Tendarix.ca
GENERAL INFORMATION:
The Department of Human Resources and Skills Development Canada (HRSDC) wishes to retain the services of a contractor to edit French and/or English documents for Human Resources and Skills Development Canada and Service Canada.
Requirement 1 – Contracts for French Editing Services and French Comparative Editing Services includes: editing of a French source text; comparative editing of a French text translated from an English text; comparative plain language editing of a French text translated from an English plain language text; plain language editing of a French source text; proofreading of a French source text; and proofreading (including comparison) of a French text translated from an English text.
Requirement 2A – Contracts for English Editing Services includes: editing of an English source text; plain language editing of an English source text; and proofreading of an English source text.
Requirement 2B – Contracts for English Editing Services and English Comparative Editing Services includes: editing of an English source text; comparative editing of an English text translated from a French text; comparative plain language editing of an English text translated from a French plain language text; plain language editing of an English source text; proofreading of an English source text; and proofreading (including comparison) of an English text translated from a French text.
Each of the above requirements is also divided into Group 1 (for unclassified and Protected A documents) and Group 2 (for unclassified, Protected A, B and C and classified documents up to Secret) on an “as and when requested” basis for HRSDC. This request for proposal therefore involves six (6) different requirements. Suppliers may submit proposals for one or more of the six (6) requirements.
STATEMENT OF WORK:
The Contractor will provide (1) French Editing Services, (2A) English Editing Services or (2B) English Editing and English Comparative Editing Services, and other related services “as and when required,” as per definitions above.
These edited texts will be disseminated externally and/or internally, in print or electronic format or both, depending on the needs of the specific target audiences.
The texts to be edited will be aimed at the general public or specialized audiences.
1 Definitions:
Source text editing means reviewing a text in its original language to correct grammar, spelling, usage and typography; to make basic stylistic improvements; to fix unclear or illogical sentences or paragraphs; to check the accuracy and consistency of content and terminology; and to verify Internet links, among other corrections.
Comparative editing means comparing a translation with the original source text to ensure consistency in content, terminology, tone and style; to correct spelling, grammar, usage and typography of the translated text; and to verify Internet links, among other corrections.
Plain language editing means simplifying terminology, clarifying meaning and restructuring text to make it easy for the target audience to read and understand. It also includes all the basic corrections and improvements included in source text editing.
Proofreading (or light editing) means either:
2 Type of documents:
The Contractor will provide editing services as and when requested, such as but not limited to: parliamentary documents, house cards, briefing notes, Treasury Board submissions, speeches, media advisories, backgrounders, captions, press releases, Web content, cabinet documents (for ministers, deputy ministers, associate deputy ministers, assistant deputy ministers and senior executives), research reports, program evaluation, reports, minutes, studies, records of decisions, internal communications and directives including memos, media lines, speaking points, application forms and guides, corporate messages to all employees, newsletter articles, presentations, manuals, questionnaires, work descriptions, statements of merit criteria, policy position papers, informatics technology documents, requests for proposals, brochures, pamphlets, fact sheets, posters, video scripts, mail inserts, letters, public notices and public service announcements.
3 Document size and estimated volumes:
It is estimated that HRSDC produces over 3,500,000 words per year overall for which editing services are needed. French edited texts represent approximately 90% of this requirement.
Note: The data provided above is based on historical volumes. The numbers are provided in good faith and do not represent a commitment by the Crown for the estimated quantity of work or business given to Contractors. The estimated percentages and number of words are not to be considered as a contractual guarantee.
4 Document format:
The Contractor will provide edited documents in the same format, style and layout as the original, using the same software and the same version, and in such a way that the text can be used without costly or time-consuming modifications. If the Contractor cannot modify the tables or graphs to input editing changes, the edited text should be supplied below the table or graph. HRSDC will modify the tables and graph as necessary with the edited text provided. At times, the Contractor may be required to provide the edited documents in a specific form and/or format requested by the order requestor.
Documents to be edited may combine text with tables, graphs and have special layout requirements, depending on the medium/media used.
Editing changes in special format
For PowerPoint presentations: The Contractor must ensure that the information fits in the slide presentation. Edits will only be accepted in these formats. If the Contractor cannot modify a graph or table, the editing changes to the graph or table should be indicated in the “Notes” section also.
For PDF documents: The Contractor will use the “commenting functions” in Adobe Reader to show edits in all PDF documents that have the commenting function enabled. In cases where the commenting function is not enabled in PDF documents, the Contractor will either print the document and mark up the paper copy with the edits (and deliver the marked up paper copy to the order requestor) OR convert the document to Word and do the edits with “track changes” on.
