Provision of Writing, Editing and Translation Services to the Policy Research Initiative (PRI) Unit

Country:

Canada

City/Locality:

National Capital Region

Notice/Contract Number:

can:152256

Publication Date:

Jun 13, 2008

Deadline:

Jul 24, 2008

Buyer:

Service Canada Contracting and Procurement/Contrats et achats

Original Language:

English

Address:

Julie Preto
140 Promenade du Portage Phase IV, 1st Floor
Gatineau , QC K1A 0J9
Canada

Telephone:

819-994-4461

Fax:

819-997-0442

Email:

Click here

Provision of Writing, Editing and Translation Services to the Policy Research Initiative (PRI) Unit

Requirement 1 – Two (2) SOA for French Writing Services
    Requirement 2 – Two (2) SOA for English Writing Services
    Requirement 3 – Five (5) SOA for English Editing Services
Requirement 4 – Two (2) SOA for French Editing Services
Requirement 5 – Seven (7) SOA for Translation Services from English to French
Requirement 6 – Three (3) SOA for Translation Services from French to English

This request for standing offers involves six (6) different requirements. Suppliers may submit proposals for any or all of the six (6) requirements mentioned below. Suppliers wishing to submit more than one proposal MUST submit SEPARATE offers identifying which requirement they are applying for.

2.    BACKGROUND

The Policy Research Initiative (PRI) was created in 1997 to facilitate the development of a knowledge base needed to address the increasingly complex, multi dimensional policy challenges that Canada will face in the medium to long term. To do this, the PRI pursues three objectives:
    to develop a cross cutting, long term research agenda
    to build policy research capacity
    to strengthen a culture of partnership among the policy research community

The PRI is a research organization that receives administrative support from Human Resources and Social Development Canada.
To meet its objectives, the PRI carries out a range of activities, including supporting research networks and projects that cut across traditional departmental, disciplinary and sectoral boundaries. The PRI also provides opportunities for building partnerships among policy researchers in government, academia, think-tanks and other sectors in Canada and abroad.
The PRI requires writing, editing and translation services for the many projects it undertakes.
Contractors with these skills who are awarded the contract must be flexible and have the ability to provide these services within tight time frames and on a job by job basis.
Given the increasing volume of work, we are now seeking to implement different standing offers for these services. The work will be distributed among suppliers, according to their availability. Urgent requests will be given to the ones best able to meet the requested deadline.

3.    STATEMENT OF WORK

The supplier will write, edit and translate various texts and communications products as part of the Policy Research Initiative activities of HRSDC.

The text editing MUST adhere to general standards as well as writing, editing and publishing/translation standards that the Government of Canada follows. HRSDC will provide these standards through:

-    information sessions;
-    materials or information available at HRSDC or elsewhere;
-    use of The Canadian Style (Le Guide du rédacteur), which will serve as the standard reference in quality controlling communications products; and
-    use of Termium, the Government of Canada's terminology bank.

4.    SUPPLIES AND EQUIPMENT

    The bidders are to provide all the equipment, supplies, services, software and tools     required for performing, delivering and receiving the work.

5.    RECEIVING AND SENDING TEXTS

5.1    The writing, editing and translation firm agrees that it MUST have all the     equipment required for working at a distance and for sending and receiving     documents by e-mail, fax or courier services.
    5.2    The writing, editing and translation firm agrees that it shall assume all costs for             delivering and receiving texts by electronic mail, by fax and courier service.
    5.3    The writing, editing and translation firm agrees that, as needed, the PRI Project             Authority and the firm shall use electronic mail, fax or courier service to send and             receive documents.
    5.4    The writing, editing and translation firm shall acknowledge receipt of urgent requests and reply within one (1) hour. If the Project Authority (or his/her replacement) considers that the response time is too long in view of the urgency of the request, it may cancel the request and send it to another firm. The first firm will be notified by electronic mail about the cancellation of a request.

6.    EVALUATION OF DELIVERABLES
6.1    The writing, editing and translation firm agrees that the deliverable shall contain no more than six minor errors (spelling, punctuation, hyphen, format, etc.) per sample of 800 words and no major error (nonsense, incorrect meaning, mistranslation, barbarism, incoherence, gibberish, error in figures, omission, non-use of a term appearing in the lexicons provided by the PRI, etc.). The work must be delivered in the required format and software; the style and terminology shall be uniform and accurate, so that the texts will be usable without requiring costly or time-consuming changes.
6.2    The firm agrees that unsatisfactory deliverables (containing one or more major errors and/or more than six minor errors per sample of 800 words) may result in one of the following penalties imposed by PRI, HRSDC:
a)     Return of the work to the firm for revision or redoing. The work shall be revised or redone within the time prescribed by the PRI Project Authority, even if this requires working in the evening and/or during the weekend, without any additional cost to the Crown.
b)     Revision or redoing of the work by another Bidder or by the PRI. The initial translation firm shall be notified that the translation delivered was not acceptable     and that it is not authorized to produce an invoice for this work. The initial firm will not be paid for the unsatisfactory translation.
c)    Automatic termination of the contract after the fifth revision or redoing of the work (pursuant to the general conditions set out in this Request for Proposal found at the following address: http://www1.servicecanada.gc.ca/en/cs/fas/as/contracting/appendix-e.shtml, which will form an integral part of any contract resulting from this Request for Proposal).
7.    ASSURANCE OF CONTINUITY OF SERVICE

