Objective
The objective is to establish one method of supply, covering multiple years, that will consolidate the requirements for translation, editing and proofreading services of all of Industry Canada in the National Capital Region. The method of supply will help to streamline internal business processes, which is expected to improve overall process efficiencies and reduce costs.
Services/Definitions
Translation: Translation of a text (or presentation, spreadsheet, etc.) into another language, taking into account the tone, style and terminology used by the writer.
- English to French
- French to English
Editing: Improvement of a text by making grammatical, stylistic or technical terminology corrections or by making suggestions to make the text easier to read and understand.
- English editing
- French editing
Proofreading: Checking of written material against the manuscript or any other copy to ensure that any changes as indicated in the most recently approved source document are incorporated in the new version, using conventional symbols to indicate errors or departures from the source document, including copy fitting where necessary, and verify correct spelling, grammar, placement of headers, footers, notes, tables, graphics and correct usage of fonts etc.
- English proofreading
- French proofreading
Standing Offer Agreement: A Standing Offer Agreement is an offer from a potential Supplier to supply goods, services or both, on the pricing basis and under the terms and conditions stated in the Standing Offer Agreement. It is intended to be open for acceptance by means of call ups during a specified period. A Standing Offer is not a contract.
Call up against a Standing Offer: A call up against a Standing Offer is an acceptance of the offer to the extent of the services being ordered and also serves as notification to the Supplier, detailing the required services to be rendered. A separate contract is entered into each time a call up is made against a Standing Offer.
The call up should contain all the relevant details for processing the service request (e.g., the Call Up Authority and/or technical resource name, return date, the word count and/or hour estimate, the nature of the text, type of service, etc.). It should also indicate the address where the text is to be returned. The SOA holder must make every effort possible to process all documents within agreed upon deadlines, as described in section 5.0. All completed documents received from the SOA holder after established deadlines will be subject to non compliance discounts, as outlined in Table 3 in section 15.3.
Scope of Work
The SOA holder will be expected to provide translation, editing, and proofreading services as per the schedule shown below. The expected delivery time is estimated per type of service. The estimated production rates below are provided as guidelines only.
Translation
- 275 words per hour (2,000 words per day)
Editing
- 400 to 800 words per hour (3,000 to 6,000 words per day)
- for large documents, a good estimate can be determined by editing the first 15 to 20 pages and extrapolating the total time required
- comparative editing: 200 to 500 words per hour (1,500 to 3,750 words per day)
Proofreading
- 1,500 to 2,500 words per hour (11,250 to 18,750 words per day)
- parallel (comparative) proofreading: 800 to 1,200 words per hour (6,000 to 9,000 words per day)
Notes
Speed of work depends on the following:
- how technical the document is
- the level of editing required/requested
- the quality of the translation
- the amount of research time required in fact checking and finding equivalent terms in French
- word processing time required
Alternate delivery times may be negotiated with the Project Authority. All urgent work is to be pre authorized by the Industry Canada officer requesting the work. Requests for translation, editing, and proofreading services will be considered urgent when such work is requested to be done outside the hours of 8:00 a.m. to 6:00 p.m. from Monday to Friday, on weekends and on statutory holidays, or when a request exceeds reasonable production volumes, or when requested on short notice (e.g., within three hours).
Some translation or editing requests may require a team of service providers working evenings and/or weekends. Examples of translation and/or editing services required on an urgent basis include communications products such as press releases, speeches, brochures, manuals, forms, and advertising.
Industry Canada clients that have major requirements, such as the translation, editing, and proofreading of a new publication, will normally advise the SOA holder several weeks in advance. Sometimes, due to delays in changing legislation, for example, reports or parts of reports may be delayed, requiring short response times for documents. In these circumstances, the SOA holder will be required to return portions of the work as they are completed and provide translation, editing, or proofreading services in parallel. Every effort will be made by Industry Canada to provide the SOA holder with reasonable deadlines.
If for reasons out of its control an SOA holder is unable to meet the established deadline, the SOA holder must contact the Industry Canada departmental representative before the deadline agreed upon by the SOA holder and said representative.
Tasks and Deliverables
Not limited to the following, the SOA holder will be required to
- process all documents for translation, editing, and proofreading (within deadlines described above) at a per word pricing based on the number of words in the original text to be translated, or per hour pricing based on the number of hours required to proofread or edit the text provided;
- translate, edit, or proofread all documents, including tables, icons, graphics and illustrations. Services include terminology research;
- ensure that all translations are reviewed for quality and accuracy, as requested, before being returned to Industry Canada;
- ensure the consistency of large documents by limiting, as far as reasonable, the number of different resources working on the same requirement and providing an overall review of the complete document to ensure a consistent level of quality;
- ensure that the meaning of the translated version conforms to that of the original in all aspects, including proper terminology;
- provide a quality control system to meet the requirements indicated herein;
- translations and/or edits must be completed using a style and level of language that is consistent with the nature and end use of the document;
- ensure standardization and consistency with terminology by assigning, whenever possible, the same service provider to the translation of a given document or a group of related documents;
- consult reference materials provided by Industry Canada when available and any other relevant reference materials available from other sources;
