Call for tenders for a multilingual interpretation agency for periodic discussions for the Webinar Series and activities of the Consultative International Cashew Council (CICC)

Actualités

Call for tenders for a multilingual interpretation agency for periodic discussions for the Webinar Series and activities of the Consultative International Cashew Council (CICC)

1. Context

The Consultative International Cashew Council (CICC) is an intergovernmental organization that promotes cashew value chains through policy coordination and cooperation among member states. The organization currently has twelve member states: Benin, Burkina Faso, Cameroon, Côte d’Ivoire, Ghana, Guinea, Guinea-Bissau, Mali, Mozambique, Nigeria, Senegal, and Togo.

As part of the implementation of the RSA-CICC Project N.81318784 PN. 21.2199.4-506.00 (Supporting and strengthening the activities of the International Cashew Advisory Council-CICC) funded by GIZ, the institution plans to use part of the funding to contract with a translation service for:

The series of scientific and political webinars;
All other CICC activities requiring simultaneous interpretation services, such as workshops, meetings, conferences and working sessions.

These services aim to guarantee fluid and efficient multilingual communication between French, English and Portuguese.

2. Market objective

The objective of this Terms of Reference is to select a qualified Interpreting Agency capable of:

Provide high-quality simultaneous interpretation services for the CICC webinar series, using appropriate remote interpretation platforms.

Provide similar services for other CICC activities requiring this service;
Ensure coordination and technical preparation for each activity;
Provide translated transcripts or summaries if necessary.

Specifically, the firm will need to provide simultaneous translation between French, English, and Portuguese for approximately 13 planned webinars. and for all other planned CICC activities requiring this service.

3. Scope and description of expected services

To this end, the selected service provider will be required to perform the following tasks :

To provide highly qualified professional interpreters, perfectly fluent in English, French and Portuguese;
To ensure the accuracy, fluency and clarity of interpretations, while respecting the nuances, tone and integrity of the speakers’ messages;

Possessing an extensive vocabulary and excellent command of technical terminology, particularly in the agricultural and cashew sectors;
Demonstrate cultural sensitivity and the ability to adapt messages to the linguistic and regional contexts of the participants;
Having adequate equipment and technical tools (headsets, microphones, stable connection, online interpretation software, etc.) guaranteeing optimal audio quality;
Organize, before each session, a technical test session with the presenters and moderators to validate the technical and linguistic aspects;
Participate in preparatory and coordination sessions with the CICC team to ensure prior understanding of the content and materials to be translated;
Be present and operational at least one hour before each webinar for final checks;
To provide real-time interpretation throughout the duration of the services;
Provide, after each session, if necessary, translated transcripts, multilingual summaries or follow-up reports on the progress of the service;
Strictly adhere to the rules of confidentiality, ethics and professional neutrality throughout the contract.

These requirements apply to the listed CICC webinars and activities.

4. Documents to be provided by the bidder

4.1 Administrative Offer

A simple copy of the trade register proving membership in the field of activity;
Simple copy of the tax return;
Certificate of Tax Regularity (ARF);
Bank account details.

4.2 Technical Offer

Presentation of the firm (General experience; description of the methodology and technical approach relating to the service);
Specific experience (in managing a similar contract) with supporting documentation of satisfactory performance;
Internal organization and dedicated team with supporting CVs;
Copy of interpreters’ professional certifications;
Availability (opening hours, 24/7 emergency service, etc.).

4.3 Financial offer

4.3.1 Financial Offer for In-Person Activities

The financial offer must present a breakdown by listed service and indicate the unit costs retained.

SERVICES	UNIT COST
Daily fees for a French and English interpreter	–
Daily fees for a French, English and Portuguese interpreter	–
Interpreter’s booth	–
Simultaneous interpretation system (Receiver + headphones + Transmitter) for a simulated number of 10 participants.	–
Sound System (mixing console + speaker + microphone + amplifier + 2 handheld microphones);	–
Discussion system (Table Microphones + transmitter) for a simulated number of 10 participants.	–
System for Facebook Direct	–
Hybrid meeting system (Zoom meeting for people connected online, cameras in the room on tripods for broadcasting images on the Zoom platform)	–
Technician of her	–

IMPORTANT: As the number of participants at upcoming Consultative International Cashew Council (CICC) events is not yet precisely estimated, it is strongly recommended that you base your financial offer on 10 participants for the “simultaneous interpretation system ” and ” discussion system ” services. This approach will allow for a fair comparison of offers, and the selected firm will then adjust its rates according to the actual number of participants announced for each activity .

Financial offer for online webinars

Technical Specifications for Webinars

Simultaneous Remote Interpretation (SRI);
Online platform (Zoom Webinar);
A maximum capacity of 500 people is expected online;
A maximum duration of 3 hours per webinar.

IMPORTANT : In accordance with the technical specifications mentioned above, please submit your financial proposal via webinar according to the following categorization:

Categorization	Financial proposals
Webinar Fee (French – English)	–
Webinar Fee (French – English and Portuguese).	–

5. Methodology for evaluating bids

The evaluation will be carried out in two phases : technical and financial.

Technical score (70%) + Financial score (30%)

The firm with the highest total score will be recommended for the framework contract.

6. Duration of the framework contract

The duration of the contract is valid from the date of its signature until December 31, 2026 and will be used only for the activities of Grant N. 81318784 PN 21.2199.4-506.00 .

7. Expected deliverables

The translation agency will need to produce:

Simultaneous interpretation services for each webinar;
A final session report indicating the language used, the interpreters mobilized, and any technical observations;
Where applicable, translated transcripts or summaries of the main discussions.

8. Submission of bids

Complete bids (administrative, technical, and financial) compiled into a single PDF must be submitted no later than January 12, 2025, at 12:00 PM , either in sealed envelopes or electronically to the following address: procurement@ciccashew.org with the subject: “Response to the call for applications for the recruitment of a multilingual interpretation firm within the framework of the RSA-CICC project N. 81318784 PN 21.2199.4-506.00″ .