May, 2024.

INVITATION TO TENDER AS CONSULTANTS FOR COURT ADMINISTRATION AND CASE MANAGEMENT PROJECT

Title: Development of  IT Solutions to Improve Case Management, Case Scheduling and Notification, Records and Evidence Management and Court Administration for Key Justice Sector Institutions in Kaduna, Nasarawa and Plateau States. 

Introduction

The Public and Private Development Centre (PPDC), a non-profit organization that promotes increased citizenship participation in governance processes, is implementing a project to strengthen court administration and case management system in the following locations: Plateau, Nasarawa and Kaduna States.  The project aims to improve the capacity of courts in case management and scheduling, control, storage and preservation of evidence, and court administration. 

PPDC is an equal opportunity employer and seeks capable and suitably qualified Consultants to help implement the project in the said states.

1. Term of Reference (ToR) 

1. This Terms of Reference (ToRs) is for the purpose of (i) developing case management systems that will integrate the Courts and Departments of Public Prosecution (DPP) in Kaduna, Nasarawa and Plateau States respectively, and integrating in the case management systems modules for (ii) case scheduling and hearing notification; (iii) organizing, cataloguing and archiving court records and evidence; (iv) improving communication and coordination between Courts, DPP, the police force and the state command of the Nigerian Correctional Service. It includes building the capacity of beneficiary agencies to deploy the systems as tools for managing performance and improving storage and control of court records and evidence. 
2. The goal of the intervention is to enhance the capacity of both agencies to monitor and track criminal cases from the point of filing up until when the cases are finally disposed of in a timely and efficient manner, and to improve storage, preservation and control of court records and evidence. It is expected that successful implementation of the project will improve overall efficiency in criminal trial management, timeliness, and accountability in the dispensation of criminal justice. 

2. Background
   1. The Court Administration and Case Management Project is a two-year project of the Public and Private Development Centre, which is funded by Bureau of International Narcotics and Law Enforcement (INL) under its justice and human rights programme for Nigeria. 

2. The project got a No Cost Extension (NCE) to further extend interventions to other locations within the pilot states (Kaduna, Nasarawa and Plateau State respectively)  to support in building more effective, professional law enforcement and justice sector institutions. The project will further the implementation of deploying case management systems to promote speedy and efficient dispensation of justice by courts, and to the extent that it makes court processes more efficient, by other justice sector institutions. The CACM’s project objectives include:

1. Improved capacity, efficiency, and accountability in Nigeria’s court case management system
2. Improved control, preservation, and storage of evidence within the Nigerian criminal justice system
3. Improved scheduling system for court sessions and hearings in the Nigerian criminal justice system
4. Improved court administration processes within the Nigerian criminal justice system

3. Over the last decade, the focal states enacted Administration of Criminal Justice Laws to address delays and inefficiencies 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. Efficient management of justice institutions and processes engenders speedy trial, which also contributes to protecting the rights and interests of the society, suspect, defendant and victim in a criminal process. Unfortunately, several years after these laws were enacted, none of these stated objects of the laws have been achieved. Baseline assessments of quality and timeliness of case management processes in the states indicate that the skills, capacities and infrastructure required to implement efficient case management systems are lacking. Extant case management systems are manual, inefficient, and inadequate. Poor inter-agency communication and coordination between the Ministry of Justice, the DPP and Correctional Service impede timely and efficient dispensation of justice. 

4. These terms of reference will provide support for the development and deployment of case management systems in line with the agreed specifications, findings and recommendations within the No Cost Extension Period in the focal states. The key agencies that will benefit directly from the proposed interventions are Judiciary, Ministries of Justice, and the Nigerian Correctional Service, Judges, Magistrates, Court Registrars, Secretaries, and Clerks, prosecutors and investigators will be trained to utilize new case and evidence management systems 

5. This ToR will be implemented by the Public and Private Development Centre (PPDC) through the funding support from Bureau of International Narcotics and Law Enforcement (INL) under its justice and human rights programme for Nigeria.

3. Approach and Activities
   1. The consultant shall execute all activities in close consultation with the A2J -CACM project team, and key stakeholders in the focal states, including the Judiciary, Departments of Public Prosecution, Ministry of Justice, the Nigeria Correctional Service, taking into consideration the findings and recommendations of the assessment studies on case management and case scheduling and notification systems for courts. Excerpts of the assessment report are attached.
   2. The Consultant shall do the following activities:

