AMENDED OCA-DGCP-009 UCS Group Life Insurance and Accidental Death Dismemberment_FINAL_ADA.pdf

STATE OF NEW YORK

JUDICIARY

-REQUEST FOR BIDS-

(This is not an order)

PROPOSAL MUST BE MADE ON THIS SHEET

OR AS OTHERWISE SPECIFIED

RFPB Number: OCA-DGCP-009

RFB Name: UCS Group Life and Accidental Death and

Dismemberment Insurance Plan

Issue Date: February 24, 2026

Due Date: April 13, 2026 May 8, 2026

Time: 2:00PM Eastern

NYS OFFICE OF COURT ADMINISTRATION

Division of Grants, Contracts and Procurement

2500 Pond View, Suite 104

Castleton-on-Hudson, NY 12033

Direct Inquiries to: Jillian Halse

E-mail: jhalse@nycourts.gov

Price to include delivery to (describe exact location and method of delivery) All prices to be net and inclusive of all services specified herein unless otherwise specified.

OFFICE OF GENERAL SERVICES AGENERAL SPECIFICATIONS@ (APRIL 2016) ARE FULLY INCORPORATED HEREIN.

Agency’s Specification of item(s) Required (include quantities)

UCS ATTACHMENT I , III, and IV ATTACHED & INCORPORATED HEREIN.

Bidder’s Quotation and Specific Description of Item Offered

ALL BID RESPONSES MUST BE ENTERED ON THE ENCLOSED BID RESPONSE FORM UNLESS SPECIFIED OTHERWISE HEREIN.

NOTICE TO BIDDERS

Pursuant to the Rules and Regulations of the Chief Administrator for the

Courts, sealed bids for furnishing the item(s) in this Request for Bid will be received at the above address. When submitting a bid, you must:

1) Complete this form in its entirety using ink or typewriter and return with all other documents.

2) Explain any deviations or qualifications if your bid deviates from the specifications. If necessary, attach a separate sheet setting forth such explanations.

3) Sign the bid. The bid must be completed in the name of the bidder

(corporate or other) and must be fully and properly executed by an authorized person.

4) INDICATE THE BID NUMBER, THE BID OPENING DATE AND TIME ON

THE ENVELOPE CONTAINING THE SEALED BID.

5) Mail the bid to the above agency address in sufficient time for it to be received before the specified bid opening. LATE BIDS MAY BE REJECTED.

BIDDER HEREBY CERTIFIES THAT THE ABOVE QUOTED (OR OTHERWISE NOTED) PRICES ARE APPLICABLE TO ALL CUSTOMERS

FOR COMPARABLE QUANTITIES, QUALITY, STYLES OR SERVICES. BIDS MUST BE SIGNED

Bidder’s Firm Name:

Employer’s Federal Identification Number:

NYS Vendor ID Number:

Address/Street:

City:

State:

Zip:

Bidder’s Signature:

Official Title:

Printed or Typed Copy of Signature:

Area Code/Telephone Number:

E-mail:

RFB #OCA-DGCP-009 UCS Group Life and Accidental Death & Dismemberment Insurance Plan

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM

Eastern

UCS RFB.002 Rev. (6.20) ii Table of Contents

CONTENTS

DOCUMENT ENCLOSURE CHECKLIST

BID CONTENTS

Article Subject

I. OVERVIEW

II. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS

III. AWARD

IV. PRICING

V. BID RESPONSE DOCUMENTS

VI. BID SUBMISSION PROCEDURES

VII. GENERAL BID REQUIREMENTS

VIII. CONTRACT TERMS AND REQUIREMENTS

Attachments

Attachment I: Standard Request for Bid Clauses & Forms

Attachment III: Vendor Responsibility Questionnaire

Attachment IV: Procurement Lobbying forms

Exhibits

Exhibit A: Pricing Sheet

Exhibit B: Scope of Work

*Exhibit C: UCS Active Enrollees (12/8/2025)

*Exhibit D: UCS Retired Enrollees (12/8/2025)

*Exhibit E: UCS Five-Year Claims History (1/1/2020 – 1/31/2025)

Exhibit F: List of UCS Legal Holidays

Exhibit G: Vendor Assurance and Conflict-of-Interest Disclosure Template

Exhibit H: UCS Data Security Questionnaire and Attestation

*To request copies of these Exhibits, please see instructions in Article I (Procedure for Bidders to Request a Copy of Exhibits C, D, and E).

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 3

BIDDER’S RESPONSE DOCUMENT ENCLOSURE CHECKLIST (page 1 of 3)

The following forms must be fully executed, completed, and included in Bidder’s proposal.

Failure to do so may disqualify Bidder’s response. Please supply the below documents in the order presented in this Document Enclosure Checklist.

Exhibit A – Pricing Sheet

Completed and Signed Document Enclosure Checklist

UCS Request for Bid/Proposal Form and complete bid response with original signature

Exhibit G - Vendor Assurance and Conflict-of-Interest Disclosure Template

Attachment I - Standard Request for Bid Clauses & Forms p.3 - Non-Collusive Bidding Certificate p.4 – Acknowledgment of Individual or Corporation

Attachment II - Not Applicable

Attachment III - Vendor Responsibility Questionnaire

Questionnaire filed online via OSC VendRep System and certified within 6 months of the bid opening due date; or

Paper questionnaire

Attachment IV - Procurement Lobbying forms

Disclosure of Prior Non-Responsibility Determination (UCS 420)

Affirmation of Understanding and Agreement (UCS 421)

Certificates of NYS Workers’ Compensation and NYS Disability Benefits Insurance, or

Certificate of Attestation of Exemption.

