OCR-Enabled Scanning & Secure Shredding for K-12 Records

REQUEST FOR PROPOSALS (RFP)

Document Scanning, Digitization, and Secure Shredding Services School City of East Chicago

1. INTRODUCTION

The School City of East Chicago ("District") invites qualified vendors to submit sealed proposals to provide comprehensive document scanning, digitization, indexing, records management conversion, and secure shredding services. The purpose of this RFP is to convert existing physical records into a secure, searchable digital format while ensuring compliance with applicable federal and Indiana records retention laws. The selected vendor shall provide a turnkey solution including all labor, equipment, materials, transportation, supervision, and secure destruction services. The District does not have internal manpower available to assist with preparation, boxing, scanning, indexing, or shredding.

2. PROJECT OBJECTIVES

The District seeks to: Digitize archived personnel, student, financial, and administrative records Implement searchable, OCR-enabled digital files Establish an organized electronic records structure Reduce physical storage volume Securely shred eligible records in compliance with retention schedules Ensure FERPA‑compliant handling of student records

3. PROJECT SCOPE

The project consists of scanning, indexing, quality control, digital delivery, and secure shredding of approximately: 600–650 banker boxes, bins, and equivalent storage units 5 lateral file cabinets (5 drawers each) 12 vertical filing cabinets (4 drawers each) Multiple oversized and specialty storage containers Records are located primarily in: Administration Building (Gym – Old Locker Room and Adjacent Areas) Special Education Main Office and Storage Areas A detailed inventory is attached as Appendix A – Project Scope & Inventory .

4. REQUIRED SERVICES

A. Document Preparation Removal of staples, clips, bindings Repair of torn pages (if required) Sorting and batching Labeling and tracking B. Scanning & Digitization Minimum 300 DPI resolution OCR‑enabled searchable PDFs Metadata tagging (department, year, file type) Indexed file hierarchy approved by District Quality assurance procedures C. Data Delivery Secure electronic format (PDF or agreed format) External hard drive and/or secure cloud access Structured folder architecture Backup copy provided Documentation of indexing methodology D. Secure Shredding NAID‑certified shredding preferred Certificate of Destruction required Secure chain‑of‑custody documentation On‑site shredding preferred where feasible E. Compliance & Security Vendor must demonstrate compliance with:

FERPA

HIPAA (where applicable) Indiana public records retention laws Data security best practices Background screening of assigned personnel

5. VENDOR QUALIFICATIONS

Vendors must provide: Company overview and history Experience with K–12 public school districts References (minimum of three public sector clients) Proof of insurance (General Liability, Workers Compensation, Cyber Liability) Certifications (NAID, ISO, or other applicable standards) Description of staffing model

6. PROPOSAL REQUIREMENTS

Proposals must include: A. Executive Summary Overview of proposed approach and qualifications. B. Technical Approach Workflow description Scanning methodology Indexing strategy Quality control process Security protocols Timeline for completion C. Pricing Proposal Provide detailed pricing including: Per box scanning cost Per cabinet scanning cost Per image cost (if applicable) OCR and indexing fees Labor and preparation fees Transportation fees (if off‑site) Secure shredding cost (per pound or per box) Any optional services All pricing must clearly identify: Fixed vs. variable costs Minimum volume requirements Additional or contingency fees D. Project Timeline Provide a detailed timeline from contract execution through project completion.

7. EVALUATION CRITERIA

Proposals will be evaluated based on: Experience with K–12 or public sector clients Security and compliance safeguards Technical approach and quality controls Cost competitiveness and transparency Ability to meet project timeline References The District is not obligated to select the lowest‑cost proposal.

8. RFP TIMELINE

Milestone Date RFP Issued June 1, 2026 Questions Due June 8, 2026 – 4:00 PM CST Responses to Questions Posted June 10, 2026 Proposals Due June 15, 2026 – 2:00 PM CST Vendor Interviews (if needed) June 22, 2026 Board Approval July 1, 2026 Project Start Date July 15, 2026 Anticipated Completion No later than October 1, 2026 Late proposals will not be accepted.