Judiciary CMS

1. Engage with the judiciary, Ministry of Justice, NBA, PPDC and with other stakeholders considered to be relevant by the CACM project to complete the designs of the agree on the details of the assignment and develop a detailed work plan with timelines, responsibilities and deliverable
2. Develop a framework and/or a process map for the CMS for the judiciary, and present same to the leadership of the judiciary, to secure their buy-in and ensure they are fully onboard with the standards of accountability, performance management, oversight and sustenance of the systems that will be deployed, and for the use of data derived from the CMS indecision making.
3. In consultation with the Judiciary,
   1. Develop governing policies and guidelines for case management, scheduling and notification, data and records and evidence management by the Judiciary. Governing policies and guidelines should also be developed for evidence management. The policies and guidelines should set out the responsibilities and functions of the various structures that will be set up to implement and monitor the systems 
   2. Develop a Case Management Unit Handbook, inclusive of control mechanisms for ensuring the accuracy and currency of case or data uploads on the systems. The handbook should follow the recommendations in the assessment report regarding the type of Case Management and Case Scheduling Systems that should be deployed
   3. Develop a Records and Evidence Management Handbook, which lays out and explains the protocols regarding the control, storage and preservation of court records and evidence.  
   4. Support the Judiciary to develop work plans for implementing and monitoring the progress of the CMS, database system, case scheduling and notification systems, and for control, storage and preservation of court records and evidence 
   5. Develop bespoke CMS, Case Scheduling and Notification software and database systems in line with specifications that are set out in the assessment report. The case scheduling and notification software should, amongst other things, be designed to alert prosecutors, investigators and Custodial Centres about changes in court schedules.
   6. Set up a CMS Unit at the registry of the Judiciary based on the agreed equipment and facility specifications. The CMS Unit should have capacity to issue notifications regarding court schedules
   7. Develop Records and Evidence Management storage, retrieval and back up system for the Judiciary. The system should be designed to manage physical and electronic formats of records and evidence materials. 
   8. In furtherance of activity 3.2.3.6, develop policy manual and or operational guidance notes relating to records and evidence management, storage, retrieval and back up, both for physical and electronic records and evidence 
   9. Train designated registry and IT staff on Computer Appreciations, data Programmes, CMS management and data entry skills and court records and evidence management.
   10. Supervise and mentor automation of manual case register and updates
4. The consultant shall:
   1. Review and validate cases updated to the CMS.

2. Train or orientate the Hon. Chief-Judge, Chief Registrar, Deputy Chief Registrars of the High Court on the use, implications and change management processes and other control measures

3. Train CMS Unit Staff on production of Performance Data including overdue list of cases from the system.

4. Conduct monthly review and mentorship for the CMS Unit Staff on production of performance data and overdue list; guidance for the Chief Judge and Chief Registrar and Deputy Chief Registrars on use of the performance data and overdue list, addressing policy issues and interventions based on issues emanating from the reports.

MoJ/DPP CMS

3.2.5. In consultation with the DPP

3.2.5.1 Develop a framework and/or a process map suited to case management at Departments of Public Prosecutions, including the processing of case diaries, issuing legal advice, issuing and preparation of legal advice, the scheduling of cases and monitoring and tracking cases in courts.

3.2.5.2 Develop a governing policy and guidelines for case and data management that also sets out an oversight framework

3.2.5.3 Develop a Case Management Unit Manual that provides step-by-step guide on the various processes of case management and scheduling at the DPP, in line with the recommendations of the assessment report  

3.2.5.4 Support the DPP to develop a workplan for implementing and monitoring the progress of the CMS system.

3.2.5.5 Develop an CMS and case scheduling software in line with the specifications in the assessment report and set up the same at the registry of the DPP based on the agreed equipment and facility specifications

3.2.5.6 Train registry staff and state counsel – especially staff that have been assigned to the CMS functions on basic computer knowledge, data programmes, case management and scheduling and data entry skills 

3.2.5.7 Supervise the automation of manual case register and updates, and review and validate cases updated to the CMS

3.2.5.8 Train/orientate the Hon. Attorney-General, Director of Public Prosecutions and Senior State Counsels on use of case management and scheduling systems, 

3.2.5.9 Train CMS Unit Staff on production of Performance Data including overdue list of cases from the system

3.2.3.10 Conduct monthly reviews and mentorship for the CMS Unit Staff on production of performance data including overdue list; guidance for HAG and DPP on use of the performance data including overdue list, addressing policy issues and interventions based on issues emanating from the reports.

3.2.4 Write monthly narrative reports of CMS activities and issues at the DPP and Judiciary

3.3 The Central Server and Database System

3.3.1   A central server and database shall be established for the Case Management Systems at the Judiciary and Department of Public Prosecutions, and situated at the Ministry of Justice, to serve a centralised system for information sharing and case tracking. Accordingly, the consultant shall agree with the Judiciary and MoJ, on:

3.3.1.1 The appropriate framework and/or a process map for the centralized database. The database should have the capacity to integrate all criminal data from criminal justice agencies in each state, and improve data sharing, communication and coordination between the Judiciary, DPP and the Police especially. 

3.3.1.2 Provide a governing policy, manual or guidelines for the CTS. The document should define roles and responsibilities and functions for uploading data and generating data on the centralized server and database system. It should also include schedules for uploading MOJ and Judiciary CMS data to the central database system

3.3.1.3 Train designated Staff to update and maintain the central server and database system 

3.4 Develop a workplan for monitoring and evaluating the progress of implementing CMS and central database systems, and evidence and records management systems implemented. 

