information session on the call for tenders trad19 · award of the fwc – best quality/price ratio...
TRANSCRIPT
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INFORMATION SESSION
ON THE CALL FOR TENDERS
TRAD19
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OUTSOURCING AT
DG TRANSLATION
(DGT)
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FACTS & FIGURES
~ 2 million pages translated annually
ca. 30% outsourced
high & unpredictable monthly fluctuation
0
25 000
50 000
75 000
100 000
01 02 03 04 05 06 07 08 09 10 11 12
Outsourced pages, all languages
2017 2018
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FACTS & FIGURES
Wide range of subject fields
Often highly specialised, very technical and/or
legal texts
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FACTS & FIGURES
LEGAL DRAFTING:
equally authentic + legally binding
quality + timely delivery of utmost importance – legal consequences
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1997 2004 2008 2015 2018
Total pages 1,125,709 1,270,586 1,805,689 1,992,000 2,215,000
Outsourced 16% 23% 26% 27% 30%
ORI EN 45% 62% 73% 67% 83%
ORI FR 40% 26% 12% 5% 4%
ORI DE 5% 3% 3% 5% 2%
ORI other EU
+ non EU 8% 9% 12% 23% 11%
TRANSLATION TRENDS
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0%
15%
30%
45%
60%
75%
90%
EN
FR
DE
Other
OUTSOURCING TRENDS – BREAKDOWN BY SOURCE LANGUAGE
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EN492,181
FR26,389
DE11,332
other EU64,355
non-EU1,427
OUTSOURCING OVERVIEW 2018
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Outsourcing overview 2018
OUTSOURCING OVERVIEW 2018 – BREAKDOWN BY TARGET LANGUAGE (PAGES)
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OUTSOURCING OVERVIEW – EN-IT
2017 2018
Pages translated 81 307 89 239
Pages outsourced
18 260 22 019
22% 25%
Average mark 8.2 8.1
0
1,000
2,000
3,000
4,000
jan feb mar apr may jun jul aug sep oct nov dec
Monthly fluctuation (outsourced pages)
2017 2018
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BUYING TRANSLATION – PUBLIC PROCUREMENT
Legal basis:
• Regulation (EU, Euratom) 2018/1046 on the financial rules applicable to the general budget of the Union
Annex I
• Vademecum
• EU case law on procurement
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EU PROCUREMENT LAW – GENERAL PRINCIPLES
(Art. 160 of the Financial Regulation)
• Transparency
• Proportionality
• Fair and equal treatment
• Consistency, integrity, accountability
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TYPE OF CONTRACT
DGT can define WHAT we need (translation)
but not WHEN or HOW MUCH
Framework contract
for frequently used language combinations
• Low value contract (simplified)
for all others
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NEW CALL FOR TENDERS:
TRAD19
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CHANGE OF PARADIGM – WHY?
Changing needs:
• outsourcing rate to increase
• more urgent, difficult, voluminous texts, multiple versions,
short deadlines
Capacity and quality problems
Change of the markets
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TRAD19 – 'CASCADE' TYPE CONTRACTS
• Up to 5 contractors per language combination
• Selection based on testing
• Contractor ranked first should take all jobs,
others back-up
• Better communication = real partnership
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TRAD19 – 49 LOTS COVERED
EN into 23
19 into EN (no DA, ET, GA, MT)
DE, EL, ES, IT, NL into FR
FR into DE, NL
all other: negotiated procedure (low value contracts)
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TRAD19 – COMMUNICATION
No risk to distort competition =
direct communication
A single contact point: quality coordinator
Better understanding of needs & requirements
Shorter learning curves
Contractor becomes a real partner
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TRAD19
Basis of work & quality control:
Assignment – one or several documents listed in an order form
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TRAD19 – QUALITY REQUIREMENTS
The delivered assignment […] can be used as it stands upon delivery, without further
formatting, revision, review or correction by DGT.
Linguistic & technical requirements:
• Accuracy
• Terminology
• Grammar
• Style
• Quotations
• Deadline compliance
• Formatting
• Deliverables
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TRAD19 – QUALITY CONTROL
Delivered assignments evaluated & graded
4 grades:
Very good
Good
Insufficient
Unacceptable
= no payment
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TRAD19 – PERFORMANCE ASSESSMENT
Monthly assessment of the evaluated pages delivered during the previous month
PASS:
Very good
Good
FAIL:
Insufficient
Unacceptable
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TRAD19 – PERFORMANCE ASSESSMENT
PASS < 85%:
automatic penalty – 15% of value of assignments
delivered during the month concerned
2nd time within 9 months: 30%
3rd time within 9 months: 50% + termination
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TIMELINE &
STEPS OF BIDDING
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TIMING
20 May: publication of call for tenders
21 May - end June: information sessions
30 August: submission deadline
September: evaluation of tenders starts
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WHO CAN TENDER?
