Expression of Interest (EoI) for translation and Editing services
Reference number: 7000026797
Submission deadline: 25.11.2026
0. Context
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digitalization and Digital Economy, Mineral Governance, Peace and Security in the Great Lakes Region.
The International Conference on the Great Lakes Region (ICGLR) is an intergovernmental organization mandated to promote peace, security, stability, and sustainable development across the African Great Lakes Region.
In partnership with ICGLR, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) is implementing 2 projects: “Cooperation for Peace, Security and Responsible Governance of Natural Resources in the African Great Lakes Region” and the “Women, Peace and Security Agenda in the Great Lakes Region (iWPS)” project. These projects support the strengthening of the institutional capacity of the ICGLR Secretariat in implementing the Pact on Security, Stability and Development and its related protocols, while advancing inclusive peacebuilding, responsible governance of natural resources, and the Women, Peace and Security agenda in the region.
Following the launch of the current project phase in December 2022 and the implementation of the iWPS project, joint operational planning processes and project reviews identified strengthened communication and visibility as a strategic priority. This is essential to ensure the effective dissemination of project achievements, policy outputs, knowledge products, and lessons learned, while increasing the visibility of regional peacebuilding, responsible natural resource governance, and the implementation of the Women, Peace and Security agenda through stronger stakeholder engagement, local perspectives, and evidence-based knowledge sharing across the Great Lakes Region.
To support this objective, key policy documents, reports, and communication materials require professional translation and editing in ICGLR’s working languages English, French, and Portuguese to ensure high standards of quality, accuracy, clarity, consistency, and accessibility.
In this context, the projects intend to establish a contract for the provision of on-demand translation and editing services. The objective of the assignment is to ensure the timely delivery of high-quality multilingual outputs that enhance the accessibility, coherence, visibility, and dissemination of project documents and communication materials.
1. Tasks to be performed by the contractor
The contractor shall provide on-demand translation and editing services aimed at strengthening the communication, visibility, and accessibility of ICGLR programme outputs The contractor shall be responsible for delivering the following services:
Translation Services: Provide high-quality translation of documents and materials in ICGLR’s working languages English, French and Portuguese ensuring accuracy, consistency, appropriate terminology, and preservation of the original meaning, tone, and technical content.
Editing and Quality Assurance: Carry out professional editing, proofreading, and linguistic quality control to ensure clarity, coherence, grammatical accuracy, consistency of terminology, and compliance with professional and institutional standards.
Translation and Editing of Programme and Institutional Materials: Translate and edit a wide range of documents, including policy documents, reports, guidance and working documents, meeting-related materials, communication products, and other programme and institutional outputs, as required.
Timely Delivery and Coordination: Deliver services within agreed timelines and maintain regular coordination with GIZ and designated counterparts to ensure responsiveness to project needs, feedback integration, and quality assurance throughout the assignment.
Implementation Period
The services shall be provided on an on-demand basis throughout the contract period, in accordance with project priorities, specific assignments, and agreed delivery schedules. The contract does not constitute a guaranteed minimum workload.
Overview of Services and Estimated Volumes
| Service | Description | Estimated Volume |
|---|---|---|
| 1. Translation of documents and reports |
Translation of a wide range of materials into French, English, and/or Portuguese, including:
|
Up to 4,500 pages |
| 2. Editing and proofreading of documents and reports |
Editing and proofreading of translated and original documents to ensure clarity, consistency, and quality, including:
|
Up to 4,500 pages |
Services will be requested on demand, in line with project needs, and shall be delivered by the contractor based on availability and agreed timelines. The contractor is required to indicate the proposed turnaround time for service delivery in their technical concept, considering the varying volume and urgency of requests. The assignment will be implemented over a period of 24 months, starting from December 2026. Specific delivery dates, quantities and delivery arrangements shall be agreed in writing for each call-off.
Partial works and acceptance criteria
Each written call-off shall define a complete work result, its scope, delivery deadline and acceptance criteria. The contractor is free to choose the activities required to achieve the agreed result. Partial works shall be accepted, and payment made only once the agreed acceptance criteria are met. The criteria below are proposed from the source requirements and must be confirmed before publication.
| Milestones or partial works | Deadline place and responsibility | Criteria for acceptance |
|---|---|---|
| Translated document | Target language, deadline and delivery format agreed in each call-off; contractor delivers; GIZ or designated reviewer reviews; GIZ accepts | Complete translation of the commissioned text; accurate preservation of meaning, tone and technical content; correct terminology; grammatically correct target language; feedback integrated. |
| Edited and proofread document | Deadline and delivery format agreed in each call-off; contractor delivers; GIZ or designated reviewer reviews; GIZ accepts | Complete agreed editing and proofreading; clarity and coherence; grammar, spelling and terminology checked; consistency with supplied guidelines; feedback integrated. |
2. Concept
In the tender, the tenderer is required to show how the objectives defined in Chapter 2 (Tasks to be performed) are to be achieved, if applicable under consideration of further method-related requirements (technical-methodological concept). In addition, the tenderer must describe the project management system for service provision.
