EXTENSION FOR REQUEST FOR QUOTATION – DIGITIZED RECORDING SYSTEM
6th September, 2024.
Dear All,
We are implementing a project to strengthen court administration and case management systems in Plateau, Nasarawa and Kaduna States.
In fulfilling part of our mandate, we wish to engage a vendor to supply, deliver, install and Maintain Digital Court Recording Systems, speech-to-text devices, and Remote Access facilities in accordance with the provided specifications. Vendors are encouraged to read the entire document to ensure they have a clear understanding of our requirements before submitting a bid. Vendors are welcome to bid for either or both categories if they meet the requirements.
Introduction
The deployment of digital (court) recording systems with remote access is for the purpose of supporting judiciary in Kaduna, Nasarawa and Plateau States to achieve enhanced efficiencies in time and case management through the deployment of digital recording and remote access capabilities to pilot courts in the state.
The primary purposes of this assignment are to (i) help judiciary in the project’s focal states transition from the practice of recording court proceedings in longhand to a more efficient digitally-driven speech to text transcription service; (ii) reduce delays in criminal trials due to inability of correctional services to present detainees in courts for logistic reasons by equipping courts and custodial centers with remote access virtual hearing equipment; (iii) improve communication between the judiciary, Department of Public Prosecution (DPP) and custodial facilities and case scheduling.
Background
The Court Administration and Case Management Project is a two-year project of the Public and Private Development Centre, which is funded by the Bureau of International Narcotics and Law Enforcement Affairs (INL).
INL’s justice and human rights programs in Nigeria support the development of more effective and professional law enforcement and justice sector institutions. To improve access to justice, the CACM project promotes more speedy and efficient dispensation of justice through improved Case Management Systems (CMS), primarily at the State Judiciary and other related law enforcement and justice institutions such as the Ministry of Justice under the following objectives:
Improved capacity, efficiency, and accountability in Nigeria’s court case management system
Improved control, preservation, and storage of evidence within the Nigerian criminal justice system
Improved scheduling system for court sessions and hearings in the Nigerian criminal justice system
Improved court administration processes within the Nigerian criminal justice system
Over the last decade, Kaduna, Nasarawa and Plateau states enacted Administration of Criminal Justice Laws (ACJLs) to address inefficiencies that create delays in the dispensation of criminal justice. Common to the states’ ACJ Laws is the stated purpose of promoting efficient management of criminal justice institutions, speedy dispensation of justice and protection of society, and the rights and interests of the suspect, defendant, and victim. The efficient management of justice institutions and processes engenders speedy dispensation of justice, and preserves the rights and interests of the society, suspect, defendant and victim in the criminal process.
To this end, a baseline needs assessment was conducted in each of the three pilot states, both to ascertain the state of court administration and case management practices, systems, and facilities available to courts, and to get a sense of what stakeholders considered to be priorities for improving justice dispensation through the instrumentality of case management. The findings confirmed the assumptions that underpinned the CACM project, but also pointed to areas that stakeholders considered to be pressing priorities for improving case management. Among these are (i) the need to support courts to transition to digital recording of court proceedings to reduce perennial delays caused by manual recording of proceedings, and to (ii) the need to forestall repetitive adjournment for failure to bring detainees to court for one logistic reason or other, by equipping courts and correctional facilities with virtual hearing equipment.
Approach and Activities
The consultant shall execute all activities in close consultation with the CACM project team at the PPDC Head Office and the States, key stakeholders in the focal states, and the other consultants working with CACM to deliver digital case management solutions.
The Consultant shall in consultation with the CACM project Team and the Judiciary in the focal states, deploy speech to text devices and digital recording to two high courts and three magistrate courts in each of the focal states (i.e., Kaduna, Nasarawa and Plateau). Each court shall be provided remote access to the correctional facilities in each state.
