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Request for Quotes (RFQ)

Request for Quotes (RFQ)

              RFQ Number:       CPA-17-003-TRANSLATION/INTERPRETATION


              Issuance Date:    Dec 22, 2017


              Deadline for Offers:    Dec 29, 2017


              Description:    Translation and Interpretation


              For:   USAID Clean Power Asia


              Funded by:    United States Agency for International Development


              Contract No.:    AID-486-C-16-00001


              Implemented by:   Abt Associates, Inc.


              Points of Contact:    Thida Ruengsit, Finance and Administrative Manager (Administration)




Section 1: Instructions to Offerors


  1. Introduction: USAID Clean Power Asia is a United States Agency for International Development (USAID)-funded program implemented by Abt Associates, Inc. from its office in Bangkok, Thailand. The goal of USAID Clean Power Asia is to accelerate the regional transition to a high performing, low carbon power sector, and this goal is being accomplished through three outcomes: high renewable energy scenarios included in energy planning; an improved enabling policy, regulatory, and technical environment for renewable energy deployment; and increased investment in and deployment of grid-connected renewable energy projects.


Abt Associates leads the implementation of the program, in collaboration with subcontractors the ASEAN Centre for Energy (ACE) and the Stockholm Environment Institute (SEI). As part of its program activities, USAID Clean Power Asia requires:

  1. Translation of documents, both general and highly technical (related to Renewable Energy), from/to English and Khmer/Vietnamese/Lao/Thai;
  2. Simultaneous translation services/headphones for large meetings/events.


Offerors are responsible for ensuring that their offers are received by Abt Associates in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere to instructions described in this RFQ may lead to disqualification of an offer from consideration.


  1. Offer Deadline and Protocol: Offers must be received no later than 17.00 ICT on Friday, December 29, 2017, by email addressed to Ms. Thida Ruengsit, Finance and Administrative Manager, at


Please reference CPA-17-003-TRANSLATION in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of the procurement manager for this RFQ.


  1. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17.00 ICT on Monday, December 25, 2017 by email to . Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification— and the responses thereto—that Abt Associates believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in Only the written answers issued by Abt Associates will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Abt Associates or any other entity should not be considered as an official response to any questions regarding this RFQ.


  1. Qualifications: The offeror must be able to demonstrate substantial experience in document translation, and break that down into technical and non-technical topics and similar to the one requested for this RFQ, and provide examples of prior work experience. The offeror must specify the proposed final price for all of the services.



  1. Proposal: Proposal in response to this RFQ must be must be presented in US dollars and priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Offers must remain valid for not less than 6 months after the offer deadline; offerors providing 12 months validity will receive preferential ratings. Offerors are requested to provide a proposal in their official proposal format or In addition, offerors responding to this RFQ are requested to submit the following according to the status of the bidder:


  • Copy of official registration or business license if a
  • Copy of work permit for relevant country if submitting offer as an individual, non-business


  1. Specific instructions for proposal: Offerors may provide a quote for up to eight (8) total services under this RFQ and may provide these in one response. To facilitate multi-services offer, the offeror should use Attachment A at the end of this document, noting in each table the proposed costs per service, with any notes or explanations provided below the table. Example: Offerors with the ability to provide written translation services for English/Khmer, but from their office/business in Thailand, may do so. Offers for simultaneous interpretation require that the individuals/firm providing the service are located in the country of performance. Example: A company based in Thailand cannot provide simultaneous translation for an event in Cambodia (unless they maintain an office there as well).
  1. Delivery: The physical location of the Abt Associates office is listed below, but proposals may be delivered via email to both :


                           Abt Associates

                           Abdulrahim Place, Suite 501

                           990 Rama IV Road

                           Bangrak, Bangkok, 10500


The delivery timeframe is detailed in the scope of work.


  1. Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 937 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228. The cooperating country for this RFQ is Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Myanmar, Cuba, Iran, North Korea, Sudan, and Syria.


  1. Taxes and VAT: The agreement under which this procurement is financed is not exempt from the payment of taxes, VAT, tariffs, duties, or other levies imposed by any laws in effect in Cambodia/Laos PDR/Vietnam/Thailand. Therefore, offerors must include taxes, VAT, charges, tariffs, duties, and levies in accordance with the laws of Cambodia/Laos PDR/Vietnam/Thailand.


  1. 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 by the U.S. government. Abt Associates will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S.