Note: The numbers in parentheses correspond to the lines of the technical assessment grid.
Technical-Methodological Concept
Strategy (1.1): The tenderer is required to consider the tasks to be performed with reference to the objectives of the services put out to tender (see Chapter 1 Context) (1.1.1). Following this, the tenderer presents and justifies the explicit strategy with which it intends to provide the services for which it is responsible (see Chapter 2 Tasks to be performed) (1.1.2).
The tenderer is required to present the actors relevant for the services for which it is responsible and describe the cooperation (1.2) with them.
The tenderer is required to describe the key processes for the services for which it is responsible and create an operational plan or schedule (1.4.1) that describes how the services according to Chapter 2 (Tasks to be performed by the contractor) are to be provided. In particular, the tenderer is required to describe the necessary work steps and, if applicable, take account of the milestones and contributions of other actors (partner contributions) in accordance with Chapter 2 (Tasks to be performed) (1.4.2).
Project management of the contractor (1.6)
The tenderer is required to explain its approach for coordination with the GIZ project. In particular, the project management requirements specified in Chapter 2 (Tasks to be performed by the contractor) must be explained in detail.
4. Personnel concept
The tenderer is required to provide personnel who are suited to filling the positions described, on the basis of their CVs (see Chapter 7), the range of tasks involved and the required qualifications The company or bidder will provide a pool of consultants who will undertake the pages to be edited and translated consisting of at least 2 translators and 2 editors.
The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.
Short-term expert pool 1 “Translators” with minimum 2, maximum 3 members
Note: The bidder may propose the same person for more than one staff position/expert pool. Which person is proposed for which position needs to be specified in the offer.
For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see Chapter 7 Requirements on the format of the bid) for the assessment.
Tasks of the short-term expert pool
Coordinating and ensuring translation and communication with GIZ, partners and others involved in the project
Regular reporting in accordance with deadlines
Qualifications of the Translator
Education/training (2.6.1): university degree (Diploma/Master) in translation, literature journalism, communication or another related subject
Language (2.6.2): C2-level language proficiency in two of the following three languages, English, Portuguese and French
General professional experience (2.6.3): 3 years of translation experiences carried out for the benefits on national and international, governmental or non-governmental organizations, ideally within the framework of regional organizations/development projects/programs
Specific professional experience (2.6.4): 7 years of experience as a professional translator
Regional experience (2.6.5): 2 years of experience in projects in Great Lakes Region (Angola, Burundi, Central African Republic, Republic of Congo, Democratic Republic of Congo, Kenya, Uganda, Rwanda, Republic of South Sudan, Sudan, Tanzania and Zambia) and with ability to work independently and meet deadline
Short-term expert pool 2 “Editors” with minimum 2, maximum 3 members
Note: The bidder may propose the same person for more than one staff position/expert pool. Which person is proposed for which position needs to be specified in the offer.
For the technical assessment, an average of the qualifications of all specified members of the expert pool is calculated. Please send a CV for each pool member (see below Chapter 7 Requirements on the format of the bid) for the assessment.
Tasks of the short-term expert pool
Coordinating and ensuring editing and communication with GIZ, partners and others involved in the project
Regular reporting in accordance with deadlines
Qualifications of the editor(s)
Education/training (2.7.1): university degree (Diploma/Master) in translation, literature journalism, communication or another related subject
Language (2.7.2): C2-level language proficiency in two of the following three languages, English, Portuguese and French
General professional experience (2.7.3): 3 years of editing experiences carried out for the benefits on national and international, governmental or non-governmental organizations, ideally within the framework of regional organizations/development projects/programs
Specific professional experience (2.7.4): 7 years of professional experience in editing
Regional experience (2.7.5): 2 years of experience in projects Great Lakes Region (Angola, Burundi, Central African Republic, Republic of Congo, Democratic Republic of Congo, Kenya, Uganda, Rwanda, Republic of South Sudan, Sudan, Tanzania and Zambia) and with ability to work independently and meet deadline
Soft skills of consultant
In addition to their specialist qualifications, the following qualifications are required of team members:
- Strong attention to detail, linguistic accuracy and quality.
- Excellent communication and coordination skills.
- Strong planning, organisation and time-management skills.
- Ability to work independently and meet agreed deadlines.
