1. RFP Objective
Geneva Call works to improve the protection of civilians in armed conflict by promoting respect among armed groups and de facto authorities for international humanitarian norms and principles. Geneva Call is seeking a qualified service provider to enter into a one-year framework agreement for the provision of English to Burmese translation services. The service provider will be expected to deliver high-quality translations suitable for use in humanitarian contexts.
2. RFP Calendar
The timeline for the RFP process is below. While we do not anticipate any changes to this timeline, Geneva Call reserves the right to adjust the timeline as needed.
- RFP Issue Date: 30th April 2025
- Deadline for Receipt of Proposals: 31st May 2025
- Vendor Selection Anticipated Date: 13th June 2025
Start date of operational services: June 2025
3. Proposal Submission Address
Please divide the offer into two separate proposals, being the financial proposal and the technical proposal to the address below no later than 31st of May 2025.
Geneva Call
47 chemin de la Chevillarde, CH-1224 Chêne-Bougeries Geneva – Switzerland
And/or to the following email address:
- The financial proposal can be sent to: rfpfinance@genevacall.org.
- The technical proposal can be sent to: rfp@genevacall.org.
4. Bid Validity
Proposals are expected to be binding for a period of ninety (90) days from the published response date. Please see RFP attached for more details.
5. RFP Terms & Conditions
- The Request for Proposals is not and shall not be considered an offer by Geneva Call.
- All responses must be received on or before the date and time indicated on the RFP.
- All proposals will be considered binding offers. Prices proposed must be valid for entire period provided by respondent.
- All awards will be subject to Geneva Call’s contractual terms and conditions and contingent on the availability of donor funding.
- Geneva Call reserves the right to accept or reject any proposal or cancel the solicitation process at any time and shall have no liability to the proposing organisations submitting proposals for such rejection or cancellation of the request for proposals.
- Geneva Call reserves the right to accept all or part of the proposal when award is provided.
- All information provided by Geneva Call in this RFP is offered in good faith. Individual items are subject to change at any time, and all bidders will be provided with notification of any changes. Geneva Call is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
- Geneva Call reserves the right to require any bidder to enter into a non-disclosure agreement.
- The bidders are solely obligated to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All responses and supporting documentation shall become the property of Geneva Call, subject to claims of confidentiality in respect of the response and supporting documentation, which have been clearly marked confidential by the bidder.
6. Attachments
- Annex I Request for Proposal minimum requirements.
ANNEX I
REQUEST FOR PROPOSAL
1. Scope of Work
The service provider will be required to:
- Translate documents from English into Burmese.
- Ensure translations are accurate, clear, and consistent with legal and humanitarian terminology.
- Deliver documents electronically.
- Translate both standard documents and sensitive content.
2. Proposal Guidelines
Vendors must include the following in their proposals:
- Technical Proposal
- Executive Summary: A brief overview of the organisation and understanding of the scope of work.
- Company Profile: Information on the organisation, relevant certifications, experience with translation services, and particularly in conflict/humanitarian contexts.
- Proposed Solution: Detailed methodology for delivering high-quality English to Burmese translations.
- Indication of tools or systems used to ensure consistency and quality.
- Average turnaround time for documents (500, 1,000, and 5,000 words).
- Details of quality assurance processes.
- Translation sample: Burmese translation of the following sentence:
"Persons taking no active part in the hostilities, including members of armed forces who have laid down their arms and those placed ‘hors de combat’ by sickness, wounds, detention, or any other cause, shall in all circumstances be treated humanely, without any adverse distinction founded on race, colour, religion or faith, sex, birth or wealth, or any other similar criteria." - Team Information: Names, roles, and qualifications of personnel involved in translation work.
- References: References from at least two previous or current clients, ideally with work related to humanitarian/conflict settings.
- Financial Proposal
- Proof of Registration: Valid registration of the company in Europe.
- Pricing Structure:
- Cost per word (CHF or workiing currency) for standard translation.
- Any additional costs (e.g., urgent translation rates, formatting, etc.).
- Explanation of the invoice and payment process.
- Financial Capacity: Brief statement or documentation demonstrating the ability to maintain services for the duration of the contract (e.g., previous contracts, bank statement, liquidity ratio, etc., if applicable).
3. Eligibility Criteria
This tender is open only to organisations legally registered and operating in Europe. Applications from entities based outside of Europe will not be considered.
4. Evaluation and Selection Process
The contract will be awarded based on the most technically sound proposal at the lowest price, considering the following:
- Quality and accuracy of the translation sample.
- Price per word.
- Average turnaround time.
- Capacity to handle translation requirements during the framework period.
- Sensitivity and experience working with conflict-affected content and contexts.
5. Terms and Conditions
Payments will be made upon satisfactory delivery and invoice submission, payment term 30 days net.
6. Confidentiality
All translations must remain confidential and will become the property of Geneva Call. Selected service providers will be required to sign a confidentiality agreement.
7. Third Party Performance Reviews and Audit
Performance Review. In addition to internal measures of performance, Geneva Call retains the right to require independent evaluation of Contractor performance. Geneva Call may, contract with independent third parties to audit the contract service levels. The Contractor will cooperate fully with any third-party audit and agrees that all information shared with Geneva Call may be shared with such third party contractor.
Financial Audit. Geneva Call requires the Contractor to retain all financial documents related to the costs and revenues of its account for the standard financial data retention period in the country of incorporation.
Proof of registration.
- Cost Breakdown:
- Provide a detailed cost breakdown, including all relevant expenses for the complete project.
- Breakdown costs by development phase or key deliverable.
- Financial ratio company
- Financial stability company.
- Liquidity ratio, debt-to-equity ratio, profitability ratios used to assess financial performance.
- Payment Schedule:
- Define a clear payment schedule aligned with key milestones and deliverables.
- Additional Expenses:
- Identify any additional expenses that may arise during the project’s lifecycle.
- Budget Justification:
- Provide a brief justification for the proposed budget, explaining the rationale behind major cost items.
- Management:
- Provide the resumes of the key members of the management team of the company.
8. The Contract
Term of Agreement. The Agreement resulting of this solicitation shall be for an initial period of one (1) year with the option to extend, at the sole discretion of Geneva Call, for an additional two (2) two-year period.
Termination Geneva Call may terminate the Agreement resulting from this solicitation, or any services under such Agreement, without prejudice to any other rights or remedies, by giving thirty (30) days written notice to the Contractor.
9. Disclaimer
The framework agreement does not guarantee a fixed volume of work.
How to Apply:
Proposal Submission Address
Please divide the offer into two separate proposals, being the financial proposal and the technical proposal to the address below no later than 31st of May 2025.
Geneva Call
47 chemin de la Chevillarde, CH-1224 Chêne-Bougeries Geneva – Switzerland
And/or to the following email address:
- The financial proposal can be sent to: rfpfinance@genevacall.org.
- The technical proposal can be sent to: rfp@genevacall.org.
