This word file is provided to facilitate the completion of the required
documentation. However, kindly read the instructions in the PDF
document carefully to ensure that your proposal is not rejected.
Request For Proposal (RFP) – Annex (ii) Background Information
1
Annex II – Background Information
General
UNEP was established in 1972 and acts as the voice for the environment within the United Nations
system. UNEP acts as a catalyst, advocate, educator and facilitator to promote the wise use and
sustainable development of the global environment.
UNEP´s mandate is to be the leading global environmental authority that sets the global
environmental agenda, that promotes the coherent implementation of the environmental dimensions
of sustainable development within the United Nations system and that serves as an authoritative
advocate for the global environment.
UNEP´s regional office for Latin America and the Caribbean (ROLAC) located in Panama City
works closely with the 33 countries of the region - including 16 small island developing States, with
a population of about 588 million people. The office works to serve the needs of the region and its
activities are integrated into the work programs approved by the United Nations Environment
Assembly of UNEP (UNEA).
Latin America and the Caribbean is a region rich in diversity of environments, ecosystems, species
and cultures and includes seven of diverse countries. The region is divided into four regions:
Mesoamerica, the Caribbean, the Andean Region and Southern Cone and each has a unique set of
characteristics, priorities and environmental challenges.
Within the ROLAC region, UNEP works in Antigua and Barbuda, Argentina, Bahamas, Barbados,
Belize, Bolivia, Brazil, Chile, Colombia, Costa Rica, Cuba, Dominica, Ecuador, El Salvador,
Grenada, Guatemala, Guyana, Haiti, Honduras, Jamaica, Mexico, Nicaragua, Panama, Paraguay,
Peru, Dominican Republic, Saint Kitts and Nevis, Saint Vicent and the Grenadinas, Saint Lucia,
Suriname, Trinidad and Tobago, Uruguay, Venezuela.
With the diversity of countries and languages comes a necessity for high quality translations, often
required within short timeframes on specialized topics related to UNEP´s work.
Translation
UNEP is publishing this Request for Proposals to establish several Long Term Agreements (LTAs)
for translation services at the UNEP Regional Office, based in Panama. These LTAs will be used
as a framework for all translation of written documents in the UNEP Regional Office, based in
Panama. Specific contracts for the translation of individual documents will be requested on an “as
needed basis” within the framework of the LTA.
The initial contract period is expected to be for a period of 24 months, with a clause for extension.
Once established, we do not expect to conduct significant translation activities outside of this LTA.
Therefore, candidates who wish to receive translation work from the UNEP Regional Office in
Panama, must apply to this Request for Proposals, following all the guidelines and instructions in
this document related to how to apply.
Initially, we would be looking to establish a qualified roster of translators in the following
languages:
Request For Proposal (RFP) – Annex (iv) Evaluation Criteria
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1.
2.
3.
4.
Five translators for Spanish to English.
Five translators for English to Spanish.
Two translators from Spanish to French.
Two translators from French to Spanish.
If appropriately qualified, candidates may apply to more than one of those categories.
Request For Proposal (RFP) – Annex (iv) Evaluation Criteria
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Annex III – Terms of Reference (TOR)
Section A – Technical Specifications and Requirements for Qualification
1. Indicate which category or categories you are applying for. For example “Spanish to
English” where Spanish is the source language and English is the final language.
2. Minimum of 5 years of directly relevant experience in the translation of written documents,
3.
4.
5.
6.
7.
including previous work with the United Nations or similar organizations, and including
environment-related topics.
University degree required. An appropriate professional certification in translation or an
additional 5 years of directly relevant experience can be substituted for the degree.
Candidates must complete all required documents and follow the applications procedures in
detail.
Candidates must include 2 professional reference letters – i.e. two people who are familiar
with their recent work (recent meaning within the last 12 months), and can certify that the
work was of extremely high quality and undertaken in a timely manner.
Candidates must submit 1 page of a translation they have recently undertaken in both the
original and source languages.
Price quotation will be based on the price per word in the source document (not the final
translated document). Kindly take this into account when you prepare your financial
quotation.
Candidates will be shortlisted based on the criteria above. Candidates who do not clearly address
all the above points in their submission will be rejected.
