interpreting, translation & transcription · introduction scottish procurement have now awarded...

Introduction

Scottish Procurement have now awarded a contract for the re-let of the Interpreting, Translation & Transcription Services Framework Agreement. SCRA were represented on the User Intelligence Group involved in this competition. The Framework Agreement commenced on 12th November 2013 and will run for two years, with two options to extend for a further period of one year each. Please note that this Framework Guidance should be read along with: Practice Direction on the practice responsibilities of Reporters regarding translation and

interpretation (to be published shortly) and Operational Guidance.

Suppliers

The Framework Agreement has been awarded to the following contractors: Rank 1 - Global Connections (Scotland) Limited (trading name is Global Connects) Rank 2 - Global Language Services Limited You must approach Global Connects in the first instance. In the event that Global Connects are unable to complete the requirement - in terms of meeting the assignment criteria, i.e. language, location, availability or turnaround - you should then contact Global Languages to see if they can fulfil your requirement. Contact details for each contractor are attached at Annex A and also available in the Operational Guidance on Connect.

January 2015

Interpreting, Translation & Transcription

Framework Guidance

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Services within the Framework

Interpreting Services Translation Services Transcription Services

Services not included in the Framework

The Framework Agreement does not cover the following services: British Sign Language interpreting services Telephone interpreting and telephone transcription services Translation for publication purposes English to English transcription services

Interpreting Services

The framework is designed to provide a comprehensive interpreting service from English into a wide range of spoken languages and from those languages into English or other languages as requested. Interpreting services are available 24 hours a day and 365 days per year, including times outside normal office hours and at weekends, at premises anywhere in Scotland, including the islands. The standard criteria in terms of qualifications and experience of Interpreters is the Diploma in Public Service Interpreting (Scottish legal option) (DPSI). Where the Contractor can only provide an interpreter that does not hold the DPSI, the Contractor will provide justification that the interpreter holds an equivalent combination of qualifications and experience. Where Global Connects can only provide an Interpreter that will incur Travel & Subsistence costs, you should contact the second supplier, Global Languages, to check if they have an Interpreter available within 70 miles. Should neither supplier have an Interpreter available you should instruct the lowest price quote. Consideration should be given to paying travel time where an interpreter is required to travel outside of normal office hours (Monday to Friday between 0800 – 1800 hrs) or at late notice, in order to arrive on time to avoid difficulties in ensuring order fulfilment.

Translation & Transcription Services

The framework is designed to provide translation and transcription services for documents that are sensitive or confidential in nature. All data security requirements have been met. The standard criteria in terms of qualifications and experience for Translation & Transcription services is the Diploma in Translation. Only UK based Translators and Transcribers will be used and they will have received Standard Disclosure Scotland clearance.

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Key Points

Template letters will be used to reduce costs of translations (details shown on Connect) Interpreters and Translators are required to hold Standard Disclosure Scotland clearance A minimum two hours charge is applicable for Interpreting services For travel to an assignment over 70 miles, travel expenses will be payable (see guidance at

Annex B) 5 calendar days notice should be given where possible for interpreting Cancellations with less than 24 hours notice will incur a charge (see Pricing Schedule) Service level turnaround for translation & transcriptions assignments is 10 calendar days

Other Framework Information

There may be circumstances where your requirements differ from the standard criteria detailed above, for instance where: An Interpreter with a qualification has been requested and is not available for the language

required An interpreter, translator or transcriber is required to have a different level of disclosure i.e.

Enhanced SCRA cannot provide 5 calendar days notice for an Interpreting assignment by virtue of it

being a short notice requirement Translations and transcriptions are required to be completed in less than 10 calendar days The large scale of a requirement for translation and transcription means it cannot be

completed in 10 calendar days e.g. a 500 page document that requires to be translated In these circumstances you must notify the Contractor of your requirements when placing the order.

Ordering Procedures

Operational Guidance for ordering services from this Framework is being prepared and will be issued as soon as possible.

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Pricing Information

The various rates which will be charged are detailed in the attached Pricing Schedule (see Annex D).

Invoicing

The Interpreter should complete a Worksheet (see example at Annex C) which should be signed by SCRA’s representative on completion of the assignment. This worksheet should be returned along with the supplier’s invoice. You must not pay an invoice without receiving this form.

Contract Management

Scottish Procurement will manage this agreement at a Framework level and Malcolm Schaffer and Nick Hobbs will act as Contract Managers on behalf of SCRA along with back up from Helen Mora, Procurement Officer. If you have any problems, please contact the relevant supplier in the first instance. Any issues which cannot be resolved at a local level should then be escalated to Malcolm and Nick. To ensure the best possible standard of service, please use the electronic form on Connect to report any complaints with the standard of service provided by either contractor. This will mean that trends and overall quality of service can be monitored, as well as allowing the escalation of any issues that are not satisfactorily resolved at a local level. Management information reports will continue to be emailed to the Operational Mailboxes on a monthly basis.

