CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Provision of Welsh Language Translation / Darpariaeth Cyfieithu Cymraeg

2.2

Description of the goods or services required

Speed

The Commission has a policy to reply to correspondence as expeditiously as possible and the reports have to be produced to a deadline. Applicants should, as part of their bid, confirm that they are able to accommodate the following time-scale for returning completed translations:

i) 1-3 A4 pages within 24 hours;

ii) 3-5 A4 pages within 3 working days;

iii) Electoral/Boundary reports within 10 working days; and

iv) Any longer documents time scale to be negotiated.

Cover

The contractor should be in a position to guarantee full cover for the period of the contract. Applicants who propose to sub-contract any of the work in order to meet this requirement should provide the name(s) of the individual(s) who they would expect to use to undertake the translation. Payments for the services rendered in respect of the contract will only be paid to the contractor. It will be the responsibility of the contractor to make payments to their sub-contractor(s).

Media

The ability to send and receive documents in the following formats is required:

i) By e-mail attachment (compatible with Microsoft Windows 10 (Office 365 products)) would be desirable.

The Commission require the bidder to have the ability to type special characters. To this end, we use the Arial font and insert symbols for â, ŵ, ŷ and ô for example.

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Gellir categoreiddio’r gwaith cyfieithu sydd ei angen ar CFfDLC a CFfG fel a ganlyn:

i) Cyfieithu adroddiadau arolygon etholiadol llywodraeth leol a seneddol o Saesneg i Gymraeg;

ii) Cyfieithu llythyrau, hysbysiadau i’r wasg ac ati sy’n gysylltiedig â’r arolygon o Saesneg i Gymraeg;

iii) Cyfieithiadau ad hoc o ohebiaeth, cofnodion cyfarfodydd, adroddiadau mewnol a phapurau ac ati, o Saesneg i Gymraeg ac o Gymraeg i Saesneg;

iv) Prawfddarllen adroddiadau a dogfennau eraill;

v) Gwasanaeth ateb ffôn yn Gymraeg, yn ôl yr angen; a

vi) Chyfleusterau cyfieithu ar y pryd, yn ôl yr angen.

Ansawdd

Mae angen cyfieithu’n rhugl ac yn gywir, gan gynnwys y gallu i ymdopi â geiriad yn ymwneud â llywodraeth leol a’r senedd. Ar ôl cwblhau’r gwaith cyfieithu, ni ddylai fod angen ei ddiwygio na’i gywiro.

Cyflymder

Mae gan y Comisiwn bolisi i ateb gohebiaeth cyn gynted â phosibl a rhaid i’r adroddiadau gael eu cynhyrchu o fewn terfyn amser. Fel rhan o’u cynnig, dylai ymgeiswyr gadarnhau y gallant fodloni’r amserlen ganlynol ar gyfer dychwelyd cyfieithiadau gorffenedig:

i) 1-3 tudalen A4 cyn pen 24 awr;

ii) 3-5 tudalen A4 cyn pen 3 diwrnod gwaith;

iii) Adroddiadau Etholiadau/Ffiniau cyn pen 10 diwrnod gwaith; a

iv) Chaiff yr amserlen ar gyfer unrhyw ddogfen hwy ei thrafod.

Gwasanaeth

Dylai’r contractwr fod mewn sefyllfa i sicrhau gwasanaeth llawn ar gyfer cyfnod y contract. Dylai ymgeiswyr sy’n bwriadu is-gontractio unrhyw ran o’r gwaith er mwyn bodloni’r gofyniad hwn ddarparu enw(au) yr unigolyn/unigolion y byddant yn disgwyl ei/eu (d)defnyddio i ymgymryd â’r gwaith cyfieithu. Caiff taliadau ar gyfer y gwasanaethau a ddarperir mewn perthynas â’r contract eu talu i’r contractwr yn unig. Y contractwr fydd yn gyfrifol am dalu ei isgontractw(y)r.

Cyfryngau

Mae’r gallu i anfon a derbyn dogfennau yn y fformatau canlynol yn ofynnol:

i) Byddai atodiad e-bost (yn gydnaws â Windows 10 (Office 365)) yn ddymunol.

Mae’r Comisiwn yn mynnu y gall yr ymgeisydd deipio nodau arbennig. I’r perwyl hwn, rydym yn defnyddio ffont Arial ac yn mewnbynnu’r symbolau ar gyfer â, ŵ, ŷ ac ô, er enghraifft.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=88936.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The Commissions publish their reports giving details of their review proposals for distribution to principal councils in Wales, Parliament and other interested bodies. The work of the Commissions is subject to the requirements of legislation, directions issued by the Welsh Government, the Cabinet Office and the area under review. It is therefore not possible to give a precise figure for the volume of translation work required during the life of the contract. However, the following should be taken as a guide:

LDBCW – A total of 26 electoral review reports of approximately 19,000 words each. These reports are expected to be distributed with a heavy workload in the first three years of the five-year period of the contract.

