REQUEST FOR PROPOSAL RFP/2721/HCR/SUP/PL/26/15 FOR THE ESTABLISHMENT OF A FRAME AGREEMENTs FOR THE PROVISION OF TRANSLATION AND INTERPRETATION SERVICES FOR UNHCR OFFICES IN POLAND, CZECH REPU

FOR THE ESTABLISHMENT OF A FRAME AGREEMENTs FOR THE PROVISION OF 

TRANSLATION AND INTERPRETATION SERVICES 

FOR UNHCR OFFICES IN POLAND, CZECH REPUBLIC AND SLOVAKIA

INTRODUCTION TO UNHCR

The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people.

In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 60 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations please see http://www.unhcr.org.

PURPOSE OF THE ASSIGNMENT

The Office of the United Nations High Commissioner for Refugees (UNHCR), Poland, invites qualified Suppliers to submit an offer for the establishment of Frame Agreement(s) for the provision of Translation and Interpretation Services. These services will be required at various locations within Poland, Czech Republic, and Slovakia. Companies are encouraged to submit offers for one or more of these locations, and local companies, particularly those situated in the aforementioned cities, are strongly encouraged to participate.

UNHCR may award Frame Agreement(s) with an initial duration of 1 year, potentially extendable for a further period of 2 (two) years. Other United Nations Agencies, Funds and Programmes shall be entitled to the same prices and terms as those contained in the offers of the successful bidders and could form the basis for a Frame Agreement with other UN Agencies.

The rates quoted by the successful bidder(s) shall remain firm and unchanged during the first year of the Frame Agreement.

For subsequent contract years, the quoted rates may be adjusted based on an objective and pre‑determined reference point, namely the official annual inflation rate of the currency in which the offer is submitted. Indexation, where applicable, shall reflect the year‑to‑year inflation rate officially published 

Application of Price Adjustment

An adjustment to the rates may only be applied under the following conditions:

• The official annual inflation rate of the offer currency exceeds 15%, and
• The adjustment is proportional to the officially published inflation rate, and
• No more than one (1) adjustment is requested or applied within a single calendar year.

Any such adjustment is subject to prior written approval by UNHCR. Requests for adjustment must include official documentation issued by the competent authority confirming the applicable inflation rate.

Stability of Other Terms

All other terms, conditions, and obligations of the Frame Agreement shall remain unchanged and in full force for the entire duration of the Agreement, including but not limited to the scope of services, delivery obligations, and contractual provisions.

• Annex A: Terms of Reference (TORs)
• Annex C: Vendor Registration Form
• Annex E: UN Supplier Code of Conduct
• Annex G: UNHCR Cloud ERP Supplier Portal Guidelines (MANUAL)

KEY DATES:

Questions deadline: 20-07-2026

RFP Submission deadline: 29-07-2026

IMPORTANT

Please note that figures have been stated in order to enable bidders to have an indication of the projected requirements. It does not represent a commitment that UNHCR will purchase a minimum quantity of goods/services. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the Frame Agreement.

Any Purchase Order (PO) issued as a result of this RFP will be made in the currency of the winning offer(s). The standard payment terms of UNHCR is net 30 days upon satisfactory delivery of goods or services and acceptance by UNHCR. Payment will be made in accordance to the General Conditions for the Provision of Goods and Services and in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR business owner.

If you are interested in submitting a bid in response to this RFP, please log in to the Supplier Portal, then search for the negotiation using the reference number UNHCR_RFP_2721 (see User Guide 39) and prepare your bid in accordance with the requirements and procedures as set out in this RFP and submit it by the deadline for submission of proposals set out in this document and via the supplier portal. 

In case you have never registered before, you can register a profile using this registration link Supplier Registration (oraclecloud.com) and follow the instruction in guides available in the UNHCR website: How to become a supplier | UNHCR and in the User Guide. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember your password or username from previous registration (see User Guide slide 36). Should you require further clarification, kindly communicate using the messaging functionality in the system. If you experience issues accessing the Cloud ERP, please contact Urszula Olgun on olgun@unhcr.org keeping Mateusz Panfilowicz on panfilowicz@unhcr.org on copy.

It is strongly recommended that this Request for Proposal (RFP) and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process. 

Sub-Contracting: Please take careful note of article 5 of the General Terms and Conditions attached under “Requirements-Preliminary examination”.

Mateusz Panfilowicz, Assistant Supply Officer

Supply Unit

UNHCR Representation for the Republic of Poland,

the Czech Republic and the Slovak Republic.