2. BPA-SETUP-SF-1449-Translation-Interpretation-services-2025.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19VM3026Q0005

6. SOLICITATION ISSUE DATE

10/23/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

Jacqueline Jin

b. TELEPHONE NUMBER(No collect calls)

+84-24 – 3850 5000

8. OFFER DUE DATE/ LOCAL

TIME

12/05/2025

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

General Services Office, U.S. Embassy Hanoi. HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

U.S. Embassy Hanoi No. 7 Lang Ha, Ba Dinh, Ha Noi

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

BANK TRANFER WITHIN 30 DAYS UPON COMPLETION OF

SERVICE AND RECEIPT OF A PROPER INVOICE.

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Translation Service - Word Document (350 words/page basis) English – Vietnamese or Vice Versa

Translation Service for PowerPoint Slide (or similar) English – Vietnamese or Vice Versa

Interpretation Service for 1 hour English – Vietnamese or Vice Versa

Interpretation Service for 1 half day English – Vietnamese or Vice Versa

Interpretation Service for 1 day English – Vietnamese or Vice Versa (Please see continuing pages for details)

Page

Page

Ea

(Check attached sheet)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _02_ COPIES TO

ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET

FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED ____________.

YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR

CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (REV. 02/2012)

PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribe52.212 d by GSA - FAR (48 CFR) 53.212

SCOPE OF WORK – TRANSLATION & INTERPRETATION SERVICES

This is a solicitation for a vendor to provide Translation and Interpretation Services to the U.S.

Embassy Hanoi and its Agencies under a Blanket Purchase Agreement (BPA) for the period from January 01, 2026, to December 31, 2030. The Contractor shall provide all Translation and Interpretation services as specified below:

A. General Requirement:

A.1. Translation service:

The Contractor shall:

Perform non-personal translation services conforming to high professional standards.

Translate from and into English, producing full, idiomatic translations of documents that may include highly technical papers, legal documents, and international treaties or national laws, regulations, or government correspondence.

Perform analysis as deep as is needed under the circumstances to correctly understand the substance of the words and information to be translated, including attention to detail and nuances. The Contractor shall carefully analyze the simplicity or complexity of the language to be used to reach adequately the intended target audience. The Contractor shall perform sufficient research as to be able to apply the correct approach to translating documents that will fit various and complex sets of circumstances. The Contractor shall apply analytical skills to extract essential information from research material to apply it readily to the solution of problems of semantics or substances. The Contractor shall resolve linguistic problems as they arise and coordinate the work with others as necessary and as directed by the Contracting Officer’s Representative (COR).

Display fluent written command of English and Vietnamese, covering a wide range of terminology and specialized vocabulary in many fields, which may include important diplomatic, legal, economic, financial, technical, scientific, or other texts, which may originate from the highest levels of the U.S. government or foreign governments. These documents may include laws, constitutions, treaties, agreements, diplomatic notes, intelligence reports, speeches, etc., for the information of the Embassy/Consulate or for publication and dissemination. Translations shall be of such quality as accuracy, terminology, and style that they require minimal review by the Embassy/Consulate. The Government may require the Contractor to compare the English and foreign language versions of texts of treaties, agreements, and other documents for conformity of meaning prior to signature and publication.

Apply a high degree of judgment to understand the thrust of specific, often conceptually complex statements, such as typically drafted by leading experts in a field, and to transpose them into another language without loss of important nuances. The Contractor shall develop research patterns to define the specific parameters that must be mastered to overcome communications problems, often caused by differences in general philosophy, academic education, or scientific methodology among various countries and cultures.

A.2. Interpretation service:

The Contractor shall:

Interpret from and into English, possibly using the consecutive and the simultaneous technique, in structured or unstructured settings, in private or in public, with high level officials on difficult or sensitive assignments, using a wide range of standard and non-standard terminology, for official or unofficial statements. The Contractor shall perform instant analysis to understand correctly the substance of the words and information to be interpreted, including attention to detail and nuances. The Contractor shall adapt to constantly changing circumstances, personalities, and work environments.

Display fluent spoken and written English, covering a wide range of terminology in many fields, as well as knowledge of the government, history, and culture of the United States and of the cultural differences between the languages. After personal research and/or topical briefings by the Government, the Contractor should be able to bridge terminology gaps, different measurement systems, and similar disparities.

