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Framework Agreement for AI Enabled Transcription Tools

Caerphilly County Borough Council

This public procurement record has 2 releases in its history.

Tender

23 Sep 2026 at 10:21

UK4 - Tender Notice
Planning

30 Jun 2026 at 10:56

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Caerphilly County Borough Council is seeking suppliers for AI-enabled transcription and meeting-intelligence tools through a multi-provider framework. Solutions should record, transcribe, summarise and manage meetings, discussions and other authorised audio or video content for use across Council services and business functions. The intended tools are to reduce administrative work, improve efficiency and record keeping, support information management and workplace productivity, and help produce accurate documents. Welsh-language capability and accessibility features are also required. The procurement covers software and related services, including voice-recognition technology. Delivery is for the Council in Caerphilly County Borough, Wales.

The Council invited offers through an open procedure for a single-lot framework. The tender stage has been reached; submissions were due by 12:00 on 23 October 2026, and enquiries by 17:00 on 16 October 2026. The initial framework period is scheduled to run from 1 December 2026 to 30 November 2029, with a possible refresh and successor frameworks; the overall open-framework scheme may run until 30 November 2034. The estimated value is £8 million excluding VAT (£9.6 million including VAT). Quality is the sole evaluation basis, weighted at 100%. Successful suppliers may receive work through mini-competitions or direct awards where permitted. The framework has no stated limit on the number of suppliers to be appointed.

This opportunity suits suppliers able to provide AI-enabled transcription and meeting-intelligence products, including the technology and supporting services needed to record, transcribe, summarise and manage authorised audio and video. Strong offerings will address Welsh-language use and accessibility, while supporting accurate document creation, information management, better record keeping and more efficient Council work. The Council has identified the opportunity as suitable for small and medium-sized businesses and voluntary, community and social enterprises, and permits suppliers to compete for a place on a multi-provider framework. Suppliers should be prepared for subsequent call-off work, which may be competed through mini-competitions or awarded directly where permitted. The framework is intended to provide access to solutions for varied Council services and business functions.

How relevant is this notice?

Notice Information

Notice Title

Framework Agreement for AI Enabled Transcription Tools

Notice Description

Caerphilly County Borough Council (the "Council") is seeking to establish a Framework Agreement for AI Enabled Transcription Tools (the "Framework"). The purpose of the Framework is to support the Council to deliver a range of AI Transcription Tools to meet the varying needs of Council. The Procurement process will follow an open framework in line with the Procurement Act 2023 for an AI Enabled Transcription Tools for a multi provider framework with capability for mini competition and direct awards (where permissible) with providers who are successful in being awarded to the framework agreement. All successful Bidder(s) that have met the advertised award criteria will be placed on the framework for competed services, awards following mini-competitions and or Standard Services awards without re-opening competition) (where permissible). There will be no limit to the number of Suppliers to be awarded to the framework agreement following the evaluation of applications. All Bidders will need to satisfy the advertised award criteria as set out in this document to be placed on the framework agreement. The Council is seeking to establish a Framework Agreement for the provision of AI-enabled transcription and meeting intelligence tools. The proposed solutions shall support the recording, transcription, summarisation and management of meetings, discussions and other authorised audio or video content to support a wide range of Council services and business functions. The Council is seeking solutions that reduce administrative burden, improve efficiency and record keeping, support information management requirements, enhance workplace productivity, support accurate creation of documents and, provide Welsh language capability and accessibility features. The Framework Agreement is intended to provide the Council with access to a range of compliant AI-enabled transcription solutions that can be procured through call-off arrangements as required. Full requirements are outlined in the tender documents (ITT)

Lot Information

Lot 1

Renewal: The initial framework agreement shall operate for a period of up to three (3) years. Prior to its expiry, the Contracting Authority may undertake a refresh process and award a successor framework agreement. Subsequent framework agreements may each operate for a period of up to five (5) years, provided that the total duration of the Open Framework scheme does not exceed eight (8) years from the award of the first framework agreement.

Planning Information

Suppliers must email expressions of interest directly to procurement@caerphilly.gov.uk by 15:00 hours Monday 13 July 2026. Responses via Sell2Wales will not be monitored for this engagement. This notice is to commence market engagement prior to going to tender to understand services available to the Council. The Council may hold a supplier event face to face or via teams with providers who have registered an interest in the supplier engagement notice.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06bfd7
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/089975-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

48 - Software package and information systems

72 - IT services: consulting, software development, Internet and support

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

48000000 - Software package and information systems

72000000 - IT services: consulting, software development, Internet and support

72212314 - Voice recognition software development services

79550000 - Typing, word-processing and desktop publishing services

Notice Value(s)

Tender Value
£8,000,000 £1M-£10M
Lots Value
£8,000,000 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
23 Sep 20262 weeks ago
Submission Deadline
23 Oct 20262 weeks to go
Future Notice Date
10 Aug 2026Expired
Award Date
Not specified
Contract Period
1 Dec 2026 - 30 Nov 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Caerphilly County Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
HENGOED
Postcode
CF82 7PG
Postcode Area
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL53 Gwent Valleys
Delivery Location
TLL16 Gwent Valleys
Local Authority
Caerphilly
Electoral Ward
Ystrad Mynach
Westminster Constituency
Caerphilly

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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