As part of a critical routine under the Reforming Pretrial Detention in Nigeria (RPDN) Phase II project, PPDC carried out a correctional center audit at the Suleja Custodial Center. This audit was carried out with the support of two of our project partners, the NBA Bwari Branch, and Veritas University Law Clinic Bwari. This monthly exercise is a vital moment to gauge our progress, measure the impact of our interventions, and reaffirm our commitment to bringing justice to those who need it most.
The goal is simple but profound, to decongest the Nigeria Correctional Center by providing free legal representation for those awaiting trial, support the upgrade and deployment of equipment to enhance the Correctional Information Management System CIMS.
We met with officials from various departments, receiving firsthand insights into how our interventions shape the lives of those awaiting pretrial detainees. There was a glimmer of progress, for us one of the most significant moments of this audit. For the first time, the number of convicts outweighed the number of pretrial detainees. It was a sign that the backlog is finally shifting. More inmates now have legal representation, a clear victory for our cause.
We also conducted interviews with pretrial detainees who had no legal representation. One of them was a 17-year-old boy, a child whose life had been caught in a web far too complex for him to navigate alone. His eyes held a quiet sorrow, the kind that comes from being trapped in a place where time seems to stretch endlessly. But there was hope, too. Our partner, the dedicated NBA Bwari branch, pledged to take up his case, offering him the legal support he desperately needed. It was a reminder that our work is far from finished, but we are moving in the right direction.
Walking through the halls of the center, one cannot help but feel the weight of the stories held within its walls. Each detainee represents more than a case number, they are individuals caught in the tide of a system that often overlooks them. Our work here is not just about numbers but about restoring dignity and ensuring that justice is not a privilege reserved for a few.
As we left the Suleja Custodial Center, the weight of our mission felt both heavy and hopeful. We are not just opening doors to legal representation, we are opening doors to a future where justice is within reach for all.
This audit was not just about checking progress but also seeing the human side of a system that too often forgets its humanity. We were reminded that behind every statistic is a story, and behind every case number is a life waiting for justice.
EXTENSION FOR REQUEST FOR QUOTATION – DIGITIZED RECORDING SYSTEM
6th September, 2024.
Dear All,
We are implementing a project to strengthen court administration and case management systems in Plateau, Nasarawa and Kaduna States.
In fulfilling part of our mandate, we wish to engage a vendor to supply, deliver, install and Maintain Digital Court Recording Systems, speech-to-text devices and Remote Access facilities in accordance with the provided specifications. Vendors are encouraged to read the entire document to ensure they have a clear understanding of our requirement before submitting a bid.
Introduction
The deployment of digital (court) recording systems with remote access is for the purpose of supporting judiciary in Kaduna, Nasarawa and Plateau States to achieve enhanced efficiencies in time and case management through the deployment of digital recording and remote access capabilities to pilot courts in the state.
The primary purposes of this assignment are to (i) help judiciary in the project’s focal states transition from the practice of recording court proceedings in longhand to a more efficient digitally-driven speech to text transcription service; (ii) reduce delays in criminal trials due to inability of correctional services to present detainees in courts for logistic reasons by equipping courts and custodial centers with remote access virtual hearing equipment; (iii) improve communication between the judiciary, Department of Public Prosecution (DPP) and custodial facilities and case scheduling.
Background
The Court Administration and Case Management Project is a two-year project of the Public and Private Development Centre, which is funded by the Bureau of International Narcotics and Law Enforcement Affairs (INL).
INL’s justice and human rights programs in Nigeria support the development of more effective and professional law enforcement and justice sector institutions. To improve access to justice, the CACM project promotes more speedy and efficient dispensation of justice through improved Case Management Systems (CMS), primarily at the State Judiciary and other related law enforcement and justice institutions such as the Ministry of Justice under the following objectives:
Improved capacity, efficiency, and accountability in Nigeria’s court case management system
Improved control, preservation, and storage of evidence within the Nigerian criminal justice system
Improved scheduling system for court sessions and hearings in the Nigerian criminal justice system
Improved court administration processes within the Nigerian criminal justice system
Over the last decade, Kaduna, Nasarawa and Plateau states enacted Administration of Criminal Justice Laws (ACJLs) to address inefficiencies that create delays in the dispensation of criminal justice. Common to the states’ ACJ Laws is the stated purpose of promoting efficient management of criminal justice institutions, speedy dispensation of justice and protection of society, and the rights and interests of the suspect, defendant, and victim. The efficient management of justice institutions and processes engenders speedy dispensation of justice, and preserves the rights and interests of the society, suspect, defendant and victim in the criminal process.
To this end, a baseline needs assessment was conducted in each of the three pilot states, both to ascertain the state of court administration and case management practices, systems, and facilities available to courts, and to get a sense of what stakeholders considered to be priorities for improving justice dispensation through the instrumentality of case management. The findings confirmed the assumptions that underpinned the CACM project, but also pointed to areas that stakeholders considered to be pressing priorities for improving case management. Among these are (i) the need to support courts to transition to digital recording of court proceedings to reduce perennial delays caused by manual recording of proceedings, and to (ii) the need to forestall repetitive adjournment for failure to bring detainees to court for one logistic reason or other, by equipping courts and correctional facilities with virtual hearing equipment.
Approach and Activities
The consultant shall execute all activities in close consultation with the CACM project team at the PPDC Head Office and the States, key stakeholders in the focal states, and the other consultants working with CACM to deliver digital case management solutions.
The Consultant shall in consultation with the CACM project Team and the Judiciary in the focal states, deploy speech to text devices and digital recording to two high courts and three magistrate courts in each of the focal states (i.e., Kaduna, Nasarawa and Plateau). Each court shall be provided remote access to the correctional facilities in each state.
The components of the speech to text, and digital recording system with remote access shall be according to the technical requirements provided in the below and shall include the following:
S/N
ITEM
DESCRIPTION
1
A RECORDING WORKSTATION
Core i5 8gb 1TB Windows OS, Antivirus with 22” monitor
2
MICROPHONE BATTERIES
Rechargeable 12 Count AAA High-Capacity 850 mAh Rechargeable Batteries, Pre-Charged
3
GIGABIT ROUTER
Dual Band Gigabit Wireless Internet Router, High-Speed
4
LOCAL AREA NETWORK CAT 6 CABLE
5
AUDIO-CAPTURING DEVICE ACCESSORIES
6
MIXER AMP
8 Channel Audio Professional Mixer with 48V phantom power
7
COLUMN SPEAKERS
Big Wall Column speaker
8
A COURT RECORDING SYSTEM SOFTWARE
9
A COURT RECORDING SYSTEM
10
PLAYER WITH AI TRANSCRIPTION MODULE
11
VGA CABLE, HDMI CONVERTER, VIDEO CARD & OTHER ACCESSORIES
12
EXTERNAL HARD DRIVE
13
1TB Portable SSD
14
SYSTEM RACK 21U
Universal Steel Rack, w/ 3″ Locking Casters, Vented Side Panels for Audio Video, Server and Network Equipment
15
LAPTOP( REALTIME TRANSCRIPTION), ANTIVIRUS, 2 OFFICE SUITE
Core™ i3 121 4/512GB SSD 14.0″MIFI INTERNET – WITH 24 MONTHS SUBSCRIPTION
16
58 INCHES SCREEN & ACCESSORIES 1
Smart Screen with Android OS
17
INSTALLATION, TRAINING, SUPPORT & MAINTENANCE
18
FOOT PEDAL 2
Foot Control For Digital Systems For Professional Dictation With Toe Touch Control
19
HIGH SPEED SCANNER 1
Wireless or USB High-Speed Cloud Enabled Document, Photo & Receipt Scanner with Large Touchscreen and Auto Document Feeder
20
RECHARGEABLE BATTERY CHARGER 1
8 Bay AA AAA Battery Charger (USB High-Speed Charging, Independent Slot) for Ni-MH Ni-CD Rechargeable Batteries
21
BACKUP CAMERA 1
Camera HD 1080P 4-in-1 (TVI/AHD/CVI/960H Analog) Security Dome Camera
Sinewave 3.5KVa Inverter with 12V 220Ah 2 X Tubular Battery, 4 X 330W Solar Panels
32
INTERNET – WITH 12 MONTHS SUBSCRIPTION 1
33
Installation, Support & Training
In the delivery of this assignment, the consultant shall:
Following consultation with the A2J (CACM) team and State teams, the Judiciary, correctional service in each state and such other stakeholders deemed necessary to submit a detailed work plan for the delivery of the assignment.
