10 x 7 cm

NATIONAL INSTRUCTIONAL MEDIA INSTITUTE

(AN AUTONOMUTS INSTITUTION)
Directorate General of Employment and Training
Government of India - Ministry of Skill Development and Entrepreneurship
Post Box No. 3142, CTI Campus, Guindy Industrial Estate, Guindy, Chennai – 600032
Office: 044 – 2250 0657, 044 – 2250 0248 Email: [email protected]
REQUEST FOR PROPOSAL (RFP)
National Instructional Media Institute (NIMI) develops and publishes
instructional material (books) for students in Industrial Training Institutes
(ITI’s)/and other vocational training institutes/centers.
Applications are invited for RFP from qualified and reputed Agencies for
translation, data entry and DTP of the books published in ENGLISH and
to be translated into HINDI and Vernacular/Regional Languages of TAMIL,
TELUGU, KANNADA, MARATHI, MALAYALAM, GUJARATI, PUNJABI,
BENGALI, ASSAMESE, ODIA and URDU.
Interested agencies shall submit the details in the prescribed format along
with supporting documents to The Executive Director, NIMI, CTI Campus,
Guindy, Chennai – 600032 by 16th February, 2023.
For format and applying in RFP please visit : www.gem.gov.in.
 NATIONAL INSTRUCTIONAL MEDIA INSTITUTE
INVITES

REQUEST FOR PROPOSAL (RFP)

FROM QUALIFIED AGENCIES

FOR

TRANSLATION, DATA ENTRY, DTP & Proof reading of

instructional media packages (IMPs) from English
to Assamese/Bengali/Gujarati/Hindi
/Kannada/Malayalam/Marathi/Oriya/Punjabi/Tamil/Telugu/Urdu languages

Issued By
National Instructional Media Institute
Ministry of Skill Development & Entrepreneurship,
Government of India , TI Campus, Guindy Industrial Estate,
Guindy, Chennai – 600032 https://nimi.gov.in
Date of Issue: 06.02.2023
 Disclaimer

All information contained in this document, subsequently provided/ clarified are in good interest
and faith. This is not an agreement and is not an offer or invitation to enter into an agreement of
any kind with any party. NIMI reserves the right to cancel this document, and/or invite afresh
proposals with or without amendments to this document without liability or any obligation for such
document, and without assigning any reason. NIMI reserves the right to take final decision
regarding award of contract.

Submission of proposal doesn’t guarantee empanelment or allocation of work. Under no

circumstances will the NIMI be held responsible or liable in any way for any claims, damages,
losses, expenses, costs or liabilities whatsoever (including, without limitation, any direct or
indirect damages for loss of profits, business interruption or loss of information) resulting or
arising directly or indirectly by application or non – application to this proposal.
1. Introduction

National Instructional Media Institute (NIMI) was set up in the name of Central Instructional
Media Institute (CIMI) in Chennai in December 1986 by the Government of India as a Subordinate
Office under Directorate General of Employment and Training (DGE&T) with the assistance from
Federal Republic of Germany through GTZ (German Agency for Technical Co-operation) as the
executing agency. After the approval of the Cabinet for the Grant of Autonomous status to CIMI,
the Institute was registered as a society on 1st April 1999 under the Tamil Nadu Societies
Registration Act 1975. Since then, it is functioning as an Autonomous Institute under the Govt. of
India, Ministry of Skill Development & Entrepreneurship (MSDE), New Delhi.
NIMI has been functioning as a Nodal Agency to develop Instructional Materials, Question Banks,
Train media developers and trainers, Digital learning content/Blended learning, conducting
Computer-based exam, enable translation of books into Hindi and other regional languages,
network with other vocational stakeholders, promote research in the field of development of
instructional materials and offer consultancy/IT services. It is an institute for providing
content/instructional material for vocational ecosystem to a wide range of stakeholders for short
term and long term trainings

