Provision of transcription and translation services contract details

FOI reference: FOI-2024-2433

You asked

I would be most grateful if you would provide me, under the Freedom of Information Act, details in respect to the contract below.

Provision of Transcription and Translation Services:

The details we require are:

Suppliers who applied for inclusion on each framework/contract and were successful & not successful at the PQQ & ITT stages

1. Actual spend on this contract/framework (and any sub lots), from the start of the contract to the current date
2. How much of your spend is transcription compared to translation?
3. Start date & duration of framework/contract?
4. How much do you pay per minute (or per hour) for English to English transcription of an audio recording?
5. Is there an extension clause in the framework(s)/contract(s) and, if so, the duration of the extension?
6. Has a decision been made yet on whether the framework(s)/contract(s) are being either extended or renewed?
7. Who is the senior officer (outside of procurement) responsible for this contract?

We said

Thank you for your request.

1. Language Empire were the only Supplier to respond to the Authority's published Invitation to Tender (ITT) and were successful at ITT stage.

2. Total spend to date on this Contract is £17,348.

3. Transcription spend to date is £15,928.

4. The Call-Off Contract start date was 22 January 2024. The Contract is for a duration of 2 years until 21 January 2026, with the option to extend for a further 2 years which will be reviewed on an annual basis (2+1+1).

5. Unfortunately, we are not able to disclose the per minute/hour rate for transcription services.

   The release of this information would likely commercially prejudice the third party involved, as it would allow competitors to work out how they arrive at their pricing. Competitors could then use this information to bid against the third party at future tender exercises by replicating their business model, but reducing the prices. This would negatively impact the third party's chances of success.

   Following this, the ONS's commercial interests would also be prejudiced. Disclosure of commercially prejudicial information about the third parties we work with would make these suppliers and others unwilling to work with us in the future. It would also jeopardise our existing commercial relationships, as they are unlikely to want to continue working with us over concerns that we would disclose commercially prejudicial information.

   This exemption is subject to a public interest test. Whilst we recognise the desirability of information being freely available, we must acknowledge the importance of maintaining the trust and customer confidence of the companies with whom we work. Damage to this trust would impact our own capability to compete and negotiate in a commercial environment. This would lead to a reduction in the choice of quality services offered and also a reduction in competitive incentive amongst suppliers to offer us a good price. This would be detrimental to the preservation of public funds and the quality of service received by members of the public. Therefore, this hinderance to our capability to compete effectively in a commercial environment would directly and negatively impact the public interest. On balance the public interest falls in favour of withholding this information.

6. There is an extension clause included in the Contract. The duration of the extension is 2 years which will be reviewed on an annual basis.

7. A decision hasn't yet been made as to whether the Contract will be extended following the initial 2-year term.

8. The requested information is personal data and therefore is exempt under s.40(2) of the Freedom of Information Act 2000 (FOIA). All ONS tenders are published on the ONS e-tendering portal, In-tend in-tendhost.co.uk/ons/aspx/Home.