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 requirement before submitting a bid.
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:
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 SOFTWARE
9
A COURT RECORDING SYSTEM
10
PLAYER WITH AI TRANSCRIPTION MODULE
11
VGA CABLE, HDMI CONVERTER, VIDEO CARD & OTHER ACCESSORIES
12
EXTERNAL HARD DRIVE
13
1TB Portable SSD
14
SYSTEM RACK 21U
Universal Steel Rack, w/ 3″ Locking Casters, Vented Side Panels for Audio Video, Server and Network Equipment
15
LAPTOP( REALTIME TRANSCRIPTION), ANTIVIRUS, 2 OFFICE SUITE
Core™ i3 121 4/512GB SSD 14.0″MIFI INTERNET – WITH 24 MONTHS SUBSCRIPTION
16
58 INCHES SCREEN & ACCESSORIES 1
Smart Screen with Android OS
17
INSTALLATION, TRAINING, SUPPORT & MAINTENANCE
18
FOOT PEDAL 2
Foot Control For Digital Systems For Professional Dictation With Toe Touch Control
19
HIGH SPEED SCANNER 1
Wireless or USB High-Speed Cloud Enabled Document, Photo & Receipt Scanner with Large Touchscreen and Auto Document Feeder
20
RECHARGEABLE BATTERY CHARGER 1
8 Bay AA AAA Battery Charger (USB High-Speed Charging, Independent Slot) for Ni-MH Ni-CD Rechargeable Batteries
21
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
32
INTERNET – WITH 12 MONTHS SUBSCRIPTION 1
33
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
13th 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 13thSeptember ,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 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 13th 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.
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 requirement before submitting a bid.
Introduction 1.1. 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. 1.2. 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 2.1. 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 (INL).
2.2. 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: i. Improved capacity, efficiency, and accountability in Nigeria’s court case management system ii. Improved control, preservation, and storage of evidence within the Nigerian criminal justice system iii. Improved scheduling system for court sessions and hearings in the Nigerian criminal justice system iv. Improved court administration processes within the Nigerian criminal justice system
2.3. 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.
2.4. 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 3.1. 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. 3.2. 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. 3.3. 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: ● 1. Q-SOFT DENOVO RECORDING WORKSTATION ● o Core i5 8gb 1TB Windows OS, Antivirus with 22” monitor ● 2. MICROPHONE BATTERIES ● o Rechargeable 12 Count AAA High-Capacity 850 mAh Rechargeable Batteries, Pre-Charged ● 3. GIGABIT ROUTER ● o Dual Band Gigabit Wireless Internet Router, High-Speed ● 4. LOCAL AREA NETWORK CAT 6 CABLE ● 5. AUDIO CAPTURING DEVICE ACCESSORIES ● 6. MIXER AMP ● o 8 Channel Audio Professional Mixer with 48V phantom power ● 7. COLUMN SPEAKERS ● o Big Wall Column speaker ● 8. Q-SOFT DENOVO COURT RECORDING SYSTEM SOFTWARE ● 9. Q-SOFT DENOVO COURT RECORDING SYSTEM ● 10. PLAYER WITH AI TRANSCRIPTION MODULE ● 11. VGA CABLE, HDMI CONVERTER, VIDEO CARD & OTHER ACCESSORIES ● 12. EXTERNAL HARD DRIVE ● 13. 1TB Portable SSD ● 14. SYSTEM RACK 21U ● o Universal Steel Rack, w/ 3″ Locking Casters, Vented Side Panels for Audio Video, Server and Network Equipment
● 15. LAPTOP( REALTIME TRANSCRIPTION), ANTIVIRUS, 2 OFFICE SUITE ● o Core™ i3 121 4/512GB SSD 14.0″MIFI INTERNET – WITH 24 MONTHS SUBSCRIPTION ● 16. 