Terms of Reference and Invitation to Tender for Framework Agreement for English-Spanish Translation Services
Eurodad is looking for a highly qualified native or near native translation service provider with experience in translating technical documents to provide periodic translation services from English to Latin American Spanish (and occasionally from Latin American Spanish to English) of reports, briefings, website text and other written materials.
Deadline: 24 November 2022, 23:59 CET
Eurodad is a network of 60 NGOs across Europe, working on development finance advocacy. Our focus is on strengthening the power of European CSOs, working as part of a global movement to push governments and powerful institutions to adopt transformative changes to the global economic and financial system. More information can be found on our website.
Our working language is English. However, many of our audiences are based in Spanish-speaking countries. Regular translations of communications material from English to Spanish will therefore be required often with tight deadlines. For an overview of our publications, see our reports section. Please note that Eurodad uses Latin American Spanish in its translations.
Objectives of the contract
Eurodad is looking for a highly qualified native or near native translation service provider with
experience in translating technical documents to provide periodic translation services from English to Latin American Spanish (and occasionally from Latin American Spanish to English) of reports, briefings, website text and other written materials.
Outputs for this contract
The volume of work may vary depending on demands in any given year, however we estimate that there will be requests for a total of approximately 200 pages of translation per year (roughly 3 reports and 5 briefings) The selected translation service provider will produce:
- High quality translations from English to Latin American Spanish of reports (+/- 24-40 pages), briefings (+/- 4-20 pages) and other longer or shorter communications materials.
The translations will be proofread and the consultant the consultant may be requested to carry out at least one round of revision will be expected to go through at least one round of revision. Furthermore, each translation must follow these quality requirements:
- it is complete (without unjustified omissions or additions);
- it is an accurate and consistent rendering of the source text:
- the formatting of the original text has been maintained;
- it contains no terminology, syntactical, spelling, punctuation, typographical, grammatical or other errors;
- any specific instructions given by Eurodad are followed; and the agreed deadline (date and time) is scrupulously respected.
Eurodad would have the right to request a second revision for correction of deliverables, should it not be considered in line with requirements, with no extra costs to be charged to Eurodad.
The contract will be a framework agreement for as-needed services to be provided between 1 January 2023 and 31 December 2024 (or until the upper budget limit of 30,000€ has been reached – whichever comes first). Within this period, Eurodad will always aim to give as much notice as possible for translation requests. The deadline will be given by Eurodad upon request for translation.
During office hours of working days, we would hope to allow for the following timeframes:
- We may ask for some short outputs to be produced by the following day, so we are looking for flexibility within reason
- For a major report, we would allow 7-10 days for translation
- For a briefing, we would allow 3-5 days for translation
- For a shorter piece, we would allow 1 day
- Documents may vary from 1 page to lengthy reports (24-40 pages)
- Content of the documents will generally be written in a style that aims to be easily accessible to a variety of audiences, including someone new to the topics covered by the documents – with clear language and explanations of technical terminology. Nevertheless, the documents will cover content related to economic justice and make use of specific terminology relevant to this work. Thus, experience working with documents related to this theme would be a significant asset.
- Documents for translation and the translated output will be exchanged by email
- Any request for translation will be made and agreed by both parties by email under the conditions laid out in a framework contract signed with the selected translator
- The consultant must be available throughout the entire period of the framework agreement
Eurodad selects suppliers/consultants to be awarded for a contract based on best value for money. For this tender, the following criteria will be considered:
- A minimum of 3 years of experience: translating for Civil Society Organisations, UN bodies, or other related clients
- Familiarity with the theme of economic justice and terminology related to tax justice, debt justice, development finance and/or other related topics will be considered a strong advantag
- Evidence of capacity and reliability: based on Eurodad’s past positive experience with bidder, references from other organisations or evidence of similar contracts in the past.
