Tenders

Welcome to the S4C Tenders homepage.


Tender for the Provision of External Audit Services

S4C is tendering for the supply of External audit services. The tender has been advertised on the sell2wales.gov.wales website. 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 09 September 2016.

All requests for further information and/or guidance in completing this application and/or this tender process should be addressed to: tendrarchwilio2016@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 26 August 2016.

Questions and Answers External Audit Services Tender 2016

Question 1

Please confirm that the invitation to tender includes the tax compliance work and if it’s policy to have one service provider for both services?

Answer 1

The tender does include the tax compliance work. In the past one service provider has provided both services.

Question 2

Please can we meet the management team to be able to scope the audit and develop an audit proposition tailored to the S4C?

Answer 2

The Management Team has not done this in the past, however, key staff have met with firms considering applying in the past. Key staff will be available to arrange a meeting on Wednesday 7 September.

Question 3

What IT systems are used for the finance system and payroll?

Answer 3

These are the systems used:

  • Payroll – Earnie.
  • Finance – SAP Business 1.
  • Purchase to pay system – Idocuments.

Question 4

What are the audit significant risks?

Answer 4

Audit significant risks. - The external audit plan (which includes key risks for the external audit) is developed annually by the external auditors and presented to the A&RM committee and Commercial Board in February each year. You may refer to pages 116 – 119 of our Annual Report for more statements on our audit and risks.

Question 5

How many hours does the audit normally take?

Answer 5

The external auditors are on site at S4C for approximately 14 days. However, a lot of work is carried out off site (especially manager and partner time) and such hours can vary.

Question 6

Please confirm what formal reports you expect from your auditors: e.g. Audit Committee Paper at planning and completion?

Answer 6

External Audit Planning document, Audit findings report, Letters of representation, Director Emolument certificates where applicable. These would be required for all entities within the group.

Question 7

What is the audit timetable: audit field work, timing of receipt of management papers, accounts and reports to audit and risk committee?

Answer 7

Timetable – Planning in February, Fieldwork last two weeks in April, Audit and Risk committees in May, DCMS Clos pack in May, BBC Trust and DCMS approval in June, Accounts laid in Parliament in July, Commercial group accounts registered in Companies House.

Question 8

What computer aided techniques are used during the audit process?

Answer 8

Our current external auditors have not discussed the computer aided techniques they use.

Question 9

How many audit committees are the auditors expected to attend and how many committee meetings do the auditors formally present?

Answer 9

The external auditors would be expected to attend the May Authority meeting and the May Commercial Board meeting. Occasionally there is a need for them to be present at other meetings (e.g. in 2015/16 a presentation was given to explain FRS102 changes).

Question 10

Will the finance team move to Carmarthen in 2018?

Answer 10

Yes the finance team will move to Carmarthen in 2018.

Question 11

Can we see the whole of government account work to assist us in determining the scope?

Answer 11

The Whole of Government Accounts work involves auditing the Clos pack that we submit to DCMS (An excel workbook that takes the ALB’s trial balance and converts it into a set of accounts compliant with FReM). The NAO deal directly with the external auditors on this piece of work. We shall arrange to send a copy of the pack to applicants.

Question 12

What is the scope of the tax compliance work?

Answer 12

The tax compliance work includes all tax computations across the group, supplying the statutory tax notes for inclusion in the accounts, submitted tax returns on S4C’s behalf for each entity. Any additional tax advice will be on a separate agreed fee basis.

Question 13

Please can you provide copies of your previous tax computations?

Answer 13

We cannot provide copies of the previous computations.


Tender for the Provision of Legal, Policy and Compliance Support Service for S4C Content

S4C is tendering for the supply of legal, policy and compliance support services for S4C content. The tender has been advertised on the Sell2Wales.co.uk website. All businesses interested in providing the services must respond in full to the Invitation to Tender set out below. The deadline for receipt by S4C of the completed Tender is midday on Thursday 3rd of September 2015.

All requests for further information and/or guidance in completing this Tender 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 Tender is midday on Friday 21st of August 2015

Question 1

Does the limitation on page numbers set out in the invitation to tender include the written evidence of support from independent production companies or can we provide the evidence as an appendix to the main document responding to the tender?

Answer 1

The limitation on page numbers does not include the written evidence of support from independent production companies. The written evidence of support can be provided in an appendix.


Tender for the Provision of Translation Services

S4C is tendering for the supply of translation services. The tender has been advertised on the Sell2Wales.co.uk website. 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 Tuesday 7th of July 2015.

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 Friday 26th of June 2015.

Translation Framework Agreements


Tender for the Provision of Internal Audit Services

S4C is tendering for the supply of internal audit services. The tender has been advertised on the Sell2Wales.co.uk website. 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 Thursday 5th of February 2015.

All requests for further information and/or guidance in completing this application and/or this tender process should be addressed to: tendrarchwilio2015@s4c.co.uk 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 Friday 23rd of January 2015.

