RFQ_Amendment_000003,_NIHES201800013,_Language_Translation_Scientific_Services.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICAITON NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicble)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICIATION NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a)By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPIRATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc. ) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION ( Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

NIHES201800013 - EHP Language Translation Scientific Services

000003

.No. Reference Page # Questions Answers

ARTICLE B.1. BRIEF

DESCRIPTION OF

SUPPLIES OR

SERVICES

It is mentioned that the contractor shall provide translators who are specifically trained and technically capable of accurately translating content that is scientific and highly technical in nature. Does NIEHS expect not only regular translators that can just translate content into various languages but also with subject matter expertise in scientific and technical content?

Please confirm.

It is unclear what the is meant when referring to a "regular" translator. The government has requested translation services for scientific and technical materials. Potential Quoters should ensure that their selected translators have the necessary experience to accurately and correctly translate this material. The specific subject matter expertise of each translator may vary based on their background, training, experience, etc.

ARTICLE B.1. BRIEF

DESCRIPTION OF

SUPPLIES OR

SERVICES

It is mentioned that prior to final delivery of the content to the public, EHP’s International

Program Manager will have the opportunity to review all translated content for accuracy.

What will be the no. of rounds of review anticipated before the final posting of the articles to public?

This will vary based on the quality of the translation, length of the article, quality of the implemented corrections, etc. Therefore, no ceiling has been put on the number of rounds this review might entail. Ideally, no more than one round would be needed.

ARTICLE B.1. BRIEF

DESCRIPTION OF

SUPPLIES OR

SERVICES

It is mentioned that the anticipated volume will be 100-120 articles per year on the first two years. It was also mentioned that at least 50% will be in short-form (approximately 800 words). For the regular articles, may we know the average page count of this type of articles for resource planning? Can we consider the article for sample creation a regular type of article, which consists of approx. 4,800 words?

This was previously answered. The size will vary, likely between

2000-3500 words.

ARTICLE B.1. BRIEF

DESCRIPTION OF

SUPPLIES OR

SERVICES

We understand that there will be approx. 100–120 articles per year in the first two years and will increase to approx. 150–200 articles per year in years 3 to 5. Will these articles be distributed evenly every month?

No, an even distribution is not expected. Potential Quoters must be able to handle variable workloads.

ARTICLE B.1. BRIEF

DESCRIPTION OF

SUPPLIES OR

SERVICES

For the year 3 onwards where languages are expanded, we assume that the articles for translation need not be translated to all the languages, meaning, the translation of the

English article to another language will be dependent on the task orders placed by NIEHS.

For example, there will be articles that will be translated to simplified Chinese and

Portuguese only (again, based on the task order). Please confirm.

This is correct; articles will be translated into select languages only, and not all languages.

ATTACHMENT I –

STATEMENT OF

WORK

Section 4.1.1

It is mentioned in bullet 1 that "The contractor shall translate electronic format English article files, including article XML, graphics, and PDF (for reference) into specified scientific language. The contractor shall receive and confirm receipt of delivered files from

EHP:" Kindly confirm that the deliverables we have to submit to NIEHS for the translated content are 1.) the XML file (with the English and the translated language content specified), 2.) the graphic files (with the translated language content), and 3.) the typesetted

PDF file (with the translated content and layouted according to the EHP style guide. Or instead of the PDF file, we have to submit the styled MS Word or RTF file complying to the EHP style guide and 508 specs. Please advise.

Per the solicitation, "The contractor shall ensure that they deliver all final publication files (including but not limited to XML, figures, and lists of queries) to EHP or one of its contractors."

Word, RTF, and PDF files are not specifically mentioned as part of the deliverable package.

ATTACHMENT I –

STATEMENT OF

In tagging the translated content in XML format, will the tagged XML output file contain only one translated language per file, meaning XML output file will contain the original

The deliverable XML file should contain only one language, which is the language specified in the Task Order. If multiple languages

WORK

Section 4.1.1

English content + the translated content in either Simplified Chinese or Spanish only and will not contain both or multiple translated language content? Please confirm.

are specified for the same manuscript, multiple XML files should be delivered.