3.5 Mentor staff of CMS and central database systems on the use of the CMS, database system and records and evidence management systems.

4. Deliverables

The key deliverables for this assignment are:

4.1 Methodology and work plan for implementing and monitoring the progress of the CMS, case scheduling and notification, central server and database system, and evidence and records management  – After one (1) week of signing the general contract of service.  

4.2 Validated framework and process map for the CMS at Judiciary and MoJ, for central database system and records and evidence management systems and for records and evidence management.

4.3 Validated Handbook for Judiciary and MoJ/DPP CMS Unit, central server/database system, and for records and evidence management.

4.4 Data governance policy for centralized database systems.

4.5 CMS software development and setup, inclusive of report of set up.

4.6 Central Server, Database and evidence and records management system set up.

4.7 Report of the training of designated state counsel and registry staff on supplied data programmes, data uploads, CMS and Central server/database management and records and evidence management systems.

4.8 Report of the training and or sensitization of judicial officers, and senior MoJ officials.

4.9 Monthly report containing monthly performance data, monthly CMS support and mentorship of designated CMS and database staff (including review and mentorship), updates. Reports shall also cover evidence and records management.

4.10 Monthly reports shall include reports of mentoring support to CMS and central database unit and records staff, and to performance reviews based on performance data from the system

4.11 Final comprehensive report on the delivery of the assignment.

5. Timing and Resource

The timeline for the delivery of this assignment shall be between April 2024 and June 30, 2024.  A total of three month (90 days) is allotted to the consultants for this assignment, broken down as follows:

5.1 Development of governing policies and guidelines (case management, scheduling and notification, and data, records and evidence management for the Judiciary and MoJ/DPP. 

5.2 Development of Case, Data and Records/Records Management Handbook (inclusive of control mechanisms for ensuring the accuracy and currency of case or data uploads on the systems.

5.3 Development of work plans for implementing and monitoring the progress of the CMS, database system, case scheduling and notification and court records and evidence systems.

5.4 Development of CMS, Case Scheduling and Notification software,  database system and court records and evidence system.

5.5 Set up a CMS Units and records and evidence management systems at the registry of the Judiciary based on the agreed equipment and facility specifications. The CMS Unit should have capacity to issue notifications regarding court schedules.

5.6 Train designated registry and IT staff on Computer Appreciation, data Programmes, CMS management and data entry skills, records and evidence management, and production of performance data.

5.7 Review, validate, supervise and mentor automation of manual case register and update, and the operationalization of the court records and evidence management system.

5.8 Train or orientate the Hon. Chief-Judge, Chief Registrar, Deputy Chief Registrars of the High Court, other judicial officers on the use, implications and change management processes and other control measures.

5.9 Monthly review and mentorship for the designated Staff on records and evidence management, production of performance data from the CMS and guidance on use of performance data to address policy gaps.

6. Management of the consultancy

The Deputy Senior Program Manager, Access to Justice, will be responsible for the day-to-day management of this assignment under the overall supervision of the Senior Programs Manager Access to Justice.

7. Qualification and Criteria

1. Consultants must have capability to develop IT solutions to improve case management, case scheduling, notification, records & evidence management and court administration for Key Justice Sector Institutions.
2. Consultants must work within an agreed timeline to deliver a best practice in casefile & record management infrastructure.
3. Consultants must demonstrate capacity to deliver the project considering all stakeholders whether onsite or offsite in a timely and cost-effective way.

Supporting Documents for Bid Submission. 

Mandatory 

1. Evidence of professional experience / status for supply and installation of storage infrastructure for administrative and court/legal records and evidence.
2. CAC Certificate. 
3. Memorandum and Article of Association of the company.
4. Current Tax Clearance Certificate (evidence of payment of tax for the last three (3) years.

Others

1. Detailed company Profile 
2. Evidence of relevant experience for similar services 
3. Verifiable reference list (at least 3) for whom similar services were / are being executed
4. Company’s audited financial reports 
5. Statement of organization’s core technical competencies and skills available 
6. Details of key manpower including names and short CV’s of key professional staff to be deployed
7. Name, position, phone number and email address of key contact person
8. Support, Maintenance and Knowledge transfer like training for administrators/system support team.

Bid/Tender Submission

Bid / tender hard copy documents must be submitted to the PPDC office. Kindly save your tender/bid submission on a flash drive in a separate envelope for submission.

Note: Bidders are required to submit one original document in a separate envelope and two photocopies in another envelope. You will thereafter drop the original document, photocopies and the envelope with the flash drive in a bigger envelope and label it with a clear address and phone number for submission.

PPDC HeadOffice Address:

Public and Private Development Centre

Block L, House 2, Plotr 622 Mercy Samuelson Estate, Karmo District, 

FCT, Abuja.

Submission Closing Date: 5pm 16th May 2024.

Please Note: All logistics and resources needed in delivering the task should  be incorporated into the financial bid submission. Further note that withholding tax shall be deducted according to the tax law of the country.