The writing, editing and translation firm MUST certify that it has established a contingency plan enabling it to provide continuous professional service regardless of needs for leave or other situations, foreseeable or not, which would have the effect of reducing document quality or production. The firm is released from this commitment in the event of an irresistible force.

8.     SUBCONTRACTING AND AUTHORIZATION
Subcontracting shall not be allowed under any call up without prior approval from the Project Authority.
9.    REQUESTS FROM A CLIENT

    The writing, editing and translation firm agrees not to accept any request coming from a PRI employee without first obtaining written consent from the PRI Project Authority or his/her replacement (available upon contract award)
10.    ADMINISTRATIVE INFORMATION

    10.1    Reference and Terminology Documents
        The PRI Project Authority agrees to provide, without cost, the names
of resource persons and documentation and terminology sources, when available.
    10.2    Work Volume
        The frequency and volume of requests will vary depending on the Department’s priorities.
11.    PERIOD OF CONTRACT
The period for placing call-ups and rendering services against the contract shall be from the date of award for the duration of one year, with two additional one-year options.

12.    EXTENSION OF CONTRACT

Should the contract be authorized for use beyond the initial period of the date of award for one full calendar year, the supplier is offered to provide the services herein for two (2) additional one-year periods based on the date of award:

Option Year No. 1:
Option Year No. 2:

13.    FINANCIAL LIMITATION PER CALL-UP

Individual call-up MUST not exceed $25,000 (including GST).

14.    CALL-UP PROCEDURES

Services to be provided under this contract are on an “as and when requested” basis and will be ordered by Canada using a call-up. An obligation to perform any work shall come into force only when there is a call-up issued and only to the extent designated in the contract. This contract does not oblige Canada to approve any call-up or order any services or to spend any amount whatsoever. Unless expressly otherwise specified in the call-up, any and all approved call-ups shall incorporate all of the terms and conditions contained or referenced in this contract.

Selection of the supplier

Suppliers will be called upon to provide services on an “as when requested basis.”

Suppliers will be selected based on:
1)    their background and experience in the subject matter; and
2)    their availability to supply the services at the time a call-up is made.

An HRSDC representative will contact the supplier to determine the availability of personnel listed in the supplier’s contract. If the personnel listed in the contract is not available to work on a specific project, or is unable to commit the time to the project that HRSDC deems necessary, HRSDC may, at its discretion, decide against proceeding with a call-up with that firm and select another supplier to provide the required services.

Period of Services

No call-up may be entered into after the expiry date of the contract.

Process to Call-up for Services

(a)    The project authority will provide the supplier with a description of the work to     be performed;
(b)    The total estimated cost of a call-up will be established by multiplying the applicable rate(s) as specified in the financial proposal by the number of words or hours negotiated and agreed upon by the project authority and the supplier;

The supplier MUST be in possession of a call-up duly authorized by the contracting authority before work begins.

15.        INTELLECTUAL PROPERTY

The intellectual property will vest with the Crown (see Section “G”).

16.    SUPPLEMENTARY INFORMATION

The following publicly accessible link will provide suppliers with information on Human Resources and Social Development Canada (HRSDC), www.hrsdc.gc.ca/en/home.shtml.

SECTION B-1

STATEMENT OF WORK

ENGLISH AND FRENCH WRITING SERVICES

1.    STATEMENT OF WORK

    1.1    Job Content

The work consists of writing, documents in the following fields: general, labour market, youth, cultural diversity, Canada-US relations, regulatory reform, federal science and technology, sustainable development and demographics.

The contractor shall on an “as and when required basis” provide English and/or French writing services to the satisfaction of the Project Authority as follows: assess the extent of work required for each project in consultation with project authority, negotiate a schedule and a deadline and provide initial cost estimates and a timeline to include project milestones for     each stage of the project.
The contractor will provide one, all, or any combination of the following services for English and/or French texts (articles, publicity materials, backgrounders, reports, brochures and other communication products).
a)    Research for writing: All varieties of research for writing;
b)    Writing and rewriting: Specified types of writing and rewriting;
    c)    Editing: All varieties of editing including copy editing, stylistic
editing and substantive editing; and
d)    Revising/Proofreading: Checking manuscripts, proofs and blues
for typographical errors, spelling and design and layout inconsistencies.


