Purchasing Department P. O. Box 13145 • Roanoke, VA 24031

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Purchasing Department

P. O. Box 13145 • Roanoke, VA 24031 (540) 853-1348 • Fax (540) 853-2836

February 10, 2021

REQUEST FOR PROPOSAL RFP 3039

Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia, to contract for

DIGITAL RECORDS MANAGEMENT AND CONVERSION SERVICES Vendors, who are not pre-registered and wish to submit a proposal, should complete the "Vendor Application Form" which is found at https://www.rcps.info/departments/administrative_departments/Purchasing_Department/ and click on “Forms”, complete, and return to the Purchasing Director with your proposal. Sealed proposals will be received in the Purchasing and Financial Control Department (Terrace Level) for the ROANOKE CITY SCHOOL BOARD, 40 Douglass Avenue, NW, Roanoke, Virginia 24012. Delivery of Proposal: It is the responsibility of the vendor to assure that its proposal is delivered to the place designated for receipt of proposals and by the time set for receipt of proposals. No proposals received after the time designated for receipt of proposals will be considered. Proposals must be in the hands of the officer or agent of the Owner whose duty it is to receive them by the time specified. The officer or agent of the Owner whose duty it is to receive proposals will decide when the specified time has arrived and will determine if the proposal was in their possession by that time. For Hand delivered proposals sufficient time must be allowed for the building receptionist to contact the Purchasing Office (Terrace Level). Receptionist will not be responsible for last minute arrivals or late proposals. Due Date and Time: March 10, 2021, 3:00 P.M. (EST) In the event that School Board offices are closed due to inclement weather and/or emergency situations prior to or at the time set aside for proposals, the published due date will default to the next open business day at the same time.

ROANOKE CITY SCHOOL BOARD Eric Thornton

Purchasing Director ******************************************************************************************Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and Addenda in “pdf”

format must be retrieved over the Internet at the following address: https://www.rcps.info/departments/administrative_departments/Purchasing_Department/

Click on “Bids, RFP’s, Awards, and Cancellations” To retrieve the Invitation to Bid or Request for Proposal, you will need to download the Adobe Reader. You will only need to download the Adobe Acrobat Reader program one time. Problems - If you experience problems,

Call 540-853-1348 or e-mail [email protected] for assistance. ***********************************************************************************************

This Public Body does not discriminate against Faith-Based Organizations

mailto:[email protected]

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TABLE OF CONTENTS RFP 3039

DIGITAL RECORDS MANAGEMENT AND CONVERSION SERVICES PAGE I. PURPOSE 3 II. BACKGROUND 3 III. STATEMENT OF NEED AND PREFERRED FEATURES 4 A. Statement of Need B. Consultation Services C. Preferred Features (Functional Capabilities of System) 1.0 General Requirements 2.0 Digital Image Scanning & Document Conversion Service 3.0 Image Retrieval/Output 4.0 Workflow & Reporting 5.0 Storage 6.0 Training & Support 7.0 Security & Data Backup/Recovery 8.0 Meta Data 9.0 Indexing 10.0 Maintenance & Support IV. CONTRACT PERIOD 24 V. CALENDAR OF EVENTS 24 VI. PROSPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION 25 VII. COOPERATIVE PROCUREMENT 26 VIII. EVALUATION AND AWARD OF CONTRACT 26 IX. GENERAL TERMS AND CONDITIONS 28 X. SPECIAL TERMS AND CONDITIONS 31 XI. ADDITIONAL FORMS 35

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RFP 3039

DIGITAL RECORDS MANAGEMENT AND CONVERSION SERVICES

I. PURPOSE

The purpose of this RFP is to solicit sealed proposals through competitive negotiation for Digital Records Management and Conversion Services for Roanoke City Public Schools. Roanoke City Public Schools (“RCPS”, “Owner”, or “Division”) intends to retain a qualified firm(s) (“Contractor” or “Offeror”) to provide these services for the Division as described herein. RCPS reserves the right to make an award to one or more qualified firms. Non-exclusive awards may be made to more than one qualified firm.

This document establishes the anticipated services to be performed and outlines the evaluation and selection process. However, this document does not guarantee a contract.

II. BACKGROUND

A. Overview of Roanoke City Public Schools (RCPS) Roanoke City is the largest urban center in Southwest Virginia. It is located approximately 170 miles west of Richmond and 235 miles southwest of Washington, D.C. Roanoke has a population of approximately 100,000 with 300,000 citizens residing in the immediate area. Roanoke City Public Schools (RCPS) is a progressive urban school division serving the educational needs of students in Roanoke City. RCPS employs approximately 2,200 full and part-time workers making it the city’s second largest employer. There are approximately 14,000 students in grades pre-K through 12. The school district is made up of 28 school sites, including two high schools, five middle schools, 17 elementary schools, and four program sites. B. Current Systems in Place within RCPS 1. Digital Records Management – RCPS currently uses a solution designed by Databank IMX

that consists of on-premise Digitech PaperVision and cloud-based Digitech ImageSilo storage. It is the intention of this RFP that any proposed solution include the migration of existing records to a single system.

2. Directory Services – RCPS uses a Microsoft Active Directory based system to manage users,

groups, and permissions. It is expected that any solution use Single-Sign-On where possible. 3. Enterprise Resource Planning (ERP) System – RCPS uses Keystone KeyNet to manage human

resource and financial data. It is the intention of this RFP that indexing of digital records be automated with data connections to the ERP system where possible.

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4. Student Information System (SIS) – RCPS uses Edupoint Synergy SIS to manage student

information. It is the intention of this RFP that indexing of digital records be automated with data connections to the SIS system where possible.

5. Leased Network Copiers – RCPS leases Konica Minolta Bizhub copiers that can be used for

copying, network printing, or scanning. It is the intention of this RFP that scanning of digital records use existing equipment where possible.

III. STATEMENT OF NEED AND PREFERRED FEATURES

A. Statement of Need

Roanoke City Public Schools (RCPS) currently utilizes multiple systems to maintain and collect data and records. This involves multiple sites across the K-12 educational enterprise including central administrative offices, maintenance, and warehouse facilities, two high schools, five middle schools, and seventeen elementary schools. Records collection and maintenance involves both paper (hard copy) and electronic forms and data. This disparate array of data makes records acquisition, management, and timely disposition ineffective and inefficient. RCPS has determined that procurement of a system that integrates records and document management, imaging, and related conversion services for new and existing historical records is desired in order to increase operational efficiencies.

In order to fulfill this identified need the Offeror shall offer the following services:

The following description of Services shall establish minimum requirements and expectations of RCPS. RCPS reserves the right to waive any or all requirements specified herein.

