RFB #OCA-DGCP-072 - ISSUED 05/26/2026

RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
CONTENTS
DOCUMENT ENCLOSURE CHECKLIST
BID CONTENTS
Article Subject
I. OVERVIEW
II. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS
III. AWARD
IV. PRICING
V. BID RESPONSE DOCUMENTS
VI. BID SUBMISSION PROCEDURES
VII. GENERAL BID REQUIREMENTS
VIII. CONTRACT TERMS AND REQUIREMENTS
Attachments
Attachment I: Standard Request for Bid Clauses & Forms
Attachment III: Vendor Responsibility Questionnaire
Attachment IV: Procurement Lobbying forms
Exhibits
Exhibit A: Pricing Sheet
Exhibit B: Scope of Work
Exhibit C: Vendor Assurance and Conflict-of-Interest Disclosure Template
Exhibit D: References
Exhibit E: Appendix B
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
BIDDER'S RESPONSE DOCUMENT ENCLOSURE CHECKLIST
The following forms must be fully executed, completed, 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
Completed and Signed Document Enclosure Checklist
UCS Request for Bid/Proposal Form and complete bid response with original signature
Exhibit C - Vendor Assurance and Conflict-of-Interest Disclosure Template
Exhibit D - References
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 for Awarded Contractor" 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 Request for Bids ("RFB").
One (1) complete photocopy of original bid response (in addition to the original signature copy of the bid
response)
Proprietary information in separate folder from bid response, if applicable
In addition, bidder shall provide:
Narrative Description
Bidders' contact information and verification of the submission of all documents required (Items 5 and 6,
below)
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.
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
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 RFB or to any exhibits or appendices to this RFB,
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 RFB will form the basis of the contract with the Awarded
Contractor (such term 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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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
I. OVERVIEW
The New York State Unified Court System ("UCS"), Office of Court Administration ("OCA") is soliciting
sealed bids to purchase a microfiche digitization system. Rental, lease, lease-to-own, or any other non-purchase
pricing models for the equipment itself will not be considered and will be deemed non-responsive.
The Contractor shall furnish, deliver, install, and support a high-performance microfiche scanning system
capable of high-volume digitization, image processing, and optical character recognition ("OCR"). The system
shall include all hardware, software, accessories, and services necessary for full operational deployment. The
microfiche digitization system will be located at the address below.
Kings County Clerk's Office
360 Adams Street
Brooklyn, New York 11201
*** See EXHIBIT B, SCOPE OF WORK for detailed specifications. ***
Key Bid Dates (Note: OCA reserves the right to modify any Key Bid Date as it may deem appropriate.)
EVENT DATE
Bid Issue Date Tuesday, May 26, 2026
Question Due Date Monday, June 8, 2026 at 2:00PM Eastern
Bid Submission Deadline Date Monday, June 22, 2026 at 2:00PM Eastern
Estimated Contract Start Date August 1, 2026
Designated Contact
The designated contact for this RFB is:
Kyle Cunningham
kccunnin@nycourts.gov
Questions
IMPORTANT: All questions regarding this RFB must be submitted in writing by email and directed solely to
the attention of the above designated contact person. Please indicate in "Subject" field: "RFB# OCA-DGCP-072
- Question(s)." Contact by any prospective bidder, or any representative thereof, with any other personnel of the
UCS in connection with this RFB may violate the Procurement Lobbying Act of 2005 (see Attachment IV), will
jeopardize the respective bidder's standing and may cause rejection of its proposal.
The deadline to submit questions is June 8, 2026, at 2:00PM Eastern. A written response to all submitted questions
in the form of a Questions & Answers ("Q&A") sheet will be posted on the UCS website at
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
https://publicredesign2025prod.prod.acquia-sites.com/grants-contracts-procurement/current-solicitations under
RFB# OCA-DGCP-072 shortly thereafter.
Pre-Bid Conference
There is no pre-bid conference for this RFB.