The components of the speech to text, and digital recording system with remote access shall be according to the technical requirements provided in the below and shall include the following:
HARDWARE
S/N
ITEM
DESCRIPTION
1
A RECORDING WORKSTATION
Core i5 8gb 1TB Windows OS, Antivirus with 22” monitor
2
MICROPHONE BATTERIES
Rechargeable 12 Count AAA High-Capacity 850 mAh Rechargeable Batteries, Pre-Charged
3
GIGABIT ROUTER
Dual Band Gigabit Wireless Internet Router, High-Speed
4
LOCAL AREA NETWORK CAT 6 CABLE
5
AUDIO-CAPTURING DEVICE ACCESSORIES
6
MIXER AMP
8 Channel Audio Professional Mixer with 48V phantom power
7
COLUMN SPEAKERS
Big Wall Column speaker
8
A COURT RECORDING SYSTEM
9
VGA CABLE, HDMI CONVERTER, VIDEO CARD & OTHER ACCESSORIES
10
EXTERNAL HARD DRIVE
11
1TB Portable SSD
12
SYSTEM RACK 21U
Universal Steel Rack, w/ 3″ Locking Casters, Vented Side Panels for Audio Video, Server and Network Equipment
13
LAPTOP( REALTIME TRANSCRIPTION), ANTIVIRUS, 2 OFFICE SUITE
Core™ i3 121 4/512GB SSD 14.0″MIFI INTERNET – WITH 24 MONTHS SUBSCRIPTION
14
58 INCHES SCREEN & ACCESSORIES 1
Smart Screen with Android OS
15
INSTALLATION, TRAINING, SUPPORT & MAINTENANCE
16
FOOT PEDAL 2
Foot Control For Digital Systems For Professional Dictation With Toe Touch Control
17
HIGH SPEED SCANNER 1
Wireless or USB High-Speed Cloud Enabled Document, Photo & Receipt Scanner with Large Touchscreen and Auto Document Feeder
18
RECHARGEABLE BATTERY CHARGER 1
8 Bay AA AAA Battery Charger (USB High-Speed Charging, Independent Slot) for Ni-MH Ni-CD Rechargeable Batteries
19
BACKUP CAMERA 1
Camera HD 1080P 4-in-1 (TVI/AHD/CVI/960H Analog) Security Dome Camera
Sinewave 3.5KVa Inverter with 12V 220Ah 2 X Tubular Battery, 4 X 330W Solar Panels
30
Installation, Support & Training
SOFTWARE
S/N
ITEM
DESCRIPTION
1
INTERNET – WITH 12 MONTHS SUBSCRIPTION 1
2
A COURT RECORDING SYSTEM SOFTWARE
3
PLAYER WITH AI TRANSCRIPTION MODULE
4
Installation, Support & Training
In the delivery of this assignment, the consultant shall:
Following consultation with the A2J (CACM) team and State teams, the Judiciary, correctional service in each state and such other stakeholders deemed necessary to submit a detailed work plan for the delivery of the assignment.
Set up the Speech to text and digital recording system with remote access facilities at the designated High courts, magistrate courts and correctional facilities.
Train the judges, magistrates and other court staff and correctional service officials who will utilize the equipment and conduct live trial runs for the officials. The consultant shall also sensitize, and train personnel designated as support staff who will support the effective utilization of the equipment.
Develop and administer pre and post training evaluation forms.
Maintain the deployments for a period of 2 years.
Report delivery of assignment, including analysis of pre and post training to the project team at national level.
4. Deliverables
The key deliverables for this assignment are:
Develop a work plan for implementing the assignment.
Speech to text and Digital Recording System with remote access in the pilot courts and correction centers (one correctional centre in each state) delivered to specification, and a deployment report.
A report training on thecourt recording and remote access systems based, inclusive of analysis of pre and post training evaluation.
Final comprehensive report on the delivery of the assignment – One (1) month after operationalization of equipment (Digital Recording System with Remote Access).
A 2-year maintenance plan.
5. Management of the consultancy
The PPDC-CACM Deputy Senior Program Manager A2J (CACM) will be responsible for the day-to-day management of this assignment under the supervision of the Senior Program Manager, Access to Justice.
Deadline for Submission
24th September 2024, 5:00 pm Local Abuja time.
REQUIREMENTS
All applicants must provide the following.
1. An expression of interest on your official letterhead indicating capacity to deliver on this assignment, inclusive of your financial proposal for the items to be supplied.
2. A valid Tax certificate with the tax identification Number.
3. Copy of your organization CAC registration certificate/ business name registration and other regulatory compliance documents such as: NSITF, BPP, PENCOM, ITF, SCUML as well as professional certification of the key staff.