2. Eligibility of the Applicants

• An eligible applicant must be a legal entity in the form of a Proprietorship Firm / Partnership
Firm / Private Limited Company / Public Limited Company / LLP/ Company registered
under sec 25/Society / Trust / Association
• An eligible applicant must have an average turnover of minimum 10 Lakhs from the past 2
years
• The applicant should have proven experience in English to Bengali/ Gujarati/ Hindi/ Kannada/
Malayalam/Marathi/Oriya/Punjabi/Tamil/Telugu/Urdu languages
• The applicant should also have a minimum of 2 years of experience in Translation, Data
entry, and DTP work of technical books in Hindi or in any one of the regional languages.
• An eligible applicant must not have been blacklisted by any State Government/ Central
Government / Donor Agency and submit a declaration as per attached annexure.
3. Bid Data Sheet
S. No Information Details
Executive Director,
National Instructional Media Institute (NIMI), Ministry of Skill
1. Tender Inviting Authority (TIA) Development and Entrepreneurship (MSDE), Government of
India, CTI Campus, Guindy Industrial Estate, Guindy, Chennai
– 600032
2. Purchaser/Client National Instructional Media Institute (NIMI)
RFP for providing Translation services for NIMI to translate the
3. Name of RFP textbooks from the English language to Vernacular/Regional
Languages with Data entry, and DTP work
Designation: Executive Director
Contact details of Tender Address: CTI Campus, Guindy, Chennai, Tamil Nadu 600032
4.
Inviting Authority E-mail id: [email protected]
Contact No: +91-9003220426
S. No Information Details
5. RFP Availability RFP can be downloaded from www.nimi.gov.in

Method of evaluation of bids for

6. L1 will be considered as reference for empanelment
empanelment

Prebid meeting will be held on 10.02.2023 and even in before

7. Response to pre bid queries queries can also be submitted to mail id provided below.
Email id:[email protected]
Last date, time (deadline) and Proposals must be submitted on or before
8. venue for receipt of proposals in Date 16.02.2023
response to this RFP Time 03.30PM
Date and time of Opening of Financial bids of all the technically qualified proposals will be
9.
Financial Bid considered.
10. Bid validity period 120 days from the date of opening of the bid
11. Contract period 1 year
Forms and Annexures to be
12. All Annexures (1-6)
filled
 4. General Terms of Proposal Submission
1. Each applicant must submit a single proposal, irrespective of the number of languages in
which the applicant wishes to get empaneled.
2. Any misrepresentation shall lead to the disqualification of the applicant.
3. NIMI reserves the right to verify all statements, information, and documents submitted by
the Applicant in response to this notification.
4. The applicants shall be responsible for all the costs associated with the preparation of their
proposal and their participation in the Empanelment Process. NIMI will not be responsible
or in any way liable for such costs, regardless of the conduct or outcome of the
Empanelment Process.
5. NIMI may at its sole discretion and at any time during the evaluation of the proposal,
disqualify any respondent, if the agency:
a. Made misleading or false representations in the forms, statements, and attachments
submitted in proof of the eligibility requirements.
b. Exhibited a record of poor performance such as abandoning works, not properly
completing the contractual obligations, inordinately delaying completion or financial
failures, etc. in any project in the preceding three years.
c. Submitted a proposal that is not accompanied by required documentation or is non-
responsive.
d. Failed to provide clarifications related thereto, when sought.
e. Submitted more than one proposal.
5. Scope of Work
NIMI with a mission to increase accessibility and readability of their textbooks intends to translate all the
vocational textbooks in English to various vernacular languages. Currently there are 400 titles (textbooks
300-500 pages each) across 150 trades which needs to be translated. The translating agency should also
carry out the data entry, DTP and proof reading works for the translated manuscript and provide an error
free output in printable format to NIMI.

A. Translation Services

# Description and terms of services

Translation of textbooks material from English to following 13 languages mentioned below.
- Assamese
- Bengali
- Gujarati
- Hindi
- Kannada
- Malayalam
- Marathi
1
- Oriya
- Punjabi
- Tamil
- Telugu
- Urdu
It is mandatory that agency should be capable of translating a minimum of 5 languages.
Note: Depending on the quality and timely execution of initial work orders the agency shall
be issued further work orders
 Translation of material is to be done through resource persons within the selected Agency and not
2 through auto-translate software such as Google Translate etc.
Capability of extracting/converting the material to be translated from one file format into another
3 and return it in the file format as per the NIMI’s requirement
Any errors in the deliverables must be corrected by the agency free of charge immediately and
4 corrected text must be returned immediately.
Necessary proof reading of the material translated for its authenticity will be the responsibility of
the translating agency. In case of negligence, it will be the responsibility of the translating agency.
5 Agency must ensure: a) Delivered target text is complete – no omissions and additions are permitted

The agency so selected will not be authorized to reproduce/reprint/transmit to a third party in any
6 manner including photocopying, photographing, cyclostyling, microfilming, scanning or any
electronic means of copying or any other means whatsoever.

