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.