Please see paragraph “Insurance Requirements for Awarded Contractor” for a list of accepted forms.

One of the following: (i) copies of Bidder’s certificate(s) of insurance or other adequate proof evidencing the insurance coverages required by the bid specifications; or (ii) correspondence affirming that Bidder will supply such certificate(s) or proof upon notification of award and no later than five (5) business days prior to commencement of the contract resulting from this

Request for Bids (RFB).

One (1) complete photocopy of original bid response (in addition to the original signature copy of the bid response)

Proprietary information in separate folder from bid response, if applicable

In addition, bidder shall provide:

Narrative Description – Organizational Experience/Capacity

References

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 4

DOCUMENT ENCLOSURE CHECKLIST (continued, page 2 of 2)

Bidders’ contact information and verification of the submission of all documents required

(Items 5 and 6, below)

IMPORTANT:

1. All documents requiring an original signature must bear the BLUE INK signature of the same authorized individual. Signatory notarization must be that of the person whose signature is affixed to all required documents.

2. Exhibit A/Pricing Sheet and the other forms listed above must all have the SAME COMPANY

NAME AND TAX ID NUMBER in order for a purchase order or contract to be approved by the NYS Comptroller.

3. Do not alter this solicitation in any manner. Any changes, deletions, or additions

(including the addition of supplemental terms and conditions) to this RFB or to any exhibits or appendices to this RFB, including Exhibit A / Pricing Sheet, may result in the rejection of the bid as non-responsive.

4. Please note that the terms and conditions of this RFB will form the basis of the contract with the Awarded Contractor (such term defined below).

5. Bidder Contact Information

Bidder’s Primary Contact for Bid Matters:

Name:

Street:

City:

State:

Zip:

Telephone Number:

Email:

6. Verification:

Authorized representative of Bidder must complete and sign below to verify submission of all documents required per the Document Enclosure Checklist:

COMPANY NAME:

AUTHORIZED OFFICER’S NAME AND TITLE:

SIGNATURE:

DATE:

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 5

Purpose and Scope

The New York State Unified Court System (“UCS”), Office of Court Administration ("OCA") is soliciting sealed bids for a group life insurance and accidental death & dismemberment insurance coverage plan (the “Plan”) for qualified UCS active employees (“Active Enrollee(s)”) and retirees (“Retired Enrollee(s)”) (collectively “Group Enrollee(s)”), as described herein. The Plan has been in effect since January 1, 1998. As of December 8, 2025, there are 2,330 Active

Enrollees (categorized by age group in Exhibit C) and 2,026 Retired Enrollees that are enrolled in the Plan. Under the Plan, the insurance coverage for Active Enrollees shall include both group life insurance and accidental death & dismemberment insurance, and for Retired Enrollees shall include group life insurance only. The Plan is to be provided by the UCS at no cost to the Group

Enrollees.

*** See EXHIBIT B, SCOPE OF WORK for detailed specifications. ***

Estimated Quantities

The estimated number of Group Enrollees for the first three-years of the awarded contract can be found in Exhibit A.

The estimated volume of insurance coverage can be calculated by using the following formula:

number of Group Enrollees (or any subset of Group Enrollees) multiplied by the amount of required insurance coverage per Group Enrollee (see Exhibit A for required coverage amounts).

For example, the estimated volume of insurance coverage for Active Enrollees up to age 64 for the first year of the awarded contract is:

1,959 Active Enrollees up to age 64 x $50,000 insurance coverage = $97,950,000

Group Enrollee Census Data

For Group Enrollees census data as of December 8, 2025, please see Exhibit C for Active

Enrollees and Exhibit D for Retired Enrollees.

Recent Claims Experience

Please see Exhibit E for the annual claims experience history under the Plan for the period

1/1/2020 through 1/31/2025.

Key Bid Dates (Note: OCA reserves the right to modify any Key Bid Date as it may deem appropriate.)

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 6

EVENT DATE

Bid Issue Date Tuesday, February 24, 2026

Initial Question Due Date Tuesday, March 17, 2026 at 2:00PM EST

Final Question Due Date Tuesday, March 31, 2026 Friday, April 24, 2026 at 2:00PM EST Eastern

Bid Submission Deadline Date Tuesday, April 13, 2026 Friday, May 8, 2026 at 2:00PM EST Eastern

Estimated Contract Start Date January 1, 2027

Designated Contact

The designated contact for this RFB is:

Jillian Halse jhalse@nycourts.gov

Questions

IMPORTANT: All questions regarding this RFB must be submitted in writing by email and directed solely to the attention of the above designated contact person. Please indicate in "Subject" field: “RFB# OCA-DGCP-009 - Question(s).” Contact by any prospective bidder, or any representative thereof, with any other personnel of the UCS in connection with this RFB may violate the Procurement Lobbying Act of 2005 (see Attachment IV), will jeopardize the respective bidder's standing and may cause rejection of its proposal.