  1. Evaluation and Award: Responses to this RFQ will be evaluated against several criteria, including the following:


  1. Response to RFQ follows the specified instructions.
  2. It meets the eligibility requirements.
  3. Offeror provides sufficient proof of capabilities, as evidenced through past projects of a similar nature and may include reference checks of those or other clients of the offeror.
  4. Offeror provides suitable and dedicated project manager (if an individual, this will be presumed to be the consultant) to serve as point of contact for all matters related to this project.
  5. Response to RFQ meets or exceeds the minimum required technical specifications.


All of these factors being equal, the offeror whose response is deemed to provide the best value to the U.S. government is likely to be selected. Price is a key determinant, and offerors are encouraged to provide their best and final price for all services provided. Abt Associates reserves the right to make a selection without negotiation with any offeror. Offerors are required to provide sufficient budget detail in their response to allow Abt Associates to determine the reasonableness of overall costs proposed.


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. Abt Associates reserves the right to waive immaterial deficiencies at its discretion.


It is anticipated that an award will be made solely on the basis of the original proposal. However, Abt Associates reserves the right to any or all of the following:


  • Abt Associates may conduct negotiations with and/or request clarifications from any offeror prior to
  • While preference will be given to offerors who can address the full technical requirements of this RFQ, Abt Associates may issue a partial award or split the award among various suppliers, if in the best interest of the USAID Clean Power Asia program.
  • Abt Associates may cancel this RFQ at any


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 the USAID Clean Power Asia program for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. Abt Associates, at its sole discretion, will make all final decisions regarding this procurement.


  1. Terms and Conditions: This is a request for proposals only. Issuance of this RFQ does not in any way obligate Abt Associates, the USAID Clean Power Asia program, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an This solicitation is subject to Abt Associates’ standard terms and conditions. Any resultant award will 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 will apply:
  2. Abt Associates’ standard payment terms are net 30 days after receipt acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.
  3. Any award resulting from this RFQ will be firm fixed price, in the form of a Purchase O
  4. No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Myanmar, Cuba, Iran, North Korea, Sudan, or Syria.
  5. 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
  6. The title to any goods supplied under any award resulting from this RFQ shall pass to Abt Associates following delivery and acceptance of the goods by Abt Associates. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to Abt Associates.



Section 2: Offer Checklist


To assist offerors in the preparation of proposals, the following checklist summarizes the documentation to include in response to this RFQ:


  • Cover letter, signed by an authorized representative of the offeror
  • Official proposal, including specifications as applicable (see Section 3)
  • Summary Tables for total costs of all services provided
  • Copy of offeror’s registration or business license, work permit, as applicable
  • CV or resume of designated project manager
  • Examples of past work of a similar nature
  • Contact details (name, company, email, and phone) of at least two references (firms, organizations, or individuals) for whom the offeror has completed projects of a similar nature/scope in the past two years. Abt Associates reserves the right to contact these references.



Section 3: Offer Cover Letter

 This letter must be provided on letterhead and signed by an authorized representative of the offeror:


To:                      Abt Associates

                           Abdulrahim Place, Suite 501

                           990 Rama IV Road

                           Bangrak, Bangkok, 10500


Reference:       RFQ No. CPA-17-003-TRANS/INTERPRET


To Whom It May Concern:


We, the undersigned, hereby provide the attached offer to perform all work required 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 Abt Associates or USAID Clean Power Asia program staff
  • We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced
  • 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
  • All information in our proposal and all supporting documentation is authentic and accurate;
  • We understand and agree to Abt Associates prohibitions against fraud, bribery, and


We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.


Authorized Signature:


Name and Title of Signatory:




Company Name:


Company Address:


Company Telephone and Website:


Company Registration or Taxpayer ID #:


Active bank account (Yes/No):


Official name on bank account:






Name of Offeror: ___________________________________________

Quoted Costs Valid through (check one):  c  30 June 2018           c  31 December 2018

Offerors must indicate the costs for each service and language they are able to provide. If the service is not provided, indicate with “N/A.” For ease of review, limit entries to costs/quantities/descriptors only. Any notes should be inserted below the appropriate table.

Written Translation


To/From English Cost per page (double space, max font 12pt, A4)

To/From English Cost per word

Time required to complete job for a) general documents and b) technical documents

Are revisions included should errors be found, particularly on technical terms? If not, how are revisions handled?























Simultaneous Interpretation


To/From English One Interpreter

To/From English Two Interpreters

Cost of all necessary equipment (booth, headsets) cost per item or sets of items in range e.g. 1-20 Headsets $_____;

20-50 Headsets $____; etc.

Cost of a recording of the proceedings both languages

Cost of providing a written transcript of the proceedings in both languages



























Contact :


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