The procurement documents are available for unrestricted and full direct access, free of charge at:
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
Lot No: 1
II.2.1) Title
Welsh Language - Written Work between 0 and 2,000 words
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 0 - 2000 words is within a maximum period of 5 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.
Lot No: 2
II.2.1) Title
Welsh Language - Written Work between 2,001 and 5,000 words
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 2001 – 5000 words is within a maximum of 8 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.
Lot No: 3
II.2.1) Title
Welsh Language - Written Work between 5,001 and 10,000 words
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 5001 – 10000 words is within a maximum period of 12 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.
Lot No: 4
II.2.1) Title
Welsh Language - Written Work between 10,001 and 20,000 words
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 10001 – 20000 words is within a maximum period of 24 working days. To be priced on a Non Technical English (Charge per Word) including Proofreading.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.
Lot No: 5
II.2.1) Title
Welsh Language - Written Work over 20,001 words
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
The Council’s Corporate Policy Unit is responsible for arranging all written Welsh language translation for the Council. This is provided by a mix of in-house translation services and some urgent, large or technical work being sent to external providers. The primary method of requesting work and receiving the completed text in return will be via email. The timescales for a provider to respond to an order under this Lot for between 20001 words are to be agreed by the Council and Provider. The Council would expect on average that a minimum of 500 words would be translated per day. To be priced on a Non Technical English (Charge per Word) including Proofreading.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year.
Lot No: 6
II.2.1) Title
To provide simultaneous translation work between English and Welsh on behalf of the Council
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
This service is often required by service areas for two reasons, when dealing with Welsh speaking customers, either in Council offices for arranged meetings or for arranged home visits, or for translation at public meetings. This does not include the normal day-to-day work of dealing with Welsh-speaking customers.
Individual service areas will be responsible for booking the interpreters from this list and for paying the invoices once the work has been completed. Timescales for this service from receipt of an Official Order, two to five days depending upon the language required. Events or meetings would usually be held during normal office hours during the day between Monday and Friday, but there may be occasions when evening or weekend work is required.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.
Lot No: 7
II.2.1) Title
To provide British Sign Language (BSL) / English interpretation work on behalf of the Council
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
BSL is often required by service areas when dealing with Deaf customers, either in Council offices or for some home visits. Individual service areas will be responsible for booking the interpreters from this list and for paying the invoices once the work has been completed, which will include the costs of the hourly rate and travelling expenses incurred. Timescales for this service from receipt of an Official Order, two to five days depending upon the language required. Events or meetings would usually be held during normal office hours during the day between Monday and Friday, but there may be occasions when evening or weekend work is required. Providers will need to ensure staffs are qualified and are a registered BSL interpreter for this service requirement. Staff will need to hold interpreter and BSL qualifications recognised by the Registration Department of Signature (formerly CACDP) Level 4 Certificate in British Sign Language and Introduction to Interpreting.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.
Lot No: 8
II.2.1) Title
To provide written translation work on behalf of the council as required, in languages other than between English and Welsh
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
This service is often required by service areas, when dealing with customers where English or Welsh is not their first language, in writing. Individual service areas will be responsible for booking translators or interpreters from this list and for paying the invoices once the work has been completed. Providers will need to ensure staff for this service requirement holds a Diploma in Public Service Interpreting (DPSI)
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.
Lot No: 9
II.2.1) Title
To provide language interpretation work for the council as required, in languages other than between English and Welsh or English and BSL
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
This service is often required by service areas for two reasons, when dealing with a variety of different language speaking customers, either in Council offices for arranged meetings or for arranged home visits, or for translation at public meetings. This does not include the normal day-to-day work of dealing with a variety of different language speaking customers. Individual service areas will be responsible for booking the interpreters from this list and for paying the invoices once the work has been completed. Timescales for this service from receipt of an Official Order, two to five days depending upon the language required. Events or meetings would usually be held during normal office hours during the day between Monday and Friday, but there may be occasions when evening or weekend work is required.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.
