OCA-DG~1.PDF

OCA-DGCP-069R Robotic Book Scanning System, Fourth Appellate Department, Law Library

Issue Date: Friday, July 31, 2026 Due Date: Tuesday, September 1, 2026 at 2:00PM Eastern

STATE OF NEW YORK

JUDICIARY

REQUEST FOR PROPOSALS

(This is not an order)

PROPOSAL MUST BE MADE ON THIS SHEET

OR AS OTHERWISE SPECIFIED

RFP Number: OCA-DGCP-069R

Commodity Group: Fourth Appellate Department

Commodity Name: Robotic Book Scanning System

Issue Date: Friday, 7/31/2026

Due Date: Tuesday, 9/1/2026

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: Alina Zielinski

E-mail: AZielins@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 Proposals 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 or hand-deliver 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:

CONTENTS

DOCUMENT ENCLOSURE CHECKLIST

BID CONTENTS

Article Subject

I. BACKGROUND INFORMATION

II. PROJECT INFORMATION

III. AWARD

IV. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS

V. PRICING

VI. BID RESPONSE DOCUMENTS

VII. BID SUBMISSION PROCEDURES

VIII. QUESTIONS

IX. PRE-BID CONFERENCE

X. GENERAL BID REQUIREMENTS

XI. CONTRACT TERMS AND REQUIREMENTS

Attachments*

Attachment I: Standard Request for Bid Clauses & Forms

Attachment III: Vendor Responsibility Questionnaire

Attachment IV: Procurement Lobbying forms

*Attachments are available for download from the Unified Court System’s Current Solictation webpage:

https://www.nycourts.gov/grants-contracts-procurement/current-solicitations

Exhibits:

Exhibit A: Pricing Sheet

Exhibit B: Scope of Work

Exhibit C: Vendor Assurance and Conflict-of-Interest Disclosure

Exhibit D: Bidder Certification to Meeting Minimum Qualifications and Mandatory Requirements

Exhibit E: References

Exhibit F: Appendix B: Terms and Conditions Applicable to Materials Produced Under the Agreement https://www.nycourts.gov/grants-contracts-procurement/current-solicitations

BIDDER’S RESPONSE DOCUMENT ENCLOSURE CHECKLIST

The following forms must be fully executed 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

Signed Document Enclosure Checklist

UCS Request for Bid/Proposal Form (UCS RFB.001.Cover.(Rev.4.22)) and complete bid response with original signature

Exhibit C – Vendor Assurance and Conflict-of-Interest Disclosure Template

Resolution or equivalent authorization of the bidder organization (see Exhibit C – Vendor Assurance and

Conflict-of-Interest Disclosure Template)

Exhibit D – Bidder Certification to Meeting Minimum Qualifications and Mandatory Requirements

Exhibit E – At least three (3) references currently or previously operating the proposed model in high-volume environments

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” in Article XI (Contract Terms and Requirements) 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 RFP

Proprietary information in separate folder from bid response, if applicable

In addition, bidder shall provide:

Responses to the Narrative Description provisions set forth in Article VI, Bid Response Documents

Documentation such as a spec sheet confirming the mandatory requirements (see Article IV, Minimum

Qualifications and Mandatory Requirements)

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 RFP or to any exhibits or appendices to this RFP, 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 RFP will form the basis of the contract with the Awarded

Contractor (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:

I. BACKGROUND INFORMATION

The mission of the New York State Unified Court System (“UCS”) is to deliver equal justice under the law and to achieve the just, fair and timely resolution of all matters that come before our courts. In the service of our mission, the UCS is committed to operating with integrity and transparency, and to ensuring that all who enter or serve in our courts are treated with respect, dignity, and professionalism. We affirm our responsibility to promote a court system free from any and all forms of bias and discrimination and to promote a judiciary and workforce that reflect the rich diversity of New York State. More information about the UCS is available at https://www.nycourts.gov.

