Pursuit brief: RFP-RVC-070226-SRM - Student Records Management and Fulfillment Platform

High-level requirements overview — if we go, turn this into a compliance matrix and pursuit plan.

Executive summary

• The purpose of this RFP is to identify qualified vendor(s) capable of delivering modern, scalable, and secure solutions that collectively support the District’s transition to an all-electronic student cumulative record environment.
• Area A: Document Digitization The vendor shall provide a comprehensive record-scanning and indexing service to convert paper student and District records into secure, high-quality, indexed electronic records.
• Area B: Digital Document Storage The vendor shall provide secure, reliable, and scalable digital storage for student cumulative records and related documents. This includes existing digital records (over 800GB) as well as future documents to be digitized.
• Area C: Records Request and Fulfillment System The vendor shall provide a secure electronic system to manage requests for student records and fulfill such requests in compliance with FERPA and NYS law.
• Area D: Electronic Student Cumulative Record Folder System The vendor shall provide an electronic system that serves as the official student cumulative record folder for each student in the District.

Key dates

• date mentioned — Wednesday, July 27, 2026

Contacts

• rene.vancleef@rcsdk12.org
• Rene.VanCleef@rcsdk12.org
• PURCHASINGDEPT@RCSDK12.ORG
• 14609288-2410FlorenceBrowninfo@rcsdk12.orgEileen
• 14604324-3100rececNEinfo@rcsdk12.orgLisa

What they want

Area A: Document Digitization The vendor shall provide a comprehensive record-scanning and indexing service to convert paper student and District records into secure, high-quality, indexed electronic records.

• Secure intake, transport, handling, and tracking of physical student records from District facilities.
• High‑resolution scanning, sufficient to ensure legibility and long‑term archival quality.
• Support for multiple document sizes and formats commonly found in student cumulative records.
• Optical Character Recognition (OCR) to enable full‑text search where feasible.
• Indexing and metadata tagging aligned to District‑defined student identifiers, document types, dates, and retention categories.
• Quality assurance processes to ensure accuracy, completeness, and proper association with student records.
• Secure return, storage, or certified destruction of physical records as directed by the District and in accordance with NYS retention requirements.
• Digitization processes must protect the confidentiality of student education records at all times.
• Vendor staff handling records must be trained in FERPA and NYS Education Law §2‑d requirements.
• Chain‑of‑custody documentation must be maintained.
• Digitize microfiche and other media

Area B: Digital Document Storage The vendor shall provide secure, reliable, and scalable digital storage for student cumulative records and related documents. This includes existing digital records (over 800GB) as well as future documents to be digitized.

• Storage of records in a secure cloud-based infrastructure in electronic formats suitable for long‑term retention, including permanent records.
• High availability, redundancy, and disaster recovery capabilities.
• Ability to store and manage large volumes of records for a district with tens of thousands of students and several thousand employees.
• Support for data migration, export, and system transitions without vendor lock‑in.
• Retention management tools that support NYS Archives retention schedules, including permanent retention where required. RCSD RFP – Student Records Management & Fulfillment Platform Page 9
• Encryption of data at rest and in transit.
• Role‑based access controls with least‑privilege principles.
• Multi‑factor authentication for users.
• Audit logs capturing access, changes, downloads, and disclosures of records.
• Transitional support services and staff training to move current digital records into the new system
• A user-friendly system that allows for indexing, searching, and retrieval

Area C: Records Request and Fulfillment System The vendor shall provide a secure electronic system to manage requests for student records and fulfill such requests in compliance with FERPA and NYS law.

• Secure intake of records requests from parents, eligible students, authorized third parties, and other educational institutions.
• Identity verification and authorization controls.
• Workflow management to track requests from receipt through fulfillment.
• Configurable timelines to ensure statutory compliance with inspection and review deadlines.
• Secure electronic delivery of records and/or controlled physical fulfillment where required.
• Automated logging of disclosures for FERPA compliance.
• Ability to generate disclosure logs and compliance reports.
• Audit logs capturing access, changes, downloads, and disclosures of records.
• Retention of request and fulfillment records in accordance with NYS retention schedules.
• Configurable rules to limit disclosures based on role, consent, and legal authority.

Area D: Electronic Student Cumulative Record Folder System The vendor shall provide an electronic system that serves as the official student cumulative record folder for each student in the District.

• Centralized electronic cumulative record folder for each student.
• Ability to organize records by document type, date, and District‑defined categories.
• Secure, role‑based access for authorized staff across schools, departments, and roles.
• Integration or interoperability with the District’s Student Information System (SIS) and other relevant systems. (including PowerSchool, Frontline, SchoolLinks, PowerSchool Parent Portal, Welligent, and other third-party educational vendors)
• Search, filtering, and retrieval capabilities at scale.
• Support for FERPA‑compliant inspection and review by parents and eligible students.
• Support for amendment requests and documentation of outcomes.
• Version control and preservation of record integrity.
• Configurable workflows and permissions aligned with District policies.
• Reporting tools related to access, usage, and compliance.
• Audit logs capturing access, changes, downloads, and disclosures of records.
• Vendor‑provided implementation, configuration, training, and ongoing support.

