Simultaneous translation services into Portuguese, English and/or French for CLAC webinars At Simultaneous translation services into Portuguese, English and/or French for CLAC webinars

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TERMS OF REFERENCE
SIULTANEOUS TRANSLATION SERVICES FOR AT LEAST 40 CLAC WEBINARS

Title of the consultancy
Simultaneous translation services into Portuguese, English and/or French for CLAC webinars
Dependency Unit
Strategic Communication Unit
Scope
Latin America and the Caribbean
Internal relations
Strategic Communication Unit, Advocacy Specialist, Commercial Management
External Relations
National Fair Trade Coordinators, Fairtrade International, Product Networks
Reports to
Strategic Communication Coordination
Coordinates with
Strategic communication managers

ABOUT CLAC
The Latin American and Caribbean Coordinator of Small Producers and Fair Trade Workers (CLAC), is an Association established with legal status in El Salvador, which brings together Small Producer Organizations ( as) and Workers’ Organizations within Fair Trade. CLAC is organized into “National Coordinators”, “Product Networks” and the “Worker Network”; The former group CLAC member organizations by country, while the Product Networks group organizations by product regardless of the country in which they are located and the Workers Network groups worker organizations from the different countries.

CLAC’s vision is to be the leading network in representation, support and strengthening of organizations of small producers and Fair Trade workers in Latin America and the Caribbean, promoting sustainable development and promoting empowerment, self-management and human rights to achieve decent livelihoods for producers, workers and their communities. And in this context, our organizational goals are: 1) Increase access to new and existing markets, 2) Strengthening and development of membership, 3) Promote Fair Trade, principles and values, 4) Advocate for production, trade , and responsible consumption to promote sustainable development, 5) CLAC organizational sustainability, 6) Contribute to the SDGs through the inclusion of good social and environmental practices.

CONTEXT OF THE CONSULTING
Throughout 2024, CLAC will hold a series of webinars on different topics for the organizations that are part of its membership, for which simultaneous translation services from Spanish to Portuguese, English to Spanish or English to French may be required. , among others.
Therefore, it is necessary to have the professional services of qualified interpreters to perform simultaneous translation in different languages ​​to guarantee that the participants in the webinars can understand the different contents of the webinars.

•OBJECTIVES OF THE CONSULTING
Provide simultaneous translation services from Spanish to Portuguese, from Spanish to English and from English to French for the webinars that CLAC organizes with its membership on different topics with the aim of promoting the participation of organizations in Brazil, the Caribbean and exchanges. with producers from the other producer networks of the Fairtrade system.

EXPECTED PRODUCTS

1- Spanish – Portuguese simultaneous translation services for CLAC webinars.

Topic: Facilitate conversations with producer organizations in Brazil

Quantity: 30 webinars

Details: Webinars can last 1 to 2 hours.

2- Simultaneous translation services Spanish – English for CLAC webinars.

Topic: Spread information about Fair Trade and CLAC

Quantity: 10 webinars

Details: Webinars can last 1 to 2 hours.

3- Simultaneous English – French translation services for CLAC webinars

Topic: Promote programs in radio media

Quantity: 5 webinars

Details: Webinars can last 1 to 2 hours.

NOTE: Present the economic offer at a cost per hour of simultaneous translation in each of the languages ​​established in this TDR. In addition, CVs must be attached. of the interpreters who would be providing the services in each of the languages.

CLAC may request additional services to those stipulated in this TDR, taking as a reference price the offer per hour of simultaneous interpretation presented by the team or consulting company.

• TECHNICAL REQUIREMENTS FOR SIMULTANEOUS TRANSLATION

Interpreters must connect to sessions through a computer.
• They must have headphones and a microphone to do their job in the best way.
• They must connect at least 10 minutes before each session to do audio tests.
• They must have the Zoom and Microsoft Teams programs installed on their computers, as required for the established session.

It is requested that interpreters can remain until the end of the scheduled sessions to facilitate communication between participants.

• SUGGESTED METHODOLOGY
  Below are general guidelines required by CLAC for this type of contracting:

  a) Initial meeting for: training the consulting team on CLAC and its policies, as well as the organization of the webinars and the logistics for simultaneous translation.
  b) The hired consulting team will establish a communication channel with CLAC to schedule the sessions that require simultaneous translation and will send to the strategic communication unit the names and emails of the interpreters who will provide services in each session.< a i=2> c) CLAC will notify the company or consulting team at least one day in advance about the cancellation of any of the scheduled sessions.