58 INCHES SCREEN & ACCESSORIES 1 ● o Smart Screen with Android OS ● 17. INSTALLATION, TRAINING, SUPPORT & MAINTENANCE ● 18. FOOT PEDAL 2 ● o Foot Control For Digital Systems For Professional Dictation With Toe Touch Control ● 19. HIGH SPEED SCANNER 1 ● o Wireless or USB High-Speed Cloud Enabled Document, Photo & Receipt Scanner with Large Touchscreen and Auto Document Feeder ● 20. RECHARGEABLE BATTERY CHARGER 1 ● o 8 Bay AA AAA Battery Charger (USB High-Speed Charging, Independent Slot) for Ni-MH Ni- CD Rechargeable Batteries ● 21. BACKUP CAMERA 1 ● o Camera HD 1080P 4-in-1 (TVI/AHD/CVI/960H Analog) Security Dome Camera ● 22. RECORDING CAMERA 1 ● o QSD-Professional 3X optical zoom PTZ camera, 3x optical zoom lens at 1080P ● 23. AUDIO RECEIVER 1 ● o Wireless microphone one to four microphone U segment anti-howling professional ● 24. JUDGES MICROPHONE 1 ● o Gooseneck Phantom Powered Condenser Microphone ● 25. AMPLIFIER 1 ● o High Power PA Amplifier 4-16Ω (8Ω, 16Ω, 70V & 100V) ● 26. SWITCH 1 ● o 8-Port Gigabit Ethernet Switch ● 27. JUDGES LAPTOP 1 With Antivirus & Office Suite ● o Core™ i3 121 4/512GB SSD 14.0″ ● 28. INVERTER- POWER BACKUP 1 ● o Sinewave 2.5KVa Inverter with 12V 220Ah Tubular Battery ● All-in-One Intel Celeron Intel Celeron 1TB HDD 4GB RAM 3 ● Antivirus, Headset, Web cam ● INVERTER- POWER BACKUP 1 ○ Sinewave 3.5KVa Inverter with 12V 220Ah 2 X Tubular Battery, 4 X 330W Solar Panels
● INTERNET – WITH 12 MONTHS SUBSCRIPTION 1 ● Installation, Support & Training 3.4. 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. 3.5. Report delivery of assignment, including analysis of pre and post training to the project team at national level.
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 the court 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.
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 31st May 2024, 5:00 pm Local Abuja time. REQUIREMENTS All applicants must provide the following.
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.
A valid Tax certificate with the tax identification Number.
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.
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.
Verifiable details of physical contact address, mobile phone numbers and email address(es) must be indicated in your expression of interest.
Warranty conditions and a brochure of the products .
The expected delivery schedule/ timelines for delivery of equipment to all the States.
NOTE THE INFORMATION BELOW:
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.
ALL BIDS MUST BE SUBMITTED IN HARD COPY
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.
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.
Ensure you put all bids into the PPDC bid box and complete the bid worksheet at the office reception at the address stated above.
All bids must be submitted before close of business, on 31st May ,2024.
All financial bids must be in Naira (NGN). NOTE, partial quotes are not allowed.
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.
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.
Do not send submissions to this email as they will not be considered.
Note the selected bidder 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 deadline for submission is 31st May 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.
This is to bring to your kind attention that we are running a project for the implementation of a Court Administration and Case Management Project.
In fulfilling part of our mandate, we wish to engage a vendor to supply, deliver and install equipment below in accordance with the specifications provided. Vendors are encouraged to read the entire document to ensure they have a clear understanding of our requirement before submitting a bid.
DESCRIPTION OF SERVICE (Please quote for each lot separately)
LOT 1 (Computer and Accessories)
Vendors must quote for all items in this lot.
S/N
SUPPLY OF DESKTOPS
DESCRIPTION SPECIFICATION
Unit
Kaduna State
Nasarawa State
Plateau State
Quantity
1.
Product Name
HP 200 G4 22” All in One desktop with Wired Keyboard and Mouse. Must be able to specify maintenance and warranty terms and conditions.
Each
5
5
5
Microprocessor
Intel Core i5
Memory
8G RAM
Hard Drive
1TB SATA HDD
Operating System Windows 10
SOFTWARE PROGRAM
Unit
Quantity
2
Microsoft Office
2021 Professional Plus [Open license product key]
Each
5 users
5 users
5 users
3
Norton Antivirus
Norton by Symantec (1 year Subscription)
Each
5 users
5 users
5 users
S/N
SUPPLY OF PHOTOCOPIERS
Description/Specification
Unit
Kaduna State
Nasarawa State
Plateau state
2.
