ECJM-RFP-2024-3387 - ASL-LSQ Translation and Production Services

Amendment 1 - 2025.02.21

The information contained in this notice is a brief description of the requirement and is for information purposes only. Bidders must refer to the complete RFP document for a full description of the requirement and the full bid instructions.

BACKGROUND
The Chief Electoral Officer of Canada (CEOC), an agent of Parliament, exercises general direction and supervision over the conduct of elections and referendums at the federal level. The CEOC heads the Office of the Chief Electoral Officer, commonly known as Elections Canada (EC).

EC requires the services of a contractor to produce and deliver sign language translation and production services, including the American Sign Language (ASL) and the Langue des signes québécoises (LSQ), to support the production of accessible videos, communications products, and relevant documentations. These videos and products will be shared digitally and possibly in other formats to Canadians, Elections Canada’s stakeholders and partners, as well as global audiences. These services will be factored into the agency’s accessibility planning, and measured accordingly.

REQUIREMENT
To provide high quality and timely ASL-LSQ translation and production services for a variety of communications products including videos and documentation.

The Contractor must be able to provide the necessary resources to effectively execute requirements for ASL-LSQ translation and production services:
a) Project management
b) ASL-LSQ Interpreter
c) ASL-LSQ Deaf Sign Language Expert
d) ASL-LSQ translator and writer
e) Videographer
f) Video Director
g) Video Editor/Designer

Production and post-production services must include:
a) Revision and translation in ASL-LSQ
b) Casting and talent management
c) Studio, filming, and locations
d) Background options
e) Integration of on-screen text, if required
f) Script Transcription in ASL-LSQ versions
g) Captions integrated and aligned according to time codes
h) SRT files or original content, and if required, in ASL-LSQ text translation

INCUMBENT
The work is currently being performed by Asign Inc. under contract 05005-2022-1401 (value $39,953.81).

SECURITY
There is no security requirement applicable to this procurement.

PERIOD OF THE CONTRACT
The Contract period will be from the Effective Date of the Contract until March 31, 2026 (the “Initial Term”).

The Contractor will grant to Elections Canada irrevocable options to extend the period of the Contract by 4 additional periods of 12 months each under the same terms and conditions.

SUBMISSION OF PROPOSALS
This RFP allows bidders to use the Connect service provided by Canada Post Corporation to transmit their proposals electronically. For further information, bidders must refer to Part 2 – Bidder Instructions, and Part 3 – Proposal Preparation Instructions of the RFP document.

Proposals are to be addressed to the attention of the Contracting Authority and delivered, sealed, to the Proposal Receiving Unit on or before the bid closing date and time indicated on the front page of the RFP.

For sending packages by courier or for dropping off, please note that the Proposal Receiving Unit at the Business Centre is open Mondays to Fridays from 8:00 to 12:00 and from 13:00 to 16:00 (Gatineau, Quebec time).

Bids sent via email or facsimile will not be accepted.

Documents may be submitted in either official language of Canada.

Elections Canada retains the right to negotiate with suppliers on any procurement.

SELECTION METHODOLOGY
Competitive Procurement Strategy: Highest combined rating of technical merit and price

ENQUIRIES
All enquiries and other communication with Elections Canada personnel are to be directed ONLY to the Contracting Authority. The Contracting Authority will be the bidder’s primary contact. Bidders who contact anyone other than the Contracting Authority may be disqualified.

All enquiries must be submitted in writing to proposal@elections.ca no later than the deadline indicated in the RFP. Enquiries received after that time may not be answered.

Interested parties wishing to obtain the solicitation documents for this RFP must do so through: https://canadabuys.canada.ca/en/tender-opportunities. The documents downloaded through this site take precedence over any copies that may also be made available.

Further information about Elections Canada may be obtained at elections.ca.

DEBRIEFINGS
Once the successful bidder has been announced, bidders may request a debriefing on the results of the RFP process. Bidders should make the request to the Contracting Authority as per the terms of the RFP. The debriefing may be in writing, by telephone or in person.