Set up the Speech to text and digital recording system with remote access facilities at the designated High courts, magistrate courts and correctional facilities.
Train the judges, magistrates and other court staff and correctional service officials who will utilize the equipment and conduct live trial runs for the officials. The consultant shall also sensitize, and train personnel designated as support staff who will support the effective utilization of the equipment.
Develop and administer pre and post training evaluation forms.
Maintain the deployments for a period of 2 years.
Report delivery of assignment, including analysis of pre and post training to the project team at national level.
4. Deliverables
The key deliverables for this assignment are:
Develop a work plan for implementing the assignment.
Speech to text and Digital Recording System with remote access in the pilot courts and correction centers (one correctional centre in each state) delivered to specification, and a deployment report.
A report training on thecourt recording and remote access systems based, inclusive of analysis of pre and post training evaluation.
Final comprehensive report on the delivery of the assignment – One (1) month after operationalization of equipment (Digital Recording System with Remote Access).
A 2-year maintenance plan.
5. Management of the consultancy
The PPDC-CACM Deputy Senior Program Manager A2J (CACM) will be responsible for the day-to-day management of this assignment under the supervision of the Senior Program Manager, Access to Justice.
Deadline for Submission
13th September 2024, 5:00 pm Local Abuja time.
REQUIREMENTS
All applicants must provide the following.
1. An expression of interest on your official letterhead indicating capacity to deliver on this assignment, inclusive of your financial proposal for the items to be supplied.
2. A valid Tax certificate with the tax identification Number.
3. Copy of your organization CAC registration certificate/ business name registration and other regulatory compliance documents such as: NSITF, BPP, PENCOM, ITF, SCUML as well as professional certification of the key staff.
4. Evidence of experience of previous similar jobs (supply, delivery and installation of court recording systems). Only third-party evidence such as contractual documents will be considered, not a list of similar jobs/references.
5. Verifiable details of physical contact address, mobile phone numbers and email address(es) must be indicated in your expression of interest.
6. Warranty conditions and a brochure of the products .
7. The expected delivery schedule/ timelines for delivery of equipment to all the States.
NOTE THE INFORMATION BELOW:
1. Appropriate taxes such as Withholding Tax (WHT) will be deducted prior to making any payments for the good[s] supplied. Also, PPDC as an NGO is exempt from the payment of VAT.
2. ALL BIDS MUST BE SUBMITTED IN HARD COPY
3. All hard copy bids must be put in an envelope and marked DIGITIZED RECORDING SYSTEM – CACM PROJECT at the top right-hand side of the envelope with the address of the vendor clearly indicated at the back of the envelope.
4. The only delivery address for this process is to the below address and to be addressed to the:
Public and Private Development Centre
Block L, House No 2, Plot 622 Mercy Samuelson Estate,
Karmo District, Abuja,FCT.
5. Ensure you put all bids into the PPDC bid box and complete the bid worksheet at the office reception at the address stated above.
6. All bids must be submitted before close of business, on 13thSeptember ,2024.
7. All financial bids must be in Naira (NGN). NOTE, partial quotes are not allowed.
8. All Prices must be valid for 90 days and must be inclusive of delivery costs. Note in some circumstances PPDC may ask that this period be extended beyond this initial period indicated in this RFQ.
9. Bids to be submitted between the hours of 10.00am and 4:00 pm on Monday through Friday only. It is your responsibility to ensure your response reaches the address above before the deadline.
10. Do not send submissions to this email as they will not be considered.
11. Note the selected bidder will be responsible for supply, delivery and installation of court recording systems at Kaduna, Plateau and Nasarawa states respectively.
Note: Specific location shall be discussed with the successful bidder.
For all request for clarification, feel free to contact the email procurement@ppdc.org
Closing Date: The request for quotation has been extended with the new deadline for submission being 13th Septemeber 2024.
Note:
Responses received after the submission deadline for whatever reason will not be considered for evaluation.
Thank you and we look forward to receiving your quotation.
The Public & Private Development Centre is a non-governmental organization that seeks to improve the integrity of public and private sector processes through increased citizens’ participation in governance processes.
In furtherance of a project funded by the International Bureau for Narcotics and Law Enforcement on Reforming Pretrial Detention in Nigeria Project Phase II with the objective of reducing the pretrial detainee population in the Nigerian Correctional Service custodial centres located across Adamawa, Kaduna, Lagos, Nasarawa, Plateau state (s) and the FCT; the Public & Private Development Centre is requesting for eligible contractors and vendors with requisite experience to submit bids to supply and deliver designated equipment to support the upgrade of the Correctional Information Management System of the Nigerian Correctional Service in accordance with the specifications provided below.
Vendors are encouraged to read the entire document to ensure they have a clear understanding of our requirement before submitting a bid.
Location of Service
S/N
States
Specific Custodial Centres
1
Adamawa State
Yola Old Yola New State Headquarters
2
FCT
Suleja Old Suleja New MSCC Kuje
3
Kaduna State
Max Sec CC Kaduna MSCC Zaria MSCC Kafanchan
4
Lagos State
Max Sec CC Kirikiri MSCC Female Kirikiri Medium Sec CC Kirikiri
5
Nasarawa State
MSCC Lafia MSCC Keffi New MSCC Keffi Old
6
Plateau State
Max Sec CC Jos MSCC Shendam MSCC Pankshin
Note: MSCC refers to Medium Security Custodial Centre
SCOPE OF WORK
The supply and delivery of designated equipment to support upgrade of CIMS of the Nigerian Correctional Service (refer to annex A technical specification) across 6 states in Nigeria – Adamawa, Kaduna, Lagos, Nasarawa, Plateau state(s) and the FCT.
Deadline for Submission
15th April 2024, 5:00 pm Local Abuja time.
REQUIREMENTS
All applicants must provide the following.
Company Profile: registered address, with functional telephone numbers, email addresses and point of contact for the company.
An expression of interest on your official letter head indicating capacity to deliver on this assignment, inclusive of your financial proposal for the items to be supplied.
Latest Tax certificate with the tax identification Number.
Copy of your organisation CAC registration certificate/ business name registration with other CAC documents such as form C07 and C02.
Evidence of experience of previous similar jobs (supply and delivery of similar scope and complexity). Only third-party evidence such as contractual documents will be considered, not a list of similar jobs/references.
Verifiable details of physical contact address, mobile phone numbers and email address(es) must be indicated in your expression of interest.
Warranty conditions and a brochure of the products
The expected delivery Schedule/ timelines for delivery of equipment to all the States
NOTE THE INFORMATION BELOW:
Appropriate taxes such as Withholding Tax (WHT) will be deducted prior to making any payments for the good[s] supplied in compliance with Nigerian Tax Laws.
All goods delivered as part of this procurement are zero rated, PPDC as an NGO is exempt from the payment of VAT.
Warranty period for all equipment supplied must not be less than One year.
