Official UK procurement notice
Transcription and Recording Services
Authority: General Pharmaceutical Council (Local council)
What is being bought
Published requirement descriptionThe GPhC have procured the provision of Transcription and Recording services. This Contract has been awarded to 1 Tenderer(s)/Service Provider(s); and scope of services include:
o Audio Recording
- Supply of Loggers -throughout the United Kingdom- to attend and record in-person 'Fitness to Practise' hearings.
- Provision and storage of high-quality audio recordings, enabling the production of verbatim transcriptions using current technologies.
- Application of appropriate, effective and consistent audio recording(s) labelling/indexing practices.
o Transcription
- Provision of verbatim 'Fitness to Practise' hearing transcripts.
- Secure email provision of complete transcripts on 'standard' request - within 10 working days.
- Secure email provision of complete transcripts on 'urgent' request - within 5 working days.
- Secure email provision of complete transcripts on 'expedited' request - within 3 working days.
o Data Security and Information Governance
- Compliance with the Data Protection Act 2018 and General Data Protection Regulation (GDPR), including registration with the Information Commissioner's Office (ICO).
- ISO 15489 and BS 10012 accreditations, or appropriate Records Management policies and procedures in place, which are compliant with ISO 15489 and BS 10012 standards.
- ISO 27001 accreditation, or appropriate Information Security policies and procedures in place, which are compliant with ISO 27001 standards.
- Data processed within the United Kingdom, or another Country/Territory recognised by the United Kingdom Government as having equivalent levels of Data Protection.
- Application of appropriate and effective measures/processes/procedures/systems to ensure all Agents, including but not limited to Loggers, Transcriptionists and Transcribers:
i. respect confidentiality of Hearings.
ii. provide secure and safe production, storage and transport of transcripts and recordings.
o Communication
- Application of an efficient and intuitive booking and cancellation system.
- Application of an efficient invoicing system.
o Account Management and Management Information (MI)
- Provision of accurate management information/reports on demand, for but not limited to:
i. usage.
ii. expenditure.
CPV: Data storage services · Data transmission services · Law-courts-related administrative services · Records management · Sound recordings · Voice recorders
The lotProcurement structure
single lot · value publishedWhat it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- Technical Envelope: 60%
- Commercial Envelope: 40%
Published award criteria (2)
- Technical Envelope
- Commercial Envelope
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 31 Mar 2025, 11:01 BST
- Last source update
- 15 Oct 2025, 13:36 BST
- Award evaluation window
- Submission end – 22 Aug 2025
- Authority reference
GPhC134- FTS notice number
2025/S 000-032446- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04fa7fFind a Tender
How it was run
Official notice- Submission deadline
- 14 Jul 2025, 12:00 BST
- Clarification deadline
- 27 Jun 2025, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
31 Mar 2025 → 15 Oct 2025 · 11 dates- Planning notice published31 Mar 2025, 11:01 BST
- Market engagement11 Apr 2025, 23:59 BST
The GPhC wishes to inform the market of our intention to procure the provision of Transcription and Recording Services.
The purpose of this notice is to raise awareness of our upcoming sourcing activity, gauge accurate levels of market interest, and receive feedback on prospective plans/requirements in advance of the formal procurement process; to be announced through Tender Notice on Find a Tender Service in June 2025.
Scope of services will include the:
- Provision of high-quality audio recordings.
- Provision of translation, interpretation, and video recording services (of/for hearings).
- Supply of Agents -throughout the United Kingdom- to attend hearings.
- Production and secure email provision of accurate and high-quality transcripts.
- Redaction and secure email provision of transcripts.
- Supply accurate management information/reports.
We kindly ask that all interested suppliers submit the attached response form (please see corresponding Planned Procurement Notice) to Anna Kitoki at [email protected] by 17:00 on 11.04.2025.
Please note, any interest shown does not constitute a commitment to participate; and failure to show interest does not restrict suppliers from participating in this and/or any other procurement process run by the GPhC.
- Tender notice published16 Jun 2025, 09:00 BST
- Next notice expected16 Jun 2025, 23:59 BST
- Clarification questions by27 Jun 2025, 17:00 BST
- Submission deadline14 Jul 2025, 12:00 BST
- Assessment summaries sent22 Aug 2025, 00:00 BST
- Award decision expected by22 Aug 2025, 23:59 BST
- Standstill ends3 Sept 2025, 23:59 BST
- Contract starts375 days ago12 Oct 2025, 00:00 BST
- Latest notice published372 days ago15 Oct 2025, 13:36 BST
Notice history
12 events · 5 releases on Find a Tender · since 31 Mar 2025- Preliminary market engagement notice published31 Mar 2025, 11:01 BSTUK2
- Planned procurement notice published31 Mar 2025, 11:08 BSTUK3
- Procurement method changed31 Mar 2025, 11:08 BST
- Deadline published: 14 Jul 2025, 23:59 BST31 Mar 2025, 11:08 BST
- Tender notice published16 Jun 2025, 09:00 BSTUK4
- Published value published: £220,00016 Jun 2025, 09:00 BST
- Status changed to active16 Jun 2025, 09:00 BST
- Deadline moved to 14 Jul 2025, 12:00 BST16 Jun 2025, 09:00 BST+0 days · was 14 Jul 2025, 23:59 BST
- Contract award notice published22 Aug 2025, 17:01 BSTUK6
- Status changed to complete22 Aug 2025, 17:01 BST
- Contract signature expected3 Oct 2025, 23:59 BSTscheduled
- Contract details notice published15 Oct 2025, 13:36 BSTUK7
Routine re-releases (5)
- 2025-03: 2 releases · 31 Mar 2025, 31 Mar 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| MARTEN WALSH CHERER LIMITED12 Oct 2025 – 11 Oct 2027 · up to 11 Oct 2028Extensions: The duration of this Contract is 3 years; comprising a 2-year fixed term, with an option to extend for 1 period(s) beyond this, of up to 12 months each. | £220,000 inc. VAT | 22 Aug 2025 | Awarded |
Contracts
GPhC134: Transcription and Recording Services · MARTEN WALSH CHERER LIMITED
- Signed
- 3 Oct 2025
- Value
- £220,000 inc. VAT
- Period
- 12 Oct 2025 – 11 Oct 2027 · up to 11 Oct 2028 with extensions
- Status
- active
- Extensions
- The duration of this Contract is 3 years; comprising a 2-year fixed term, with an option to extend for 1 period(s) beyond this, of up to 12 months each.
5 agreed KPIs: Objective: Reliability · Objective: Punctuality · Objective: Efficiency …
- Objective: Reliability, Performance Indicator: Logger supply and attendance rate. Expected Performance Metric: 100%
- Objective: Punctuality, Performance Indicator: Logger adherence to Hearing schedule. Expected Performance Metric: 100%
- Objective: Efficiency, Performance Indicator: Transcription(s) provided within timescale. Expected Performance Metric: 100%
- Objective: Delivery, Performance Indicator: Transcription(s) accuracy rate. Expected Performance Metric: 100%
- Objective: Delivery, Performance Indicator: Audio Recording quality. Expected Performance Metric: Minimal background noise, echoes and other ambient sounds. Clear speech signals.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 5 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- MARTEN WALSH CHERER LIMITEDAwarded supplier
Official documents & specifications (7)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications
- Bidding documents and specifications Access code: J39JUC7N8Q
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender