Agenda Item
f. School and Business Record Digitization Services (Not to exceed $6,136,008)
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information & Instructional Technology, 678-676-1274
Request: It is requested that the Board of Education approve the purchase of school and business record digitization services to Docufree Corporation in an amount not to exceed $6,136,008.
Why: The purpose of this request is to secure services and software needed to digitize physical records.
Details: The DeKalb County School District currently archives and manages a significant number of physical records, encompassing both student and business documents. These paper-based files pose challenges in terms of accessibility, security, and efficient storage. To address these concerns and improve data governance, the district has initiated the Physical Records Digitization Project.
Implementing a Physical Records Digitization Project offers the DeKalb County School District several key benefits. Data governance will be significantly enhanced through improved accessibility, allowing authorized personnel to access student and staff information quickly and easily from any device. Security will also be strengthened as digital files can be stored securely with access controls, reducing the risk of loss, damage, or unauthorized access compared to physical documents. Finally, streamlined workflows will be achieved through faster document retrieval and sharing, improving efficiency for staff across the entire district.
The project scope encompasses the digitization and archiving of student and business records held within DeKalb County School District. This includes records located at all schools and district facilities. The selected vendor will be responsible for secure scanning, indexing, and secure storage solutions for the digitized files. The project timeline will be determined based on a thorough assessment of the existing physical records.
Evaluation Process
The Division of Information and Instructional Technology conducted a comprehensive competitive review and selection process to identify the best record digitization services provider for our district. We leveraged an e-procurement solution to ensure we reached a broad pool of qualified vendors. A request for quote was published on the Bonfire UNSPSC Commodity Code site on April 26, 2024. Electronic notifications were sent to 112 vendors, and 24 showed initial interest by downloading the requirements. Ultimately, four vendors submitted proposals for evaluation.
Following this rigorous process, Docufree Corporation emerged as the clear winner due to their proposal's alignment with the district's requirements and its potential to deliver significant benefits to the DeKalb County School District.
The attached documents review the requirements and an executive summary of the selection process.
In accordance with Board of Education Purchasing Policy DJE III.D.3.d., the Purchasing Department shall be authorized to make purchases through inter-governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economies of scale. Therefore, this purchase will utilize Charlotte Cooperative Purchasing Alliance cooperative purchasing contract #269-2019-090.
Financial impact: $6,136,008
General Fund: 100.2800.530000.00011.7600.9990.0308.070.0000
SLOST 306.2210.530000.90336.7600.9990.8010.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information & Instructional Technology, 678-676-1274
Effective: June 2024
Status: Approved by General Counsel
RFQ 24- 001
Digitized Records RFQ
Executive Summary
1
RFQ 24- 001
Digitized Records RFQ
Executive Summary
Table of Content
Purpose ................................................................................................................................................................... 3
Background and Process ......................................................................................................................................... 3
Evaluation Results ................................................................................................................................................... 3
Ability to Execute and Service and Support ................................................................................................ 4
Technical Requirements ............................................................................................................................. 5
Cost Proposal .............................................................................................................................................. 5
Decision Table ......................................................................................................................................................... 6
Conclusion ............................................................................................................................................................... 6
Evaluators Comments ............................................................................................................................ Attachment
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RFQ 24-002
Cloud-based Managed Print Services (CMPS)
Executive Summary
Purpose
DeKalb County School District (DCSD), Division of Information and Instructional Technology submitted a
Request for Quote (RFQ) for responses from highly qualified, experienced, capable, and responsible offerors for
the digitization of school and business records. This Request for Quotes (RFQ) documents DCSD’s Digitization
Records’ objectives and the expectations that the respondents’ solution, support, and pricing requirements are
in accordance with the minimum requirements of this RFQ. The awarded offeror shall provide equipment and
services in accordance with the scope of work, requirements and terms and conditions stated herein. Services
shall include all labor, materials, tools, specialized equipment, supplies, trained personnel, and all other costs
and charges in accordance with the requirements of this RFQ. There shall be no add-on charges of any kind.
The scope of this RFP is to select the best and most responsive respondent to implement a digital process for
managing all school and business records. One of the major requirements is that all competitors must have a
state, federal, or cooperative contract.
Background and Process
The evaluation team was made up of six staff members in the Division of Information and Instructional
Technology (DIIT) and the Division of Equity and Student Empowerment (Student Assignment). One
represented the Office of the Chief Information Officer (CIO), one represented DIIT Office of Innovation and
Information, one represented DIIT Office of Student Information Systems (SIS), one represented the Project
Management Office (PMO) – RFQ facilitator, and two represented the Office of School Assignments.
The solicitation was written in March/April 2024, published in April 2024 for two weeks, and evaluated May
2024 and will be submitted to the Board of Education for approval in June 2024. On May 10, 2024, the
deadline for receiving responses, four vendors responded to the solicitation and three were deemed
responsive and evaluated. DIIT posted RFQ 24-001 on Euna Bonfire website on April 26, 2024, on its
UNSPSC Commodity Code site. Electronic notifications were sent to 112 vendors through Bonfire, 24 Takers
(or those who downloaded the proposal), and 4 responses.