For HTML documents: the Contractor will either print the document and mark up the paper copy with the edits (and deliver the marked up paper copy to the order requestor) OR convert the document to Word and do the edits with “track changes” on.
5 Required software and layout:
The Contractor will, at no extra cost to HRSDC, use and be proficient in all standard and official software currently used by HRSDC: Windows XP and Microsoft Office Suite 2010 (Word, Excel and PowerPoint), Visio, WinZip, PDF and images (e.g. JPG, GIF, etc.) and software that may be used in the future.
The Contractor will use up-to-date 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 Contractor will take the necessary measures to ensure that its texts delivered on electronic media or systems are virus-free in accordance with the Government of Canada Industrial Security Program.
6 Roles:
The roles of all stakeholders involved in the contract are as follows:
End user or client: An employee or an organization of HRSDC that is the owner of the document to be edited.
Order requestor: An employee of HRSDC who sends the order to the editing firm. Invoices will be sent to the order requestor, and it will be the order requestor’s responsibility to validate services rendered to process payments.
Language quality officer: An employee of HRSDC who has the knowledge of the document’s content and terminology. The language quality officer is responsible for answering questions from the Contractor related to the terminology used in the document.
Project authority: A committee of employees of HRSDC who are responsible for all matters concerning the performance of the work delivered under the contract. The names of the project authority will be identified on the contract. Each project authority is responsible for discussions with the Contractor to resolve any kind of dispute involving their own orders (word count, performance issues, etc.). Any proposed changes to the scope of the work are to be discussed with the committee and the contracting authority. Any resulting change is only effective and enforceable if a written amendment to the contract is issued by the contracting authority.
Contracting authority: An employee from Procurement and Contracting within HRSDC responsible for management of the contract. The project authority will refer all unresolved disputes to the contracting authority for appropriate action. Any changes to the contract must be authorized in writing by the contracting authority. The Contractor is not to perform work in excess or outside of the scope of the contract based on verbal or written requests or instructions from any government personnel other than the aforementioned contracting authority.
Contractor: A firm is awarded a contract and is called on to perform the services under the scope of work within the contract.
Editor: The individual who performs the work on behalf of the Contractor under the scope of work of the contract.
7 Ordering process:
The Contractor is to provide a single email address for unclassified and Protected A documents and a delivery address for Protected B, C and Secret documents where the order requestor is to send all orders.
Orders will be placed by the order requestor with a Contractor of their choice qualified under the appropriate requirement category.
Every order will be assigned a unique order number by the Contractor or through an approved method as instructed by the contracting authority. The Contractor and the order requestor are to provide this number each time they request documentation and/or information and when an invoice is sent pertaining to that order.
Protected A or unclassified documents
The Contractor must provide a single email address to which all unclassified and Protected A document orders can be sent electronically.
Orders will be sent to the Contractor by email or by an alternative electronic method approved by the contracting authority and communicated to the Contractor. If an order requestor chooses to use an approved alternative electronic method, the Contractor must be capable of using it as well.
Protected B, Protected C and Secret documents
The Contractor is to provide a single delivery address for all Protected B, Protected C and Secret documents where the order requestor is to send the orders.
Protected B, Protected C and Secret document orders will be sent to the Contractor by courier or hand-delivered, and the Contractor must return them to the order requestor by a secured courier and delivered by hand to the order requestor in accordance with CISD security policy.
8 Receiving and transmitting texts:
The Contractor will be fully equipped to work at its own place of business and to receive and send documents in accordance with the Information Classification Guide found in the RFP. More information can be found at http://ssi-iss.tpsgc-pwgsc.gc.ca/msi-ism/ch5/mnpltn-h… It is the Contractor’s responsibility to keep abreast of all security updates.
The cost of sending the order and the applicable terminology and reference material to the Contractor is the order requestor’s responsibility. The cost of returning all documents to the order requestor is the responsibility of the Contractor.
9 Language standards and terminology:
HRSDC requires that the Contractor for Requirement 1 uses the following spelling, style and terminology guides (list is subject to change):
HRSDC requires that the Contractor for Requirement 2A and 2B uses the following spelling, style and terminology guides (list is subject to change):
The Contractor shall have access to the Internet and Termium Plus as well as to other suitable alternatives approved by the order requestor to find reference documents when needed.