Bidders will have the opportunity to submit questions during two different periods as outlined below.

a. Initial Period to Ask Questions

The deadline to submit questions for the initial period (also referred to herein as the “Initial

Question Due Date”) is March 17, 2026 at 2:00PM Eastern. A written response to all submitted questions in the form of a Questions & Answers (Initial Q&A) sheet will be posted on the UCS website at www.nycourts.gov/admin/bids under RFB# OCA-DGCP-009 shortly thereafter.

b. Final Period to Ask Questions

Upon release of the Initial Q&A compilation, the UCS will accept follow-up questions from bidders. The deadline to submit follow-up questions (also referred to herein as the “Final

Question Due Date”) is March 31, 2026 April 24, 2026 at 2:00 PM Eastern. A Final Q&A will be posted on the UCS website at www.nycourts.gov/admin/bids, Current Solicitations, RFB#

OCA-DGCP-009 shortly thereafter.

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 7

No further questions will be entertained after the Final Question Due Date.

Pre-Bid Conference

There is no pre-bid conference for this RFB.

Procedure for Bidders to Request a Copy of Exhibits C, D, and E

Information contained in Exhibits C, D, and E is sensitive and is therefore not attached to this

RFB. Bidders may request copies of these Exhibits by contacting the designated contact of this

RFB. Bidders will be required to enter into a non-disclosure agreement, which will be subject to negotiation and agreement with UCS, before receiving a copy of these Exhibits.

II. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS

Minimum Qualifications

Applications will be considered only from Bidders who meet the following minimum qualifications:

1. The Bidder is an insurance provider licensed to do business in the State of New York who possesses the ability and the proper credentials to provide the Plan as specified herein in compliance with all applicable laws and regulations. UCS will not accept proposals from brokers acting on behalf of insurers;

2. The Bidder has provided group life insurance and accidental death & dismemberment insurance services for a minimum of five (5) years; and

3. The Bidder must be rated by A.M. Best and/or any other nationally recognized statistical rating organization(s) regulated by the Securities and Exchange Commission. If the Bidder is not rated by any of these rating organizations, it must explain why not.

Mandatory Requirements

Applications will be considered only from Bidders who meet the following mandatory requirements:

1. Claims processing must be performed in the continental United States.

2. Regarding customer service:

a. Bidder must maintain a direct nationwide toll-free number and email address to service Group Enrollees between 8:00 a.m. Eastern Time and 6:00 p.m. Eastern

Time Monday through Friday, except for legal holidays observed by UCS;

b. Customer service representatives and supervisors must be based in the continental

United States;

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 8

c. Assign a dedicated account manager and customer service liaison for UCS; and

d. Provide secure online access for UCS to review eligibility, claim status, and reporting data.

3. Regarding claim administration:

a. Process and pay all complete life insurance and accidental death and dismemberment claims within 30 business days of receipt;

b. Notify UCS and Group Enrollee within 2 business days if additional information is required; and

c. Provide quarterly performance reports, including turnaround times, claim volumes, and accuracy statistics.

4. Regarding implementation and transition:

a. Coordinate with the outgoing provider, or if the Bidder is the current incumbent provider, the Bidder will ensure that it will meet the requirements in this RFB, to ensure continuity of coverage and data integrity; and

b. Maintain coverage in claim processing during transition period.

5. Bidder will need to be capable of notifying UCS of any premium rate increases no later than ninety (90) days prior to the end of the period immediately preceding the period to which the increase would apply.

6. Bidder must ensure its information management processes will be in compliance with IT-specific laws, policies and standards, including, but not limited to, UCS’s standard security questionnaire. See UCS’s standard data security questionnaire in Exhibit H and the data security, storage, and access requirements described in Article VIII below.

III. AWARD

Term of Award

UCS will award a single estimated quantity term contract (“Contract”) to the successful bidder

(“Awarded Contractor”) for an initial term of three (3) years (“Initial Term”). The Contract is expected to commence on or about July 1, 2026 January 1, 2027. OCA reserves the right to renew such Contract for two (2) additional one (1) year periods (each, a “Renewal Term”) upon the same terms and conditions, excluding pricing.

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 9

The Contract and renewals are subject to the approval of the NYS Attorney General and the NYS

Comptroller.

Method of Award

A Contract will be awarded to the lowest dollar cost, responsible bidder determined to be in compliance with this RFB and specifications. Lowest dollar cost is defined as the lowest grand total cost of all estimated services to be performed for the Initial Term, as indicated by bidders in the Exhibit A/Pricing Sheet.

Tie Result

In the event that the lowest dollar cost, responsible bid is a tied result between two or more bidders, UCS reserves the right to make the award to the first bid received as indicated by date and time affixed to the bid at the time of receipt.

Bid Protest Procedure

The bid protest procedures for this RFB may be found in Attachment I.

IV. PRICING

Bid Submission

OCA seeks monthly premium rates per $1,000 of insurance coverage (the “Premium Rate(s)”), as set forth in Exhibit A (Pricing Sheet). Premium Rates will remain fixed for the Initial Term of the

Contract, but may change for each Renewal Term (See “Premium Rate Increases,” below).

Bidder shall underwrite the Plan without payment of commissions.

Other than the pricing submitted on Exhibit A (Pricing Sheet), there shall be no other charge, cost, reimbursement, or expense of any kind payable by UCS in connection with or arising from Awarded

Contractor’s performance of the services set forth herein.

Pricing shall be submitted only on, and in the format prescribed by, Exhibit A (Pricing Sheet).

Bidder must quote pricing for the Premium Rates. In the event of a bidder’s miscalculation, the unit price will prevail. UCS reserves the right to make mathematical corrections based on unit price(s). Pricing in the Contract for amounts in increments not equal to pricing units indicated in the Pricing Sheet will be prorated accordingly.

Please note that UCS is a tax-exempt governmental entity.

Awarded Contractor’s Bid Submission Pricing

Awarded Contractor’s bid submission will establish the Premium Rate, which shall remain unchanged during the Contract’s Initial Term.

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 10

Premium Rate Increases

OCA will consider Premium Rate increases for each of the two (2) additional one (1) year

Renewal Terms. Awarded Contractor must submit a request for Premium Rate increases in writing to OCA no later than ninety (90) days prior to the end of the Contract Term or Renewal

Term immediately preceding the Renewal Term to which the increase would apply. Requests for

Premium Rate increases must include justifications for the increases, including, but not limited to, claims experience data, justification of any change in retention, and justification of margin supported by the appropriate back-up satisfactory to OCA. The Awarded Contractor will also be required to supply any additional documentary evidence, clarification, greater detail, or alternate analyses of the documentary evidence supporting the proposed Premium Rate increase that may be requested by UCS.

Awarded Contractor’s Renewal Term Premium Rate increase requests shall be submitted in writing to such person or email address as OCA shall designate.

Any approved increases in Premium Rates shall be effective as of the commencement date of the

Renewal Term for which it was requested and shall thereafter remain unchanged for the balance of each such Renewal Term, and shall further remain unchanged during any extension period.

New Premium Rates will be implemented through an amendment to the Contract, which is subject to the approval of the Office of the State Comptroller (“OSC”). New Premium Rates will be effective retroactively upon OSC approval.

Payment

Awarded Contractor shall send true and accurate monthly invoices by email to such person or email address as UCS/OCA shall designate. Account billings must give an accurate breakdown of Group Enrollees (active or retired members) receiving coverage under the Plan.

Payment shall be made within thirty (30) days of receipt and approval by UCS of invoices satisfactory to UCS and OSC.

Payment for goods delivered/services performed under the Contract shall be conditioned upon the acceptance and approval of such items/services, such that it is sufficiently complete in accordance with the RFB specifications and so that UCS can utilize the goods/services for its intended purpose.

V. BID RESPONSE DOCUMENTS

General Requirements

All documentation must be submitted on prescribed forms, without alteration. To facilitate photocopying, do not permanently bind documents.

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 11

Bidders must submit every document listed in sections A and B below. Failure to provide all documents in the manner required may result in disqualification of a bid response. Any changes, deletions, or additions (including the addition of supplemental terms and conditions) to this RFB or to any exhibits or appendices to this RFB, including Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive.

A. Required Bid Documents

1. Narrative Description – Organizational Experience/Capacity

Bidders must submit, with their bid response, a narrative which demonstrates their capacity and experience to meet the minimum qualifications and mandatory requirements listed in Article II above (Minimum Qualifications and Mandatory Requirements), including:

• Documentation, such as a license, certificate to conduct business, or registration, confirming Bidder is an insurance provider licensed to do business in New York State who possesses the ability and the proper credentials to provide the Plan as specified herein in compliance with all applicable laws and regulations.

• A description of the years of experience providing group life insurance and accidental death

& dismemberment insurance services.

• Indicate the Bidder’s most current ratings and date of rating for the Bidder’s company by

A.M. Best and/or any other nationally recognized statistical rating organization(s) regulated by the Security and Exchange Commission. If the Bidder is not rated by any of these rating organizations, it must explain why not.

• Provide a detailed implementation timeline, including system setup, data migration, staff training, and coordination efforts with the outgoing provider (if Bidder is a new provider) or efforts the Bidder will take to ensure it meets the requirements in this RFB (if Bidder is the current incumbent provider).

• Provide a detailed description of the average response time/resolution time of claims processing and accuracy rate for claims and eligibility processing.

• A description of Bidder’s information management processes and how such processes will comply with the requirements contained in this RFB.

• A statement providing that the following mandatory requirements are true:

o Bidder proposes to process all claims in the continental United States;

o Bidder will maintain a direct nationwide toll-free number and email address to service Group Enrollees, at a minimum, between 8:00 a.m. Eastern Time and 6:00 p.m. Eastern Time Monday through Friday, except for legal holidays observed by

UCS;

o Customer service representatives and supervisors will be based in the continental

United States;