Shortlisted candidates will be required to participate in a brief written test to translate a document
within a set period of time. It is expected that that there will not be any errors in the translated test
material, although there will be a small allowance for stylistic differences, where those differences
do not change the meaning of the original text.
Section B – Financial Proposal – Note that the technical and financial parts of your
proposal should be sealed in separate envelopes as per the instructions earlier in this
document.
REQUESTED OFFER VALIDITY PERIOD: 120 DAYS
QUOTATION
DESCRIPTION
Price per Word for translation from XXXX
(specify language) to XXXX (specify
language).
Price per Word for urgent translation (i.e.
less than 4 hours turnaround time) from
XXXX to XXXX.
QTY (UNIT)
Per word in
source
document
Per word in
source
document
UNIT PRICE - USD
For the purposes of the financial evaluation, the regular price per word will be used.
Request For Proposal (RFP) – Annex (iv) Evaluation Criteria
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Annex IV – Evaluation Criteria
The technical component, which has a total possible value of 700 points, will be evaluated using the
following criteria.
Item
1
2
3
4
5.
POINTS
OBTAINABLE
Experience of the translator.
At least 5 years of relevant experience – 50
points; more than 5 years: 10 extra points
per year up to max of 50 points.
Where an additional 5 years of experience
has been substituted for a degree: At least
10 years of relevant experience – 50
points; more than 5 years: 10 extra points
per year up to max of 50 points.
Written submission, examined for
accuracy and style. Translation errors will
be penalized 50 points per error.
References
Relevance of:
- Specialized knowledge
(environmental terminology)
- Experience in similar programmes
- Experience in the region
- Work for UN major programmes
UNEP expects demonstration of at
least 10 relevant national/international
translations.
Written test, examined for accuracy and
style. Translation errors will be penalized
50 points per error.
TOTAL
Request For Proposal (RFP) – Annex (iv) Evaluation Criteria
A
B
FIRM
C
100
100
100
150
250
700
5
D
E
Annex V – PROPOSAL SUBMISSION FORM
[Please insert company letter-head if applicable]
[INSERT DATE]
Dear Sir / Madam,
Having examined your Request for Proposal dated 26/01/2015, we, the undersigned, offer to
provide services to UNEP offices in the Latin America and Caribbean Region according to the TOR
provided by UNEP for the rates as quoted in the financial proposal.
We hereby declare that all the information and statements made in this Proposal are true and we
accept that any misinterpretation contained in it may lead to our disqualification.
We confirm that we have read, understood and hereby accept the Terms of Reference describing
the duties and responsibilities required of us in this RFP, and the General Terms and Conditions of
UNEP’s Contract for Services.
The undersigned represents to the UN as follows (check as appropriate)1
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1
Proposer accepts the Terms and Conditions in Annex (i) and agrees to do all acts required
in Annex (i).
Proposer also acknowledges that Proposals may be partially awarded between different
proposers.
Proposer is aware that the UN is not committed to award a contract, or to reimburse any
costs incurred by the proposer in connection with the RFP process, as stated in Annex (i)
Proposer is aware that neither the RFP, nor any of its annexes, including this document,
constitutes any agreement or contractual relationship between the UN, or any of its
entities, and the proposer. Proposer acknowledges that the sole purpose of the RFP and
its annexes is to enable vendors to submit a proposal; proposer will not regard or seek to
rely upon the RFP or any of its annexes as an offer on the part of the UN capable of
acceptance by the proposer
Proposer acknowledges that Proposals are evaluated according to the UN Financial
Regulations and Rules and the evaluation criteria specified in this RFP
Proposer is familiar with and accepts the payment terms in Annex (i).