• Offeror shall have at least a five-year history of digital records conversion with an

educational focus in the K-12 environment. • Offeror shall be able to provide a total “turn-key” solution using non-proprietary data

formats. • Offeror shall plan for an overlapping, phased-in approach for records conversion to include:

o Phase I – Current fiscal records, o Phase II – Current human resources records, o Phase III – Current facilities records, and o Phase IV – Historical student records.

• Offeror shall provide an open-architecture, web browser-based solution. • Offeror shall provide an option for either off-site or on-site records conversion services.

These services shall include, but are not limited to: o Off-Site

Pickup of records identified for conversion. Storage/archive of records during conversion process. Storage/backup and recovery of converted data.

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Retrieval of non-converted records stored off-site during conversion process. Conversion and indexing of records, sizes from 3”x5” cards to architectural

blueprints utilizing vendor-owned scanners. Delivery of converted records. Training of RCPS staff for access and use of converted records; and Destruction and certification of destruction of paper records after

conversion. o On-Site

Delivery, installation, maintenance, and training on any scanning/conversion equipment required.

Installation and training on use of software used in the scanning, conversion, and indexing of digital records.

Training on use of software for retrieval, editing, printing, and timely deleting of electronic records once converted.

Conversion and indexing of records, sizes from 3”x5” cards to architectural blueprints utilizing RCPS purchased/leased scanners from vendor and/or existing networked copier/scanners.

Storage/backup and recovery of converted data; and On-site destruction and certification of destruction of paper records after

conversion. • Offeror shall provide guidance on retention of records requiring long-term storage based on

Virginia State Library and Archives Retention Schedules. • Offeror shall meet all Virginia and national records storage, retrieval, retention, and

destruction requirements. In the event national and Virginia retention/destruction requirements vary, Virginia retention and destruction requirements shall be met.

• Offeror equipment and conversion process shall be able to handle an anticipated record volume as follows:

o Current and annually thereafter – 1 – 1.5 million images per year, o Historical – 15 – 25 million images total anticipated additional over life of contract.

• Offeror shall provide a scalable implementation option that allows expansion as RCPS needs arise and budget constraints permit.

• Offeror shall provide consultation services that allow for customization of the proposed solution to ensure optimum functionality and usability by RCPS.

In addition, the following information outlines some of the features/capabilities sought by RCPS.

B. Consultation Services

RCPS is seeking Offerors that will be able to provide consultation services in addition to providing the hardware, software, training, and support required to successfully convert its paper documents to a digital format. The purpose of the consultation services includes, but is not limited to the following: (1) work with RCPS to develop an efficient and effective workflow process; (2) evaluate the current reprographics capabilities and determine how they can best

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be utilized to facilitate the records storage/retrieval process; and (3) assist RCPS to be able to follow industry “best practices” in the scanning, indexing, cataloging, and managing its vital records.

C. Preferred Features (Functional Capabilities of System)

To assist vendors in determining the desirable functional capabilities, the specifications have been grouped into the following categories: (1) general features, (2) scanning/conversion, (3) retrieval/output, (4) workflow, (5) storage, (6) training and support, (7) security/recovery, (8) metadata, (9) indexing, and 10) maintenance/support. It is the Offerors sole responsibility to submit information in their proposals as it relates to each capability and provide brochures, presentations, or other materials that assist in the explanation of the capabilities. Brochures and other printed and/or electronic materials are to be submitted with the RFP response. RCPS is under no obligation to solicit such information if it is not included in the response.

Alternate Solutions are acceptable so long as they are clearly identified in the submittal as deviations from the proposal.

Offerors should respond to items below that correspond to the various sections in the proposal. Please attach additional pages, if necessary. All pages of the response should be clearly numbered. Offerors should provide an index for additional pages.

Responding vendors should include all services proposed for this project within the response. Final scope of services will be determined during negotiation and within the contract.

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1.0 General Requirements Yes No 1.1 Successful vendor must offer a “total satisfaction” return policy. The contractor must provide a sixty (60) day, no questions asked return option, from the date the installation is completed in the first end-user’s department.

Additional Information:

1.2 The successful vendor shall be responsible for replacing at no cost to RCPS any damaged items(s) received under this contract within 20 days from notification by RCPS.


1.3 The Successful vendor may not substitute any item(s) that have been ordered by RCPS under this contract without the prior written or electronic approval of the appropriate purchasing officer of RCPS. The substitute item must be at the same or lower price. Failure to comply will result in return of merchandise at vendor’s expense.


1.4 Any imaging and workflow software proposed must be able to work on/with Microsoft Windows 10 operating system and Microsoft SQL Server 2016 or higher.


1.5 Any imaging and workflow software proposed must be able to work on/with the Google Chrome web browser.


1.6 RCPS will not accept any software that creates a proprietary scanned image for storage, proprietary data file format or proprietary API. Each key component must adhere to open standards.


1.7 All licenses must be concurrent or enterprise in nature. The preferred license configuration is enterprise. RCPS will not accept any software or product that requires individual seat licenses.


1.8 RCPS will not accept any product that has copy control, metering schemes or any other process designed to limit the use of the software by RCPS departments.


1.9 All imaging and workflow components must meet AIIM and ANSI standards for imaging and workflow.


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1.0 General Requirements Yes No 1.10 The successful vendor will be responsible for providing a detailed plan, acceptable to RCPS, outlining all steps related to the installation and implementation of the imaging and workflow system prior to the delivery of any software or hardware items.


1.11 In the event this RFP is being submitted as a joint venture between two or more vendors, one vendor must be designated as the prime contractor for contractual purposes. That vendor must be clearly indicated in the RFP as the prime contractor. All subcontractors involved in the joint venture must be identified in the RFP.


1.12 All software documentation submitted must include both electronic (PDF, XLS, DOC formats) and at least one paper copy for all hardware and software components included in the RFP response.


1.13 Any software utilized must employ an open system architecture that permits future component upgrades with minimal degradation of system functions and supports the importing and exporting of digital images to and from other sources.


1.14 The proposed imaging software must support scanning, indexing, display, printing, storage, and retrieval of records of RCPS departments using various workstation configurations.


1.15 The software must have the capability for RCPS to input its established records retention guidelines and flag records for deletion from the system when retention requirements have been met.


1.16 Upon confirmation of award, the vendor will identify and establish a project manager and a designated communications plan for coordinating efforts between RCPS and the vendor.


1.17 Within 30 days of commencement of the contract the vendor shall identify and establish a deliverable schedule for confirming and concluding document scanning for the identified and prioritized documents and document containers should RCPS select an off-site scanning option.