Product Name
Sharp Photocopier AR 7024, digital multifunction system – print , scan and copy, standard black toner, memory Standard 64 MB maximum 448 MB*4, USB 2.0 or higher, custom LCD, print sizes maximum A3 – A6*2 minimum. Paper capacity standard 350 sheets, (Must come with a USB Cable)Note: To be supplied with a standing cabinet
Each
1
1
1
LOT 2 (Air Conditioner/Ceiling Fan/Rechargeable cooling wall fan/Extension Cable)
Vendors must quote for all items in this lot.
S/N
DESCRIPTION SPECIFICATION
Unit
Nasarawa State
Plateau State
Kaduna State
Quantity
1
Brand – Hisense 1.5 HP inverter split Air Conditioner Supercooling gold fin Color – White Copper condenser, Gas type [R410] Quote must include installation kit, A.C Bracket and labor costs
Each
1
1
1
2
56”Ceiling fan Brand – Ox 3 blade Colour: Any 5 speed regulator Single Phase Volts of AC Voltage Range: 220-240 V Rated Voltage: 230 V Must be inclusive of installation costs
Each
1
1
1
3
Lontor 3 blade Rechargeable cooling wall Fan [AC/DC] with light Fan Size: 16 inches Voltage 220ah Colour: white/gray with 20 watts solar panel Must be inclusive of installation costs
Note: All furniture will be set up by vendor at its own costs
LOT 4 (Supply of 5Kva Inverter System, inclusive of Solar panels)
Vendors must quote for all items in this lot.
S/N
DESCRIPTION SPECIFICATION
Unit
Nasarawa State
Plateau State
Kaduna State
Quantity
1.
5kva/48V PURE SINEWAVE INVERTER, 4 units of 220Ah TUBULAR BATTERIES, 12 units of 320 watts MONOCRYSTALLINE SOLAR PANELS, 6mm double shielded dual core cables and 60 amps MPPT CHARGE CONTROLLER as well as other accessories such as cables, battery racks etc.
Each
1
1
1
Deadline for Submission
27th May 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
4. Evidence of experience of previous similar jobs (supply, delivery and installation of office equipment /furniture or electronic equipment). 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 – For LOT 1, 2 and 4 only.
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 SUPPLY OF GOODS TO VARIOUS STATES – 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 27th May ,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. Vendors cannot submit for multiple lots, but only one lot at a time – either Lot 1, 2, 3 or 4.
10. 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.
11. Do not send submissions to this email as they will not be considered.
12. Note the selected bidder will be responsible for supply, delivery and installation at Kaduna, Plateau and Nasarawa states respectively.
Note: Specific location shall be discussed with the successful bidder.
13. Payment terms: – 100% within 30 days after receipt of goods, submission of payment documentation and satisfactory signoff of job completion by State[s] Admin/logistics officers.
14. The award for each of the LOT[s] is subject to contract terms and conditions and satisfactory outcome of due diligence checks on capacity to deliver this assignment.
15. Sample of the Office Line Chair and metal file cabinet is indicated in ANNEX A & B attached to this RFQ.
Note: All items must be supplied in good condition, and in accordance with specification,
otherwise items will be rejected and replaced at the expense of the vendor before acceptance.
For all request for clarification, feel free to contact the email procurement@ppdc.org
Closing Date: The deadline for submission is 27th May 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.
The Public and Private Development Centre (PPDC), a non-profit organization that promotes increased citizenship participation in governance processes, is implementing a project to strengthen court administration and case management system in the following locations: Plateau, Nasarawa and Kaduna States. The project aims to improve the capacity of courts in case management and scheduling, control, storage and preservation of evidence, and court administration.
PPDC is an equal opportunity employer and seeks capable and suitably qualified Consultants to help implement the project in the said states.
PROJECT DESCRIPTION
This is an invitation to Tender for Consultants to implement the CACM project by providing
Organization of Physical case files & evidence Materials that support cases in the Justice
Sector, in support of Court Administration and Case management projects. The table 1
below shows the tender description.
S/n
Descriptions
1
Subject
Organization of Physical Case Files and Evidence That Support Cases in The Justice Sector
3
Location for project
Plateau, Nasarawa & Kaduna State
4
Date of Tender
2nd May, 2024
5
Closing date for TenderSubmission
16th May, 2024
Background to the project:
The CACM project commenced with a baseline assessment that presents the gaps and
recommendations for improvement on the current state of Court administration and Case
management system in the mentioned three states.
One of the key interventions is “Provision of service to organize physical (paper) case files
and evidence that supports the cases in archive storage boxes and racks.
