Framework Agreement for AI Enabled Transcription Tools

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