Framework Agreement for Provision of Interpreting, Translation & Transcription Services
Scottish Procurement
Buyers Guide – Interpreting, Translation &
Transcription Services
Framework Ref: CASE/197720
The Interpreting, Translation & Transcription Services Framework Agreement covers the
following services:
 Interpreting Services
 Translation Services
 Transcription Services
Version 0.1 – October 2013
Introduction
Scottish Procurement aims to deliver benefits to the people of Scotland through improved value
for money for taxpayers and improved goods and services for all our citizens. We achieve this
via effective collaboration with our customers throughout the procurement cycle and by
developing strategies that contribute to the Scottish Government's purpose of sustainable
economic growth.
Start Date
The Framework Agreement commences on 12 November 2013 and will run for two years, with
two options to extend for a further period of one year each.
Scope of the Framework
The Framework Agreement covers the following services:
 Interpreting Services
 Translation Services
 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 by Collaborative Partners.
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.
Translation & Transcription Services:
The framework is designed to provide translation and transcription services for documents that
are sensitive or confidential in nature.
The scope includes translation and transcription of style documentation, tapes and other forms
of electronic media in the course of case preparation for court. The scope also includes
translation and transcription of both court documentation and correspondence for issuing to
individuals and to foreign prosecution agencies.
Out of Scope of 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
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How to use the Framework
This Framework Agreement is a contractual vehicle that allows organisations to order services
under the terms and conditions specified in that Framework Agreement. By utilising this
Agreement, collaborative partner organisations will save time, resource and money and ensure
that the terms of their individual contracts are robust.
There is no cost to access this Framework Agreement (other than the payment made to the
Service Provider for services delivered).
Collaborative partner organisations wishing to access this Framework Agreement must, prior to
accessing the Framework, agree in writing to operate the Framework in accordance with the
procedures set out within this document. This takes the form of a collaborative partner
participation form which is located at Annex A. This form is required to be completed by each
collaborative partner organisation and lodged with Scottish Procurement at the address noted
on the document. It governs all future call offs by them.
Framework Operating Procedures
Two Contractors have been awarded this Framework Agreement; a first ranked Contractor and
a second ranked Contractor.
The two Contractors are:
Rank 1 - Global Connections (Scotland) Limited
Rank 2 - Global Language Services Limited
Collaborative Partners can make a Direct Award for their interpreting , translation and
transcription services requirements to the first ranked Contractor,Global Connections (Scotland)
Limited.
Collaborative Partners must approach the first ranked Contractor in the first instance. In the
event that the first ranked Contractor confirms that they are unable to complete the requirement
– in terms of meeting the criteria for Qualifications & Experience, Disclosure, Location and
Availability for interpreting services or Qualifications & Experience, Disclosure, Location and
Turnaround for translation and transcription services - the Collaborative Partner will then offer
the requirement to the Contractor ranked second.
Contractor contact details are included at Annex B. Ordering procedures are detailed below.
Ordering Procedures
Users from the following organisations should consult their own, internal ordering guidelines:
 Crown Office & Procurator Fiscal Service
 Scottish Children’s Reporter Administration
 Scottish Courts Service
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All other users should follow the following steps procedures:
1. The Collaborative partner shall complete the order form which is located at Annex C and
send it by to the Contractor.
2. The Contractor shall, if they are able to supply the required services set out in the order
form, confirm the Order, by completing the Contractor Order Confirmation form at Annex
C and send it back to the collaborative partner
3. Subject to the collaborative partner notifying the Contractor that their response has been
accepted, the call-off contract shall be formed on the commencement date set out in the
Order.
Pricing Information
A full list of pricing information is available on the secure SharePoint site. If you do not already
have access to SharePoint, please contact Jim Thomson on 0131 244 0431, who can arrange
access for you.
Other Framework Information
Contract Management:
Scottish Procurement will manage this agreement at a Framework level, this will include a
number of activities including management of supplier performance issues, and collating
management information for the Framework.
Collaborative partner organisations will manage contracts awarded under this Framework at a
local level, dealing with day to day Service Provider issues, with a view to resolving these
locally.
Collaborative partner organisations can request their own management information and
meetings with the Service Provider. The Framework Service Provider is aware of the need to
supply management information to collaborative partner organisations as part of the Framework
requirements.
Framework Terms and Conditions:
Copies of the Framework Terms and Conditions and Standard Terms of Supply are available on
the secure SharePoint site. (see details above for access to SharePoint).
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Hints & Tips on using the Framework
Standard Criteria:
The standard criteria for each service available through this Framework Agreement are as
follows:
Service
Interpreting
Translation & Transcription
Qualifications & Experience
DPSI (Scottish legal option)
Diploma in Translation
Disclosure
Disclosure Scotland - Standard
Disclosure Scotland - Standard
Location
70 miles from delivery location
UK-based translators and
transcribers
Availability
5 calendar days
n/a
Cancellation
24 hours
n/a
Turnaround
n/a
10 calendar days
There may be circumstances where Collaborative Partner requirements differ from the standard
criteria detailed above, for instance where:
 DPSI (Scots Law) is not available for the language required
 An interpreter, translator or transcriber is required to have a different level of
disclosure i.e. Enhanced
 Translations and transcriptions are required to 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
 A Collaborative Partner cannot provide 5 calendar days notice for assignments by
virtue of it being a short notice requirement
In these circumstances the Collaborative Partner must notify the Contractor of their
requirements when placing the order.
Interpreting Services – Qualifications & Experience
There may be circumstances where demand for interpreters holding the Diploma in Public
Service Interpreting (Scottish legal option) outweighs supply. In these circumstances the
Contractor will provide interpreters holding an equivalent combination of qualifications and
experience of consecutive and simultaneous interpreting in the criminal court to that of an
interpreter holding the Diploma in Public Service Interpreting (Scottish legal option).
