Localization of UPU software 


This call for tenders concerns the provision of localization services for UPU software packages, in particular the International Postal System and International Financial System, in French, Italian, Spanish, Arabic, Russian and other languages on a “per project” basis. The locali­zation services shall include translation, verification, testing, plausibility checks and project management in relation to user interfaces, help systems, manuals and e-learning modules.

The deadline for the submission of tenders is 25 February 2021 at 16.00 CET


Questions and answers

  1. Could you be so kind and respond to our clarification question here below?

Please describe specific qualification requirements and duties expected for the onsite consultant.

 Is this question for the Localization of UPU Software RFP? I don’t think we mentioned ‘onsite’. As for the duties expected, these are described in section 4.2 of the RFP. 

  1. Do you have any source text samples so we could better approach the pricing issue?

 We will not provide any sample 

  1. Are there any document templates we could use to file in the necessary information except for pricing one?


  1. Could you specify your understanding of the plausibility check? 

Plausibility checks ensure that the translation produced is correct and of good quality (these are the checks against errors, data conflicts or duplicate entries).  

  1. What are the proofs to be used to show that our PMs and consultants are native speakers? 

A formal statement is enough 

  1. What information should be provided in weekly reports? 

The status of the project suffices and other additional details (risks identified, problems, etc.), if there are any. 

  1. Don't you mind if we send you blind CVs and certificates of our consultants? 

Sure, anonymous CVs of consultants would be good. 

  1. Could you please explain what is meant under "preliminary investments" in 4.1? 

The ramp-up time and effort for “education and training in the application structures relevant to the UPU” 

  1. Do you have any preferences in consultants education? 


  1. As we are going to bid several language pairs is it necessary that our PMs to be native in all these languages or one is enough? What is the reason for this requirement? 

Ideally, but it is not necessary for the PMs to be native speakers; what is necessary is for the linguists to be native speakers of the language.  

  1. Please indicate if linguists profiles should be submitted (with accompanying documentation) and for which languages? 

It would be good if you can send the profiles of the linguists. 

  1. Please confirm that source language is English.  

Yes, the source language is in English. 

  1. Is it correct to assume that French should be for France, and Spanish for Spain, Portuguese for Portugal?

-French, Italian, Spanish, Arabic and Russian seem to be core languages. There is also mention of Georgian, Serbian, Polish, and Vietnamese. Can you confirm the list of languages that should be included in our offer? 

Yes, French for France, Spanish for Spain and Portuguese for Portugal. Your offer should at least include the following languages: French, Spanish, Portuguese, Russian and Arabic. All other languages are on a ‘as the need arises’ basis. 

  1. Can you further define expectations for the verification process? We are assuming this step is a linguistic verification, can you confirm?  

Yes, this is a linguistic verification. 

  1. Can you further define expectations for the testing process? Functional testing? 

It is not more of functional testing as we typically test the translation on our side. It’s actually more of performing the necessary checks on the translated files before these are delivered to the UPU. For example, for online help files in MadCap Flare, generating the target file and seeing to it that all files/topics open without problems, etc. 

  1. Can you expand on the software development process? Is it developed in-house? Is the software internationalized and ready for localization?  

We have a development team in-house but for some products, the development team is near-shore (nearby countries such as Italy) but in terms of project management and of overseeing the entire project progress, the UPU staff do it. Our software is ready for localization – this is taken into account during product development. 

  1. Does “A localization package on a fixed-price basis” (in specifications.pdf) refer to the template table on page 9? Otherwise, can you explain?  

You can present your price offer as you wish, as long as the pricing structure is clear 

  1. Should an in-country review process on UPU’s side be accounted for in the project process? 


  1. Can you clarify the type of third-party review services expected, when required? 

Third-party review services – these are essential in cases when the end users (or those requesting the relevant files to be translated) provide unfavourable feedback on the quality of the translation delivered by the translation company. We would need an independent third party to review the translation against the feedback/suggestions. 

  1. Are there existing translation memories and glossaries? For which languages?  

Yes, mostly for the four languages: French, Spanish, Portuguese and Russian. 

  1. In addition to the per word rates, is it acceptable to include hourly rates for other services that are part of a localization project, such as Production (file processing), Engineering rates (functional testing), or Linguistic rates (glossary creation, linguistic verification)? We understand that these costs should be included and covered in the template table on page 9.  

Yes, you can. 

  1. Are subtitling, voice-over or dubbing services required as part of your eLearning localization projects? 

No, we only require the translation of textual content. No voice-over, dubbing services and subtitling are required. 

  1. Can you specify exactly which language versions you need?  

We typically require translation for the following languages: French, Spanish, Portuguese and Russian. Arabic is also required for some of our products.  

  1. Do you need a CV for each consultant of every language version?  


  1. Should every consultant for every language version be familiar with every mentioned tool? (e.g. MadCap Flare, Adobe FrameMaker, etc.)  

It helps but not necessarily. Familiarity with MadCap Flare is useful when translating online help as it is the tool we are using. However, for translating the UI, the files can be in various formats (DLLs, Excel, STRINGS, XML, etc.) so knowledge of MadCap Flare is not essential. 

  1. Can you tell us a bit more about what´s included in “gap analysis and update”?  

Gap analysis and update cover a comparison between the previous version of the source file and the new/updated version of the source file. Essentially, in this process, new strings are identified, changes/updates to existing strings, how previous translation can be leveraged, etc. 

  1. Will you provide access and licences for these tools, or are the vendors expected to provide this for each translator? 

No, the UPU does not provide licenses for these tools. It is the responsibility of the vendor to provide the licenses to their linguists.  

  1. Tender mentions consultant as a key person but the services requested would involve several resources (project manager, translators, engineers, testers...).  

Is “consultant” a special role or is it used as a general term referring to vendor’s project manager who liaisons with UPU? 

It refers to the project manager who liaises with the UPU. 

  1. Shall we provide CVs of all resources or only the project manager? 

Yes, all. 

  1. Could you please confirm that freelance translators are not considered as subcontrators? 

UPU wishes to setup a contract only with the selected bidder, who will have to provide the necessary resources to fulfil its obligations 

  1. Is the translated content reviewed/validated by UPU before publishing? 

Yes, as much as possible. However, in cases when there are no native speakers of the language in which the material is translated into, validating is almost impossible. What is done though are checks to make sure that the translation looks the way it is expected to appear in the UI, for example, if the label fits the button, etc. It goes without saying that the integrity of the translation itself rests on the vendor. In cases such as these, if there is a feedback from the end users regarding the translation, then we take this into account and inform the vendor accordingly. 

  1. Page 8:

“For each of the requirements listed in this call for tenders, Bidders shall answer with one of the following statements:


Covered with limitations (explaining the limitations);

Not covered.” 

Could you please confirm this refers to the section 4.2 Description of the activities? 

This is valid for each requirement explicitly expressed in the CFT 

  1. Page 9: 

"Bidders shall provide a response to all of the requirements set out in section 4 (General requirements), and must complete the template table below with the relevant information." 

Would it be possible to receive representative sample files for each type/format of content? 

We do not provide samples 

  1. Page 11: 

"A localization package on a fixed-price basis, as well as specific rates per word, per hour and for project management, testing, implementation of glossaries, plausibility checks, review processes and linguistic testing;" 

Could you please explain what you mean with "localization package on a fixed-price basis"? 

You can present your price offer as you wish, as long as the pricing structure is clear.