*Please note the Invitation to Tender document has been updated – please see the new version below*
S4C is tendering for the supply of access services on S4C. The tender has been advertised on the sell2wales.gov.wales website. Please see the below documents for more information. All businesses interested in providing the services must complete an application in the form set out below. The deadline for receipt by S4C of the completed application is midday on 22 November 2016.
All requests for further information and/or guidance in completing this application and/or this tender process should be addressed to: cwestiynautendr@s4c.cymru Please note that no queries or requests for information relating to this tender process should be addressed to any individual officer, employee or representative of S4C.
The closing date for receipt of requests for additional information and for guidance in completing the application is midday on 8 November 2016.
Question 1
I see that the document has been updated on the Sell2Wales website. Can you let me know what change/s have been made or are we required to go through the old document and the new document to ascertain the change/s?
Answer 1
S4C has updated the Invitation to Tender following its publication. The only change between the original version and the updated version is the email address for requests for clarification on the tender. All requests for further information and/or guidance in completing the application and/or this tender process should be addressed to: cwestiynautendr@s4c.cymru
Question 2
The Invitation to Tender notes that programmes produced by the BBC and Tinopolis are not included in the contract for Late and Live subtitling. The contract for English Subtitles on General Programmes excludes BBC programmes only. Does this mean that programmes produced beforehand by Tinopolis are included as part of the contract for English Subtitles on General Programmes?
Answer 2
Yes, programmes produced beforehand by Tinopolis are included as part of the services within Lot 1 - English Subtitles on General Programmes.
Question 3
Could we please receive an electronic version of Appendix 4 to download and complete electronically, i.e. the basic information form in the Tender for the Provision of Access Services on S4C?
Answer 3
We have added Appendix 4 – Basic Information Form as a Word document to the list of documents above.
Question 4
Lot 4 – Welsh Subtitling Service – the document notes that around 8-10 hours of programme slots will need to be subtitled. Does this mean an average of 9 hours a week?
Answer 4
An average of around 9 hours a week will need to be subtitled but this is dependent on the schedule. The weekly figure could rise during busy periods such as the Autumn months and around Christmas but could also be much less during quiet periods such as the Summer months. The priority will be ensuring that suitable programmes have Welsh subtitles available. S4C will prepare schedules in advance so that the successful company are aware of the amount of work in plenty of time.
Question 5
In relation to the on-screen signing (BSL) service, specifically the Material and Supply section on pages 34 and 35 of the tender document, is there, or will there be in the future, provision to return signed programmes to S4C via electronic file?
Answer 5
Lot 6: Successful applicants should deliver the programme with on-screen signing by tape, or on file in consultation with S4C. S4C intends to move towards file delivery only in future.
Question 6
What format of files can be returned for Audio Description? Is there any possibility to return a single contiguous stereo .WAV file containing one channel of description, and one channel of Pan and Fade signal?
Answer 6
Lot 5: Successful applicants may deliver the audio-described programme electronically as .WAV files. A single contiguous stereo .WAV file containing one channel of audio description and one channel of Pan and Fade signal may be delivered.
Question 7
Format of bid: Is 20 pages to cover the contract and basic information or just sections 3.1.2 – 3.1.6?
Answer 7
The restriction on length of responses to 20 A4 pages for one lot applies to the information requested at paragraphs 3.1.2 – 3.1.6. (i.e. the Basic Information Form and comments on the legal notes and contract will not be counted in the 20 page restriction).
Question 8
Is there a notification service available in event of answers published or updates to the Tender?
Answer 8
The tender has been advertised on the Sell 2 Wales website. Parties who note an interest on the tender on the Sell 2 Wales website will receive email alerts from the Sell 2 Wales service of any changes made to the tender. All requests for further information and/or guidance in respect of this tender process and S4C's responses to such requests will be published on this page. You are advised to check this page regularly as S4C does not provide a notification service.
Question 9
Are Harding certificates required for the signed composite programmes, or will these have already been completed on the unsigned master?
Answer 9
Lot 6: S4C does not currently require an additional Harding test for a signed version of a programme.
Question 10
Where tape delivery is required, is there a preference and/or requirement for either HDCAM or HDCAMsr, or will it likely be a balance of each?
Answer 10
Tape delivery can either be on HDCAM or HDCAMsr, there is no preference.
Question 11
With regard to lots 2 and 3, we are considering the option of purchasing the equipment currently at S4C. What is the process with regards to agreeing on a price for this equipment and when will it be possible to agree on this as we will need to include this cost as part of our bid?
Answer 11
The equipment (which includes the equipment listed below) can be purchased from S4C for £750.
HP EliteBook 8470p (Workstation)HP Compaq dc7900 SFF (Workstation)HP Compaq Elite 8300 SFF (Workstation)HP Compaq Elite 8300 SFF (Workstation)HP Compaq Elite 8300 SFF (Workstation)HP Compaq Elite 8300 SFF (Workstation)HP Z420 Workstation (Workstation)HP Z420 Workstation (Workstation)HP Compaq Elite 8300 SFF (Workstation)HP Compaq Elite 8300 SFF (Workstation)HP Compaq Elite 8300 SFF (Workstation)KeyboardsMonitorsPrintersVoice over booth plus ancillary equipment
Question 12
Does the equipment that can be transferred to the new supplier include printers and monitors?
Answer 12
Yes.
Question 13
The ITT document notes that S4C will provide access to the subtitles server, the BIST recording equipment, Prostar equipment for loading files and email connection. Would it be possible to also provide internet access or will companies bidding for the tender need to contact internet providers themselves?
Answer 13
All successful applicants will be responsible for arranging their own internet access.
Question 14
What is the situation with regards to network points and lines?
Answer 14
Where a successful applicant will be based at the S4C offices, S4C will provide internal cabling and access to network points.