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1.0 General Requirements Yes No Additional Information:

1.18 The final disposition of the imaging data (paper and/or electronic) will be solely at the discretion of RCPS.


1.19 Solution must be fully compliant with federal regulations and laws including, but not limited to:

1.19.1 Health Insurance Portability and Accountability Act of 1996 (HIPAA)

1.19.2 Family Educational Rights and Privacy Act (FERPA) 1.19.3 Freedom of Information Act (FOIA) 1.19.4 Department of Defense (DoD Directive 5015.2) Additional Information:

1.20 Primary access to the client system, including design, implementation, administration, and user tools must be accessible via a web browser.


1.21 The solution must include the ability to configure the system to comply with the Americans with Disabilities Act (ADA).


1.22 Vendor must provide infrastructure, hardware, and software solution plans containing all components required for completion of this proposal to RCPS prior to award.


1.23 Any required software installation on an end-user’s device must be deployable using automated installation routines and meet RCPS IT policies and standards. Preference is given to browser-based only solutions.


1.24 Any solution proposed must be a native web-based architecture (presentation, functionality, and data) built on an open technical architecture that utilizes industry standards.


1.25 The system proposed must capture, store, and manage electronic documents on a self-managed architecture (e.g., Windows, Unix).

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1.0 General Requirements Yes No Additional Information:

1.26 Any solution must include industry standard connectivity to other systems (e.g., XML, .NET, etc.).


1.27 The image system must permit automatic and single-sheet feeding of multiple-size documents up to 11” x 17” in simplex or duplex mode and permit input of documents as either single sheets or batches.


1.28 The solution provides a quality assurance guarantee that image and indexing quality will not fall below 98%. If 98% is not met, vendor must re-scan and index the entire batch at no cost to RCPS.


1.29 The image system must provide capabilities to delete and rescan in the paper position in the document any image(s) needing rescanning because of scanning error or poor image quality. Support scanning directly to workflow, changing scanning configurations on the fly and permit the interpretation of a batch scan job in process and either save or abort the partially scanned batch.


1.30 The imaging system must use non-proprietary digital image file format or provide a bridge to a non-proprietary digital image file format. All scanned data must be stored in a format that is accessible by any standard TIFF viewer.


1.31 The solution has the ability to provide controls and reports that verify the accuracy and completeness of scanned documents, images, files, and batches.


1.32 Ability to prepare documents for scanning. Documents will be of varying sizes – 8.5 x 11, legal, blueprints, sticky notes, etc. Some documents contain multiple stables, rubber bands, binder clamps, etc. that will need to be removed.


1.33 Ability to scan varying thicknesses / weights of paper. Additional Information:

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1.0 General Requirements Yes No 1.34 Ability to scan both front and back of documents as needed. There will be some front & back documents intermixed with one-side-only documents. The percentage is approximately 8%-15% depending on department.


1.35 RCPS will work with the vendor to establish remote connections. Additional Information:

1.36 Solution will allow for conversion of paper documents to multiple formats (e.g. microfilm, microfiche, digital, etc.).


1.37 Solution will scan / convert multiple microform formats (e.g., microfilm, microfiche, etc.) to digital.


1.38 Solution will scan / reformat microforms to another microform format (e.g., microfiche to microfilm, etc.).


1.39 Solution will convert / reformat digital formats to other digital formats (e.g., TIFF, JPEG, PDF, etc.).


1.40 Solution will convert paper documents to multiple formats, including current versions of the following:

1.40.1 Tagged Image Format File (TIFF) 1.40.2 Joint Photographic Experts Group (JPEG/JPG) Format 1.40.3 Portable Document Format (PDF) 1.40.4 Microsoft Word Format (DOC) Additional Information:

1.41 Solution has the ability to access and convert documents via facsimile. Note: RCPS does not have an enterprise fax solution.


1.42 Solution has the ability to convert older data formats to newer data formats (e.g., Lotus 1-2-3 to Excel, etc.).


1.43 Solution has the ability to convert older media to newer media (e.g., floppy disc to CD, DVD, etc.).


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1.0 General Requirements Yes No 1.44 Solution allows for file conversion and pagination from digital input. Additional Information:

1.45 Vendor must work with existing vendors where necessary to configure data connections, single-sign-on, and migrate existing digital records.


1.46 Vendor must agree to terms of division Data Privacy Agreement, included as Appendix A.


2.0 Digital Image Scanning & Document Conversion Service Yes No 2.1 Image software must have the ability to provide fully integrated OCR, OMR, ICR and barcode indexing capabilities plus key (manual) indexing.


2.2 Image software must permit multiple image indexing without re-keying any data.


2.3 Image software must allow indexing of scanned records in either a batch or single image basis.


2.4 Image software must permit additional indexing to the database at any point while using the imaging software.


2.5 The solution must allow RCPS selected administrative users the ability to index documents and related attachments within the imaging application.


2.6 The software allows for the addition and removal of electronic annotations or “sticky notes” on records.


2.7 Electronic annotations or “sticky notes” [referred to in item 2.6] may be independently viewed, printed, deleted, edited, redacted/un-redacted based on end-user access levels.


2.8 Provides filing and retrieval of records through a simple visual / hierarchical filing method.

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2.0 Digital Image Scanning & Document Conversion Service Yes No Additional Information:

2.9 Software supports simultaneous OCR from multiple end-user workstations.


2.10 Software has ability to scan paper documents via a wide variety of standard scanners (e.g., Cannon, Kodak, Minolta, Fuji, etc.) and scanner software (e.g. TWAIN, ISIS, etc.).


2.11 Software has ability to input and output images that are black and white, grayscale, or color.


2.12 Software has ability to convert electronic documents to archival images without print or scanning.


2.13 Software has ability to allow for the creation of folders at the time of scanning/acquisition.


2.14 Software has ability to allow for the inserting and appending of additional and/or replacement pages.


2.15 Software has the ability to link to RCPS print shop equipment and other district reprographics devices for scanning.


3.0 Image Retrieval/Output Yes No 3.1 The image software must have the ability to search across and within all defined indexes and permit full text searches.


3.2 The image software must provide for single to multiple indexing for storage, research, and retrieval.


3.3 The image software must provide for the ability to research and retrieve documents through:

3.3.1 “Sound-alike” searches

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3.0 Image Retrieval/Output Yes No 3.3.2 Multiple character “wild card” searches (e.g., *) 3.3.3 Single character “wild card” searches (e.g.?) 3.3.4 Indexed field searches 3.3.5 “Fuzzy” searches (for misspelled words or OCR errors) 3.3.6 Proximity searches (searches within context) Additional Information:

3.4 Search terms are highlighted within document to show precise location within documents retrieved.


3.5 The software allows for combining or narrowing searches to narrow results.


3.6 Searches can be saved by end-user for repeated execution and saved searches can be designated as global or end-user specific.