The casefiles and evidence(exhibit) items will be stored in either a Record centre or in the
Archive.
The final index to the collections will map the case files and the evidence together and
later stored in an electronic record management system.
The implementation process will cover the Terms of Reference (ToR)/Services below;
Inventory of site content
Vacuum/cleaning of casefiles and evidence materials
Classify and catalogue with archival providence and security codes
Storage of files in boxes with tamper control
Arrangement of evidence items on the racks
Develop easy retrieval tools (Indexes) for the collections files.
Your proposal to tender should be for the three locations in table 1 above.
Kindly confirm your interest to participate in the bid process by responding to this tender
document before 5pm on 16th of May 2024.
PROJECT SCOPE
The scope of services to be provided by the Consultant includes the following:-
Give a structured organization approach from Start-up to Requirement analysis, Implementation, Testing, Training, Deployment and Acceptance.
Supply of storage boxes with barcode labels
Supply of tamper tags for the boxes
Provision of usage and tracking management system (conventional & IT) for routine operational services
Review the existing policies and standard operating procedures in managing case files and evidence items (with global best practices)
Training of court staff in charge of casefiles and evidence management
Development of maintenance and sustainability plan.
QUALIFICATION CRITERIA
Consultants must have capability to develop and implement large-scale physical case files and other information resources for the judiciary and other reputable organizations.
Consultants should have verifiable experience in case management project, archive resource management, records and Library management, data analysis, administrative control for storage infrastructure management and knowledge of risk assessment / disaster management, business continuity and archiving infrastructure
Consultants must work within an agreed timeline to deliver a best practice in case management and record management organization.
Consultants must demonstrate capacity to deliver the project in a cost-effective way.
SUPPORTING DOCUMENTS FOR BID SUBMISSION
Mandatory
Evidence of professional experience / status for managing administrative and legal
records.
Memorandum and Article of Association of the company
Current Tax Clearance Certificate (evidence of payment of tax for the last three (3) years
Others
Detailed company Profile
Evidence of relevant experience for similar services
Verifiable reference list (at least 2) for whom similar services were / are being executed
Company’s audited financial reports in the last three years.
Statement of organization’s core technical competencies and skills available
Details of key manpower including names and short CVs of key professional staff to be
deployed.
Name, position, phone number and email address of key contact person.
Support, Maintenance and Knowledge transfer like training for administrators/system
support team.
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 address to the below address:
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 16th May ,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 will be responsible for logistics attached to the delivery of the service at Kaduna, Plateau and Nasarawa states respectively.
Note: Specific location shall be discussed with the successful bidder.
12. The award of service of contract is subject to contract terms and conditions and satisfactory outcome of due diligence checks on capacity to deliver this assignment.
For all request for clarification, feel free to contact the email procurement@ppdc.org
Closing Date: The deadline for submission is 16th May 2024.
Note:
Responses received after the submission deadline for whatever reason will not be considered for evaluation.
This is to bring to your kind attention that we are running a project for the implementation of a Court Administration and Case Management Project.
In fulfilling part of our mandate, we wish to engage a vendor to supply, deliver and install equipment below in accordance with the specifications provided. Vendors are encouraged to read the entire document to ensure they have a clear understanding of our requirement before submitting a bid.
DESCRIPTION OF SERVICE (Please quote for each lot separately)
LOT 1 (Computer and Accessories)
Vendors must quote for all items in this lot.
S/N
SUPPLY OF DESKTOPS
DESCRIPTION SPECIFICATION
Unit
Kaduna State
Nasarawa State
Plateau State
Quantity
1.
Product Name
HP 200 G4 22” All in One desktop with Wired Keyboard and Mouse. Must be able to specify maintenance and warranty terms and conditions.
Each
5
5
5
Microprocessor
Intel Core i5
Memory
8G RAM
Hard Drive
1TB SATA HDD
Operating System Windows 10
SOFTWARE PROGRAM
Unit
Quantity
2
Microsoft Office
2021 Professional Plus [Open license product key]
Each
5 users
5 users
5 users
3
Norton Antivirus
Norton by Symantec (1 year Subscription)
Each
5 users
5 users
5 users
S/N
SUPPLY OF PHOTOCOPIERS
Description/Specification
Unit
Kaduna State
Nasarawa State
Plateau state
2.
