Virtual Meetings

1. OBJECTIVE

The Department of Fisheries and Oceans (DFO), Fisheries and Harbour Management, has an operational requirement to secure technology and translation services to facilitate virtual meetings with external participants.

2. BACKGROUND

Virtual meetings consist of participants at distance (virtual). Following the pandemic, the department has begun offering virtual meetings with external participants in order to accommodate all participants.

As the Gulf region is a bilingual region, we require our meetings to be made available in both official languages to participants, English and French.

3. SCOPE OF WORK

The contractor must provide virtual Audio-Visual support and a ZOOM license able to accommodate a minimum of 50 participants. The contractor must also provide technology to conduct simultaneous translation from English to French and from French to English. In addition, some stakeholders don't have access to internet connection, two telephone conference phone lines must be provided by the contractor. One line for each language.

The contractor must also provide virtual simultaneous translation for the meeting.

4. REQUIREMENTS

Fisheries and Harbour Management require a contractor to provide audio-visual services and simultaneous translation for various virtual meetings.

The department would provide the contractor with a date and time for an upcoming meeting. The contractor would then provide the ZOOM link and two telephone conference lines for the meeting (one for each language). The contractor must provide the simultaneous translation for the meeting. The meeting will be held by DFO in English or French and the contractor will provide the translators to conduct simultaneous translation during the meeting. Depending on the length of the meeting, one (1) to two (2) translators will be required. The contractor must also have a technical or IT person on call in the event of technical issues. The contractor must provide a recording of the meeting within 48 hours of its conclusion.