II. PROJECT INFORMATION

The OCA’s Division of Grants, Contracts and Procurement (“DGCP”) is soliciting sealed proposals via this

Request for Proposals (“RFP”) on behalf of the Appellate Division, Fourth Judicial Department (“AD4”) for the purpose of seeking a qualified vendor to provide the purchase, delivery, installation, and commissioning of one

(1) high-speed, robotic, non-destructive book scanning system.

The system will support modernization of the Law Library and digitization of bound appellate court records and other legal materials that are regularly requested by law firms, government agencies, researchers, and members of the public. The Appellate Division Law Library will digitize bound appellate court records and other legal materials that may be fragile, aging, or irreplaceable. Preservation of original materials is of critical importance.

To meet the production demands of digitizing large volumes of appellate records and legal materials, the

Appellate Division Law Library requires a high-speed, non-destructive robotic book scanning system capable of supporting sustained, production-level digitization. While no minimum throughput rate is required as a qualification, bidders should propose systems designed for efficient, high-volume performance suitable for an institutional, continuous-operation environment.

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

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

EVENT DATE

Bid Issue Date Friday, July 31, 2026

Question Due Date Tuesday, August 11, 2026 2:00pm Eastern

Bid Submission Deadline Date Tuesday, September 1, 2026 at 2:00pm Eastern

Estimated Contract Start Date November 1, 2026

Note: Throughout this RFP, the terms bidder, proposer, vendor, and applicant are used interchangeably, as are RFP, bid and solicitation.

III. AWARD

A. Term of Award https://www.nycourts.gov/

A single estimated quantity term contract (“Contract”) will be awarded to the successful bidder (“Awarded

Contractor”). Contracts will be for an Initial Term five (5) months (“Initial Term”). The Contract is expected to commence on or about November 1, 2026, and terminate on or about March 31, 2027

(“Contract Term”). The purchase must be made and completed in the current fiscal year.

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.

The Contract, renewals and extension thereof are subject to the approval of the NYS Attorney General and the NYS Comptroller.

B. Method of Award

A single award will be made pursuant to this RFP. The selected awardee must

• Meet the minimum qualifications and mandatory requirements outlined in Article IV below and certified to UCS;

• Be a Responsible Bidder as determined in accordance with the criteria in Article X (General Bid

Requirements); and

• Receive the highest average composite (technical + cost) score in excess of the minimum score as determined by the selection criteria and scoring methodology set forth herein.

Proposals will be reviewed and rated by an evaluation committee made up of qualified UCS staff.

Total Technical Criteria Point Scores for each reviewer will be averaged and then combined with Total

Cost Point Scores to determine a Composite Score for each proposal. The Composite Scores will be used for ranking bidders.

In the event of a tie composite score, the applicant with the higher cost score, i.e., lowest total cost, will prevail. When price and other factors are found to be substantially equivalent, UCS will select the winning bidder in its sole discretion.

Proposals will be scored as follows:

Technical Criteria Maximum Points

Organizational Capacity and Experience 15

Technical Proficiency and Performance 50

Preservation and Material Protection 25

Service, Support and Implementation 25

Total Technical Criteria Points Available 115

Cost 30

Total Cost Points Available 30

TOTAL COMPOSITE POINTS

AVAILABLE 145

1. Scoring for Technical Criteria (maximum of 115 points available)

Each bidder’s Total Technical Criteria Score will be determined by taking the average of each reviewer’s total technical score for that proposal.

For Example: Bidder A’s proposal receives the following individual technical criteria scores by evaluator: Evaluator 1 gives 55 points. Evaluator 2 gives 52 points. Evaluator 3 gives 58 points. Bidder

A’s Technical Criteria Score is 55 points (the sum of 55 + 52 + 58 divided by 3).

A bidder must achieve a Technical Criteria point score of at least 90 (average of all evaluators) to be eligible for award.