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 12 o Bidder will need to be capable of notifying UCS of any premium rate increases no later than ninety (90) days prior to the end of the period immediately preceding the period to which the increase would apply;

o Bidder proposes to assign a dedicated account manager and customer service liaison for UCS;

o Bidder proposes to provide secure online access for UCS to review eligibility, claim status, and reporting data;

o Bidder will process and pay all complete life insurance and accidental death and dismemberment claims within 30 business days of receipt;

o With respect to claim administration, Bidder will notify UCS and Group Enrollee within 2 business days if additional information is required;

o Bidder will provide quarterly performance reports, including turnaround times, claim volumes, and accuracy statistics;

o Bidder proposes to coordinate with the outgoing provider, or if the Bidder is the current incumbent provider, the Bidder will ensure that it will meet the requirements in this RFB, to ensure continuity of coverage and data integrity and maintain coverage in claim processing during transition period; and o Bidder proposes to ensure its information management processes will be in compliance with IT-specific laws, policies and standards, including, but not limited to, UCS’s standard security questionnaire. See UCS’s standard data security questionnaire in Exhibit H, and the data security, storage, and access requirements contained in Article VIII below. Please note, a Bidder is not expected to complete and submit UCS’s standard data security questionnaire (Exhibit H) with its proposal, however, a Bidder will be expected to complete the questionnaire prior to an award of a Contract under this RFB.

2. Exhibit A (Pricing Sheet)

Exhibit A / Pricing Sheet must be completed, fully executed, and included in Bidder’s proposal.

Failure to do so may disqualify Bidder’s response.

3. Bidder Contact Information

Bidder shall designate in section 5 of the Document Enclosure Checklist a person as primary contact for all questions OCA may have regarding bidder’s bid response.

4. References

Each bidder must submit three (3) references, other than UCS, including the company/agency name, complete address, contact name, title, telephone number and email address, for whom the bidder has provided similar services at any time during the past three

(3) years.

Note: Bidders will not be penalized if a primary contact or alternate contact declines to respond to a request for references.

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 13

B. NYS Bid Forms

1. Attachment I - Standard Request for Bid Clauses & Forms and Attachment IV-

Procurement Lobbying Law required forms

In addition to such other specifications and criteria as are presented herein, the NYS

Unified Court System Attachment I - Standard Request for Bid Clauses & Forms , and

Attachment IV - Disclosure of Prior Non-Responsibility Determination (UCS 420) and

Affirmation of Understanding and Agreement (UCS 421) pursuant to the Procurement

Lobbying Act, which must be downloaded or printed from the UCS Contract &

Procurement website under “Addenda” for the appropriate solicitation, are incorporated and made a part of this solicitation.

2. Attachment III - Vendor Responsibility Questionnaire

The NYS Unified Court System (UCS) is required to conduct a review of a prospective vendor to provide reasonable assurances that the vendor is responsible. The required

Vendor Responsibility Questionnaire is designed to provide information to assist UCS in assessing a vendor’s responsibility prior to entering into a contract with the vendor.

Vendor responsibility is determined by a review of each prospective vendor’s legal authority to do business in New York State, business integrity, financial and organizational resources, and performance history (including references).

The UCS recommends that vendors file the required Vendor Responsibility

Questionnaire online via the New York State VendRep System. However, vendors may choose to complete a paper questionnaire and submit it with their proposal.

Online Questionnaire: To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at http://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system or go directly to the VendRep System online at https://onlineservices.osc.state.ny.us/Enrollment/login?1. Vendors must provide their

New York State Vendor Identification Number when enrolling (see paragraph headed

New York State Vendor File Registration for instructions on obtaining a Vendor

Identification Number). For VendRep System assistance, contact the Office of the

State Comptroller’s Help Desk at 866-370-4672 or 518-408-4672, or by email at

ITServiceDesk@osc.state.ny.us.

Bidders who file the Vendor Responsibility Questionnaire online via the OSC

VendRep System are requested to checkmark the appropriate box on the Document

Enclosure Checklist. Please note that online submissions must be certified and dated/updated not more than six (6) months prior to the bid opening date of this RFB.

Bidders’ authorized signature of the RFB form will serve as confirmation that bidders have knowingly filed their questionnaire online if the paper questionnaire is not included with the bidder’s submission.

Paper Questionnaire: Vendors opting to complete and submit a paper questionnaire can obtain the appropriate questionnaire from the VendRep website www.osc.state.ny.us/vendrep/forms_vendor.htm or may contact the UCS or the Office of the State Comptroller’s Help Desk for a copy of the paper form.

http://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system http://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system https://onlineservices.osc.state.ny.us/Enrollment/login?1 mailto:ITServiceDesk@osc.state.ny.us http://www.osc.state.ny.us/vendrep/forms_vendor.htm

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 14

3. New York State Vendor File Registration

Prior to being awarded a Contract pursuant to this RFB, the bidder(s) must be registered in the New York State Vendor File (Vendor File) administered by the OSC. This is a central registry for all vendors who do business with New York State agencies and the registration must be initiated by a State agency. Following the initial registration, a unique New York State ten-digit vendor identification number (Vendor ID) will be assigned to vendors for usage on all future transactions with New York State.

Additionally, the Vendor File enables vendors to use the Vendor Self-Service application to manage certain vendor information in one central location for all transactions related to the State of New York.

If the bidder is already registered in the Vendor File, the vendor must enter the vendor’s ten-digit Vendor ID on the first page of this RFB.

If the bidder is not currently registered in the Vendor File, upon award of a contract the Bidder must complete the OSC Substitute W-9 Form

(https://www.osc.state.ny.us/sites/default/files/vendors/2017-11/vendor-form-ac3237s-fe.pdf) and submit the form to UCS. The UCS will initiate the vendor registration process for the Vendor. Once the process is initiated, Vendor will receive an e-mail identifying their unique ten-digit Vendor ID and instructions on how to enroll in the online Vendor Self-Service application. For more information on the Vendor File please visit the following website:

https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LA

NDINGPAGE.GBL?&.

