Scope
Reference
JPS1754
Description
Police forces routinely conduct audio and video-recorded interviews that require transcription for investigative, evidential, and reporting purposes. Currently, transcription processes involve significant manual effort, which is both time-consuming and resource intensive. The purpose of this procurement is to acquire an advanced transcription solution that enhances efficiency while maintaining very high accuracy and compliance with UK policing standards for both Surrey and Sussex Police.
Total value (estimated)
- £100,000 excluding VAT
- £120,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 31 May 2026 to 2 June 2028
- 2 years, 3 days
Main procurement category
Services
CPV classifications
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48170000 - Compliance software package
- 48219300 - Administration software package
- 48222000 - Web server software package
- 48314000 - Voice recognition software package
- 48422000 - Software package suites
- 48500000 - Communication and multimedia software package
- 48510000 - Communication software package
- 48517000 - IT software package
- 48740000 - Foreign language translation software package
- 72000000 - IT services: consulting, software development, Internet and support
- 72212510 - Communication software development services
- 72312000 - Data entry services
Submission
Publication date of tender notice (estimated)
22 May 2025
Enquiry deadline
1 July 2025, 1:00pm
Submission type
Tenders
Tender submission deadline
10 July 2025, 1:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
16 September 2025
Other information
Payment terms
30 days upon receipt of valid include unless invoice is reasonably disputed in writing.
Description of risks to contract performance
Requirement to increase or decrease the number of hours required for transcription as demand in the Authority changes.
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This will be a 2 stage competitive flexible procedure:
Stage 1: Paper Submissions - Tenderers will be asked to confirm compliance with a series of must, should and could criteria to which a quantitative score will be issued, they will also be asked to provide pricing information based on information provided within the Invitation to Tender, and may be asked to respond to a series of qualitative questions for which suppliers will be scored on a 0-5 basis with written feedback also provided.
Stag 2: Demonstration and Testing phase: The top scoring tenderers from stage 1, will be asked to provide a demonstration of their solution. The Authority will then test this solution over a period of up to one month against criteria which will be provided within the invitation to tender. Solutions in stage 2 will again receive both a quantitative numerical score and qualitative feedback as to the justification for that score.
The supplier with the highest technical score from stage 2 and pricing score from stage 1 combined will be awarded the contract.
Contracting authority
The Police & Crime Commissioner for Sussex
- Public Procurement Organisation Number: PPLN-2959-YWYQ
Sackville House, Brooks Close
Lewes
BN7 2FZ
United Kingdom
Region: UKJ22 - East Sussex CC
Organisation type: Public authority - sub-central government