Contracts for Language Services for Justice System

Contracts for Language Services for Justice System

This notice launches the competition for the provision of language services across the justice system. The services are being procured in 4 Lots.

United Kingdom-London: Interpretation services

2015/S 203-369044

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Ministry of Justice
UK
102 Petty France
For the attention of: Simon Cadby
SW1H 9AJ London
UNITED KINGDOM
Telephone: +44 2033340850
E-mail: language_services_@justice.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://www.gov.uk/government/organisations/ministry-of-justice.gov.uk

Address of the buyer profile: http://www.gov.uk/government/organisations/ministry-of-justice.gov.uk

Electronic access to information: https://legalaid.bravosolution.co.uk/web/login.shtml

Electronic submission of tenders and requests to participate: https://legalaid.bravosolution.co.uk/web/login.shtml

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

General public services
Public order and safety

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Legal Ombudsman for England and Wales
UNITED KINGDOM

HM Inspectorate of Prisons
Victory House, 6th Floor, 30-34 Kingsway
WC2B 6EX London
UNITED KINGDOM

HM Inspectorate of Probation
1st Floor, Manchester Civil Justice Centre, 1 Bridget Street West
M3 3FX Manchester
UNITED KINGDOM

Victims’ Commissioner
Victims’ Commissioner’s Office, 102 Petty France
SW1H 9AJ London
UNITED KINGDOM

Crown Prosecution Service
Rose Court, 2 Southwark Bridge
SE1 9HS London
UNITED KINGDOM

The National Archives
Kew
TW9 4DU Richmond
UNITED KINGDOM

Official Solicitor and Public Trustee
Victory House, 30-34 Kingsway
London
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Contracts for Language Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: UK.
NUTS code

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

This notice launches the competition for the provision of language services across the justice system. The services are being procured in 4 Lots. The required services are face to face, telephone and video interpreting services for spoken languages (Lot 1), translation and transcription services (Lot 2), non-spoken language services (Lot 3) and quality assurance of language services (Lot 4).
The services are required across the justice sector, including for all courts and tribunals in England and Wales and some tribunals in Scotland, as well as for other justice sector bodies.
The services are to be available to the Ministry of Justice, executive agencies and its arms length bodies, other public sector bodies and non-public sector bodies who provide services to the justice sector.
The bodies within the scope of this notice are:
— the Ministry of Justice;
— all executive agencies of the Ministry of Justice, whether or not in existence at the date of this notice, including but not limited to the National Offender Management Service, Her Majesty’s Courts and Tribunals Service, the Legal Aid Agency, the Criminal Injuries Compensation Authority and the Office of the Public Guardian;
— all non-departmental public bodies of the Ministry of Justice, whether or not in existence at the date of this notice, including but not limited to the Youth Justice Board, the Parole Board, the Judicial Appointments Commission, the Sentencing Council and Independent Monitoring Boards;
— all Police and Crime Commissioners and their forces;
— all law enforcement agencies and forces;
— other public sector bodies as set out in Annex A;
— non-public bodies operating in the justice sector.
One supplier will be appointed for each Lot and will be awarded a contract which will be entered into with the Secretary of State for Justice. The contracts will provide for the Secretary of State for Justice to act as commissioner of services for the bodies listed above.
Bidders may express an interest in all or some Lots. However, to ensure robustness of the quality assurance role for Lot 4, the successful supplier for Lot 4 cannot be the successful supplier for any of the other Lots. The procurement documents will set out the lot award rule that will be applied to give effect to this.
The anticipated term of the contracts will be 4 years with options to extend for two further periods of up to 1 year each and a further exceptional extension option for up to 1 further year which can be exercised irrespective of whether the other extension options have been exercised.
Further details of the services will be set out in the procurement documents.

II.1.6)Common procurement vocabulary (CPV)

79540000, 79530000, 72225000, 75230000, 75130000, 48000000, 72222300, 79600000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The anticipated quantity or scope is an estimate of the potential value of the contracts and in no way indicates an intention of the Authority to guarantee any level of expenditure. The minimum and maximum estimated values (set out below and the lot values set out in Annex B) are based on 2 scenarios: the minimum estimated value is based on the lowest anticipated uptake of the services over a 4 year term and the maximum estimated value is based on all anticipated bodies receiving services under the contracts over the maximum 7 year term.
Estimated value excluding VAT:
Range: between 100 000 000 and 350 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The contracts will include options to extend the initial 4 year term for 2 further periods of up to 1 year each and a further exceptional extension option for up to 1 further year which can be exercised irrespective of whether the other extension options have been exercised.
The contracts will also include options for services to be provided to other public and private sector bodies within the scope of this notice.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Face to face, telephone and video interpreting services for spoken languages

1)Short description

Face to face, telephone and video interpretation services, including providing for attendance of an appropriately qualified interpreter at a requested court, tribunal or other venues across England, Wales and Scotland whereby the meaning of what is said in one language is transferred in spoken form into a second language (simultaneously and consecutively).