SECTION B-2
STATEMENT OF WORK
ENGLISH AND FRENCH EDITING SERVICES

1.    STATEMENT OF WORK

    1.1    Job Content

The work consists of editing, documents in the following fields: general, labour market, youth, cultural diversity, Canada-US relations, regulatory reform, federal science and technology, sustainable development and demographics.

The supplier MUST provide high-quality editing services in English, French, or             both.

b)     The supplier MUST revise, at a fixed hourly rate, all documents requested. If changes are made to a document already edited by the supplier or a third party, the supplier will be asked to adapt the document accordingly. The contact from HRSDC will clearly identify the changes.

c)    The supplier agrees that a regular working day is defined as a day of 7.5 hours for revising 3,500 words. If HRSDC requires more than 3,500 words during a 24-hour period, then the urgent rate will apply to the exceeding 3,500.

d)    The supplier MUST propose two (2) hourly rates for revision services—one for regular work, and for urgent work—for the first 12-month period and for each subsequent period of the same length. The regular hourly rate applies to the revision of the first 3,500 words within a 24-hour period. The urgent hourly rate applies to revision of words exceeding 3,500 within a 24-hour period.

e)    The supplier MUST pick up any reference documents from the contact at HRSDC and return them when specified by the project authority. The preferred delivery methods are by e-mail attachments or by facsimile, depending on the size of the documents. No classified documents will be assigned.

1.2    Deadlines/Deliverables

a)    The supplier MUST be able to revise 3,500 words per 24-hour period. If HRSDC requires more than 3,500 words during a 24-hour period, then the urgent rate will apply to the exceeding 3,500.

b)    The supplier MUST agree to meet the prescribed deadlines for each call-up.

c)    The supplier agrees that deadlines for priority/urgent documents will be assigned by the contact at HRSDC to best meet their needs.

1.3    Required Software and Layout

a)    The supplier MUST, at no extra cost to HRSDC, be proficient in the use of the following software packages: MS Office and PowerPoint.

Note: These software programs are the current products of choice and will be confirmed when the contract is awarded. Should these programs change (i.e. different products and/or versions), the supplier will be given one month's notice before the change in software is implemented.

b)        The supplier agrees that all documents must be delivered in the same format, style and layout as the original. For PowerPoint presentations, the supplier MUST ensure that the information presented fits within the slide presentation that HRSDC has standardized on the MS Office software. Revisions will only be accepted in these formats.

c)     The supplier MUST use virus detection and elimination systems and must not use unauthorized codes in word processing, tables, etc. The supplier must agree to take the necessary measures to ensure that the deliveries of revisions on electronic media or system are free of viruses.

d)        The supplier MUST have access to Internet and Termium, and MUST have compatible e-mail capabilities.

e)     The supplier MUST submit the work electronically by e-mail or send it on a CD.

f)    The supplier can only work in his or her premises. Should there be an emergency situation; the supplier could work in PRI offices located in the National Capital Region at 56 Sparks Street.

g)    The supplier may be required to attend information or briefing sessions at the request of clients. These sessions will be held in the National Capital Region.

2.    SUPPLIES AND EQUIPMENT

The supplier MUST supply all the necessary equipment, supplies, services, software and instruments to perform, transmit, and receive work.

3.    RECEIVING AND TRANSMITTING TEXTS

3.1    The supplier agrees to be fully equipped to work off-site and to receive/send documents by Internet, modem, fax, or messenger/courier services.

3.2    The supplier agrees to absorb all the costs of receiving and transmitting texts by Internet, modem, fax, or messenger/courier services.

3.3    The supplier agrees that, when necessary, the contact at HRSDC and the supplier may use Internet, modem, fax, or messenger services for receiving and transmitting texts.

4.    EVALUATION OF EDITED TEXTS

4.1    The supplier agrees that revisions must contain no more than 2 (two) minor mistakes (spelling, punctuation, hyphenation, presentation, etc.) per 500 words and no major mistakes (mistranslation, gibberish, grammar, syntax, mistake in figures, omission leading to inaccuracy and incomprehensibility, etc.), during the contract period. The work will be delivered in the required format and software using a uniform, style and accurate terminology, in such a way that the text can be used without costly or time-consuming modifications. All modifications made by the supplier must be clearly indicated in ‘Track changes’ format (Word document only).