Full requirement checklist

• Document Digitization: Comprehensive record-scanning and indexing service to convert paper student and District records into secure, high-quality, indexed electronic records
• Secure intake, transport, handling, and tracking of physical student records from District facilities.
• High‑resolution scanning, sufficient to ensure legibility and long‑term archival quality
• Support for multiple document sizes and formats commonly found in student cumulative records
• Optical Character Recognition (OCR) to enable full‑text search where feasible
• Indexing and metadata tagging aligned to District‑defined student identifiers, document types, dates, and retention categories.
• Quality assurance processes to ensure accuracy, completeness, and proper association with student records.
• Secure return, storage, or certified destruction of physical records as directed by the District and in accordinate with NYS retention requirements.
• Confidentiality and Legal Compliance: Digitization processes must protect the confidentiality of student education records at all times. Vendor staff handling records must be trained in FERPA and NYS Education Law §2‑d requirements. Chain‑of‑custody documentation must be maintained.
• Ability to digitize microfiche and other media
• Digital Document Storage: provide secure, reliable, and scalable digital storage for student cumulative records and related documents
• Storage of records in a secure cloud-based infrastructure in electronic formats suitable for long‑term retention, including permanent records
• High availability, redundancy, and disaster recovery capabilities
• Ability to store and manage large volumes of records for a district with tens of thousands of students and several thousand employees
• Support for data migration, export, and system transitions without vendor lock‑in
• Retention management tools that support NYS Archives retention schedules, including permanent retention where required
• Encryption of data at rest and in transit
• Access Management: Role‑based access controls with least‑privilege principles Multi‑factor authentication for users Audit logs capturing access, changes, downloads, and disclosures of records
• Transitional support services and staff training to move current digital records into the new system
• A user-friendly system that allows for indexing, searching, and retrieval
• Records Request and Fulfillment System: provide a secure electronic system to manage requests for student records and fulfill such requests in compliance with FERPA and NYS law
• Secure intake of records requests from parents, eligible students, authorized third parties, and other educational institutions
• Identity verification and authorization controls
• Workflow management to track requests from receipt through fulfillment
• Configurable timelines to ensure statutory compliance with inspection and review deadlines
• Secure electronic delivery of records and/or controlled physical fulfillment where required
• Disclosures: Automated logging of disclosures for FERPA compliance Ability to generate disclosure logs and compliance reports Audit logs capturing access, changes, downloads, and disclosures of records Configurable rules to limit disclosures based on role, consent, and legal authority
• Retention of request and fulfillment records in accordance with NYS retention schedules
• Electronic Student Cumulative Record Folder System: provide an electronic system that serves as the official student cumulative record folder for each student in the District.
• Centralized electronic cumulative record folder for each student
• Ability to organize records by document type, date, and District‑defined categories
• Secure, role‑based access for authorized staff across schools, departments, and roles
• Integration or interoperability with the District’s Student Information System (SIS) and other relevant systems.
• Search, filtering, and retrieval capabilities at scale
• Support for FERPA‑compliant inspection and review by parents and eligible students
• Version control and preservation of record integrity
• Support for amendment requests and documentation of outcomes
• Configurable workflows and permissions aligned with District policies
• Reporting and Audit Logs: Reporting tools related to access, usage, and compliance. Audit logs capturing access, changes, downloads, and disclosures of records
• Vendor‑provided implementation, configuration, training, and ongoing support

Vendor fit

Remote IT/software/design contractor — cloud, cybersecurity, integration, managed services, and design for public-sector buyers (any geography).

If we pursue

• Read primary source doc end-to-end
• Confirm remote vs onsite / partner needs
• Build compliance matrix from requirement checklist
• Draft timeline to due date (questions, submission format)
• Go / no-go decision with operator

Delivery signals

• Remote signal in docs: virtual
• remote_signal: virtual
• keywords_positive: software, cloud, cybersecurity, integration, IT, web

Submission & compliance signals

• Proposal Due Date: Proposals must be received in the Purchasing Department no later than 2:30 p.m.
• Vendors must submit one (1) signed original Proposal response within a one-inch binder clearly marked “Original” to the address below.
• Additionally, a copy of the Proposal must be submitted on a thumb drive which must not exceed 100mb and shall contain the Proposal, Appendices and any attachments.
• Purchasing Department Attn: Rene Van Cleef, Buyer Rochester City School District 131 West Broad Street Rochester, New York 14614 Proposals must be received by the Purchasing Department by the time and date shown above.
• All Proposal responses must fit within a one inch three-ring binder.
• All questions must be submitted via email to Rene Van Cleef ( Rene.VanCleef@rcsdk12.org) by Noon (EST) on July 17, 2026.
• ➔ Internal need: before discontinuing any platforms, we must ensure the needs of all users are accounted for.
• A significant amount of time and resources must be invested in communication, planning, testing, and training for this to work.
• Electronic Student Cumulative Record Folder System The selected vendor(s) must provide solutions that are secure, scalable, compliant with all applicable federal and New York State laws and regulations, and aligned with current best practices and technologies for large public school districts.
• Given the sensitive nature of the service, including access to confidential client files, court documents, contracts, and financial records, etc, vendors must have systematic plans to prevent unauthorized access, disclosure, or sharing of the records.
• They must have policies that meet or exceed requirements and that define access to documents and security controls.
• Vendors must specifically have expertise and knowledge about federal and NYS legal requirements for these services and how they should be provided.

Source documents

Full parsed text — click to read.

• RCSD Cost Template-Student Records Mgmt.xlsx (7,587 chars parsed)
• RCSD RFP Condensed Summaries-Student Records Mgmt.xlsx (5,747 chars parsed)
• RCSD RFP-Student Records Mgmt & Fulfillment Platform.pdf (46,110 chars parsed)
• RCSD Schools.pdf (6,130 chars parsed)

Primary scope doc: RCSD RFP-Student Records Mgmt & Fulfillment Platform.pdf

Triage rationale

• document_parse (+12): 4 scope doc(s) parsed (xlsx, pdf)
• remote_signal (+6): virtual
• keywords_positive (+20): software, cloud, cybersecurity, integration, IT, web

Generated 2026-07-03T14:41:08.265Z · ms-scout bidnet-spec v1