Provide Translation and Interpretation Services to UKHO

Provide Translation and Interpretation Services to UKHO

Translating into, and from, English, for maritime and navigational, commercial and senior management related information.

United Kingdom-Taunton: Translation services

2016/S 090-161620

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

UKHO
Admiralty Way
For the attention of: Mr Stuart Speer
TA1 2DN Taunton
UNITED KINGDOM
Telephone: +44 1823723442
E-mail: stuart.speer@ukho.gov.uk

Internet address(es):

General address of the contracting authority: http://www.ukho.gov.uk/

Further information can be obtained from: UKHO
Admiralty Way
For the attention of: Mr Stuart Speer
TA1 2DN Taunton
UNITED KINGDOM
Telephone: +44 1823723442
E-mail: stuart.speer@ukho.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: UKHO
Admiralty Way
For the attention of: Mr Stuart Speer
TA1 2DN Taunton
UNITED KINGDOM
Telephone: +44 1823723442
E-mail: stuart.speer@ukho.gov.uk

Tenders or requests to participate must be sent to: UKHO
Admiralty Way
For the attention of: Mr Stuart Speer
TA1 2DN Taunton
UNITED KINGDOM
Telephone: +44 1823723442
E-mail: stuart.speer@ukho.gov.uk

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

Defence
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: no

Section II: Object of the contract

II.1)Description

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

Provision of Translation and Interpretation Services.

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

Services
Service category No 27: Other services

NUTS code UKK23

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)

Translation and interpretation services for the UKHO. Translating into, and from, English, for maritime and navigational, commercial and senior management related information.
The United Kingdom Hydrographic Office (UKHO) is a world leader in the provision of navigational charts and publications and enjoys a high reputation for the quality and accuracy of its products and services.
This requirement is for a 3-year Enabling Contract with an option to extend by up to 1 further year for the translation of hydrographic information from foreign (i.e. non-English) languages into English, and for a small amount of translation from English into foreign languages. This also includes providing an ad hoc and much smaller interpreting service, via telephone, or possibly face to face, too.
The UKHO receives a considerable amount of foreign maritime information on a daily basis. The amount and frequency fluctuates considerably and, as such, no guarantee can be given as to the volume. Most of this information comes in the form of Foreign Government Notices to Mariners (FGNMs) published by national Hydrographic Offices around the world. These are typically estimated up to 1 270 words in length, although documents such as letters, memoranda, etc, may contain more or less. The UKHO may require an estimated maximum 60 FGNMs or other documents to be translated per month. Larger publications requiring translation, such as Sailing Directions, may be received approximately 12 times per year. Each publication will vary in size >100,000 words estimated. The UKHO also may have translation work in the form of management letters, memos, briefs and agreement documents. The UKHO Commercial team has also had the following items translated; UKHO digital product literature, marketing collateral brochures and advertisements, and some UKHO website pages. These Commercial documents are usually required for translation into a foreign language(s), primarily, but not limited to, European and Asian market customers. Commercial requests are more ad hoc than regular requirements, currently. A minority of information may be of higher security classification. All of this information needs to be translated before staff at the UKHO can assess it for dangers to navigation.
The vocabulary used can be highly technical and it is important that this information is translated accurately, together with geographical place names (where required) and coordinates. Therefore a prompt, accurate, reliable and efficient translation service is essential to UKHO business.
Work to be translated will be issued by the UKHO as required. The time given for translation and delivery of this work will depend on the nature and size of the information. The timescales required shall vary between 24 hours and seven working days from receipt of request for smaller items, and ten working weeks from receipt of request for larger publications. Up to an estimated 95 % of FGNMs may be required within the 24 to 48 hour time period per month. All translated work shall be delivered to the UKHO Translation Manager, Taunton, United Kingdom. The UKHO shall deliver material to be translated via email or the Contractor’s FTP site, and receive translated material in return by email. Translated material shall be delivered to the Contractor in the latest Microsoft Word or pdf format and shall be returned in the same format.
Mandatory requirements shall include;

Ability to translate highly technical and marketing related information into English, and from, English into a range of various languages listed in the Pricing Schedule

Robust verification process including accuracy and attention to detail

Guaranteed response adhered to by the Contractor within the timescales given for each order

Ability of the Contractor to receive work via their FTP site/portal and email. Reliability, Availability and Maintainability of their FTP site/portal shall therefore also be key

Reliable and dedicated Contractor’s point of contact for general issues with any orders placed/to be placed

Prompt response by the Contractor to any IT issues relating to the FTP portal or email access including dedicated IT point of contact

Use of translation memory software in translating information

SC cleared or prepared to obtain clearance
Compliancy and adherence to these particular requirements shall be critical and form a vast part of the evaluation process for this requirement. Tenderers shall be required to provide more detailed information and evidence that they can meet the mandatory requirements, plus complete a timed translation trial, as part of the tender process.

II.1.6)Common procurement vocabulary (CPV)

79530000, 79540000

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

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Translation and interpretation services for the UKHO. Translating into, and from, English, for maritime and navigational, commercial and senior management related information. This a 3-year requirement with an option to extend in time only, by a further year.
Estimated value excluding VAT:
Range: between 300 000 and 350 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Option to extend in time only, by a further year beyond current expiry date.
Provisional timetable for recourse to these options:
in months: 33 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 30 (from the award of the contract)

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

Duration in months: 36 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

See details within the Tender documents.

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

See details within the Tender documents.

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

See details within the Tender documents.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Liquidated Damages condition applies to delivery.
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: See details within the Tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See details within the Tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See details within the Tender 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

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

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:

A8SD-WDYEA3
IV.3.2)Previous publication(s) concerning the same contract

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

Payable documents: no

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

13.6.2016 – 11:00
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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 13.6.2016 – 11:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: April 2019.

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

To be able to access and receive the Invitation to Tender documents, all interested suppliers shall need to register on the UK Hydrographic Office e-Procurement portal, called ProContract, unless already registered. For those suppliers not yet registered, please go to the following link and complete the relevant company details. Registration is free, and once suppliers are on the system, suppliers will be able to receive the details of any future requirements which they can apply for. The registration link is as follows; https://ukhocontracts.ukho.gov.uk/procontract/ukho/supplier.nsf/frm_home? openForm Once registered, suppliers can access the ITT documents in the following way; — Log on as a supplier — Go to My Opportunities link — located on the right had side of the screen — When in My Opportunities ensure the organisation drop down selection is set to UKHO — This will then show suppliers the opportunities for UKHO only — Suppliers need to access the opportunity reference for Translation and interpreting — Click on the initial My Opportunities page for the requirement — This should then load up the Contract page for suppliers. Click the View button — Half way down the next page, see Attachments section. Click on the ITT linked document Any problems registering and/or accessing Tender documents, please contact Stuart Speer or Kevin Dicker on +44 (0)1823 723442/+44 (0)1823 320690 (e mail stuart.speer@ukho.gov.uk or kevin.dicker@ukho.gov.uk).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

UK Hydrographic Office
Admiralty Way
TA1 2DN Taunton
UNITED KINGDOM
E-mail: stuart.speer@ukho.gov.uk
Telephone: +44 1823723442

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:

6.5.2016

 

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