Bid & Tender Translation Services

Our expert international tender translation services in London

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Espresso Translations offers a high quality approach when translating tender information. We always use native translators who have specific subject matter experience so not only do you get natural sounding translations but also industry expertise. 

Many businesses, public bodies and government departments utilise the tendering process to carry out projects and works. They do this by issuing an Invitation to Tender (ITT) or Request for Proposal (RFP) to invite bids. These documents include all necessary tender information including the scope of the project and the necessary criteria for a successful bid. 

Interested bidders then submit their best possible bid for the contract which are assessed by the tender issuer. Once the successful supplier is chosen a contract will be signed by both parties to outline the terms and conditions of the agreement. With all this very important documentation, it is essential that any and all paperwork is fully and accurately translated. 

We provide an excellent service for all bid and tender translation with specialist, expert translators who are native speakers of the target language and fluent in the source language. This produces a  document which flows naturally and allows for cultural differences and language nuance. Espresso Translations has a worldwide team of qualified linguists who have deep knowledge of private and public sector contracts, technical writing and tendering regulations in many countries.

Depending on the country, you may need to submit a specific type of translation. We provide certified, sworn, notarised and legalised or apostille translations. It’s important to understand at the outset which type of translation you will need. Our team is also committed to the highest level of confidentiality, safeguarding your data and business information according to GDPR and Privacy Shield regulations.

Below is a list of everything that we offer as part of our efficient, professional tender and bid translation service.

Translation of Bidding Notices	Complete translation of international and national tenders, adapted to the legal and administrative context of the destination country.
Translation of Technical Documentation	Translation of technical documents, such as technical specifications, drawings, project plans, and reports, to ensure precise and accurate understanding.
Translation of Offers and Commercial Proposals	Translation of bids and proposals, paying attention to details that can influence the final evaluation of applications.
Localization of Regulatory and Legal Documents	Localization of regulatory and legal documents, including compliance requirements and contractual clauses, in order to meet local regulations.
Review and Certification of Translations	Translation and certification service for translations, ensuring compliance and accuracy for the official submission of documents.
Translation of Financial Documentation	Translation of balance sheets, financial statements, and other financial documents necessary for participation in public tenders and calls for proposals.
Language Support for the Presentation	Linguistic assistance during the presentation and discussion phase of translated documents, both written and oral, to ensure effective communication.
Interpretation Services for Competition Meetings	Provision of interpreters for meetings and tender meetings, to facilitate mutual understanding and negotiation among the stakeholders.
Linguistic Consultancy on International Regulations	Consultation and support on international norms and regulations in relation to tenders, with a focus on sector-specific terminology.
Management of Multilingual Projects	Management of multilingual projects for international tenders, coordinating translations in multiple languages for a consistent and high-quality delivery.

What does an RFP include?

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An RFP is a document which organisations use to present a specific proposed project. It is a crucial part of the tendering process as it lays out the following:

• Details of the issuing organisation
• What the buyer expects 
• Details of the works
• Tasks to be performed 
• Outline of the bidding process
• Information bidders must provide
• How potential bidders should format their response
• Goals of the project
• Contract terms
• Criteria for evaluating proposals
• Timeline for completing the work

RFPs are often used by government departments and other public sector organisations for large projects. They are also used to create competition among private companies. An RFP must be clear in its content of what the buyer requires so that potential bidders can accurately assess their suitability for the project. However, where appropriate there must be scope within the tender specifications to enable innovation and creativity on the part of the winning bid. 

With so much at stake, the need for competent translation of all bid, tender and supporting documents is obvious. Tenders must be clear in their proposal so that all potential bidders know exactly what is required and expected. Clarity, consistency and technical accuracy are vital for all parties involved. Similarly, a professional bid should be exactly that, professional. A badly translated proposal may result in refusal, unrealistic expectations or financial loss for either party due to misunderstanding or lack of detail. 

Espresso Translations provide translation services for all aspects of tender and bid processes. Our global team consists of subject matter experts with more than five years of experience in the industry who are native speakers of your target language and fluent in the source language. They also understand the competitive nature of the process and the need to deliver accurate translations to a set deadline. We ensure that your proposal has the highest level of accuracy, proper formatting and meets all tender specifications.

What is tender translation?

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Tender translation involves changing the language of any documentation related to the tendering process into another language. These documents could include the Request for Proposal or Invitation to Tender, the Selection Questionnaire, Pre-Qualification Questionnaire and the eventual Contract Agreement. 

Full understanding of all these documents is vital to the tender and bidding process and the subsequent signing of a contract. Every piece of paperwork needs to be precisely and fully translated so that it still fulfils its legal purpose and results in a fair and clear procurement process. 

Espresso Translations have extensive experience in translating tender and bid documents across multiple industries and sectors. Our accredited translators can work in more than 150 languages and to precise deadlines without ever compromising the quality of the translation. 

When are tenders translation services needed?

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Tender translation services will be needed if you are submitting or responding to a tender in a country that uses a language different to your own. For example, a Dutch company bidding for a contract in London would need to have their proposal translated from Dutch to English. 

If the winning contract goes to a country where the official language is different to that of the project’s location then this too would need to be translated so that everyone understands the terms and conditions of the agreement. Failure to have accurate translations can lead to delays, miscommunication and potential financial loss for either party to the contract.

What are the different types of tenders translated?

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In the UK, there are different types of tender procedures, each with their own process and often aimed at specific services.

Open Tendering

As the name suggests, open tenders are offered publicly for any business to bid on. This is one of the most frequently used forms of tendering for projects and large scale works. In the initial stage, the buyer will issue the ITT and prospective suppliers submit their response. 

As part of the response, the supplier puts forward why they are the best business to carry out the works. The buyer evaluates all the responses and selects the one they believe to be the most advantageous. 

Restricted Tendering 

Restricted tendering, also known as selective tendering, is often used when specialist or complex services are required for the project. In this type of tender process, only those suppliers who are invited to submit tenders can do so. 

This allows the buyer to filter the potential suppliers and shortlist those who best suit their needs. During the restricted tendering process the buyer issues a Pre-Qualification Questionnaire (PQQ), followed by an ITT and finally, awarding of the contract to the successful bidder. 

Negotiated Tendering

Negotiated tendering also involves a PQQ or an SQ as part of the pre-qualifying stage. After shortlisting potential suppliers, the buyer issues an invitation to negotiate. Even after a bidder is successfully chosen, the negotiation process can continue. 

Depending on the country and requesting authority, the different kinds of translation required for tender and bidding documents could be one of the following. 

Certified Translation

This translation is accompanied by a statement of truth signed and stamped by the translator attesting that it is a true and accurate representation of the original document. Certified translations are accepted by UK government departments, public bodies and the courts as well as other common law countries. 

Sworn Translation

A sworn translator takes the completed translation and swears an oath in front of a court or public official that it is a precise and complete representation of the source document. The signed affidavit is attached to the translation and the whole things is considered one document with the legal status of the original. Most civil law countries require sworn translations. 

Notarised Translation

A notarised translation bears the signature and stamp of a notary public who attests to the identity of the translator. This additional signature does not add anything to the accuracy or truthfulness of the translated text as it relates to the original, but simply acknowledges the translator’s identity.

Legalised Translation

A legalised translation may also be called an apostille translation and is recognised in countries which are signatories to the Hague Convention of 1961. It is accompanied by an apostille certificate which itself may need to be translated.

Template for government tender translation services

What are the benefits of tender translation services?

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One of the main advantages of tender translation services is the expansion of the tender process to include international suppliers. The ability to clearly communicate the scope and goals of a project in multiple languages is of enormous benefit to any business and attracts a greater range of potential bidders. 

For those who wish to submit proposals for international live tenders, having an efficient and multilingual translation service is vital. The clear and accurate translations provided by Espresso Translations allow interested parties to put forward comprehensive, coherent and technically accurate proposals. This improves the chances of prospective suppliers winning tenders.

Of course, all the necessary documents will also need to be translated including the ITT, RFP, SQ, PQQ and the final contract agreement. Any supporting proof of the bidding suppliers financial stability, capability, experience, legal compliance, health and safety record, social responsibility and performance history may also be required as translated documents.

Where can I find the best bidding document translation companies near me?

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The best bidding document translation company near you is Espresso Translations. You don’t need to live near one of our offices, our complete range of language services is available from your computer. 

We offer a complete online translation service for all our clients. This means your documents are safely and securely sent and received, there is no delay waiting for postal deliveries and all communication can be done by email, phone call or via the contact form on our website. 

Simply contact us online and let us know your requirements. We will send you a free quote within an hour. Once you accept the quote, your dedicated project manager will assign the linguist most qualified to translate your documents. They will have your required target language as their mother tongue and be fluent in the source language. 

When your translator has finished translating the document, it will be sent to a similarly qualified colleague who will proofread it. Your account manager will carry out any final quality control checks and send the finished document to you for approval. We offer 14 days of free revisions in case there’s anything you wish to change.

How much do tender translation services cost?

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As a starting point, certified translations cost from £30 plus VAT, sworn translations cost £50 plus VAT and notarised and legalised translations both cost £90 plus VAT. However, there are several factors which determine the final price of your translation. 

These include:

• Length of the document(s)
• Complexity of the language i.e. terminology used
• Language combinations e.g. rare or unusual languages cost more as there are fewer qualified translators
• Delivery timeframes i.e. expedited or standard delivery times
• Formatting required 
• Inclusion of graphics or technical drawings

Given all the variables, we therefore invite you to contact us for a precise quote. The price that we give you is the price that you will pay. Espresso Translations does not include any hidden costs or fees.

What do our clients say?

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Our accredited translation agency takes pride in its excellent customer service, which includes prompt support and comprehensive guidance from its project managers. Check out our customer reviews:

How long does it take to translate a tender?

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The length of time that it takes to translate a tender is very much dependent on several factors including how long the document is, the languages involved, how complex the content is and the type of certification required. 

Sworn and notarised translations require the input of a third party for which an appointment will need to be made. This can add a day or two to the turnaround time depending on their availability. 

We always work with our clients to meet their needs and tenders often have set deadlines for submission of proposals. As part of our language services we provide translations in 48-hours, 24-hours or for urgent translations, same day turnaround. 

Of course, tenders and proposals are often long and complex so we will always discuss with you how to meet your deadlines while providing a first class service. Contact us today to discuss your needs and find out how we can help you with your next translation project.