1. RFP Objective

Geneva Call is a neutral and impartial humanitarian organization committed to promoting respect for international humanitarian norms in areas affected by armed conflict. To support our multilingual outreach, documentation, and reporting efforts, we are seeking to establish a framework contract with qualified translation service providers.
The objective is to identify experienced professionals capable of delivering high-quality translation services from English to French English to Arabic, French to Arabic and Arabic to English and French. Occasionaly we would like to get translations from English to Spanish, Ukranian. The scope of work will include, but is not limited to, the translation of reports, training materials, press releases, internal communications, dissemination materials, technical and legal documents, all tailored to suit humanitarian and conflict-sensitive contexts.
This framework contract will allow Geneva Call to engage translation services on an as-needed basis over a specified period, ensuring both consistency and efficiency in our communications.

2. RFP Calendar

The timeline for the RFP process is below. While we do not anticipate any changes to this timeline, Geneva Call reserves the right to adjust the timeline as needed.

Actions:

• RFP Issue Date
  • 14 July 2025
• Deadline for Receipt of Proposals
  • 15 August 2025
• Vendor Selection Anticipated Date
  • 1 September 2025

Start date of operational services: September 2025

3. Proposal Submission Address

Please divide the offer into two separate proposals, being the financial proposal and the technical proposal to the address below no later than 15 August 2025.
Geneva Call
47 chemin de la Chevillarde, CH-1224 Chêne-Bougeries Geneva – Switzerland
And/or to the following email address:

• The financial proposal can be sent to: rfpfinance@genevacall.org.
• The technical proposal can be sent to: rfp@genevacall.org.

4. Bid Validity

Proposals are expected to be binding for a period of ninety (90) days from the published response date. Please see RFP attached for more details.

5. RFP Terms & Conditions

a. The Request for Proposals is not and shall not be considered an offer by Geneva Call.
b. All responses must be received on or before the date and time indicated on the RFP.
c. All proposals will be considered binding offers. Prices proposed must be valid for entire period provided by the respondent.
d. All awards will be subject to Geneva Call’s contractual terms and conditions and contingent on the availability of donor funding.
e. Geneva Call reserves the right to accept or reject any proposal or cancel the solicitation process at any time and shall have no liability to the proposing organisations submitting proposals for such rejection or cancellation of the request for proposals.
f. Geneva Call reserves the right to accept all or part of the proposal when award is provided.
g. All information provided by Geneva Call in this RFP is offered in good faith. Individual items are subject to change at any time, and all bidders will be provided with notification of any changes. Geneva Call is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
h. Geneva Call reserves the right to require any bidder to enter into a non-disclosure agreement.
i. The bidders are solely obligated to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All responses and supporting documentation shall become the property of Geneva Call, subject to claims of confidentiality in respect of the response and supporting documentation, which have been clearly marked confidential by the bidder.

6. Attachments

• Annex I Request for Proposal minimum requirements.

ANNEX I
REQUEST FOR PROPOSAL

1. Scope and requirements

2. Scope of Work:

• Translation English to French, English to Arabic, French to Arabic and Arabic to English and French. Occasionally we would like to get translations from English to Spanish, Ukrainian.
• If the company can provide translation English to: Spanish, Ukrainian, Kurdish, Persian (Dari) and/or Pashto, Filipino, Burmese, Thai, Swahili, Tshiluba, Lingala and Kikongo for DRC and Mooré, Bissa, Dyula, Fula for Burkina Faso – please provide a quote.
• Accurate, culturally appropriate (Humanitarian contexts, and context-sensitive translations.
• Proofreading and quality control by a second linguist.
• Timely delivery as per agreed timelines.
• Maintain strict confidentiality of all content.
• Capacity to translate text in a wide range of file formats (Word, Excel, PDF, InDesign etc.).

3. Proposal Guidelines:

• Technical Proposal
  • Executive Summary: A brief overview of the organisation and understanding of the scope of work.
  • Company Profile: Information on the organisation, relevant certifications, experience with translation services, and particularly in conflict sensitive and humanitarian contexts for humanitarian organizations (e.g. UN, NGOs).
  • Proposed Solution: Detailed approach for delivering high-quality translations in the mentioned languages.
  • Indication of tools or systems used to ensure consistency and quality.
  • Average turnaround time for documents (500, 1,000, and 5,000 words).
  • Details of quality assurance processes, and ability to use appropriate humanitarian, legal, and Geneva Call terminology in a consistent manner.
  • Team Information: Names, roles, and qualifications of personnel involved in translation work.
  • References: References from at least two previous or current clients, ideally with work related to humanitarian/conflict settings.
  • Details of the use Artificial Intelligence (AI), if any.
  • Details of confidentiality processes.
• Financial Proposal
  • Proof of Registration: Valid registration of the company.
  • Pricing Structure:
    • Cost per word (CHF or working currency) for standard translation.
    • Any additional costs (e.g., urgent translation rates, formatting, etc.).
    • Explanation of the invoice and payment process.
• Financial ratio company
  • Financial stability company
  • Liquidity ratio, debt-to-equity ratio, profitability ratios used to assess financial performance
  • Provide the resumes of the key members of the management team of the company.

4. Eligibility Criteria:

This tender is open only to organisations legally registered.

5. Evaluation and Selection Process:

The contract will be awarded based on the most technically sound proposal at the lowest price, considering the following:

• Price per word, if different per language.
• Average turnaround time.
• Capacity to handle translation requirements during the framework period.
• Sensitivity and experience working with conflict-affected content and contexts.

6. Terms and Conditions:

Payments will be made upon satisfactory delivery and invoice submission, payment term 30 days net.

7. Confidentiality:

All translations must remain confidential and will become the property of Geneva Call. Selected service providers will be required to sign a confidentiality agreement.

8. Third Party Performance Reviews and Audit:

Performance Review. In addition to internal measures of performance, Geneva Call retains the right to require independent evaluation of Contractor performance. Geneva Call may, contract with independent third parties to audit the contract service levels. The Contractor will cooperate fully with any third-party audit and agrees that all information shared with Geneva Call may be shared with such third-party contractor.

9. The Contract:

9.1. Term of Agreement. [Example: The Agreement resulting of this solicitation shall be for an initial period of three (2 years with the option to extend, at the sole discretion of Geneva Call, for an additional two (2) two-year period].

9.2. Termination. Geneva Call may terminate the Agreement resulting from this solicitation, or any services under such Agreement, without prejudice to any other rights or remedies, by giving ninety (90) days written notice to the Contractor.

10. Disclaimer:

Geneva Call does not guarantee a minimum quantity of purchases.