2. Scoring for Cost (maximum of 30 points available)

Cost submissions will be scored as follows:

The proposal with the lowest cost will be awarded maximum cost points (30 points). Lowest dollar cost proposal is defined as the lowest combined annual cost for individual and family plans as indicated by bidders in the Exhibit A/Pricing Sheet. Each higher priced proposal will be scored according to the following formula:

Lowest cost proposal (divided by) Higher cost proposal (multiplied by) 30

For Example: Bidder A’s combined annual cost is $100,000. Bidder B’s is $125,000. Bidder C’s is

$95,000. Bidder D’s is $200,000.

Bidder C would be scored 30 points for having the Lowest Total Cost Proposal.

Bidder A would be scored 28.50 points ($95,000 / $ 100,000 * 30)

Bidder B would be scored 22.80 points ($95,000 / $ 125,000 * 30)

Bidder D would be scored 14.25 points ($95,000 / $200,000 * 30)

3. Total Composite Score (maximum of 145 points available)

Each bidder’s composite score (Method of Award) will be calculated the following way:

Cost Score + Technical Criteria Score = Total Composite Score

For example (see bold in score examples above): Bidder A’s Total Composite Score is 28.50 (Cost) plus

55 (Technical Criteria) equals 83.50.

4. Bid Protest Procedure

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

IV. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS

A. Minimum Qualifications

Bidders must meet all minimum qualifications to be considered responsive. Failure to meet any qualification may result in disqualification.

1. Experience

• Minimum five (5) years’ experience manufacturing or distributing robotic, non-destructive book scanning systems.

• At least three (3) installations of comparable high-volume robotic book scanners within the past five (5) years.

• At least three (3) installations in courts, law libraries, academic libraries, archives, or government institutions.

2. Regional Service Capability

• Bidder must provide on-site service support for Rochester, New York.

• Bidder must identify service personnel or authorized service providers capable of responding to service requests within three (3) business days.

• Replacement parts must be available for a minimum of seven (7) years following installation.

3. Financial Responsibility

• Bidder must demonstrate financial capacity to fulfill warranty and long-term service obligations.

B. Mandatory Requirements

1. Core Functionality

• Robotic or automated page-turning system.

• High-volume, non-destructive digitization of bound materials.

• No disbinding, cutting, or alteration of original volumes required.

2. Imaging System

• Dual high-resolution digital cameras (minimum 25 megapixels per camera).

• True optical resolution of at least 300 ppi.

• Optical-grade lenses designed for archival reproduction.

• Simultaneous dual-page capture capability.

• Capture modes must include:

o 24-bit color o 8-bit grayscale o 1-bit bitonal

3. Book Handling and Preservation

• Adjustable V-shaped book cradle.

• Book spine support mechanism.

• Glass platen (hardened safety glass or equivalent) to assist in page flattening without damaging bindings.

• Page-turning mechanism suitable for aging and archival paper.

• LED lighting system designed for archival or museum-grade materials.

4. Software and Workflow – System must include production-level software capable of:

• Batch scanning

• Workflow management

• Image processing and enhancement

• De-skewing, cropping, and de-warping

• Quality control review

• Metadata capture

• Export to network storage locations

5. File Formats – System must support export to:

The system must support export to standard archival and access file formats, including TIFF

(uncompressed), JPEG, PDF, and PDF/A, either natively or through image‑processing software (e.g., LIMB Image Processing).

6. Optical Character Recognition (“OCR”) Capability

Integrated OCR capability which is sufficient to produce searchable text files and searchable PDFs.

7. Included Equipment

• Scanner unit

• All cameras and lenses

• Controller unit

• Manufacturer-approved workstation

• Monitor and mounting hardware

• All required cables, connectors, and power cords

• All necessary software licenses for operation

V. PRICING

All pricing submitted pursuant to the solicitation shall be net f.o.b. destination unless otherwise expressly specified herein.

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. Awarded Contractor shall be solely responsible for all costs and expenses incurred in connection with the performance of such services.

Pricing shall be submitted only on, and in the format prescribed by, Exhibit A- Pricing Sheet. Bidder must provide pricing as requested in Exhibit A/Pricing Sheet.

Pricing will remain unchanged during the Initial Term.