B. Data Entry and DTP services

The selected bidder must carry out the proposed data entry and DTP work in Adobe InDesign
1
2022/2023 software at the premises of their organization
2 The copy right holder of the material shall be NIMI.
Data entry to be performed by using ISM software/Standard Open software like ISM with the
standard fonts as prescribed by NIMI. Since the assigned work is of time bound nature, it is required
3
to be provided within the prescribed time limit while maintaining the quality of translation, typing
and vetting.
The activity of inserting pictures shall be carried out only at the premises of NIMI. NIMI will
4 provide place, furniture and electricity only. The selected bidder has to provide a computer &
necessary software. Rates shall include this activity as well and shouldn’t be quoted separately.

Note:
a. Quality and accuracy will be checked by the NIMI's officials or language expert(s). Any default on the
timeline or accuracy of translations shall entail a financial penalty as determined by the NIMI. Corrections,
if any, are to be carried out by the Agency/Firm/Individual at its expenses. No payment/compensation etc.
would be given for carrying out corrections.
b. After issuance of first work order, agency shall submit a sample 10 pages of translation document to NIMI
for validation of quality of translation. NIMI reserves right to cancel existing work order and de empanel
based on the quality verification.

6. Work Allotment
a. Lowest Bidder value shall be considered as a reference and NIMI shall empanel the
relevant interested vendors at the L1 rate.
b. Empanelment will be for one year which could be extended depending upon the
performance of Agency/Firm/Individual.
c. Translation services work order shall be issued to the empaneled vendors only.
d. Post confirmation from the applicant agreement shall be signed.

e. Agreement with defined terms and conditions prescribed by NIMI shall be signed within
15 days after issuance of the work order or before the start of the assigned work.
 f. In case the selected applicant fails to provide satisfactory services during the contract
period, the performance security submitted by the firm will be forfeited without prejudice
to other remedies.
g. NIMI shall impose a penalty on the selected applicants in case of any unsatisfactory work,
delay in prescribed timelines, and any quality issues which will be defined in the
agreement.

7. Guidelines for translation

1. Selected agency to translate as per the criteria laid down by the NIMI.
2. The time schedule for translation shall be drawn up after mutual agreement and it shall be strictly
adhered to by the service provider.
3. The applicant should have the adequate in-house infrastructure required for executing the
translation and allied activities (Data entry and DTP work) with sufficient technical competency
to meet the requirements as per the criteria laid down by the NIMI.
4. Before translating, it is expected that translator should study the content thoroughly, interpret
the contents clearly and then translate by arranging the words to give correct meaning.
5. Each vernacular language has its own grammatical rules, while translating English to any of the
vernacular language proper grammar rules of the translated language to be followed.
6. Content to be translated without any interfere with the original content.
7. Translation should not necessarily be verbatim but should mainly depict the intended meaning
of the source language.
8. Machine generated translation is not advisable and overall gist of the content shouldn’t be lost
after translation.
9. Translation should be very simple in regional languages as the readers are having only 8-10 th
standard education
10.No need to translate Arab/ Roman numerals in English version shouldn’t be translated and
hence their cross references are also should be kept as it is.
11. The data entry of the translation into the computer will be as a continuous text using a MS
Word (not necessary to provide space for drawings, but a reference of figure number as in English
is mentioned in bracket and it should be matching with the figures given in the book)
12. While translating from English to vernacular language, If the word in vernacular language is
not commonly used then English word also to be mentioned in bracket.
13. Data Entry: Font size depends on the software used for each of the language which shall be
explained and agreed with reference to each language.
14. Agency shall furnish following checklist documents along with each of the translated textbook
 # Checklist
1 Affidavit from proofreader confirming the quality of translation
2 Affidavit from Subject Matter expert confirming the technical quality of translation
3 Non- Disclosure agreement (NDA)

8. Payment Terms
Payment will be made based on the submission of soft copy of titles (textbooks) completed
in all aspects and accepted. Payment mode and terms of payment shall be defined in the work
order/agreement.