ATTACHMENT I –

STATEMENT OF

WORK

Section 4.1.1

The EHP Style Guide was mentioned, is it possible to request this style guide at this early?

A lot of our queries may be answered if this will be provided.

The style guide will be provided to the winning bidder; it is not being distributed as part of the solicitation. As previously answered, style should carry over from the English version of the paper.

ATTACHMENT I –

STATEMENT OF

WORK

Section 4.1.1

It is mentioned in bullet 15 that "The contractor shall ensure that if ftp delivery is being used, an electronic “reverse feed” shall be supplied to EHP’s tracking system (in XML format via ftp) when translation of a paper is complete. This feed shall not only confirm the end date of the work, but shall include any relevant metadata updates as directed by

EHP." We assumed that the reverse feed mentioned here is some sort of a manifest file containing the details of the translated content along with the metadata information. Please confirm. If this will be in XML format, is there a DTD or an available template that we could use for this purpose?

This is an XML feed consisting of metadata. Samples, templates, and instructions will be provided to the winning bidder.

ATTACHMENT I –

STATEMENT OF

WORK

Section 4.2 - Publisher

Portal

First and Second bullets - please clarify the kind of access that NIEHS is requiring in the portal. We assumed that NIEHS will have access to track, flag, monitor the progress and generate reports of the articles for processing. Our process enables uploading and downloading of the files to be done separately on a secured FTP site. Please confirm.

This is correct, EHP has no expectation to interact in the workflow via the portal. This is for monitoring and reports only.

ATTACHMENT I –

STATEMENT OF

WORK

Section 4.2 - Publisher

Portal

Based on the security requirements of NIEHS, our plan is to host the portal internally from our server and we will provide Citrix Client to NIEHS in order to access our portal. Please confirm if this is acceptable.

EHP may not be able to access a portal that requires software to be installed on its machines. All software must be certified by NIEHS

IT prior to installation. The contractor should include details of this in their proposal and system security plan.

ATTACHMENT I –

STATEMENT OF

WORK

Section 4.2 - Publisher

Portal

We assumed that the Publisher Portal will be used solely by EHP (i.e. staff, management, etc.) and will not be shared to any other parties (i.e. authors, publishers, etc.) outside of this contract or project.

The portal may be accessed by EHP or its contractors in performance of their duties for EHP. It will not be accessed by authors.

ATTACHMENT I –

STATEMENT OF

WORK

Section 4.2 - Publisher

Portal

Please advise how many number of users (estimate) who will be using the portal from EHP. This will vary depending on need, but 3-5 concurrent users is a rough estimate.

ATTACHMENT I –

STATEMENT OF

WORK

We assumed that the final deliverables are as follows: a) updated XML file with the translated content; b) images used in the XML files; and c) PDF file of the translated content (e.g. Chinese, Spanish, etc.). For the PDF file deliverable, we assumed that the

EHP style guide will be used for the layout/styling. Please confirm.

Per the solicitation, no typesetting or layout services are being requested. The question regarding deliverables has already been answered in this document.

Section 4.3 -

Deliverables

ATTACHMENT II

DELIVERABLE

SCHEDULE

It is mentioned that "Deliver XML and associated files to International Editor and CORs, or

EHP contractors, as specified (via email or ftp feed; see SOW for details). Manuscript must be provided in language specified, and tagged according to the DTD specified in the file and EHP’s tagging guidelines. Should include separate lists of queries, as appropriate."

when it says manuscript, do we also have to deliver the translated content in styled MS

Word file according to the EHP style guide and 508 compliant?

As already indicated, there is no requirement for Word files in the deliverables.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

Are the translated content be placed right after the text translated, e.g. for the translated title tagged as below in the English version, is the translated Simplified Chinese title be placed right after this tag?

ENGLISH:

<title-group>

<article-title>Catch of the Decade: Changes in U.S. Seafood Consumption and MeHg

Intake over Time</article-title>

</title-group>

ENGLISH + CHINESE:

<title-group>

<article-title>Catch of the Decade: Changes in U.S. Seafood Consumption and MeHg

Intake over Time</article-title>

<article-title xml:lang=”zh-Hans”>Translated title in Chinese</article-title>

</title-group>

The current solicitation requests only one language per XML file.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

We assumed that only the main text of the article will be enclosed/grouped into a single

<sec> element to mean that other content such as front matter to include the metadata information and back matter to include references need not be tagged within the <sec> element. We just need to include xml:lang attributes into the tags of the translated content.

