AI-Powered Transcription Tools Framework Agreement for Local Government

The Council is seeking to establish a framework agreement for AI-enabled transcription tools for use across local government services. The solution will support secure transcription, summarization, and note-generation from meetings, interviews, case discussions, supervision sessions, and other approved business interactions. This opportunity is particularly focused on high-risk and sensitive use cases involving special category data, employment matters, safeguarding information, and confidential material. Key Requirements: - Full compliance with UK GDPR, Data Protection Act 2018, and applicable legislation - Current Cyber Essentials and/or ISO27001 accreditation - Guaranteed tenant isolation and strict data usage restrictions (no training, fine-tuning, or product improvement using Council data) - Clear data hosting arrangements with UK/EEA residency details and sub-processor disclosure - Support for accessibility standards and Welsh language provision - Integration capability with existing local government systems This is a preliminary market engagement notice to understand available solutions before formal tendering. Interested suppliers should email expressions of interest to procurement@caerphilly.gov.uk by 15:00 on Monday 13 July 2026. A supplier event may be held to discuss requirements further. The intended contract start date is 1 October 2026 for three years with an optional two-year extension. Full service specifications will be provided in the formal tender documents.