Unified Court System, NYS — Division of Grants, Contracts & ProcurementIssuing agency·New York·via the nyscr.ny.gov statewide procurement bulletinWe post new it & software opportunities in New York as agencies publish them. Get them in one email — free, and unsubscribe whenever.
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
• 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
Source: New York State Contract Reporter (CR# 2137672), retrieved via the nyscr.ny.gov statewide procurement bulletin. View the official posting , always confirm requirements and deadlines with the issuing agency.
