Job Description
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 May 26, 2026 Questions Due June 8, 2026 - 4:00 PM CST Responses to Questions Posted June 10, 2026 Proposals Due June 8, 2026 - 2:00 PM CST Vendor Interviews (if needed) Week of June 22, 2026 Board Approval June 23, 2026 Project Start Date Pending 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 smcjunkins@ecps.org (219) 391-4100 ext. 12341 Joe Guardiola Human Resources Coordinator jguardiola@ecps.org (219) 391-4100 ext. 12013 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 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.
