Professional translation from English to Portuguese of the various documents composing the training module, while keeping the original layout and formatting.

Clarification Questions and Answers for RFQ Nº UNFPA/ESARO/RFQ/25/060 Here is the list of clarification questions and their corresponding answers: The closing date for submission has been extended to Friday 10:00am South African time. Question: Could you please confirm whether the technical proposal is mandatory and whether it will be formally evaluated? Answer: The content will be evaluated, not the submission. Question: Financial Offer – Out-of-Pocket Expenses (Section 2): In the Price Quotation Form, could you please clarify what should be included under “Out-of-Pocket Expenses”? Our understanding is that we must provide hourly rates and estimated hours per document under Section 1, but we are unsure whether Section 2 applies to this type of project. Answer: Please quote as per technical proposal. Expenses to be incurred to implement the technical proposal. You dont need to follow the structure of the financial template. Question: Evaluation Criteria – “Availability of in-house equipment”: Could you please clarify what is meant by “Availability of in-house equipment needed for the completion of activities related to the project”? Is this referring to technological/software equipment? Answer: In this case, the ability to work in InDesign and the translators part of the team. Question: Evaluation Criteria – “Previous experience in translation for UN agencies (3 examples)”: Should the three examples refer to the company’s previous work or the translators’ previous work? Additionally, can these be provided as a list of previous projects, or are samples required? Answer: Both are accepted, but the person who is doing the work needs to be part of these previous examples to evaluate their capacity. Samples are preferred to check their level or links if they are publicly available. Question: Possibility of Extending the Submission Deadline: Given the tight timeframe and the number of documents involved, would UNFPA consider extending the submission deadline? Answer: For now, we are keeping the deadline and we will re-evaluate based on the applications. Question: “Timeline proposed” – Clarification: When requesting a “proposed timeline,” should we attach a detailed calendar of activities? Will this timeline be part of the evaluation? Answer: No, but to understand the planned timeline, the service provider has to be able to provide the work. Question: CVs and “3 examples of their work” for translators: The TOR requests “CV(s) of the professional translator(s) who will be working on this assignment, and 3 examples of their work.” Could you please clarify what is meant by “examples”? Are you referring to samples of previous translations, or would it be acceptable to list relevant experience within the CVs? Answer: The focus is previous translation work. Question: What is the required Portuguese language variant? Answer: Portuguese Portugal (European Portuguese). Question: Would company incorporation documents and a Letter of Attestation—stating that our agency is legally incorporated, complies with the UN Supplier Code of Conduct, and is free from any conflicts of interest—be sufficient for the Technical Proposal? Answer: Incorporation documents are acceptable Question: Are the manuscripts to be translated also available in IDML format for better formatting through our CAT tools, such as Trados Studio? Answer: We will have it in InDesign. Question: Is it possible to submit translation rates on a per-word basis instead of hourly rates? Answer: Per word rates are acceptable. Question: Do you require an ISO-certified translation with revision, a simple translation, or machine translation with post-editing (not ISO-certified)? Answer: ISO-certified translation with revision. Question: Should the translation rate include revision by a second linguist? Answer: Yes. Question: Is UNFPA open to using AI, followed by post-editing services done by a linguist with demonstrated expertise in medical and scientific terminology? Should we include this option in the timeline and financial proposal? Answer: Cut and paste from AI is not acceptable as we can do this ourselves. Question: The price quotation form does not seem to be adequate for a written translation service... Can we edit the form to include these adjustments for word rates and DTP? Answer: Please quote and include all aspects of work that the supplier deems necessary for a satisfactory product to be delivered. The proposal will still be evaluated. Question: The initial documentation includes samples of the documents to be translated. Can you please advise if these are the only files to be translated and if this is the only format they will be provided in? It would be advisable to receive the PDF files in their original/source format. Answer: We have PDF and InDesign. Some are available as Word documents. Question: Is it correct to say that all files will be available to the winner by December 1st with a first delivery expected on December 20? What is actually meant by draft translated documents...? Answer: That is the aim to have a first draft around the 20th, but it can be discussed later if more time is needed with the awarded supplier. Question: What exactly is expected to be included in the timeline description and strategic approach? Answer: How will the translation be done and the timeline for deliverables. Question: Please confirm it is acceptable to provide blind CVs for the translators. Are there specific demands regarding the format? Answer: As long as you ensure that the same translators will be working on this specific assignment, then yes. Question: What is the total word count of all the files that need to be translated? Answer: The service providers need to check. Question: Should we include the total price in the quotation based on the overall volume, or simply provide the rate? Answer: In addition to rates per word, the total cost of the proposal should be included. Question: Should we prepare a quotation for TEP (Translation, Editing, and Proofreading) and DTP (format/layout), or only for Translation and DTP? Answer: Please quote as per the Terms of Reference. Question: The RFQ requests a technical proposal, signed declaration form, and price quotation. The TOR additionally mentions submitting CVs of the translators and three examples of previous work. Could you kindly confirm whether CVs and sample translations should be included in the proposal package? Answer: Included or sent separately is fine. Question: Use of the draft translation due on 20 December: Could you please clarify how the draft version will be used; for internal review only, or do you expect it to be shared externally? Answer: Internal review and checking only. Question: What are the evaluation criteria? Is it according to the “lowest-priced technically acceptable offer” (as mentioned in the RFQ) or according to the evaluation criteria specified in the TOR? Answer: The financial evaluation is secondary. The first part is the criteria specified in the TOR. The most technically compliant and lowest priced bid will be awarded. Question: Does the first criterion (30%) refer to the “proposed timeline and strategic approach” or to the financial proposal? There is some ambiguity as both are indicated. Answer: The weight for the technical evaluation in the TOR is 70% and the weight for the technical evaluation is 30%. Question: What is the expected output format, and will editable source files be provided to the selected service provider? Answer: The expected output is InDesign to become a PDF. The selected service provider will receive the source files through InDesign.