REQUEST FOR PROPOSALS

Date: March 13, 2024

Subject: Request for Proposal (RFP) for Translation Services for official documents and ongoing support as needed.

Dear Sir/Madam,

IntraHealth International is the Prime partner for Accelerating Support to Advanced Local Partners II (ASAP II), a twenty-six month contract (No. 7200AA22C00041) for the United States Agency for International Development (USAID). The goal is to ensure that local partners have the capabilities and resources to act as prime partners for USAID/U.S. President's Emergency Plan for AIDS Relief (PEPFAR) programming.

ASAP has two objectives:

1. Strengthen local partners as they transition to receive PEPFAR funding as a USAID prime partner to comply with regulations.
2. Prepare local partners to directly manage, implement, and monitor PEPFAR programs, and maintain consistent PEPFAR program achievement and quality.

You are hereby invited to submit a technical proposal and a cost proposal for translation services to be provided to IntraHealth International, Inc. The technical and cost proposals should be submitted in separate emails in PDF format and duly signed. Proposals should be received no later than 5pm Eastern Standard Time (EST) on March 22, 2024 and sent to Vickie Hayes-McGee at . Interested parties can send questions via email by March 18, 2024 to Ms. Hayes-McGee with the subject line: "Translation Services for ASAP II-March 2024."

The contract's duration will be approximately three (3) to four (4) months from the award date.

This letter cannot be construed as a legally binding contract between our organization and the entity you are representing.

This procurement is being funded by a US government contract. Refer to the eligibility requirements below.

Please acknowledge receipt of this letter and confirm if you plan to submit a proposal.

Sincerely,

Vickie Hayes-McGee

ASAP II Contracts and Grants Manager

Preparation of proposals

Interested parties should prepare their proposals in response to this Request for Proposal to include all the following sections: The technical proposal should be no more than 5 pages. Attachments can include CV's, Company Registrations, past performance testimonial, etc. The financial proposal should be no more than 2 pages and include daily rates/rate per word, level of effort, management, indirect and fee. Past Performance can be included in an annex.

Cover Letter

A one-page cover letter in English providing background and relevant details about the offeror submitting the proposal. This letter is to be signed by the President/Director of the company and include the name, Unique Entity Identifier (UEI), physical address, contact person and phone number for this Request for Proposal.

The cover letter should state that the offeror will carry out the activities in accordance with the specifications contained in Attachment A: Scope of Work. Proposed exceptions to any part of Attachment A must be detailed in an attachment to the annex letter.

Detailed Technical Plan

A detailed plan of the tasks described along with a proposed work plan defining the key phases and activities. The operational and technical part of the Proposal should not contain any information on the costs of the services offered. This financial information must be provided separately in the cost proposal.

Qualifications and Competency of Key Staff

The offerors will have to list the key staff/consultants, their role, and function, the amount of time allocated for the project, and their CV (Curriculum Vitae) and relevant certifications. In this section, the offeror will indicate the various members of the personnel to be assigned to the project and their personal experience of their tasks.

Cost proposal

The cost proposal must be a separate document from the technical proposal. The cost and technical proposals should be submitted in separate emails. A detailed justification of the budget and cost of achievement of the activities must be submitted. Each budgetary heading must be justified in a narrative format and the cost for each task included to these categories:

• Personnel costs assigned to the project (daily rates/rate per word and level of effort)
• Administrative and management costs
• All other related costs
• As there is no template for the cost proposal, you must ensure all costs are included in the above cost categories.

Annex on Past Performance Capabilities

Please include past performance material.

Ethical and Business Conduct Requirements

IntraHealth is committed to integrity in procurement, and only selects offerors based on objective business criteria such as price and technical merit. IntraHealth expects contractors to comply with our . Please cut and paste this link into a browser:

Proposal Validity Period

Proposals shall remain valid and unit cost prices unchanged for 90 days (about 3 months) after the proposals are submitted. A Proposal valid for a shorter period shall be rejected as non-responsive.

Administrative Documents

All important documents need to be submitted, such as curriculum vitae (CVs), or any other information that the offeror feels relevant to be considered in the technical proposal such as:

• Headquarters contact information.
• USG (United States Government) required Unique Entity Identifier
• At least three references of clients for whom the offeror has recently provided services like those described herein.

Criteria for Evaluations

Attribution of the Contract

International IntraHealth, Inc. will award the contract to the offeror whose proposal, after evaluation, is considered as the most responsive to the needs of IntraHealth and the requirements of the activity, and that provides the best value to IntraHealth, technical and financial factors combined. IntraHealth reserves the right to award in whole or in part, or to make no award at all.

The contract will stipulate the terms and conditions of IntraHealth International, Inc.

Eligibility Requirements

Subcontractors making bids of $30,000 or more must have a US Government issued Unique Entity Identifier (UEI) to be eligible for a subcontract. The UEI must be included in the bid. IntraHealth reserves the right to disqualify offerors that do not have UEI. US small business is preferred but not required.

ATTACHMENT A

SCOPE OF WORK

Accelerating Support to Advanced Local Partners II (ASAP II) supports the United States Agency for International Development (USAID) to work with local organizations as Prime Partners. Many organizations and people new to partnering with USAID report that complex or overly bureaucratic terminology is a major barrier to understanding how to work with USAID. This is most prevalent for people who don't read English as their professional working language or are otherwise unfamiliar with the technical nature of USG regulatory terminology. Translating documents that contain critical information, resources, and processes on how to do business with USAID is key to the Agency's efforts to work with more new and local partner organizations. While tools like Google Translate may be able to automatically translate some text to local languages, these tools do not consistently and accurately translate terminology that is specific to USAID and often miss the best standard translation available of ordinary language.

Part 1: TRANSLATIONS FOR OFFICIAL DOCUMENTS

ASAP II is seeking translation services for USAID policy directives, required procedures and standards for the award and administration of USAID grants and cooperative agreements to local organizations posted on the Automated Directive System (ADS) at . The documents will be translated from English into Hausa, Somali, Amharic and Chichewa languages. The final translated documents will be posted on WorkwithUSAID.Gov at .

The following are potential documents for translation into the above languages. As requested and approved by USAID, the list may change and additional USAID and ASAP II project documents may be added to the list for translation into these and additional languages.

PART 2: Translation services for PEPFAR awards in Africa:

On an as needed basis, the service provider will:

1. Maintain consistent translation of specialized terminology, including USG assistance regulations and policies and technical terminology related to development and humanitarian activities.
2. Ensure translation of specialized terminology in the full applications is consistent with prior courtesy translations of RFIs, solicitations, and other pre-award documents.
3. Provide accurate courtesy translations of documents including, but not limited to, request for information (RFIs), solicitations, and other pre-award documents from English to Hausa, Somali, Amharic and Chichewa in accordance with pre-defined timelines. Provide translations of documents into other languages as approved by USAID.
4. Receive full applications in Hausa, Somali, Amharic and Chichewa from prospective partners in accordance with USAID Standard Operating Procedures and return the English-translated applications to the potential partners for submission in accordance with pre-defined timelines of up to 14 (fourteen) days. Full applications may also be received in additional languages to be determined.
5. Ensure quality control of all translated products, including receiving approval of the translated application from the prospective local partner.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.