Lot No: 10
II.2.1) Title
Sensory Impairment Interpretation and Translation Services (Braille or other tactile or touch format transcription) - Translation Work
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
The Council has a requirement for Braille or other tactile or touch format transcription service that allows for the translation of written materials, and other electronic media into Braille. Providers will be required to provide transcribers who are fully qualified and fully experienced Braille transcribers and hold the British Sign Language qualification (MRSLI).
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.
Lot No: 11
II.2.1) Title
To provide Legal Translation Services in languages other than between English and Welsh or English and BSL
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
This service is often required by service areas that are proceeding with legal prosecutions against individuals (interviews under caution) or reviewing court related documents, when dealing with members of the public where English or Welsh is not their first language, either in writing or for face-to-face meetings in Police Stations/ Courts/ Council offices or business premises. Individual service areas will be responsible for booking translators or interpreters from this list and for paying the invoices once the work has been completed. We require that anyone wishing to tender to be on the list of preferred providers for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken. Providers will need to ensure staff for this requirement has the necessary skills and training for Interpreting with the Police and Interpreting in a Court setting. Providers will need to ensure staff for this service requirement holds a Diploma in Public Service Interpreting (DPSI).
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.
Lot No: 12
II.2.1) Title
To provide Telephone Interpreting Service in languages other than between English and Welsh or English and BSL
II.2.2) Additional CPV code(s)
79530000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Caerphilly County Borough
II.2.4) Description of the procurement
This service is often required by service areas where interpretation support is immediately required or in an emergency situation when dealing with a variety of different language speaking customers in a variety of different context settings. Any Officer of the Council may contact the service provider at any time 24 hours a day 7 days a week, 365 days of the year. The Council should be provided with a single point of contact for this service including a unique free phone number. Accessing this service and seeking an interpreter is often unexpected, a helpdesk will need to be provided for dealing with calls. The requirement may also assist with geographical limitations where it is not possible for an interpreter to attend a meeting. Council Officers will make every effort to identify the language in which an interpreting service is required. The supplier will have in place a procedure for identifying languages in those instances where Council Officers have been unable to do so.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
12 Month Option to Extend
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The price rates will be fixed for 12 months at a time, to be reviewed annually for the next financial year. We require that anyone wishing to tender to be on the Framework for this service can demonstrate that they have relevant qualifications and/or that they have a minimum of 3 years proved experience, and that a satisfactory DBS check has been undertaken.
A decision will be made during the Autumn of 2019 as to whether the Council will either extend or renew this framework.
Tenderers must express an interest in this tender by completing the following process:
1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login
2.Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11).
3.Enter your correct Organisation Name, Details and Primary Contact Details.
4.Please make a note of the Organisation ID and User Name, then click ‘Register’.
5.You will then receive an email from the system asking you follow a link to activate your account.
6.Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details.
7.In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile.
8.Buyer Selection — At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.
9.Terms and Conditions — Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and
understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process.
Once you have agreed click on the blue arrow to move on to the next stage.
10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at
least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page.
11.From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field
'Show Me’ of the relevant opportunity then click to register your interest on the applicable button.
12.Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow.
13.Note the closing date for completion of the relevant project. To find all available documentation please dropdown the ‘Request Documents’ option and click to download all documents.
14.You can now either complete your response or ‘Decline’ this opportunity.
All queries are to be made via the messaging system on the Proactis portal. Please note we will not accept any questions/queries via telephone/email.
A supplier guide is available via the portal and this contract notice detailing how to use the Proactis eTender system. In addition a user
guide has also been attached to this notice explaining how to set up a supplier account on the e-tender portal in order to access the tender opportunity.
If you require assistance please contact Natasha Ford 01443 863075 — fordn@caerphilly.gov.uk or the procurement team on 01443 863161. Procurement Clinics are also available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process.
Tenderers are to note that Tenders may be submitted in Welsh, and that a tender submitted in Welsh will be treated no less favourably than a tender submitted in English.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=55056.