3.7 Image software must support print output. Additional Information:

3.8 The image software must provide for the ability to print imaged documents per page, per index key, and per range of pages.


3.9 The image software must support annotations at the folder and document levels and be able to show or hide annotations as needed by users during the retrieval and print process and at other steps in the imaging process.


3.10 Ability to view documents at 100% of size with the ability to manipulate the view of the image through sizing, enhancing resolutions, and rotating the image.


3.11 The image software has the ability to print hard copy (i.e. to paper) from digital form, microform, microfiche, application, etc.


3.12 Capture documents from: 3.12.1 E-mail 3.12.2 Fax 3.12.3 Electronic documents

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3.0 Image Retrieval/Output Yes No 3.12.4 Scanner 3.12.5 Digital audio 3.12.6 Digital video 3.12.7 Multifunction peripherals Additional Information:

3.13 Software provides for rapid intelligent search and retrieval with typical searches taking no more than 5 seconds


3.14 Allows limits to authorized personnel to search and retrieve based on access levels.


3.15 Software provides 24/7 access to documents including access by remote users (out-of-district) [assumes appropriate user access permissions and security].


3.16 Software provides drag and drop of email from Microsoft Outlook while preserving metadata.


3.17 Color-coding of documents allows easy identification of specific document types.


3.18 Software provides for auto-naming of documents while scanning based on user, date, or other values.


3.19 Software provides for document editing tools (e.g., cropping, resizing, highlighting, form alignment, dropout, area selection, zooming, panning, etc.).


3.20 Software provides the ability to see index fields, record identification, and document image on one screen for easy reference.


3.21 Software provides for drill-down searches to allow for complex and multi-record location.


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3.0 Image Retrieval/Output Yes No 3.22 Software provides for optional document view by thumbnails (miniature view) of retrieved records.


3.23 Software provides for preview/copy & paste, and printing of OCR engine results (depending on rights given the end-user).


3.24 Software provides a hierarchical schema for access and retrieval of records.


3.25 Software has the ability to link to RCPS print shop equipment and other district reprographics devices for printing.


4.0 Workflow & Reporting Yes No 4.1 Any proposed workflow software must support image movement from workstation to single workstation, multiple workstations, or both, as required.


4.2 Any proposed workflow software must permit department managers to see workflow volumes in queues and adjust workload by reassigning work to various staff.


4.3 The workflow software must permit retrieval of images from any RCPS computer program by activating the established link to the related image.


4.4 The workflow software must permit the purging of documents once scanned or stored based on end-user authorization.


4.5 Any off-site records conversion solution must allow for documents to be picked-up from Central Administration (40 Douglass Avenue, NW Roanoke, Virginia 24012) or William Ruffner Operations Center (3601 Ferncliff Ave, NW, Roanoke, VA 24017) and returned in the same condition and order to RCPS that was submitted to the vendor (staples, bands, clamps do not have to be replaced).


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4.0 Workflow & Reporting Yes No 4.6 Any solution must have the ability to report on all aspects of the system, including, but not limited to:

4.6.1 Tracking all items through the system; 4.6.2 Include audit documentation of all events on all documents; 4.6.3 Archive all items as well as audit documentation; 4.6.4 Track any and all chain-of-approval events by user; 4.6.5 Generate audit reports; and 4.6.6 Generate custom reports. Note that in this area significant functionality should be built-in and not require additional software or hardware. However, the ability to create custom reports using an approved reporting tool such as Crystal Reports may satisfy this requirement.


4.7 System provides for data entry editing capability into records such that after-the-fact updates/corrections may be made to the original record with proper authorization and end-user rights.


4.8 System has the ability to establish and track records transfers and describe location of transfers.


4.9 System provides for data export from one or more fields to a standard file formats.

4.9.1 Microsoft Excel (XLS) 4.9.2 Extensible Markup Language (XML) 4.9.3 Delimited Plain Text (CSV, TAB) Additional Information:

4.10 Provides automatic document movement with rules-based routing of documents.


4.11 Workflow provides for automated notifications. Additional Information:

4.12 Provides for the ability to combine records from disparate folders to create a “packaged” file for transfer or export.


4.13 Solution must provide capacity to securely deliver digital records to third-party recipients in standard file formats or without installation of specialized software by recipient.

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5.0 Storage Yes No 5.1 Imaging software must not require file mapping from client for either storage of images or retrieval of images from storage.


5.2 The system must be able to store any binary data object (e.g., word processing file, spreadsheet, audio file, or digital image).


5.3 The system must be able to support both clustering and sequential volume allocation storage with selection being made document-by-document based on pre-established criteria. To have, online, near online and off-line storage capabilities.


5.4 The location of document data is fully configurable and can be stored on any network volume.


5.5 Provides for the transfer of document storage volumes with all metadata and folder organization in-tact.


5.6 Provides read-only backup to removable media (e.g., DVD, external hard disk drive volume, etc.).


6.0 Training and Support Yes No 6.1 The successful vendor must present, prior to delivery, a “training plan” that is acceptable to RCPS. It must outline the training to be presented to the RCPS functional and technical staff.


6.2 As part of the vendor’s support function, the vendor must make provisions to provide technical support of both hardware and software (see also Section 10 - Maintenance).


6.3 If local hosting is selected, the vendor will provide installation plan and provide sufficient technical support to walk RCPS IT staff through any installation and testing of the vendor’s imaging application to the RCPS server bought by the vendor and RCPS network (see also Section 10 - Maintenance).

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6.4 Vendor will provide for administrator and end-user training with applicable instruction manuals.


6.5 Vendor will provide training on creating, using, and printing of custom reports.


6.6 Vendor will provide on-site (in-person) and off-site (phone, chat, etc.) consultation services as needed to ensure the most efficient and effective implementation of all aspects of this project.


7.0 Security & Data Backup/Recovery Yes No 7.1 Access of records is via multiple, encrypted security (SSL) access from client with page-level security access by users and groups.


7.2 Documents must be stored in a secure repository. Additional Information:

7.3 Vendor staff handling RCPS documents must have a satisfactory level one criminal background check.


7.4 Vendor will provide for selected administrative rights to the application. Additional Information:

7.5 Each program area will have its own application access with its own security for the particular area. No other program area may have access to the other’s area unless access rights have been granted for that user’s ID and password by a designated systems administrator.


7.6 The system will provide for multiple levels of access such that school sites, departments, and end-users can be provided varying levels of access to the system based on user rights given by a designated systems administrator.


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7.0 Security & Data Backup/Recovery Yes No 7.7 Once image scanning is complete and quality of scanned documents are approved, the vendor will destroy all documents designated for destruction in a secure manner (e.g., pulping) to prevent the reassembly of any document.


7.8 Vendor has the ability to conduct shredding, pulping, etc. of designated documents at a designated RCPS location (on-site) or at the vendor’s storage location.


