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Framework Agreement for AI Enabled Transcription Tools

CAERPHILLY COUNTY BOROUGH COUNCIL

This public procurement record has 1 release in its history.

Planning

30 Jun 2026 at 09:56

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Caerphilly County Borough Council is in the planning stage of a procurement process for a Framework Agreement for AI Enabled Transcription Tools. This initiative aims to enhance local government services by providing secure and effective transcription and summarisation solutions, especially in high-risk and sensitive data contexts. Expressions of interest are required by 15 July 2026, with potential supplier events planned. The procurement focuses on goods and targets the technology and software supply services sector, aligning under CPV codes like "Software supply services" and "Computer-related services." The contract is expected to commence on 1 October 2026, located in the UK region UKL16, with a gross value of £600,000.

This tender presents substantial opportunities for growth, particularly for SMEs and voluntary community and social enterprises due to its suitability for such organisations. Companies skilled in AI technology, data management, and compliance with UK GDPR, Cyber Essentials or ISO27001 standards, would be well-positioned to compete. The agreement, structured as an open framework, allows providers to offer innovative transcription solutions, potentially sparking collaborations across governmental bodies. This creates a competitive landscape for tech firms specialising in secure data handling and communication software, fostering innovation and business expansion in the AI sector.

How relevant is this notice?

Notice Information

Notice Title

Framework Agreement for AI Enabled Transcription Tools

Notice Description

The Council is looking to establish an open framework agreement for AI Enabled Transcription Tools intended for use within local government services. The framework agreement is intended to support secure, lawful and effective transcription, summarisation and note-generation from meetings, interviews, case discussions, supervision sessions and other approved business interactions / uses. The above is not limited to and the Council is open to other such facilities that a provider is able to offer. Particular consideration is given to high-risk and sensitive use cases where recordings and transcripts may include special category data, employment matters, safeguarding information and other confidential material. The Council welcomes feedback from the market in relation to emerging capabilities and limitations of AI transcription tools, approaches to managing high-risk and sensitive data, relevant accreditation and assurance standards, pricing and licensing models, and integration with existing local government systems. The bidders must be able to meet Information Governance and Security protocols and as a minimum Comply with UK GDPR, Data Protection Act 2018 and any other applicable laws Hold in date Cyber Essentials and or ISO27001 accreditation Provide tenant isolation guarantees and data usage restrictions. No training, fine-tuning, or product improvement using our data Suppliers should outline data hosting arrangements, including data residency, use of sub-processors, and whether any data is processed outside of the UK or EEA. Solutions must support accessibility requirements and, Welsh language provision in line with statutory standards. The Purpose of preliminary market engagement is to advise and engage with the Market prior to going to tender for the provision AI Enabled Transcription Tools. 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. The Council may collaborate with other Government organisations, however this will be stipulated in the actual tender documents and subsequent notices issued at the time of tender. 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. Please note that this notice is not a contract notice for a call for competition, it is to advise the market of the Councils intension to visit the market for such services in the future. Full details of service specification shall be issued with the call for competition and will be fully detailed in the tender documents. It is intended that the contract will commence from 01 October 2026 for a period of three (3) years with the option to extend for up to a further period of two (2) years

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/061104-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Framework
Procurement Category
Goods
Procurement Method
Not Specified
Procurement Method Details
Not specified
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

CPV Codes

48510000 - Communication software package

72223000 - Information technology requirements review services

72268000 - Software supply services

72500000 - Computer-related services

Notice Value(s)

Tender Value
£500,000 £500K-£1M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
30 Jun 20262 days ago
Submission Deadline
Not specified
Future Notice Date
10 Aug 20262 months to go
Award Date
Not specified
Contract Period
30 Sep 2026 - 30 Sep 2029 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
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
Post Town
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

JSON Markdown

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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