Introduction
Hiring medical translation vendors requires more than price comparison. Regulated content demands accuracy, traceability and subject-matter expertise. This practical guide covers selection criteria, how to build an RFP, sample tests to request and essential contract clauses.
Key selection criteria
- Clinical specialization: vendors experienced with protocols, consent forms, labels and pharmacovigilance.
- Quality processes: QA workflows, SME reviews, certifications and CAT tool usage.
- Security & compliance: NDAs, data protection policies and HIPAA/GDPR compliance where relevant.
- Terminology management: translation memories (TM) and validated glossaries.
- Operational capacity: turnaround time (TAT), peak handling and out-of-hours support.
- References & audits: case studies and client references.
How to prepare an effective RFP
- Define scope and document types (protocols, CRFs, labels).
- Specify volumes, formats and SLAs.
- Ask for QA methodology, toolstack and workflows.
- Request pricing models: per-word, per-hour and extra costs.
- Include evaluation criteria and response timeline.
Sample tests (must-have)
- Request a sample translation (200–500 words) that includes critical segments (dosage or warnings).
- Score for accuracy, terminology, readability and delivery time.
- Use a 1–5 rubric and classify errors by severity.
Essential contract clauses
- Confidentiality & data processing agreement (DPA).
- IP ownership, and use of TM/glossaries.
- SLA, KPIs and penalty clauses.
- SME review obligations and change traceability.
- Audit rights and QA evidence requirements.
Onboarding & monitoring
- Start with a pilot phase and short deliveries.
- Integrate TM/glossary from day one.
- Define KPIs (accuracy, error rate, TAT) and set regular reporting cadence.
Conclusion
Choosing the right vendor reduces rework, protects regulatory compliance and safeguards patients. At SumaLatam we design RFPs, evaluate vendors and negotiate contracts for clinical projects. Contact us for an RFP template and vendor audit.
