Welsh translation services contract details

FOI-2024-2400

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 Welsh Translation Services for the Outputs and Dissemination of the Census Programme.

1. What are the contractual performance KPI's for this contract?
2. Suppliers who applied for inclusion on each framework/contract and were successful & not successful at the PQQ & ITT stages
3. Actual spend on this contract/framework (and any sub lots), from the start of the contract to the current date Start date & duration of framework/contract?
4. Could you please provide a copy of the service/product specification given to all bidders for when this contract was last advertised?
5. Written translation: what is the average per word rate paid for translation?
6. Is there an extension clause in the framework(s)/contract(s) and, if so, the duration of the extension?
7. Has a decision been made yet on whether the framework(s)/contract(s) are being either extended or renewed?
8. Who is the senior officer (outside of procurement) responsible for this contract?

We said

Thank you for your request. Please see below in response to your queries. 

1.  KPI's were not included in the Contract. 

2. This contract was awarded by Single Tender therefore there were no PQQ or ITT stages. The contract was awarded to Prysg Cymru providing Welsh translation services for the Collection phase of the 2021 Census and have a long-standing relationship with ONS providing Welsh translation services for previous Census', with processes in house firmly established. A single tender action with Prysg ensured consistency of how material is translated into Welsh for the Outputs & Dissemination phase of the 2021 Census. 

3. £85,000. 

4. The contract was not advertised by virtue of the Single Tender. The key works related to this contract are the Provision of Welsh translation for the output and dissemination of Census 2021 data including: 

• Reference and structural metadata, datasets and the Census dictionary 

• Paradata 

• Welsh variable names for datasets 

• Website page content templates 

• Statistical bulletins and articles 

• Ad hoc translation of Welsh emailed received by the customer support team 

• Campaign articles 

• Media, social media and PR articles 

• Web page area profiles

5. Unfortunately, we are not able to disclose the per word rate for translation 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 hindrance 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. Yes, there is a 12-month extension option included in the Contract. 

7. No, a decision hasn't yet been made. 

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's e-tendering portal, In-tend https://in-tendhost.co.uk/ons/aspx/Home