Student Records Management and Fulfillment Platform
Rochester City School District
Original Solicitation Links
RFP-RVC-070226-SRM
]student records management and fulfillment platform
Contact
Submission Instructions
Description
The Rochester City School District is seeking vendors for one or more service areas covering student-record digitization, digital document storage and migration, records-request intake and fulfillment, and an electronic student cumulative-record folder system. The scope includes digitizing paper records and microfiche, OCR and searchable output, secure cloud hosting, migration of approximately 825 GB from PaperVision and approximately 267 GB from DocuShare, records-request payment and identity-verification capabilities, electronic delivery, retention management, and phased implementation across district schools and programs. Vendors may propose a unified solution or individual service areas, with the District preferring strong integration and economies of scale. The proposed solution must support interoperability with PowerSchool, Frontline, SchoolLinks, Welligent, and related systems; Microsoft Entra ID authentication and MFA; role-based access; encryption; auditability; FERPA and New York requirements; and accessibility compliance, including WCAG 2.1 Level AA. The District anticipates digitizing approximately 600,000 sheets annually, has more than 4,000 records requests per year, and expects secure pickup, delivery, quality control, and certified destruction options. Proposals must address implementation, training, support, pricing by service area, and a multi-year digitization strategy. The District requires a signed original proposal in a one-inch three-ring binder and an electronic copy on a thumb drive.
Classification Codes
Smart Codes
Specifications
Timeline
Requirements
- Professional Liability — $1,000,000.00
- Workers Compensation
- General Liability — $1,000,000.00
- Minimum 3 references
- Client point of contact required for each reference
Documents
Request 11 documents.
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