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

1. Overview The selected Vendor shall provide all labor, materials, equipment, software, and services necessary for the purchase, delivery, installation, configuration, calibration, testing, and commissioning of one (1) high-speed, robotic, non-destructive book scanning system for the Appellate Division, Fourth Judicial Department Law Library in Rochester, New York. The system will support digitization of bound appellate court records and other legal materials, including fragile and archival documents. Preservation of original materials is a critical requirement. 2. Project Requirements The Vendor shall provide a fully integrated, production-ready scanning solution, including: • High-speed, non-destructive book scanning hardware • Associated control and image processing software • OCR (Optical Character Recognition) capabilities and licensing • Installation, configuration, and calibration services • On-site training for designated staff • Warranty and ongoing support services 3. Delivery, Installation, and Commissioning 3.1 Delivery The Vendor shall: • Deliver the system to the Law Library, Appellate Division, Fourth Judicial Department, Rochester, NY • Coordinate delivery with designated court personnel • Clearly define delivery terms (e.g., dock delivery, inside delivery, white-glove service) • Ensure appropriate packaging and handling to protect sensitive equipment • Account for seasonal and environmental conditions during transport and delivery 3.2 Installation and Configuration The Vendor shall: • Assemble, install, and fully configure the system on-site Install and configure all required software, including OCR components • Integrate hardware and software into a fully functional system • Ensure all components are properly connected, configured, and optimized 3.3 Calibration and Testing The Vendor shall: • Calibrate the system for production-level scanning • Perform comprehensive system testing to verify functionality • Conduct production-readiness testing using sample materials • Ensure image quality meets industry standards for archival digitization • Verify non-destructive handling of bound and fragile materials 3.4 Commissioning The system shall be placed into operational service only after successful completion of installation, calibration, and testing. 4. Training The Vendor shall provide comprehensive on-site training for designated Law Library staff, including: A. Minimum of two (2) to three (3) days of on-site training B. Operation of scanning hardware C. Safe handling of fragile and archival legal materials D. Software operation and workflow management E. OCR processing and output management F. Basic troubleshooting and routine maintenance procedures The Vendor shall also provide: • User manuals and technical documentation (print and/or digital) • Training materials and reference guides 5. Software and Licensing The Vendor shall: • Provide all necessary software required for operation of the scanning system • Configure software for production use • Clearly define OCR capabilities and limitations • Disclose all OCR licensing terms, including: o Any usage caps, page limits, or subscription requirements o Ongoing licensing costs, if applicable • Ensure all software licenses are compliant with applicable laws and transferable to the Office of Court Administration 6. Acceptance Final system acceptance will occur upon completion of all requirements and verification by the Appellate Division, including: • Successful delivery and installation • Full system configuration and operational readiness • Demonstration of required functionality • Verification of image quality and OCR performance • Confirmation of non-destructive scanning capability • Completion of required training 7. Warranty 7.1 Base Warranty The Vendor shall provide: • A minimum one (1) year comprehensive warranty covering parts, labor, and software • Warranty commencement upon final system acceptance • Remote technical support during the warranty period 7.2 Optional Extended Warranty The Vendor must: • Provide pricing for an optional additional one (1) year warranty (parts-only at minimum) • Clearly itemize optional warranty pricing • Ensure pricing remains valid for a minimum of 120 days from proposal submission 8. Maintenance and Support Given the critical public service function of the Law Library, the Vendor shall: • Provide access to qualified service technicians capable of servicing equipment in Rochester, NY • Specify guaranteed response times for: o Remote support o On-site service • Provide preventive maintenance recommendations and schedules 9. Deliverables The Vendor shall provide, at minimum: • Fully installed and operational scanning system • Configured software and OCR functionality • Training completion • Documentation and user manuals • Warranty documentation • Service and support contact information 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. 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” Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None