b) Annex II: Proposal Submission Form, to be completed and returned with your proposal; and

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Iraq Operations Centre

Deir Ghbar, Al-Shakereen St. Tel: +962 6 590 2100 P.O.Box 941655 Amman

Fax: +962 6 593 1249 11194 Jordan e-mail: [email protected] IQOC/RFP/12/002 UNOPS is ISO 9001 certified Page 1

Dear Sir/Madam,

Subject: Request for Proposals for Translation Services:

Project no. Multiple

Proposal Ref: RE-RFP/12/002

1. The United Nations Office for Project Services (UNOPS) is seeking qualified offers for the

above-mentioned Translation services. Your company is kindly invited to submit your best

technical and financial offer for the requested services. Your proposal could form the basis for a

contract between your firm/institution and the United Nations Office for Project Services

(UNOPS).

2. To enable you to submit a proposal, please find enclosed:

a) Annex I: Terms of Reference (TOR), containing a description of UNOPS requirements for

which these services are being sought;

b) Annex II: Proposal Submission Form, to be completed and returned with your proposal; and

c) Annex III: A draft of the form of contract under which the services would be performed,

including a link to the "General Conditions for UNOPS Contracts for Professional

Services".

This letter is not to be construed in any way as an offer to contract with your firm/institution.

Manner of Submission

3. Your proposal shall be prepared in the English language.

4. Your proposal shall comprise the following documents:

a) Proposal Submission Form;

b) Technical Component; and

c) Price Component.

5. Your proposal shall be prepared in duplicate with one marked "Original" and the other marked

"Copy". In the event of any discrepancy between them, the original shall govern. The proposal

shall be sealed in one outer and two inner envelopes, as detailed below.

The outer envelope shall be addressed as follows:

ATTN: PROPOSAL FOR TRANSLATION SERVICES “RE-RFP/12/002”

PROJECT # Multiple

United Nations Office for Project Services

Deir Ghbar, Al-Shakereen St. Building No.2 Tel: +962 6 590 2100

P.O.Box 941655 Amman, Fax: +962 6 593 1249

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Both inside envelopes shall indicate your firm's name and address. The first inner envelope shall

be marked "Technical Proposal" and contain the Proposal Submission Form and Technical

Component of your proposal. The second inner envelope shall be marked "Price Proposal" and

include your financial cover letter (paragraph 15, below) and Price Component.

6. Proposals must be received by UNOPS at the above address on or before 17 Jun 2012. Any

proposal received after this date may be rejected. UNOPS may, at its discretion, extend the

deadline for the submission of proposals, by notifying all prospective proposers in writing. The

extension of the deadline may accompany a modification of the solicitation documents prepared

by UNOPS at its own initiative or in response to a clarification requested by a prospective

proposer.

7. You are requested to hold your proposal valid for 90 days from the deadline for submission.

UNOPS will make its best effort to select a firm/institution within this period.

8. Assuming that a contract can be satisfactorily concluded by May/2012, the assignment is

expected to commence in June/2012.

9. If you consider that your firm/institution does not have all the expertise for the assignment, there

is no objection to your firm/institution associating with another firm/institution, particularly from

a developing country, to enable a full range of expertise to be proposed. UNOPS strongly

encourages association with a local firm/institution in the country of assignment. However, any

invited firm/institution may not participate in more than one consolidated proposal. Similarly, a

local firm/institution may associate with only one invited firm/institution that is making a

proposal.

10. Please note that the cost of preparing a proposal and of negotiating a contract, including any

related travel, is not reimbursable nor can it be included as a direct cost of the assignment.

11. Any requests for clarification should be referred to Name, Title, at the above address, e-mail

[email protected], telephone: +962 6 590 2100. Any written reply to a particular

question may be copied to all other invited firms/institutions, at the discretion of UNOPS.

12. UNOPS strongly encourages all Bidders to subscribe to the Tender Alert Service available on the

United Nations Global Market Place (www.ungm.org). This will allow Bidders to be notified

automatically of all UNOPS business opportunities for the products and services for which they

have registered. Instructions on how to subscribe to the Tender Alert Service can be found in the

UNGM Interactive Guide for Suppliers

.

13. We would appreciate you informing us by e-mail or fax as to:

a) Your receipt of this letter request for competitive proposals.

b) Whether or not you will be submitting a proposal.