4.2    The supplier agrees that unsatisfactory revisions (text containing one or more major mistakes and/or more than two (2) minor mistakes per 500 words) may result in the Department imposing one of the following penalties.

a)    Sending the work back to the supplier for reworking. The rework will be performed within the timeframe given by the Project Authority at HRSDC regardless of whether completing the work requires working evenings and/or weekends to meet the deadline, at no additional cost to the Crown.

b)    Having the work revised/modified by another supplier, at the original supplier’s expense.

c)    Automatic termination of the contract following a second rework request.

5.    ASSURANCE OF UNINTERRUPTED SERVICES

The supplier MUST certify to have satisfactory contingency plans to provide a continuous and competent service in spite of the need for leave of absence or other foreseeable or unforeseeable situations, which would reduce the quality and output of services. Acts of God are excluded from this commitment.

Most of the work MUST be done within very tight deadlines in the evening and/or on weekends. There will be no payment for overtime or time spent waiting.

6.    LINGUISTIC QUALITY AND TERMINOLOGY STANDARDIZATION

The supplier agrees that any work requested will be evaluated by the Project Authority at HRSDC in accordance with the requirement and within existing rules and policies known and widely accepted in the editing community. Any unsatisfactory evaluation may result in the supplier’s suspension.

7.    SUBCONTRACTING AND AUTHORIZATION

    The supplier agrees not to subcontract any work without prior written consent from HRSDC. Prior to being authorized to revise a text for HRSDC, the subcontractor and the proposed resources must prove that they satisfy to all the minimum requirements set out in this document.

SECTION B-3

STATEMENT OF WORK

TRANSLATION SERVICES

1.    STATEMENT OF WORK

    1.1    Job Content

The work consists of translating documents for the Policy Research Initiative (PRI) Unit of Human Resources and Social Development Canada (HRSDC). The texts to be translated are of the following fields: general, labour market, youth, cultural diversity, Canada-US relations, regulatory reform, federal science and technology, sustainable development and demographics.

a)    The supplier MUST provide high quality translation services—English to French, French to English, or both.

    b)    Translating text from French to English and/or providing a parallel     read and/or     editing of translated text;
    c)    Translating text from English to French and/or providing a parallel     read and/or     editing of translated text;
d)     The supplier MUST translate, at a fixed price per word, all documents. If changes are made to a document already translated by the supplier or a third party, the supplier will be asked to adapt the document accordingly. The contact at HRSDC will clearly identify the changes.

e)    The supplier agrees that a regular working day is defined as a day of 7.5 hours for 2,000 words. If HRSDC requires more than 2,000 words during a 24-hour period, then the urgent rate will apply to the exceeding 2,000 within a 24-hour period.

f)    The supplier MUST propose two (2) rates for translation services for the first 12-month period and for each subsequent period of the same length. The regular rate applies to the translation of the first 2,000 words within a 24-hour period. The urgent rate applies to translation of words exceeding 2,000 within a 24-hour period.

g)    The supplier MUST pick up any reference documents from the contact at the HRSDC and return them when required. The preferred delivery methods are by e-mail attachments or by facsimile, depending on the size of the documents. No classified documents will be assigned.

h)    The translation firm MUST translate, at a pre-established set rate per word, every new document. The translation firm MUST translate, at a pre-established set rate per hour, every modification made to a previously translated text.
i)    The translation firm MUST propose two rates for its translations. The first rate applies to translations done within an agreed time period during a normal working day. The second proposed rate applies to urgent requests that could require working beyond the normal hours (7.5 hours per day, five days per week).
    The firms MUST work at a pre-established set rate per hour, every new document.
    The firms must agree that a normal working day comprises 7.5 hours during a normal     week, beginning on Monday and ending on Friday.
2.         DELIVERABLES

All work instructions, schedules and editorial requirements will be negotiated on a job by job basis. However the PRI expects error free texts to be delivered in MS Word via e mail or CD or other suitable software specified by the Project Authority. The PRI requires all contractors to use the following spelling, style and terminology guides:
    Gage Canadian dictionary;
    Oxford Canadian Dictionary;
    The Canadian Style / Le guide du rédacteur;
    Termium and Termium Plus (PWGSC); and
    Other references as determined by the PRI Project Authority.

