Attachment 2 - Translation SOW 2022.pdf

Statement of Work Translation Services

Federal Aviation Administration

Flight Standards Service Civil Aviation Registry, AFB-700

July 8, 2023 – July 7, 2028

1. TRANSLATION SERVICE

1.1. Vendor will translate submitted foreign language documents into English. Document content will consist of confirmations of airmen identity and ratings, notice of aircraft registration cancelation or non-issue, and related follow-up communications.

1.2. Historically, a significant majority of needed translations are from Spanish into English.

While translations from Spanish are the predominant requirement of the work, the translated languages will vary depending on international political and economic events.

The FAA cannot provide reliable guidance regarding the translation language mix or quantity for the coming year. To allow for simpler pricing structure for translations, a system of 3 language group tiers (see chart) has been established with the rate being the same for each language in a tier. Frequently-submitted languages (Spanish), for which one would expect availability of more resources to accomplish the work, will be in Tier 1 with languages less often submitted in Tier 2 and rarely submitted languages in Tier 3.

1.3. Vendor must be able provide translation services for all languages listed on the Tier specification chart below.

1.4. The Contracting Officer’s Representative (COR), identified by the Contracting Officer (CO) within the contents of the contract/order document, will be the vendor’s primary point-of-contact for questions regarding vendor responsibilities for the order associated with this Statement of Work. The CO may also, and sometimes should, be contacted regarding any questions regarding the order.

2. SUBMITTAL

2.1. The Civil Aviation Registry (Registry), comprised of Aircraft Registration (AR) and

Airmen Certification (AA) functions, will submit e-mail transmissions of translation material(s) during Federal workdays between the hours of 6:00 a.m. and 6:00 p.m. central time. Each email submittal of foreign language document(s) requiring translation will be sent by the Registry with a read receipt.

2.2. Each submittal will have a unique ID as the email subject, such as “Registry Call Order

2020-25” (contract initiation year and sequence number). Attached to each submitted email will be one or more documents requiring translation into English.

2.3. Each document requiring translation will be a separate attachment to the call order email and will have a unique file name, such as: “AA-20-001” or “AR-20-002” – “AA” for Airmen Certification documents and “AR” for Aircraft Registration documents.

3. DELIVERY

3.1. No later than 6:00 p.m. central time on the third Federal workday following submittal of the call order, the vendor must deliver, via reply email, the resulting translations for each document for a call order with the email subject line citing the call order ID.

3.2. The government reserves the right to request high priority items be translated within a 24 hour turnaround time. The vendor must deliver the “Rush Items”, via reply email, the resulting translations for each rush document within 24 hours.

3.3. Each translation document must be delivered via reply email as a separate file (but with the entire call number group being delivered together) using the same file name as the source document, but with a “-T” added at the end. (i.e., the filename of the translation for AR- 20-125 will be named “AR-20-125-T”.) The header of the returned document should display: 1) the transmittal/call order number; 2) the document file name, and; 3) the word count for the document. The Contracting Officer’s Representative (COR) identified by the Contracting Officer (CO) within the contents of the order document will provide to the vendor the email distribution for returned documents.

3.4. Translated files, when returned to the FAA, must be identified in the email subject line using their initial call order number.

3.5. Disputed/incorrect translations will be questioned via email by/from the Registry point-of-contact (POC) for the appropriate type of translation (AA or AR) or the COR. The identified issues must be rectified and the corrected document returned to the Registry within 2 Federal business days

4. FORMAT AND ATTESTMENT

4.1. Both submitted and delivered documents must be in ‘pdf’ format with the filename including that in the filename extension.

4.2. A large majority of “AA” translations will be from forms received by the Registry from

Colombia and Argentina. Because of a need to have the resulting translated documents for those forms resemble those originals as closely as possible (and to help control costs), the Registry will provide, for vendor use, Microsoft Word templates of those two forms, with static information headers and labels in place which will require translation of only the pertinent unique information from the original document. The FAA-provided template form for Colombia will contain spaces (Microsoft Word table rows) for up to 35 airmen.

The vendor will delete any unneeded table rows prior to generating the final PDF document to be returned. If document/form space (table rows) are required, the vendor may either copy and insert the needed rows (maintaining item numbering integrity) or request a revised copy of the template from the COR.

4.3. Translations will be typed, with the body of the message in font style and size as easily readable as this Statement of Work. The document must resemble the original document format as much as possible and/or necessary.

4.4. Each page of a translation must be identified with a header containing the call number, file name, number of words, and page number of total pages, for example; “Call No. 2020-7, File AR-20-32-T, 147 words, Pg. 1 of 1.”

4.5. At the end of each translation document, the contractor will include a statement, signed by the translator, attesting that the translation is accurate and complete. The translator signature must be accompanied by the typed name of the translator.

5. INVOICING

5.1. For the duration of the order, the vendor will submit monthly invoices to the FAA accounting and other offices and individuals in accordance with the instructions and specifications of the government-issued order.

5.2. Monthly invoices must identify the file names of the documents translated and delivered to the FAA in the previous month, identifying the appropriate translation language, tier, word count and cost for each translated document for the month being invoiced grouped and sorted first by call number (see 2.2 above) then by filename (see 2.3 above).

5.3. Upon receipt of the invoice, the COR will review the invoice and reconcile with the FAA’s internal tracking system. The COR will notify the vendor’s invoicing point-of-contact (POC) regarding any discrepancies found and request a revised invoice if needed. Upon invoice accuracy confirmation, the COR will process the invoice through the FAA accounting system resulting in payment to the vendor.

6. PRICING

6.1. Based on an agreed-to per-word pricing structure chart similar to the one below (indicating an expectation that Tier 1 has the lowest rate and Tier 3 the highest), the vendor will devise its contract cost schedule and will invoice the government monthly in accordance with that schedule for the duration of the contract. The rush items will be processed with per word pricing plus a “Rush Fee” per document.

Tier/Language Identification for Translation of Foreign Language Documents into English.