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Annex A

Contractor Contact Details for

Interpreting, Translation & Transcription Services Framework Ref: CASE/197720

Rank Contractor

Name Contact

1

Global Connections (Scotland) Limited

David Orr, Managing Director [email protected] Anthony Madill - Project Manager [email protected] Caroline Reid – Translation Manager [email protected] Maureen Howell – Interpreter Co-ordinator [email protected]

Tel: Interpreting - 0141 352 5663 Translation & Transcription - 0141 352 5668

Email: [email protected] [email protected]

2

Global Language Services Limited

George Runciman, Managing Director Frances Runciman, Quality Management Joao Madeira, Translation, Transcription and Training Jenny Whyte, Management Information / Systems and Training

Tel: 0141-429-3429

Email: [email protected]

mailto:[email protected]





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Annex B

Travel & Subsistence Arrangements for Interpreters ordered using the

Interpreting, Translation & Transcription Services Framework Ref: CASE/197720 In circumstances where the Contractor will be required to source an interpreter from outwith the maximum distance specified in the Statement of Requirements, travel and subsistence arrangements must be made by the most efficient and economical means. Travel and subsistence arrangements must reflect sustainable travel principles and low carbon travel should be the default option. Travel by public transport will be paid at cost and on presentation of properly receipted invoices. Only rail travel by Standard class will be paid. Only air travel by Economy class will be paid. Where travel by car is unavoidable, motor mileage rates will be paid consistent with the standard Scottish Government Travel and Subsistence rates as detailed below.

Mileage Type Rate

Motor Mileage Rate £0.45 per mile

Passenger Supplement £0.05 per passenger

Equipment Supplement £0.02 per mile

Mileage will be paid for the total distance of the journey less the maximum distance specified in the Statement of Requirements Travel by air will be restricted to exceptional circumstances and must be agreed in advance with the collaborative partner Travel by air will be paid at cost and on presentation of a properly receipted invoice. Only air travel by economy class will be paid. Travel time will only be paid in the following circumstances and must be agreed in advance with the collaborative partner: Where the Contractor is required to source an interpreter from outwith the maximum

distance specified in the Statement of Requirements and travel to and from that assignment exceeds 90 minutes each way.

Where an overnight stay is required to fulfill an assignment (travel time will be paid on the day of travel).

In both circumstances detailed above, travel time will be paid at 50% of the applicable hourly rate for the assignment and will be limited to the actual time spent travelling. For the purposes of travel time, the point of origin for the journey will be the closest to the place of the assignment from either: the place of business of the Contractor the home of the interpreter

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24 hour subsistence will only be paid where all three of the following circumstances apply and must be agreed in advance with the collaborative partner: Where an interpreter incurs costs for overnight accommodation Where the Contractor is required to source an interpreter from outwith the maximum

distance specified in the Statement of Requirements Travel to and from that assignment exceeds 90 minutes each way 24 hour subsistence comprises the receipted cost of bed, breakfast and dinner up to a capped limit. 24 hour subsistence does not include expenditure incurred on alcoholic drink. Claims for 24 hour subsistence must be supported by an original receipt attached to the invoice. Claims that are not supported by an original receipt attached to the invoice will not be reimbursed unless a satisfactory explanation is provided to the collaborative partner in writing. The current capped limit is: £75 for Bed and breakfast £23.50 for dinner Exceptionally, interpreters may be able to claim for reimbursement of bed and breakfast costs only, above the capped limits. The interpreter involved must have made reasonable efforts to find suitable accommodation at the business venue within the capped limits. This includes having attempted to secure accommodation using the services of the collaborative partner's hotel booking agent and demonstrating that any increased costs above the capped limits were necessary and were not incurred out of personal preference. A written note from the interpreter explaining why increased costs above capped limits were incurred must in all cases be attached to the invoice. If a satisfactory explanation is not attached to the invoice the claim will be restricted to the current capped limit for bed and breakfast. Travel and subsistence rates above are inclusive of VAT. Travel and subsistence rates are subject to change in line with the standard Scottish Government Travel and Subsistence rates.

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Annex C Interpreter’s Worksheet

Service Provider

Contract manager and address for notices

Name: Address: Tel: Fax: Email:

Service provider’s response

Service provider’s response to the Brief: As per attached brief response.