A. Price Adjustments

Pricing shall be subject to increase as of the commencement date of each Renewal Term by the percentage equal to the lesser of: (i) the increase (or decrease) in the US City Average Index for all urban consumers for the category of all items before seasonal adjustments (“CPI”) as of three (3) months prior to the commencement date of each such Renewal Term, over the CPI monthly index from the prior year, or (ii) five percent (5%). Pricing shall thereafter remain unchanged for the balance of each such term, and shall further remain unchanged during an Extension Term.

B. Payment

Awarded Contractor shall send true and accurate invoices (see Exhibit B - Scope of Work).

Payment shall be made quarterly in arrears and shall be made upon submission by Awarded Contractor and approval by UCS of invoices satisfactory to UCS and OSC.

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

VI. BID RESPONSE DOCUMENTS

General Requirements

All documentation must be submitted on prescribed forms, without alteration. Where no form is included or specified, submissions must be single-spaced with one-inch page margins (not including attachments or financial forms) using a 12-point font. Pages should be numbered. To facilitate photocopying, do not permanently bind documents.

Bidders must submit every document listed in Sections A through F, below, as well as the documents listed in the Document Enclosure Checklist annexed as Exhibit 1 hereto. Failure to provide all documents in the manner required – including the number of requested copies - may result in disqualification of a bid response. Any changes, deletions, or additions (including the addition of supplemental terms and conditions) to this RFP or to any exhibits or appendices to this RFP, including Exhibit A / Pricing Sheet, may result in the rejection of the bid as non-responsive.

Required Proposal Documents

A. Exhibit A (Pricing Sheet)

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

Failure to do so may disqualify bidder’s response.

Information about the bidder’s pricing, including the total projected cost, shall be set forth

EXCLUSIVELY in Exhibit A. Inclusion of bidder’s pricing or other cost information in any document other than Exhibit A may disqualify bidder’s proposal.

B. Narrative Description: Organizational Capacity and Experience

• Describe the proposer’s experience manufacturing or distributing robotic, non-destructive book scanning systems.

• Describe at least five (5) installations of comparable high-volume robotic book scanners within the past five (5) years completed by the proposer.

• Describe at least three (3) installations in courts, law libraries, academic libraries, archives, or government institutions completed by the proposer.

• Indicate whether the proposed scanner is assembled in North America.

• Describe the proposer’s plan to provide on-site service support for Rochester, New York. Include an organization chart illustrating and identifying the service personnel, or authorized service providers, capable of responding to service requests within three (3) business days.

• Verify that replacement parts will be available for a minimum of seven (7) years following installation.

• Demonstrate the financial capacity and stability to fulfill warranty and long-term service obligations.

C. Narrative Description: Technical Proficiency and Performance

Proposer shall provide a detailed narrative description of the proposed system sufficient to permit full technical evaluation. Marketing materials alone are insufficient; explanatory narrative is required.

Diagrams, photographs, and technical specification sheets are encouraged.

• Robotic Page-Turning and Preservation

Describe:

• The robotic or automated page-turning mechanism, including page detection and misfeed prevention.

• Typical operator intervention required during production.

• Cradle design, adjustability, and spine support.

• Page-flattening method (e.g., glass platen specifications).

• Maximum cradle opening angle.

• Handling of fragile, aging, or tightly bound appellate records.

• Lighting specifications, confirming no UV or IR emission and no excessive heat.

• Imaging System and Image Quality

Provide:

• Camera make/model and megapixels (per camera).

• Lens specifications.

• True optical resolution (ppi).

• Supported capture modes (24-bit color, 8-bit grayscale, 1-bit bitonal).

• Image correction features (e.g., deskew, cropping, dewarping).

• Methods used to maintain image quality during sustained production.

• OCR Capability

Describe:

• OCR engine and integration within workflow.

• Typical OCR accuracy rates for printed legal materials.

• Searchable PDF/text output capability.

If OCR licensing limits apply (e.g., monthly page caps), such limits must be clearly disclosed.

Pricing for additional capacity must be provided on Exhibit A/Pricing Sheet.

• Workflow and Software

Describe:

• Batch scanning and workflow management features.