In the event the proposer is a U.S. entity, proposer will indicate in its Proposal whether or
not the prices specified therein are currently subject to GSA Federal Supply pricing and
state the GSA Contract Number and Expiration Date
Proposer’s Proposal will be valid for the period of 120 days
Proposer is familiar with and accepts the UN’s conditions for the withdrawal and
modification of Proposals and the UN’s rules governing errors in Proposals and public
opening of Proposals
Proposer accepts the Confidentiality terms stated in Annex (i); and is aware that in the
event the UN requires proposers to execute a non-disclosure agreement, as stated in
Annex (i), and proposer refuses to sign, proposer will not be invited to participate further
Terms used in this declaration shall have the meanings ascribed to them in the Terms and Conditions in Annex (i)
Request For Proposal (RFP) – Annex (v) Proposal Submission Form
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in the RFP
Proposer accepts the Collusive Biding and other Anti-competitive Conduct terms stated in
Annex (i) and represents that the Proposal has been compiled without the improper
assistance of employees or former employees of the UN, in accordance with Annex (i)
Proposer has not, and is not, engaged in any corrupt practices
Proposer is not aware of any existing or potential conflict of interest as specified in Annex
(i). If during the procurement process a conflict of interest arises, or appears likely to
arise, proposer will notify the UN immediately in accordance with Annex (i)
Proposer acknowledges that any costs it may incur in connection with the submission of a
Proposal to the UN are at the sole expense of the proposer
Proposer shall promptly inform the UN in writing of any proposal submitted, or likely to
be submitted, by a holding, parent, subsidiary, or affiliated company of the proposer in
response to this RFP of which it is aware, or ought reasonably to be aware
REGISTERED OFFICE ADDRESS OF PROPOSER:
POSTAL ADDRESS:
TELEPHONE NUMBER(S):
FACSIMILE NUMBER(S):
Signature of authorized official of proposer or person otherwise authorized to sign the proposal on
behalf of the proposer.
SIGNATURE:
DATE:
NAME (BLOCK LETTERS):
POSITION HELD:
Request For Proposal (RFP) – Annex (v) Proposal Submission Form
7
Joint Venture Partner Information Form (only necessary if the bid is a joint venture)
[The Bidder shall fill in this Form in accordance with the instructions indicated below].
Date: [insert date (as day, month and year) of Bid Submission]
RFP No.: [insert number of bidding process]
Page ________ of ______ pages
1. Bidder’s Legal Name: [insert Bidder’s legal name]
2. JV’s Party legal name: [insert JV’s Party legal name]
3. JV’s Party Country of Registration: [insert JV’s Party country of registration]
4. JV’s Party Year of Registration: [insert JV’s Part year of registration]
5. JV’s Party Legal Address in Country of Registration: [insert JV’s Party legal address in
country of registration]
6. JV’s Party Authorized Representative Information
Name: [insert name of JV’s Party authorized representative]
Address: [insert address of JV’s Party authorized representative]
Telephone/Fax numbers: [insert telephone/fax numbers of JV’s Party authorized
representative]
Email Address: [insert email address of JV’s Party authorized representative]
7. Attached are copies of original documents of: [check the box(es) of the attached
original documents]
 Articles of Incorporation or Registration of firm named in 2 above.

JV Agreement, or letter of intent to enter into such an Agreement, signed by the legally
authorized signatories of all the parties
Request For Proposal (RFP) – Annex (v) Proposal Submission Form
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Annex VI – Acknowledgement Letter
Date: ……………………….
Dear Sir/Madam,
Subject:
Request for a Proposal of Services for [INSERT]
We the undersigned, acknowledge receipt of your Request for a Proposal dated dd/mm/yyyy
reference [INSERT] and hereby confirm that we:

intend
 do not intend
to submit a proposal to the United Nations Environment Programme by the deadline of [INSERT
DATE AND HOURS] and that we:

intend
 do not intend
to send one (1) authorized representative to observe the public opening procedure.
We acknowledge that this RFP is confidential and proprietary to the United Nations, and contains
privileged information. Upon request, we will return this RFP or any part thereof, and all copies
thereof, to the United Nations.
Name of Authorized Representative
Title of Authorized Representative
Signature
Company Name
Address Line 1
Address Line 2
Telephone Nr.
Fax Nr.
IMPORTANT: In order for your company to remain as a registered vendor, you must return this
acknowledgement letter even if you do not intend to submit a proposal at this time.
If you do not intend to submit a proposal please indicate the reason:




We do not have the capacity to submit a proposal at this time
We cannot meet the technical requirement of this RFP
We do not think we can make a competitive offer at this time
Other: (please specify)
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Kindly return this acknowledgement by e-mail at compras@pnuma.org.
NOTE: Due to the current security arrangements, your authorized representative must present a completed
copy of this letter, together with the appropriate personal identification, in order to observe the public
opening procedure.
Request For Proposal (RFP) – Annex (viii) The Global Compact
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