2.3 Most of the programmes are chosen by S4C on a quarterly cycle, but some flexibility is required when dealing with schedule changes.

Transcription

1 INVITATION TO TENDER Deliver a Welsh language subtitling service on S4C Tenders are invited to provide the following service on S4C: Provide a Welsh language subtitling service on S4C The service involves preparing Welsh subtitles on S4C on a variety of programmes which will have a wide appeal, being useful for Welsh language learners, those with basic Welsh language skills, and the deaf and hard of hearing.the service should make it easier for the above audience to be able to access and enjoy Welsh programmes on S4C. The applicants should be experienced in providing a subtitling service, be able to ensure fluency in the use of the Welsh language, and have an with an understanding of the television industry and ample knowledge of the needs of the target audience. The company will have to ensure suitable management systems that would deliver consistent subtitling of a high standard showing consistency of use of language and style, with control systems for checking accuracy and to implement necessary changes. The applicant will be expected to comply with the relevant elements of the Good Practice Guidelines for Subtitlers in Wales (Copy available by ing tendrisdeilto@s4c.co.uk) and any further editions of the Guidelines, which is relevant to the service. 2 Tender requirement details 2.1 The number of Welsh words on-screen is slightly less than what is used in English at the moment by taking reading speeds in Welsh into consideration. The suggested speed is 120/minute for the service. (The present rate is 140 w.p.m for English subtitles up to 180w.p.m for live subtitling.) 2.2 The nature of the subtitles will vary on screen between colloquial /standard Welsh dependent on the source material. Simple sound effects should be added if it has a strong influence on the programme. 2.3 Most of the programmes are chosen by S4C on a quarterly cycle, but some flexibility is required when dealing with schedule changes. 2.4 A target of 10 hours per week of original programmes on average is expected. 2.5 The applicants are expected to submit practical guidelines that the subtitlers can follow.the guidelines should refer to grammatical and technical elements such as timings, colours, and formatting.the subtitlers would also need to follow the principles as laid out in the Guide for Subtitlers in Wales wherever practical. 1

2 2 Tender requirement details (continued) 2.6 The successful applicant is expected to receive copies of tapes and other relevant material from the Production Companies (or S4C) at least 3 normal working days before the transmission date if the programme is 30 or less, and at least 5 normal working days for programmes of a longer duration. 2.7 Tape deliveries etc are arranged with the Production Companies or the Subtitling Department at S4C, having ensured that the copying and delivery arrangements and costs are acceptable to S4C.Alternative delivery formats are being considered for the contract period e.g. video on DVD rather than SVHS. 2.8 The successful applicant is required occasionally to deal with Programmes which arrive late or for live transmission.most of the supplied programmes will be received beforehand, but it will be a requirement to deal with some late and live programmes. In this situation some level of flexibility is required to work beyond normal working hours and S4C s live subtitling area can be considered for use when possible. 2.9 All the subtitling data should be delivered by 48 hours (normally) before the transmission time, wit special arrangements in place for weekends and Bank holidays The successful applicant should ensure that it has suitable workstations to be able to deliver the service and an effective technical support and mechanisms in place The successful applicant is expected to meet with S4C on a quarterly basis review to the service, and implement improvements (where necessary) and to plan ahead forthcoming programme schedules The successful applicant should be able to provide plans for monitoring the effectiveness of the service It is necessary for the successful applicant to conform with S4C s Technical Guidelines document regarding subtitles and follow the procedures for delivering subtitles to S4C as specified in the Technical and Delivery part of S4C s website, in the S4C Production Site section 3 Budgetary Details 3.1 S4C requires that every application will include a budget outlining clearly and in detail the cost of providing the service. 3.2 Applicants are encouraged to avoid expenditure on expensive presentations. 2

