Framework for Court Reporting & Transcription (CRT) Services

A Tender Notice
by MINISTRY OF JUSTICE

Source
Find a Tender
Type
Framework (Services)
Duration
4 year
Value
£22M
Sector
DEFENCE
Published
18 Nov 2022
Delivery
To 02 Dec 2026 (est.)
Deadline
23 Dec 2022 11:00

Concepts

Location

United Kingdom: Supplier premises

Geochart for 1 buyers and 0 suppliers

1 buyer

Description

The Ministry of Justice (hereafter the Authority) intends to run a competition for the procurement of Court Reporting and Transcription Services (CRT) on behalf of HM Courts & Tribunals Service (HMCTS). The Authority is legally required to record Court proceedings across England and Wales and where requested, produce official transcripts from these hearings. The transcripts are used as evidence in appeals, legal publishing for public interest and form part of case law. It is the intention that the following transcription services will be procured under a framework agreement: a. Off-site Transcription Services (OTS) which involves the Court recordings being sent to the relevant supplier where they produce the transcription services based on the contracted service level timeframe. b. Attendance-based Transcription Services (ATS) comprises stenographers or loggers attending the Court proceeding and then later producing the transcript to the contracted timescales. c. Real-time Transcription Services (RTS) involves temporarily supplying equipment and production of near-instantaneous transcriptions of proceedings on site.

Lot Division

1 Off-site Transcription Services (OTS)
  • Value: £18M

OTS involves the production of high volumes of low-value transcripts away from the court, hearing centre or venue, using a recording provided by the court. The supplier is responsible for producing the transcripts in line with HMCTS' rules, including the application of reporting restrictions (anonymisation) and the collection of relevant approvals and permissions. Services are provided based on agreed service bandings and capped units referred to as folios (72 words). OTS is split into two distinct areas, Crown Court transcription and HMCTS Approved Transcription Panel (ATP): a. Crown Courts contracts under OTS are contracted via Regional lots. Audio is recorded using a dedicated Digital Audio Recording, Transfer and Storage system (DARTS) and stored on the DARTS online portal for supplier access. Requestors are limited to one specific supplier based on the location of the hearing. b. ATP covers Civil & Family Courts and Tribunals. The ATP works on a panel basis where requestors can choose from any of the four suppliers. Audio is recorded using various Digital Audio Recording (DAR) formats after which audio is either downloaded onto physical media and posted to the relevant supplier or uploaded onto the relevant supplier’s portal. For Lot 1 four Call-Off contracts are planned to be awarded on a Regional basis based on the highest tender scores. However the Authority reserves the right to amend the methodology for awarding future Call-off Contracts under the Framework. Additional information: Further detail about the requirement, competition stages, evaluation and award process is provided in the Invitation to Tender Pack.
2 Attendance-based transcription services (ATS) Crime and Real-time transcription services (RTS)
  • Value: £3M

ATS Crime - Services comprise of stenographers (skilled professionals utilising stenotype machines) attending hearings to make a record of proceedings to supplement court recording in order to produce a transcript within the stipulated timescales. These services are primarily required in the Court of Appeal Crime Division located within the Royal Courts of Justice (RCJ). RTS: The provision of near instantaneous transcription services which usually involves a stenographer attending the court proceeding and inputs a real-time record of the hearing. Editors, either based remotely or on site, will assist in the production of a ‘stream’, which would appear on screens in the courtroom, laptops and media feeds. RTS also includes the supplier providing the specialised equipment required for the necessary timescales. Additional information: Further detail about the requirement, competition stages, evaluation and award process is provided in the Invitation to Tender Pack.
3 Attendance-based Transcription Services (ATS) – Civil, Family and Tribunals
  • Value: £952K

1. Services comprise of loggers attending hearings to make a note of proceedings to supplement court recording in order to produce a transcript within the stipulated timescales. These services are primarily required in the Civil Appeals Court and Administrative Courts located within the RCJ and The Rolls Building. 2. The Lot also include the provision of limited on-site transcription, in the form of a “sensitive case service”, where supplier personnel with appropriate level of security clearance attend the secure hub located at either the Field House (Central London) or the RCJ to produce a transcript on site. 3. In addition to Civil jurisdictions, the ATS service also includes specialist jurisdictions such as the Special Immigration Appeals Commission (SIAC), the Proscribed Organisations Appeals Commission (POAC) and PAAC (Pathogens Access Appeals Commission). Additional information: Further detail about the requirement, competition stages, evaluation and award process is provided in the Invitation to Tender Pack.

CPV Codes

  • 75231000 - Judicial services
  • 75130000 - Supporting services for the government

Indicators

  • Restrictions apply to the lot award allocation.
  • This is a one-off contract (no recurrence)
  • Options are available.
  • Professional qualifications are sought.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** The tender response deadline has been extended to 23rd December 2022 at 11:00 (GMT). The Authority is managing this procurement in accordance with its general obligations under the Laws of England and Wales and utilising the Light Touch Regime broadly in accordance with the Open Procedure set out in the Regulations. As detailed in the Invitation to Tender, following award of the Framework Agreements to successful suppliers, the Authority will follow the process methodology stated to award the Initial Call-off Contracts. The Authority will apply the following overall weighting to award the initial Call-Off contract scores: Technical 63% Commercial Price 27% Social Value 10% Based on the Authority’s assessment of the Bidders’ economic and financial security, some Bidders may be required to provide a signed Parent Company Guarantee within 15 working days of the Call-Off Contract Decision Letter. If a Parent Company Guarantee, signed by a Parent or Ultimate Parent Company with suitable economic and financial standing is not provided to sufficiently assure the Authority within the requested timescale, the Call-Off Contract(s) will not be placed with the Bidder. However the Authority reserves the right to amend the methodology for awarding Future Call-off Contracts under the Framework. As detailed in the Framework Agreement, if the Authority or an alternative Potential Contracting Party decides to source the Services through the CRT Framework Agreement then it shall award the Call-Off Contract either through Standard Services (awards without re-opening competition) or Competed Services (awards following mini-competitions). The Authority or Contracting Party reserves the right to amend the Schedules and Annexes as required. For example the OTS Regional Lots may be amended/amalgamated in some cases or the number of Contract Lots awarded to a supplier may change. The Authority also reserves the right to allow suppliers to reduce their prices for future competitions however suppliers must not assume this will be allowed. The Bidder will need to Register on the MOJ Sourcing Portal (at https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html) if they do not already have an account which directly relates to the part of their organisation that is submitting the Tender. Once logged in, navigate to ‘ITTs Open to All Suppliers’ and then select ‘ITT_6329’ which relates to the Procurement for the Court Reporting and Transcription (CRT) Services Framework. The ITT documents are within the Attachments Tab. Further detail on the competition process is provided in the Invitation to Tender documents within the Attachments drop down menu.

Reference

Domains