Request for proposals for Translation and interpretation Services - PESCAO

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Improved Regional Frisheries Governance in West Africa

CRT: FED/2018/395-928
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  1. Overview
The Fisheries Committee of the West Central Gulf of Guinea (FCWC) is an intergovernmental organisation for regional fisheries cooperation established by the Convention signed on 07 November 2007 in Cotonou, Benin by the six (6) States Parties: Benin, Côte d'Ivoire, Ghana, Nigeria, Togo and Liberia.

The Committee is based in Tema, Ghana, a host country with which it has signed a Headquarters Agreement.

The main objective of the organisation is the promotion of cooperation between the Contracting Parties with a view to ensuring, through appropriate management, the preservation and optimal use of the living marine resources of the area covered by the Convention on Establishment and to promote the sustainable development of fisheries on the basis of these resources.

The Committee received a financial support from the European Union for the implementation of the Contracting Authority entitled: Improved Regional Fisheries Governance in Western Africa (PESCAO) - Ref: CTR: FED/2018/ 395-928.

The overall purpose of the PESCAO initiative, which is planned for a period of four years, is to improve the contribution of fisheries resources to food security and poverty reduction in West Africa.

The specific objective of PESCAO is to improve regional fisheries governance in Western Africa through better coordination of national fisheries policies. There are 3 expected results:
  • Result 1: A Western African fisheries and aquaculture policy is developed and the coordination of regional stakeholders is improved
  • Result 2: Prevention of and responses to IUU fishing are strengthened through improved Monitoring, Control and Surveillence (MCS) at national and regional levels
  • Result 3: Marine resources management at the regional level is improved, building resilience of marine and coastal ecosystems to perturbations
In the framework of PESCAO-Result 2, the Fisheries Committee for the West Central Gulf of Guinea (FCWC) and their member countries, in a coordinated manner, using its experience in the sub-Regional context, the Project planned activities needed to achieve the PESCAO goals, in the concerned region, made up of three (3) English speaking countries and three (3) French speaking countries.
  1. Purpose
In order to ensure smooth implementation of these activities in the bilingual context, this Request for Proposals is made to seek qualified firms/agencies interested in providing translation and simultaneous interpretation services from English to French and French to English on an “as and when” required basis.

Proposals will be evaluated for services to be provided during the implementation period from April 2018-April 2022; however, the Contracting Authority reserves the right to develop a different contractual term with the chosen Proposer, upon mutual agreement of the parties.
  1. Scope of Work
The Proposer shall provide translation services on an as and when required basis for the translation from English to French and/or French to English for the Project working documents, as well as simultaneous interpretation during Workshops, Conferences and assimilated meetings in the framework of the implementation of the Project.

 A call-up will be made by the Contracting Authority for translation services from English to French or French to English on a per-document basis.
If the Proposer cannot complete a call-up by the specified date or time requested by the Contracting Authority, the Contracting Authority reserves the right to contact a new supplier for the call-up.
  1. Requirements for the tasks
The service provider must have the depth, breadth and quality of resources necessary to provide the following services under this Request For Proposal for translation and simultaneous interpretation services. In addition, the simultaneous also requests any value add commodity or service that could be provided under this contract.

Awarded Proposer must provide Translation & Interpretation Services which meet the following requirements:

  1. Translators and interpreters who are trained according to professional & ethical standards, and are experienced working with public officials, private and public organizations, program staff and clients from a variety of cultures and backgrounds.
  2. Proposed Key experts must have three (3) years’ experience, within the last five (5) years, providing a full range of services equivalent or similar to the services being requested by the Contracting Authority.
  3. Written policies and procedures governing the delivery of services, including the compliance with internationals standards.
  4. Services to be designed and performed with a conscious emphasis on cultural sensitivity and competency, diversity, and respect
  5. Service availability on short notice
  6. Quality Assurance Plan (QAP) that describes an acceptable method for monitoring, tracking and assessing the quality of services provided. The QAP must also describe how the Proposer will identify and resolve issues related to translator and interpreter quality and/or performance, as well as customer initiated concerns and/or complaints including, but not limited to the following:
    1. Dropped calls
    2. No shows or tardiness
    3. Excessive wait times for remote interpreter service
    4. Inaccurate billings
    5. Requested interpreter qualifications not provided.
    6. Ability to respond to and resolve customer concerns quickly
  7. Knowledge of Fisheries lexicon could be an asset.
5. Submission of Information

Only responses submitted via This email address is being protected from spambots. You need JavaScript enabled to view it. shall be accepted. Any proposal that does not meet the following requirements will be deemed ineligible for further review and consideration:
  • Meeting the submission deadline of 11th July, 2018;
  • Submitting relevant documentation for administrative compliance (ANNEX I + ANNEX II + ANNEX III + Other relevant documentation)
  • Submitting a complete Technical and pricing proposal in Microsoft Word (ANNEX IV + ANNEX V);
                 Proposal Schedule (Key Dates)

Request for Proposal release Date

5nd July, 2018 at 11:30 a.m. GMT

Deadline for Questions

9th July, 2018 at 5:00 p.m. GMT

Translation Technical Evaluation Submitted to


10th July, 2018 at 10:00 a.m. GMT

Technical and Financial Submission Closing Date

11th July, 2018 at 5:00 p.m. GMT

Estimated Award Notification Date

13th July, 2018

Signature of the contract

16th July, 2018

  1. Evaluation and Award
  • Evaluation Criteria and Process
           6.1.1 Criteria and Scoring

There shall be no public opening of the proposals received in response to this Request for Proposal.

The criteria specified in this Request for Proposal, as possibly amended by Solicitation Amendments, are the sole criteria which will be used in the evaluation of proposals.

Proposals will be evaluated and scored in accordance with the following criteria.


Evaluation Criteria



Administrative Compliance of the Proposal



Capacity evaluation of the proposed human resources for the performance of the tasks (Translators and interpreters CV)



Translation technical evaluation – 300 words translation test



Price per page regular translation





Total Possible Points


      6.1.2 Process
An Evaluation Committee shall evaluate the proposals. Decisions as to the degree to which a proposal meets the requirements of this Request for Proposal are within the exclusive judgment of the Evaluation Committee.
  1. The Evaluation Committee will evaluate price per page, regular translation. Proponents will be scored based on their price per page in relation to the lowest price per page received. The Proponent with the lowest price per page will score higher than a Proponent with a higher price per page.
  2. The Procurement and Administration Manager will provide proponent with a translation of approximately 300 words by email on 11th July, 2018. All Proponents will receive the same translation. Proponents must send translation back to the Contracting Authority by 11th July, 2018 at 5:00 p.m. GMT.
  3. The Evaluation Committee will review each translation independently and score for quality, consistency and accuracy.
  4. Scores from each Committee member will be added together and divided by the total number of Committee members for an average score. The average score for translation will be added to the points received for prices, administrative compliance, Capacity evaluation score and the assets score for a total score, which shall determine the successful tender.
       6.2. Contract Award
The Contracting Authority reserves the right to award contract(s) in a manner deemed to be in its best interest.

Term: The contract(s) potentially resulting from this Request For Proposal shall be in effect beginning 16th July, 2018 through 15th July, 2019 with the Project’s option to renew for additional 1 year term.

ANNEX I- Form A: Request for Proposal Submittal documentation

ANNEX II FORM B: LEGAL ENTITY : Private/Public Law Body with Legal Form


ANNEX IV: From D: Technical Proposal

ANNEX V Form E: Pricing proposal (Fee Breakdown)


ANNEX VI Form F: Call-up Form for translation

ANNEX VII Form G: Call up form for Simultaneous interpretation