Section one: Contracting authority
one.1) Name and addresses
Bord na Gaidhlig
Great Glen House
Inverness
IV3 8NW
Contact
Karen Ann Smith
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA16582
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA16582
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publiccontractsscotland.gov.uk/Search/Search_AuthProfile.aspx?ID=AA16582
one.4) Type of the contracting authority
National or federal Agency/Office
one.5) Main activity
Other activity
Gaelic Language Development
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Information Governance Support
Reference number
PR23-05
two.1.2) Main CPV code
- 79990000 - Miscellaneous business-related services
two.1.3) Type of contract
Services
two.1.4) Short description
Bòrd na Gàidhlig (BnG) is seeking a service provider to assist the Corporate Services function of the organisation to comply with the requirements of information governance legislation including UK data protection legislation, the Freedom of Information (Scotland) Act 2002 and the Public Records (Scotland) Act 2011.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
KEY TASKS
The key tasks within this support will be divided into three sections; Data Protection, Information and Records Management, Freedom of Information.
Data Protection
This service will provide the role of a Data Protection Officer (DPO) who must be expert, autonomous and free from conflict of interest.
The DPO will:
- inform and advise BnG and our employees about our obligations to comply with the UK GDPR and other data protection laws;
- monitor compliance with the UK GDPR and other data protection laws, and with our data protection polices, including managing internal data protection activities; raising awareness of data protection issues, training staff and conducting internal audits;
- advise on, and to monitor, data protection impact assessments;
- cooperate with the supervisory authority;
- and to be the first point of contact for supervisory authorities and for individuals whose data is processed (employees, customers etc). One key task for the DPO will be assisting officers in ensuring data protection compliance within published data and research documents.
Information & Records Management
Bòrd na Gàidhlig recognises that efficient and effective management of its records is necessary to support its core functions and activities, to comply with its legal and regulatory obligations and to contribute to the effective overall management of the organisation. Bòrd na Gàidhlig now seeks a service to ensure the organisation is managing its information and records efficiently whilst meeting the requirements of Public Records (Scotland) Act 2011 (PRSA) and other relevant legislation. Working with the Office Manager, the service provider will identify areas for improvement in information management and produce guidelines as necessary. They will also give practical support in raising awareness of retention schedules; document naming and versioning guidance; and other records management policies and procedures required for Public Records (Scotland) Act 2011 compliance within the Microsoft 365 suite of applications including SharePoint. The tender should include the cost for a training session to ensure all staff have an understanding of the operational requirements.
Freedom of Information
As a publicly funded organisation, Bòrd na Gàidhlig is committed to complying fully with the Freedom of Information (Scotland) Act 2002. In 2022/23 we received ten Freedom of Information requests, compared with seven in the previous financial year. The successful service provider will advise BnG staff with specific challenging requests, and on any policy and procedure development.
two.2.5) Award criteria
Quality criterion - Name: Knowledge and experience / Weighting: 40
Quality criterion - Name: Methodology / Weighting: 30
Price - Weighting: 30
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
The contract will be for an initial period of 24 months, with the option to extend for up to further three periods of 12 months each at the sole discretion of Bòrd na Gàidhlig.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
The anticipated time allocation is expected to be circa 1.5 days per month.
The working language of the organisation is Gaelic. All policies and key employment documentation are available bilingually and a translation service is provided.
Section three. Legal, economic, financial and technical information
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-037742
four.2.2) Time limit for receipt of tenders or requests to participate
Date
12 January 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English, Scottish Gaelic
four.2.7) Conditions for opening of tenders
Date
12 January 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Bòrd na Gàidhlig (the Bòrd) is an executive Non-Departmental Public Body established under the Gaelic Language (Scotland) Act 2005. It is the principal body in Scotland responsible for promoting Gaelic development and providing advice to the Scottish Ministers on Gaelic matters, including education.
The Bòrd’s vision is that Gaelic is seen and heard daily across Scotland, such that it is widely recognised as an integral part of Scottish life and as a national cultural and economic asset.
Much of the Bòrd’s work focuses on developing and overseeing the National Gaelic Language Plan, together with assisting the development and monitoring of Gaelic Language Plans by public authorities.
Bòrd na Gàidhlig works to promote Gaelic in partnership with the Scottish Government, Local Authorities, Public Bodies, delivery partners, and communities. The National Gaelic Language Plan 2018-23 positions learning as one of the three priorities, with the opportunities and challenges for developing Gaelic education and learning clearly set out.
Bòrd na Gàidhlig has statutory educational responsibilities under the 2005 Gaelic Language (Scotland) Act and the 2016 Education (Scotland) Act.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=754091.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(SC Ref:754091)
six.4) Procedures for review
six.4.1) Review body
Inverness Sheriff Court
Longman Road
Inverness
IV1 1AH
Country
United Kingdom