4. Evidence of experience of previous similar jobs (supply, delivery and installation of court recording systems). Only third-party evidence such as contractual documents will be considered, not a list of similar jobs/references.
5. Verifiable details of physical contact address, mobile phone numbers and email address(es) must be indicated in your expression of interest.
6. Warranty conditions and a brochure of the products .
7. The expected delivery schedule/ timelines for delivery of equipment to all the States.
NOTE THE INFORMATION BELOW:
1. Appropriate taxes such as Withholding Tax (WHT) will be deducted prior to making any payments for the good[s] supplied. Also, PPDC as an NGO is exempt from the payment of VAT.
2. ALL BIDS MUST BE SUBMITTED IN HARD COPY
3. All hard copy bids must be put in an envelope and marked DIGITIZED RECORDING SYSTEM – CACM PROJECT at the top right-hand side of the envelope with the address of the vendor clearly indicated at the back of the envelope.
4. The only delivery address for this process is to the below address and to be addressed to the:
Public and Private Development Centre
Block L, House No 2, Plot 622 Mercy Samuelson Estate,
Karmo District, Abuja,FCT.
5. Ensure you put all bids into the PPDC bid box and complete the bid worksheet at the office reception at the address stated above.
6. All bids must be submitted before close of business, on 24thSeptember ,2024.
7. All financial bids must be in Naira (NGN). NOTE, partial quotes are not allowed.
8. All Prices must be valid for 90 days and must be inclusive of delivery costs. Note in some circumstances PPDC may ask that this period be extended beyond this initial period indicated in this RFQ.
9. Bids to be submitted between the hours of 10.00am and 4:00 pm on Monday through Friday only. It is your responsibility to ensure your response reaches the address above before the deadline.
10. Do not send submissions to this email as they will not be considered.
11. Note the selected bidder(s) will be responsible for supply, delivery and installation of court recording systems at Kaduna, Plateau and Nasarawa states respectively.
Note: Specific location shall be discussed with the successful bidder.
For all request for clarification, feel free to contact the email procurement@ppdc.org
Closing Date: The request for quotation has been extended with the new deadline for submission being 24th Septemeber 2024.
Note:
Responses received after the submission deadline for whatever reason will not be considered for evaluation.
Thank you and we look forward to receiving your quotation.
As part of a critical routine under the Reforming Pretrial Detention in Nigeria (RPDN) Phase II project, PPDC carried out a correctional center audit at the Suleja Custodial Center. This audit was carried out with the support of two of our project partners, the NBA Bwari Branch, and Veritas University Law Clinic Bwari. This monthly exercise is a vital moment to gauge our progress, measure the impact of our interventions, and reaffirm our commitment to bringing justice to those who need it most.
The goal is simple but profound, to decongest the Nigeria Correctional Center by providing free legal representation for those awaiting trial, support the upgrade and deployment of equipment to enhance the Correctional Information Management System CIMS.
We met with officials from various departments, receiving firsthand insights into how our interventions shape the lives of those awaiting pretrial detainees. There was a glimmer of progress, for us one of the most significant moments of this audit. For the first time, the number of convicts outweighed the number of pretrial detainees. It was a sign that the backlog is finally shifting. More inmates now have legal representation, a clear victory for our cause.
We also conducted interviews with pretrial detainees who had no legal representation. One of them was a 17-year-old boy, a child whose life had been caught in a web far too complex for him to navigate alone. His eyes held a quiet sorrow, the kind that comes from being trapped in a place where time seems to stretch endlessly. But there was hope, too. Our partner, the dedicated NBA Bwari branch, pledged to take up his case, offering him the legal support he desperately needed. It was a reminder that our work is far from finished, but we are moving in the right direction.
Walking through the halls of the center, one cannot help but feel the weight of the stories held within its walls. Each detainee represents more than a case number, they are individuals caught in the tide of a system that often overlooks them. Our work here is not just about numbers but about restoring dignity and ensuring that justice is not a privilege reserved for a few.
As we left the Suleja Custodial Center, the weight of our mission felt both heavy and hopeful. We are not just opening doors to legal representation, we are opening doors to a future where justice is within reach for all.
