________________________
Company DUNS Number (for awards above USD 10,000 or equivalent in IDR): __________________
Does the company/individual have an active bank account (Yes/No)? __________________________________
