Translation Services
This requirement is for: The Correctional Service of Canada, Atlantic region.
Trade agreement: Canadian Free Trade Agreement (CFTA)
Tendering procedures: All interested suppliers may submit a bid.
Competitive Procurement Strategy: lowest priced compliant bid.
Set-aside under the Procurement Strategy for Indigenous Business: This procurement is not subject to any set-asides for Indigenous Suppliers.
Comprehensive Land Claim Agreement: This procurement is not subject to a Comprehensive Land Claims Agreement.
Security Requirements: This standing offer includes security requirements.
Nature of Requirements: The following is a summary of the statement of work for this requirement.
The Correctional Service Canada has a requirement for document translation, including terminological research, on various general and specialized documents.
Objectives: To provide English-to-French and French-to-English document translation services for a wide variety of documents produced by CSC on an as and when required basis.
Deliverables: The Contractor must provide the following resources for the translation of documents from English to French and for the translation of documents from French to English:
NUMBER OF REQUIRED RESOURCES
Translation of documents from English to French: three (3) resources
Translation of documents from French to English: two (2) resources
The resources the Contractor proposes for translation services from English to French must not be the same as the resources the Contractor proposes for translation services from French to English. The Contractor must propose a total of five (5) resources.
The tasks the Contractor must perform include, but are not limited to:
a) Translation and revision from English to French and vice versa of documents of different types (including, but not limited to, memorandums, presentations, work descriptions, transfer summaries (legal documents), daily security incident reports). Most of the work will consist of translations from English to French.
b) Ensuring that the terms used in the different types of documents are always consistent with the terminology that has been approved for use at CSC, as provided by the Project Authority (PA). To meet this requirement, the Contractor must use a Translation Memory software and make it available to all its resources.
c) Ensuring that work of the same nature is, to the extent possible, done by the same resources throughout the duration of the Standing Offer in order to maintain a uniform style. For example, a guide consisting of ten (10) chapters should be assigned to a single resource.
d) Immediately report to the PA, by phone or email, any problem arising during the work that could impact the progress of a given task.
Deadlines:
a) At the request of the PA, the Contractor must determine and communicate, within twenty-four (24) hours starting from the time the Contractor received the translation request, the approximate amount of time that it will take to complete a specific task. If necessary, the PA and Contractor will renegotiate deadlines previously established for other jobs in order to allow the timely completion of urgent texts. Regarding texts for which the deadline is short (work must be completed in less than 24 hours), the Contractor must notify the PA within 30 minutes of receiving the text if they are unable to perform the work according to the requested deadline.
b) Urgent jobs may involve very tight deadlines. In such cases, the PA will notify the Contractor by phone, and a deadline will be agreed upon as shown in Table A.
Table A
Type of Service
REGULAR - Less than 1,000 words per request: up to 1 day; 1,001-2,500 words per request: up to 2 days; 2,501-5,000 words per request: up to 4 days; 5,001-10,000 words per request: up to 6 days; Over 10,000 words per request: Negotiable
URGENT - Less than 1,000 words per request: up to 3 hours; 1,001-2,500 words per request: up to 1 day; 2,501-5,000 words per request: up to 2 days; 5,001-10,000 words per request: up to 4 days; Over 10,000 words per request: Negotiable
There is no minimum guarantee of Service throughout the period of the Standing Offer. Based on previous years work, estimated total annual amount is 650,000 words.
The Contractor must obtain the Project Authority’s approval before translating any highly technical document demanding more time-consuming research.
Meetings:
For projects of over 2,500 words, the Contractor must communicate with the PA to report on the progress when 50% of the work is completed, or within 2 days, whichever occurs first.
CSC Responsibilities:
Throughout the duration of the Standing Offer, CSC will provide to the Contractor the documents to be translated, pertinent reference documents, terminological files and a list of acronyms used at CSC.
Deliverables
a) The Contractor must return the translated document, to the CSC by e-mail, using Microsoft Office 365 Word, Excel or PowerPoint software, as requested by CSC. Documents will be transmitted between the Contractor and CSC electronically and in a secure way, in accordance with the Government of Canada’s Policy on Government Security with respect to the handling of protected documents. Therefore, prior to electronic transmittal, the Contractor must security protect all Protected B documents by using software compatible with CSC’s IT security environment (Entrust vs. 10).
b) Due to the protection and sensitive nature of the documents, the Contractor must not keep any documents translated to CSC’s satisfaction for more than 5 working days after delivery to CSC.
c) It is CSC’s responsibility to ensure that documents are not translated more than once. However, if the Contractor notices that a document sent for translation has previously been translated, they must inform the Project Authority. If the Contractor had started the translation, they may charge CSC for the completed portion of the document.
Location of work
a. The Contractor must perform the work at their place of business that has received written certification from the Canadian Industrial Security Directorate (CISD) of Public Works and Government Services Canada (PWGSC).
b. Travel
i. No travel is anticipated for performance of the work under this Standing Offer.
Language of Work
The Contractor must perform all work in French and in English, as required by the PA.
Any conditions for participation of suppliers not specified in solicitation documentation: none.
Estimated quantity of commodity: see solicitation document statement of work and basis of payment.
Duration of Standing Offer and Time Frame for Delivery:
Period of the Standing Offer: The Work is to be performed during the period of April 1, 2025 to March 31, 2026 with the option to renew for three (3) additional one-year periods.
File Number: 21201-25-4891763
Contracting Authority: Jolaine Amos
Telephone number: 506-269-3787
E-mail: Jolaine.Amos@csc-scc.gc.ca
NOTE TO BIDDERS: Bidders can obtain the complete statement of work and evaluation criteria by downloading the solicitation document and associated documents from the Canada buys / tender opportunities website.
The Crown reserves the right to negotiate with suppliers on any procurement.
Documents may be submitted in either official language of Canada (English or French).
After contract award, bidders may request a debriefing on the results of the bid solicitation process. Bidders should make the request to the Contracting Authority within fifteen (15) working days of receipt of the results of the bid solicitation process. The debriefing may be in writing, by telephone or in person.
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