7.9 The image software has the ability to manipulate data in non-adjacent fields, adjacent fields and areas of an image record as follows:

7.9.1 Redact (remove/hide) via “black-out” or “white-out” of data 7.9.2 Remove redaction (undo remove/hide) without altering original image or information

7.9.3 Redact image data based on user access such that different end-users may access/see a record image without seeing specific (confidential) fields of the record image.


7.10 Software provides historical audit trails (e.g., “recycle bin”) that allows for monitoring of changes to records.


7.11 Software provides for the “undo” or “restore” of any deletions to files, records, or fields within records in the event that an error or unauthorized deletion was made.


7.12 Software allows for the enforcement of password policies, including, but not limited to:

7.12.1 Password length 7.12.2 Password complexity 7.12.3 Password reset duration Additional Information:

7.13 Software allows automatic log-out duration to be set by designated RCPS systems administrator.


7.14 Software allows for documents to be securely wiped upon destruction. Additional Information:

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7.0 Security & Data Backup/Recovery Yes No 7.15 Software allows for configuration of records retention schedules such that superseded records are sent into final disposition.


7.16 Software provides for on-screen review and printing of advanced audit trail reports that displays changes in system and record events. Fields in report should include, at minimum:

7.16.1 Event time 7.16.2 Event user 7.16.3 Event description 7.16.4 Event change data (to and from) Additional Information:

7.17 Vendor will provide a copy of its two most recent security audit reports to RCPS.


7.18 Vendor will provide a copy of its current disaster recovery plan. Additional Information:

7.19 Response must include description of data migration process in the event RCPS enters into a contract with a new vendor and chooses to migrate digital records to a new system. Please describe options for mass download of records, preserving index or metadata, as well as any associated costs.


7.20 Any data must be encrypted at rest. Additional Information:

8.0 Meta Data Yes No 8.1 Successful vendor solution must provide at minimum the following meta data elements for each record in order to allow records to be placed in context with other records and series as well as proper Virginia state and local records retention and disposition schedules:

8.1.1 Version number (e.g., version 2 [v2, vers2]) 8.1.2 Date of creation (e.g., May 6, 2019 [1005060, 05_06_10]) 8.1.3 Name of creator (e.g., Robert C. Johnson [rcjohnson, rcj]) 8.1.4 Description of content (e.g., Graphic Image [Graphic, GI]) 8.1.5 Name of intended audience (e.g., general public [pub]) 8.1.6 Name of group associated with the record (e.g., Roanoke City School Board [rcsb])

8.1.7 Release date (e.g., released on January 12, 2019 at 9:00 AM EST time [101201_0900est, 120110_0900est])

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8.0 Meta Data Yes No 8.1.8 Publication date (e.g., published on April 24, 2019 [pub042410, pub100424])

8.1.9 Project number (e.g., project number 124888 [PN124888]) 8.1.10 Department / school number (e.g., Department 110 [dept110]; School 20 [124-0020])

8.1.11 Records schedule and series number (e.g., Series GS21; 008135, 21_008135)


8.2 In addition to the above metadata, the solution proposed must allow for the entry and searching for the following metadata elements:

8.2.1 Financial Component 8.2.1.1 Requisition Number 8.2.1.2 Purchase Order Number 8.2.1.3 Invoice Number 8.2.2 Human Resources Component 8.2.2.1 Social Security Number (e.g. 999-99-9999) 8.2.2.2 Employee ID Number (e.g., 34878) 8.2.3 Student Records 8.2.3.1 Full Name (e.g., Smith, John R.) 8.2.3.2 Date of Birth (e.g., YYYY-MM-DD) 8.2.3.3 Social Security Number (e.g., 999-99-9999) 8.2.3.4 Student ID Number (e.g., 34878) Additional Information:

8.3 Provides for automatic extraction of metadata from records. Additional Information:

8.4 Software requires mandatory metadata entry based on type of record being acquired/converted (e.g. fiscal, HR, etc.).


9.0 Indexing Yes No 9.1 Imaging software must have the ability to provide fully integrated OCR, OMR, ICR and barcode indexing capabilities plus key (manual) indexing. It must also permit multiple imaging indexing without re-keying any data.


9.2 Imaging software must allow indexing of scanned records on either a batch or single image basis.

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9.0 Indexing Yes No Additional Information:

9.3 Imaging software must permit additional indexing to the database at any point while using the software.


9.4 Imaging software allows for creation of different index templates based on document types.


9.5 Software constrains users to enter index information in specific formats. Additional Information:

9.6 Index entries may be made from customizable drop-down selection lists to speed up document processing time.


9.7 Index entries can auto-populate index information from parent folders. Additional Information:

9.8 Index data must be auto populated from existing systems where possible to speed up document processing time. Key fields such as Employee ID or Purchase Order Number can be used such to enable auto-population.


10.0 Maintenance & Support Yes No 10.1 The vendor shall provide maintenance and support of vendor-supplied system hardware and software through the following:

10.1.1 On-site (live – P2P) 10.1.2 On-line (VPN Connection) 10.1.3 On-line interactive (Live Chat) 10.1.4 Paper technical/training manuals 10.1.5 Electronic technical/training manuals 10.1.6 Electronic/Online Video training 10.1.7 Webinars Additional Information:

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10.0 Maintenance & Support Yes No 10.2 A copy of the actual imaging and workflow maintenance agreement must be submitted with the response. The maintenance agreement must indicate the specific software and hardware components and circumstances to be covered by repair or replacement. The software agreement must include provisions for repair of defects in and enhancements to imaging and workflow software supplied under this RFP.


10.3 Any hardware and software maintenance to include all parts, labor, and travel.


10.4 Vendor will provide support for maintenance, and multi-level incremental backup and recovery procedures on the RCPS server bought by the vendor, customer support, and on-going technical support. No RCPS technical staff will be needed to maintain the server (see also Section 6 – Training and Support).


10.5 Maintenance and support must be offered no less than 7:00 a.m. EST through 7:00 p.m. EST. Preference will be given to vendors that can provide additional off-hours support and maintenance.


10.6 Vendor shall provide a single-point-of-contact for support during regular business hours.

Additional Information: IV. CONTRACT PERIOD

The initial contract period will be from signing of contract until June 30, 2021. Non-exclusive contracts may be voluntarily extended by RCPS, at its sole discretion, for up to five (5) optional one (1) year renewals.

V. CALENDAR OF EVENTS Date Release RFP February 10, 2021 Receive Written Inquiries (no later than) February 24, 2021 | 5:00 p.m. Answer Written Inquiries (no later than) March 3, 2021 | 5:00 p.m. Receive Proposals March 10, 2021 | 3:00 p.m.