Product Name
Sharp Photocopier AR 7024, digital multifunction system – print , scan and copy, standard black toner, memory Standard 64 MB maximum 448 MB*4, USB 2.0 or higher, custom LCD, print sizes maximum A3 – A6*2 minimum. Paper capacity standard 350 sheets, (Must come with a USB Cable)Note: To be supplied with a standing cabinet
Each
1
1
1
LOT 2 (Air Conditioner/Ceiling Fan/Rechargeable cooling wall fan/Extension Cable)
Vendors must quote for all items in this lot.
S/N
DESCRIPTION SPECIFICATION
Unit
Nasarawa State
Plateau State
Kaduna State
Quantity
1
Brand – Hisense 1.5 HP inverter split Air Conditioner Supercooling gold fin Color – White Copper condenser, Gas type [R410] Quote must include installation kit, A.C Bracket and labor costs
Each
1
1
1
2
56”Ceiling fan Brand – Ox 3 blade Colour: Any 5 speed regulator Single Phase Volts of AC Voltage Range: 220-240 V Rated Voltage: 230 V Must be inclusive of installation costs
Each
1
1
1
3
Lontor 3 blade Rechargeable cooling wall Fan [AC/DC] with light Fan Size: 16 inches Voltage 220ah Colour: white/gray with 20 watts solar panel Must be inclusive of installation costs
Note: All furniture will be set up by vendor at its own costs
LOT 4 (Supply of 5Kva Inverter System, inclusive of Solar panels)
Vendors must quote for all items in this lot.
S/N
DESCRIPTION SPECIFICATION
Unit
Nasarawa State
Plateau State
Kaduna State
Quantity
1.
5kva/48V PURE SINEWAVE INVERTER, 4 units of 220Ah TUBULAR BATTERIES, 12 units of 320 watts MONOCRYSTALLINE SOLAR PANELS, 6mm double shielded dual core cables and 60 amps MPPT CHARGE CONTROLLER as well as other accessories such as cables, battery racks etc.
Each
1
1
1
Deadline for Submission
6th May 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
4. Evidence of experience of previous similar jobs (supply, delivery and installation of office equipment /furniture or electronic equipment). 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 – For LOT 1, 2 and 4 only.
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 SUPPLY OF GOODS TO VARIOUS STATES – 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 6th May ,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. Vendors cannot submit for multiple lots, but only one lot at a time – either Lot 1, 2, 3 or 4.
10. 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.
11. Do not send submissions to this email as they will not be considered.
12. Note the selected bidder will be responsible for supply, delivery and installation at Kaduna, Plateau and Nasarawa states respectively.
Note: Specific location shall be discussed with the successful bidder.
13. Payment terms: – 100% within 30 days after receipt of goods, submission of payment documentation and satisfactory signoff of job completion by State[s] Admin/logistics officers.
14. The award for each of the LOT[s] is subject to contract terms and conditions and satisfactory outcome of due diligence checks on capacity to deliver this assignment.
15. Sample of the Office Line Chair and metal file cabinet is indicated in ANNEX A & B attached to this RFQ.
Note: All items must be supplied in good condition, and in accordance with specification,
otherwise items will be rejected and replaced at the expense of the vendor before acceptance.
For all request for clarification, feel free to contact the email procurement@ppdc.org
Closing Date: The deadline for submission is 16th May 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.
INVITATION TO TENDER AS CONSULTANTS FORCOURT ADMINISTRATION AND CASE MANAGEMENT PROJECT
Title: Development of IT Solutions to Improve Case Management, Case Scheduling and Notification, Records and Evidence Management and Court Administration for Key Justice Sector Institutions in Kaduna, Nasarawa and Plateau States.
Introduction
The Public and Private Development Centre (PPDC), a non-profit organization that promotes increased citizenship participation in governance processes, is implementing a project to strengthen court administration and case management system in the following locations: Plateau, Nasarawa and Kaduna States. The project aims to improve the capacity of courts in case management and scheduling, control, storage and preservation of evidence, and court administration.
PPDC is an equal opportunity employer and seeks capable and suitably qualified Consultants to help implement the project in the said states.