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Content of Proposal

Technical Component

14. The technical component of your proposal should be concisely presented and structured in the

following order to include, but not necessarily be limited to, the following information:

a) Description

of

the

Firm

and

the

Firm's

Qualifications

A brief description of your firm/institution and an outline of recent experience on projects of

a similar nature, including experience in the country and language concerned. You should

also provide information that will facilitate our evaluation of your firm/institution's

substantive reliability and financial and managerial capacity to provide the services.

b) Understanding

of

the

Requirements

for

Services,

including

Assumptions

Include any assumptions as well as comments on the data, support services and facilities to

be provided by the Government as indicated in the TOR, or as you may otherwise believe to

be necessary.

c) Proposed Team Structure with their updated CVs. The composition of the team which you

would propose to provide in the country of assignment and/or at the home office, and the

work tasks (including supervisory) which would be assigned to each. An organogram

illustrating the reporting lines, together with a description of such organization of the team

structure, should support your proposal.

Price Component

15. Your separate price component must contain an overall quotation in a single currency, which

may be either in US Dollars or in any convertible currency. If you opt for the latter, and for

evaluation purposes only, your proposal will be converted into US dollars using the United

Nations rate of exchange in effect on the date submissions are due.

16. The price component shall have a cover letter wherein your firm/institution's authorized

representative affirms the following:

a) a summary of the price; and

b) The period of its validity.

In preparing your proposal, please note carefully from Annex III the various contract

provisions regarding UNOPS policies on limitations on advance payments, retention,

performance bonds, etc.

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17. UNOPS' general policy is to pay for the performance of contractual services rendered or to effect

payment upon the achievement of specific milestones described in the contract. Please refer to

section 3.4 of the Model Contract for Services

1

that is enclosed as Annex III.

Evaluation of Proposals

18. A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the

technical component being completed prior to any price component being opened and compared.

The Price Component will be opened only for those firms/institutions whose Technical

Component meets the requirements for the assignment. The total number of points which a

firm/institution may obtain for both components is [120].

19. The technical component, which has a total possible value of [100] points, will be evaluated

using the following criteria:

a) the firm/institution's general reliability as well as experience and capacity in the specific

field of the assignment ( 40 points);

b) the approach in responding to the TOR and the detailed work plan ( 20 points); and

c) the qualifications and competence of the personnel proposed for the assignment for a total of

( 40 points). The personnel will be rated in accordance with:

i. their general qualifications (20 points);

ii. suitability for the assignment ( 50 points); and

iii. their language qualifications and experience in the region ( 30 points). Experience in

the country of assignment would be particularly advantageous.

20. a) The Price Component of any proposal will only be evaluated if the Technical Component of

that proposal achieves a minimum of 70 points. Proposals failing to obtain this minimum

threshold will not be eligible for further consideration.

b) The maximum number of points for the Price Component is 20 points This maximum

number of points will be allocated to the lowest price proposal. All other price proposals

will receive points in inverse proportion according to the following formula:

Points for the Price Component of a proposal being evaluated =

[Maximum number of points for the Price Component] x [Lowest price] [Price of proposal being evaluated]

21. Please note that the UNOPS is not bound to select any of the firms/institutions submitting

proposals. Furthermore, since a contract will be awarded in respect of the proposal which is

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ANNEX I: TERMS OF REFERENCES A. General Background:-

UNOPS Iraq Operation Center IQOC is planning to implement three projects in Iraq on civil society.

I. Project “Iraqi Civil Society Empowerment”, funded by the EU, Government of Finland and other donors via the Iraq Trust Fund (ITF), applies a multi-sectorial approach to supporting empowerment of civil society as a reliable partner for the public authorities able to address needs faced by the Iraqi citizens. The project has focused, among other issues, on successful support for developing and implementation of regulatory frameworks for NGOs, increasing citizens’ participation in the local government, disaster risk reduction (DRR) and peace building activities as well as on capacity building of state institutions responsible for cooperation with civil society. Currently one of the greatest needs is the development of a national fund to support civil society organizations. UNOPS is currently supporting creation of a similar fund in the Kurdistan Region of Iraq and would like to initiate more streamlined discussions on this issue at the federal level, in the Iraqi Parliament in particular. This intervention will constitute part of UNOPS support to implementation of the NGO law no. 12, which in one of its goals stipulates support to NGOs growth, development and independence.