4. Electronic Payments

The Awarded Contractor will be required to receive contract payments electronically.

If the Awarded Contractor is not currently receiving electronic payments, it will need to enroll in ePayment – New York State’s electronic payment program for vendors. To do so, vendors need to log onto the Vendor Self-Service Portal and enter their bank account information. ePayments will ensure you are receiving payments faster and in a more secure manner. If you need assistance in accessing the Vendor Self-Service

Portal, please contact the SFS Helpdesk at helpdesk@sfs.ny.gov or 1-877-737-4185.

5. Proof of Insurance

Bidder must provide together with its bid response all documentation required pursuant to Article VIII, “Insurance Requirements for Awarded Contractor.”

C. ADDITIONAL BID DOCUMENTS

1. Financial Stability

Upon request by UCS, bidder shall provide its audited financial statements prepared in accordance with GAAP-Generally Accepted Accounting Principles for the past three (3) consecutive years and a copy of its last three (3) annual reports.

https://www.osc.state.ny.us/sites/default/files/vendors/2017-11/vendor-form-ac3237s-fe.pdf https://www.osc.state.ny.us/sites/default/files/vendors/2017-11/vendor-form-ac3237s-fe.pdf https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& mailto:helpdesk@sfs.ny.gov

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 15

VI. BID SUBMISSION PROCEDURES

Failure to seal and mark the bid as prescribed may result in non-delivery and/or rejection of the bid. Please note that bids must be received by the above-named OCA-designated person by

Tuesday, April 13, 2026 Friday, May 8, 2026, at 2:00 PM (the “Bid Submission Deadline

Date”). Any bid/proposal received after this deadline will be declared a late bid and may be disqualified. Notwithstanding the foregoing, a late bid may be accepted by UCS in its sole discretion if: (i) an insufficient number of timely bids meeting the requirements of this RFB are received; or (ii) the bidder has satisfactorily demonstrated to UCS that the late bid was caused solely by factors outside the control of the bidder. However, in no event shall UCS be obligated to accept a late bid, and in making such determination, UCS will consider whether accepting a late bid would materially benefit or disadvantage a particular bidder. It is recommended that bidders allow several extra days for shipping in order to meet the deadline.

Packaging, Identifying and Delivering of Bids/Proposals

Vendors must submit their bids by hand delivery or mail and must include the original complete proposal and one (1) hard copy of the original complete proposal. Proposals will not be accepted electronically or by fax.

Bids/Proposals must be clearly addressed and submitted to:

NYS Unified Court System

Division of Grants, Contracts and Procurement

2500 Pond View, Suite 104

Castleton-on-Hudson, New York 12033

ATTN: Jillian Halse

All envelopes/cartons must also be labeled on the outside with the following information on two sides, visible to the designated contact upon receipt:

Deliver immediately to Jillian Halse

Sealed bid - Do not open

RFB# OCA-DGCP-009 due April 13, 2026 May 8, 2026 at 2:00PM

Failure to seal and mark the bid/proposal as prescribed may result in non-delivery and/or rejection of the bid/proposal.

Amendment of Proposals

Bidders may only amend submitted proposals prior to the Bid Submission Deadline Date.

Amended proposals must be submitted in packaging which clearly indicates “Amended Proposal for RFB # OCA-DGCP-009.” Amended proposals must be signed by an individual who is duly authorized to amend the bidder’s original proposal. Amended proposals should be submitted in the

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 16 same manner as original proposals described herein. Amended proposals received by UCS after the Bid Submission Deadline Date will be rejected for lateness.

Withdrawal of Proposal Prior to Submission Deadline

A proposal may be withdrawn at any time prior to the Bid Submission Deadline Date. If multiple proposals are submitted by the same bidder, the bidder must clearly indicate to which proposal the withdrawal applies.

Bidder Confidential/Proprietary Information

If applicable, bidders should specifically identify those portions of the proposal deemed to contain confidential or proprietary information or trade secrets, and must provide justification why such material, upon request, should not be disclosed to parties other than UCS. Bidders are advised that any material deemed confidential by bidder may still be subject to disclosure in connection with any governmental or judicial proceeding or inquiry or as may be required by applicable law, including but not limited to Article 6 of the New York Public Officers Law (Freedom of

Information Law). Such confidential/proprietary information must be in a separate folder from the non-confidential sections of the proposal.

No-Bids

Bidders are requested to send a no-bid letter to OCA, Attn: Jillian Halse, at the above address, should they decide not to answer this solicitation. The envelope shall be clearly marked in the lower left corner as follows: RFB# OCA-DGCP-009. No-bid letters may be sent by email to Jillian

Halse. Please indicate in "Subject" field: RFB# OCA-DGCP-009 – No-Bid.

VII. GENERAL BID REQUIREMENTS

The terms and conditions set forth below are binding on, and incorporated into this RFB, the

Bidder’s proposal, and any contract resulting from this RFB.

