RFP - for Translation Services : Hindi to Gujarati

Terms of Reference (ToR) for Translation Services

About Room to Read

Room to Read India was established in 2003 and presently has programs in twelve states – Andhra Pradesh, Bihar, Chhattisgarh, Delhi NCR, Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand, and Uttar Pradesh. Room to Read is an organization transforming the lives of millions of children by focusing on literacy and gender equality in education.

Objective and Background of the assignment

The project aims to provide high-quality translation services for educational material in Gujrati.

Scope of Work

Room to Read proposes to hire a consultant on rate contract who will expected to deliver the following services as and when required.

Contract Duration: The contract will be valid from January 2027 to December 2027.

Translation

Hindi to Gujarati

Translation of Content

Translate the Library Instruction Material from Hindi to Gujarati while closely following the original document and maintaining its structure and intent.

Ensure that the meaning and context of the original content are fully retained and are not lost during translation or transliteration.

Ensure that all translated sentences are accurate, clear, and appropriate to the context.

Language and Readability

Use simple, clear, and age-appropriate language.

Use words that are commonly used in everyday Gujarati.

Avoid complex, technical, or uncommon words wherever possible.

Keep sentences short, simple, and easy to understand.

Proofreading and Quality Assurance

The translator must thoroughly proofread the translated material before submission.

The final content should be free from spelling, grammatical, translation, and formatting errors.

The translated material should be correctly typeset and consistently formatted throughout the document.

Review and Revisions

The translation will go through at least 4 rounds of feedback and editing before the content is approved.

The translator is expected to incorporate the feedback and make the required revisions accurately and within the agreed timelines.

Final Deliverables and Formatting

Final documents must be provided in both:

Microsoft Word (.docx)

PDF (.pdf)

The font used must be a Google Font and the font name/files should be shared along with the final documents.

The final files should retain the formatting, layout, and structure of the original document as closely as possible.

Timeline and Delivery

All deliverables must be submitted according to the mutually agreed schedule.

Timely delivery of the translation, revisions, and final approved documents is mandatory.

Payment Terms

100% payment will be made upon completion and approval of the specified assignment/deliverables.

Payment will be made based on the volume of work completed and approved by Room to Read.

Payment will be processed as per Room to Read’s applicable policies and procedures.

Applicable TDS will be deducted from the consultant’s professional fee as per applicable regulations.

Payment will be processed only upon submission of a correct and duly completed invoice in the required format.

Vendor Selection Process and Technical Evaluation Criteria

Step 1: Review of Technical Proposal

The technical proposal will be evaluated to assess the vendor’s relevant experience, language proficiency, understanding of the assignment, and ability to deliver high-quality educational translation within the required timeline.

Total Score for Step 1: 30 points

Evaluation Criteria

Maximum Score

Relevant Past Work/Portfolio- Quality and relevance of previously completed translation projects, particularly those involving education, children, literacy, or similar content.

10

Qualifications and Language Expertise- Demonstrated proficiency in both Hindi and Gujarati, including strong written Gujarati skills and the ability to use simple, natural, and age-appropriate language.

Understanding of the Assignment- Demonstrated understanding of the requirements, including maintaining meaning, terminology, formatting, cultural appropriateness, and readability for the intended audience.

Step 2: Review of Technical Assignment

Shortlisted vendors from Step 1 will be provided with a sample of the Library Instruction Material to translate from Hindi to Gujarati within a specified timeframe.

The technical assignment will assess the vendor’s practical translation skills and ability to meet the specific requirements of the project.

Total Score for Step 2: 50 points

Accuracy and Retention of Meaning- The translation accurately conveys the meaning, intent, and context of the original content without loss, distortion, or unnecessary additions.

Language Quality and Readability- Natural, fluent, grammatically correct, clear, and uses simple, commonly used words and short sentences appropriate for the intended audience.

Age-appropriateness and Cultural Relevance- The translated content is suitable for the intended age group and reflects relevant Gujarati linguistic and cultural context while retaining the intent of the original material.

Consistency and Formatting-Key terminology is used consistently, and the structure, headings, sequence, bullets, tables, and overall formatting of the original material are appropriately maintained.

Proofreading, Attention to Detail and Timeliness- The submission is thoroughly proofread, free from language and formatting errors, follows all instructions, and is completed within the specified timeframe.

Final Selection

The final selection will be based on the combined score obtained in Step 1 and Step 2 .

The maximum score will be 80 points .

The evaluation team will assess relevant experience and the quality of the technical assignment.

The consultant/vendor with the highest overall score and who demonstrates the required capability to deliver accurate, simple, age-appropriate, and culturally appropriate Gujarati translations will be selected.

The selected consultant/vendor will be notified and provided with the detailed terms and conditions of the contract.

How to Apply

Proposals are invited from the interested vendor’s/agency for the above assignments and the last date for receiving the proposal is 7 th November 2026 at India.bids@roomtoread.org [do not copy anyone from RtR]

Kindly submit two separate emails with following subject lines:

EMAIL (1): TECHNICAL PROPOSAL – Gujarati translation work

EMAIL (2): FINANCIAL PROPOSAL – Gujarati translation work

Note:

Read the SOW thoroughly before applying.

Technical proposal should also include Detailed CV and Portfolio work and work sample

Only Shortlisted agency will be contacted.

Any incomplete application or process deviation, the proposals will automatically be rejected.

Proposal received after the prescribed deadline will not be considered.

Selected agency will be required to sign and abide by the Child Protection policy of Room to Read.

For queries, please contact:

Mr. Shakeel Khan

Email: Shakeel.Khan@roomtoread.org