Contract for the Provision of Internal Audit Services


Tender for the Provision of Viewing and Audience Appreciation Data Services

S4C is tendering for the supply of viewing and audience appreciation data services in relation to S4C programmes. The tender has been advertised on the Sell2Wales.co.uk website and in the Official Journal of the European Union. All businesses interested in providing the services must complete a Pre-Qualification Questionnaire in the form set out below. The deadline for receipt by S4C of the completed Pre-Qualification Questionnaire is midday on Monday 9th of February 2015.

All requests for further information and/or guidance in completing this PQQ and/or this tender process should be addressed to: tender@s4c.co.uk 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 PQQ is midday on Monday 26th of January 2015.

Pre-Qualification Questionnaire

Question 1

Section 3, part b) – Is there a limit on the number of examples of relevant contracts you would like to know about or should we include details of any contract we feel relevant (in the past 5 years)?

Answer 1

There is no limit. You are asked to include any examples over the last 5 years that you feel are relevant.

Question 2

Please can you provide more details about the required panel composition:

Representative of Wales overall or representative but with specific segments of interest (e.g. regular S4C viewers?)

In terms of the Welsh-speaking panel members, how are they defined? I.e. are they defined as people use Welsh as their first language, or as people who have the ability to communicate in Welsh to some extent and therefore watch S4C?

Answer 2

We would want the panel to be representative of Wales and Welsh speakers as noted, but we could also filter the results by viewership of S4C to create an additional reporting group of “regular S4C viewers”, however defined.

The panel balance is obviously over representative of Welsh speakers, these need to be weighted to the correct proportion when reporting “Wales”.

We would be happy to consider one of the two options below.

We currently use the following graded fluency levels (we have BARB universes on these fluency levels).

Fluency
Level 1 Understand, speak, write and read Welsh EXTREMELY WELL
Level 2 Understand, speak, write and read Welsh QUITE WELL
Level 3 Understand, speak, write and read A LITTLE Welsh
Level 4 Can understand and speak SOME Welsh

We have previously used and other public bodies also use the following fluency levels: fluent; can speak a fair amount; can speak a little Welsh; or can only say a few words. (We have universes for these).

Question 3

Do you currently have a panel – and if so how long has it been running?

Answer 3

The current panel has been running for 7 years, and similar services were conducted before this period by other companies.

Question 4

Will the surveys be mainly the same each “week” or will there be regular / ad-hoc changes to the questionnaire?

Answer 4

You will be receiving S4C’s TV schedule each week for the Viewing Diaries, (so the survey component for viewing & appreciation of programmes is mainly based on that) with a few common short questions each week – no more than 2 or 3.

You may want to consider how you would like to receive these – we can send them directly (with updates/changes) or you may want to receive from a source such as BDS (Broadcast Data Services). Currently both sources are used, (first draft from BDS, with late changes from the S4C source).

Also, around once a month we will be asking ad-hoc questions about around 3 topics in depth, to vary each month.

Question 5

For each survey, is there a minimum base size required for any specific groups?

Answer 5

We tend to report on AI’s monthly with AI samples of 25 or over within each genre. We also, however, need the ability to see smaller sample sizes.

We need to see sample size for all reports so that we can gauge reliability. Please advise if you believe that minimum base sizes should be used.

Question 6

Can we have an example of a similar questionnaire from previous research initiatives?

Answer 6

We will not be sharing a questionnaire – they are very much industry standard. They have 2 elements – a viewing diary with with a 10 point appreciation scale against programmes and questions about method of viewership for each programme, and a further classic survey element with a combination of closed and open-ended questions.

Question 7

Do they have any estimated response rates for weekly and/or monthly surveys?

Answer 7

We would rather ask you for estimated response rates based on your own experiences of such panels.

Question 8

Do you require any other deliverables apart from access to results? E.g. any reporting, presentations etc.

Answer 8

The deliverables depend on your delivery method. If we have access to software to report on everything, we would not specifically expect any physical reports or presentations, though please offer these if you believe that they may enhance your offering.

Question 9

How many face-to-face meetings do S4C envisage as required in addition to the annual meetings between them and the successful applicant?

Answer 9

We do not envisage the need for any face-to-face meetings other than annual ones as a matter of course, though possibly in the first year we may want to meet quarterly. We also envisage conference calls by telephone or video-link, as needed.

Question 10

Please can you clarify the maximum length of submission – is it a maximum of 15 sides of A4, or 15 pages of A4 (i.e. 30 sides)?

Answer 10

It is 15 sides of A4.

Question 11

We are assuming that all questions will be circulated to all tenderers – please can you confirm that this is the case

Answer 11

The questions and answer will all appear on the S4C tender website, and all tenderers will be directed towards it.

Question 12

The ITT mentions two closing dates for receipt of questions in connection with the tender, could you please confirm the closing date for receipt of questions?

Answer 12

All questions must be received by S4C by 12.00 on 9th March 2015.