• PROFILE REQUIRED FOR THE CONSULTING TEAM

1- Each interpreter must have experience in simultaneous interpretation of one of the following languages: Spanish to Portuguese, Spanish to English, English to French.

Indispensable

2- Experience in simultaneous translation of virtual webinars.

Indispensable

3- Use of Zoom and Microsoft Teams video calling programs for simultaneous interpretation.

Indispensable

4- Ease of relationships, empathy and ability to generate trust with different audiences.

Desirable

5- Mastery of the two languages ​​that will be used in the translation: Spanish, Portuguese, English and/or French.

Indispensable

6- Knowledge of the gender approach, citizen participation, inclusive processes and Fair Trade.

Desirable.

7- Knowledge of the context and reality of small Fair Trade producers and workers in Latin America and the Caribbean.

Desirable.

8- Knowledge of the principles and approach to development and Fair Trade.

Desirable.

9- The consulting team must be based in one of the countries in Latin America and the Caribbean.

Indispensable

• RESPONSIBILITIES

From the consulting team/contracted agency:
a) Working meetings with the CLAC team for guidelines on the process of simultaneous translation of webinars.
b) The consulting team must designate a contact person with CLAC to schedule simultaneous interpretation services.
c) Provide the simultaneous interpretation service to the sessions agreed upon with CLAC until the session ends.
d) Change the interpreters at the request of CLAC and carry out periodic evaluations of the quality of the interpretation provided.

From CLAC:
a) Guide the hired consulting team in the preparation of their work route for the realization of communication products.
b) Timely deliver the relevant documentation to the consulting team, as well as guide them on its use.
c) Deliver radio material previously produced by CLAC that can serve as an example or that can be used as input for radio programs.
d) Provide feedback to the hired consulting team about the consulting products.
e) Conduct an induction on CLAC and its policies.
f) Carry out the contracting of services, following the defined procurement policies, manual and procedures.

CONDITIONS OF CONTRACT
DURATION OF CONSULTING: (12 months)
The contracted consulting team will receive the support of the CLAC team, who will facilitate contacts, the necessary general information and will support the definition of the general schedule to provide simultaneous interpretation services.

PAYMENTS:
Payments for carrying out this consultancy will include the fees of the contracted consulting team/contracted agency, as well as any payment related to logistics, so it must be taken into account when submitting proposals for this consultancy.
Payments will be made quarterly according to the services provided in the sessions agreed with the CLAC team.

NOTE: CLAC will make payments to the contracted consulting team that is selected without incurring withholdings of any kind. The tax obligations generated as a result of this consultancy will be under the sole responsibility of the hired consulting team, in accordance with the provisions of the legislation of the respective country or country of residence of the latter.

•INTELLECTUAL PROPERTY
It is established in these terms of reference, which will be an indivisible part of the contract that generates the hiring of the consultancy/agency, that all audiovisual, photographic, communication material or intellectual production resulting from the work carried out and all other complementary information will be considered from its preparation. as property of CLAC and Fairtrade International, who will have the exclusive rights to publish or disseminate them. Likewise, the consulting team may not use the documents/products or content resulting from this contract in any event, presentation, etc., if it does not have written authorization from CLAC.
The background music that accompanies the audiovisual work must be free of copyright or have written authorization.

• GENERAL CONSIDERATIONS

a) The work can be carried out by a consulting team or company with verifiable experience in accordance with the described requirements.
b) The costs of communication, transfers and any other costs incurred will be borne by the contracted consulting company/team.
c) CLAC’s operational team will provide the necessary support for coordination and logistics so that the team of consultants/company can provide interpretation services for the sessions.
d) The contracted consulting agency/team will be subject to the Legal and Fiscal framework of the place where the contract is signed.
e) Absolute confidentiality must be preserved regarding the information and documentation to which you have access or that is provided to you formally and informally, and may be subject to sanctions if you fail to comply with the required confidentiality.
f) In case of non-compliance with the submission deadline, the contracted consultancy/agency will be fined one percent (1%) for each calendar day of delay of the total amount. Fines may not exceed 20% of the total amount of the contract, leading to its termination. In the event of an agreement between the parties, due to force majeure the deadline may be extended without incurring any fine.