• Metadata capture capabilities.

• Quality control tools.

• Export formats (TIFF, JPEG, PDF, PDF/A).

• Database architecture (if applicable).

• Network integration capabilities.

• Production Throughput

Provide:

• Maximum rated throughput (pages per hour).

• Typical throughput under real-world conditions.

• Assumptions under which maximum throughput is achieved.

• Performance in comparable institutional environments.

• Physical Capacity and System Specifications

Clearly identify:

• Maximum supported book dimensions (height × width).

• Maximum supported book thickness.

• Maximum cradle opening angle.

• System footprint and electrical requirements.

• Included Equipment

Provide a complete itemization of all equipment included in the base system price, including:

• Scanner unit

• Cameras and lenses

• Controller unit

• Manufacturer-approved workstation (specifications required)

• Monitor(s) and mounting hardware

• Adjustable table/support structure (if applicable)

• All required cables, connectors, and power cords

• All software licenses necessary for full operation

Identify any components or licenses required for full functionality that are not included in the base system price.

D. Narrative Description: Preservation and Material Protection

• Cradle and Spine Protection

Describe:

• Cradle design and adjustability.

• Spine support mechanisms.

• Maximum cradle opening angle.

• How the system minimizes stress on bindings during scanning.

• Suitability for tightly bound or brittle volumes.

• Page Handling and Turning

Describe:

• Page-turning method and level of mechanical contact with materials.

• Handling of thin, brittle, or aging paper.

• Measures to prevent tearing, double-feeds, or edge damage.

• Typical rate of operator intervention for fragile materials.

• Page Flattening Method

Describe:

• Glass platen or alternative flattening mechanism.

• Glass specifications (e.g., thickness, coating, pressure characteristics), if applicable.

• How flattening is achieved without damaging bindings or paper.

• Lighting and Environmental Protection

Describe:

• Lighting type and configuration.

• Confirmation that lighting system does not emit ultraviolet (UV) or infrared (IR) radiation.

• Measures taken to prevent heat exposure.

• Archival or museum-grade standards met.

• Risk Mitigation and Quality Assurance

Describe:

• Procedures to prevent material damage during operation.

• Operator controls or safeguards.

• Training provided to staff for handling archival materials.

• Any prior experience digitizing archival, legal, or historical collections.

E. Narrative Description: Service, Support, and Implementation

Proposer shall provide a detailed description of its service model, support structure, and implementation plan that is sufficient to permit evaluation of operational risk and long-term reliability. A narrative explanation is required. At a minimum, the proposal must address the following:

• Service and Maintenance Support

Describe:

• Location of service personnel supporting Rochester, New York.

• Guaranteed response times for remote and on-site service.

• Process for initiating and tracking service requests.

• Availability and sourcing of replacement parts.

• Preventive maintenance recommendations and schedule.

• Software update and upgrade policy.

• Confirmation of the availability of replacement parts for a minimum of seven (7) years following installation.

• Warranty Coverage

Provide a clear description of:

• Base warranty coverage (minimum one-year comprehensive warranty required); What is included (parts, labor, software, travel, etc.); Any exclusions or limitations.

• If applicable, describe optional pricing for an additional one (1) year warranty. Must be a minimum of parts-only coverage. Must be identified separately on Exhibit A – Pricing

Sheet; if noted $0 or left blank, it will be considered included and no cost; if noted with

N/A, it will be considered not available.

• Delivery and Installation

Describe:

• Delivery terms (e.g., dock delivery, inside delivery).

• Site preparation requirements.

• Installation process and timeline.

• System calibration procedures.

• Coordination requirements with court personnel.

Proposer must identify all conditions necessary for the system to be fully operational upon installation.

• Training

Describe:

• On-site training plan and duration.

• Training format (hands-on, classroom, hybrid).

• Training materials provided.

• Number of staff included in base training.

• Availability and cost of additional training, if applicable.

• Implementation Timeline

Provide a proposed timeline for contract award through:

• Delivery

• Installation

• Training

• System acceptance

Identify any dependencies or conditions that could affect the schedule.

