GENERAL NOTE
| Please indicate here which Service Area(s) your company is including in proposal and this Cost Template | |
| Service Area | Included in Proposal (X = Yes) |
| Document Digitization | |
| Digital Document Storage | |
| Records Request-Fulfill | |
| Electronic Student Cumulative | |
| *** Yellow indicates INPUT fields *** | |
| NOTE: The Rochester City School District recognizes that industry leaders in this arena are more in tune with standard / best practices within the marketplace as it relates to pricing methodologies and cost models. As part of this RFP process, we are open to enhancing the accompanying cost template. If you would like to propose an improvement in the way we are looking to represent costs, in any of the four service areas, please notify RCSD (rene.vancleef@rcsdk12.org) by email. We will review and, if appropriate, communicate the additional / alternative approach in the pre-proposal call and/or via an addendum published on BidNet. |
Document Digitization
| DOCUMENT DIGITIZATION | ||||||
| Please fill in Applicable Costs including any available Tiered/Volume Pricing structures. Additional relevant (Other) services not listed here can be added at the bottom. | **If Available** | |||||
| Overview | Cost Element | Description | Unit Cost | Cost | Tiered/Volume Pricing | |
| Services needed by the Student Records Department: | Scanning / Copying | |||||
| 1. Digitizing of student cumulative files – occurs typically in January and June, and is no more than 50 boxes in total, with approximately 2,000 pages per box. | B/W (when Prepped) | All Staples, clips and Post Its Removed, Rubber Band per Student Record | Per Image | |||
| Requires OCR Text Searching, Scanning in in black and white, files also loaded onto an external hard drive and accessible by DocuShare. | B/W (when Not Prepped) | Documents provided to current vendor in their original condition (Staples, Clips, etc.) | Per Image | |||
| 2. Scanning of student records on an as-needed basis – student records to be placed on CD with a duplicate copy provided. | Color | Per Image | ||||
| Services needed by the Legal Department: | Document Printing | |||||
| 1. Scanning of student records on an as need basis – student records to be placed on CD with a duplicate copy provided. | All loose | Per Image | ||||
| 2. Printing and binding of 8.5x11 documents in black and white on an as need basis. | Slip-sheeting | With Slip-sheets between File or Stapled | Per Image | |||
| 3. Copying of legal documents on an as need basis. | OCR | Per Image | ||||
| Please note: request from the Legal Department may require a 1-2 day turnaround time. All projects require pickup and delivery. | ||||||
| ImageCD / DVD Duplication | Per Disk | |||||
| Email/Digital transfer of files | Per Upload | |||||
| Tape Binding | Per Bind | |||||
| Production Labor, Document Coding / Indexing | Per Hour | |||||
| File Naming with 3 Data Fields | First/Last Name, Student ID, DOB | Per Hour | ||||
| Other Department Projects | Legal or Human Capital digitization projects, other potential project requests. | Per Hour | ||||
| Load to 8gb Usb Flash Drive | Per Load | |||||
| Certified Destruction | Secure shredding of original files following digitization and QC. | Per Bin/lb | ||||
| Microfiche Conversion | Converting 4 file cabinets of microfiche to digital format. | Per Cabinet/Image | ||||
| OTHER SERVICES - add below and complete input fields |
Digital Document Storage
| DIGITAL DOCUMENT STORAGE | |||
| Cost Element | Description | Unit Cost | Cost |
| Legacy Data Migration | Migration of ~1 TB from PaperVision and DocuShare. | One-time Fee | |
| Annual Storage Subscription | Secure cloud hosting with encryption at rest and in transit. | Per GB/TB | |
| User Licensing | Role-based access licenses for District staff (20 USERS) | Per User | |
| Security & Authentication | Support for Azure/Microsoft Entra ID SSO and MFA. | Annual Fee | |
| Retention Management Tools | Tools to automate NYS Archives LGS-1 retention schedules. | Included/Add-on | |
| OTHER SERVICES - add below and complete input fields |
Records Request-Fulfill
| Records Request and Fulfillment System | |||||
| Cost Element | Description | Unit Cost | COST | ||
| System Implementation | Configuration of the request portal and provision of services currently provided. | One-time Fee | |||
| Transaction/Fulfillment Fees | Costs per processed request | Per Request | Please indicate here which party bears the cost for these requests: | X | |
| External Requester | |||||
| RCSD | |||||
| Identity Verification | Integration of secure identity verification and authorization controls. | Annual Fee | |||
| Delivery Services | Secure electronic delivery and controlled physical fulfillment. | Per Delivery | |||
| OTHER SERVICES - add below and complete input fields |
Electronic Student Cumulative
| Electronic Student Cumulative Record Folder System | |||
| Cost Element | Description | Unit Cost | Total Cost |
| Multi-Year Phase-In Support | Document Management Vision and Strategy Development. Technical support for Year 1-3 implementation phases. | One-time/Annual | |
| System Configuration | Designing workflows for 40+ schools and program types. | One-time Fee | |
| SIS Integration | Bi-directional integration with PowerSchool, Frontline, and SchoolLinks. | One-time/Annual | |
| Training & Adoption | Comprehensive training for school-level staff across the District. | Per Session | |
| Annual Maintenance /Licensing costs | Document Management Software/Infrastructure support costs | Annual Fee | |
| Other areas of Consideration | |||
| Cost of Hardware | e.g. when a parent comes in, may need to scan data at the school level | ||
| OTHER SERVICES - add below and complete input fields |