COURT ADMINISTRATION AND CASE MANAGEMENT PROJECT 

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. 

1. Introduction
   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. 
   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.

2. Background
   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 Affairs (INL). 

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:

1. Improved capacity, efficiency, and accountability in Nigeria’s court case management system
2. Improved control, preservation, and storage of evidence within the Nigerian criminal justice system
3. Improved scheduling system for court sessions and hearings in the Nigerian criminal justice system
4. Improved court administration processes within the Nigerian criminal justice system

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. 

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.

3. Approach and Activities
   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.  
   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. 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
20	RECORDING CAMERA 1	QSD-Professional 3X optical zoom PTZ camera, 3x optical zoom lens at 1080P
21	AUDIO RECEIVER 1	Wireless microphone one to four microphone U segment anti-howling professional
22	JUDGES MICROPHONE 1	Gooseneck Phantom Powered Condenser Microphone
23	AMPLIFIER 1	High Power PA Amplifier 4-16Ω (8Ω, 16Ω, 70V & 100V)
24	SWITCH 1	8-Port Gigabit Ethernet Switch
25	JUDGES LAPTOP 1 With Antivirus & Office Suite	Core™ i3 121 4/512GB SSD 14.0
26	INVERTER- POWER BACKUP 1	Sinewave 2.5KVa Inverter with 12V 220Ah Tubular Battery
27	All-in-One Intel Celeron Intel Celeron 1TB HDD 4GB RAM 3
28	Headset, Web cam
29	INVERTER- POWER BACKUP 1	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

5. 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.

6. 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 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. 

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 24th September ,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.