3 3 Budgetary Details (continued) 3.3 The subtitling service includes, but is not limited to, the following: a) Staffing the Service (including salaries and statutory payments); b) Suitable office accommodation, office equipment and technical equipment c) Administration of matters regarding office maintenance and support d) Maintenance and support of equipment e) Compliance with Health and Safety regulations. f) Arranging safety systems for staff, office and relevant data g) Comply with the following S4C Policies regarding the use of computers - S4C Compliance Guidelines; - S4C Health and Safety Policies; - S4C Policy for Protection of Children - S4C Welsh Language Schemes; - S4C Technical Requirements. h) Compliance with S4C s policy regarding s i) Monitoring the quality of the output j) Insurance k) Recording and report back to S4C on a monthly/quarterly basis l) Ensure proper training methods as required to ensure that the staff are able to carry out their required responsibilities. every applicant should include the cost of complying with the above within the application. 3.4 Each applicant will be required to provide details if there is any possibility of receiving funding or financial assistance from any other source i.e. if the budget has been prepared on the assumption of receiving any grants. 3.5 A panel of S4C officials will consider the applications. The final decision regarding this tender will be made at the total discretion of this panel. 4 Contractual Details 4.1 The successful applicant (if the tender is awarded) will be required to comply with the requirements of S4C, and in particular, the successful applicant will be contracted in accordance with and agreement between the successful applicant and S4C. 4.2 If any applicant is unhappy with this, or wishes to suggest any changes or variations to the draft agreement, S4C should be notified of this in the original application. Otherwise, it will be assumed that every applicant accepts and agrees with the terms and conditions of the draft agreement by submitting an application. Without prejudice to the above, S4C retains the right to reject any application or to disregard any changes or variations made by any applicant to the draft agreement, unless they are brought specifically to the attention of S4C in the application or during the interview (if relevant). 3

4 4 Contractual Details (continued) 4.3 S4C also retains the right to vary and amend the draft agreement in such a way as S4C considers necessary in order to reflect and confirm the terms upon which the commission is offered to the successful applicant (if relevant). 4.4 The Contract will be awarded for a three year term with an option to extend for a further period of 18 months. S4C will review the contract and the successful production company s performance after the first year and retains the right to terminate the agreement at the end of the first year, following such a review. 4.5 The successful Company will irrevocably and unconditionally waive all rights to which they are now or may in future be entitled under sections 77, 80, 84 and 85 of the the Copyright Designs and Patents Act 1988 and any moral rights to which they may be entitled under any legislation now existing or in future enacted in any part of the world in respect of the Services; and S4C reserves the right to amend the sub-titles at any time. 5 Timetable for the tendering process 5.1 You will be required to submit your application electronically ONLY (including the budget) to: tendrisdeitlo@s4c.co.uk 5.2 Applications to be received before midday on Friday the 11 th August NO SUBMISSIONS WILL BE ACCEPTED AFTER THE CLOSING TIME AND DATE. 5.4 S4C accepts no responsibility for the shortcomings of any delivery system nor for any lost, delayed or defective applications. 5.5 It is up to the applicant to ensure that its submission is prepared in good time (taking into account the possibility of staff absences or technical failures) and is submitted in advance of the closing date and time. 5.6 Proof of despatching will not be deemed to be proof of delivery and applicants are advised to seek an acknowledgement of receipt. 5.7 The panel will select a shortlist of applications and inform the short listed companies before the end of the day on the 18 th August inviting them to an interview. 5.8 S4C will notify the unsuccessful applicants on the same date. 5.9 It is anticipated that the interviews will be held during the week commencing 4 th September 2006 at S4C s offices in Cardiff. 4