II. MINIMUM QUALIFICATIONS AND MANDATORY REQUIREMENTS
Minimum Qualifications
Applications will be considered only from Bidders who meet the following minimum qualifications:
1. The Bidder must have a minimum of three (3) years of experience providing high-volume microfiche or
microfilm digitization equipment and related services.
III. AWARD
Term of Award
UCS will award a single contract ("Contract") to the successful bidder ("Awarded Contractor") for a one-year
term. OCA reserves the right to extend such Contract up to one-year upon the same terms, conditions, and pricing.
The Contract and any subsequent extensions are subject to the approval of the NYS Attorney General and the
NYS Comptroller.
Method of Award
A Contract will be awarded to the lowest dollar cost, responsible bidder determined to be in compliance with this
RFB and specifications. Lowest dollar cost is defined as the lowest grand total cost of all estimated services to
be performed for the Initial Term, as indicated by bidders in the Exhibit A/Pricing Sheet.
Tie Result
In the event that the lowest dollar cost, responsible bid is a tied result between two or more bidders, UCS reserves
the right to make the award to the first bid received as indicated by date and time affixed to the bid at the time of
receipt.
Bid Protest Procedure
The bid protest procedures for this RFB may be found in Attachment I.
IV. PRICING
Bid Submission
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 provision of
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
the goods and services set forth herein. Awarded Contractor shall be solely responsible for all costs and expenses
incurred in connection with the provision of such goods and services.
Pricing shall be submitted only on, and in the format prescribed by, Exhibit A/Pricing Sheet. Bidder must quote
pricing on a price per unit basis and compute all price extensions listed in Exhibit A/Pricing Sheet. In the event
of a bidder's miscalculation, the unit price will prevail. UCS reserves the right to make mathematical corrections
based on unit price(s.) Pricing in the awarded contract for amounts in increments not equal to pricing units
indicated in the Pricing Sheet will be prorated accordingly. Please note that UCS is a tax-exempt governmental
entity.
Please note that UCS is a tax-exempt governmental entity.
Awarded Contractor's Bid Submission Pricing
Awarded Contractor's bid submission will establish the Premium Rate, which shall remain unchanged during
the Contract's Initial Term.
Payment
Awarded Contractor shall send true and accurate invoices by email to such person or email address as
UCS/OCA shall designate. Account billings must give an accurate breakdown of Group Enrollees (active or
retired members) receiving coverage under the Plan.
Payment shall be made within thirty (30) days of receipt and approval by UCS of invoices satisfactory to UCS
and OSC.
Payment for goods delivered/services performed under the Contract shall be conditioned upon the acceptance and
approval of such items/services, such that it is sufficiently complete in accordance with the RFB specifications
and so that UCS can utilize the goods/services for its intended purpose.
V. BID RESPONSE DOCUMENTS
General Requirements
All documentation must be submitted on prescribed forms, without alteration. To facilitate photocopying, do not
permanently bind documents.
Bidders must submit every document listed in sections A, B, and C below. Failure to provide all documents in
the manner required may result in disqualification of a bid response. Any changes, deletions, or additions
(including the addition of supplemental terms and conditions) to this RFB or to any exhibits or appendices to
this RFB, including Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive.
A. Required Bid Documents
1. Narrative Description
A brief overview of the firm, including years in operation and core business activities relevant to
microform digitization.
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
A description of the Bidder's experience providing production-level microfiche or microfilm scanning
systems, including the scale and scope of services performed.
Specific examples of comparable projects completed within the past five (5) years, identifying:
Client type (e.g., government, court system, academic institution, or commercial entity)
Equipment and software provided
Volume and complexity of digitization work supported
Services performed (e.g., installation, training, maintenance, and support)
A summary of the Bidder's technical capabilities, including expertise in high-speed scanning,
image processing, and OCR technologies.
A description of the Bidder's service and support infrastructure, including availability of
technical support, maintenance services, and geographic coverage.
2. Exhibit A (Pricing Sheet)
Exhibit A / Pricing Sheet must be completed, fully executed, and included in Bidder's proposal. Failure
to do so may disqualify Bidder's response.
