Specifications include, but are not limited to: Lot 1 – Translation of Documents Translators used by the supplier(s) for document translation shall be thoroughly knowledgeable about the US domestic culture. Using Agencies requesting written translation services may include the following instructions to include but not limited to: The educational level of the target audience which may need the translation reduced to very simple, easily understood terms. Whether the document will be used for academic or professional purposes which typically require the utmost precision in terms of wording, punctuation, etc. Whether any particular abbreviations, terms, slang, etc. should be included or avoided. Format: Using Agencies will submit documents for translation in a legible format such as hard copy, electronic copy, camera-ready copy, masters, etc. and will specify, at the time services are requested, the format in which the translated document must be produced. The translator will produce the translated documents in the manner specified by the Using Agency. Should the agency provide an uneditable document for translation, there may be an additional charge from the awarded supplier. Special Formatting: The translator will provide special formatting of certain translated documents at the request of the Using Agency. Confidentiality: The Using Agency may request translation of documents of a confidential nature. The selected supplier must maintain the confidentiality of Commonwealth documents. Delivery: The selected supplier shall deliver the translated documents in the method and timeframe specified in the purchase order issued by the Using Agency or a request using a p-card. The Commonwealth anticipates most delivery requirements to be electronic. No additional cost can be charged for utilizing the U.S. Postal Service or for hand-carried deliveries. Medical Translation of Documents: The Commonwealth’s requirements for translation services include medical documents. These translators must have a thorough knowledge of medical terminology in both target and source languages, be familiar with medical procedures and be sensitive to issues such as the patients’ autonomy, cultural difference and the medical personnel’s need for accurate information. Legal Translation of Documents: The Commonwealth requirements for translation services include legal documents. These translators must have knowledge of legal terminology in both targeted and source languages and be familiar with the Rules of Procedure of the Commonwealth of Pennsylvania, Federal Rules of Procedures, Rules of Civil Procedures, Rules of Criminal Procedures, and Federal Rules of Evidence for both the courtroom and sworn deposition statements. Further, translators much be familiar with legal terminology and procedures related to Family Law, Civil Law, Probate Law, and Criminal Law. Discrepancies: If an original translation is found to be erroneous and the original translator cannot adequately dispute the findings of the authenticator, the supplier will assume 100% of the financial liability for the correction of the detected errors. Proofing/Editing: The selected supplier will provide written justification for all edits and changes suggested to the requesting/using agency. Basic grammar and punctuation corrections are allowed without justification, but changes on word choice and adjustments to major blacks of text or content must be accompanied by the translator’s rationale. It may be necessary offer explanations based on the intended audience, original source text or even the regional nature of a specific language dialect. Ownership of Work: The selected supplier will have no proprietary interest in forms, publications, or other translated documents. Non-English documents translations are the sole property of the Commonwealth of Pennsylvania. Lot 2 - Translation Authentication of Documents At the request of the using agency, the supplier will provide authentication of documents translated by another supplier. The purpose of this authentication is to ensure that proper translation has been communicated. Authentication work will not be done by the same company that did the original document translation. If errors are found in the document that is authenticated, the agency shall forward the invoice of the authenticator to the supplier who performed the original translation. If no errors are found, the agency shall pay for the authentication services. In the event the two (2) suppliers cannot agree on the error(s) made, the authenticating supplier shall contact the Department of General Services for resolution. Should the agency provide an uneditable document for translation, there may be an additional charge from the awarded supplier. Lot 3 - Desktop Publishing At the request of the Agency as an additional service to the translation of document(s), the supplier will provide Desktop Publishing (DTP) services. The services are required under the following conditions: Word and Excel documents that have non-standard paragraphs, bulleting, numbering, charts, tables, graphs, TOC, etc. Files in graphic design formats (e.g. InDesign, Illustrator, QuarkXPress, etc.) Non-editable documents that require formatting or re-creation (e.g. PDF, .tif, scans, faxes and handwritten documents) Two-column document deliverables sourced as PDFs or with complex formatting (e.g. tables, charts, images with text) Fillable documents (where the end consumer can type text directly onto the document in designated fields) Should the agency provide an uneditable document for translation, there may be an additional charge from the awarded supplier.