ALL BIDS MUST BE SUBMITTED IN HARD COPY IN A SEALED ENVELOPE
The technical submissions must be separated from the financial bid and each must be signed by an authorised representative; labelled with the company name on one side of the envelope and its content indicated on the other side. (envelop 1 – Technical bid – envelop 2 – Financial bid) The two envelopes will be put on a larger envelop and addressed as indicated below: – SUPPLY AND DELIVERY OF EQUIPMENT TO SUPPORT CIMS UPGRADE – RPDN PROJECT with the address of the vendor clearly indicated at the back of the envelope.
The only delivery address for this process is to the below address and to be addressed to the:
Public and Private Development Centre
Block L, House No 2, Plot 622 Mercy Samuelson Estate,
Karmo District,
Abuja.
Ensure you put all bids into the PPDC bid box and complete the bid worksheet at the office reception at the address stated above.
All bids must be submitted before close of business on 15th April 2024.
All financial bids must be in Naira (NGN). NOTE: Partial quotes are not allowed.
All proposals submitted including prices are valid for 90 days from the date of submission. Note in some circumstances PPDC may ask that this period be extended beyond this initial period indicated in this RFQ.
All financial bids must be inclusive of installation and delivery costs and must specify maintenance and standard warranty terms and conditions for the various equipment requested.
Bids to be submitted between the hours of 10.00am and 4:00 pm on Monday or Wednesday only. It is your responsibility to ensure your response reaches the address below before the deadline.
Note, the tender can be awarded to one company or split and awarded between companies. Such a decision is subject to the outcome of the bid process.
Note the selected bidder will be responsible for supply, and delivery to the custodial centre (s) located Adamawa, Kaduna, Lagos, FCT, Plateau and Nasarawa states respectively indicated in the table above.
Payment terms: – 100% within 30 days after inspection, testing and confirmation of conformity to requirements and the satisfactory signoff of completion by the State [s] Managers.
Disclaimer
PPDC reserves the right to select and negotiate with those companies it deems in its sole discretion to be qualified for competitive bid, and to terminate negotiation without incurring any liability. Any commitment on the part of PPDC is subject to contract terms and conditions and satisfactory outcome of due diligence checks on capacity to deliver this assignment.
For all request for clarification, feel free to contact the email procurement@ppdc.org
Note: Responses received after the submission deadline for whatever reason will not beconsidered for evaluation.
Thank you and we look forward to receiving your quotation.
ANNEX A: BILL OF MATERIALS FOR UPGRADE OF CIMS
FCT(Abuja)
S/N
SOLAR INVERTER SYSTEM
Suleja Old
Suleja New
MSCC Kuje
Grand total
1
7.5KVA HYBRID FELICITY INVERTER SYSTEM
1
1
2
2
20KW FELICITY LITHIUM
1
1
2
3
400W MONO SOLAR PANELS
16
16
32
4
AC LOAD SEPARATION CABLING 120m
1
1
2
5
SOLAR DC CABLING 70m
1
1
2
6
PANEL ROOF PROFILE
16
16
32
7
ACCESSORIES SPDS, AC/DC BREAKERS AND CHANGE OVER SWITCH
To strengthen Nigeria’s criminal justice system, the Public and Private Development Centre’s Court Administration and Case Management (CACM) project, supported by the US Department of State Bureau of International Narcotics and Law Enforcement Affairs (INL), represents a significant effort to enhance Nigeria’s criminal justice administration. The project focuses on improving capacity, efficiency, and accountability within the Nigerian courts, with key objectives including enhanced case management, evidence control, scheduling systems, and overall court administration processes.
In 2023, upon assessment of the select courts in the 3 pilot states, Nasarawa Plateau and Kaduna, our findings revealed significant challenges plaguing the judicial system. Judges grappled with the daunting task of writing judgments, taking notes, and simultaneously observing litigants’ body language. This multitasking burden resulted in delayed judgments, exacerbating an already overburdened system. Concurrently, correctional officers faced logistical hurdles in transporting inmates from correctional centers to courts. Weather conditions, transportation costs, and security risks compounded the difficulties, further impeding the legal process. Additionally, inadequate case and evidence management practices led to disorganized and unsupervised case files, hindering effective tracking and monitoring of case progress.
