Time limit for receipt of tenders or requests to participate

Date: 03/11/2020

Local time: 13:00

The Ministry of Justice (MoJ) and the Ministry of Defence (MoD) as the contracting authorities intend to run a procurement exercise for the delivery of Court Reporting and Transcription Services (CRT). The roles and responsibilities of the MoJ and MoD are set out in the additional information section and within the ITT documentation.

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United Kingdom-London: Law-courts-related administrative services

2020/S 195-473203

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Ministry of Justice
Postal address: 102 Petty France
Town: London
NUTS code: UK UNITED KINGDOM
Postal code: SW1H 9AJ
Country: United Kingdom
E-mail:
Telephone: +44 2033343555

Internet address(es):

Main address: https://www.justice.gov.uk/

Address of the buyer profile: https://ministryofjusticecommercial.bravosolution.co.uk

I.1)Name and addresses

Official name: Ministry of Defence
Town: Andover
NUTS code: UK UNITED KINGDOM
Postal code: SP11 8HT
Country: United Kingdom
E-mail:

Internet address(es):

Main address: https://www.gov.uk/government/organisations/ministry-of-defence

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://ministryofjusticecommercial.bravosolution.co.uk/web/login.html

Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

Other activity: Administration of Justice

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Court Reporting and Transcription Services

Reference number: Reference number: PRJ_4549

II.1.2)Main CPV code

75231100 Law-courts-related administrative services

II.1.3)Type of contract

Services

II.1.4)Short description:

The Ministry of Justice (MoJ) and the Ministry of Defence (MoD) as the contracting authorities intend to run a procurement exercise for the delivery of Court Reporting and Transcription Services (CRT). The roles and responsibilities of the MoJ and MoD are set out in the additional information section and within the ITT documentation.

In accordance with Court practice directions, relevant hearings are recorded by the MoJ and MoD. Audio recordings provide a true and accurate record of proceedings and are used to produce transcripts as Court records.

CRT consists of the following three services:

1) off-site transcription services (OTS), covering all off-site transcriptions;

2) attendance-based transcription services (ATS), covering Court reporting and stenography, on-site transcription;

3) real-time transcription services (RTS), covering all instantaneous on-site transcription.

II.1.5)Estimated total value

Value excluding VAT: 23 331 100.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for all lots

II.2)Description

II.2.1)Title:

Lot 1A: (OTS_London)

Lot No: 1A

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

OTS – London Region

OTS comprises the production transcripts away from the Court or Hearing Centre, using a recording provided by the Court. Audio recordings are accessible either through a dedicated DARTS portal (digital) or through physical media. Providers are responsible for producing transcripts of Court hearings in line with HMCTS’ rules, including the application of reporting restrictions (anonymisation) and the collection of relevant approvals and permissions.

The provision of OTS applies to Crown, Civil and Family Courts along with Tribunals and some UK based Military Courts. For Crown Court related transcription, providers will be solely responsible for requests relating to their respective region. For Civil and Family Courts, Tribunals and Military Courts, transcript requestors will choose between OTS providers.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

Details on the limitations of award and the total number of providers can be found in the ITT documentation.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 5 776 020.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT documentation.

II.2)Description

II.2.1)Title:

Lot 1B: (OTS_North)

Lot No: 1B

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

OTS – North Region

OTS comprises the production transcripts away from the Court or Hearing Centre, using a recording provided by the Court. Audio recordings are accessible either through a dedicated DARTS portal (digital) or through physical media. Providers are responsible for producing transcripts of Court hearings in line with HMCTS’ rules, including the application of reporting restrictions (anonymisation) and the collection of relevant approvals and permissions.

The provision of OTS applies to Crown, Civil and Family Courts along with Tribunals and some UK based Military Courts. For Crown Court related transcription, providers will be solely responsible for requests relating to their respective region. For Civil and Family Courts, Tribunals and Military Courts, transcript requestors will choose between OTS providers.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

Details on the limitations of award and the total number of providers can be found in the ITT documentation.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 5 078 816.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT Documentation.

II.2)Description

II.2.1)Title:

Lot 1C: (OTS_South)

Lot No: 1C

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

OTS – South Region

OTS comprises the production transcripts away from the Court or Hearing Centre, using a recording provided by the Court. Audio recordings are accessible either through a dedicated DARTS portal (digital) or through physical media. Providers are responsible for producing transcripts of Court hearings in line with HMCTS’ rules, including the application of reporting restrictions (anonymisation) and the collection of relevant approvals and permissions.

The provision of OTS applies to Crown, Civil and Family Courts along with Tribunals and some UK based Military Courts. For Crown Court related transcription, providers will be solely responsible for requests relating to their respective region. For Civil and Family Courts, Tribunals and Military Courts, transcript requestors will choose between OTS providers.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

Details on the limitations of award and the total number of providers can be found in the ITT documentation.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 4 968 648.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT documentation.

II.2)Description

II.2.1)Title:

Lot 1D: (OTS_Midlands and Wales)

Lot No: 1D

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

OTS – Midlands and Wales Region

OTS comprises the production transcripts away from the Court or Hearing Centre, using a recording provided by the Court. Audio recordings are accessible either through a dedicated DARTS portal (digital) or through physical media. Providers are responsible for producing transcripts of Court hearings in line with HMCTS’ rules, including the application of reporting restrictions (anonymisation) and the collection of relevant approvals and permissions.

The provision of OTS applies to Crown, Civil and Family Courts along with Tribunals and some UK based Military Courts. For Crown Court related transcription, providers will be solely responsible for requests relating to their respective region. For Civil and Family Courts, Tribunals and Military Courts, transcript requestors will choose between OTS providers.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

Details on the limitations of award and the total number of providers can be found in the ITT documentation.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 4 625 384.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT documentation.

