RFP Shredding and Scanning

REQUEST FOR PROPOSALS (RFP)

Document Scanning, Digitization, and Secure Shredding Services

School City of East Chicago

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.

• 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

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.

• Removal of staples, clips, bindings
• Repair of torn pages (if required)
• Sorting and batching
• Labeling and tracking

• Minimum 300 DPI resolution
• OCR-enabled searchable PDFs
• Metadata tagging (department, year, file type)
• Indexed file hierarchy approved by District
• Quality assurance procedures

• 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

• NAID-certified shredding preferred
• Certificate of Destruction required
• Secure chain-of-custody documentation
• On-site shredding preferred where feasible

Vendor must demonstrate compliance with:

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

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

Proposals must include:

Overview of proposed approach and qualifications.

• Workflow description
• Scanning methodology
• Indexing strategy
• Quality control process
• Security protocols
• Timeline for completion

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

Provide a detailed timeline from contract execution through project completion.

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.

RFP Issued June 1, 2026

Questions Due June 8, 2026 – 4:00 PM CST

Responses to Questions Posted June 10,…