II. With the framework of an 18-month project “Compact for the Kurdistan Region of Iraq”, funded by the Government of Denmark, UNOPS will support Iraqi civil society in the Kurdistan Region of Iraq to build and formalize its relationship with public authorities, based on the principles on of mutual recognition, participation, and accountability. To support this aim, the project will support the preparation and passing of a Kurdistan Region Policy Document on Cooperation (PDC or compact) between the Kurdistan Parliament in Iraq (KPI), the Kurdistan NGOs Department and civil society. This document will establish the basis for a proper relationship between public authorities and civil society in the Kurdistan Region of Iraq. A regional Compact will give civic organizations a means to increase support for their work and thereby expand their activities in the interest of all Iraqis. For the government, the agreement can help ensure more complete performance of governmental tasks.

III. Project “Building partnership between Iraqi Civil Society and Public Authorities”, to be funded by the EU, will improve the relationship between Iraqi public authorities and civil society through support to drafting federal Compact between the Iraqi Council of Representatives (CoR) and civil society, as well as by the way of developing the institutional capacities of the NGOs Directorate.

These three important projects are planned to be implemented in coordination with Iraqi counterparts from the federal government of Iraq represented by NGO Directorate which is housed by Iraqi CoMSec in Baghdad. Also from the regional government of Kurdistan represented by NGOs’ Department in Erbil. Other counterparts are the civil society committee in the Iraqi council of representatives and civil society committee in the national assembly of Kurdistan. One additional and important counterpart is the Iraqi civil society organizations Iraqi wide.

B. Purpose and Scope of Assignment:-

The United Nations Office for Project Services, represented by Iraq Operation Center IQOC, located in Amman, regularly requests translations of documents and interpretation in respect of its interventions in Iraq. UNOPS desires to enter into Contract agreement for translation services for a period of 12 months.

In brief the services required are: C. Written Translation:

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i) Standard Documents Translation Arabic – English and Vice Versa ii) Technical Documents Translation Arabic- English and Vice Versa iii) Standard Documents Translation Kurdish – English and Vice Versa iv) Technical Documents Translation Kurdish- English and Vice Versa v) Technical Document Translation Kurdish- Arabic and Vice Versa vi) Standard Document Translation Kurdish- Arabic and Vice Versa

 The Contractor shall upon request and receipt of duly authorized instructions from UNOPS Iraq, start the translation and confirm the availability of the interpreter for the events together with its equipments that might be required to facilitate his/her job.

 It is preferred that the translators providing translation are from Iraq whether Kurd or Arab so that they give the impression that is well understood by Iraqi counterparts especially when translating from English to Arabic or to Kurdish.

 The translation company will serve as a communication channel between different groups with different languages; the company has to make sure that the translators that will be used during this project are well acquainted with the all aspects of the projects. They will have to read and understand background materials given by UNOPS to the translation company.

 The Contractor shall perform the Services as follows:

i) Efficiently translate materials from English to Arabic or Arabic to English, from Kurdish to English or English to Kurdish and from Arabic to Kurdish or from Kurdish to Arabic.

ii) Insure confidentiality of the translated materials.

iii) The standard time frame for the translation delivery shall be as follows (from the date of submission by UNOPS): Translation Volume (Page) Time Frame 1 – 15 2 days 16 - 50 5 days 51 - 100 10 days

101 and above As per the above time benchmarks

iv) Whenever possible, the Contractor shall render emergency assistance worldwide to UNOPS Iraq. v) The output page consists of 250 words.

vi) The frequency of requirements will be five a month.

vii) The translated material must be signed and certified by the translator as well as the reviewer prior to the submission to UNOPS.

viii) The material to be translated will mainly be:

(a) Standard Documents: Programme related content, i.e educational presentations and concept papers, cultural materials, human rights, social and human sciences.