- Effective teamwork and collaboration with GIZ, ICGLR and other partners.
- Cultural sensitivity and understanding of regional and institutional contexts.
- Flexibility and responsiveness to urgent assignments and feedback.
- Professionalism, confidentiality, reliability and accountability.
4. Costing requirements
The contract to be concluded is a contract for works. Each call-off shall have a fixed lump sum price covering the complete agreed work No expert-day reimbursement or separate travel allowance is specified.
The agreed unit prices and the confirmed scope shall form the basis for fixing the lump sum price of each written call-off before work starts. The indicative maximum volumes do not constitute a guaranteed minimum workload. A breakdown of expert days is not required.
Specification of inputs
| Work category | Indicative maximum | Pricing basis |
|---|---|---|
| Translation | 4,500 pages | Per standard A4 page (approximately 250 words), translated between English, French, Portuguese and Arabic. The rate shall include translation, terminology verification, linguistic quality assurance and delivery of the final editable document. |
| Editing and proofreading | 4,500 pages | Per standard A4 page (approximately 250 words), including grammatical correction, spelling, punctuation, clarity, coherence, terminology consistency and final proofreading in English, French, Portuguese or Arabic. Editing and proofreading may be requested independently of translation services. |
Work will be primarily desk-based with remote coordination with GIZ and ICGLR. The staffing pool sizes remain subject to the clarification in Chapter 4.
5. Inputs of GIZ or other actors
GIZ and, where relevant, ICGLR, will provide the contractor with the documents to be translated and/or edited, relevant reference materials, applicable guidelines, and assignment-specific instructions, including target language(s) and timelines. GIZ/ICGLR will review deliverables, provide feedback, and facilitate coordination, as needed. The contractor shall provide all technical expertise, software, and operational resources required for the implementation of the assignment.
6. Requirements on the format of the tender
The structure of the tender must correspond to the structure of these ToRs. The detailed structure of the concept in Chapter 3 shall follow the positively weighted criteria in the technical assessment grid. The tender must be clearly formulated, legible with font size 11 or larger, and drawn up in English.
The complete technical tender must not exceed 10 pages, excluding CVs. Content appearing after the cut-off point will not be included in the assessment. External content, such as links to websites, will not be considered.
The CVs of personnel proposed under Chapter 4 shall not exceed 4 pages each and shall clearly show the position held, role in the reference project and duration of the assignment. CVs shall be submitted in English.
Please calculate the financial tender using the parameters in Chapter 5 and the price schedule. Offer fixed prices for completed works, inclusive of all relevant costs. For the framework arrangement, submit the specified unit prices so that a fixed lump sum can be established for each call-off. The contractor has no entitlement to exhaust the indicative maximum quantities.
7. Option
No optional extension or additional works are specified in the source ToR. The indicative maximum volumes in Chapter 2 form part of the main framework scope.
8. Submission of the offers
Please submit your self-declaration of eligibility using the designated form and your technical and financial bids by 25.11.2026 in English only to RW_Quotation@giz.de.
The offer must be submitted in 2 separated emails in PFD format. The email subject line should be named as follows:
A. Technical Offer - 7000026797: This includes eligibility documents and technical proposal in two separate PDF files
- Eligibility documents:
- Completed/Signed self-declaration
- Company registration certificate
- VAT registration certificate
- Valid tax clearance
- Declaration by candidate/tenderer consortium (if applicable)
- 3 Reference projects in documents translation and editing in Eastern Africa in last 3 years
- Technical bid, including an up-to-date curriculum vitae (CV) for each expert and concept (use template for technical proposal
Note: The technical offer must not contain any information whatsoever about the price.
B. Financial Offer - 7000026797:
- The requirements for the financial bid are derived from the Terms of Reference.
- The financial bid must be prepared in the Rwandan Francs, structured in accordance with the price schedule and meet the costing requirements pursuant to the Terms of Reference.
- The financial bid must contain the specification of inputs as required in the Terms of Reference.
- All prices must be quoted as net amounts without VAT.
- The financial bid must be submitted separately from the technical bid.
The tender email may not exceed a total file size of 30MB. To submit tenders exceeding 30 MB to RW_Quotation@giz.de, File Transferhttps://filetransfer.giz.de/must be used.
9. Annexes
- Eligibility assessment
- Technical assessment grid
- Self-assessment declaration of eligibility
- Template for technical proposal
- General terms and conditions
10. List of abbreviations
AG Commissioning party
AN Contractor
FK Expert
ToRs Terms of reference
ICGLR The International Conference on the Great Lakes Region
EU European Union
EDF European Development Fund
GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH
ISO International standard(s) setting organizations