Attachment A Task Order SOW.docx

Statement of Work

A. Background. The U.S. Department of Education, Federal Student Aid (FSA) provides more than $150 billion in federal student aid to 14 million postsecondary students and their families. To support awareness of the availability of this aid, FSA provides materials and information, such as publications, forms, Web sites, and audio/video files to the general public, students, parents/families, counselors/mentors/influencers, and postsecondary schools. These materials are translated into Spanish when appropriate and based on customer needs. Materials are typically translated for Spanish-speaking parents of U.S. high school students.

B. Scope. The Contractor shall perform required translation following Government approved processes and guidelines (see Appendix A for an overview of the translation process). More specifically, translation activities shall include the following types of services.

1. Provide Spanish translation of written, electronic, and multimedia materials such as publications, forms, brochures, fact sheets, Web site pages, and audio files.

· The Contractor shall provide written conversions of source text into target text written in Spanish with the meaning and intent of the original source text.

· The Contractor shall provide quality translations that are accurate, clear, and culturally and politically sensitive to the social environment of the target reader/audience.

· The Contractor shall conduct an internal quality control review of translated text.

· The Contractor shall deliver the translated text in a Word document that follows the format of the source text document.

2. Provide quality control review of translated text.

· The Contractor shall review translated text to ensure correct translation. The Contractor shall correct errors in spelling, grammar, editorial style and consistency, format, word and pronoun usage, and parallelism; point out (query) inconsistencies; and participate in discussions with FSA regarding corrections and queries.

· The Contractor shall deliver the translated text document (in Microsoft Word) with quality control changes/comments inserted using track changes.

3. Proofread translated text in the final product format.

· The Contractor shall compare the designed/laid-out material (e.g. designed brochure) to the translated text and correct deviations, spelling and typographical errors; point out (query) inconsistencies; and participate in discussions with designer and/or FSA regarding corrections and queries.

4. Ad hoc translation support. Listen to and view recording of public service announcement in Spanish to ensure the narration is accurate, clear, and culturally and politically sensitive to the social environment of the target audience.

5. Participate in reviews and updates of the English-Spanish Glossary of Student Financial Aid and Postsecondary Education. The 2008 version of the Glossary is available at http://www.tgslc.org/spanish/glossary/download.cfm.

6. Provide project management support including a Weekly Status Report, Monthly Progress Report, and any other ad hoc or requested reports.

C. Deliverables. All deliverables will conform to the stated requirements as defined in the Translation Support Request Form (see Appendix B).

The following table provides expected turnaround timeframes for deliverables. The days are business days (i.e., Monday through Friday excluding federal holidays).

Rush jobs may arise occasionally. Rush jobs are projects that need to be completed in a timeframe that is shorter than the above table. The timeframe for rush jobs will be determined on a project-by-project basis.

D. Constraints.

1. All translations under B1, quality control reviews under B2, proofreading comments under B3, and ad hoc translations under B4 will be reviewed by a Federal Student Aid internal reviewer. Refer to Appendix A for an overview of the translation review process.

2. The Contractor shall follow the latest version of the English-Spanish Glossary of Student Financial Aid and Postsecondary Education, and the Federal Student Aid Writing Style Guide provided by FSA.

3. With the exception of a possible occasional meeting, translation work shall be performed offsite.

Appendix A Translation Process Translation Contractor Translates source text Quality Control Review Contractor Reviews translation FSA Reviewer Reviews translation and corrections with Quality Control and Translation Contractors FSA Business Owner Completes request form FSA Translation Team Reviews request f orm and provides to contractors for response FSA Business Owner Reviews and approves estimate Approval of Translation Project Translation Contractor Provides cost and schedule estimate Quality Control Review Contractor Provides cost and schedule estimate FSA Translation Team Reviews and approves estimate Translation of Source Text FSA Translation Team Provides translation to quality control FSA Translation Team and Business Owner Receives final translated text FSA Business Owner Provides designed pub Translation Contractor Reviews pub translation FSA Reviewer Reviews pub comments with Translation Contractor Proofreading of Laid Out (Designed) Spanish Publication FSA Translation Team Provides pub to original translation contractor FSA Translation Team and Business Owner Receives pub comments

Appendix B Translation Support Request Form

Section A: Business Owner Complete

1. Publication or Document Title:

2. Publication or Document Purpose:

3. Target Audience:

4. Point of Contact:

a. Name:

b. Phone:

c. E-mail:

5. Text Length:

a. Words

b. Pages

6. Select Required Support:

· Translation and Quality Control All translation is reviewed by a separate independent quality control reviewer; Web site translations are not quality control reviewed unless requested

· Proofreading If the text is going to be laid out into a designed publication or document, then proofreading is required to ensure translated text has been incorporated correctly

· Ad Hoc Translation Support For unusual support requests, such as listening to audio recordings

7. Translation Will Be Delivered in Word Document Unless Otherwise Specified:

Other Format:

8. ED OCO Review: All printed publications must be reviewed by ED’s Office of Communications and Outreach.

a. Does this document require ED OCO review?

b. If yes, has the review been completed?

9. Delivery Timeframe: The timeframe for turning around translations can take up to 3 weeks for translation, quality control review, and internal review and can take up to 1 week for proofreading. The timeframes can vary depending on the size and complexity of the project. Do you need translation completed by a specific date? no; yes. If yes, provide date _______ . Note: Projects with short turnaround timeframes will be classified as rush jobs and the cost will be higher.

10. Additional Information:

Note: Please attach the source text/document.

Section B: Translation Contractor Completes

1. Timeframe for Completion:

a. Translation is XX days

b. Proofreading is XX days.

2. Price:

GRAND TOTAL

3. Additional Information:

Section C: Quality Control Contractor Completes

4. Timeframe for Completion:

a. Quality Control is XX days

5. Price:

GRAND TOTAL

6. Additional Information:

Section D: Translation COR Completes

1. Timeframe for Completion:

a. Translation, Quality Control, and Internal Review

i. Translation is ___ days

ii. Quality Control is ___ days

iii. Internal Review is ___ days

iv. Total Estimate is ___ days

b. Proofreading

i. Proofreading is ___ days

ii. Internal Review is ___ days

iii. Total Estimate is ___ days

2. Price:

GRAND TOTAL

3. Additional Information:

4. Contracting Officer Approval:

· Proceed

· Do Not Proceed

5. Assigned Translator:

6. Assigned Federal Student Aid Reviewer:

7. Translation COR Signature and Date: