RFP#5567 Intent to Award for Document Scanning, Digitization, OCR, Indexing, and Secure Shredding Services

Alcorn State University issued solicitation 9210-27-R-RFIN-00002 for the digitization of HR and student employment records. The scope of work includes the physical retrieval, preparation, high-resolution scanning, OCR processing, and indexing of approximately 41 banker boxes, 86 letter-size drawers, and 5 ten-foot shelving units. The project requires the delivery of searchable digital files compatible with the Banner Ellucian system, followed by secure shredding and the provision of certificates of destruction. Performance may occur onsite at the university or offsite at a secure facility within Mississippi. The award is based on a best-value trade-off methodology, prioritizing relevant experience, technical capability, and security over the lowest cost. Key technical requirements include a minimum scanning resolution of 300 DPI and OCR accuracy of 98 percent or higher. Compliance with FERPA, HIPAA, and Mississippi Code Annotated Section 31-7-13 is mandatory, and shredding services must meet NAID AAA Certification standards. All vendor personnel must undergo background checks and adhere to strict chain-of-custody protocols. Estimated contract values range from 62,168 dollars to 415,000 dollars depending on the selected vendor and service model.