Please confirm.

<body>

<sec id=”s1”>

<p>Catch of the Decade: Changes in U.S. Seafood Consumption and MeHg Intake over

Time</p>

</sec>

<sec id=”” xml:lang=”zh-Hans”>

<p>Translated title in Chinese. </p>

</sec>

The current solicitation requests only one language per XML file.

As such, no special tagging requirements, beyond specifying the language, are needed.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

For the translated content, how do we handle the id attribute values? For example, if section 1 of the English content has a value of id=”s1”, will the Chinese translated content have a different id value from the English content? If yes, do we have guidelines in identifying id value for the translated content? Or will value of the IDs be populated programmatically by the system of NIEHS? Please advise.

The current solicitation requests only one language per XML file.

As such, no special tagging requirements, beyond specifying the language, are needed.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

For MathML, we are assuming that the MathML tagging created for any of the equations in the English content will be the same for the equation that will be used in the translated language. This means that the MathML created/converted in the English content will simply be populated and be used for the other languages like Chinese, Portuguese, etc.

Please confirm.

This is likely true, but per the solicitation, Potential Quoters are required to confirm that the MathML provided in their deliverable is valid.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

For the XML tagging, we’re also assuming that the same tagging will be used for both the

English and the translated content, except for the additional attributes that will be added for the translated content. Please confirm.

This is also likely true, but again, Potential Quoters are required to confirm that the XML provided in their deliverable is valid.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

For the attribute values, we are also assuming that the attribute values used in the XML file of the English language will be the same in the Chinese version or other language.

Meaning, since the DTD was written in the English language, then the tagging will be maintained/retained in English. Please confirm.

This is also likely true, but again, Potential Quoters are required to confirm that the XML provided in their deliverable is valid.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

Do we need to translate all the English content into the Simplified Chinese or other languages including the metadata information (i.e. journal and article information) of the

XML English version file? Or do we have to translate only the article content from the title, author, body, to back matter content (i.e. metadata info not included)? (We noticed that there are metadata information present in the XML file that are not present in the PDF file for translation. Examples of these are the values present in the <publisher-name> and

<journal-title> elements.

As previously answered, only "text" is subject to translation.

Instructions for dealing with metadata will be provided to the awardee.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

In addition to the above question, do we need to translate all the components of the bibliographic references including author names (or name of persons), year (or any numbers), acronymns, etc.? Or there are components that we don't have to translate in other language? Please advise.

As previously answered, references do not need to be translated.

ATTACHMENT V –

SAMPLE TASK

ORDER STATEMENT

OF WORK

Can we request for a sample XML output with the translated content? It would also help a lot if the PDF source file will be given as well. (This should give us a better understanding on the integration of the translated content in the XML file of the English version.

Samples are not available. As this is a new requirement, we have no prior examples to provide.

GENERAL RFQ

SECTION J –

ATTACHMENT IDIQ

GENERAL SOW

We were looking at the answer provided recently in relation to: Per Attachment I, “…. at least 50% are expected to be short-form (approximately 800 words) per year during year one (1) and year two (2). The output is expected to increase in year three (3) to between

150–200 articles per year.” The size will vary, likely between 2000-3500 words. Our question is, do you have any indication on what the average word count would be per page?

We ask as when a project is costed per page, we often have some insight into what the word count per page would be. Even a range would be helpful if at all possible.

“On average, EHP articles contain approximately 800-1000 words per page. This can vary significantly depending upon the size and number of figures, or special layouts such as lists, tables, etc.”

NIHES201800013 - Government's Responses to Industry Questions

National Institute of Environmental Health Sciences Research Triangle Park, NC 27709

National Institute of Environmental Health Sciences Research Triangle Park, NC 27709

The purpose of this Amendment is to provide the Government's responses to additional Industry questions. See pages 2 - 6 of the Amendment. Note that the RFQ closing date remains Monday, September 10, 2018 at 10:00 AM ET.