Supply of translation services UKHO

Supply of translation services UKHO

This requirement is for a 3 year Enabling Contract with an option to extend by up to one 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.

UK-Taunton: translation services

2012/S 72-119519

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

UKHO
Procurement, UK Hydrographic Office, Admiralty Way
For the attention of: Mr Stuart Speer
TA1 2DN Taunton
UNITED KINGDOM
Telephone: +44 1823723442
E-mail: stuart.speer@ukho.gov.uk
Fax: +44 1823326885

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
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:

Supply of translation 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: UKHO Admiralty Way Taunton.
NUTS code UKK23

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)
II.1.4)Information on framework agreement

Duration of the framework agreement

Duration in months: 36
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 800 000 and 900 000 GBP

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

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.
Expressions of interest are invited for the supply of the following translation services requirement. A pre-qualification questionnaire will need to be completed and returned to the UKHO by the supplier, as part of the Expression of Interest stage.
This requirement is for a 3 year Enabling Contract with an option to extend by up to one 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.
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 up to 200 words in length, although documents such as letters, memoranda, etc, may contain 1 000 words or more. The UKHO may require 50 – 100 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. The UKHO also may have translation work in the form of management letters, memos, briefs and agreement documents. More recently, the UKHO Commercial team has also had the following items translated; UKHO digital product literature, marketing collateral brochures and advertisements, and some UKHO web site 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 i.e Restricted or Confidential. 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 e-mail or the Contractor’s FTP site, and receive translated material in return by e-mail. 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,
— 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 a FTP site/portal and e-mail. Reliability, availability and maintainability of the 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 e-mail access including dedicated IT point of contact.
Compliancy and adherence to these particular requirements shall be critical and form a vast part of the evaluation process for this requirement. Bidders selected for tendering shall be required to provide more detailed information and evidence that they can meet the mandatory requirements, plus complete a week long timed translation trial, as part of the tender process.
A Bidder’s Conference shall be held at the UKHO once the final tender has been generated and issued. Further details to follow after final tenderer evaluations and selection have occurred.
Failure to express interest and complete and return the relevant PQQ document, by the due dates requested, may result in the bidder being excluded from the invitation to tender stage. One or more Contracts may be placed as a result of this competition.
II.1.6)Common procurement vocabulary (CPV)

79530000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: no
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:

Please see Statement of requirements.
Estimated value excluding VAT:
Range: between 800 000 and 900 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: To extend contract period by up to one further year.
II.2.3)Information about renewals
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:

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

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

N/A.
III.1.4)Other particular conditions
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: Any supplier may be disqualified who:
(a) Is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) Has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) Has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) Has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
Information and formalities necessary for evaluating if requirements are met:
Please see ITT document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contracts.
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: yes
Reference to the relevant law, regulation or administrative provision: Translation and interpreting rules and regulations.
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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Envisaged number of operators: 1
Objective criteria for choosing the limited number of candidates: Ability to provide all the mandatory requirements stated in the PQQ document, as well as providing further evidence against certain questions.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:

HA294/005/167
IV.3.2)Previous publication(s) concerning the same contract

no
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: 13.4.2012 – 10:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

17.5.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

11.6.2012
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

Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 23.7.2012 – 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 10/04/2015
VI.2)Information about European Union funds
VI.3)Additional information

Tenderers must be able to satisfy the scope as specified in this advert. If tenders are able to provide the service specified then they will need to register free to the United Kingdom Hydrographic Office e-procurement system (Pro-Contract), and express interest in the translation services tender within the opportunities section.
The link to Pro Contract is as below:
https://ukhocontracts.ukho.gov.uk/procontract/ukho/supplier.nsf/frm_home?openForm

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:11.4.2012