Expression of Interest For Interpretation and Translations ... - iNDEXTb

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 “”.
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