The order requestor will provide the name of a language quality officer to the Contractor. The Contractor will use the terminology provided by the language quality officer as well as the terminology of any reference documents and glossaries provided.
The Contractor will be expected to work in collaboration with language quality officers in order to ensure the consistency of the terminology used.
Any requests for clarifications and/or questions on terminology sent by the Contractor must be addressed to the language quality officer whose name appears on the order.
Before contacting the order requestor, the Contractor shall conduct all possible research to find the terminology used by HRSDC. The Contractor shall obtain information from the order requestor regarding any outstanding terminological questions, as needed.
10 Hours of service:
Services will be provided by the Contractor between the hours of 8:00 a.m. and 5:30 p.m. from Monday to Friday (regular business hours), except on statutory holidays. The Contractor will have mechanisms in place to respond to urgent requests for editing after regular business hours specified above, on weekends and on statutory holidays. Urgent rate will apply for requests that are sent after regular business hours.
11 Service standards:
The Contractor agrees to open and read each request as it comes in and provide an electronic response to indicate whether the work is accepted and can be undertaken within the time requested or whether the work is rejected. This notification must be received within one (1) business hour for regular requests and within one half (.5) hour for urgent requests.
The Contractor will respect the agreed-upon deadline. If the Contractor judges that the work cannot be undertaken in the time requested, the Contractor must communicate this to the order requestor before the mid-point of the time period assigned to the request during regular business hours. The order requestor also reserves the right to either:
1) negotiate and agree with the Contractor on a new delivery date and time; or
2) accept the work done to date and cancel the remainder.
If the original source text needs clarification, the Contractor agrees to contact the order requestor and/or the language quality officer for an explanation of the text or to discuss how to proceed.
The Contractor will meet the following service standards for editing services:
Type of Service Regular Service*
Editing Up to 3,500 words per 7.5 hours
Comparative editing Up to 2,500 words per 7.5 hours
Plain language editing Up to 1,500 words per 7.5 hours
Proofreading/Light editing Up to 6,000 words per 7.5 hours
After hours/Urgent service for all type of service:
Texts that have to be edited after regular business hours and /or texts that have to be edited at a faster rate than specified for the regular service
*The rates of service represent the expected average. It is understood that some texts may require more time due to complexity, poor writing or formatting limitations.
A word is defined as a continuous and finished series of characters. A manual count will be done for words within an image or graphic. For comparative editing, the word count is based on the source language. Note that for requests for editing of changes in a document, the number of words to be edited will be calculated as the total number of words in each sentence containing changes and not just the words changed in the sentences.
12 Quality of work:
The Contractor must have a quality assurance control process in place for all orders to ensure documents are correct and complete. This service is part of the rates listed in the basis of payment.
The Contractor agrees that source text editing or plain language editing shall contain no more than 5 (five) minor errors per 1,000 words (including but not limited to minor errors in spelling, punctuation, formatting, typography, grammar, syntax, internal consistency, tone, style, language level or usage) and no major errors (including but not limited to any errors that affect meaning or accuracy, major errors in content* or failure to use terminology or preferences as supplied in reference documents).
*Questions of content accuracy and sensitivity must be flagged, researched, verified, commented on and/or discussed with the client and all parties concerned, as needed. Failure to do all of this will result in a major error.
The Contractor agrees that comparative editing shall contain no more than 5 (five) minor errors per 1,000 words (including but not limited to minor errors in spelling, punctuation, formatting, typography, grammar, syntax, internal consistency, tone, style, language level or usage) and no major errors (including but not limited to any errors that affect meaning or accuracy; omissions or additions; errors in numbers, interpretation or structure; or failure to use terminology or preferences as supplied in reference documents).
The Contractor agrees that proofreading/light editing shall contain no more than 5 (five) errors per 1,000 words (including but not limited to errors in spelling, punctuation, formatting, typography, consistency and terminology, as well as failure to raise important grammatical or content errors**).
** Important grammar and content issues must be discussed with the order requestor (or with the client directly), and approval must be given to make these changes. If the Contractor is unable to get approval before the deadline, no change is to be made to the text but a comment must be included to explain the error and offer a solution.
In the event of unsatisfactory edited texts containing more errors than the standard described in the above paragraphs, one of the following actions may be taken at the discretion of the order requestor:
1) The work will be sent back to the Contractor for editing/modification with a prescribed timeframe given by the order requestor, even if the work must be completed during evening and/or weekend periods to meet the new deadline, at the Contractor’s expense; or
2) HRSDC reserves the right not to pay for all or parts of the order.
