Translation services

Description

Translation and interpretation services for the UKHO. Translating into, and from, English, for maritime and navigational, commercial and senior management related information. 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. 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. This also includes providing an ad hoc and much smaller interpreting service, via telephone, or possibly face to face, too. 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 estimated up to 1270 words in length, although documents such as letters, memoranda, etc., may contain more or less. The UKHO may require an estimated maximum 60 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 estimated. The UKHO also may have translation work in the form of management letters, memos, briefs and agreement documents. The UKHO Commercial team has also had the following items translated; UKHO digital product literature, marketing collateral brochures and advertisements, and some UKHO website 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. 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 email or the Contractor's FTP site, and receive translated material in return by email. 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 in the Pricing Schedule — 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 their FTP site/portal and email. Reliability, Availability and Maintainability of their 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 email access including dedicated IT point of contact — Use of translation memory software in translating information — SC cleared or prepared to obtain clearance. Compliancy and adherence to these particular requirements shall be critical and form a vast part of the evaluation process for this requirement. Tenderers shall be required to provide more detailed information and evidence that they can meet the mandatory requirements, plus complete a timed translation trial, as part of the tender process.