Annex A: Terms of Reference Interpretation services in Greece
28 June 2016 Reference: RFP/2016/XXX Interpretation and Translation services in Greece Terms of Reference
Table of Contents 1 Introduction...... 3 1.1 Background...... 3 1.2 Statement of Purpose & Objectives ...... 3 2 Requirements ...... 4 2.1 Interpretation and Translation services in Greece...... 4 2.2 Other services, required for the performance of the key requirements ...... 5 2.3 Customer Responsibilities ...... 5 3 Content of the Technical Offer ...... 6 3.1 Company Qualifications ...... 6 3.2 Personnel Qualifications ...... 6 3.3 Vendor Registration Form ...... 6 3.4 Applicable General Conditions ...... 6 4 Evaluation ...... 7 4.1 Technical Evaluation ...... 7 5 Key Performance Indicators ...... 8 5.1 Performance Evaluation ...... 8
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Interpretation and Translation services in Greece Terms of Reference
1 Introduction
1.1 Background
Between the beginning of January and the end of May 2016, Greece received 200,000 refugees and migrants. Out of the arrivals, 41% were from Syria, 21% from Afghanistan and 13% from Iraq, with 55% of those arriving, being women and children. Currently some 50.000 persons of concern are staying in Greece, while more continue to arrive in the islands. Since many of the choose to apply for asylum, family-reunification or relocation, the provision of interpretation and translation services for UNHCR emergency response related activities has been identified as a key area for intervention.
1.2 Statement of Purpose & Objectives
The purpose of this Request for Proposal is intended to invite qualified service providers to make a firm offer for the establishment of Frame Agreement(s) for the provision of interpretation & translation services in the scope of UNHCR operations in Greece in order to facilitate the communication between humanitarian workers and Persons of Concern. The following interpretation & translation services are to be provided: English to/from Arabic, Kurdish (Kurmanji/Sorani), Dari, Farsi, Urdu Greek to/from Arabic, Kurdish (Kurmanji/Sorani), Dari, Farsi, Urdu
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Interpretation and Translation services in Greece Terms of Reference
2 Requirements
2.1 Interpretation and Translation services in Greece
Qualified service providers for the provision of the following interpretation & translation services: English to/from Arabic, Kurdish (Kurmanji/Sorani), Dari, Farsi, Urdu Greek to/from Arabic, Kurdish (Kurmanji/Sorani), Dari, Farsi, Urdu The ratio of Arabic speaking interpreters required is at least 50%, Kurmanji/Sorani 10%, Dari 25%, Farsi 10%, Urdu 5%. Also, it is very important to have a gender balance between interpreters. Considering a relatively low number of female interpreters, additional scoring will be awarded to a service provider who will offer at least 50% of proposed workforce to be females.
Qualification & experience: Accredited or Certified or ad hoc Interpreter Working experience is a desirable requirement. UNHCR will perform induction sessions / training for all new interpreters in order to provide information on UNHCR terminology and specialized needs.
The company will be informed for an interpreter assignment based on the needs of UNHCR: regular assignment: minimum 1 week notice urgent assignment: minimum 1 day notice
Interpreting services will take place in the course of communication among speakers of different languages with most of the service provision taking place in temporary accommodation sites hosting persons of concern to UNHCR.
Interpretation services may include those provided in the context of Communicating with Communities (CwC) as well individual interviews with persons of concern, including confidential interviews.
The services will be provided in the sites where UNHCR operates in the below areas in Greece: Mainland (Attica region, Northern Greece, Western Greece, Central Greece) Islands (Lesvos, Kos, Leros, Chios, Samos)
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Interpretation and Translation services in Greece Terms of Reference
2.2 Other services, required for the performance of the key requirements
Project management services: The company is required to assign a project manager/ focal point who will manage all the assignments of UNHCR. The company will have to provide to UNHCR on a monthly basis a report which includes the list of interpreters deployed per location and the number of hours of their assignment on a daily basis. The company will be paid only after the total hours per month have been confirmed with UNHCR.
2.3 Customer Responsibilities
All cost (transportation, insurance, accommodation, etc.) is covered by the company and is included in the offer. UNHCR might in some cases provide the below services to interpreters based on availability and schedule: On-site transportation
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Interpretation and Translation services in Greece Terms of Reference
3 Content of the Technical Offer
Your Technical proposal should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information:
3.1 Company Qualifications
A description of your company with evidence of your company’s capacity to perform the services required, including: o Company profile, registration certificate and last audit reports o A description of the company’s capacity to provide the service o A description of the company’s experience in these services. Experience with UN/UNHCR (or comparable) will be considered as a plus o Three or more letters of reference, with contact information If a multi-location company, please specify the location of the company’s headquarters, and the branches that will be involved in the project work with founding dates
3.2 Personnel Qualifications
The composition of the team you propose to provide for translation service requests. o Curriculum vitae of proposed translators o Reference details (client name, contact details, topic/project details)
3.3 Vendor Registration Form
If your company is not already registered with UNHCR, please complete, sign, and submit with your Technical Proposal the Vendor Registration Form (Annex C).
3.4 Applicable General Conditions
Please indicate your acknowledgement of the UNHCR General Conditions of Contract for the Provision of Services by signing this document (Annex D) and including it in your submitted Technical Proposal. Also, please indicate your agreement that all the interpreters have to sign the Code of Conduct of UNHCR.
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Interpretation and Translation services in Greece Terms of Reference
4 Evaluation
4.1 Technical Evaluation
The Technical offer will be evaluated using inter alia the following criteria and percentage distribution: 70% from the total score.
Criteria Company Capacity to perform the services required (organization 30 Qualifications capability/financial stability) Company’s experience in these services Experience with UN/UNHCR (or comparable) Quality control systems & procedures Letters of reference Personnel Standard Qualification / Curriculum vitae (a list of CV’s for both 30 Qualifications translation and interpretation services) Experience in the field of translating legal/official/UNHCR terminology References (minimum 2) Gender balance At least 50% of the workforce to be female (only for 10 interpretation services)
Some technical criteria will be subject to minimum passing scores; if a bid does not meet these minimums it will be deemed technically non-compliant and will not proceed to the financial evaluation.
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Interpretation and Translation services in Greece Terms of Reference
5 Key Performance Indicators
5.1 Performance Evaluation
UNHCR expects to monitor the performance of the selected supplier.
KPIs Availability to respond to assignments (Monitored by Admin) Quality of service provided (Monitored by Admin in collaboration with field teams)
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