II.2)Description

II.2.1)Title:

Lot 2A: (ATS_Civil and Other)

Lot No: 2A

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

ATS — Civil jurisdiction and other

ATS comprises the supply of stenographers or loggers, who attend Court for the purposes of making a note of proceedings to supplement the Court recording and assist in the production of a timely and accurate transcript.

The requirement also includes the provision of limited on-site transcription, in the form of a ‘sensitive case service’, where provider’s personnel (with appropriate levels of security clearance) attend the secure hub located at the Royal Courts of Justice, and produce a transcript on-site.

ATS is split on a jurisdictional basis.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

Details on the limitations of award and the total number of providers can be found in the ITT documentation.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 910 228.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT documentation.

II.2)Description

II.2.1)Title:

Lot 2B: (ATS_Crime)

Lot No: 2B

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

ATS — Crime jurisdiction

ATS comprises the supply of stenographers or loggers, who attend Court for the purposes of making a note of proceedings to supplement the Court recording and assist in the production of a timely and accurate transcript.

The requirement also includes the provision of limited on-site transcription, in the form of a ‘sensitive case service’, where provider’s personnel (with appropriate levels of security clearance) attend the secure hub located at the Royal Courts of Justice, and produce a transcript on-site.

ATS is split on a jurisdictional basis.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

Details on the limitations of award and the total number of providers can be found in the ITT documentation.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 807 180.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT Documentation.

II.2)Description

II.2.1)Title:

Lot 2C:(ATS_MoD)

Lot No: 2C

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

ATS — MoD

The MoD requires a Verbatim Court Recorder’s (VCR) service, which is required to cover Army/Navy/RAF Board Oral Hearings (OH), Army/Navy/RAF Service Complaints (OH) and Army Service Inquiries (SI).

ATS comprises the supply of stenographers or loggers, who attend an establishment for the purposes of making a note of proceedings to supplement the hearings and assist in the production of a timely and accurate transcript. Hearings usually take place in the United Kingdom however there may be occasions where they are required to travel abroad, for example Germany and Cyprus.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 140 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

The award to the successful bidder (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT documentation.

II.2)Description

II.2.1)Title:

Lot 3: (RTS)

Lot No: 3

II.2.2)Additional CPV code(s)

75231100 Law-courts-related administrative services

II.2.3)Place of performance

NUTS code: UK UNITED KINGDOM

II.2.4)Description of the procurement:

RTS

RTS is the supply of near instantaneous transcription services, comprising a stenographer who attends Court and inputs a real-time record of proceedings. Editors, either based remotely or on-site, may assist in the production of the ‘stream’ which may appear on screens in the courtroom, laptops and on occasion, media feeds.

Contract documents can be found within the ITT documentation on the eSourcing portal and will be supplemented as indicated. Award to the successful bidders (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 1 024 824.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48

This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes

Description of options:

Award to the successful bidders (if the authority proceeds to award the contract) will be by way of the said contract, which will be for an initial period of 2 years from the commencement date and thereafter, at the discretion of the authority, for up to a further 2 years.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Full details are provided in ITT documentation.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2020/S 051-122277

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 03/11/2020

Local time: 13:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 03/11/2020

Local time: 14:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

VI.2)Information about electronic workflows

VI.3)Additional information:

CRT services are within the scope of services listed in Schedule 3 of the Public Contracts Regulations 2015 and shall be awarded pursuant to Regulation 74. The MoJ will use a procedure similar to the open procedure described in Regulation 27.

The MoJ reserves the right to reject all or any of the tenders and not to award a contract to any bidder, without any liability on its part. Nothing in this notice shall generate any contractual obligations prior to the signature of a contract following a competition.

The MoJ will be the contracting authority for the following lots:

— Lot 1A

— Lot 1B

— Lot 1C

— Lot 1D

— Lot 2A

— Lot 2B

— Lot 3.

The MoD will be the contracting authority for Lot 2C and will lead on the evaluations process for this lot. The MoD may also assist on the evaluations process for OTS Lots (1A-1D).

Tenders for all lots will be assessed on a quality/price ratio of 70:30.

Transparency:

HM Government requires that tender documentation issued by government departments for contracts exceeding GBP 10 000 over the life of the contract are published online (www.gov.uk/contracts-finder) for the public. The resulting contract shall also be published. The authority may use its discretion to redact information to protect key commercial interest or on prescribed grounds. Therefore, bidders who wish information not to be published, if successful, should secure agreements with the authority prior to submission. These could cover key commercial interest, trade secrets and commercial interests which would be prejudiced by publication, all following the test in section 43 of the Freedom of Information Act 2000 (https://ico.org.uk/media/for-organisations/documents/1178/commercial-interests-section-43-foia-guidance.pdf).

Only documentation related to the award will be published. The prescribed grounds for redaction are:

(a) national security;

(b) personal data;

(c) information protected by intellectual property rights;

(d) information which is not in the public interest to disclose (following tests under the Freedom of Information Act 2000);

(e) third party confidential information;

(f) IT security; and

(g) prevention of fraud.

Freedom of information (FOI):

The Freedom of Information Act came fully into force in 2005. If any organisation considers that any information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivities specified. In such cases the relevant material will in response to FOI requests be examined in the light of exemptions provided for in the act.

VI.4)Procedures for review

VI.4.1)Review body

Official name: Ministry of Justice
Town: London
Country: United Kingdom

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

02/10/2020