# Payment Description % Contract value

After submission and approval of first draft as per the standards, norms
1 90%
prescribed by NIMI
5% shall be paid after submission and approval of first draft as per the
2 5%
standards, norms prescribed by NIMI within the prescribed timeline
5% shall be paid within 45 days after due feedback received to NIMI
3 5%
from various stakeholders
Note: Bills will be cleared within 21 days of submission of original bills

9. Penalty Clause

To ensure timely completion of translation services, NIMI insists all the agencies to abide by the
timelines assigned or else following penalty terms will be issued

Timelines:
a) 1% of the contract value will be levied as penalty for one week delay in submission of first draft
of translated version.
b) 3% of the contract value will be levied as penalty for 2 weeks delay in submission of first draft
of translated version.
c) 5% of the contract value will be levied as penalty for more than 3 weeks delay in submission of
first draft of translated version

Quality:
After receipt of first draft of the translated version, vetting and review will be conducted by
NIMI either through public feedback or feedback from trainers or feedback from subject
matter experts. Feedback shall be shared with the translation agency and all such necessary
changes to be rectified within 48 hrs of intimation.

Upto 5% of the contract value will be levied as penalty depending on the feedback provided
to NIMI by various stakeholders.

Note: The maximum amount of penalty will be maximum of 10% of total work order
9. Annexures
(All the annexures to be submitted in physical copy)

Annexure 1: Technical Details of the Organization

(On letterhead with Signature and Stamp)

S. No Particulars Details
1 Name of the Organization
2 Address
3 Contact Details
a) Name
b) Designation
c) Mobile Number
d) Office Phone number
e) Email id
4 Date of Incorporation:
5 PAN details
6 GSTIN details
7 Core Business activities:
8 Number of years in business
9 Total no. of employees working in
firm/Organization
a) Translator language wise
b) Proofreaders’ language wise
c) Data Entry operators
d) DTP Operators
e) Other support staff

Name:
Designation:
Mobile no.:
Email ID Postal address:
(Signature of Authorized signatory)
(Company Seal)

Note: To be enclosed copy of the registration/incorporation along with a copy of PAN card and
GST certificate
Annexure 2: Financial Details of the Organization
(Duly signed by the Authorized Representative and certified by a Chartered Accountant)

On the basis of audited financial statements, I/We hereby submit that. ................................(Name
of Applicant), having registered office at .................................................................. , has an annual
turnover for the past three consecutive financial years (2021-22, 2020-21, 2019-20), as follows:

S. No Financial Year Turnover (in Lakhs)

1 2021-22
2 2020-21
3 2019-20
Total

Signature and Seal of Chartered Accountant

Name:
Designation:
Mobile no.:
Email ID Postal address:
(Signature of Authorized signatory)
(Company Seal)

Note:
1. Applicant is required to submit the audited financial statements for the past three financial
years
2. All financial supporting documents should be duly certified by a Chartered Accountant.
 Annexure 3: Overview of the experience of the Organization in related field

# Item Number of Order value in Implementation

Assignments Rs. Project value

Experience of Assignments of similar

1 nature

Experience in carrying out

2
in similar assignments in Government

Experience in carrying out

3
in similar assignments in public sector

Experience in carrying out

4
in similar assignments in private sector

Note:
Decision of Evaluating committee in ascertaining “similar nature” and “similar assignment” will be final.
Annexure 4: Past experience of the organization

Assignment name

Contract Value

Duration of assignment

Start/Completion Date

State and Location Name:

Name and Address of the Client:

Description of services provided:

 Multiple sheets to be attached for more than one assignment

Name:
Designation:
Mobile no.:
Email ID Postal address:
(Signature of Authorized signatory)
(Company Seal)

Note:

The applicant is required to submit documents such as contract/work order/completion certificate

copy
Annexure 5: Affidavit for not being Blacklisted
(Affidavit on non-judicial stamp paper)

AFFIDAVIT

I/We, on behalf of ........................................................ (Name of Applicant), with its registered

office at ............................................................. do hereby declare that the above-mentioned
applicant has not been blacklisted/ debarred by any State/Central Government authority/Donor
Agency for breach on our part.

Name:
Designation:
Mobile no.:
Email ID Postal address:
(Signature of Authorized signatory)
(Company Seal)
 Annexure 6: Financial Proposal template

# Description of Services Cost (INR)

1. Cost for translation per 1000 words

2. Cost for Proof reading per 1000 words

3. Cost of Vetting per 1000 words

4. Cost for data entry per 1000 words

5. Cost for DTP services per page in Adobe

InDesign

Note:

#Word count will define in work order and word count (not including articles- A, An, The and
Numerics etc.) will be based on the English version of the textbook.

## Financial quote shall be same for all the languages.