1. Term of Reference (ToR)
This Terms of Reference (ToRs) is for the purpose of (i) developing case management systems that will integrate the Courts and Departments of Public Prosecution (DPP) in Kaduna, Nasarawa and Plateau States respectively, and integrating in the case management systems modules for (ii) case scheduling and hearing notification; (iii) organizing, cataloguing and archiving court records and evidence; (iv) improving communication and coordination between Courts, DPP, the police force and the state command of the Nigerian Correctional Service. It includes building the capacity of beneficiary agencies to deploy the systems as tools for managing performance and improving storage and control of court records and evidence.
The goal of the intervention is to enhance the capacity of both agencies to monitor and track criminal cases from the point of filing up until when the cases are finally disposed of in a timely and efficient manner, and to improve storage, preservation and control of court records and evidence. It is expected that successful implementation of the project will improve overall efficiency in criminal trial management, timeliness, and accountability in the dispensation of criminal justice.
Background
The Court Administration and Case Management Project is a two-year project of the Public and Private Development Centre, which is funded by Bureau of International Narcotics and Law Enforcement (INL) under its justice and human rights programme for Nigeria.
The project got a No Cost Extension (NCE) to further extend interventions to other locations within the pilot states (Kaduna, Nasarawa and Plateau State respectively) to support in building more effective, professional law enforcement and justice sector institutions. The project will further the implementation of deploying case management systems to promote speedy and efficient dispensation of justice by courts, and to the extent that it makes court processes more efficient, by other justice sector institutions. The CACM’s project objectives include:
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, the focal states enacted Administration of Criminal Justice Laws to address delays and inefficiencies 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. Efficient management of justice institutions and processes engenders speedy trial, which also contributes to protecting the rights and interests of the society, suspect, defendant and victim in a criminal process. Unfortunately, several years after these laws were enacted, none of these stated objects of the laws have been achieved. Baseline assessments of quality and timeliness of case management processes in the states indicate that the skills, capacities and infrastructure required to implement efficient case management systems are lacking. Extant case management systems are manual, inefficient, and inadequate. Poor inter-agency communication and coordination between the Ministry of Justice, the DPP and Correctional Service impede timely and efficient dispensation of justice.
These terms of reference will provide support for the development and deployment of case management systems in line with the agreed specifications, findings and recommendations within the No Cost Extension Period in the focal states. The key agencies that will benefit directly from the proposed interventions are Judiciary, Ministries of Justice, and the Nigerian Correctional Service, Judges, Magistrates, Court Registrars, Secretaries, and Clerks, prosecutors and investigators will be trained to utilize new case and evidence management systems
This ToR will be implemented by the Public and Private Development Centre (PPDC) through the funding support from Bureau of International Narcotics and Law Enforcement (INL) under its justice and human rights programme for Nigeria.
Approach and Activities
The consultant shall execute all activities in close consultation with the A2J -CACM project team, and key stakeholders in the focal states, including the Judiciary, Departments of Public Prosecution, Ministry of Justice, the Nigeria Correctional Service, taking into consideration the findings and recommendations of the assessment studies on case management and case scheduling and notification systems for courts. Excerpts of the assessment report are attached.
The Consultant shall do the following activities:
Judiciary CMS
Engage with the judiciary, Ministry of Justice, NBA, PPDC and with other stakeholders considered to be relevant by the CACM project to complete the designs of the agree on the details of the assignment and develop a detailed work plan with timelines, responsibilities and deliverable
Develop a framework and/or a process map for the CMS for the judiciary, and present same to the leadership of the judiciary, to secure their buy-in and ensure they are fully onboard with the standards of accountability, performance management, oversight and sustenance of the systems that will be deployed, and for the use of data derived from the CMS indecision making.
In consultation with the Judiciary,
Develop governing policies and guidelines for case management, scheduling and notification, data and records and evidence management by the Judiciary. Governing policies and guidelines should also be developed for evidence management. The policies and guidelines should set out the responsibilities and functions of the various structures that will be set up to implement and monitor the systems
Develop a Case Management Unit Handbook, inclusive of control mechanisms for ensuring the accuracy and currency of case or data uploads on the systems. The handbook should follow the recommendations in the assessment report regarding the type of Case Management and Case Scheduling Systems that should be deployed
Develop a Records and Evidence Management Handbook, which lays out and explains the protocols regarding the control, storage and preservation of court records and evidence.
Support the Judiciary to develop work plans for implementing and monitoring the progress of the CMS, database system, case scheduling and notification systems, and for control, storage and preservation of court records and evidence
Develop bespoke CMS, Case Scheduling and Notification software and database systems in line with specifications that are set out in the assessment report. The case scheduling and notification software should, amongst other things, be designed to alert prosecutors, investigators and Custodial Centres about changes in court schedules.
