RFQ (LTA) for the provision of translation/interpretation/proofreading services

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Procurement Process :

RFQ – Request for quotation

UNDP-LBY – LIBYA

Introduction :

Long Term Agreement (LTA) for the provision of translation/interpretation/proofreading services: English to Arabic and vice versa to UNDP Libya

A.       Background and Purpose

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 177 countries and territories, working with them on their own solutions to global and national development challenges.

The crises in Libya continue to affect performance of the economy impacting negatively on the living conditions of the population. Civilians in Libya continue to suffer because of conflict, insecurity, political instability, and a collapsing economy.  During this crises time in Libya, the CO is scaling up its programmes and delivery. A communications strategy tightly linked to programme priorities helps position the Country Office in key development markets as a leader that boost demand for various service lines and increase overall business opportunities.

In this context, for effective communication and making project information and materials accessible in the local language, UNDP Libya plans to enter a long-term Agreement (LTA) with a qualified translation/interpretation/edition company for providing timely and high-quality translation/interpretation services from English to Libyan Arabic and vice versa, as well as proofreading/editing documents and report in English and Arabic.

B.       Qualified companies should be able to provide the following services:

1.       Translation of documents, reports, presentations, manuals, documents, studies, and reports from English to Arabic within the Libyan context and vice versa.

2.       Simultaneous/consecutive interpretation services from English to Arabic within the Libyan context and vice versa during meeting, workshops, conferences, trainings, and discussions.

3.       Proofreading: Edit, check, and correct for English to Arabic translation work within the Libyan context and vice versa.

4.       Proofreading of documents in English against UNDP Editorial Manual.

C.       Scope of Work/Responsibilities

a.       Translation Services

1.       Translation from English to Arabic within the Libyan context and vice versa of various reports, documents, presentations, manuals, advocacy and information and communication materials, and correspondences, among others.

2.       Produce a 100% accurate translation of English to Arabic spoken within the Libyan context and vice versa.

3.       Make necessary corrections of changes required by the organization and re-submit revised documents within the agreed timeframe.

b.       Interpretation Services

4.       Provide simultaneous/consecutive interpretation from English to Arabic within the Libyan context and vice versa during meetings, technical discussions, workshops and trainings, conference, etc.

5.       Provide interpretation from English to Arabic and vice versa during official missions including field trips to project sites, training, workshop, information, and knowledge sharing sessions.

6.       The service provider will have to make sure that good quality of audio equipment such as headphones, microphones and other equipment required for simultaneous translation.

7.       The service provider is required to set up and manage virtual meeting links using Zoom/Teams platforms for meetings requiring simultaneous translation. This includes ensuring compatibility with translation equipment, coordinating with the organization’s IT department, and adhering to security and privacy protocols.

 

c.        Proofreading

8.       Check, correct and edit for English to Arabic translation work and vice versa.

9.       Quality check and proofreading in translation and in document in English against UNDP Editorial Manual, ensuring no typos, and errors in the final documents/reports.

10.    3. Ensure timely delivery of translated and edited materials.

11.    Assure translations are correct and consistent in terms of completion, terminology usage, and correct meaning in Arabic.

General Requirement:

The service provider shall type the translated documents in MS Word format and the draft version shall be sent to UNDP for review and approval, upon confirmation from UNDP the services provider shall produce the final translated version for UNDP.

         I.            The service provider is also responsible for ensuring quality and accuracy of the entire document before submitting it back to UNDP.

       II.            The service provider shall provide the translation services in a professional manner by using proper terminology (English and Arabic) based on the nature of translation required.

      III.            The service provider must ensure accuracy in language and structure and should maintain the confidentiality of translated materials.

     IV.            All diagrams, figures, tables, charts and table of contents shall be translated according to the text, this will include any format of the document that UNDP considers necessary for translation.

       V.            The service provider should assign suitable translator as per the subject matter of the document,

     VI.            The service provider will be responsible to make sure the translated documents are rightly done and shall proofread the documents prior to share it with requesting unit.

    VII.            Experience in providing interpretation services for environment related meetings with high level government officials.

  VIII.            The service provider should familiarize themselves with choice of terms and vocabulary used by the United Nations, on matters relating to sustainable growth, local peacebuilding and strengthening democratic governance.  (references will be provided to the selected firm).

D.      Contract Agreements

LTA shall be signed between UNDP and the company. Selected vendor will be called upon as and when required by UNDP – at times on a short notice. For every on-call engagement, individual contract/PO shall be issued referring to the Long-Term Agreement, attaching a clear ToR, milestones and timeline for each engagement of interpretation/translation work and payment schedule for each deliverable.

The requesting unit official shall directly supervise the contracted company services and monitor the deliverables and payment. The company shall have an active e-mail account and the necessary IT equipment to perform the assignment.

The company shall accept assignments outside Tripoli, especially for interpretation services. On these occasions, the company shall have a well stablish network of interpreters across the country ready to take the assignment. When the activities are taking place in very remote areas, where may not be interpreters available, UNDP will pay travel to and from the nearest city where the company interpreter is based as per United Nations’ normal travel arrangements. Mutually agreed allowances shall be paid for each night the interpreter is required to stay away from his/ her area of residence. Accommodation in the location outside of the contractor’s residence shall be sourced by the company and all costs be borne by the company. No travel shall be undertaken by the company staff without a prior authorization from UNDP. Depending on the market situation, if required, the company’s fees may be reviewed for adjustments after one year for UNDP’s consideration.

E.       Duration of Contract

The agreement will be for one year with possible extension based on need and satisfactory performance of company for another two (2) years.

F.       Institutional Arrangement:

The requesting unit shall provide details of location, number of participants and language of translation required for simultaneous translation events.

For written translation the requesting entity shall provide the final document in PDF, word or JPG version of document for company and will state in what language the translation is needed.

G.      Payment Terms

100% payment shall be released by respective requesting entity within 30 days upon completion and acceptance of each assignment.

 

Interested suppliers must submit their offer directly in the system as instructed in the solicitation document, following the instructions in the available user guide. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in the UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

 

Search for the specific tender using search filters and subscribe to the tender in order to get notifications in case of amendments of the tender document. If you need support with the online system, you can contact the contact details of this tender as indicated in the solicitation document.

UNDP Libya

Procurement Unit.

This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-LBY-00223, following the instructions in the user guide.

Deadline :

04-May-24 @ 11:00 AM (New York time)

UNDP-LBY – LIBYA

UNDP-LBY – LIBYA

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