Purchase language and translation services

All language and translation services that are purchased by the University must be purchased by the suppliers that have been publicly procured by a joint framework agreement for Swedish authorities. The Swedish Legal, Financial and Administrative Agency (Kammarkollegiet) has administered the public procurement.

We currently have an agreement within three language service areas:

  1. translations to and from English
  2. translations to other languages
  3. proof-reading of Swedish texts.

Contact details to the suppliers within the respective area can be found under the headline "Procured suppliers" on this page.

Suppliers must be consulted in the given order

When purchasing a procured service, you must always first turn to the supplier ranked as number one. Under certain circumstances, you may be allowed to deviate from the order when you purchase translations to and from English. Read more about those circumstances under the FAQ at the bottom of this page.

How to order a translation

In order to get the desired result of the translation, a good order is vital as the translator cannot guess what you aim to use the text for. To help you, please look at the page Good advice when ordering translations. Also, those who have a good command of Swedish can also read the document Vägledning för avrop av språk- och översättningstjänster (pdf) if you want to know in-depth details of the agreement. If you have other questions, please ask Public Procurement and Purchase for advice.

  1. Download the purchase form "Purchase form language and translation services" found on this page.
  2. Fill out the purchase form. The form is only available in Swedish. If you are not sure how to fill out the form, the section "How to fill out the purchase form" further down on this page can give you some hints.
  3. Submit the form to the supplier that you are to purchase from, generally the one highest up on the list in the agreement. Contact details to the suppliers within the respective area can be found under the headline "Procured suppliers" on this page.

If your purchase is confirmed by the supplier and you get your delivery your order is complete. You do not need to submit the form to Public Procurement and Purchase. However, you should keep it for reference.

If the supplier cannot deliver, you should send the form to the next supplier on the list.

If none of the listed suppliers in the agreement can deliver what you are requesting, a direct award of contract procedure can be made. Contact Public Procurement and Purchase to start the procedure.

Frequently asked questions

When can I deviate from the order of suppliers?

When it comes to translations into English, you can deviate from the order of suppliers if:

  • you require a shorter delivery time than stipulated in the framework agreement (generally 5–10 days)
  • you require another format than included in the framework agreement, such as Adobe InDesign, audio or video formats
  • the text is of a particularly complex nature, for instance if the translator needs specific subject knowledge
  • there is a demand for particular secrecy or if the translation needs to take place at the authority's premises
  • you want to evaluate the translator's expertise through work samples, references or experience due to the nature and extent of the assignment.

If you have any of these needs, a reopening competition needs to be made. Please contact Public Procurement and Purchase to start the procedure. Read more about reopening competition under the FAQ below. Read what exemptions are valid for translations to other languages on the agreement database avropa.se (In Swedish).

How do I fill out the purchase form?

Umeå University's business identity code (organisationsnummer) can be found at the Financial Office (log in via Umu-id required).

Invoice reference (fakturareferens) is the alphanumerical reference code used within Umeå University to state your particular cost centre. It consists of 4–7 characters. The structure is four digits followed by three capital letters without a space in between (for instance 1234ABC). Some reference codes consist of only four digits (for instance 1234). Ask your manager or your financial administrator for your department's code.

Reference number or registration number (diarienummer) is the number you enter to get the agreed price. This number can be found in the top right corner under Diarienummer on each respective supplier's page in the agreement database e-avrop, which you get to if you press the appropriate link in the list of Procured suppliers on this page.

Some suppliers also require a customer number (kundnummer). The customer number can refer to an entire office or department and can then be used by all those employees, or be your personal one. If you are unsure if your office or department has a customer number, or if you want to create a new one, please ask you head of office or department, or contact the supplier.

In the field Maskinöversättning accepteras you state if you approve your text to be machine translated using for instance Google Translate. The Communications Office recommends you to cross No (Nej) in this box.

Ask a Swedish-speaking colleague for help with filling out the remaining fields if you are uncertain.

What is reopening competition?

A reopening competition can take place if the service you are in need of is not listed in the agreed price list. Within the contractual sector Translations to and from English, reopening competition can be made if:

  • you require a shorter delivery time than stipulated in the framework agreement (generally 5–10 days)
  • you require another format than included in the framework agreement, such as Adobe InDesign, audio or video formats
  • the text is of a particularly complex nature, for instance if the translator needs specific subject knowledge
  • there is a demand for particular secrecy or if the translation needs to take place at the authority's premises
  • you want to evaluate the translator's expertise through work samples, references or experience due to the nature and extent of the assignment.

Reopening competition means that all suppliers included by the framework agreement for the particular service you are interested in compete against each other on every new assignment during the agreement validity. Reopening competition within this agreement needs to be undertaken by Public Procurement and Purchase. Contact information to Public Procurement and Purchase can be found on this page.

When can you make a direct award of contract?

Making a direct award of contract means that you make a new public procurement. This is necessary when all of the suppliers in the original agreement has stated that they cannot deliver the service you require after you have:

  1. sent order requests according to the ranking
  2. carried out a reopening competition.

A direct award of contract within this agreement needs to be undertaken by Public Procurement and Purchase. Contact information to Public Procurement and Purchase can be found on this page.

What subject fields are included in the agreement for translation?

The agreement for translations to and from English includes texts in the subject fields general, law and economics. As a buyer, you can request that the translator has in-depth knowledge within these fields. Other subject fields that are listed as additional services in the agreement are: technology, medicine, natural sciences and other fields. To call off these services, you need to make a reopening competition. This because the agreed price in the price list is only valid for the subject fields general, law and economics. Read more about reopening competition under the FAQ.

How do I purchase proof-reading of English texts?

Proof-reading of all English texts that have already been translated is not included in the agreement. This means that all purchase of proof-reading services of such texts needs to be ordered by carrying out a reopening competition. Read more about reopening competition under the FAQ.

What delivery time has been agreed for translation?

For translation services, the delivery time has been set to 5–10 working days depending on the scope of the text. Express delivery can be arranged for translations to and from English with a delivery time of between 1 and 5 days depending on the scope of the text. With express delivery follows a 50 per cent surcharge. Read a more detailed description of delivery times in the Vägledning för avrop av språk- och översättningstjänster (only available in Swedish).

How much does a translation cost?

The price is calculated per word in the source (original) text. Exact prices vary between suppliers. Click the link to the respective supplier to find its price list (Sw. prislista). Prices for translation from English to Swedish start at SEK 0.85/word with Semantix.

When do I ask for an authorised translator (auktoriserad translator)?

An authorised translator has passed a test by the Swedish Legal, Financial and Administrative Services Agency that consists of translations of a general, a financial, and a legal text. There is hence no need to request an authorised translator for other subjects such as medicine or technology. Instead, ask for a translator specialised in the field in question.

Procured suppliers of language and translation services

Purchase form language and translation services

The purchase forms are only available in Swedish. Instructions on how to fill them in are found under How to fill out the purchase form under FAQ on the Purchase translations page.

Purchase form translation English

Purchase form translation other languages

Purchase form for proof-reading Swedish

For questions on procurement

Public Procurement and Purchase
University Management Building, level 2
upphandling@umu.se

Anna Lawrence
6/19/2017