9. SUBMISSION INSTRUCTIONS

Submit electronic proposals in PDF format to: Dr. Stacey McJunkins Director of Human Resources View email address on click.appcast.io View phone number on click.appcast.io Joe Guardiola Human Resources Coordinator View email address on click.appcast.io View phone number on click.appcast.io Subject Line: RFP – Document Scanning & Secure Shredding Services

10. TERMS & CONDITIONS

Compliance with Indiana procurement laws is required. The District reserves the right to reject any or all proposals. The District may negotiate terms in its best interest. Final contract award is subject to Board approval. All proposal materials become property of the District. Vendors must disclose any conflicts of interest.

APPENDIX A

Project Scope & Inventory Document Scanning and Secure Shredding Services School City of East Chicago ________________________________________

SECTION I

ADMINISTRATION BUILDING

Gym – Old Locker Room & Adjacent Areas ________________________________________ A. Lateral File Cabinets (HR / Inactive Files) Description Quantity Drawers per Cabinet Approx. Drawer Depth Lateral File Cabinets 3 5 drawers 38" Lateral File Cabinets 2 5 drawers 33" ________________________________________ B. Banker Boxes – Entry Area Description Quantity Standard Banker Boxes 42 Large Banker Boxes 17 Banker Boxes by Lockers 3 ________________________________________ C. Small Backroom – CFO/Business Files Description Quantity Banker Boxes – CFO/Business Files 7 Banker Box – “CFO Old Files” 1 ________________________________________ D. Shower Area – Mixed Files Description Quantity Standard Banker Boxes 137 Large Banker Boxes 16 Specialty Boxes (23"x17"x21" – “Do Not Destroy”) 6 Title I Binders 1 ________________________________________ E. Hallway / Locker Areas Description Quantity Standard Banker Boxes 101 Large Banker Boxes 26 Strategic Planning Books 1 Medical Files 1 Superintendent Correspondence – 21" Plastic Bins 2 Plastic Bins – 21" 3 Boxes – 19x18x16.5h 13 Boxes – 19x18x26h 13 File Cabinet – Central HS Files 1 ________________________________________ F. Front of Gym – Financial Records Description Quantity Pay Vouchers – Standard Banker Boxes 22 Pay Vouchers – Large Banker Box 1 Audit / PO / Docket – Standard Banker Boxes 17 Audit / PO / Docket – Large Banker Boxes 11 ________________________________________

SECTION II

SPECIAL EDUCATION RECORD STORAGE

________________________________________ A. Main Office – Filing Cabinets Description Quantity Drawers per Cabinet Approx. Drawer Depth Vertical Filing Cabinets 12 4 drawers 26" ________________________________________ B. Along Wall (Wrapped Files) Description Quantity Standard Banker Boxes 105 Large Banker Boxes 1 Boxes – 19x18x16.5h 5 Boxes – 14x20x15.5h 5 Boxes – 19x18x26h 1 ________________________________________ C. Additional Special Education Storage Description Quantity Loose Banker Boxes (Across from Wall) 49 Banker Boxes (On/Under Tables) 49 ________________________________________

ESTIMATED TOTAL PROJECT VOLUME

Approximately 600–650 banker boxes, bins, and equivalent storage units 5 lateral file cabinets (5 drawers each) 12 vertical filing cabinets (4 drawers each) Mixed specialty and oversized boxes Final quantities subject to verification prior to contract execution.

RECORD TYPES INCLUDED (NON-EXHAUSTIVE)

Personnel files Student records (including Special Education records) Financial records (vouchers, audits, purchase orders) Business office files Superintendent correspondence Title I documentation Archived administrative records All records must be handled in accordance with: FERPA requirements Indiana public records retention laws Applicable confidentiality and privacy regulations

SPECIAL HANDLING NOTES

Boxes labeled “Do Not Destroy” must be scanned and returned unless otherwise directed. Certain financial and student records may require indexed categorization by year and department. Chain-of-custody documentation is required for all materials removed from District premises. Vendor must provide Certificate of Destruction for all shredded materials. #J-18808-Ljbffr ReNEW Schools