Adjust to the demands of diplomatic protocol, protective security requirements, and similar considerations while interpreting with clarity and accuracy.

Perform interpreting with clarity, accuracy, and professional, poised delivery. The Contractor shall perform interpreting services with the desired tenor of a public statement or the goals to be reached in a negotiation.

Pre-review certain documents prior to the proceeding if required and arrive at least 20 minutes prior to the scheduled time of the on-site service and be ready to receive any instructions from the requesting agency or to prepare for the proceeding (paid time). The Contractor is responsible for taking all necessary actions to obtain adequate transportation, accurate times, locations, directions, telephone numbers, parking availability, contact person and any other information or action to ensure that they are present at the proper location and time. The Contractor must be aware and adhere to any security clearances if applicable at the location. This may include providing photo identification i.e., Driver’s License, passport among others.

B. Administration:

Provide the list of their interpreters with their CVs and supporting certifications/degrees.

The interpreters must have at least 3 years experiences interpreting for bilateral or multi-lateral delegations, meetings, conferences, and seminars requiring proficiency in English and Vietnamese. The list could be viewed and updated periodically to maintain and fulfill the Embassy needs. The US Embassy may require the interpreters for a proceeding in which he/she has been used before. The Contractor will have that option available for the Embassy to request.

C. Confidentiality:

Contractor confirms its undertaking to maintain confidentiality in all aspects of the Embassy and all information relating to the translation/ interpretation service without any limit in time.

Documents for translation/ interpretation are disclosed only to the Contractor to whom the document is addressed and is pursuant to a relationship of confidentiality under which the recipient has obligations to confidentiality. The documents constitute confidential information and contain proprietary information belonging to the Embassy. The confidential information is to be used by the Contractor only for the purpose of translation/ interpretation services. Distribution of the documents or any of their contents to the third party are prohibited. The Contractor must obtain the Embassy’s written consent before the Contractor or any other person acting on its behalf, communicate any information on the contents or the subject matter of the given documents or part thereof to any third party. The third party to whom the communication is made includes individual, firm or company or an employee or employees of such a firm and company.

The Contractor, by its receipt of the assigned documents, will acknowledge that the documents are confidential information and contains proprietary information belonging to the Embassy and further acknowledges its obligation to comply with the provisions of this BPA.

D. Pricing

The Embassy will pay the Contractor a fixed price upon satisfactory completion of the translated documents or hour/ half day/ day of interpretation service as noted in Pricing table in local currency Vietnam Dong (VND), multiple with actual work volume performed per each request/call.

The Contractor shall include all costs associated with the translation/interpretation requirements, including preparation of the materials, transportation, overhead, profit, and any anticipated cost. The Embassy will not pay any additional expenses.

Value Added Tax (VAT) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected in each performance period.

E. Billing:

The Contractor submits an invoice for services rendered monthly after each BPA call has been done by the Embassy and its Agencies. This invoice must indicate the dates of service, requesting office/agency, delivery-task number, and total for month. Services will be paid for by electronic fund transfer form from the U.S. Embassy.

F. Past Performance References:

Contractors will furnish at least three (3) references from companies or organizations of the same size as the Embassy or whom they have, or are performing, similar scope of work within the last three (3) years. The list must include name of company/organization, address, point of contact, telephone number and email address.

G. Procurement Terms and Conditions

The offeror must be willing to accept BPA and Calls from the U.S. Embassy Hanoi.

Contractor’s contract is not accepted and signed.

All item bids must meet or exceed specifications listed.

Proposals must be in local currency VND, firm fixed price to include relevant VAT and any other anticipated charges.

Selected Contractor must be able to accept payment within 30 (thirty) days after the orders are delivered completely, and the original correct invoice is received.

The payment will be made through Electronic Fund Transfer (EFT) to the vendor bank account (VND) as stated on the invoice.

Any cancellations after BPA calls awarded, only services rendered will be paid.

For US Government rules and regulation reference, please read the attached Commercial

Clause document attached.

Contractor except Individual Entity must have company registration record in the System for Award Management (SAM) for doing business with the U.S. Government.

Please send your proposal/quotation no later than December 05th, 2025; 17:00PM local time by email to U.S. Embassy Hanoi to:

Ms. Dang Thuy Duong Procurement Agent Email: dangdt@state.gov

Thank you for your cooperation.