Another key challenge we saw was the lack of secure facilities in magistrate courts for typing and printing confidential court proceedings, which posed significant security and confidentiality risks. Clerical activities conducted in external business centers outside court premises increased the likelihood of leaked court judgments before official pronouncements.
During our recent visit to our stakeholders in Nasarawa State, we visited all of the project’s interventions to assess their impact and ensure their sustainability. One of the project’s pivotal interventions is the deployment of speech-to-text facilities in select courtrooms in Nasarawa State. Recognizing the challenge faced by judges in simultaneously writing judgments and observing litigants’ body language, the introduction of the speech-to-text facility accelerates court proceedings, eliminates manual transcription delays, and enhances transparency. This initiative not only streamlines administrative tasks but also fosters a swift dispensation of justice.
PPDC and INL team with the Comptroller of Corrections, Nasarawa state
PPDC and INL team with the Attorney General, Nasarawa state
PPDC and INL team with the Chief Justice Nasarawa state
“We are not taking the interventions for granted, as they have aided our work in the courtroom, and we are committed to ensuring the expansion and sustainability of the speech-to-text and virtual courts.” -Chief Judge of Nasarawa State, Honourable Justice Aisha Bashir
The implementation of virtual courts in custodial centers has addressed significant logistical challenges faced by correctional officers. By enabling remote hearings, this innovative solution reduces the need for physically transporting individuals in custody to courtrooms, saving time and resources and minimizing security risks.
A virtual court hearing from the Nasarawa State Custodial Center
I had a case that was heard virtually from the custodial center, and it was like a dream come true. To be able to use such technology will improve the justice sector in Nasarawa State.” – Honourable Justice Simon Aboki
The project also addresses the critical issue of case file arrangement and management. By meticulously sorting, indexing, and cataloging criminal case files in the High Court across pilot states, the initiative enhances the reliability and security of legal documentation. Standardized case-filing units not only ensure easy retrieval but also significantly reduce the risk of loss or damage, thereby improving overall case management efficiency.
We had the issue of unsecured case files; however, with the intervention, case files are sorted and kept in secure racks for easy retrieval – Nicholas Abunduga, chief state counsel, Ministry of Justice, Nasarawa State.
Case files before and after PPDC’s intervention
Additionally, establishing a magistrate secretarial pool equipped with essential facilities for typing and printing confidential court proceedings addresses security and confidentiality concerns. This initiative not only enhances the secure handling of sensitive court documents but also provides a source of revenue for magistrate courts. It signifies a significant step towards ensuring a more robust and confidential judicial process.
The commendable support and adoption of the project by the good people and various government arms of Nasarawa State highlight a commitment to sustainability. Provisions for the maintenance of deployed facilities in subsequent budgets and the provision of subscriptions for virtual hearings and SMS messaging in the 2024 budget underscore a proactive approach toward ensuring the long-term success and impact of these transformative interventions. Additionally, the invitation extended to PPDC to join the ACMC committee further emphasizes the collaborative nature of the project, paving the way for continued innovation and improvement in Nigeria’s criminal justice system.
Before PPDC’s intervention, lawyers were hesitant to handle cases; however, with the implementation of the Case Management System, case files are uploaded and notifications are sent. The AG can see when a case’s limit has elapsed. This has resulted in a stronger synergy between the Ministry of Justice and the judiciary. Nicholas Abunduga, chief state counsel, Ministry of Justice, Nasarawa State.
The Public and Private Development Centre is committed through its Access to Justice program to ensure speedy dispensation of justice across our pilot states. The Court Administration and Case Management (CACM) project, is paving the way for Nigeria’s criminal justice system to become more efficient, transparent, and equitable by addressing systemic issues and leveraging cutting-edge technologies.