Support (material):
The PRI will provide relevant background material as needed for each job and will be available to discuss each job and answer any questions.
3.        SOFTWARE AND LAYOUT

    a)     The firms agree to deliver all documents in the form, style and format of the original text, unless otherwise indicated by the PRI Project Authority. The PRI uses Windows XP and Microsoft Office XP suite version 5.0, which includes the following programs: Word, Excel and PowerPoint 2002. These are the only acceptable formats for the translations to be delivered.
b)    The firms MUST, without any additional costs to the Crown, be able to use the above-mentioned software effectively. PRI is not responsible for the loss of files during translation and will not compensate time spent redoing such files.
c)    The firms MUST use virus detection and elimination software to ensure the delivery of virus-free texts, and must refrain from using unauthorized codes for word processing, tables, etc. The firms MUST take the necessary measures to ensure that its electronic texts    are delivered virus-free.
d)    The firms MUST have Internet access, to find sites containing reference documents when needed, electronic mail, to receive and send correspondence and translation requests.
4.    WORD COUNTS

    Should the translation firm disagree with the number of words stated on the translation request, the firm shall inform the PRI Project Authority, who will check the calculation and determine a definitive count. The final decision on the word count shall be made by the PRI Project Authority.
1.2    Deadlines/Deliverables

a)    The supplier MUST be able to translate 2,000 words per 24-hour period. If HRSDC requires more than 2,000 words during a 24-hour period, then the urgent rate will apply to the exceeding 2,000 during a 24-hour period.

b)    The supplier agrees to meet the prescribed deadlines for each task authorization.

c)    The supplier agrees that deadlines for priority/urgent documents will be assigned by the contact at HRSDC to best meet their needs.

1.3    Required Software and Layout

a)    The supplier MUST, at no extra cost to HRSDC, be proficient in the use of the following software packages: MS Office and PowerPoint.

Note: These software programs are the current products of choice and will be confirmed when the contract is awarded. Should these programs change (i.e. different products and/or versions) the supplier will be given one month's notice before the change in software is implemented.

b)        The supplier agrees that all documents will be delivered in the same format, style and layout as the original. For PowerPoint presentations, the supplier MUST ensure that the information presented fits within the slide presentation that HRSDC has standardized on the MS Office software. Revisions will only be accepted in these formats.

c)     The supplier MUST use virus detection and elimination systems and shall not use unauthorized codes in word processing, tables, etc. The supplier must agree to take the necessary measures to ensure that the deliveries of translations on electronic media or systems are free of viruses.

d)        The supplier MUST have access to Internet and Termium, and must have compatible e-mail capabilities.

e)     The supplier MUST submit the work electronically via e-mail or by CD.

f)    The supplier can only work in his or her premises. Should there be an emergency situation; the supplier could work in PRI’s offices in the National Capital Region at 56 Sparks Street.

g)    The supplier may be required to attend information of briefing sessions at the request of clients. These sessions will be held in the National Capital Region.

1.4    Word Count

a)    The supplier agrees that the contact at HRSDC must count the number of words of each text submitted for translation using an automated function. Numbers and figures appearing in the text are counted as words.

b)    The supplier agrees that in cases of disagreement regarding the word count, the contact at HRSDC will conduct a recount to validate the count.

2.    SUPPLIES AND EQUIPMENT

The supplier MUST supply all the necessary equipment, supplies, services, software and instruments to perform, transmit, and receive work.

3.    RECEIVING AND TRANSMITTING TEXTS

3.1    The supplier agrees to be fully equipped to work off-site and to receive/send documents by Internet, modem, fax, or messenger/courier services.

3.2    The supplier agrees to absorb all the costs of receiving and transmitting texts by Internet, modem, fax, or messenger/courier services.

3.3    The supplier agrees that, when necessary, the contact at HRSDC and the supplier may use either Internet, modem, fax, or messenger services for receiving and transmitting texts.

4.    EVALUATION OF TRANSLATED TEXTS

4.1    The supplier agrees that translations must contain no more than 2 (two) minor mistakes (spelling, punctuation, hyphenation, presentation, etc.) per 500 words and no major mistakes (mistranslation, gibberish, grammar, syntax, mistake in figures, omission leading to inaccuracy and incomprehensibility, etc.), during the contract period. The work must be delivered in the required format and software using a uniform, style and accurate terminology, in such a way that the text can be used without costly or time-consuming modifications.

4.2    The supplier agrees that unsatisfactory translations (text containing one or more major mistakes and/or more than two (2) minor mistakes per 500 words) may result in the Department imposing one of the following penalties:

a)    Sending the work back to the supplier for reworking. The rework will be performed within the timeframe given by the HRSDC contact regardless of whether it requires to completing the work during evening and/or weekend to meet the deadline, at no additional cost to the Crown.

b)    Having the work revised/modified by another supplier at the original supplier’s expense.

c)    Automatic termination of the contract following a second rework request.

5.    ASSURANCE OF UNINTERRUPTED SERVICES

The supplier MUST certify to have contingency plans to provide a continuous and competent service in spite of the need for leaves of absence or other foreseeable or unforeseeable situations, which would reduce the quality and output of services. Acts of God are excluded from this commitment.

Most of the work MUST be done within very tight deadlines in the evening and/or on weekends. There will be no payment for overtime or time spent waiting.

6.    LINGUISTIC QUALITY AND TERMINOLOGY STANDARDIZATION

The supplier agrees that any work requested will be evaluated by the HRSDC contact in accordance with the requirement, and with existing rules and policies known and widely accepted in the translation community. Any unsatisfactory evaluation may result in the supplier’s suspension.

7.    SUBCONTRACTING AND AUTHORIZATION

    The supplier agrees not to subcontract any work without prior written consent from HRSDC. Prior of being authorized to translate a text for HRSDC, the subcontractor and its proposed resources must prove that they satisfy to all of the minimum requirements set out in this document.

8.    INFORMATION OF AN ADMINISTRATIVE NATURE

8.1    Volume of Work/Methodology for Requesting Services
a)    Frequency and volume of requests will fluctuate depending on ministerial priorities. The total estimated volume of words per 12-month period, is as follows:

TRANSLATION SERVICES

    Initial 12-month period    First 12-month option    Second 12-month option
English - French    900,000    900,000    900,000
French - English     100,000     100,000     100,000
TOTAL    1,000,000    1,000,000    1,000,000

b)    Requests for services will be authorized via a call-up against a standing offer by the contracting and procurement authority. The translation request number appearing on the form will contain the actual contract number and must be cited by the supplier, whenever the latter is inquiring on documentation, presenting questions, sending the translated text or invoicing.

8.2    Deadlines/Deliverables

a)    The supplier MUST be able to translate 2,000 words per 24-hour period. If SC/HRSDC requires more than 2,000 words during a 24-hour period, then the urgent rate will apply to the exceeding 2,000 within a 24-hour period.

b)    The supplier MUST agree to meet the prescribed deadlines for each call- up.

c)    The supplier agrees that deadlines for priority/urgent documents will be assigned by the contact at HRSDC to best meet their needs.

8.3    Required Software and Layout

a)    The supplier MUST, at no extra cost to HRSDC, be proficient in the use of the following software packages: MS Office and PowerPoint.

Note: These software programs are the current products of choice and will be confirmed when the contract is awarded. Should these programs change (i.e. different products and/or versions), the supplier will be given one month's notice before the change in software is implemented.

        b)    The supplier agrees that all documents must be delivered in the same     format, style and layout as the original. For PowerPoint presentations, the     supplier MUST ensure that the information presented fits within the slide     presentation that HRSDC has standardized on the MS Office software.     Revisions will only be accepted in these formats.

    c)     The supplier MUST use virus detection and elimination systems and must     not use unauthorized codes in word processing, tables, etc. The supplier     must agree to take the necessary measures to ensure that the deliveries of     revisions on electronic media or systems are free of viruses.

        d)    The supplier MUST have access to Internet and Termium, and MUST have compatible e-mail capabilities.

    e)     The supplier MUST submit the work on CD or via high-speed Internet, or a combination thereof.

f)    The supplier can only work in his or her premises. Should there be an emergency situation; the supplier could work in PRI’s offices in the National Capital Region at 56 Sparks Street.

g)    The supplier may be required to attend information or briefing sessions at the request of clients. These sessions will be held in the National Capital Region.

9.    EVALUATION OF EDITED TEXTS

9.1    The supplier agrees that revisions must contain no more than 2 (two) minor mistakes (spelling, punctuation, hyphenation, presentation, etc.) per 500 words and no major mistakes (mistranslation, gibberish, grammar, syntax, mistake in figures, omission leading to inaccuracy and incomprehensibility, etc.), during the contract period. The work will be delivered in the required format and software using a uniform, style and accurate terminology, in such a way that the text can be used without costly or time-consuming modifications. All modifications made by the supplier must be clearly indicated in ‘Track changes’ format (Word document only).

9.2    The supplier agrees that unsatisfactory revisions (text containing one or more major mistakes and/or more than two (2) minor mistakes per 500 words) may result in the Department imposing one of the following penalties.

a)    Sending the work back to the supplier for reworking. The rework will be performed within the timeframe given by the contact at HRSDC regardless of whether completing the work requires working evenings and/or weekends to meet the deadline, at no additional cost to the Crown.

b)    Having the work revised/modified by another supplier, at the original supplier’s expense.

        c)    Automatic termination of the contract following a second rework request.

SECTION C -1

EVALUATION CRITERIA

MANDATORY REQUIREMENTS

Requirement 1 – ENGLISH WRITING SERVICES
Requirement 2 – FRENCH WRITING SERVICES

The mandatory requirements listed will be evaluated on a pass/fail (compliant/non-compliant) basis. Proposals that fail to meet the mandatory requirements will be disqualified at this stage without further consideration.

