WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 1 OF 9
ATTACHMENT F
SECTION A – WRITTEN FOREIGN-LANGUAGE AND BRAILLE TRANSLATION
SERVICES
1. OVERVIEW OF SERVICES
In order to meet the needs of our customers, and further more comply with Title VI of the
Civil Rights Act of 1964, 45CFR, Section 80.3, Section 504 of the Rehabilitation Act of 1973,
and the Americans with Disabilities Act (ADA) of 1990 as amended, the buying agencies
routinely need to publish vital documents/information in multiple languages. To accomplish
this, the agencies contract with contractors to translate these vital documents into the
“target” language(s) or from the “target” language to English. This document does not
provide for printing of translated materials.
2. DEFINITIONS SPECIFIC TO WRITTEN TRANSLATIONS
Word
Core Language
Errors & Omissions
Glossary of Terms
Language
Translation Work
Order Request form
Request for Services
(RFS)
Source Document
Target Language
Work Order
Definition
languages identified as most frequently used by buying agencies
any error or omission of words, sentences, or paragraphs that
change the content of the document, including but not limited to
context, grammar, spelling, and syntax
Compilation of standard terms, specific to a buying agency, and
their accepted target-language equivalent
Form submitted to the contractor with the source document
detailing the buying agency’s expectations for that work order,
see Attachment G
when the buying agency solicits contractors on the qualified list
that meet their requirements to compete for assignments lasting
more than 100 hours or 25,000 words.
Original, non-translated, version of the document
the non-English language requiring translation/interpretation
Specific translation assignment of work to the contractor
3. LANGUAGES NEEDED
The majority of the written translations will be from English to either Spanish or Hmong.
Occasionally, documents may be required to be translated into multiple languages. In some
cases, where the form was in the target language, the participant’s response may need to be
translated back to English for use by staff.
Pricing is requested on Attachment I for the following Core Languages, in alphabetical order:
Albanian
Arabic
Bosnian
Braille
Burmese
Chin
Chinese/Mandarin (simplified)
Karen (Burmese)
Khmer (Cambodian)
Korean
Lao
Polish
Russian
Serbian
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 2 OF 9
ATTACHMENT F
Chinese/Cantonese
Croatian
Farsi (Persian)
French
Hmong
Somali
Spanish
Thai
Vietnamese
Bidders are not required to bid all core languages listed. Any other language may also be
required, less frequently. Please indicate all languages you are capable of providing quality
translation on Attachment I. Any languages offered that are not a core language will be
considered non-core languages. Bidders are required to quote a single set of pricing for all
non-core languages they provide. Buying agencies may negotiate at the time services are
needed for lower pricing with contractors for non-core languages that are more commonly
available.
The partnering agencies reserve the right, in the event the needs change during the course
of the contract, to establish a qualified price list for new languages. In that event, DCF will
conduct a solicitation for that language only, which will be incorporated into the existing
contract. Existing qualified lists, not affected by the change in need, will remain the same.
4. BIDDER/CONTRACTOR QUALIFICATIONS SPECIFIC TO WRITTEN
TRANSLATION SERVICES
4.1. All translators provided under this contract are expected to be qualified competent
translators. Qualified translator must be able to demonstrate proficiency in English
and a second language, demonstrate knowledge in both languages of relevant
specialized terms and concepts. Translators must demonstrate their competency of
the culture of the LEP language group being served. Cultural awareness training topics
normally include an in-depth understanding of the norms, values, beliefs, symbols,
practices, languages, and terminology of the LEP language group.
4.2. Documents requiring translation may include information that could be considered
confidential. Bidders must have a policy regarding ethics and confidentiality for their
translators to follow as defined in the Request for Bid document item 22.
Confidentiality and Ethics. The policy must comply with HIPAA requirements. Provide
a copy of that policy with your bid.
4.3. Some agencies require translation of medical/HIPAA compliant, scientific, educational,
or legal terminology. To be considered as having any of these specialized skills, the
translators must have completed formal training in them, either from an educational
institution or from the contracting agency. Bidders must specify for each language
which, if any, specialized skills they claim ability to accurately translate in their bid
response on Attachment I Agencies that require those specialized skills will select a
contractor with the appropriate proficiencies.
4.4. Pursuant to WI State Statute 16.705, all services provided under this contract must be
performed in the United States. Regarding translation services, all translators must be
physically located in the United States. Documents may not be forwarded to
individual translators outside of the United States. Any bidder that cannot guarantee
they meet this requirement will be disqualified.
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 3 OF 9
ATTACHMENT F
4.5. Contractor must document the identity of the interpreter and the buying agency staff
contact for each work order, but that identifying data must take a non-personal form
(e.g. a reference number) if shown on billing or routine paperwork, as it may be
considered confidential information.
5. MATERIALS REQUIRING TRANSLATION
A variety of materials may be presented for translation, such as, but not limited to:
Forms
Letters
Publications
Signs/Posters
Brochures
Web Content
Pamphlets
Regulations
Booklets
6. SELECTING A CONTRACTOR
Buying agencies will select a contractor(s) from the list that meets the needs of that agency
and is the most cost effective for their use. Buying agencies that use services from multiple
sections of this contract reserve the right to choose a single contractor that has awards on
all sections used by that agency for consistency in billing and services provided, if they deem
that to be in the agency’s best interest. Bidders are encouraged to bid for all sections they
are capable of providing.
7. WORK ORDERS
Buying agencies will submit work orders as needed. Work orders submitted will include a
Language Translation Work Order Request form, Attachment G, referencing the contract
resulting from this procurement. Most orders will be submitted to the contractor via email
with the Language Translation Work Order Request form, Attachment G, and source
documents attached.
For significantly large work orders, exceeding 25,000 words total, the buying agency may
conduct a Request for Service (RFS) from the qualified contractors that meet their
requirements for language, specialized skills. The RFS will specify the language needed, any
proficiencies required, the date work must be completed, how and by when to respond to
the RFS, and any other specifics necessary. The qualified contractors may compete for the
assignment by responding to the RFS as instructed by the agency. RFS pricing supersedes
contract pricing for that assignment. All other contract terms for Written Translation still
apply when an RFS is conducted.
8. ELECTRONIC FORMAT FOR TRANSLATION
Most work orders will be submitted to the contractor electronically in Word 2003 or higher
format. Submissions may also, less frequently, be made in PDF, MS Publisher, or MS Excel
formats. It is required that all translated documents be returned in the format it was
received unless stated otherwise in the Language Translation Work Order Request form,
Attachment G.
The font used in the translated document must be the same as used in the source
document, unless an alternate font is required for the translated language and is approved
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 4 OF 9
ATTACHMENT F
by the buying agency. Pre-approved, non-standard font software files must be returned
with the resulting translated file.
9. ELECTRONIC TRANSMISSION OF DOCUMENTS
Completed work orders should be returned electronically, preferably by email, to the
address specified in the Language Translation Work Order Request form, Attachment G. If
the resulting document is too large to be transmitted via email or in a compressed format,
documents will be accepted on a Read/Write CD or DVD, or a flash drive. The contractor
should contact the Contact person on the Language Translation Work Order Request for
delivery. Rarely, a printed copy may be requested by mail, fax, or overnight courier.
Overnight courier charges will be reimbursed by the buying agency only when pre-approved
by the buying agency and are a result of their request.
10. DELIVERY TIMES FOR WORK ORDERS
Deadlines for completed translations will be stated in the Language Translation Work Order
Request form, Attachment G. Pricing will be established for three (3) standard delivery
times:
One (1) business day delivery rate – limited to orders of 1000 words or less
Five (5) business day delivery rate – limited to orders of 5000 words or less
Fifteen (15) business day delivery rate – this turn around is unlimited
Work orders that require delivery times that fall between these standard delivery times may
be billed at the shorter delivery rate, e.g. three business day delivery is priced at the one
business day delivery rate. The buying agency may negotiate rates for larger documents,
beyond the limits stated above for that delivery time, if necessary.