- Commitment to Eurodad’s values: a demonstrated commitment to promotion of economic justice
- Quality of translation: short-listed bidders may be requested to do a short translation sample, as proof of the quality of the translation
If any of the following are true for the bidder at the time of submitting their tender or at any time during the procurement process, they will be excluded from consideration for winning a contract with Eurodad. The bidder may also be blacklisted for participation in future Eurodad procurements. By submitting a tender, the bidder declares that they are not in one of the following situations:
a) They are bankrupt, subject to insolvency, or being wound up, are having their assets administered by a liquidator or by a court, have entered into an arrangement with creditors, have suspended business activities, or are in any such situation arising from a similar procedure provided for in national (or EU) legislation or regulations;
b) They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with applicable laws;
c) It has been established by a court’s final judgment or by a final administrative decision that the bidder is guilty of grave professional misconduct by having violated applicable laws or regulations or ethical standards of the profession to which the bidder belongs, or by having engaged in any wrongful conduct which has an impact on its professional credibility where such conduct denotes a wrongful intent or gross negligence. This includes:
i. misrepresenting the information required as part of this procurement procedure
ii. entering into agreement with other persons with the aim of distorting competition
iii. violating intellectual property rights
iv. attempting to influence the decision-making process during this procurement procedure
v.attempting to get confidential information that might give an unfair advantage in the procurement procedure
d) It has been established by a court’s final judgment that the bidder is guilty of any of the following:
iii. relations with a criminal organisation
iv. money laundering or terrorist financing
v. terrorist offences or offences linked to terrorist activities, or inciting, aiding, abetting or attempting to commit such offences
vi. child labour or other offences related to trafficking of human beings
e) In the past, the bidder has shown significant failures in complying with the main obligations of a procurement contract with the client or financed by the European Union, which led to early termination or other contractual penalties, or which was discovered during checks or audits.
f) It has been established by a court’s final judgment or by a final administrative decision that the bidder has committed an irregularity.2
g) It has been established by a court’s final judgment or by a final administrative decision that the bidder has created an entity under a different jurisdiction with the intent to circumvent fiscal, social or any other legal obligations in the jurisdiction of its registered office, central administration or principal place of business.
h) It has been established by a court’s final judgment or final administrative decision that the bidder has been created with the intent described in point (g)
If Eurodad has any reason to be concerned that the bidder may be in one of these situations, Eurodad may request appropriate evidence. Additionally, if the bidder is selected for a contract, Eurodad will confirm that the contractor is not included in the list of EU restrictive measures (sanctions list)3.
How will Eurodad decide who wins the contract?
Eurodad has a Tender Committee made up of at least four members who will open and evaluate all tenders received. We will first check that all tenders are complete and submitted on time. Incomplete or late tenders will be rejected. We will then evaluate the tenders against the Selection Criteria listed above and select the supplier which offers the lowest price and best matches all the other Selection Criteria. Any supplier who matches one of the Exclusion Criteria will be rejected.
Eurodad has a zero-tolerance approach towards corruption and fraud in all its forms. Eurodad aims to prevent fraudulent activities and to respond to any allegations or potential fraud swiftly and effectively. If the bidder or any member of staff is aware of any corrupt or fraudulent activities in relation to this procurement process, they are requested to report it to Eurodad’s Director ([email protected]) immediately.
If you decide to submit a tender to this call, please note that Eurodad will keep your information and offer for at least 10 years as it is legally required as supporting documentation for our donors even if you are not selected for the contract. For more information about our privacy practices please visit Eurodad’s website.
Bidders should be aware that if they are selected for this contract, payment will be made on the following terms: payment only after delivery of each written translation product, and following submission of an invoice.
Instructions for submitting tenders
Deadline: Tenders must be submitted no later than 24/11/2022, 23:59 CET. Tenders submitted after this time will not be considered.
Where and how to submit tenders: Tenders should be submitted via email to [email protected] with the subject “Tender” and the tender reference: 2022-10
Language of tenders: The tenders must be in English. Supporting documents can be provided by the bidder in Spanish.
The submitted tender package must include:
- The complete offer with total prices and relevant details, including
i. Price per word
ii. Prices should be given in EUR, exclusive of VAT
iii. The signed declaration on honour at the end of this document confirming that the bidder does not match any of the exclusion criteria
- Companies must provide a copy of their company’s registration document, as proof of their nationality in compliance with the European Union’s Rules of Nationality. (Freelance consultants are exempt from this requirement).
- a CV
- If the bidder has not previously worked with Eurodad before, they should provide at least two previous employers’ references
- Tenders which are incomplete or not submitted as described above will be excluded.
If you have questions about the terms of reference or invitation to tender requirements, please send these in writing to Lena Hoffmeister at [email protected]
1These exclusion criteria are in compliance with the 1 Aug 2020 PRAG (the Practical Guide on contract procedures for European Union external action), Section 18.104.22.168.
2The European Union defines ‘irregularity’ as “any infringement of a provision of Community law resulting from an act or omission by an economic operator, which has, or would have, the effect of prejudicing the general budget of the Communities or budgets managed by them, either by reducing or losing revenue accruing from own resources collected directly on behalf of the Communities, or by an unjustified item of expenditure.” (Article 1(2) of Council Regulation (EC, Euratom) No 2988/95)
3In compliance with 1 Aug 2020 PRAG, Section 2.4