Access to Court Facilities

Awarded Contractor must comply with all applicable location rules, policies, guidelines and procedures in order to be granted access to court facilities. Where applicable to the performance of work under an awarded contract, bidders shall be wholly responsible for familiarity with the physical layout and access to the courts and buildings in question, including, but not limited to, roadways, overhangs, parking, security, elevators, required access permits or insurance certificates. Court staff cannot modify security measures, access protocols, or parking restrictions to facilitate Awarded Contractor’s entrance to or egress from court facilities unless required to do so by law.

Binding Nature of Bid/Proposal on Bidders

All bids/proposals shall remain binding on bidders until such time as UCS/OCA provides written notification of its intent to award the Contract to a specific bidder or until the bidder requests withdrawal of its bid/proposal in writing as provided in this RFB, whichever occurs first.

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UCS RFB.002 (Rev. 7.20) 17

Clarification/Correction of Bids/Proposals

In addition to any rights articulated elsewhere in this solicitation, UCS reserves the right to require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a bidder’s proposal and/or to determine a bidder’s compliance with the requirements of this solicitation. This clarifying information, if requested in writing by UCS, must be submitted by the bidder, in accordance with formats as prescribed by UCS at the time said information is requested and, if received by the due date set forth in UCS’s request for clarification, shall be included as a formal part of the bidder’s proposal. Clarifying information, if any, whether provided orally, visually, or in writing, will be considered in the evaluation process. Failure to provide required information by its associated due date may result in rejection of the bidder’s proposal. Nothing in the foregoing shall mean or imply that UCS is obligated to seek or allow clarifications or corrections as provided for herein.

Estimated Quantities

Any quantities specified in this solicitation constitute estimates only, and accordingly no commitment or guarantee to reach any specified volume of business is made or implied.

Awarded Contractor must accept all requests for services placed by UCS during the term of the

Contract.

Implied Requirements

Products and services that are not specifically requested in this solicitation, but which are necessary to provide the functional capabilities proposed by the bidder, shall be included in the offer except as specified herein.

Inspection of Bidder’s/Awarded Contractor’s Facilities

The UCS/OCA reserves the right to inspect bidder’s proposed facilities, as part of the bid evaluation. Subsequent to award, Awarded Contractor’s facilities shall be made available for periodic inspection. In all instances, advance notification will be communicated by appropriate

UCS personnel.

Minor Bid Irregularities

Provided the same will not materially benefit or disadvantage any particular bidder or substantially alter the requirements of this bid, UCS may: (i) waive technicalities; (ii) waive minor irregularities, omissions or incompletions in the bid or a bid response; (iii) waive any bid requirements that are unmet by all bidders; (iv) consider any and/or all alternatives and/or enhancements suggested by the successful bidder; or (v) make an award under the bid in whole or in part and negotiate contract terms and conditions with the successful bidder to meet UCS requirements consistent with such award.

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 18

Online RFB Package: Disclaimer

Bidders accessing any UCS/OCA solicitations and related documents from the New York State

UCS website www.nycourts.gov/admin/bids under “Current Solicitations” shall remain solely and wholly responsible for reviewing the respective solicitation and bid documents on the internet regularly, up to the scheduled date and time of the Bid Submission Deadline Date, to ensure their knowledge of any amendments, addenda, modifications, or other information affecting the solicitation or bid documents in question.

Rejected and Unacceptable Bids/Proposals/Awards

UCS reserves the right to reject any and all proposals or bids submitted in response to this solicitation. In addition, UCS may reject any bids/proposals from any bidders who are in arrears to the State of New York upon any debt or performance of any contract; or who have previously defaulted on any contractual obligations (as contracting party, surety or otherwise) or on any obligation to the State of New York; or who have been declared not responsible or disqualified by any agency of the State of New York, or who have any proceeding pending against them relating to the responsibility or qualification of the bidders to receive public contracts, whose proposal is incomplete or otherwise non-responsive in any material respect; or who are found to be non-responsible based on any of the criteria specified in the section headed “Responsible Bidder.”

UCS also reserves the right to reject any bidder: (i) whose facilities and/or resources are, in the opinion of OCA, inadequate or too remote from the UCS locations to render services in a timely manner in accordance with all requirements of this solicitation; (ii) who does not provide references in accordance with the bid specifications, or whose references report significant failure to comply with specifications; or (iii) who are otherwise, in the opinion of OCA, unable to meet specifications.

UCS further reserves the right to set aside a bid award to a successful bidder if it is unsuccessful in negotiating a satisfactory contract within a time frame acceptable to the UCS, in which event

UCS may then invite the next responsible and responsive bidder with the next lowest dollar cost bid to enter into negotiations for purposes of executing a contract.

Responsible Bidder

A bidder shall be defined as “responsible” in accordance with, but not limited to: references, past performance history, financial stability, responses to the Vendor Responsibility Questionnaire (see

Attachment III-Vendor Responsibility Questionnaire), the criteria set forth in the paragraph headed

“Rejected and Unacceptable Bids/Proposals/Awards,” as well as any other criteria necessary and reasonable to establish the bidder’s responsibility.

Silence of the Specifications

The apparent silence of the specifications contained as part of this package as to any detail or to the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

http://www.nycourts.gov/admin/bids

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 19

Subcontracting

No subcontracting or outsourcing is permitted.

Unified Court System Self-Insurance

UCS, a New York State governmental entity, is self-retained for risk of loss and liability.