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VI. PROSPOSAL SUBMITTAL REQUIREMENTS AND PREPARATION

In order to be considered for selection, Offerors must submit a complete response to this RFP. Specifically, Offerors must provide one (1) original, five (5) copies, and one (1) redacted copy that omits any proprietary or confidential information that the Offeror requests to be withheld from public view. A flash drive including all Documentation provided in the redacted and un-redacted responses must also be provided.

Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in RCPS requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal.

Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirements as it appears in the RFP. If a response covers more than one page, the proposal should contain a table of contents which cross references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

Responses must be delivered not later than 3:00 p.m. on March 10, 2021, to:

Eric Thornton

Purchasing Department Roanoke City Public Schools

40 Douglass Avenue, NW Roanoke, VA 24012

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Interested firms should submit a proposal that responds to the items listed below. Proposals should be concise and address each item in the order outlined below: 1. Summarize the firm’s general qualifications, background, number of employees, office

locations, etc. 2. Discuss the firm’s previous relevant work experience on jobs of this nature. 3. Indicate the anticipated fee and expense structure. 4. Identify three of the firm’s recent reference clients and provide contact information. 5. Indicate the firm’s qualifications as a locally-owned business enterprise (LBE), minority business enterprise (MBE), and/or women business enterprise (WBE) as defined in this RFP.

VII. COOPERATIVE PROCUREMENT The procurement of goods and/or services provided for in this Bid is being conducted

pursuant to Virginia Code Section 2.2-4304. Therefore, the Offeror or Bidder is advised, and by submitting a response to this procurement, such Offeror or Bidder agrees that any resulting contract from this procurement may be extended to other public bodies in the State of Virginia. The successful Offeror or Bidder shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to any contract that may result from this procurement and in accordance with Virginia Code Section 2.2-4304. The Roanoke City School Board shall not be responsible or liable for any costs, expenses, or any other matters of any type to either the successful Offeror or Bidder or the public agency or body seeking to obtain any goods and/or services pursuant to this cooperative procurement provision.

VIII. EVALUATION AND AWARD OF CONTRACT

A. Evaluation Criteria: Proposals shall be evaluated using the following criteria.

Criteria Points 1. The firm’s understanding of and compliance with RFP Requirements. 20 2. The firm’s ability to meet technical and managerial requirements. 20 3. Pricing relative to other proposals. 20 4. Qualifications & experience of staff on similar projects. 10 5. References. 10 6. Ability and manpower to meet schedule within required timetable. 7 7. Nature and extent of vendor support and training proposed. 7 8. Certified locally-owned business enterprise (LBE). 2 9. Certified minority business enterprise (MBE). 2 10. Certified women business enterprise (WBE). 2

Total Points 100

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B. Award: Selection shall be made of one or more Offeror(s) deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations shall be conducted with the Offeror(s) selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each Offeror(s) so selected, RCPS shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to that Offeror(s). RCPS may cancel this Request for Proposal or reject proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous. (Section 2.2-4319 and Section 2.2- 4359, Code of Virginia.) Should RCPS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award document will be RCPS Standard Contract incorporating by reference all the requirements, terms, and conditions of the solicitation and the contractor’s proposal as negotiated.

C. Definitions: LBE, MBE, WBE. “Local owner” – an individual who has an ownership interest in a business enterprise and whose primary residence is within the Roanoke Metropolitan Area. For the purposes of this policy, the Roanoke Metropolitan Area shall include all cities, counties, and towns within the Commonwealth of Virginia that are within a 50-mile radius of the City of Roanoke. “Locally-owned business enterprise (LBE)” – a business that(i) is privately held, (ii) has Local Owners that own at least fifty-one percent of the business, (iii) has Local Owners that control the management and daily operations of the business, (iv) is registered in Virginia with no corporate headquarters outside of the Commonwealth, and (v) has completed the certification steps set forth below. In order to be placed on the Purchasing Department’s list as a LBE, a business must provide the Purchasing Director with (i) a copy of its local business license, (ii) a copy of the businesses articles of incorporation or partnership agreement, and (iii) a completed sworn certification form (found in the “Additional Forms” section of this RFP). “Minority business enterprise (MBE)” – a business that has been certified by the Virginia Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business that is both owned and controlled by minorities. “Women business enterprise (WBE)” – a business that has been certified by the Virginia Department of Small Business and Supplier Diversity (www.sbsd.virginia.gov) as a business that is both owned and controlled by women.

http://www.sbsd.virginia.gov/

http://www.sbsd.virginia.gov/

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IX. GENERAL TERMS AND CONDITIONS

1. Taxes: State sales and use tax certificate of exemption, Form ST-12 will be issued upon request, if you do not have same on file. Deliveries against this proposal shall be free of excise or transportation taxes.

2. Mandatory use of RCPS Forms and Terms and Conditions: Failure to submit a proposal on the official forms provided for that purpose shall be a cause for rejection of the proposal. Return of the completed documents is required. Modification of or additions to any portion of the solicitation may be cause for rejection of the proposal; however, RCPS reserves the right to decide, on a case-by-case basis, in its sole discretion, whether or not to reject such a proposal as non-responsive. Supplementary data and information which respond to inquiries, demonstrate qualifications and expertise, etc., may be attached to the proposal forms.

3. Precedence of Terms: Except for Paragraphs 1 and 2 of the General Terms and Conditions for Professional Services, which shall apply in all instances, in the event there is a conflict between the Generals Terms and Conditions for Professional Services and any Special Terms and Conditions used in a particular procurement, the Special Terms and Conditions shall apply.

4. Default: In case of failure to deliver the reports, documents or services in accordance with the contract terms and conditions, RCPS, after due oral and written notice, may procure from other sources and hold Vendor responsible for any resulting additional procurement and administrative. This remedy shall be in addition to any other remedies which RCPS may have incurred.

5. Assignment of Contract: A contract shall not be assignable by the Contractor in whole or in part without the written consent of RCPS.

6. Antitrust: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to RCPS all rights, title and interest in and to all causes of the action it may now or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by RCPS under said contract.

7. Ethics in Public Contracting: By submitting the proposal, all Offerors certify and warrant that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer, or subcontractor in connection with their proposal, and that they have not conferred with any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged.

8. Anti-Discrimination: By submitting their proposal, all Offerors certify to RCPS that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act which provides: a. In every contract over $10,000, the provisions 1 and 2 below apply:

i. During the performance of this contract, the contractor agrees as follows:

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1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of paragraphs 1, above, in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or Contractor.

9. Debarment Status: By submitting a proposal, all Offerors certify that they are not currently debarred from submitting proposals on contracts by any agency of the Commonwealth of Virginia, nor are they an agent of any person or entity that is currently debarred from submitting proposals on contracts by any agency of the Commonwealth of Virginia.