2)Common procurement vocabulary (CPV)

79540000, 75230000, 75130000, 48000000, 72222300, 79600000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 90 000 000 and 320 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

in days: 84 (from the award of the contract)

5)Additional information about lots

Booking Management Portal:
— To facilitate the booking of an interpreter via a single point of contact;
— To provide access to bookings via a secure online web portal; and
— To provide a helpdesk facility for support and advice on requests.
Face to Face Interpretation:
— To provide for attendance of an appropriately qualified interpreter at requested court, tribunal or other venues across the United Kingdom for all languages as required;
— To ensure availability of interpreters to attend at short notice as required;
— To ensure that all interpreters will arrive at the location in good time for assignments; and
Telephone Interpretation:
— To provide telephone interpretation for all languages as may be required by any service user;
— To provide such telephone interpretation within the required timeframe;
Video Interpretation:
— To develop wider remote interpretation methods to provide interpretation via video links as requested.
General:
— To ensure that all complaints are handled professionally and efficiently.

Lot No: 2 Lot title: Translation and transcription services

1)Short description

Translation of written material and transcription of oral material as requested by court, tribunal or other venues across England, Wales and Scotland into a second language or an accessible format, such as large type.

2)Common procurement vocabulary (CPV)

79530000, 75230000, 75130000, 79600000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 3 000 000 and 9 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

in days: 84 (from the award of the contract)

5)Additional information about lots

— Translation of written material to be provided to all service users in the requested language and the requested format within the required timescales (which will vary by service user);
— Transcription of oral material to be provided to all service users in the requested language and the requested format within the required timescales (which will vary by service user); and
— To ensure that all complaints are handled professionally and efficiently.

Lot No: 3 Lot title: Non-spoken language services

1)Short description

Translation of non-spoken language services by an appropriately qualified non-spoken language interpreter who can aid communication with Deaf and Deafblind people and others requiring support to access English, in personal attendance or via an agreed technology, such as video link, as follows:
— British Sign Language (BSL) Interpreters;
— Foreign Sign Language Interpreters;
— Deaf Relay Interpreters;
— Deaf Expert Witness and other Deaf Forensic Services;
— Lipspeakers;
— Deafblind interpreters: Visual Frame, Hands On or Manual;
— Speech-to-text reporting;
— Electronic and manual note takers;
— Sign Supported English (SSE);
— Video Relay Interpreting Services;
— Conferencing interpreting;
— Consecutive or simultaneous interpreting;
— Cued Speech/Makaton.

2)Common procurement vocabulary (CPV)

79540000, 75230000, 75130000, 79600000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 5 000 000 and 15 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)

5)Additional information about lots

— To provide non-spoken language services (including British sign language, Lipspeak (English), Sign supported (English), Deafblind (all variants), and Palantypists) to all service users within the required timescales (which will vary by service user);
— To provide for attendance of an interpreter at requested court, tribunal or other venues across England, Wales and Scotland as required;
— To ensure availability of interpreters to attend at short notice as required;
— To ensure that all interpretaters will arrive at location in good time for assignments; and
— To ensure that all complaints are handled professionally and efficiently.

Lot No: 4 Lot title: Quality assurance of language services

1)Short description

Delivery of quality assurance services providing an independent assessment of skills, qualifications and experience of individuals delivering interpretation and translation services. Provision of an independent assessment of service quality throughout the life of the contract, employing techniques such as a ‘mystery shopper’ function, assessment of language professional capability and investigation into alleged breaches of the code of conduct. Development and promotion of supported training pathways to full qualification for language professionals in the justice sector.

