Perceel 1: Vertalingen ten behoeve van de uitvoering van het primaire proces

The contract timeline is as follows:

• Contract Start Date: The agreement begins on January 4, 2027.
• Implementation Start: The implementation phase starts immediately after the contract's effective date, also on January 4, 2027. This period is for implementation activities and no translation assignments are delivered during this time.
• Operational Start Date: The service must be fully operational, and the participant will start using the agreement operationally, from April 15, 2027.
• Initial Contract Duration: The initial duration of the agreement is 24 months for the operational period, plus the preceding implementation period. The implementation period is a maximum of 3 months for IND parcel 1, or approximately 3.5 months based on the start and operational dates.
• Extensions: After the initial period, the agreement is tacitly extended for a maximum of 24 months, with a three-month notice period. Additionally, the extended agreement can be prolonged one or more times for a total maximum of 12 months as a bridging period if a new agreement cannot be finalized before the current term ends due to unforeseen circumstances.
• Total Duration: The total maximum duration includes the initial operational period of 24 months, preceded by an implementation period (approx. 3.5 months), followed by a maximum extension of 24 months, and a further maximum extension of 12 months for overbridging, summing up to approximately 63.5 months.
• End Date: Based on the maximum possible extensions, the latest contract end date would be April 14, 2032 (April 15, 2027 + 24 months + 24 months + 12 months).
• Key Milestones/Phases: The implementation is divided into three phases:
• Phase 1: Preparation for implementation before the operational start date, with a duration of 2 weeks.
• Phase 2: Implementation before the operational start date, with a duration of 2.5 months. This phase includes a "Go/No go" decision point.
• Phase 3: Evaluation period after the operational start date, with a duration of 3 months. This phase leads to the handover to the management phase and the complete conclusion of the implementation.

The core scope of work for this tender involves the provision of translation services, encompassing two distinct lots. The primary objective is to contract a supplier who can guarantee continuity and quality for regular and bulk translation services, and who can implement innovative solutions for efficient and effective translation assignments.

The Statement of Work (SOW) summary and core deliverables include:

• Overall Translation Service Delivery: The contractor is responsible for delivering translation services in accordance with ISO 17100:2015, ensuring high quality through core processes, resources, and revision by a revisor. This includes meeting the specific needs of the Participant within the framework of the agreement.
• Order Management: This covers the acceptance and registration of translation orders, along with the selection and deployment of suitable translators based on the order requirements and agreed-upon conditions.
• Translation Specifics: The services involve building and managing translation memories, as well as terminology files and/or style guides.
• Value Added Services: These services include editing and the transcription of audio fragments.
• Personnel Management: The contractor is responsible for the recruitment, selection, and training of qualified translators to ensure continuous availability for all required languages throughout the agreement term.
• Administrative and Financial Handling: Coordination and processing of all financial and administrative tasks related to translation assignments are included.
• Performance Measurement and Reporting: This involves measuring, registering, and reporting on the contractor's performance, specifically regarding the timely execution, duration, and quality of translation assignments and the deployed translators.
• Support Facilities: The contractor must provide and maintain operational support facilities, including a Smartflow provision with API integration for the order and delivery process, a help/servicedesk available on weekdays from 08:00 to 18:00, and a quality management system.
• Implementation of Objectives: Realization of the objectives proposed by the contractor during the bidding process.
• Project Specifics: This encompasses translation services performed at the Participant's location, the creation of translation memories, management of terminology databases (excluding personal data), and bulk translations.
• Innovation: The tender aims for a supplier capable of realizing more efficient/effective execution of translation assignments through innovative solutions, such as translation templates for standard documents.

Explicitly excluded from the scope of this tender are translations with a high risk of damage to the State and/or documents requiring special confidentiality provisions.