F. NYS Bid Forms

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 RFP.

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 VendRep Enrollment. 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 RFP. Bidders’ authorized signature of the RFP 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.

New York State Vendor File Registration

Prior to being awarded a contract pursuant to this RFP, 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 RFP.

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: Vendor File.

Electronic Payments

All vendors doing business with New York State are required to be registered in the Statewide Financial

System (“SFS”) and have an active Supplier ID. Vendors may receive payments via check or 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 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?& electronically (Automated Clearing House, “ACH”). Vendors who wish to receive payments electronically (ePayment) should ensure their banking information is entered and up to date in the Vendor

Self-Service Portal. ePayment – New York State’s electronic payment program for vendors, ensures faster and more secure payment processing. 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.

Proof of Insurance

Bidder must provide together with its Proposal all documentation required pursuant to Article IX, “Insurance Requirements.”

VII. BID SUBMISSION PROCEDURES

Proposals must be received by UCS by the date and time indicated as the Bid Submission Deadline Date. UCS may disqualify proposals received after the Bid Submission Deadline Date for lateness.

a. Submission of Proposals

Applicants must submit their proposals by hand delivery or mail. Only one (1) signed, hard copy original complete proposal is required. Proposals will not be accepted electronically or by fax.

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: Alina Zielinski

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 Alina Zielinski”

“Sealed Application - Do not open”

“RFP # OCA-DGCP-069R Robotic Book Scanning System, AD4, Law Library

– Due September 1, 2026 at 2:00PM Eastern”

b. Submission Deadline

Applications must arrive at the address above by no later than Tuesday, September 1, 2026 at 2:00PM Eastern.

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/proposals 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.

mailto:helpdesk@sfs.ny.gov

c. 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 RFP # OCA-DGCP-069R.”

Amended proposals must be signed by an individual who is duly authorized to amend the bidder’s original proposal. Amended proposals must be submitted in the same manner as original proposals described herein.

Amended proposals received by UCS after the Bid Submission Deadline Date will be rejected for lateness.

d. Withdrawal of Proposal Prior to Bid Submission Deadline Date

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.

e. Bidder Confidential/Proprietary Information

If applicable, bidders must 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.

f. No-Bids

Bidders deciding not to answer this RFP are requested to send a no-bid letter to OCA, Attn: Alina Zielinski, Assistant Court Analyst NYS Unified Court System, Division of Grants, Contracts and Procurement, 2500 Pond

View, Suite 104, Castleton-on-Hudson, NY 12033. The envelope must be clearly marked in the lower left corner as follows: RFP # OCA-DGCP-069R. No-bid letters may alternatively be sent by email to

AZielins@nycourts.gov. Please indicate in “Subject” field: RFP # OCA-DGCP-069R – No-Bid.

VIII. QUESTIONS

Any and all questions applicants may have in connection with this RFP are to be directed by email only to:

Alina Zielinski

Assistant Court Analyst

AZielins@nycourts.gov

Please indicate in “Subject” field: RFP # OCA-DGCP-069R Robotic Book Scanning System, AD4, Law

Library Question(s)

The deadline to submit questions is Tuesday, August 11, 2026, 2026 at 2:00PM Eastern. No questions will be entertained after this deadline. A written Questions & Answers (“Q&A”) listing all questions received and their answers will be posted on the UCS website at https://www.nycourts.gov/grants-contracts-procurement/current-solicitations in the Additional Documents sections for the appropriate solicitation and emailed to the applicants list promptly after this deadline.

IMPORTANT: Contact by any prospective applicant, or any representative thereof, with any other personnel of the UCS in connection with this RFP may violate the Procurement Lobbying Act of 2005 (see Attachment IV), will jeopardize the respective applicant's standing and may cause rejection of its proposal.

IX. PRE-BID CONFERENCE

A pre-bid conference will not be held.

