RFP 069R QA_ADA.pdf

RFP# OCA-DGCP-069R

Robotic Book Scanning System, Fourth Appellate Department, Law Library

OCA-DGCP-069R:

Robotic Book Scanning System, Fourth Appellate Department, Law Library

Request for Proposals

Questions and Responses

The New York State Unified Court System (UCS) thanks the vendors that submitted the questions below concerning OCA-DGCP-069R Robotic Book Scanning System, Fourth

Appellate Department, Law Library issued on Friday July 31, 2026.

Question #1:

What is the bid due date?

UCS Response:

The submission due date is September 11, 2026 at 2:00PM Eastern.

Question#2:

Can you provide information regarding how many contractors/subcontractors are currently bidding on these scopes (if available)?

UCS Response:

There were 22 organizations directly emailed this RFP. It was also posted to the NYS Contract Reporter, and posted to the NYS UCS Current Solicitations website.

Question #3:

What is the process for the submission of bid?

UCS Response:

Please reference VII. Bid Submission Procedures in the RFP to ensure that the proposal sent in meets all requirements

Question #4:

Do you have any other projects for bid regarding these scopes that you can also share?

UCS Response:

We currently do not have any other procurement opportunities with similar scopes. We encourage you to check our Current Solicitation webpage (https://www.nycourts.gov/grants-contracts-procurement/current-solicitations) and the New York State Contract Reporter website (https://www.nyscr.ny.gov) to stay updated on any upcoming bids.

Question #5:

Can you send the plans/drawings?

UCS Response:

This RFP is 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. There are no plans or drawings. Please see Exhibit B (Scope of Work) for details.

Question #6:

What are the quantities?

UCS Response:

UCS is seeking one (1) high-speed, robotic, non-destructive book scanning system.

Question #7:

I assume this 2nd invitation means, that the first round didn't work out well? May I ask what was not satisfying in the first approach? We participated through a US partner as he could fulfil the requirements of local certificates and registrations. But it seems, his offer wasn't good.

I will evaluate if we as an Austrian Company (non-US company) can directly participate to the tender, or about what is need to allow us the participation.

UCS Response:

The mandatory requirements have changed which is the reason this RFP has been reissued.

Refer to Article IV (Minimum Qualifications and Mandatory Requirements) and Exhibit D (Bidder Certification to Meeting Minimum Qualifications and Mandatory Requirements) for the qualifications required to be considered a qualified vendor.

Question #8:

The specifications require a system with dual high-resolution digital cameras (minimum 25 megapixels per camera). Would the Unified Court System consider a scanning system that utilizes a high-resolution CCD line sensor array in lieu of dual area cameras, provided the system meets or exceeds the required image quality, optical resolution, archival preservation, and production performance requirements?

UCS Response:

Proposals submitted with alternative options will be considered as long as they meet the mandatory requirements and minimum qualifications.

Question #9:

Is it possible for a non-US company to participate to this bid, by having a certified local partner, responsible (as sub-contractor) for the local support.

UCS Response:

Yes. A non-US company may participate in this solicitation provided all minimum qualifications and mandatory requirements are met and the bidder is authorized to conduct business in New York State. Subcontractors may be used for local service support, subject to UCS approval, and the prime contractor remains fully responsible for all contract performance. Refer to Article X (General Bid Requirements) and Article XI (Contract Terms and Requirements) for subcontractor restrictions and responsibilities.

Question #10:

Is it mandatory for a non-US company to already have a NYS vendor ID or to be already registered in the NYS vendor register? Or is this possible to initiate this process once awarded?

UCS Response:

The bidder must be registered to conduct business in New York State, however, registering to receive a NYS vendor ID can be completed once awarded.

Question #11:

What is your definition of Robotic when you say “ The Robotic or Automated page-turning mechanism” we understand Automated page-turning, but what is your definition of Robotic.

The RFP uses the term “robotic or automated” to allow both fully robotic page-turning systems and automated mechanical page-turning mechanisms. “Robotic” refers to an automated, repeatable, mechanical system capable of turning pages without manual intervention, designed to support high-volume, non-destructive scanning as outlined in Exhibit B (Scope of Work). Both robotic and automated mechanisms are acceptable so long as they meet all mandatory requirements for safe handling, preservation, and sustained production-level digitization.

Question #12:

What size are the bound appellate court records that you going to be scanning and what is the largest book? Height/Width/Thickness

UCS Response:

The system must safely accommodate bindings (book thickness) up to four inches, page widths up to ten inches and page heights up to 14 inches; minimum page widths of five inches and page heights of seven inches. The system should accommodate books weighing up to 10 pounds and paper weights from 16 lb.-80 lb.

Question #13:

When you state “Glass Platen to assist in page flattening without damaging bindings” does the glass need to be removable so you can scan with or without glass?

UCS Response:

The RFP requires the system to include a glass platen (hardened safety glass or equivalent) to assist with page flattening without damaging bindings. The RFP does not mandate that the platen be removable; however, proposers may describe removable or adjustable designs in their technical narrative if such designs support preservation, accommodate fragile materials, and meet mandatory requirements.

Question #14:

When you state “Payment shall be made quarterly in arrears and shall be made upon submission by Awarded Contractor and approval by UCS of invoices satisfaction to UCS and OSC” What does this mean? Will you accept net/45 payment after installation and approval of the scanner.

No answer here?

Question #15:

What are the metadata capture elements required, please elaborate.

UCS Response:

The RFP requires production-level software capable of metadata capture; however, it does not prescribe specific metadata fields. Proposers should describe the metadata elements their system can capture (e.g., title, author, page number, scan date, operator ID, batch identifiers) and explain how metadata integrates into workflow management, quality control, OCR output, and export formats. See Article IV, Mandatory Requirements #4 (Software and Workflow).

The

Question #16:

What hours are you open for installation and training. How many operators will be trained?

UCS Response:

Installation and training will occur during the Appellate Division, Fourth Department Law Library’s standard operating hours 9:00AM to 5:00PM Eastern with the exception of state holidays.