Translation and Interpretation Services at IIE/Hanoi

Request for Proposal (RFP): For the appointment of Translation and Interpretation services as a preferred vendor

The Institute of International Education (IIE) invites companies or individuals providing translation and interpretation services to submit a proposal to become IIE preferred vendors for translation and interpretation services for an initial year, to be renewed annually for up to four years in total contingent upon continued successful performance and at IIE’s sole discretion. IIE is among the world’s largest and most experienced international education and training organizations. An independent not-for-profit founded in 1919, IIE delivers program excellence to a diverse range of participants, sponsors, and donors ( IIE has a network of 19 offices and affiliates worldwide including IIE/Hanoi, which was established in 1997.

Background Information and Needs of Services

IIE/Hanoi regularly holds workshops, meetings, conferences and training events in Hanoi, Ho Chi Minh City and throughout Vietnam that require interpretation services from Vietnamese to English and English to Vietnamese. These events range from small events of several participants to large events of up to 100 people where more than one interpreter would be required. There would be an estimated 30 events requiring interpretation services annually, but this number is subject to change. It is IIE’s intention to select multiple vendors to provide adequate coverage for these events for a period of 24 months.

IIE/Hanoi also requires translation services for a variety of needs ranging from small documents necessitating basic translation of Vietnamese to English, and English to Vietnamese, to larger more technical documents such as project reports and legal documents. Many of the above mentioned events necessitating interpretation services would additionally require translation of documents for participants.

Evaluation of Proposal

IIE/Hanoi will evaluate proposals on the following criteria listed in priority order:

1. Price – 50%

  • Rates offered on the attached services proposed by IIE/Hanoi;
  • Fees/other costs related to the expedition of services for urgent requests.

2. Customer Services and Qualification– 50%

  • Ability to produce professional quality translations and/or accurate and efficient interpretation services;
  • Flexibility, responsiveness and the general level of customer service provided by vendors;
  • At least two years of English-Vietnamese language translation and interpretation experience preferably in a government or business setting;
  • Linguistic-related degree preferred;
  • Ability to and experience managing with urgent requests;
  • References provided by other clients are not required but may be taken into consideration.
  • When combined, the factors other than price are of approximately equal importance to price.

Submission guidelines

A proposal may be submitted by completing the accompanying spreadsheet (Preferred Vendor Details and Quotation Sheet) with relevant information and should be submitted together with the following documentation:

Reference documents - Documents that prove the experience of the translation and interpretation services as well as strength of business:

  • CVs for individuals and a company profile for companies.
  • Proof of Financial Stability/Viability –
    • Companies please provide a copy of your Tax Identification Numbers and/or Business Registration Papers.
    • Individuals please provide a copy of your Tax Identification Number and Personal Identification Number
  • Client references are also welcomed yet not required.


Questions will be accepted in writing via email no later than 14 December at 17:00, Hanoi time. Please send questions to Phuong Ly, Operations and Finance Manager, IIE/Hanoi: [email protected]. Responses will be sent to all bidders by 21 December at 17:00, Hanoi time. Phone calls will not be accepted.

Selection Schedule

The RFP schedule is:

  • Monday, December 7 – RFP sent to translation and interpretation services representatives.
  • Monday, December 14 – Questions sent to IIE/Hanoi by 5:00 p.m. local time.
  • Monday, December 21 – Responses to questions issued back to all vendors by 5:00 p.m. local time.
  • Monday, December 28 – Proposals due to Hanoi by 5:00 p.m. local time.
  • Friday, January 8 – Decisions sent to translation and interpretation services.

Deadline for Proposals

Proposals via the accompanying preferred vendors details and quotation sheet together with required documentation must be received electronically no later than December 28 at 17:00, Hanoi time). The proposal should be sent to the following email [email protected].

Please send an email to [email protected] to confirm if a proposal will or will not be submitted.

General Conditions

IIE reserves the right to accept or reject any proposal, to modify the terms and conditions of the bidding process, to cancel the bidding process and/or to reject all bids at any time, without thereby incurring any liability to any of the bidders and without any obligation to inform any of the bidders of the grounds for any such action by IIE.

Job Details
Organisation Name: 
Application Deadline: 
Mon, 2015-12-21