This audit was not just about checking progress but also seeing the human side of a system that too often forgets its humanity. We were reminded that behind every statistic is a story, and behind every case number is a life waiting for justice.
Job Title: Operations/Procurement Manager, PPDC Job Location: Abuja (FCT) Employment Type: Full-time (Hybrid) Reporting to: The Head of People, Operations and Culture, PPDC.
Background
The Public and Private Development Centre (PPDC) is an organization established in 2003, with its headquarters located in Abuja, and focuses its interventions on promoting citizens’ participation in governance processes and strengthening transparency and accountability, while also improving ethics and integrity in the public and private sectors. PPDC is one of the leading organizations in civil society space in Nigeria dedicated to promoting wider public participation in procurement as a way to curb corruption, with more than 20 years’ experience in advocating and campaigning on integrity issues, especially in public procurement, contract implementation and public access to information. PPDC’s work focuses on:
Procurement Governance (PG)
Digital Governance (DG)
Access to Justice
Democratic Accountability, Rule of Law and Good Governance
PPDC also promotes open initiatives and open data standards, transparency and accountability, responsible climate transition and gender and inclusion.
Job Overview:
Under direct supervision of the Head of People, Operations and Culture, the Operations/Procurement Manager will play a pivotal role in shaping and implementing the PPDC Operations and procurement strategies, managing operational processes and procurement activities within a fast-paced environment.
Main Duties & Responsibilities
Strategic Procurement Management
Manage procurement of a wide range of goods, commodities, and services through subcontracts, blanket purchase agreements, and purchase orders.
Oversee solicitation of bids and quotes from vendors in adherence with policies and approved requisitions and procurement plans
Comply with consistent usage of PPDC’s Procurement system in managing procurement processes.
Engage with State program managers for the development and regular updating of procurement plans for each project.
Train other PPDC staff in the use of procurement systems, as necessary.
Prepare offer analysis and make recommendations regarding possible vendors.
Follow up with selected vendors to ensure that procured services are delivered effectively and in a timely and cost-effective manner.
Ensure that procurement-related activities conducted by the field staff are carried out in accordance with procurement procedures as outlined by PPDC.
Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, and statements of work, or to determine other technical specifications.
Through market research efforts, identify and qualify potential suppliers ( products/services).
Ensure that beneficial, ethical, and open supplier relationships are created and maintained according to procurement policies.
Establish MSA&MPAs supplier agreements for commonly used items.
Other related responsibilities deemed necessary but not detailed herein.
Operations Management:
Manage and optimize the overall operational processes to achieve business goals.
Develop and implement strategies to improve efficiency, quality, and performance.
Oversee the management of resources, including staff, equipment, and inventory.
Collaborate with department heads to ensure smooth and effective operations across the company.
Monitor and analyze operational performance metrics, making data-driven decisions.
Ensure compliance with all relevant regulations, policies, and standards.
Lead, mentor, and develop a team of operational staff, fostering a culture of excellence.
Manage budgets, forecasts, and financial performance of the operations department.
Identify and mitigate risks that could impact operations.
Drive process improvements and innovation to enhance overall business performance
Asset Management:
Oversee Management of PPDC asset, inventory, admin, property management.
Manage the Asset Tracker
Asset and Property Insurance
Team Leadership:
Lead, mentor, and manage the operations and procurement team.
Foster a culture of continuous improvement and professional development within the team.
Provide training and support to team members to enhance their skills and performance.
Risk Management:
Identify and mitigate potential risks in operations and procurement processes.
Ensure compliance with all relevant health, safety, and environmental regulations.
Develop and maintain contingency plans for critical operational areas.
Reports Directly To: Head of People, Operations and Culture
Works Directly with: The Grant Manager, State Program Managers, all Operations team as required.
Knowledge, Skills and Abilities
Bachelor’s degree in logistics, supply chain management, business administration, public administration, international development, or other relevant fields is required.
A minimum of 5 – 8 years experience as an Operations Manager, Procurement Manager, or in a similar role with INGOs. Previous experience working on US government-funded projects is highly preferred.
A clear understanding of supply chain management, operational best practices, procurement ethics and donor (USAID, EU, DFID, OFDA) compliance is essential.
Public sector experience would be an added advantage.
Strong negotiation and oral and written communication skills..