Evaluation Results
Based on a careful evaluation of how well each of the three possible choices/offerors could meet the four major
criteria considered, Docufree Corporation appears to be the best choice. The three choices considered were:
Docufree Corporation
Access Information Management
Databank IMX, LLC
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The criteria and point values used to evaluate the options are listed below:
Ability to Execute – 15 points
Service and Support – 20 points
Technical Requirements – 35 points
Cost Proposal – 30 points
Ability to Execute and Service and Support were the two most significant factors leading to the choice of
Docufree Corporation over Access Information Management and Databank IMX, LLC. Although the scores
were very close overall, the results indicates that Docufree Corporation is the best choice in providing the
services needed for the district.
Ability to Execute and Service and Support
Between the two (criteria) their scores, in weight, are 35% of the total weight which is significant. The
breakdown of the scores are displayed in the table below under the Evaluation Criteria column, where the
highest score received as the best choice for Ability to Execute and Service and Support were 11.50 and 13.80
points respectively. The second-best score received 9.63 and 13.50 points, then the next received 7.50 and
12.80 points.
Access
Total Docufree Information Databank IMX,
Evaluation Criteria Weight Corporation Management LLC
Ability to Execute 15 11.50 7.50 9.63
2 2 1.20 2
Background and References
3 2.50 .90 2.25
K12 Experience or Comparable-size to DCSD
2 1.80 .40 2
Years of Experience
3 2 1.20 1.13
SLAs
2
Local Presence 1.40 1.40 .50
3
Federal, State, or Cooperative Contract 1.80 2.40 1.75
Service and Support 20 13.80 12.80 13.50
Disposition Plan 4 1.80 3 2.50
Digitization Process and Diagram (See Appendix PI) 7 4.40 4.40 5.50
List of staff and credential, providing services in
DCSD 3 3 1 1
4.60 4.40 4.50
Training 6
4
Technical Requirements
Technical Requirements carried the largest weight, Databank IMX, LLC was the leader over Docufree
Corporation and Access Information Management. However, both Databank IMX, LLC and Docufree
Corporation weights were very close, and Docufree Corporation’s total points exceeds Access Information
Management total.
Access
Total Docufree Information Databank IMX,
Evaluation Criteria Weight Corporation Management LLC
Technical Requirements 35 24.80 21.80 25.82
6
Product Offerings: Cloud, Hybrid, On-premise 4.60 5.60 3.50
Security:
5
Disaster Recovery Plan 1.80 1.20 4.33
Compliant with current regulations and
5
standards (i.e., FERPA, HIPA, etc.) 4.40 2.25 3.67
5
Interface (web-based or client application) 4.75 4 3.33
4
Scalability (Data Management #6) 3.25 2.75 3.33
Methodology on the security of digitization
5
application 3.50 3.25 4.33
5
Storage strategy (Data Management) 2.50 2.75 3.33
Cost Proposal
The proposal quotes were presented as follows:
Access
Docufree Information Databank IMX,
Evaluation Criteria Corporation Management LLC
Cost Proposal Proposal Cost Proposal Cost Proposal Cost
All Costs - Total boxed and non-boxed scanning,
Microfiche, Destruction of copies, Software, and
$6,136,008.00 $1,020,060.00 $6,574,668.50
Services
Access
Total Docufree Information Databank
Evaluation Criteria Weight Corporation Management IMX, LLC
5
Cost Proposal 30 4.99 30 4.65
All Costs - Total boxed and non-boxed scanning,
Microfiche, Destruction of copies, Software, and
30 4.99 30 4.65
Services
As a result of the cost proposals received from the three choices, Access Information Management is the lead over the
Docufree and Databank IMX, LLC. However, Access Information Management has placed a stipulation on the pricing, on
page 8, in its response, it is stated that this is a fixed cost with a 10-year contract. It also states that all pricing is in U.S.
dollars and will remain valid for sixty (60) days from the date of this proposal. The cost is based on the quantities
provided in the cost table, which implies that it will take this company that length of time (10 years) to complete the
scanning of the district’s existing records.
Decision Table
A decision table has been created showing total scores for each criterion. This table gives a complete view of
all criteria used in evaluating each response.
Access
Total Docufree Information Databank IMX,
Evaluation Criteria Weight Corporation Management LLC
Ability to Execute
15 11.50 7.50 9.62
Service and Support 20 13.80 12.80 13.50
Technical Requirements 35 24.80 21.80 25.83
Cost Proposal 30 4.99 30 4.65
Total Points 100 55.09 72.1 53.6
Conclusion
After a careful evaluation and detailed team discussions, Docufree Corporation appears to be the best choice, even with
the difference in cost proposals. In reviewing the results and evaluators' comments, and comparing evaluation results in
totality, the team agreed that Docufree’s experience in K12, skillset, and overall response presentation was more far
detailed and tailored to the requirements in the district’s proposal.
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