10. Applicable Law and Courts: Any contract resulting from this solicitation shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The contractor shall comply with applicable federal, state, and local laws and regulations.

11. Asbestos: Comply with applicable Federal, State and Local regulations a. Asbestos Hazard Emergency Response Act (AHERA) regulations contained in 40 CFR 763. b. Title 29, Code of Federal Regulations, Section 1910.134, 1910.1001, 1910.1200, 1926.58,

and 1926.1101 of the Occupational Safety and Health Administration (OSHA), US. Department of Labor.

c. Title 40, Code of Federal Regulations, EPA workplace guidelines include those pertinent sections of part I and II, EPA Guideline document 560/5-S5-024, “Guidance for Controlling Asbestos Containing Materials in Buildings”.

d. All State, County, and City codes and ordinances as applicable. 12. Lead: Comply with applicable Federal, State and Local regulations

a. Title 29, Code of Federal Regulations (CFR), Occupational Safety and Health Administration (OSHA), U.S. Department of Labor:

• 1910 General Industry Standards • 1910.1025 Lead Standard for General Industry • 1910.134 Respiratory Protection • 1910.1200 Hazard Communication • 1910.245 Specifications for Accident Prevention (Sign and Tags) • 1926.62 Lead Exposure in Construction

b. Title 40, CFR Part 50, Appendix G, National Ambient Air Quality for Lead. c. ASTM-American Society for Testing Materials d. ANSI Z288.2.8 Practices for Respiratory Protection

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e. ANSI Z9.2 1979 Fundamentals Governing the Design and Operation of Local Exhaust systems

f. United States Housing and Urban Development (HUD) Guidelines for the Evaluation and Control of Lead-Based Paint in Housing, revised, October 1997

g. Code of Virginia, Lead-Based Paint Activities VAC 15-30-650 h. Virginia Department of Environmental Quality, Hazardous Waste Management

Regulations 9VAC 20-60-10 thru 1480 i. USEPA 40 CFR Part 260 Hazardous waste management system j. USEPA 40 CFR Part 261 Identification and listing of hazardous waste k. USEPA 40 CFR Part 262 Standards applicable to generators of hazardous waste l. USEPA 40 CFR Part 263 Standards applicable to transporters of hazardous waste m. USEPA 40 CFR Part 264 Standards for owners and operators of hazardous waste

treatment, storage, and disposal facilities n. USEPA 40 CFR Part 265 Interim status standards for owners and operators of hazardous

waste treatment, storage, and disposal facilities o. USEPA 40 CFR part 266 Standards for the management of specific hazardous wastes and

specific types of hazardous waste management facilities p. USEPA 40 CFR Part 267 Interim standards for owners and operators of new hazardous

waste land disposal facilities q. USEPA 40 CFR Part 268 Land disposal restrictions r. USEPA 40 CFR Part 269 EPA administered permit programs: The Hazardous Waste Permit

Program s. USEPA 40 CFR Part 270 Requirements for authorization of State hazardous waste

programs t. USEPA 40 CFR Part 270 Approved State hazardous waste management programs.

13. Qualifications of Offerors: RCPS may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish to RCPS all such information and data for this purpose as may be requested. RCPS reserves the right to inspect Offeror's physical plant prior to award to satisfy questions regarding the Offeror's capabilities. RCPS further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy RCPS that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

14. Anti-Collusion Certification: By signing the proposal, the Offeror certifies that the proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. The Offeror understands that collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. The Offeror agrees to abide by all conditions of the proposal and certifies that the individual signing the proposal is authorized to do so.

15. Payment Terms: Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days.

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16. Immigration Reform & Control Act of 1986: By submitting a proposal, Offerors certify that they do not and will not, during the performance of this contract, employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

17. Relationship of Offeror to Owner: After the Contract for services has been fully executed, the Offeror shall be the professional advisor and consultant to the Owner for technical matters related to the project and shall be responsible directly to and only to the Owner. The Owner shall communicate all approvals, rejections, change requirements and other similar information to the Offeror.

18. Code and Regulatory Compliance: Review, comments and approvals by Owner or the staff of RCPS, in no way absolve any other person, firm or corporation involved in a project from their full responsibilities under the applicable laws, codes, and professional practice as required in projects for Roanoke City Public Schools.

X. SPECIAL TERMS AND CONDITIONS

1. Insurance: a. Prior to the start of any work under the contract, the Contractor shall provide to

RCPS Certificate of Insurance Forms approved by RCPS and maintain such insurance until the completion of all project orders issued under the contract. The minimum limits of liability shall be:

i. Workers’ Compensation-Standard Virginia Workers Compensation Policy ii. Broad Form Comprehensive General Liability --$1,000,000 Combined

Single Limit coverage to include: • Premises-Operations; Products/Completed Operations; Contractual;

Independent Contractors; RCPS and Contractor’s Protective; Personal Injury (Libel, Slander, Defamation of Character, etc.);

• Automobile Liability-$1,000,000 Combined Single Limit for bodily injury and property damage per occurrence.

2. Audit: The Offeror agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by RCPS. RCPS shall have full access to and the right to examine any of said materials during said period.

3. Termination of Contract: RCPS reserve the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver any outstanding orders issued prior to the effective date of cancellation.

4. Modification of Contract: RCPS may, upon mutual agreement with the Offeror, issue written modifications to the statement of needs as a part of this contract, except that no modifications can be made which will result in an increase of the original project order contract price by $50,000 or a cumulative amount of more than 25%, whichever is greater, without the advance written approval of the Superintendent or Superintendent’s designee. In making any modification, the resulting increase or decrease in cost for the modification shall be determined by one of the following methods as selected by RCPS in accordance with the requirements of the Public Procurement Act.

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5. Ownership of Materials: Ownership of all data, materials, and documentation originated and prepared for the Roanoke City School Board pursuant to the proposal shall belong exclusively to the Roanoke City School Board and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by the Offeror shall not be subject to public disclosure under the Freedom of Information Act, unless otherwise required by law or a court; however, the Offeror must invoke the protection of Section 2.2-4332(F) of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must SPECIFICALLY identity the data or materials to be protected and state the reason why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary, or trade secrets, is NOT ACCEPTABLE and may result in REJECTION of the proposal.

6. Subcontracts: No portion of work shall be subcontracted without prior written consent of RCPS. In the event the Contractor desires to subcontract some or part of the work specified herein, the Contractor shall furnish RCPS the names, qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work done by the subcontractor(s) and shall assure compliance with all contract requirements.

7. Indemnification: The contractor agrees to be responsible for, indemnify, defend and hold harmless RCPS, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Workers' Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless RCPS, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contractor.

