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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

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

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.