• EU citizens
• natural & any kind of legal persons resident/registered
in:
the EU;
Albania, Bosnia and Herzegovina, Iceland, Liechtenstein,
Montenegro, North Macedonia, Norway and Serbia
(special agreement on procurement with the EU)
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WHO CAN TENDER? – BREXIT
UK is member of the EU = same rules apply
Upon withdrawal, all depends on the withdrawal agreement
(or the lack of it) – and on the timing of withdrawal
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HOW TO TENDER?
Tenders have to:
Include all information needed & all documents requested
Be accurate and clearly show the meeting of requirements
Comply with all tender documents
Include all annexes – filled in, printed, signed & scanned
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HOW TO TENDER?
Tenders must be submitted:
on DVD / USB key
in 3 copies (original; copy 1; copy 2)
incl. signed paper printout of the tender registration form and financial offer with original signatures
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JOINT TENDER – MAIN CHARACTERISTICS
Each member assumes joint and several liability towards DGT
No specific legal form needed
A leader to sign tender and FWC; responsible for administrative management
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SUBCONTRACTING – MAIN CHARACTERISTICS
Contractor retains full liability to DGT
Subcontractors must be properly informed
Tenders must include:
• the contracts with subcontractors
• letter of intent from each subcontractor
Changes during tendering procedure may lead to rejection of the tenderer
Changes after signature of the FWC are subject to DGT's prior approval
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Co
ntr
acto
r
Subcontractor 1
Subcontractor 2
Subcontractor 3
DGT
No direct legal commitment
No liability towards DGT
Admin. matters dealt with contractor
SUBCONTRACTING
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EVALUATION OF TENDERS
3-step procedure:
I. Exclusion criteria
II. Selection criteria III. Award criteria
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EXCLUSION CRITERIA – ANNEX 6
Standard in all procurement procedures – Art. 136 of FR
Declaration on honour
Joint tender: applies to each member
Subcontracting: applies to contractor + all subcontractors
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SELECTION CRITERIA – ANNEX 7
minimum capacity
technical capacity
professional capacity
Joint tenders: the group as a whole
Subcontracting: tenderer + subcontractors jointly
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MINIMUM CAPACITY
minimum annual capacity
≠ guaranteed workload
based on DGT's last 5 years' translation and outsourcing figures
except for EN > GA – foreseen phasing-out of language derogation
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MINIMUM CAPACITY – A FEW EXAMPLES
from EN:
17,000 (FI) to 38,000 (FR)
into EN:
4,000 (ES, LV, SL, SV) to 14,000 (DE)
from FR:
3,000 both for DE and NL
into FR:
1,000 (EL, NL) to 3,000 (DE)
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TECHNICAL CAPACITY
Tenderer must be able to:
handle particular file formats,
use certain tools,
create e-invoices and back-ups
as specified in detail under 14.2.
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PROFESSIONAL CAPACITY
Qualifications and experience
Different for:
EN > GA vs. all other language combinations
translator, reviser, reviewer
quality coordinator
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Qu
ali
ty c
rit
eria
Revision test – ca. 6 pages
Translation test – ca. 1.5 pages
Case study
70% 30%
Price
AWARD CRITERIA – ANNEX 8
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QUALITY CRITERIA
• Simultaneous online tests with time limit
• 1 individual for each test
• Revision + translation for each lot tendered
• Only 1 case study per tenderer
• Revision test by the quality coordinator of that lot
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QUALITY CRITERIA
Criterion Points Pass score
Revision test 40 28
Translation test 40 28
Case study 20 14
Total 100 70
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AWARD OF THE FWC – BEST QUALITY/PRICE RATIO
[(NQ x 0.7) + (NP x 0.3)] x 100 where:
NQ = Q/max (Q) NP = min (P)/(P)
Q = quality score of the evaluated tender
max (Q) = the highest quality score for the lot in question
P = the price in euro per standard page
min (P) = the lowest price offered for the lot in question with a quality score of at least 70/100
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MORE INFO
• Web ec.europa.eu/info/tender/trad19
• YouTube youtu.be/A4LPWtLy65I
• E-mail [email protected]