5 5 Timetable for the tendering process (continued) 5.10 If a successful applicant is selected (and subject to contract), S4C will notify the successful applicant by the 15 th September through telephone and will also inform the candidates who were unsuccessful at interview at the same time If there are no successful candidates, S4C will notify the candidates interviewed on the same date The sub-titling service will commence on the 1 st of January 2007, but it s possible the contract will commence prior to this date The final decision will be based on the following factors (not in order of priority): a. best value for money for S4C; b. the key individuals in the application; c. experience of providing subtitling services; d. the ability to provide the service to a high standard throughout the term; e. the ability to be flexible and to adapt to the changes and developments in the industry; f. any additional benefits. 6 Please note 6.1 This invitation is open to all companies who believe that they can meet the requirements and criteria included in this invitation. In particular this invitation is not limited to companies of a specific size or in any specific location(s). 6.2 S4C is not duty bound to offer the tender to any applicant, and there is nothing in this document which would compel S4C to do so. In particular, but without limitation, S4C will have the option of not awarding the tender and the commission to any applicant and of producing the programmes internally if it is unsatisfied with the quality of the applications or if there is an insufficient response to this invitation to tender. 6.3 Each applicant is required to provide details if it is envisaged that there may be a conflict of interest in the application. S4C will invite the applicant to inform S4C of a means of avoiding such a conflict, S4C may then elect to a) award the tender subject to any agreed sanctions as a result of the conflict that S4C consider necessary; or b) refuse the application. 5

6 7 Further Information 7.1 If you have any questions relating to the tender please send an to S4C at in the first instance, and a representative on behalf of S4C s Programmes Department will contact you. Please be advised that in order to ensure fairness to all potential applicants that the answers to general queries may be circulated to all interested parties, however the source of the query will not be publicised. 8 Transfer of undertakings (Protection of Employment) Regulations ( TUPE ) 8.1 The applicants' attention is drawn to the Transfer of undertakings (Protection of Employment) Regulations 1981 (as amended) ("TUPE") which may or may not apply to the Service. As S4C will be neither the transferor nor transferee of staff in the circumstances of any contract awarded as a result of this invitation to tender, consideration of the application of TUPE in this case is a matter for the applicants. It is therefore the responsibility of the applicants to consider whether or not TUPE applies in the specific circumstances of their bids 9 Freedom of Information 9.1 S4C is subject to the provisions of the Freedom of Information ( FOI ) Act Accordingly, if any applicant considers that any information supplied by it to S4C pursuant to this invitation is either commercially sensitive or confidential in nature, this should be highlighted explicitly and the reasons for its sensitivity set out in full in the application. In such cases, the relevant material will, in response to FOI requests, be examined in the light of the exemptions provided for in the FOI Act. On the other hand, if any applicant considers that none of the information supplied in its application is sensitive, then the applicant is requested to confirm the same by including a statement to that effect in its application. Otherwise, if the applicant has not noted expressly in its application that any information provided by it pursuant to this invitation is commercially sensitive or confidential, then all the information provided by the applicant in its application or pursuant to this invitation will be deemed to be information which S4C may disclose and release to third party/ies in accordance with the FOI without further permission of the applicant. 10 Questions and Answers Following our promise in the tender document to inform every applicant of all relevant questions, please see a list of all recent questions and answers 1) What mixture of programmes will be subtitled? S4C will choose the programmes to be subtitled in Welsh. Most of these will be scheduled in peak hours and will include dramas, documentaries, and entertainment programmes. It is possible that some children s programmes will be chosen as well. 6

7 10 Questions and Answers (continued) 2) What percentage of programmes will be late or live? We do not subtitle any late or live programmes in Welsh at the moment, but as we do not have the rights to subtitle some sports programmes in English, we might need to subtitle these in Welsh. It is possible that we will choose to subtitle programmes uch as Eisteddfod yr Urdd in Welsh in the future as well. However, the percentage will remain low and will not be above 15% for the duration of the contract. 3) Is the 10 hours a week consistent throughout the year? We try to keep the number of programmes each week constistent throughout the year. But as there are some quieter periods in the S4C schedule, or if several repeated programmes are scheduled, for example during the summer months, it is not possible to do this throughout the year. Usually, the number of programmes subtitled around the Christmas period is quite high. 4) Will we receive the programmes from S4C or from the production companies? You will be expected to contact the production companies to arrange to receive tapes, but if S4C choose to subtitle a programme after we have received the master, S4C will arrange a copy for you. 5) Can you confirm if all the subtitles will be in Welsh, for Welsh programmes? Yes, these will be Welsh subtitles for Welsh programmes. 6) On what format will we receive the programmes? At present, you will receive the programmes on SVHS tapes, but thios could change as technology develops. We will discuss any changes with the successful applicants. 7