REQUEST FOR QUOTATION FOR THE PROVISION OF PROFESSIONAL TRANSLATION SERVICES At Jesuit Refugee Service

REQUEST FOR QUOTATION FOR THE PROVISION OF PROFESSIONAL TRANSLATION SERVICES

The Jesuit Refugee Service (JRS) is requesting a quotation for the provision of professional translation services from English into French, Spanish, Italian, and vice versa, for the JRS International Office in Rome.

JRS is an international humanitarian organization, active in more than 57 countries, whose mission is to accompany, serve and advocate for refugees and displaced people. The JRS international office has about 45 employees and has an office in Borgo Santo Spirito, 4 – 00193 Rome.

Based on the trend of recent years, JRS estimates to support an amount for translation work of approximately € 40,000.00 per year (including VAT). Such amount is not a binding element for JRS: the selected supplier will not claim any compensation if the actual amount is less than the estimated value.

The service in question will have a duration of 1 year from the date indicated in the agreement between the parties, with a trial period of 6 months, automatically renewable if there is no other communication.

OBJECT OF THE SERVICE:

The service includes the production of accurate translations of various documents, including:

• Internal policies and procedures and other internal reports or communications
• Annual report and other publications
• Letters for partners and benefactors
• Press releases
• Articles, stories, factsheets, and texts for the website and newsletter
• Video scripts and texts for marketing materials

REQUIREMENTS:

Translations from English to French, Spanish, Italian, and vice versa are to be provided in an editable format.

Translations of documents up to 3 pages will have to be provided in max. 48 hours; time for translation of longer documents should be agreed upon between the parties.

Literal word-for-word translations should be avoided in favour of a more creative approach that adapts the text as necessary for it to effectively convey the original tone and intent. Texts shall be proofread to ensure that no errors appear in the final version. Translations should be used as they stand upon delivery, without further revision, proofreading or correction needed.

Should JRS request revisions the supplier will make changes and submit an updated version of the documents within the agreed timeline.

The supplier shall use his own technical equipment for the provision of services, without any charge to JRS.

The supplier should guarantee responsiveness during CET working hours.

REPORTING OF SERVICES:

Translations will be sent to JRS by email at the address specified at the time the assignment is submitted to the supplier.

The supplier will send a monthly statement listing each assignment with the necessary details for the correct identification of the service: Name of the requester, Date of Request, Title of the Document to be translated.

PAYMENTS AND INVOICING:

Payment will be made by bank transfer, following satisfactory completion of services and within 30 days from the date of receipt of an invoice addressed to: JRS Jesuit Refugee Service – Borgo Santo Spirito 4 – 00193 Rome – C.F. 97229380585.

Should the supplier fail to provide the deliverable within the agreed deadline, JRS has the right to deduct up to 1% of the price of the delayed service for each day of delay until final delivery.

SUBMISSION OF QUOTATIONS:

Deadline: 18 November 2022

Quotations period of validity: 60 days from the above deadline

Addresses for submission: antonello.lopresti@jrs.net; martina.bezzini@jrs.net

Documents to be submitted:

• Business Registration Certificate
• Company presentation with special reference to previous experience in working with NGOs, Non-Profit entities or Faith-based organizations and/or dealing with topics related to refugees and displaced people.
• Reference letters from other clients;
• Price quotation in EURO per word and per page where a page is intended to be 260 words. Quotations will be signed and on official company’s letterhead.

AWARD CRITERIA:

The award will be made according to the lowest-priced, technically valid offer.

Minimum administrative and technical requirements:

• Business is formally registered
• Track record of experience with NGOs, Non-Profit entities or Faith-based organizations (minimum 2 years).
• Previous experience with topics related to refugees and displaced people.
• Business is GDPR compliant
• Reference letters from other clients (minimum 2)