VIII. CONTRACT TERMS AND REQUIREMENTS

Compliance with Laws

Prior to and during the provision of all services under the Contract resulting from this RFB, the

Awarded Contractor must comply with all applicable federal, state, and local laws, rules, and regulations, including, but not limited to, fire, health, and safety codes, and the rules, regulations, and requirements under the Health Insurance Portability and Accountability Act (“HIPAA”).

Confidentiality and Data Security

Awarded Contractor acknowledges that any and all information, records, files, documents, or reports contained in any media format provided to the Awarded Contractor by UCS, including information about UCS systems, or which may be otherwise encountered by Awarded Contractor shall be considered extremely confidential and shall be handled accordingly at all times

(hereinafter “UCS Confidential Information”). Secondary disclosure of the UCS Confidential

Information may only be made to Awarded Contractor’s employees, officers, directors, agents, volunteers, auditors, representatives, or other third-party contractors who have a reasonable need to know such UCS Confidential Information for purposes of carrying out Awarded Contractor’s obligations under the Contract. Neither the Awarded Contractor nor any of its employees, officers, directors, agents, volunteers, auditors, representatives, or other third-party contractors shall at any time be permitted to utilize UCS Confidential Information for any purpose outside the scope of the Contract without the express prior written authorization of UCS. Any breach of this confidentiality provision by the Awarded Contractor or by any of its employees, officers, directors, agents, volunteers, auditors, representatives, or other third-party contractors may result in the immediate termination of the Contract by UCS and may subject the Awarded Contractor to further penalties.

In addition to the requirements contained herein, Awarded Contractor shall use, and require its employees, officers, directors, agents, volunteers, auditors, representatives, or other third-party contractors to use, at least the same degree of care to secure and protect UCS Confidential

Information that it exercises to secure and protect its own similar confidential information.

Awarded Contractor is prohibited from maintaining UCS Confidential Information provided to or generated by Awarded Contractor in a mobile or portable device. Remote access to the UCS

Confidential Information is prohibited unless such access complies with New York State

Information Technology Standard No. NYS-S14-010 as issued by the New York State Office of

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 20

Information Technology Services1 or other similar protocols as approved by UCS and distributed to the Awarded Contractor in its sole discretion. In addition, Awarded Contractor shall comply with the data security and confidentiality requirements of other government agencies that supply data to UCS. Further, Awarded Contractor shall provide notice of any actual or potential security breach involving the UCS Confidential Information to UCS within 24 hours of discovering such actual or potential breach, and shall also comply with any notification requirements under applicable law, including, but not limited to, the New York State Information Security Breach and Notification Act.

Contract Terms

The Awarded Contractor shall be required to comply with the provisions set forth in this RFB, as well as such other provisions contained in the Contract, in form and content satisfactory to UCS in its sole discretion.

Data Ownership, Migration, Accessibility, Location, Storage, Transport, Protection, and

Destruction

Data Ownership: All UCS data (which includes all records, materials, or other information provided to the Awarded Contractor in connection with the Contract) is owned exclusively by

UCS and will remain the property of UCS. Awarded Contractor is permitted to use data solely for the purposes set forth in the RFB and the Contract, and for no other purpose. At no time shall

Awarded Contractor access, use, or disclose any UCS Confidential Information (including personal, financial, health, or criminal history record information or other sensitive criminal justice information) for any other purpose. The Awarded Contractor is strictly prohibited from releasing or using data or information for any purposes other than those purposes specifically authorized by UCS. Awarded Contractor agrees that UCS data shall not be distributed, used, repurposed, transmitted, exchanged, or shared across other applications, environments, or business units of the Awarded Contractor or otherwise passed to other contractors, agents, subcontractors, or any other interested parties, except as expressly and specifically agreed to in writing by UCS.

Migration: Awarded Contractor’s services performed under the Contract must ensure easy migration of UCS’s data, including UCS’s Confidential Information, by providing its solution in a manner designed to do so. This may include Awarded Contractor keeping UCS data separate from processes of the software itself and maintaining that information in a format that allows

UCS to easily transfer it to an alternative application platform. Awarded Contractor shall make its Application Programming Interfaces (APIs) available to UCS.

Data Storage, Access and Location: Awarded Contractor must ensure that all UCS data related to this Contract is stored within the continental United States (CONUS), in a controlled access environment to ensure data security and integrity. All access to UCS data, physical or virtual, must be conducted within CONUS and have adequate security systems in place to protect against the unauthorized access to the facilities and data stored therein. Adequate security systems in

1 Available for download: https://its.ny.gov/system/files/documents/2023/05/nys-s14-010-remote-access.pdf https://its.ny.gov/system/files/documents/2023/05/nys-s14-010-remote-access.pdf

Issue Date: February 24, 2026 Due Date: April 13, 2026 May 8, 2026 at 2:00 PM Eastern

UCS RFB.002 (Rev. 7.20) 21 this context generally means that the Awarded Contractor is in compliance with either SOC 2

Type II or ISO 27001 (or higher) security standards. The Awarded Contractor must be able to demonstrate the adequacy of its security systems upon UCS’s request. Awarded Contractor shall not send or permit to be sent to any location outside of the CONUS, any UCS data related to the

Contract. Awarded Contractor will provide UCS with a list of the…