Written Translation Services - Ontario

The following is a summary of the statement of work for this requirement.

The Correctional Service Canada has a requirement for professional translation and revision services for federal institutions and community parole offices in the Ontario region. These services include translation requirements for English to French and French to English.

Objectives: To provide translation services to all CSC sites within the Ontario region. The Contractor must provide quality linguistic translation services for English to French and French to English on an “as and when requested basis” in an accurate and timely fashion.

Deliverables: The requirement is to translate from written digital copy to written digital copy using a digital platform for submissions of translated documents.

Scope of Work:

The Contractor must provide the following services:

a.        The Contractor must translate various documents including, but not limited to offender case management files, CSC correspondence, policy documents and minutes of meetings.

b.        The Contractor must provide translation and revision services for a wide variety of documents for Correctional Service Canada (CSC), particularly documents of a specific nature such as offender files, procurement documents, and more.

c.        The Contractor must provide three (3) resources (individuals) available for English to French documents and two (2) resources (individuals) for French to English documents, with a total of five (5) resources (individuals) at any given time to ensure capacity to process multiple tasks at any given time.

d.        The Contractor must provide services in both official languages. Based on past requirements, the majority of the work will entail translation from English into French.

e.        The Contractor must ensure that all requests are completed with the highest quality control including written translation accuracy, and timeframes for delivery of completed work.

f.        The Contractor must ensure to the greatest extent possible that related work is assigned to the same individuals throughout the contract period to ensure consistency of style. For example, the translation of a ten (10) chapter manual should be carried out by the same individual.

g.        Throughout the period of the contract there will be no minimum guarantee of Service.

•        The following is an estimated usage of this requirement per year:

English to French        700,000 Words

French to English        185,000 Words

h.        The Contractor must provide the completed translations in electronic format. The Contractor must perform the work using Microsoft Office software programs such as Word, Excel and PowerPoint.

i.        To ensure quality of translation, CSC may submit components of a deliverable for review by the Contractor. The Contractor must rework any text not meeting the translation quality criteria at it’s expense.

j.        The Contractor must perform all work in an approved location, established with the Contract Security Program (CSP) to ensure the safeguarding of protected information. CSP is specific to the Contractor, and it is the Contractors responsibility to assign a Security Officer to their account, and ensure their account is updated and maintained to ensure accuracy for all security related information pertaining to this contract. Work must not be completed remotely. Please refer to 1. Security Requirement in Resulting Contract Clauses.

k.        The contractor must comply with all applicable Law, Policies & Standards in providing the services as set out in the Statement of Work including but not limited to the following:

•        Privacy Act

•        Access to Information Act

•        Corrections and Conditional Release Act

•        Corrections and Conditional Release Regulations

•        CSC Commissioner’s Directive 226

•        CSC Commissioner’s Directive 568

•        CSC Departmental Security Procedures Manual

l.        CSC Administrative Services are responsible for ensuring that documents are not translated twice. However, if the Contractor notices that a document CSC sends for translation has previously been translated, it must immediately contact the Project Authority. If the Contractor has started the translation, it may charge CSC for the completed portion of the document.

m.        CSC Regional Headquarters, Administrative Services must process all requests over $10,000.00 (tax incl.) using the following general inbox: gen-ont-rhq-translation@csc-scc.gc.ca . No other CSC staff can request written translation services over $10,000.00 (tax incl.) . The Contractor must cancel any requests over $10,000.00 (tax incl.) sent by CSC employees other than CSC Regional Headquarters, Administrative Services. If the Contractor accepts such a request, it will be at no cost to CSC.

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