Proficient in the use of procurement software and tools.
Ability to work collaboratively in a diverse and inclusive environment.
Strong numerical skills and attention to detail and quality.
Demonstrated logical and flexible problem-solver, especially when working under pressure.
Possesses both a willingness and an ability to train and be trained.
What we offer
Fairly competitive salary and benefits package, a great team environment and hybrid working options.
Other information:
Only Nigerian based candidates will be considered.
This position has been designated as sensitive and will require a criminal background check. We reserve the right to make employment contingent upon successful completion of the criminal background check.
Vacancy Document: People and Culture Officer,PPDC.
Job Title: People and Culture Officer, PPDC Job Location: Abuja (FCT) Employment Type: Full-time (Hybrid) Reporting to: People and Culture Manager, PPDC.
Background
The Public and Private Development Centre (PPDC) is an organization established in 2003, with its headquarters located in Abuja. PPDC focuses its interventions on promoting citizens’ participation in governance processes and strengthening transparency and accountability, while also improving ethics and integrity in the public and private sectors. PPDC is one of the leading organizations in civil society space in Nigeria dedicated to promoting wider public participation in procurement as a way to curb corruption. PPDC has more than 20 years’ experience in advocating and campaigning on integrity issues, especially in public procurement, contract implementation and public access to information.
PPDC’s work focuses on:
Procurement Governance (PG)
Digital Governance (DG)
Access to Justice
PPDC also promotes open initiatives and open data standards, transparency and accountability, responsible climate transition and gender and inclusion.
Job Summary: The People and Culture Officer will play a key role in managing various HR functions, including recruitment, employee relations, performance management, and compliance with labor laws. The ideal candidate will have a strong understanding of HR practices, excellent communication skills, and a passion for fostering a positive work environment.
Main Duties & Responsibilities
Recruitment and Selections
Supports all recruitment and selection processes for all PPDC Program ensures all recruitment documents are processed for necessary approvals.
Ensures that all steps of the recruitment process are followed accordingly: Review Job descriptions, posting and circulation of advertisement, review of applications and coordination of interviews with the recruiting manager.
Plans and delivers induction for new staff to enable them to settle faster and easily.
Maintains up to date PPDC organization charts, job descriptions and employee records to support the programme needs.
Performance Management
Supports Team Leads and staff in implementing the PPDC performance management process.
Works closely with the Head of People, Operations, and culture to ensure all Head Office and States Offices KPIs are submitted in a timely manner.
Tracks the performance appraisal due dates for all staff and follows up with managers and ensures they are reviewed in a timely manner.
Human Resource Administration and Employees Relation
Acts as the first point of contact for all staff complaints in PPDC head office.
Facilitates activities that would motivate and support the retention of staff to retain the best staff.
Upholds harmony/teamwork among staff to create a good and healthy working environment that improves performance.
Ensures proper file management system is maintained for both full-time staff and Adhoc staff across the development program locations.
Manages all staff annual leave.
Responsible for the completion and update of the leave-tracking sheet for staff.
Coordinates timely submission of approved timesheet for all staff in the response.
Participates fully in local NGO HR networks and ensures that learning/best practices are shared and utilized.
Works with Team Lead to ensure registration and management of staff on the Group Life and Health Insurance
With Support from the Team Leads, processes all HR-related payments to staff and 3rd parties (relocation allowances, final entitlement payment etc)
Ensures effective management of all staff Benefits (HMO service etc)
Employee’s Engagement and Experience
Supports in implementing programs to continuously engage and motivate PPDC’s team members to achieve optimal results.
Assists in Identifying PPDC’s employee concerns / grievances / issues proactively, that may cause disruption in near future and initiate corrective actions.
Supports in developing and implementing reward & recognition practices and programs.
Exit Management/Separation
Ensures that all staff exit processes are completed including ensuring that separating staff are paid terminal benefits where applicable
What you will need
Bachelor’s degree in Human Resources, Business Administration, or a related field.
4 – 6 years of experience in HR or a related role in the development sector.
HR certification(s) would be an added advantage (e.g., CIPM, CIPD, PHRi)
Strong knowledge of HR practices and National Labour & employment laws.