X. GENERAL BID REQUIREMENTS

Online RFP Package: Disclaimer

Bidders accessing any UCS/OCA solicitations and related documents from the New York State UCS website https://www.nycourts.gov/grants-contracts-procurement/current-solicitations 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 Bid Submission Deadline Date, to ensure their knowledge of any amendments, addenda, modifications or other information affecting the solicitation or bid documents in question.

Binding Nature of Bid/Proposal on Bidders

All bids/proposals shall remain binding on bidders until such time as a contract awarded under this RFP is approved by OSC and executed by UCS, unless a bidder receives approval to withdraw its bid/proposal in accordance with this RFP.

Estimated Quantities

Any quantities specified in this RFP 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 an awarded contract.

UCS’s Reserved Rights to Reject Proposals, Set Aside Awards, and Withdraw the RFP

UCS reserves the right to reject any or all proposals submitted in response to this RFP. In addition, UCS may reject any bids/proposals from any bidder:

i. Who is in arrears to the State of New York upon any debt or performance of any contract;

ii. Who has previously defaulted on any contractual obligations (as contracting party, surety or otherwise) or on any obligation to the State of New York;

iii. Who has been declared not responsible or disqualified by any agency of the State of New York;

iv. Who has any proceeding pending against it relating to the responsibility or qualification of the bidder to receive public contracts;

v. Whose proposal is incomplete or otherwise non-responsive in any material respect;

vi. Who is found to be non-responsible based on any of the criteria specified in the paragraph headed

“Responsible Bidder;”

vii. 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 RFP;

viii. Who does not provide references in accordance with the RFP specifications, or whose references report significant failure to comply with specifications;

ix. Who is otherwise, in the opinion of OCA, unable to meet specifications; or

x. Whose conduct or proposal fails to conform to the requirements of the RFP.

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 bidder with the next highest composite score to enter into negotiations for purposes of executing a contract.

UCS reserves the right to withdraw the RFP at any time, in UCS’s sole discretion.

Responsible Bidder

A bidder’s responsibility is determined in accordance with, but not limited to, references, past performance history, financial stability, the bidder’s responses to Attachment III-Vendor Responsibility Questionnaire, as well as any other criteria necessary and reasonable to establish the bidder’s responsibility.

Clarification/Correction of Bids/Proposals

In addition to any rights articulated elsewhere in this RFP, 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 RFP. This clarifying information, if required 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. UCS may also use proposal information obtained through site visits, management interviews, and UCS’s investigation of a bidder’s qualifications, experience, ability, or financial standing in the course of evaluation or selection under the RFP. Nothing in the foregoing shall mean or imply that it is obligatory upon UCS to seek or allow clarifications or corrections as provided for herein.

Minor Bid Irregularities

Provided the same will not materially benefit or disadvantage any particular bidder or substantially alter the requirements of this RFP, UCS may: (i) waive technicalities; (ii) waive minor irregularities, omissions or incompletions in the RFP or a bid response; (iii) waive any RFP 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 RFP in whole or in part and negotiate contract terms and conditions with the successful bidder to meet

UCS requirements consistent with such award.

Unified Court System Self-Insurance

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

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 court personnel.

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. No special accommodations can or will be made by court staff with respect to security measures, access, or parking.

Implied Requirements

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

Silence of the Specifications

The apparent silence of the specifications contained as part of this RFP 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.

XI. CONTRACT TERMS AND REQUIREMENTS

Subject to Section 5.2.1 above, the terms and conditions set forth below, along with those set forth in Appendix

A – Standard Clauses for UCS Contracts (see Attachment I), are binding on and incorporated in the RFP, the

Bidder’s proposal, and the contract that results from the RFP. UCS reserves the right to negotiate and incorporate additional terms and conditions in the contract that results from the RFP.

Compliance with Laws

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, HIPAA regulations and requirements, prior to and during the provision of all services under the contract resulting from this RFP (as used in this Section IX, “Contract”).

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 Contractor by UCS, including information about UCS systems, or which may be otherwise encountered by 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 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 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 Information Technology Services1 or other similar protocols as approved by UCS and distributed to the 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.

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 RFP 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…