Where the Contractor can only provide an interpreter that does not hold the Diploma in Public
Service Interpreting (Scottish legal option), the Contractor will provide justification that the
interpreter holds an equivalent combination of qualifications and experience of consecutive and
simultaneous interpreting in the criminal court to that of an interpreter holding the Diploma in
Public Service Interpreting (Scottish legal option) for the collaborative partner to review prior to
confirming the order. The written statement should include the Contractor’s confirmation that
they have assessed the interpreter to be suitable to undertake the specific assignment.
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In circumstances where the Contractor can only provide an interpreter that does not hold the
Diploma in Public Service Interpreting (Scottish legal option), the Collaborative Partner has sole
discretion to accept or refuse services from the interpreter proposed.
Interpreting Services – Location
In circumstances where the Contractor can only provide an interpreter from farther than 70
miles of the location that the assignment is required, the Collaborative Partner has sole
discretion to accept or refuse services from the interpreter proposed.
Where the Contractor can only provide an interpreter from farther than 70 miles of the location
that the assignment is required, the Collaborative Partner will pay travel and subsistence costs
in accordance with the Travel and Subsistence Arrangements detailed at Annex D.
Interpreting Services – Minimum Order Duration
Language services agencies typically have difficulty sourcing appropriately qualified interpreters
for orders for interpreting appointments that are of less than two hours duration. As such,
Collaborative Partners are recommended to specify a minimum two hour appointment duration
when ordering interpreting services.
Collaborative Partners should be aware that in circumstances where interpreting services are
ordered on the basis of a minimum two hour duration, the Collaborative Partner will be invoiced
as though the appointment lasted two hours, regardless if it was completed in less time.
Interpreting Services – Early Start and Late Finish Appointments
Collaborative Partners should consider paying travel time where an interpreter is required to
travel outside of normal office hours (Monday to Friday between 0800 – 1800 hrs) in order to
arrive on time to avoid difficulties in ensuring order fulfilment.
Scottish Procurement Contacts
Chris Mowbray
Senior Portfolio Specialist
0131 244 3670
Gary Crombie
Portfolio Specialist
0141 242 5914
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Annex A
Collaborative Partner participation form for
Interpreting, Translation & Transcription Services Framework Ref: CASE/197720
Name of organisation
Please complete:
Category of organisation*
Please complete:
*please include type of public body e.g. core Scottish Government, Agency, NonDepartmental Public Body (NDPB)
Date required to start accessing the Interpreting, Translation & Transcription Services
Framework Agreement
Please complete:
On behalf of my organisation, I confirm our commitment to make use of the Framework for the
provision of Interpreting, Translation & Transcription Services and that when using the
Framework, my organisation will do so in accordance with the terms and conditions of the
Interpreting, Translation & Transcription Services Framework Agreement.
I fully understand that the Framework Agreement is commercially sensitive and should not be
copied to any other third party without prior written approval from Scottish Procurement; and, I
understand and confirm that the use and payment of any service called off from the Framework,
as detailed in each Order, will be the sole responsibility of my organisation and will be subject to
the terms and conditions of supply as issued in the Framework Agreement at Schedule 5 a copy
of which can be found on SharePoint
Name:
Job title
Organisation title:
E-mail address:
Date:
Please note that Scottish Procurement will issue any future communication about the
Framework (e.g. variations etc.) to the contact named above.
When completed, please return this form by email to:
Gary Crombie
Scottish Procurement
Annex B
Contractor Contact Details for
Interpreting, Translation & Transcription Services Framework Ref: CASE/197720
Rank
Contractor Name
Contact
David Orr, Managing Director
Anthony Madill, Project Manager
Caroline Reid, Translation Manager
1
Global Connections (Scotland)
Limited
Maureen Howell, Interpreter Co-ordinator
Interpreting - 0141 352 5663
Tel:
Translation & Transcription - 0141 352 5668
Email:
As above
George Runciman, Managing Director
Frances Runciman, Quality Management
Iwona Burns, Translation and Transcription Management
2
Global Language Services
Limited
Jenny Whyte, Management Information / Systems and
Training
Tel:
0141 429 3429
Email:
mail@globalglasgow.com
Annex C
Collaborative Partner Order form for
Interpreting, Translation & Transcription Services Framework Ref: CASE/197720
For completion by Collaborative Partner
Client
Contract manager and
address for notices
Invoice contact and
address (if different)
Order number
Name:
Address:
Tel:
Email:
The Contractor will contact this individual to obtain and clarify the
organisation’s requirements for this Order.
Name:
Address:
Tel:
Email:
To be quoted on all correspondence relating to this Order:
Order date
Commencement date
Requirements
Delivery date
Delivery time
Delivery venue
Services required
Please delete service(s) not required from the following list:
Interpreting Services
Translation Services
Transcription Services
Details of services required
Language
Please state other requirements if different from standard criteria:
Qualifications & Experience
Disclosure
Location
Cancellation
Turnaround
Order Duration
Please use this space to provide any other relevant information about the order:
Contractor Order Confirmation form for
Interpreting, Translation & Transcription Services Framework Ref: CASE/197720
For completion by the Contractor
Client
Contract
manager and
address for
notices
Name:
Address:
Tel:
Email:
Contractor’s response
Name of Interpreter
Language
Qualifications & Experience
Disclosure
Location
Delivery date
Delivery time
Delivery venue
Price:
Please use this space to provide any other information relevant to the Order Confirmation:
Date
Annex D
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
Motor Mileage Rate
Passenger Supplement
Equipment Supplement
Rate
£0.45 per mile
£0.05 per passenger
£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 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
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.