Question 15
With any service based in the S4C building, will S4C continue to expect subtitles files to be created and saved onto the S4C system or will the supplier(s) be responsible for keeping these on their own servers?
Answer 15
S4C will require all subtitles files to be saved onto the S4C archive system.
Question 16
If suppliers are expected to continue to use the S4C server, is it possible for the IT department to guarantee that no restrictions will be placed on the machines that would interfere with the machines' ability to create the relevant subtitles files, to view and edit the files, or transmit the files?
There have been problems in the past with the subtitling software in the Subtitling Suite because of restrictions on the machines. These can be due to minor settings which are not obviously linked with the software but which can affect the way in which it works, e.g. if the software needs to write to the registry when performing a certain task and is unable to do so, this results in the software not working properly. If whoever is based in the Subtitling Suite is expected to continue to use the S4C system to save files and in particular to broadcast live files, would it be possible to have some reassurance that the work will not be affected by basic computer issues which can prove difficult to solve?
Answer 16
S4C's IT department will work with the successful applicant's own IT department on any IT related issues concerning interfaces between the supplier and S4C. However, where an issue has been identified on the supplier's equipment, it will not be S4C's responsibility to resolve the issue.
Question 17
Will software licenses be transferred if we purchase the current computers?
Answer 17
S4C will not transfer any software licences to any successful applicants.
Question 18
The subtitling software depends on having other software packages on the machines eg. Wincaps uses the Microsoft Word spellchecker. What is the situation with general licenses such as Microsoft Office etc?
Answer 18
Successful applicants will be responsible for arranging their own access to any required software. S4C will not transfer any software licences to any successful applicants.
Question 19
Will the computers continue to be part of the S4C domain?
Answer 19
No, any computers transferred to successful applicants will not remain on the S4C domain.
Question 20
Will staff members of the company(ies) awarded the new contracts continue to have user accounts (including email) for the S4C domain?
Answer 20
No, successful applicants' staff will not be given S4C user accounts or email domain names.
Question 21
We would like to receive information regarding the spec of the current computers being used in the S4C subtitling suite (such as output information msinfo32.exe) so that we can evaluate the contract value if we consider buying the equipment?
Answer 21
See answer 11.
Question 22
It is noted in Appendix 1.2, clause 2.3.4 of the draft agreement that suppliers should "ensure that the Live and Late Subtitles do not omit what is said on-screen". Does S4C agree that an element of summarisation is always essential when subtitling, and that it is inevitable that some contents must be omitted when producing live subtitles that are translated from the original language?
Answer 22
Lot 2: S4C accepts that an element of summarisation is inevitable in the context of late and live subtitling. S4C expects successful applicants to include as much programme content within the subtitles as possible, and applicants should take a common sense approach as to what can be omitted.
Question 23
In Appendix 3.2, on page 24 of the Invitation to Tender, it is noted that "any live subtitles will need to be captured". The draft agreement also notes that (Appendix 1.2, clause 2.5) "The Company shall ensure that the subtitles for the Live Programmes shall be captured in Word format or such other format as required by S4C, to enable the subtitles to be included on the S4C online catch-up service and the BBC iPlayer, or as part of a wider offering". Is it possible to receive further explanation as to who will be responsible for capturing these subtitles and if the current capturing system will continue to be part of the equipment supplied by S4C?
Answer 23
Lot 2: The successful applicant will be responsible for the capture of the Live subtitles and for the provision and maintenance of any required equipment. S4C will no longer provide the equipment which is used at present by the current provider however there may be an opportunity for the successful applicant to take ownership of this equipment from S4C.
Question 24
In Appendix 3.3 of the ITT, S4C notes that the expectation for Lot 3 is "a basic linguistic and technical checking procedure of the subtitles file before transmission. This check should not take much longer than the length of the programme. The successful contractor is expected to watch the programme with the subtitles and correct any typos, spelling mistakes and basic mistakes in the translation". Is it possible to receive further explanation of how this coincides with clause 5 Appendix 1.3 of the draft agreement which notes that the Company must present a comprehensive report on the number of mistakes, contents, standard and nature of the subtitles etc?
Answer 24
Lot 3: As part of this lot, S4C requires a basic checking service which should not take longer to perform than the length of the relevant programme. The reporting obligation as referred to at paragraph 5 in Appendix 1.3 of the draft agreement requires the successful applicant to provide feedback to S4C on the general standard of the programmes checked during each quarter.
Question 25
What is the condition/state and age of the subtitling equipment in S4C at the moment and how much would it cost to transfer the machines to a new owner, if that is S4C's intention?
Answer 25
The age of the equipment is over 5years. See answer 11 for cost information.
Question 26
How many subtitling licenses exist in the S4C Subtitling Suite? How much would it cost to transfer them to a new owner, if that is S4C's intention?
Answer 26
There are 11 workstations all with subtitling licenses, S4C will not transfer any software licences to any successful applicants.
Question 27
The tender states that source programme material could be tape or file but does S4C have a preference as to the output format of new media (e.g. BISTed, Audio Described and Signed versions)? Would S4C prefer all new versions to match the source format or all be AS-11 files?
Answer 27
S4C is still rolling out file delivery, so the option to deliver an AS 11 is there but to do so in consultation with S4C. Otherwise the delivery materials should match the source format.
Question 28
In regard to Lot 5, there's no mention of delivering OTT deliverables, thus producing a mix of both programme sound and AD. Is this a requirement for this tender?
Answer 28
Lot 5: No. Where successful applicants deliver on tape, the Welsh language programme sound should be on tracks 1 and 2; the audio description should be on track 3; and the Pan & Fade control signal should be on track 4. For file delivery, successful applicants should deliver the audio description by .WAV file.