Price:

Commencement date:

Sub-contractors:

For and on behalf of SCRA:

Name and title

Signature

Date

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Annex D

Scottish Procurement

Pricing Summary– Interpreting, Translation &

Transcription Services

Framework Ref: CASE/197720

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Interpreting Services – DPSI (Scottish legal option)

Year 2

(From 12/11/14 to 11/11/15)

Supplier Global Connections

(Scotland) Limited

Global Language Services

Limited

Rank 1st 2nd

Up to 5 No. consecutive days during normal

office hours £29.49 per hour £27.45 per hour

Over 5 No. consecutive days during normal


Outside office hours £29.49 per hour £27.45 per hour

1. Interpreting services will comprise provision of interpreters holding the Diploma in Public Service Interpreting (Scottish legal option) and be in accordance with the minimum standards specified in the Statement of Requirements.

2. Prices are fixed hourly rates for delivery of interpreting services in accordance with the minimum standards specified in the Statement of Requirements

3. Prices for during normal office hours are fixed hourly rates for delivery of interpreting services on Monday-Friday between 0800-1800 hrs.

4. Prices for outside office hours are fixed hourly rates for delivery of interpreting services outside Monday - Friday between 0800 - 1800 hrs.

5. Hourly rates are inclusive of all costs associated with delivery of interpreting services in accordance with the minimum standards specified in the Statement of Requirements including, but not necessarily limited to, all management fees, all travel and other normal out of pocket expenses

6. In circumstances where an assignment is in excess of 5 No. consecutive days, the applicable hourly rate will apply for the entire assignment

7. Hourly rates are fixed i.e. not subject to variation for the complete duration of the first year of the framework, and exclusive of VAT

8. Fixed hourly rates may be varied, up or down, on the anniversary of the framework commencement date in accordance with the price variation conditions specified in the Framework Agreement and at Price Variations below

Interpreting Services – DPSI (Scottish legal option) equivalent

Year 2

(From 12/11/14 to 11/11/15)


(Scotland) Limited


Limited

Rank 1st 2nd

Up to 5 No. consecutive days during normal


Over 5 No. consecutive days during normal


Outside office hours £25.42 per hour £27.45 per hour

1. Interpreting services will comprise provision of interpreters holding an equivalent combination of qualifications and experience to that of an interpreter holding the Diploma in Public Service Interpreting (Scottish legal option) and be in accordance with the minimum standards specified in the Statement of Requirements.

2. Prices are fixed hourly rates for delivery of interpreting services in accordance with the minimum standards specified in the Statement of Requirements

3. Prices for during normal office hours are fixed hourly rates for delivery

of interpreting services on Monday-Friday between 0800-1800 hrs. 4. Prices for outside office hours are fixed hourly rates for delivery of

interpreting services outside Monday - Friday between 0800 - 1800 hrs.

5. Hourly rates are inclusive of all costs associated with delivery of

interpreting services in accordance with the minimum standards specified in the Statement of Requirements including, but not necessarily limited to, all management fees, all travel and other normal out of pocket expenses

6. In circumstances where an assignment is in excess of 5 No. consecutive days, the applicable hourly rate will apply for the entire assignment

7. Hourly rates are fixed i.e. not subject to variation for the complete duration of the first year of the framework, and exclusive of VAT

8. Fixed hourly rates may be varied, up or down, on the anniversary of the framework commencement date in accordance with the price variation conditions specified in the Framework Agreement and at Price Variations below

Interpreting Services – Cancellations

Year 2

(From 12/11/14 to 11/11/15)


(Scotland) Limited


Limited

Rank 1st 2nd

Cancellation fee £35.59 £27.45

1. Cancellation fees will apply in circumstances where the collaborative partner cancels an order with less than 24 hours’ notice

2. Cancellation fees are fixed i.e. not subject to variation for the complete duration of the first year of the framework, and exclusive of VAT

3. Cancellation fees may be varied, up or down, on the anniversary of the framework commencement date in accordance with the price variation conditions specified in the Framework Agreement and at Price Variations below

Translation Services

Year 2

(From 12/11/14 to 11/11/15)


(Scotland) Limited


Limited

Rank 1st 2nd

Translation service fee £0.096 per word £0.08 per word

1. Prices are fixed per word for delivery of translation services in accordance with the minimum standards specified in the Statement of Requirements

2. Prices are inclusive of all costs associated with delivery of translation services in accordance with the minimum standards specified in the Statement of Requirements including, but not necessarily limited to, all travel and other normal out of pocket expenses

3. Prices are for translation into and out of English

4. Prices will be applied on a pro rata basis against the translated document word count e.g. the price for a completed translation comprising 750 translated words will be: Rate per translated word x 750