Excellent interpersonal and communication skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Approachable, diplomatic, able to work effectively in diverse, cross-cultural teams in a complex, multi-site work environment
Proficiency in HR software and Microsoft Office Suite.
Strong organizational skills and attention to detail.
Ability to work independently and as part of a team.
What we offer
Fairly competitive salary and benefits package, a great team environment and hybrid working options.
Employment Type: Interim (3 months) Reporting to: Operations Manager, PPDC.
Background
The Public and Private Development Centre (PPDC) is an organization established in 2003, with its headquarters located in Abuja, and focuses its interventions on promoting citizens’ participation in governance processes and strengthening transparency and accountability, while also improving ethics and integrity in the public and private sectors. PPDC is one of the leading organizations in civil society space in Nigeria dedicated to promoting wider public participation in procurement as a way to curb corruption, with more than 20 years’ experience in advocating and campaigning on integrity issues, especially in public procurement, contract implementation and public access to information. PPDC’s work focuses on:
Procurement Governance (PG)
Digital Governance (DG)
PPDC also promotes open initiatives and open data standards, transparency and accountability, responsible climate transition and gender and inclusion.
Job Summary
The Project Driver is responsible for providing reliable and secure transportation services for authorized personnel, delivering and collecting program-related items, and supporting various organizational activities. S/he will work under the supervision of the Operations Manager and ensure smooth, seamless, and safe movement and ensure that the car is in excellent condition and performs optimally at all times.
This role ensures the safe and efficient execution of project tasks through proper vehicle maintenance, adherence to travel policies, and effective communication.
Main Duties & Responsibilities:
Logistics/transportation (70%):
Will provide a variety of transportation support to the project.
S/he will convey staff, consultants and stakeholders to designated approved locations, ensure adequate safety, security and maintenance of the project vehicle assigned.
Plan route and requirements by studying schedule or ad-hoc requests by the supervisor.
Ensure all passengers observe general traffic rules & road safety regulations and request passengers to use their seat belts inside the vehicle at all times
Provide physical labor services for office relocations, staff moves, and support for meetings and conferences.
Maintain cordial and respectful interactions with all staff, stakeholders, and visitors.
Use high emotional intelligence to tactfully and effectively deal with staff, consultants and visitors.
Follow steps required by rules, regulations, and best practices in case of an accident.
Exercise good judgment in the context of assignments given and ensure steady compliance with PPDC organizational policies.
Offer additional project-related support and assistance as assigned by the supervisor.
Maintenance, documentation and reporting (30%):
Ensure availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory,first aid kit and necessary spare parts.
Maintain accurate records of vehicle usage, fuel consumption, maintenance, and other relevant details.
Ensure proper day-to-day maintenance of the assigned vehicle through washing, timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
Report all major and minor damages and accidents on assigned vehicles to the supervisor in line with PPDC vehicle policies.
Qualifications and Experience Essential:
Secondary School Leaving Certificates, apprentice certificate or any other equivalent certificates
A certificate in Defensive driving from an established driving school/firm is an added advantage;
Must have expert knowledge of driving rules and regulations.
Valid Driver’s license- Class B or D
Demonstrated knowledge and experience of driving in the Federal capital territory and its environs for at least 3 years
A minimum of 5-6 years’ experience is required for this position
Required Skill:
Must have strong interpersonal skills – Punctuality, Reliability, Respect and trustworthiness
Excellent Communications Skills – Fluency in oral and written English is required for proper documentation of movement records;
Basic knowledge of Microsoft Office software -Excel and Word.
Knowledge of vehicle maintenance and basic mechanical skills.
Strong understanding of traffic laws and regulations.
Ability to handle multiple tasks and prioritize effectively.
Valid driver’s license with a clean driving record.
Proven experience as a driver, preferably within an NGO or similar organization.
The ability to travel, even on short notice;
Streetwise and security conscious;
Ability to maintain performance expectations in diverse cultural contexts,
Language Requirements:
Fluency in English and Other Nigerian local Languages.
Travel:
30%
What we offer
Fairly competitive salary and benefits package, a great team environment and hybrid working options.
Other information:
Only Nigerian based candidates will be considered.
This position has been designated as sensitive and will require a criminal background check. We reserve the right to make employment contingent upon successful completion of the criminal background check.