A supplier wishing to submit an offer for both requirements must do so by submitting two separate offers.

BASIS OF SELECTION:

To be considered compliant, a bid must:

•    meet all the mandatory requirements of this Request for Proposal; and
•    obtain the required minimum of 70% in EACH of the rated requirement. The rating is performed on a scale of 700 points.

STATEMENT OF COMPLIANCY

Requirement Number    Description(s)    Page No. / Paragraph no.    Compliant / Non compliant
M-1    PROPOSED PERSONNEL
    The supplier MUST demonstrate qualifications and experience of the proposed individual, supported by his/her curriculum vitae. The supplier MUST clearly indicate the language in which the services rendered by the proposed candidate will be provided.

M-2    PERSONNEL SKILLS
    The supplier MUST demonstrate that proposed and replacement personnel meet the following skills/requirements:

a) The proposed and replacement personnel MUST have expertise in English Writing of federal government documents such as news releases, backgrounders, fact sheets, articles, correspondence, PowerPoint presentations, web documents, reports, and publications.
    b) The supplier MUST ensure that proposed personnel will provide all information required by the Contracting Authority to obtain an Enhanced Reliability security rating, which will be processed by the Department’s Security (at no cost to the supplier) prior to contract award.
M-3    SAMPLES
    The supplier MUST provide two (2) samples of English and/or French writing work completed for the federal government within the last 24 months (since Sept. 2006). Sample must be less than 2 pages (approx. 500 words; single spaced in 12 font, Times New Roman)
M-4    COMPANY’S EXPERIENCE
    The supplier MUST demonstrate that the proposed and replacement personnel have a minimum of 24 months of experience with the federal government since September 2006.

M-5    QUALITY CONTROL
    The supplier MUST describe the process for ensuring revision and quality control for its documents on a continuous basis. At the minimum, the process must address the following:
a)    a description of the quality control process;
b)    a description of the quality control process where a text is divided among several editors; and
c)    a description of the method used to ensure consistent use of terminology from one document to another in a given field.
M-6    E-MAILS
    The supplier MUST be able to open, read and action e-mails with a turnaround time of one (1) hour. Supplier to provide an example.
M-7    ELECTRONIC CAPABILITIES
    The supplier MUST submit information demonstrating their ability to transmit and receive information by high-speed Internet.

The supplier MUST demonstrate their ability to provide the required services using a software that is compatible with the software indicated in the Statement of Work.
M-8    COSTING INFORMATION
    The supplier MUST provide costing information strictly in accordance with the basis of payment stipulated in Section E. Any deviation will make the offer non-responsive.
M-9    CERTIFICATIONS
    The supplier MUST complete and submit ALL of the certifications in Section F.

SECTION C -2

EVALUATION CRITERIA

MANDATORY REQUIREMENTS

Requirement 3 – ENGLISH EDITING SERVICES
Requirement 4 – FRENCH EDITING SERVICES

The mandatory requirements listed will be evaluated on a pass/fail (compliant/non-compliant) basis. Proposals that fail to meet the mandatory requirements will be disqualified at this stage without further consideration.

A supplier wishing to submit an offer for both requirements must do so by submitting two separate offers.

BASIS OF SELECTION:

To be considered compliant, a bid must:

•    meet all the mandatory requirements of this Request for Proposal; and
•    obtain the required minimum of 70% in EACH of the rated requirement. The rating is performed on a scale of 700 points.

STATEMENT OF COMPLIANCY

Requirement Number    Description(s)    Page No. / Paragraph no.    Compliant / Non compliant
M-1    PROPOSED PERSONNEL
    The supplier MUST demonstrate qualifications and experience of the proposed individual, supported by his/her curriculum vitae. The supplier MUST clearly indicate the language in which the services rendered by the proposed candidate will be provided.

M-2    PERSONNEL SKILLS
    The supplier MUST demonstrate that proposed and replacement personnel meet the following skills/requirements:

a) The proposed and replacement personnel MUST have expertise in English and/or French editing of federal government documents such as news releases, backgrounders, fact sheets, speeches, articles, messages, correspondence, PowerPoint presentations, web documents, reports, marketing materials, publications, and information kits.
    b) The supplier MUST ensure that proposed personnel will provide all information required by the Contracting Authority to obtain an Enhanced Reliability security rating, which will be processed by the Department’s Security (at no cost to the supplier) prior to contract award.
M-3    SAMPLES
    The supplier MUST describe two (2) relevant projects carried out by the proposed candidate within the last 24 months (since September 2006).
M-4    COMPANY’S EXPERIENCE
    The supplier MUST demonstrate that the proposed and replacement personnel have a minimum of 24 months of experience with the federal government since September 2005.