5. Prices are fixed i.e. not subject to variation for the complete duration of the first year of the framework, and exclusive of VAT

6. Prices may be varied, up or down, on the anniversary of the framework commencement date accordance with the conditions specified in the Framework Agreement and at Price Variations below

Transcription Services

Year 2

(From 12/11/14 to 11/11/15)


(Scotland) Limited


Limited

Rank 1st 2nd

Transcription service fee £355.95 per hour £254.25 per hour

1. Prices are fixed per hour for delivery of transcription services in accordance with the minimum standards specified in the Statement of Requirements

2. Prices are inclusive of all costs associated with delivery of transcription services in accordance with the minimum standards specified in the Statement of Requirements including, but not necessarily limited to, all management fees, all travel and other normal out of pocket expenses

3. Prices are for transcription into and out of English

4. Prices will be applied on a pro rata basis against the length of the media to be transcribed e.g. the price for transcription of a CD comprising 1.5 hours of audio will be: Rate per hour x 1.5

5. Prices are fixed i.e. not subject to variation for the complete duration of the first year of the framework, and exclusive of VAT

6. Prices may be varied, up or down, on the anniversary of the framework commencement date accordance with the conditions specified in the Framework Agreement and at Price Variations below

Travel & Subsistence Arrangements for Interpreters

1. In circumstances where the Contractor will be required to source an interpreter from outwith the maximum distance specified in the Statement of Requirements, travel and subsistence arrangements must be made by the most efficient and economical means.

2. Travel and subsistence arrangements must reflect sustainable travel

principles and low carbon travel should be the default option 3. Travel by public transport will be paid at cost and on presentation of

properly receipted invoices 4. Only rail travel by Standard class will be paid 5. Only air travel by Economy class will be paid 6. Where travel by car is unavoidable, motor mileage rates will be paid

consistent with the standard Scottish Government Travel and Subsistence rates as detailed below

Mileage Type Rate

Motor Mileage Rate £0.45 per mile

Passenger Supplement £0.05 per passenger

Equipment Supplement £0.02 per mile

7. Mileage will be paid for the total distance of the journey less the

maximum distance specified in the Statement of Requirements 8. Travel by air will be restricted to exceptional circumstances and must

be agreed in advance with the collaborative partner 9. Travel by air will be paid at cost and on presentation of properly

receipted invoice 10. Only air travel by economy class will be paid

11. Travel time will only be paid in the following circumstances and must

be agreed in advance with the collaborative partner:

Where the Contractor is required to source an interpreter from outwith the maximum distance specified in the Statement of Requirements and travel to and from that assignment exceeds 90 minutes each way

Where an overnight stay is required to fulfill an assignment (travel time will be paid on the day of travel)

12. In both circumstances detailed at 11 above, travel time will be paid at

50% of the applicable hourly rate for the assignment and will be limited to the actual time spent travelling

13. For the purposes of travel time, the point of origin for the journey will

be the closest to the place of the assignment from either:

the place of business of the Contractor

the home of the interpreter

14. 24 hour subsistence will only be paid where all three of the following circumstances apply and must be agreed in advance with the collaborative partner:

Where an interpreter incurs costs for overnight accommodation

Where the Contractor is required to source an interpreter from outwith the maximum distance specified in the Statement of Requirements

Travel to and from that assignment exceeds 90 minutes each way

15. 24 hour subsistence comprises the receipted cost of bed, breakfast and dinner up to a capped limit

16. 24 hour subsistence does not include expenditure incurred on alcoholic drink

17. Claims for 24 hour subsistence must be supported by an original receipt attached to the invoice. Claims that are not supported by an original receipt attached to the invoice will not be reimbursed unless a satisfactory explanation is provided to the collaborative partner in writing

18. The current capped limit is:

£75 for Bed and breakfast

£23.50 for dinner

19. Exceptionally, interpreters may be able to claim for reimbursement of bed and breakfast costs only, above the capped limits. The interpreter involved must have made reasonable efforts to find suitable accommodation at the business venue within the capped limits. This includes having attempted to secure accommodation using the services of the collaborative partner's hotel booking agent and demonstrating that any increased costs above the capped limits were necessary and were not incurred out of personal preference. A written note from the interpreter explaining why increased costs above capped limits were incurred must in all cases be attached to the invoice. If a satisfactory explanation is not attached to the invoice the claim will be restricted to the current capped limit for bed and breakfast

20. Travel and subsistence rates above are inclusive of VAT

21. Travel and subsistence rates are subject to change in line with the standard Scottish Government Travel and Subsistence rates

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