Transcription Services

Transcription Services

This requirement is for: The Correctional Service of Canada, in Nova Scotia.

Trade agreement: Canadian Free Trade Agreement

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 does not include 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 the verbatim transcription of audio files of court sentencing hearings involving federal offenders.

Objectives: To provide accurate transcriptions of court sentencing hearings to CSC according to pre-established deadlines for the federal offender intake assessment process and sentence management activities, leading to effective offender rehabilitation and reintegration.

Deliverables:

The Contractor must:

a.        receive and access audio files of court hearings and electronic versions of court documents containing information relevant to those hearings using a court’s or correctional service’s secure digital platform or method (e.g., MOVEit) ;

b.        electronically receive and access audio files and supporting documents in file formats used by courts in Canada that, in the case of audio files, are compatible with audio file solutions such as Voxlog and For The Record ;

c.        transcribe audio files to text and produce a transcribed version of the court hearing according to pre-established standards (detailed in the Statement of Work) to be delivered to the CSC as an editable pdf file with OCR (Optical Character Recognition) capabilities and not scanned; and

d.        transmit or make available the digital transcribed version of the court hearing to the CSC through the Contractor’s secure digital platform or method. That platform or method must meet the CSC’s information security program requirements, and the CSC Project Authority must approve it before the Contractor delivers any transcribed files to the CSC.

The Contractor must provide the following deliverables:

a.        Production of verbatim court sentencing transcripts or, on occasion, verbatim trial transcripts (using audio files) in the language in which the court hearing was conducted (i.e., English or French) and style and file format CSC determines .

b.        Electronic transmission of transcripts to the CSC within 5 business days starting from the date the audio file has been transmitted or otherwise made accessible to the Contractor.

c.                Provision of adequate technological safeguards to protect information at all stages where the CSC’s information security program is applicable.

d.                Submission of monthly invoices sent by email no later than 10 days following the conclusion of each month. . Invoices must include each convicted person’s full name, date the audio file(s) were transmitted (or otherwise made accessible) to the Contractor, date the transcript was transmitted or made accessible to the CSC, and number of words per transcript.

e.                Destruction of all materials associated with the transcription services (including, but not limited to, audio files, court documents.) within 10 days of the date the Contractor receives payment.

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 contract award date to March 31, 2026 with the option to renew for four (4) additional one-year periods.

File Number: 21201-25-4934525

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.

Procurement Assistance Canada (PAC) offers seminars to businesses interested in learning how to sell goods and services to the Government of Canada. The seminars are FREE.

Topics include:

 Understand the federal procurement process;

 Learn about searching for opportunities;

 Find out how to bid on opportunities;

 Discover how to prepare to sell to the government.

The full schedule of seminars can be found on the Procurement Assistance Canada website, under find an event (Procurement Assistance Canada: Find an event - Canada.ca).

A contracting officer can use limited tendering for specific reasons outlined in the applicable trade agreements. The reason for this contract is described below:

• None