Contractors are expected to accept work orders only when they are confident of being able
to produce the translated document within the delivery time required in the Language
Translation Request. If it is anticipated that the work order cannot be completed within the
delivery time required in the Language Translation Request, the contractor must contact the
buying agency within 4 business hours to decline the work order. The buying agency may
alter the delivery time or withdraw the work order and submit it to another contractor from
the qualified list. The contractor will not be penalized for declining work orders for which
they are unable to meet the deadline, if done so within the 4 hours. When a work order is
ordered and accepted, and the contractor finds itself unable to adhere to the delivery time
previously agreed to, then the contractor may approach the person who placed the work
order to negotiate delivery time. The decision whether to postpone the delivery time rests
solely with the person who placed the work order, and prices must be adjusted according to
the actual delivery time met.
If the actual delivery time for an work order falls between the standard delivery times
above, and is a result of the contractor failing to meet the required delivery time for that
work order, the rate that must be charged is the rate for the longer delivery time, e.g.
required delivery of five business days, that is delivered in seven business days, must be
billed at the fifteen business days rate.
Failure to meet the required delivery time 4 times in a 6 month period may result in the
contractor being removed from the qualified list, see this attachment Item 21 –
Performance Requirements.
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 5 OF 9
ATTACHMENT F
11. AGENCY SPECIFIC GLOSSARY OF TERMS
Each buying agency may create their own specific glossary of terms for their agency. When
submitting a work order to the contractor the buying agency will specify if a glossary exists,
and will either submit the glossary with the work order or specify where the glossary can be
accessed via the Internet on the work order transmittal form. The contractor will be
responsible to utilize that glossary when translating and proofing the document being
translated. The glossary of terms may additionally include general rules about translation of
that agency’s documents, such as translation of titles, headers, addresses, etc. that may
deviate from the standard specifications under this contract.
During the course of translation, if the contractor identifies any new terms or phrases that
don’t have an equivalent in the target language within the translated document that should
be added to the agency’s glossary of terms, the contractor is expected to submit that
information to the agency and the translation of the term used with the final translated
document.
12. GENERAL WRITTEN TRANSLATION TECHNICAL SPECIFICATIONS
12.1.
All documents must be translated at the lowest comprehension level consistent
with the original (English) document.
12.2.
Unless a specific dialect is selected, all documents must be translated so that
the material is understandable to the broadest groups and greatest numbers of
individuals speaking different dialects or variants of the target languages as is
reasonably possible.
12.3.
Bidder must specify if they are able to accurately translate medical/HIPAA
compliant, scientific, educational, and legal terminology in their bid. To be considered
as having any of these specialized skills, the translators must have completed formal
training in them, either from an educational institution or from the contracting
agency. Bidders must specify for each language which, if any, specialized skills they
claim ability to accurately translate in their bid response. Agencies with translation
that requires those skills will select a contractor with the appropriate proficiencies.
12.4.
Contractor must utilize the buying agency’s glossary of terms if specified in the
Language Translation Work Order Request form.
12.5.
If the buying agency utilizes a glossary of terms, the contractor is expected to
notify them of any terms or phrases that should be added to the glossary.
12.6.
Contractor must provide culturally sensitive translations that will not offend the
target populations.
12.7.
Contractor may use commercial software for preliminary translation of the
document.
12.8.
Included in their standard pricing, contractor must have a second translator
manually proof-read all translated documents to assure correct spelling, accuracy,
continuity, compliance with these standards, and compliance with the buying agency’s
glossary of terms.
12.9.
