Consultancy for providing professional translation and editing service

Reference Number: 83445285

Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promoting sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy, and ICT (Information and Communications Technology).     

1. Context

As a federally owned enterprise, GIZ supports the German Government in achieving its objectives in the field of international cooperation for sustainable development.

The International Conference on the Great Lakes Region (ICGLR) is an inter-governmental organization with 12 member states in the African Great Lakes Region. Its establishment in 2004 was based on the recognition that political instability and conflicts in and between these countries have a considerable regional dimension and thus require a concerted effort in order to promote sustainable peace and development.

On 12 December 2018, the International Conference on the Great Lakes Region (ICGLR), in partnership with the European Union, the Federal Republic of Germany and the Office of the United Nations Special Envoy of the Secretary General for the Great Lakes (O-SESG-GL) officially launched the “Regional Project on Peace and Security in the Great Lakes Region”. The project is co-funded by the European Union (EU) through its 11th European Development Fund (EDF) and the German Federal Ministry for Economic Cooperation and Development (BMZ). Implementation is entrusted to the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH and O-SESG-GL.

Following on the achievements of the regional project on Peace and Security in the Great Lakes Region implemented from 2017 to 2022, GIZ has been commissioned to implement the follow-up measure, the project “Cooperation for Peace, Security and Responsible Governance of Natural Resources in the African Great Lakes Region” together with ICGLR on behalf of BMZ and co-funded by the Dutch Government and the European Union.

The initiative aims to contribute to the consolidation of peace and stability by strengthening the capacity of the Secretariat of the International Conference on the Great Lakes Region (ICGLR) to implement the Pact on Security, Stability and Development in the Great Lakes Regions and its protocols. 

Current Situation

In December 2022 a new project phase has started for which the project partners jointly conducted an operational planning of the Regional project, to evaluate the past phase’s progress and identify priority actions within the project implementation phase A key recommendation from the mid-term review related to enhancing the communication and visibility of the project to ensure that project achievements and lessons learned are widely dissimated and shared. In order to this, some key policy documents and reports need to be translated into the key ICGLR languages English, French and Portuguese. Hence the project is looking to set up a framework contract to facilitate translation from and to these three languages and ensure professional editing of the translated documents. The graphic design of the documents will be ensured by another contractor.

2. Tasks to be performed by the contractor

The overall objective of the consultancy is to strengthen the communication and visibility of the ICGLR programme through the translation and editing of key ICGLR policy documents and reports.

The contractor is responsible for providing the following services:

1. Translation of various documents (reports, ToRs, communication products, handbooks etc..) on demand, into French/English or Portuguese.

2. Editing of various documents (reports, ToRs, communication products, handbooks etc..) on demand.

These indications represent a maximum of pages that the contractor will be requested to translate/edit during the assignment. These services will be requested as per project needs and be treated by the contractor as per availability. A maximum delay to process these demands should be indicated by the contractor in their concept.

The consultancy will take place over a period of 24 months.

3. Concept

In the offer, the contractor is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.

Note: The numbers in parentheses correspond to the lines of the technical assessment grid.

Technical-methodological concept

Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 0 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).

The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.

The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2).

Project management of the contractor (1.6)

The tenderer is required to explain its approach for coordination with the GIZ project. In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail.

• Service-delivery control
• Managing adaptations to changing conditions
• Ensuring the flow of information between the tenderer and GIZ
• Assuming personnel responsibility for the contractor’s experts
• Process-oriented steering for implementation of the commission
• Securing the administrative conclusion of the project

Further requirements (1.7)

The Tenderer must provide other certifications and clearly present the company experience as summarized in the table below:

4. Personnel concept

The Contractor is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 5), the range of tasks involved and the required qualifications. The company or bidder will provide a pool of consultants who will undertake the pages to be edited and translated consisting of at least 2 translators and 2 editors.

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The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Translator(S)

Tasks of the translator

• Coordinating and ensuring translation and communication with GIZ, partners and others involved in the project
• Regular reporting in accordance with deadlines

Qualifications of the Translator

• Education/training (2.1.1): university degree ( ‘Diploma’/Master) in Translation or other related subject
• Language (2.1.2): C2-level language proficiency in English/ French/Portuguese
• General professional experience (2.1.3):   3    years similar experiences carried out for the benefits on national and international, governmental or no-governmental organizations, ideally within the framework of regional organizations/development projects/programs.
• Specific professional experience (2.1.4): Have 7 years of professional experience as a professional translator or editor      in  translation and editing sector    
• Regional experience (2.1.6):   2    years of experience in projects in the East Africa     (region) and with ability to work independently and meet deadline

The contractor will ensure that the translations in all three languages can be fulfilled by their personnel. Therefore, also various translators for the different languages are to be included in the offer. 

Editor (S)

Tasks of the editor(s)

• Coordinating and ensuring editing and communication with GIZ, partners and others involved in the project
• Regular reporting in accordance with deadlines

Qualifications of the editor(s)

• Education/training (2.1.1): university degree ( ‘Diploma’/Master) in the relevant field
• Language (2.1.2): C2-level language proficiency in English and French
• General professional experience (2.1.3):   3    years similar experiences carried out for the benefits on national and international, governmental or no-governmental organizations, ideally within the framework of regional organizations/development projects/programs.
• Specific professional experience (2.1.4): have 7 years of professional experience in editing
• Regional experience (2.1.6):   2    years of experience in projects in  the East Africa     (region) and with ability to work independently and meet deadline

Soft skills of consultant

In addition to their specialist qualifications, the following qualifications are required of team members:

• Team skills
• Initiative
• Communication skills
• Socio-cultural skills
• Efficient, partner- and client-focused working methods
• Interdisciplinary thinking

5. Costing requirements

The basic calculations for the contract for works are based on each partial work/milestone specified in Chapter 2 (Tasks to be performed by the contractor). Since the contract to be concluded is a contract for works, we would ask you to offer your services at a lump sum price. Therefore, please divide the lump sum price into the milestones described. The price per milestone must contain all relevant costs.

6. Requirements on the format of the tender

The structure of the tender must correspond to the structure of the ToRs. In particular, the detailed structure of the concept (Chapter 3) should be organised in accordance with the positively weighted criteria in the assessment grid (not with zero). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in  English    .

The complete tender must not exceed 10 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g. links to websites) will also not be considered.

The CVs of the personnel proposed in accordance with Chapter 4 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 4 pages each. They must clearly show the position and job the proposed person held in the reference project and for how long. The CVs can be submitted in  English    .

7. Submission of offer

The Expression of Interest should contain the following:

Technical Proposal:

• A cover letter expressing your interest in this assignment.
• Technical proposal with a brief description of why you would be considered as the most suitable for the assignment, relevant expertise, and a detailed, clear methodology, your approach to complete the assignment (see attached template).
• CV of the Expert
• VAT Registration certificate
• Latest tax clearance certificate
• Company registration certificate (RDB)
• Membership certificates
• Proof of successful completion of related assignments.

Financial Proposal: Indicates the all-inclusive total contract price, supported by a breakdown of all costs. The offer should indicate the category of document to be designed, price per page, per each category and total price based on the number of pages estimated. The price must be in RWF and VAT excluded. 

Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de  until latest 22^nd August 2023

Please you must write on each email subject this sentence: 

• 1^st email: 83445285-Technical Offer
• 1^st email: 83445285- Financial offer

without this sentence, your offer may not be considered.