(b) Technical Documents: laws and regulations, elections, civil society, legal documents, tender documents, procurement, etc…

D. Simultaneous Interpretation:

i) Provide necessary translators and necessary equipment to undertake simultaneous translation during meetings, workshops:-

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1. Arabic to English and vice versa 2. Arabic to Kurdish and vice versa 3. Kurdish to English and vice versa. ii) Workshops may last 1 - 10 days

iii) The task per day may last 2 - 10 hours

iv) Scope of workshops will cover programme-related content, i.e. civil society education, legislation, culture, human rights, social and human sciences.

v) Ensure that any other services such as interpreters, additional electronic and audio-visual equipment, will be satisfactorily provided, and electronic equipment is fully functional, as shall be defined and agreed upon by UNOPS and the Contractor

(c) Payments shall be based on the certification of Translation Services by UNOPS Programme Manager. (d) The Contractor shall deliver translated material by e-mail or hard copies in, typed in Word file, to the

UNOPS Iraq focal point at its Amman premises of UNOPS Iraq during business hours. E. Reporting:

The Contractor shall provide UNOPS Iraq with management information reports consisting, at a minimum, of the following:

(a) A quarterly summary within 15 days of the end of the quarter. Reports should identify problems, if any, and recommend solutions, suggestions to enhance service.

F. Service Standards.

The Contractor shall provide polite, responsive and efficient service at all times to fulfill UNOPS Iraq requirements. As a service objective, telephone calls should be answered promptly. When it is necessary to place calls on hold, they should not be kept on hold for more than a few minutes and call back, when necessary, should be made within one hour.

G. Quality Control for the Services:

(a) The Contractor shall establish and operate to monitor on a regular and continual basis the quality of translation provided to UNOPS Iraq, and shall sign and certify each document prior to submit them to UNOPS. To carry out such practice, the Contractor shall assign an internal translation reviewer to make sure quality of translation.

(b) UNOPS Iraq reserves the right to conduct its own quality control surveys any time during the year. (c) The Contractor warrants that the additional personnel assigned to handle UNOPS Iraq translation shall

have a strong experience and shall constantly be trained to be kept up to date.

H. Personnel Required.

(a) When additional translators are required, the Contractor shall assign adequate personnel to service satisfactorily the volume of work and to fulfill its obligations under the Contract with UNOPS Iraq. The Contractor shall assign the relevant personnel according to their technical know-how and reliability. (b) The Contractor shall notify UNOPS in case of any changes or resignations of proficient translators (c) The Contractor shall ensure availability of personnel during the high demand periods and provide a rate

for emergency high priority translation when requested by UNOPS.

(d) The Service Provider’s employees shall perform their functions in a highly efficient and professional manner.

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Fax: +962 6 593 1249 11194 Jordan e-mail: [email protected] IQOC/RFP/12/002 UNOPS is ISO 9001 certified Page 9 I. Qualifications and Experience of translators:-

1. Education

 Master or equivalent from College of Arts or College of Languages. 2. Work Experience

 Minimum 10 years of experience in interpretation and translation;

 Relevant experience with other UN agencies and international organizations; .

3. Key Competencies

 Fluency in both Arabic, Kurdish and English, written and spoken;

 Knowledge of the Middle East region in general and Iraq in particular is an asset;  Capable of working in multicultural environment;

 Excellent communication and interpersonal skills;  Good team player.

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ANNEX II: PROPOSAL SUBMISSION FORM

Project No. Multiple

TO:

United Nations Office for Project Services

Deir Ghbar, Al-Shakereen St. Building No.2 Tel: +962 6 590 2100

P.O.Box 941655 Amman, Fax: +962 6 593 1249

Dear Sir/Madam:

Having examined the Solicitation Documents, the receipt of which is hereby duly acknowledged, we

the undersigned, offer to supply the required services for the sum as may be ascertained in accordance

with the Price Component attached herewith and made part of this proposal.

We undertake, if our proposal is accepted, to commence and complete delivery of all items in the

contract within the time frame stipulated.

We understand that you are not bound to accept any proposal you may receive and that a binding

contract would result only after final negotiations are concluded on the basis of the Technical and

Price Components proposed.

Dated this day of 20 .

Signature

(In the Capacity of)

Duly authorized to sign proposal for and on behalf of:

Financial Offer:

Item

Ser. Translation language

Cost per page (which is equal to

250 words) 1 Standard Documents Translation Arabic – English and Vice Versa

2 Standard Documents Translation Kurdish – English and Vice Versa

3 Standard Document Translation Kurdish - Arabic and Vice Versa

4 _{Technical/Legal Documents Translation Arabic - English and Vice Versa} 5 Technical/Legal Document Translation Kurdish - Arabic and Vice Versa

6 _{Technical/Legal Documents Translation Kurdish - English and Vice}

Versa

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