Annex H: Scope of Work
Provision of Translation Services
1. Specification of the Documents for Translation
Font size: 12
Paper size: should be A4
Character per page: 300 to 350
Font Type: Times New Roman
2. Quality Requirement
USWDP requires a Contractor to provide ongoing written translation services. It is the
Contractor’s responsibility to ensure that the translator(s) accurately and faithfully
recasts the meaning of the source text in the target language, with respect to the following
criteria:
1. Accuracy: All information contained in the source language (Dari, English and
Pashto) text has been reproduced in the destination (Dari, English and Pashto)
language text as and when requested.
2. A translation that reproduces the same conceptual understandings as the original
text and functions in the same way as the English language text
3. As most of the requested translations will be used for publications and official
purposes, it is essential that the translated texts are carefully proofread and meticulous
checked both for their technical meaning and linguistic accuracy. USWDP will
therefore require the proofreading of all translations, unless notified in writing to the
contrary.
4. Producing clarity of the conceptual understanding is more important than a
Dari/Pashto text that literally matches the word order or the phrasing of the original
English.
5. If it is found that translation errors occur, the Contractor will be asked to revise
and retranslate the document. This will be communicated to the Contractor, with
documentary proof thereof. The Contractor is required to fix the errors and re-submit
the sentences within
24 hours.
6. Translators must maintain both brevity and focus. Photo and graph captions are
usually only a sentence or two at the most.
The Contractor will provide the Dari texts as a Microsoft Word document file. The
language of the file submitted should be set to Dari/Pashto, and the submitted work
already spell-checked and grammar checked in Dari.
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Translation accuracy is important and will be authenticated by USWDP
The Contractor shall be responsible for correcting any discrepancies in translations that
may be or may not identified by USWDP.
The translated version shall be provided to USWDP by email, if the size of the document
exceeds 10.00 MBs on a CD using a typeface font and size to be recommended by
Contractor and approved by USWDP.
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Translation shall be based on per page and per word unit price, and the words translated
of a particular page should be mentioned.
Grammatical formation of sentences shall be strictly maintained.
Font typeface and size should be universally downloadable.
3. Performance Standards
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It is expected that the Contractor is an organization that will be able to mobilize the
required professionally competent human resources required for translation as and
when required. As USWDP projects may periodically require large volumes of document
to be translated and within short timeframe in order to meet tight deadlines, the
Contractor is expected to address these requirements when needed in accordance with
the expected performance standards.
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The Contractor shall deliver translated documents within agreed deadlines, provided
to the Contractor in writing. Any deviation from agreed deadlines must have the prior
consent of the USWDP Procurement Department. This will be confirmed in writing to
the Contractor by the Procurement Manger, but only if the new deadline is allowable
within the priorities permitted by USWDP Project’s work priorities. Therefore - if it is
not possible for the Contractor to be permitted a new deadline extension, then the original
deadline given must be achieved.
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USWDP reserves the right to deduct or withhold payments, and/or or cancel or require
the Contractor to re-do and correct or revise the document to achieve the required
standard. For any revisions – the required deliverable period is 24 hours.
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The Contractor is required to perform to the required performance standards.
Performance standards include the timeliness to deadlines, responsiveness and quality of
translation services.
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For a document or groups of documents that exceeds 100 pages of translation, the
Contractor will be given 2 days prior written notice to enable the Contractor to organize
the translation human resources required. The expected performance of service will then
follow the standard of performance noted in the table above for maximum allowable
turnaround times for the delivery period of the translation.
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For any translated documents delivered to USWDP the Contractor will be notified
in writing or through a meeting with USWDP of any required corrections or revisions.
The revisions must be addressed within 24 hours and the corrected document returned to
USWDP.
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The Contractor is expected to be contactable and be professionally responsive to address
enquiries by telephone, email or in person during any period of normal working hours
(from 8.00 a.m. to 4.00 p.m.). Failure to be responsive by being contactable by telephone,
email or in person will be regarded as a breach of contract.
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The Contractor must inform USWDP of his organization’s physical address and full
contact details – i.e. email address (es), telephone number (s), and physical address
location. The Contractor must be available for periodic monitoring or document review
visits by USWDP if needed.
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4. Communication
All communication between USWDP and the Contractor will be conducted by an email
and translations shall be submitted in electronic formats. The Contractor shall respect the
confidentiality of information during translation services. Contractor may not provide
material provided by USWDP to any third party without the express written consent of an
authorized USWDP senior management.
USWDP shall provide the Contractor with logos, photos and any other material in an
adequate format, as required by the assignment. The Contractor shall not be entitled to use
USWDP’s logo or any other material supplied by USWDP, for any purposes outside the
scope of the contract. The copyright of the final product shall remain the property of USWDP
5. Preconditions for Translation Service
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One month probationary period will be given to the selected translation company once
USWDP is satisfied that the company is able to provide good quality and timely
translation services, the contract will be extended.
The full translation process should be performed by the Contractor including translation,
revision, proofreading and editing.
Each translation should be complete, accurate, transparent and understandable and free
of spelling mistakes and grammatical errors.
6. Action which might be taken by USWDP:
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The translated documents submitted to USWDP by the Contractor for the first time will
be “track changed” by USWDP and a copy of tracked changes will be forwarded to the
company as feedback.
If the Contractor makes the same mistake repeatedly, USWDP reserves the right to
terminate the subcontract/purchase order.
If the company makes 5-10 words spelling mistakes 10%, 11-20 words 20% of the
payment will be deducted, and spelling mistakes more than 20 words, the document will
rejected.
Face-to-face meetings with the Contractor will be requested from time to time. In
general, the purpose of these meetings will include finding ways to continually improve
the quality and timeliness of the submission of translation tasks, and/or to discuss
important documents to be translated. The Contractor is expected to respond to USWDP
invitations for such meetings. Failure to do so may constitute a valid reason for
terminating the Purchase Order/Contract awarded the Contractor.
7. Duration and Details of Assignment
The duration of assignment will initially be for six (6) months with possibility of
extension.
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