The following items should not be translated unless stated otherwise in the
buyer’s agency glossary of terms or Language Translation Request form (these are not
considered special services and must be included in the standard price):
12.9.1. Headers and Buying Agency Names, e.g. Department Name, Division Name, etc.
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 6 OF 9
ATTACHMENT F
12.9.2. Street or Website Addresses
12.9.3. Contact Names and Phone Numbers
12.9.4. References to laws and statutes, e.g. Wis. Stat. 543(2)
12.9.5. Text within boxes marked “For Office Use Only”
12.9.6. Program Names or their Acronym, e.g. BadgerCare Plus, Forward Health, WIC
(Women, Infants, and Children)
12.9.7. Any additional text that the buying agency requests not to be translated on the
Language Translation Request form
12.10.
For all translated documents, the title of the document should be translated and
displayed using “Title Case” format. The English title is to be displayed beneath in
smaller font using all caps., e.g.:
Avisos y Consentimientos de Admisión
ADMISSION NOTICES AND CONSENTS
12.11.
Contractor is required to verify that all page references are accurate in the
translated document.
12.12.
Contractor is required to ensure captions describing any existing graphics
remain with the graphic.
12.13.
Contractor is required to adjust page breaks, as necessary, to accommodate the
translated content.
12.14.
Ownership of all translated documents remains with the buying agency.
12.15.
The submission of the translated document must include the name of the
original translator and the date completed, as well as the name of the proofreader and
the date completed.
13. PROOFREADING ONLY
There may be occasions that a contractor is asked to proof a previously translated
document. This document may have been translated by another contractor or their own
company in a previous work order.
In the course of proofreading the document the contractor is expected to correct any
grammatical errors or errors in content only. The contractor should not make changes that
are based solely on personal preference.
Proofreading is charged by the word and based on the MS Word word count.
14. REVISIONS OF PREVIOUSLY TRANSLATED DOCUMENTS
There may be occasions when a previously translated document must be updated to reflect
revisions made to the original English document. Pricing is based on the standard
translation rate for that language and is only for the number of words changed. If the new
updated information triggers changes elsewhere in the document those changes should be
made as well and may be billed accordingly.
15. LAYOUT SERVICES
Buying agencies may request layout services for additional manipulation/preparation by the
contractor to result in the output having a format other than what was provided in the
English language version. The desired result may be “camera-ready-copy” (which can be
submitted to commercial printing contractors) or it may be a format allowing the buying
agency to insert non-translatable items (graphics) that do not change with the language of
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 7 OF 9
ATTACHMENT F
the document. Camera-ready-copy is especially likely to be needed in target languages in
which specialized alphabets or characters/diacritical marks or accents make formatting
difficult for someone who does not understand the target language. The buying agency may
provide graphics for the contractor to insert into the text, or it may require the contractor to
leave adequate white space for subsequent insertion of graphics.
Layout Services may also include Forms to be formatted by the contractor. When
formatted, the result must be comparable to standards that the buying agency
communicates to the contractor verbally or by sample. Some forms may need to include
sufficient English to allow the buying agency staff to identify the translated questions being
asked on the form. The buying agency will provide details at the time of work order.
Layout will generally not be a part of the work order requested. Layout is billable only when
specifically requested by the buying agency on the Language Translation Work Order
Request form and must be billed as an hourly rate.
16. ERRORS OR OMISSIONS TO TRANSLATED DOCUMENTS
The buying agency has the right to return translated documents with errors to the
contractor for correction at the contractor’s expense. Errors are defined as any error or
omission of words, sentences, or paragraphs that change the content of the document,
including but not limited to context, grammar, spelling, and syntax. Correction of errors
must be made within the time frame agreed to by the buying agency when the need for
correction is identified.
In addition to correction of the document, the contractor may be assessed damages as a
result of these errors found in the translated document as specified in this attachment Item
21 – Performance Requirements.
17. PRICING
Pricing for translation services shall be based on the word count, using the MS Word word
count feature, of the original document. Bidders should provide their price per word to
translate and proofread for each of the given delivery times for each language.
