COURT ADMINISTRATION AND CASE MANAGEMENT PROJECTREQUEST FOR QUOTATION – DIGITIZED RECORDING SYSTEM

by | May 28, 2024 | CACM

Home E CACM E COURT ADMINISTRATION AND CASE MANAGEMENT PROJECTREQUEST FOR QUOTATION – DIGITIZED RECORDING SYSTEM

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.

  1. 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.
  2. 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.

  1. 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.

  1. 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.
  2. 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.

  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.

  1. Ensure you put all bids into the PPDC bid box and complete the bid worksheet at the
    office reception at the address stated above.
  2. All bids must be submitted before close of business, on 31st May ,2024.
  3. All financial bids must be in Naira (NGN). NOTE, partial quotes are not allowed.
  4. 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.
  5. 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.
  6. Do not send submissions to this email as they will not be considered.
  7. 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.