2)Common procurement vocabulary (CPV)

72225000, 75230000, 75130000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 2 000 000 and 6 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)

5)Additional information about lots

— To provide an independent assessment of skills, qualifications and experience of those individuals delivering interpretation and translation services;
— To support the development and maintenance of a pool of qualified interpreters;
— Undertake initial vetting of interpreter qualifications and security credentials;
— To provide an independent assessment of service quality throughout the life of the contract, employing techniques such as a ‘mystery shopper’ function or audits;
— To investigate breaches of the code of conduct;
— To ensure procedures are in place to stop suspended interpreters and translators from working under the contract; and
— To ensure that the required level of data security is maintained.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent company guarantees or other security maybe required. Further details will be set out in the procurement documents.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details of payment arrangements will be set out in the procurement documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Where a consortium or other group of operators submits a bid, such a consortium or group must nominate a lead organisation to contract with the Authority. All consortium members will be required to enter into appropriate sub-contracts and any such arrangements will require full transparency to the Authority.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Details of information and formalities for evaluating the personal situation of economic operators, including the mandatory and discretionary exclusion criteria set out in Regulation 57 of the Public Contracts Regulations 2015, will be set out in the procurement documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Details of information and formalities for evaluating economic and financial ability of economic operators, including the minimum level of financial standing, will be set out in the procurement documents.
Minimum level(s) of standards possibly required: The Authority will apply a minimum level of economic and financial standing, details of which will be set out in the procurement documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details of information and formalities for evaluating the technical capacity of economic operators, including minimum levels of technical capacity, will be set out in the procurement documents.
Minimum level(s) of standards possibly required:
The Authority will apply minimum levels of technical capacity, details of which will be set out in the procurement documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3: and maximum number 4
Objective criteria for choosing the limited number of candidates: A maximum of 4 bidders will be invited to participate for each Lot. Details of the objective criteria to be applied to choose the shortlisted bidders will be set out in the procurement documents.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2015/S 64-112767 of 1.4.2015

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 16.11.2015 – 17:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

16.11.2015 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

1. Registration:
The Authority will be performing events through the Legal Aid Agency’s e-Sourcing Portal. The Portal is an online application that allows all bidders to create and submit their responses to any Authority requests for information and pre-qualification questionnaire and tender responses, via the internet rather than in paper form (where they have been invited to respond).
Bidders Instructions: How to Express Interest in this tender:
1. Register your company on the eSourcing Portal (this is only required once):

— Browse to the eSourcing Portal: https://legalaid.bravosolution.co.uk/web/login.shtml and click the link to register;

— Accept the terms and conditions and click ‘continue’ (Bidders will be required to accept a separate user agreement specific to the Ministry of Justice as part of the pre-qualification questionnaire);
— Enter your correct business and user details;
— Note the username you chose and click ‘Save’ when complete;
— You will shortly receive an email with your unique password (please keep this secure);
2. Express an Interest in the tender:
— Login to the Portal with the username/password;
— Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are pre-qualification questionnaires or invitations to tender open to any registered supplier);
— Click on the relevant PQQ / ITT to access the content using the following:
• PQQ Code — pqq_60;
• Project Code — project_70;
— Click the ‘Express Interest’ button at the top of the page;
— This will move the PQQ / ITT into your ‘My PQQs / My ITTs’ page. (This is a secure area reserved for your projects only);
You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
Instructions on how to submit a tender will be provided in the procurement documents.
2. Bidder conference:
It is intended that the Authority will hold a Supplier Conference in order to encourage bidder awareness and explain the procurement process. It is intended that this event will be held week commencing 26.10.2015, further information about the event will be issued to bidders via the e-sourcing portal in due course.
3. Transparency:
HM Government requires that tender documentation issued by Government departments for

contracts with a value exceeding 10 000 GBP over the life of the contract are published online https://www.contractfinder.businesslink,gov.uk for the general public. The resulting contract shall also be published.

The Authority may use its discretion to redact information to protect key commercial interests or on prescribed grounds. Therefore, bidders who wish information not to be published if successful should secure agreement with the Authority prior to submission. Only documentation relating to awarded contracts will be published.

Key commercial interests would be trade secrets and commercial interests which would be prejudiced by publication, following the tests in section 43 of the Freedom of Information Act 2000. http://www.justice.gov.uk/downloads/information-access-rights/foi/foi-s43-exemptions.pdf

The prescribed grounds for redaction are:
(a) national security;
(b) personal data;
(c) information protected by intellectual property law;
(d) information which it is not in the public interest to disclose (following the tests under the Freedom of Information Act 2000);
(e) third party confidential information;
(f) IT security; or
(g) prevention of fraud.
4. Government security classification:
From 2.4.2014 the Government introduced its new Government Security Classifications (GSC) classification scheme to replace the current Government Protective Marking Scheme (GPMS). A key aspect of this is the reduction in the number of security classifications used. All potential suppliers should make themselves aware of the changes as it may impact on this Requirement. The link below to the Gov.uk website provides information on the new GSC:

https://www.gov.uk/government/publications/government-security-classifications

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

15.10.2015

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