Occasionally, a single document may need translation into multiple languages. Bidders that
are able to provide translation into multiple languages should specify the percentage
discount offered for a single document to be translated into 2, 3, and 4 languages on
Attachment I. Discounts must be applicable to the entire invoice for all languages to which
the document is translated. Buying agencies may negotiate for better discounts when
documents are translated into more than 4 languages.
Pricing should also be provided for Proofreading only on a per word basis and Layout
Services on a per hour basis.
Separate pricing should be provided for each core language and one price for all other noncore languages. Lower prices may be negotiated by buying agencies at time of order for
non-core languages that are more commonly available.
Pricing should be reflected in standard price format, e.g. 18 cents per word should be stated
as $0.18. Prices established must be extended to all buying agencies authorized to use this
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 8 OF 9
ATTACHMENT F
contract, see Request for Bid document, Item 5.3. The contractor may optionally extend
pricing to Community Partners, see Request for Bid document, Item 6.0.
NOTE: Bidders that specify a minimum price (either in dollars or number of words) per
work order may be disqualified.
18. METHOD OF BID
To be considered for an award on Section A – Written Foreign-Language Translation
Services, bidder must submit the completed Attachment I including pricing for each core
language they wish to be considered. Additionally bidder must list all other non-core
languages bidder is capable of providing on Attachment I with a single set of prices for all
non-core languages. Failure to enter any non-core languages on Attachment I may
disqualify you from being able to provide those languages under this contract.
Attachment I must be submitted electronically in Excel format. See Request for Bid
document, Item 10 – Bid Response Requirements for instructions.
19. METHOD OF AWARD
All bidders meeting the general Bidder/Contractor Qualifications in the Request for Bid
document and the specific Bidder/Contractor Qualifications for Written Translation in this
attachment, Item 4, will receive an award to this section. The result will be a qualified list of
contractors for Written Foreign-Language and Braille Translation Services. Award to a
qualified list is not a guarantee that work will be assigned to any contractor.
NOTE: Bidders that specify a minimum price (either in dollars or number of words) per
work order may be disqualified.
20. INVOICING
In addition to the invoice requirements in the Request for Bid document, Item 18, invoices
for written translation services must additionally itemize:
 The document title
 Language(s)
 The number of English words
 The price per word
 Form or Publication number of the translated document (if provided)
 If Layout was authorized, the number of hours and hourly rate being billed
21. PERFORMANCE REQUIREMENTS
All translated documents are expected to be free from any errors. Translated documents
found to contain errors will be returned to the contractor for correction at the contractor’s
expense. The buying agency has the right to pay for that translation at the delivery rate
applicable to when the final corrected document is received. For example, if the buying
agency orders translation due in 5 business days, which is delivered in 5 business days, but
found to contain error(s) and returned to the contractor, who corrects it and returns it at 7
business days, the agency may only be charged for the 15 business day rate. If the buying
WISCONSIN DEPARTMENT OF
CHILDREN AND FAMILIES
SECTION A – WRITTEN FOREIGN-LANGUAGE
AND BRAILLE TRANSLATION
BID # CFD00407
PAGE 9 OF 9
ATTACHMENT F
agency has already paid for the services before the error is discovered, they may request a
refund or credit for the difference in delivery rates. Such credit or refund must be issued
within 10 business days of request.
If the buying agency has had the translated document printed, by a commercial printer,
prior to discovery of the error, the contractor shall be responsible to reimburse the buying
agency for the cost of the printing, in addition to delivery rate damages.
The following is a list of unacceptable performance and may be grounds for removal from
the qualified contractor list for this section:
 Contractors shown to have provided a document with errors or omissions to any
buying agency, 4 or more violations within a 6 month period
 Contractors that fail to meet the delivery requirement agreed to when they
accepted the assignment 4 times within a 6 month period
 Contractors that are reported to have billed to an incorrect billing address 6 times
within a 6 month period
 Failure to keep contact information up to date with the contract administrator may
result in removal from the qualified list until such time as the contractor provides
accurate contact information.