BCW – 3 reports of approximately 19,000 words each plus an Assistant Commissioners’ report of approximately 20,000 words.

Annual Report – The Commission’s Annual Report and Accounts published each September/October will be approximately 7,600 words in length.

Ad Hoc Work – There will also be the ad hoc work (i.e. translation of letters, meeting minutes, press notices, web pages etc.) for which estimate can not be made, as it is not possible to predict the demand.

Proof reading of reports and other documents – All reports and ad hoc translations should be proof read before sending back to the Commission.

Welsh telephone answering service (when necessary) - The Commission’s Welsh Language Scheme states that if no Welsh speaker is available in the Commission to take a Welsh speaking caller, then the caller will be given the option of speaking to our external interpreter should they wish to continue the call in Welsh. We have not needed to call on our translators to provide this service as of yet, but we must have provision for it.

Interpretation facilities (when necessary) – The Commission hold meetings with principal councils and periodically organise public meetings throughout Wales and welcome people who wish to speak in Welsh. We have a commitment, therefore to provide interpretation facilities, as and when necessary. Please note that this work will not form part of the contract but will be tendered for as and when required. We would ask however that item number 9 in Section C is completed for information purposes.

It is estimated that 95% of the total work will be translation from English to Welsh.

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Mae’r Comisiynau’n cyhoeddi eu hadroddiadau sy’n rhoi manylion am eu cynigion arolygu i’w dosbarthu i brif gynghorau yng Nghymru, y senedd a chyrff eraill sydd â buddiant. Mae gwaith y Comisiynau’n destun gofynion deddfwriaeth, cyfarwyddiadau a gyhoeddir gan Lywodraeth Cymru, Swyddfa’r Cabinet a’r ardal dan adolygiad. Felly, nid yw’n bosibl rhoi ffigur union ar gyfer faint o waith cyfieithu y bydd ei angen yn ystod oes y contract. Fodd bynnag, dylid defnyddio’r canlynol fel canllaw:

CFfDLC – Cyfanswm o 26 o adroddiadau arolygon etholiadol yn cynnwys tua 19,000 o eiriau. Disgwylir i'r adroddiadau hyn gael eu dosbarthu efo llwyth gwaith trwm yn y 3 blynedd cyntaf o'r contract 5 blynedd.

CFfG – 3 adroddiad yn cynnwys tua 19,000 o eiriau yr un, ynghyd ag adroddiad y Comisiynydd Cynorthwyol yn cynnwys tua 20,000 o eiriau.

Adroddiad Blynyddol – Bydd Adroddiad Blynyddol a Chyfrifon y Comisiwn, a gyhoeddir bob mis Medi/Hydref, yn cynnwys tua 7,600 o eiriau.

Gwaith ad hoc – Bydd gwaith ad hoc hefyd (h.y. cyfieithu llythyrau, cofnodion cyfarfodydd, hysbysiadau i’r wasg, tudalennau gwe ac ati) na ellir ei amcangyfrif, gan nad yw’n bosibl rhagfynegi’r galw.

Prawfddarllen adroddiadau a dogfennau eraill – Dylai pob adroddiad a chyfieithiad ad hoc gael ei brawfddarllen cyn ei ddychwelyd i’r Comisiwn.

Gwasanaeth ateb ffôn yn Gymraeg (yn ôl yr angen) – Mae Cynllun Iaith Gymraeg y Comisiwn yn datgan os nad oes siaradwr Cymraeg ar gael yn y Comisiwn i dderbyn galwad ffôn Gymraeg, yna gall y galwr ddewis siarad â’n cyfieithydd allanol os hoffai barhau â’r alwad yn Gymraeg. Hyd yn hyn, ni fu rhaid i ni alw ar ein cyfieithwyr i ddarparu’r gwasanaeth hwn, ond rhaid i ni fod â darpariaeth ar ei gyfer.

Cyfleusterau cyfieithu ar y pryd (yn ôl yr angen) – Mae’r Comisiwn yn cynnal cyfarfod â phrif gynghorau ac yn trefnu cyfarfodydd cyhoeddus ledled Cymru, o bryd i’w gilydd, ac yn gwahodd pobl sy’n dymuno siarad Cymraeg. Felly, mae gennym ymrwymiad i ddarparu cyfleusterau cyfieithu ar y pryd, yn ôl yr angen. Sylwch na fydd y gwaith hwn yn ffurfio rhan o’r contract, a gwneir tendr ar ei gyfer yn ôl yr angen. Fodd bynnag, gofynnwn i chi lenwi eitem rhif 9 yn Adran C at ddibenion gwybodaeth.

Caiff ei amcangyfrif y bydd 95% o’r holl waith yn cynnwys cyfieithu o Saesneg i Gymraeg.

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

PRO/6/6/2

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

Welsh

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:88936)

5.2

Additional Documentation

5.3

Publication date of this notice