REQUEST FOR PROPOSALS (RFP)

CONFERENCE INTERPRETATION  SERVICES FOR MANAGEMENT SCIENCES FOR HEALTH(MSH) RWANDA

This Request for Proposal outlines the translation services required for the Regional Leadership Conference, scheduled to take place on March 18 through March 22, 2024, at the Kigali Marriott Hotel in Kigali, Rwanda. The services will address various linguistic needs to accommodate the diverse audience of the conference.

Quotes must be received by MSH no later than the date and time indicated in the table below.

MSH, a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health. For more information visit: https://msh.org/

If  any company or individual submitting an offer in response to this RFQ is found to have offered anything of value to any member of MSH staff, they will be disqualified from participation in this procurement and may be disqualified for any future procurements with MSH. MSH staff are instructed not to request or accept anything of value from companies or individuals receiving RFQ’s. If an MSH representative asks you for any kind of incentive payment or other gift, please report it to the following email address: auditcommittee@msh.org

1. Introduction

This RFP outlines the translation services required for the Regional Leadership Conference, scheduled to take place on March 18 through March 22, 2024, at the Kigali Marriott Hotel in Kigali, Rwanda. The services will address various linguistic needs to accommodate the diverse audience of the conference.  

2. Objective

To provide a comprehensive and accurate interpretation services that facilitate clear communication and understanding among all participants, irrespective of their native language.

3. Conference Overview

The Regional Leadership Conference is an event designed to amplify the expertise and impact of health systems leaders worldwide and centers around enhancing the efficiency, effectiveness, and impact of health project management and delivery.  Hosted by Management Sciences for Health (MSH), this conference brings together a diverse group of professionals dedicated to enhancing healthcare delivery and outcomes. The theme for the conference is “Local Roots, Global Impact.”

With an expected audience of 150 participants worldwide, the purpose of this conference is:

• Strengthen programmatic and operational excellence;
• Elevate country-led thought leadership;
• Instill a unified, agile, and data-drive approach;
• Increase data literacy and maximize data utilization; and
• Cultivate a unified organizational culture.

4. Services Required

4.1  Simultaneous Interpretation Services

4.1.1 Full Interpreter booth for simultaneous interpretation in plenary sessions:

• For keynotes, general sessions, and panel discussions.
• One (1) of interpreter per language (French and Spanish). 

4.1.1.Simultaneous interpretation for break-out sessions for five (5) breakout room discussions with approximately thirty (30) participants in each room.

4.1.2. On-Demand interpretation for individual ad-hoc discussion or conversation needs during the conference, as applicable.

4.2. Languages

The conference will primarily be facilitated in English, with most discussions and presentations taking place in English.  To accommodate participant’s native languages, we will require interpretation into the following languages:

• French for approximately 15-20 participants
• Spanish for approximately 1-3 participants

Pending finalization of the conference agenda, there may be up to 5 sessions that are facilitated or presented in French or Spanish, with a requirement for interpretation into English and French or Spanish, as applicable. 

4.3.Equipment and Technology

• Provision of soundproof booths for simultaneous interpreters.
• Supply of whisper equipment to be provided by the vendor which includes headsets and receivers with a transmitter for 150 participants.
• On-site technical support for setup/testing, monitoring, and troubleshooting.
• Utilization of any necessary software or apps for digital interpretation services.

4.4.Personnel

• Professional interpreters with demonstrated previous experience with simultaneous interpretation into the relevant languages (English, French, and Spanish) for large conferences or meetings of at least 100 people.
• A project coordinator, who will serve as the point person for the interpretation team both on site and in advance of the Conference for planning purposes.
• On-site technical staff for equipment handling and management of whisper technology and interpretation booths.

4.5.Pre-Conference Preparation

• Initial pre-conference planning meeting no later than the week of February 26 to March 1, 2024 to review the workshop agenda and objectives and plan conference personnel and logistics needs. Additional planning and coordination meetings may be scheduled as needed, following the initial pre-conference planning meeting to ensure that interpreters have a full understanding of the meeting context and terminology to inform their work.
• Set up of Interpretation Booths and other technology on Sunday, March 17, 2023 at the conference venue.
• Pre-conference briefing with interpreters on Sunday, March 17, 2023, at the conference venue.
• Interpreters will receive all relevant materials (speeches, presentations, agendas) in advance of the meeting for preparation.

• Quality Assurance, Confidentiality, and Ethical Standards.
  • Credentials verification for interpreters.
  • Continuous monitoring and feedback system for service quality.
  • On the final day of the conference, participate in a debriefing and feedback collection process for ongoing quality improvement.
  • Adherence to confidentiality agreements, especially for sensitive or proprietary information.
  • Compliance with professional ethical standards in translation. 

• Scheduling and Contingency Plans.
  • Detailed schedule aligning translation services with different sessions and events.
  • Flexibility for any unscheduled or impromptu sessions.
  • Procedures and plans for technical failures or unavailability of interpreters.
  • Quick replacement strategies or technical backup solutions.
• Post Conference Responsibilities.
  • Break-down and transport all interpretation equipment and supplies from the Conference Venue following the final session of the conference and prior to the end of the day on March 22, 2024.
• Pricing and Payment Terms
  • Detailed cost of breakdown (per hour/day, per language (French Vs Spanish), equipment rental).
  • Payment schedule and terms-payment to be made once the service has been completed through electronic bank transfer. 

In addition to the section 4, the technical proposal should include:

• Company information, including company profile, company physical address, email address, website and contact.
• Valid company registration certificate
• Valid tax registration certificate from Rwanda Revenue.
• Valid clearance from RSSB.
• Valid tax clearance.
• References from three (3) former or current clients within the past two years.

• Evaluation Criteria

Translation services proposals will be evaluated based on cost, technical expertise, experience and references from past experience and performing similar or related services of translation services.

Award will be made to the offeror whose proposal, conforming to the solicitation, is determined to offer the best value to MSH.  Offers will be evaluated as follows:

5. Contact Information and Communication.

7.1 Primary contact for translation service: [Name, Title, Contact Information].

7.2 Secondary contact: [Name, Title, Contact Information]

7.3 Communication channels and protocols for urgent needs or changes.

5.3.SUBMISSION INSTRUCTIONS

The proposal documents must include:

• Technical proposal should demonstrate the understanding of all points listed under 4: service required
• Financial proposal with itemized cost breakdown tax inclusive in local currency. 

6. General Information

MSH anticipates receiving at least one round of questions from potential vendors; however, MSH reserves the right to award a contract without discussions.

Each offer submitted will be reviewed by an evaluation committee consisting of MSH employees in accordance with the criteria below and the award will be made to the responsible vendor whose offer represents the best overall.

7. Non-Profit Pricing

MSH is a registered 501(c)(3) non-profit corporation. Offerors should provide any and all discounts available to MSH based on its status as a U.S. Government contractor and as a non-profit.

8. Acceptance of Offer and Award

This RFP is non-binding and in no way obligates MSH to award any contract. MSH reserves the right to make an award in whole or in part, or not to make an award, in accordance with the best interests of MSH. Firm commitment to purchase is not established until a written order/contract is issued by MSH.

9. Validity of Offers

Offers submitted in response to this solicitation shall be valid for at least 30 days from the date of submission. Prices quoted by the offeror and subsequently incorporated in the contract resulting from this solicitation shall be valid for the full period of performance.