Question 13

There will be an on-going weekly survey based on individual S4C shows (52 waves across the year). For this element do you need to understand day of week viewed i.e. diary format or will it simply be enough to know they were viewed that week and length of time they were viewed for. This would be alongside the AI score collected for the show. Also do you have any idea of the number of shows you would want to ask about each wave?

Answer 13

It will be enough to know they were viewed that week and length of time they were viewed for (and viewing method). In each week S4C will be asking about up to 60 S4C programmes per week. Please note that the viewing diary will ask about S4C programmes only.

Question 14

For the monthly task you have requested channel appreciation scores – would these be aggregated up from the scores of individual shows or just taken as a single question asked at the channel brand level?

Answer 14

The viewing diary will be S4C programmes only, so S4C AI’s can be derived from those. We also intend asking channel-brand level questions monthly (and S4C will be among that list too). So in effect we will have two methods analysing S4C’s appreciation.

Question 15

Also if all channel scores are to be based on aggregated data taken from individual shows would your expectation be that the weekly S4C shows survey be merged into the monthly survey for those waves or would it remain as a separate survey each time?

Answer 15

S4C’s AI scores would need to be available separately by week, but also merged for monthly (or any other period) of reporting.

Question 16

If we win the project, will the existing panel be migrated to us from the current supplier? If so, will be entire panel be migrated or will we need to invite them to join the new panel rather than the incumbent’s version that they’ve always been on.

Answer 16

The current thinking is that the existing panel will not be migrated.

Question 17

I just wanted to clarify the demography of the panel, given that 50% of the panel need to be Welsh speakers while only 20% of the population of Wales speak Welsh. Are we looking to recruit half the panel that fits the demography of Welsh speakers and then half to fit the demography of non-Welsh speakers?

Answer 17

Yes, we looking to recruit half the panel that fits the demography of Welsh speakers and then half to fit the demography of non-Welsh speakers, then to weight to total population when reporting on that Total category.

Question 18

Is 1,500 the size of the gross panel or the size of the reporting panel?

Answer 18

It is the size of the gross panel.

Question 19

Does the panel currently incorporate a portal website into its operations for respondents to visit and refer to, or is the panel treated more like a database where everything is done via our correspondence with them?

Answer 19

A website is currently used but that’s mainly for Q&A type information for online panellists in order to reduce email volume. The panel is mainly treated like a database where everything is done via correspondence.

Question 20

Could you tell us how the panel is currently incentivised? If we are looking to migrate existing members across, I wouldn’t want to suggest anything in our proposal that is wildly financially different to what is used now. If we offer too much, we’d be using up budget on something that would be better spent elsewhere (such as recruiting more members) and if we offer too little, it won’t be any kind of enticement for existing members to switch.

Answer 20

The current fixed incentives are a total prize draw fund pot of £700 a month, plus a fixed £5 a month in high-street vouchers for all 16-34s who complete a survey online that wave. Additional prizes during the year are also added to help maintain engagement so items like games consoles or tablets normally linked to an event like a Halloween special, but these are not fixed in any way.

Question 21

The brief mentions that 70% of the surveys should be online and at least 30% offline (post). These proportions are not mentioned in the brief in terms of the make-up of the panel itself, so can we assume that 30% of our panel should be offline and recruited as such?

Answer 21

This refers to panel composition and not response rates. So yes, 30% of the recruited panel should be offline.

Question 22

Given that online research and postal research work at very different speeds, what kind of timetable have you become accustomed to in terms of fieldwork lengths and delivery of reporting?

Answer 22

We’d expect everything to be delivered approximately 4-5 weeks after the diaries/diagnostics were distributed to respondents.

Question 23

A follow on to Q21 & Q22 – given that online research and postal research can generate very different response rate levels, I’d also like to know what response rates you have become accustomed to over time on the panel. I hope you can let us know, both for online and offline respondents. In particular I’d like to know this so that we can make calculations on how what proportions of online/offline members we should look to recruit in order to achieve at least 30% offline responses. If you are used to offline generating a much larger response rate than online, for example, then we’d look to balance our up-front panel recruitment accordingly.

Answer 23

Please note that the 70/30 split refers to panel composition and not the composition of responses. We will not be providing response rates, we would rather ask you for estimated response rates based on your own experiences of such panels.


S4C - Cleaning Tender

S4C is conducting a tender process to appoint a provider of cleaning services for a period of three years with an option to extend the contract for a further 12 months. The services being tendered comprise the internal cleaning of the S4C premises in Cardiff which includes offices, broadcast transmission areas, kitchen and canteen areas.

PQQ Evaluation Matrix relating to Contract for the Provision of Cleaning Services to S4C

Pre-Qualification Questionnaire

Question 1

The PQQ noted that successful applicants would receive an Invitation to Tender and an invitation to a site visit prior to the 5th November 2014? We have submitted a PQQ but have not yet received a response. Does this mean that our application was unsuccessful?

Answer 1

All timescales in relation to this tender have slipped due to illness. All applicants who have submitted a PQQ will be notified of the results of the evaluation shortly. Those invited to tender will be notified of a new date for a site visit as soon as possible. We apologise for the delay.