Set up a CMS Unit at the registry of the Judiciary based on the agreed equipment and facility specifications. The CMS Unit should have capacity to issue notifications regarding court schedules
Develop Records and Evidence Management storage, retrieval and back up system for the Judiciary. The system should be designed to manage physical and electronic formats of records and evidence materials.
In furtherance of activity 3.2.3.6, develop policy manual and or operational guidance notes relating to records and evidence management, storage, retrieval and back up, both for physical and electronic records and evidence
Train designated registry and IT staff on Computer Appreciations, data Programmes, CMS management and data entry skills and court records and evidence management.
Supervise and mentor automation of manual case register and updates
The consultant shall:
Review and validate cases updated to the CMS.
Train or orientate the Hon. Chief-Judge, Chief Registrar, Deputy Chief Registrars of the High Court on the use, implications and change management processes and other control measures
Train CMS Unit Staff on production of Performance Data including overdue list of cases from the system.
Conduct monthly review and mentorship for the CMS Unit Staff on production of performance data and overdue list; guidance for the Chief Judge and Chief Registrar and Deputy Chief Registrars on use of the performance data and overdue list, addressing policy issues and interventions based on issues emanating from the reports.
MoJ/DPP CMS
3.2.5. In consultation with the DPP
3.2.5.1 Develop a framework and/or a process map suited to case management at Departments of Public Prosecutions, including the processing of case diaries, issuing legal advice, issuing and preparation of legal advice, the scheduling of cases and monitoring and tracking cases in courts.
3.2.5.2 Develop a governing policy and guidelines for case and data management that also sets out an oversight framework
3.2.5.3 Develop a Case Management Unit Manual that provides step-by-step guide on the various processes of case management and scheduling at the DPP, in line with the recommendations of the assessment report
3.2.5.4 Support the DPP to develop a workplan for implementing and monitoring the progress of the CMS system.
3.2.5.5 Develop an CMS and case scheduling software in line with the specifications in the assessment report and set up the same at the registry of the DPP based on the agreed equipment and facility specifications
3.2.5.6 Train registry staff and state counsel – especially staff that have been assigned to the CMS functions on basic computer knowledge, data programmes, case management and scheduling and data entry skills
3.2.5.7 Supervise the automation of manual case register and updates, and review and validate cases updated to the CMS
3.2.5.8 Train/orientate the Hon. Attorney-General, Director of Public Prosecutions and Senior State Counsels on use of case management and scheduling systems,
3.2.5.9 Train CMS Unit Staff on production of Performance Data including overdue list of cases from the system
3.2.3.10 Conduct monthly reviews and mentorship for the CMS Unit Staff on production of performance data including overdue list; guidance for HAG and DPP on use of the performance data including overdue list, addressing policy issues and interventions based on issues emanating from the reports.
3.2.4 Write monthly narrative reports of CMS activities and issues at the DPP and Judiciary
3.3 The Central Server and Database System
3.3.1 A central server and database shall be established for the Case Management Systems at the Judiciary and Department of Public Prosecutions, and situated at the Ministry of Justice, to serve a centralised system for information sharing and case tracking. Accordingly, the consultant shall agree with the Judiciary and MoJ, on:
3.3.1.1 The appropriate framework and/or a process map for the centralized database. The database should have the capacity to integrate all criminal data from criminal justice agencies in each state, and improve data sharing, communication and coordination between the Judiciary, DPP and the Police especially.
3.3.1.2 Provide a governing policy, manual or guidelines for the CTS. The document should define roles and responsibilities and functions for uploading data and generating data on the centralized server and database system. It should also include schedules for uploading MOJ and Judiciary CMS data to the central database system
3.3.1.3 Train designated Staff to update and maintain the central server and database system
3.4 Develop a workplan for monitoring and evaluating the progress of implementing CMS and central database systems, and evidence and records management systems implemented.
3.5 Mentor staff of CMS and central database systems on the use of the CMS, database system and records and evidence management systems.
Deliverables
The key deliverables for this assignment are:
4.1 Methodology and work plan for implementing and monitoring the progress of the CMS, case scheduling and notification, central server and database system, and evidence and records management – After one (1) week of signing the general contract of service.
