OCA-DGCP-069R Robotic Book Scanning System

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
NYS OFFICE OF COURT ADMINISTRATION
Division of Grants, Contracts and Procurement
JUDICIARY 2500 Pond View, Suite 104
Castleton-on-Hudson, NY 12033
REQUEST FOR PROPOSALS
Direct Inquiries to: Alina Zielinski
E-mail: AZielins@nycourts.gov
(This is not an order)
PROPOSAL MUST BE MADE ON THIS SHEET
OR AS OTHERWISE SPECIFIED
Price to include delivery to (describe exact location and method of
delivery) All prices to be net and inclusive of all services
RFP Number: OCA-DGCP-069R specified herein unless otherwise specified.
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
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 3) Sign the bid. The bid must be completed in the name of the bidder
Courts, sealed bids for furnishing the item(s) in this Request for Proposals (corporate or other) and must be fully and properly executed by an
will be received at the above address. When submitting a bid, you must: authorized person.
1) Complete this form in its entirety using ink or typewriter and return 4) INDICATE THE BID NUMBER, THE BID OPENING DATE AND
with all other documents. TIME ON THE ENVELOPE CONTAINING THE SEALED BID.
2) Explain any deviations or qualifications if your bid deviates from the 5) Mail or hand-deliver the bid to the above agency address in sufficient
specifications. If necessary, attach a separate sheet setting forth such time for it to be received before the specified bid opening. LATE BIDS
explanations. 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:
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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
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
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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
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)
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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
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:
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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
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
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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
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
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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
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.
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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
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
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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
* 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 imageprocessing 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
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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
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
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