Planning

Provision of Record Management Software

SCOTTISH COURTS AND TRIBUNALS SERVICE

This public procurement record has 1 release in its history.

Planning

03 Dec 2024 at 00:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

The Scottish Courts and Tribunals Service (SCTS) is currently in the planning stage of a procurement process for the Provision of Record Management Software, classified under general public services. The buyer, based in Edinburgh, UK, is seeking a third-party application to facilitate compliant governance in alignment with the Public Records (Scotland) Act 2011. Key dates include the deadline for Request for Information (RfI) submissions on 10th January 2025, with a tender exercise slated for early to mid-2025. The procurement aims to gather market intelligence to define the specifications and market approach. The system must handle automatic classification using AI-based automation and maintain logs and metadata disposal stubs. The planned tender exercise will be officially communicated on 24th February 2025.

This tender presents an excellent opportunity for businesses specialising in AI-based automation software, data management, and information governance. Companies adept at developing robust retention systems based on content classification can engage in this upcoming procurement process. Particularly well-suited are businesses capable of delivering solutions that ensure high-confidence record classification and adherence to stringent regulatory requirements. By participating in the initial RfI phase, businesses can influence the tender’s scope, making it a strategic entry point to establish or expand relationships with the SCTS and potentially secure a long-term contract.

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Notice Information

Notice Title

Provision of Record Management Software

Notice Description

The Scottish Courts and Tribunal Service (SCTS) is seeking information from relevant organisations regarding the provision of a third party application to carry out compliant governance in adherence to the Public Records (Scotland) Act 2011. SCTS plan to run a tender exercise in early-mid 2025 to procure this application. The purpose of the Prior Information Notice and this Request for Information is to gain market intelligence which will help to inform the specification and route to market for the upcoming tender exercise. SCTS require the application to conduct automatic classification by content of records maintained in SCTS' systems of record and paper records. SCTS is seeking a solution that would use a high degree of AI-based automation to automatically classify the records held in SCTS systems with a high degree of confidence and then apply the retention for those records based on the classification. This is a retention system based on 'Content not container'. SCTS also require the solution to be able to keep logs persistently and create metadata disposal stubs. The high level requirements of the system are laid out below. Please refer to the RfI document attached to this PIN for further information. The deadline for RfI submissions is Friday, 10th January 2025.

Lot Information

Lot 1

The Scottish Courts and Tribunal Service (SCTS) is seeking information from relevant organisations regarding the provision of a third party application to carry out compliant governance in adherence to the Public Records (Scotland) Act 2011. SCTS plan to run a tender exercise in early-mid 2025 to procure this application. The purpose of the Prior Information Notice and this Request for Information is to gain market intelligence which will help to inform the specification and route to market for the upcoming tender exercise. SCTS require the application to conduct automatic classification by content of records maintained in SCTS' systems of record and paper records. SCTS is seeking a solution that would use a high degree of AI-based automation to automatically classify the records held in SCTS systems with a high degree of confidence and then apply the retention for those records based on the classification. This is a retention system based on 'Content not container'. SCTS also require the solution to be able to keep logs persistently and create metadata disposal stubs. The high level requirements of the system are laid out below. Please refer to the RfI attached to this PIN for further information. The deadline for RfI submissions is Friday, 10th January, 2025.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000784763
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC519451
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
OJEU - F1 - Prior Information Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
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

48732000 - Data security software package

72300000 - Data services

72310000 - Data-processing services

72313000 - Data capture services

72314000 - Data collection and collation services

72317000 - Data storage services

79996100 - Records management

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
3 Dec 20241 years ago
Submission Deadline
Not specified
Future Notice Date
24 Feb 2025Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SCOTTISH COURTS AND TRIBUNALS SERVICE
Contact Name
Louise Allen
Contact Email
lallen@scotcourts.gov.uk
Contact Phone
Not specified

Buyer Location

Locality
EDINBURGH
Postcode
EH11 3XD
Post Town
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM Scotland
Local Authority
City of Edinburgh
Electoral Ward
Sighthill/Gorgie
Westminster Constituency
Edinburgh South West

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC519451&idx=3
    12th December 2024 - Request for procurement document - RfI submission deadline is Friday, 17th January 2025.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC519451
    Provision of Record Management Software - The Scottish Courts and Tribunal Service (SCTS) is seeking information from relevant organisations regarding the provision of a third party application to carry out compliant governance in adherence to the Public Records (Scotland) Act 2011. SCTS plan to run a tender exercise in early-mid 2025 to procure this application. The purpose of the Prior Information Notice and this Request for Information is to gain market intelligence which will help to inform the specification and route to market for the upcoming tender exercise. SCTS require the application to conduct automatic classification by content of records maintained in SCTS' systems of record and paper records. SCTS is seeking a solution that would use a high degree of AI-based automation to automatically classify the records held in SCTS systems with a high degree of confidence and then apply the retention for those records based on the classification. This is a retention system based on 'Content not container'. SCTS also require the solution to be able to keep logs persistently and create metadata disposal stubs. The high level requirements of the system are laid out below. Please refer to the RfI document attached to this PIN for further information. The deadline for RfI submissions is Friday, 10th January 2025.

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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