4.2 Validated framework and process map for the CMS at Judiciary and MoJ, for central database system and records and evidence management systems and for records and evidence management.
4.3 Validated Handbook for Judiciary and MoJ/DPP CMS Unit, central server/database system, and for records and evidence management.
4.4 Data governance policy for centralized database systems.
4.5 CMS software development and setup, inclusive of report of set up.
4.6 Central Server, Database and evidence and records management system set up.
4.7 Report of the training of designated state counsel and registry staff on supplied data programmes, data uploads, CMS and Central server/database management and records and evidence management systems.
4.8 Report of the training and or sensitization of judicial officers, and senior MoJ officials.
4.9 Monthly report containing monthly performance data, monthly CMS support and mentorship of designated CMS and database staff (including review and mentorship), updates. Reports shall also cover evidence and records management.
4.10 Monthly reports shall include reports of mentoring support to CMS and central database unit and records staff, and to performance reviews based on performance data from the system
4.11 Final comprehensive report on the delivery of the assignment.
Timing and Resource
The timeline for the delivery of this assignment shall be between April 2024 and June 30, 2024. A total of three month (90 days) is allotted to the consultants for this assignment, broken down as follows:
5.1 Development of governing policies and guidelines (case management, scheduling and notification, and data, records and evidence management for the Judiciary and MoJ/DPP.
5.2 Development of Case, Data and Records/Records Management Handbook (inclusive of control mechanisms for ensuring the accuracy and currency of case or data uploads on the systems.
5.3 Development of work plans for implementing and monitoring the progress of the CMS, database system, case scheduling and notification and court records and evidence systems.
5.4 Development of CMS, Case Scheduling and Notification software, database system and court records and evidence system.
5.5 Set up a CMS Units and records and evidence management systems at the registry of the Judiciary based on the agreed equipment and facility specifications. The CMS Unit should have capacity to issue notifications regarding court schedules.
5.6 Train designated registry and IT staff on Computer Appreciation, data Programmes, CMS management and data entry skills, records and evidence management, and production of performance data.
5.7 Review, validate, supervise and mentor automation of manual case register and update, and the operationalization of the court records and evidence management system.
5.8 Train or orientate the Hon. Chief-Judge, Chief Registrar, Deputy Chief Registrars of the High Court, other judicial officers on the use, implications and change management processes and other control measures.
5.9 Monthly review and mentorship for the designated Staff on records and evidence management, production of performance data from the CMS and guidance on use of performance data to address policy gaps.
Management of the consultancy
The Deputy Senior Program Manager, Access to Justice, will be responsible for the day-to-day management of this assignment under the overall supervision of the Senior Programs Manager Access to Justice.
7. Qualification and Criteria
Consultants must have capability to develop IT solutions to improve case management, case scheduling, notification, records & evidence management and court administration for Key Justice Sector Institutions.
Consultants must work within an agreed timeline to deliver a best practice in casefile & record management infrastructure.
Consultants must demonstrate capacity to deliver the project considering all stakeholders whether onsite or offsite in a timely and cost-effective way.
Supporting Documents for Bid Submission.
Mandatory
Evidence of professional experience / status for supply and installation of storage infrastructure for administrative and court/legal records and evidence.
CAC Certificate.
Memorandum and Article of Association of the company.
Current Tax Clearance Certificate (evidence of payment of tax for the last three (3) years.
Others
Detailed company Profile
Evidence of relevant experience for similar services
Verifiable reference list (at least 3) for whom similar services were / are being executed
Company’s audited financial reports
Statement of organization’s core technical competencies and skills available
Details of key manpower including names and short CV’s of key professional staff to be deployed
Name, position, phone number and email address of key contact person
Support, Maintenance and Knowledge transfer like training for administrators/system support team.
Bid/Tender Submission
Bid / tender hard copy documents must be submitted to the PPDC office. Kindly save your tender/bid submission on a flash drive in a separate envelope for submission.
Note: Bidders are required to submit one original document in a separate envelope and two photocopies in another envelope. You will thereafter drop the original document, photocopies and the envelope with the flash drive in a bigger envelope and label it with a clear address and phone number for submission.
Please Note: All logistics and resources needed in delivering the task should be incorporated into the financial bid submission. Further note that withholding tax shall be deducted according to the tax law of the country.
