Transcription Services

The Vendor is required to provide transcription services on an ‘as and when’ required basis.
- Tasks
•    Must ensure that the information stored on the electronic file copy is identical to the transcript format (section number) and is provided in an electronic format, as described in the deliverables (section number); 
•    Information delivered to the agency must be protected in accordance with the security clauses provided in the contract identified in the resulting contract clauses; 
•    The format described in section 7 “transcription format” must be adhered to in its entirety by the offeror for agency to accept the final version of the transcription within the quality standards section. 
•    The offeror must offer services in both official languages (French and English) to be specified in the request for transcription by the project authority or authorized individual; 
•    The offeror must ensure that all transcriptions are reviewed for quality and accuracy before being returned to agency. 
•    For all transcription requests, the offeror must send electronic confirmation as soon as possible, i.e., within two (2) business hours of receipt of the couriered package containing the encrypted USB. 
•    Upon request from the project authority, the offeror holder must provide electronic status update(s) of the transcription request(s) via email within two (2) business hours of the request or as requested by the project authority. 
•    The offeror must provide electronic status updates when the status of the order changes. 
•    Electronic status updates must be provided within two (2) business hours of the change occurring. 
•    In the event that any issue arises during the processing of the work which requires clarification or direction from the project authority, the offeror shall promptly notify the pa in writing. 
•    Should the offeror become aware of any potential delays that may affect the agreed delivery schedule, the offeror shall immediately inform the pa to allow for validation of the revised timeframe and make any necessary adjustments to the projects timeline.
- Transcript format
•    The offeror must type the transcript on white bond paper, 21.5 cm (8.5 inches) x 27.8 cm (11 inches);
•    Single spaced – exceptions: between question (q) and answer (a) which is double spaced;
•    New paragraphs or new speakers must be indented fifteen (15) spaces;
•    Optimization to be set at 100%;
•    Font to be used Arial - 12 point;
•    Margins to be used are:
o    Top 1”;
o    Left 1.5”;
o    Bottom 1”;
o    Right 1”.
•    Names interviewee called to testify must be indicated at the beginning of the transcript;
•    The date, commencement and completion times for interviews must be indicated on all transcripts; 
•    Have a page header identifying the file number assigned by the project authority, the name of the interviewee and the date of the interview; 
•    Have a footer identifying the page number and the total number of pages; 
•    The commencement of each new line with a different speaker must have the speaker identified (i.e. IEO smith); 
•    The offeror must ensure that the final page of the transcript includes a signed signature block identifying the transcriber of the interview.