If action 1) was chosen and the work was sent back to the Contractor for corrections but the document is still unsatisfactory, HRSDC reserves the right not to pay for the entire order or not pay at all.
If the Contractor submits five (5) or more unsatisfactory orders, the Contractor will be asked by the contracting authority to provide a plan of action to correct the situation and be given two weeks to submit the plan.
If the Contractor is unable to correct the situation in a reasonable period of time and continues to submit unsatisfactory orders, the contracting authority may terminate the contract due to default by the Contractor.
13 Method of payment:
The Contractor is to send an invoice to each order requestor on a monthly basis. The invoice is to include all orders sent by the order requestor that were performed in the previous 30 days.
The invoice should include:
The Contractor will group all orders on the invoice by responsibility centre (RC) and will include the following information for each order:
Also include the sub-total for all orders, the total applicable tax(es) amount(s) and the total cost of the invoice, including applicable tax(es).
Payments will be made 30 days after the receipt of the detailed invoice for services rendered, subject to full acceptance by the order requestor.
14 Supplies and equipment:
The Contractor will supply, at its own cost, all the necessary equipment, supplies, services, software, tools and other resources necessary to receive, perform and transmit the work.
The Contractor is responsible for the reception and delivery of texts and reference material.
15 Location of work in Canada:
The work will be performed at the Contractor’s own place of business. The Contractor will be responsible for providing all technical and support services to its editors, such as but not limited to: clerical and administrative functions; supplies; software and equipment (i.e. anything necessary to accomplish the tasks in the SOW).
Note: Orders for documents with no classification or Protected A (Group 1) may be submitted by HRSDC employees across Canada. However, orders for Protected B, Protected C and Secret documents (Group 2) will be placed by HRSDC employees in the National Capital Region (NCR) only. Therefore, the Contractors editing Protected B, Protected C and classified documents up to Secret (Group 2) must be located within the NCR and work must be performed in the NCR as well.
16 Assurance of uninterrupted services:
The Contractor shall have a contingency plan to provide a continuous and competent service in the event of absences of editors for any reason that would reduce the quality and output of services. Events of force majeure are excluded from this commitment.
HRSDC is not responsible for the loss of files during editing by the Contractor and will not compensate time spent redoing such files.
17 Resources and expertise:
The Contractor is to provide editors (and any replacements) with a minimum of 24 months of experience within the last 5 years in editing services in the languages selected throughout the period of the contract. All editors must also have a post-secondary education.
CONTRACT PERIOD:
The initial contract period will be for two (2) years from the date of the contract. HRSDC reserves the right to exercise four (4) irrevocable one-year options.
EVALUATION CRITEIRA
The evaluation criteria will be structured to assess the technical capacity of the bidders through mandatory criteria and point rated criteria. Each bidder must meet the mandatory criteria. The resources of the bidders as well as bidders not meeting the mandatory criteria will be declared inadmissible and excluded.
MANDATORY CRITERIA:
M.1 The Bidder* MUST demonstrate that the firm has been providing editing services in the requirement selected for the last 24 months. A list indicating when, where and how* this experience was obtained MUST be provided in the proposal.
M.2 The Bidder MUST provide the name of each and every editor, whether employed or sub contracted, dedicated to this contract. The requirement type (as per article 1 of the SOW) and the number of words per year that can be edited MUST be provided for each of these editors. No more than one requirement type can be provided per editor.
M.3.1 Each editor proposed by the Bidder, at M2, to provide services MUST have completed post-secondary education in editing, translation or a field related to editing (see NOTE 1). Provide a copy of the diploma(s) or degree(s) obtained, and demonstrate when, where and how* each editor obtained a minimum of 24 months of experience within the last 4 years in editing services in the language selected.
OR
M.3.2 Each editor proposed by the Bidder, at M2, to provide services MUST have completed post-secondary education. Provide a copy of the diploma(s), certificate(s) or degree(s) obtained, and demonstrate when, where and how* the editor obtained a minimum of 5 years of experience within the last 10 years in editing services in the language selected.
SELECTION METHOD:
Proposals will be evaluated according to the evaluation contained in the "evaluation criteria" of the RFP. Only proposals that meet all mandatory criteria and reach a score of seventy percent (70%) or more will be considered.
The compliant bidder with the highest cumulative score (technical and financial) will be chosen as the preferred supplier to perform the work described.
The Crown retains the right to negotiate any procurement
Documents may be submitted in either official language (English or French) of Canada.
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