3. Bidder Contact Information
Bidder shall designate in section 5 of the Document Enclosure Checklist a person as primary contact for
all questions OCA may have regarding Bidder's bid response.
4. Exhibit D (References)
Each Bidder must submit three (3) references, other than UCS, by completing Exhibit D. The references
must be clients/organizations for whom the Bidder has provided similar services at any time during the
past three (3) years.
Note: Bidders will not be penalized if a primary contact or alternate contact declines to respond to a request
for references.
B. NYS Bid Forms
1. 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 solicitation.
2. 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
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
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
https://onlineservices.osc.state.ny.us/Enrollment/login?1. 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 RFB. Bidders' authorized signature of the RFB 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.
3. New York State Vendor File Registration
Prior to being awarded a Contract pursuant to this RFB, 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 RFB.
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:
https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.
GBL?&.
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
4. Electronic Payments
The Awarded Contractor will be required to receive contract payments electronically. If the Awarded
Contractor is not currently receiving electronic payments, it will need to enroll in ePayment - New
York State's electronic payment program for vendors. To do so, vendors need to log onto the Vendor
Self-Service Portal and enter their bank account information. ePayments will ensure you are receiving
payments faster and in a more secure manner. 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.
5. Proof of Insurance
Bidder must provide together with its bid response all documentation required pursuant to Article VIII,
"Insurance Requirements for Awarded Contractor."
C. ADDITIONAL BID DOCUMENTS
1. Financial Stability
Upon request by UCS, bidder shall provide its audited financial statements prepared in accordance with
GAAP-Generally Accepted Accounting Principles for the past three (3) consecutive years and a copy
of its last three (3) annual reports.
VI. BID SUBMISSION PROCEDURES
Failure to seal and mark the bid as prescribed may result in non-delivery and/or rejection of the bid. Please note
that bids must be received by the above-named OCA-designated person by Monday, June 22, 2026 at 2:00 PM
Eastern (the "Bid Submission Deadline Date"). 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 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.
Packaging, Identifying and Delivering of Bids/Proposals
Vendors must submit their bids by hand delivery or mail and must include the original complete proposal and one
(1) hard copy of the original complete proposal. Proposals will not be accepted electronically or by fax.
Bids/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: Kyle Cunningham
All envelopes/cartons must also be labeled on the outside with the following information on two sides, visible to
the designated contact upon receipt:
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RFB #OCA-DGCP-072 Microfiche Digitization System - Equipment, Software, Installation, and Support
BID ISSUANCE DATE: May 26, 2026 BID DUE DATE AND TIME: June 22, 2026 at 2:00PM Eastern
Deliver immediately to Kyle Cunningham
Sealed bid - Do not open
RFB# OCA-DGCP-072 due June 22, 2026 at 2:00PM Eastern.
Failure to seal and mark the bid/proposal as prescribed may result in non-delivery and/or rejection of the
bid/proposal.
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 RFB # OCA-DGCP-072."
Amended proposals must be signed by an individual who is duly authorized to amend the bidder's original
proposal. Amended proposals should 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.
Withdrawal of Proposal Prior to Submission Deadline
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.
Bidder Confidential/Proprietary Information
If applicable, Bidders should 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.
No-Bids
Bidders are requested to send a no-bid letter to OCA, Attn: Kyle Cunningham, at the above address, should they
decide not to answer this solicitation. The envelope shall be clearly marked in the lower left corner as follows:
RFB# OCA-DGCP-072. No-bid letters may be sent by email to Kyle Cunningham. Please indicate in "Subject"
field: RFB# OCA-DGCP-072 - No-Bid.
VII. GENERAL BID REQUIREMENTS
The terms and conditions set forth below are binding on, and incorporated into this RFB, the Bidder's proposal,
and any contract resulting from this RFB.
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. Court staff cannot modify security measures, access protocols, or parking
restrictions to facilitate Awarded Contractor's entrance to or egress from court facilities unless required to do so
by law.
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