Agenda Item
e. Approval of Contract with Docufree Corporation for School and Business Record Digitization Services
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology
Request: It is requested that the Board of Education approve the contract for record digitization services with Docufree Corporation at no additional cost to the district.
Why: The DeKalb County School District continues to archive and manage a significant number of physical records, including both student and business documents. The Physical Records Digitization Project was initiated to improve accessibility, enhance data security, and reduce the inefficiencies of paper-based recordkeeping.
The original agreement with Docufree Corporation was established under Charlotte Cooperative Purchasing Alliance Contract No. 269-2019-090. That master contract is currently set to expire on October 31, 2025. The district will enter into a new agreement with Docufree that will allow the vendor to continue the work that is currently being done.
Details: Docufree Corporation will continue to provide comprehensive records digitization services to the DeKalb County School District. The project scope covers all student and business records maintained at district facilities and schools. Services include:
● Secure Digitization - Scanning of physical records using certified processes to ensure accuracy, quality, and confidentiality.
● Indexing and Classification - Applying consistent indexing standards to enable quick retrieval of records by authorized personnel.
● Digital Archiving and Storage - Secure storage of digitized records with role-based access controls to protect sensitive student and staff information.
● System Continuity - Maintaining alignment with the digital repository already established under the current contract, ensuring no disruption to existing digitized records.
● Workflow Efficiency - Enabling faster retrieval, sharing, and management of records to support instructional, operational, and compliance needs.
● Data Security and Governance - Reducing risks of data loss, physical damage, or unauthorized access by transitioning from paper-based to secure digital formats.
● District-wide Implementation - Covering records at all schools and central office departments to provide a unified and standardized approach.
The new contract will be for one year and reflect a continuation of services under the same scope previously approved by the Board on June 10, 2024, and does not involve any additional cost beyond the previously approved not to exceed the amount of $6,136,008.
Financial impact: NO ADDITIONAL COST
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology, 678-676-1274
Effective: October 2025
Status: Approved by the Office of Legal Affairs
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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