M-5    QUALITY CONTROL
    The supplier MUST describe the process for ensuring revision and quality control for its documents on a continuous basis. At the minimum, the process must address the following:
a)    a description of the quality control process;
b)    a description of the quality control process where a text is divided among several editors; and
c)    a description of the method used to ensure consistent use of terminology from one document to another in a given field.
M-6    E-MAILS
    The supplier MUST be able to open, read and action e-mails with a turnaround time of one (1) hour. Supplier to provide an example.
M-7    ELECTRONIC CAPABILITIES
    The supplier MUST submit information demonstrating their ability to transmit and receive information by high-speed Internet.

The supplier MUST demonstrate their ability to provide the required services using a software that is compatible with the software indicated in the Statement of Work.
M-8    COSTING INFORMATION
    The supplier MUST provide costing information strictly in accordance with the basis of payment stipulated in Section E. Any deviation will make the offer non-responsive.
M-9    CERTIFICATIONS
    The supplier MUST complete and submit ALL of the certifications in Section F.

SECTION C-3

EVALUATION CRITERIA

MANDATORY REQUIREMENTS

REQUIREMENT 5 – TRANSLATION SERVICES FROM ENGLISH TO FRENCH
REQUIREMENT 6 – TRANSLATION SERVICES FROM FRENCH TO ENGLISH

The mandatory requirements listed will be evaluated on a pass/fail (compliant/non-compliant) basis. Proposals that fail to meet the mandatory requirements will be disqualified at this stage without further consideration.

A supplier wishing to submit an offer for translation services from English to French and from French to English must do so by submitting two separate offers.

BASIS OF SELECTION:

To be considered compliant, a bid must:

•    meet all the mandatory requirements of this request for proposal; and
•    obtain the required minimum of 70% in EACH of the rated requirement. The rating is performed on a scale of 700 points.

STATEMENT OF COMPLIANCY

Requirement Number    Description(s)    Page No. / Paragraph no.    Compliant / Non compliant
M-1    PROPOSED PERSONNEL
    The supplier MUST demonstrate qualifications and experience of the proposed individual, supported by his/her curriculum vitae. The supplier MUST clearly indicate the language in which the services rendered by the proposed candidate will be provided.

M-2    PERSONNEL SKILLS
    The supplier MUST demonstrate that proposed and replacement personnel meet the following skills/requirements:

a) The proposed and replacement personnel MUST have expertise in translation, from English to French, French to English, or both, of federal government such as news releases, backgrounders, fact sheets, speeches, articles, messages, correspondence, PowerPoint presentations, web documents, reports, marketing materials, publications, information kits, etc.
    b) The supplier MUST ensure that proposed personnel will provide all information required by the contracting authority to obtain an Enhanced Reliability security rating, which will be processed by the Department’s Security (at no cost to the supplier) before the contract is awarded.
    c) All members of the supplier’s proposed and replacement personnel MUST have obtained a translation degree from English to French or from French to English or a translation certificate from a recognized organization.
M-3    SAMPLES
    The supplier MUST provide one sample from English to French or from French to English, or both, of translation work completed within the last 24 months (since Sept. 2006). Sample must be less than 2 pages (approx. 500 words; single spaced in 12 font, Times New Roman)
M-4    COMPANY’S EXPERIENCE
    The supplier MUST demonstrate that the proposed and replacement personnel have a minimum of 24 months of experience with the federal government since September 2006.

M-5    QUALITY CONTROL
    The supplier MUST describe the process for ensuring revision and quality control for the translation on a continuous basis. At the minimum, the process must address the following:
a)    a description of the quality control process;
b)    a description of the quality control process where a text is divided among several translators; and,
c)    a description of the method used to ensure consistent use of terminology from one document to another in a given field.
M-6    E-MAILS
    The supplier MUST be able to open, read and action e-mails with a turnaround time of one (1) hour. Supplier to provide an example.
M-7    ELECTRONIC CAPABILITIES
    The supplier MUST submit information to demonstrating their ability to transmit and receive information by high-speed Internet.

The supplier MUST demonstrate its ability to provide the required services using a software that is compatible with the software indicated in the Statement of Work.
M-8    COSTING INFORMATION
    The supplier MUST provide costing information strictly in accordance with the basis of payment stipulated in Section E. Any deviation will render the offer as being non-responsive.
M-9    CERTIFICATIONS
    The supplier MUST complete and submit ALL of the certifications in Section F.

Estimated value: $250,001 - $500,000
Original notice

Provision of Writing, Editing and Translation Services to the Policy Research Initiative (PRI) Unit

Request For Proposals

General Information

Contact Information

Goods, Works and Services

Original Text

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