8. Proposal Acceptance Period: Any proposal resulting from this solicitation shall be valid for 90 days. At the end of the 90 days, the proposal may be withdrawn at the "written" request of the Offeror. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled. Withdrawal of proposals due to error shall be in accordance with Section II-54 (ii), Code of Virginia.

9. Late proposals: To be considered for award, proposals must be received by Roanoke City Public Schools, Attention: Eric Thornton, 40 Douglass Ave NW, Roanoke, VA 24012, by the designated opening date and hour. The official time used in the receipt of proposals is that time on the clock located in RCPS Purchasing Department. Proposals received after the designated opening date and hour are automatically disqualified and will not be considered. Roanoke City Public Schools is not responsible for delays in the delivery of mail by the U.S. Postal Service, private couriers, or another means of delivery. It is the

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sole responsibility of the Offeror to insure that its proposal reaches Roanoke City Public Schools Purchasing Department by the designated date and hour.

10. Gifts by Offeror, Contractor or Subcontractor: No Offeror, contractor or subcontractor shall confer on any public employee having official responsibility for a procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged.

11. Qualification of Offerors: Roanoke City Public Schools may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work and the Offeror shall furnish to Roanoke City Public Schools all such information and data for this purpose as may be requested. Roanoke City Public Schools reserves the right to inspect Offeror's physical plant prior to award to satisfy questions regarding the Offeror's capabilities. Roanoke City Public Schools further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy Roanoke City Public Schools that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

12. Availability of Funds: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

13. Contract Documents: The contract entered into by the parties shall consist of the Request for Proposal, the signed proposal submitted by the Contractor, Roanoke City Public Schools Standard Contract, the General and Special Terms and Conditions, the Statement of Need including all modifications thereof, all of which shall be referred to collectively as the Contract Documents.

14. Rejection of Proposals: The Superintendent or Superintendent’s designee, on behalf of the School Board, reserves the right to reject any and all proposals

15. Procedure for Protest: Any vendor submitting a proposal may protest the award or decision to award a contract by submitting a written protest to the Superintendent, or Superintendent’s designee, of the ROANOKE CITY SCHOOL BOARD no later than ten (10) days after the award or the announcement of the decision to award whichever occurs first. The written protest shall include the basis for the protest and the relief sought. (Section 2.2-4360, Code of Virginia)

16. Authorization to Conduct Business in Virginia: The attention of each Bidder/Offeror is directed to Virginia Code Section 2.2-4311.2 (effective July 1, 2010) which requires a bidder or Offeror organized or authorized to transact business in the Commonwealth of Virginia pursuant to Title 13.1 or Title 50 of the Code of Virginia, as amended, or as otherwise required by law, shall include in its bid or proposal the Identification Number issued to such bidder or Offeror by the Virginia State Corporation Commission (SCC). Furthermore, any bidder or Offeror that is not required to be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its bid or proposal a statement describing why the bidder or Offeror is not required to be so authorized. Please complete the following by checking the appropriate line that applies and providing the requested information:

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a. Bidder/Offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder’s/Offeror’s Identification Number issued to it by the SCC is ________________________.

b. Bidder/Offeror is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder’s/Offeror’s Identification Number issued to it by the SCC is ________________________.

c. Bidder/Offeror does not have an Identification Number issued to it by the SCC and such bidder/Offeror is not required to be authorized to transact business in Virginia by the SCC for the following reason(s): ________________________________________________________

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XI. ADDITIONAL FORMS

Trade Secrets/Proprietary Information

Trade Secrets or Proprietary information submitted by an Offeror, or contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror or contractor must invoke the protections of this section prior to or upon submission of data or other materials to be protected and state the reasons why protection is necessary. Information leading to the decision to award, including prices and other factors, shall be made public.

Please mark one: ( ) No, the submittal I have turned in does not contain any trade secrets and/or proprietary

information. ( ) Yes, the submittal I have turned in does contain trade secrets and/or proprietary information.

If YES, please list the page numbers and the reasons for why the information is considered a trade secret and/or proprietary information. Do Not Mark the Whole Proposal Proprietary.

Anti-Collusion Certification

The Offeror certifies that this proposal response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same product and that this proposal is in all respects bona fide, fair and not the result of any act of fraud or collusion with another person or firm engaged in the same line of business or commerce. The Offeror understands collusive bidding is a violation of Federal Law and that any false statement hereunder constitutes a felony and can result in fines, imprisonment, as well as civil damages. The Offeror also understands that failure to sign this statement will make the proposal non-responsive and unqualified for award. Signed: ______________________________________________________________ Date: _______________________________________________________________ Name of Company: ____________________________________________________

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MINORITY & WOMEN-OWNED BUSINESS ENTERPRISE CERTIFICATION The Proposer should complete the following information: Is Proposer a qualified minority or women-owned business enterprise (MBE/WBE)? Yes: ________ No: ________. Regardless of response to this question, Bidder shall complete the following: Will Bidder be using subcontractors? Yes: ________ No: ________ In conjunction with the desire of the School Board of the City of Roanoke, VA’s policy to utilize Minority and Women-Owned Business Enterprises wherever possible, the Bidder (Proposer) has solicited quotations for labor, material, and/or services from the following MBE/WBE: (Attach additional sheet if necessary.) Type of Labor, Service 1. Name of Firm Person(s) Contacted or Material Quoted Date ___________ ________________ __________________ _______ ___________ ________________ __________________ _______ 2. Of those Listed above, we intend to utilize the following MBE/WBE in completion of the work

required by this contract. (Attach additional sheet if necessary.) Type of Labor, Service Amount of Contract Name of Firm or Material Quoted Subcontract ___________ ________________ __________________ ___________ ________________ __________________

The Bidder will utilize the indicated MBE/WBE firms in this project. If the Proposer determines not to use the indicated MBE/WBE, Bidder must notify the School Board and provide a valid non-discriminatory business reason for not employing the MBE/WBE.

3. If the MBE/WBE’s indicated in paragraph 1 will not be utilized, please state the reason for each

firm. (Attach additional sheet if necessary.) Name of Firm Results of Contact __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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4. If unable to contact MBE/WBE’s, please indicate efforts made: (Attach additional sheet if necessary.)

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

This firm has made a good faith effort to utilize MBE/WBE’s whenever possible.

Offeror: _____________________________________________________ (Firm) ______________________________________________________ (Address) ________________________ ________________________ (Telephone) (FAX) ______________________________________________________ ____________ (Ink Signature and title) (Date)

(Seal and attest Seal if Proposal is by Corporation)

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ROANOKE CITY PUBLIC SCHOOLS CERTIFICATION OF COMPLIANCE WITH VIRGINIA CODE

1. A sworn statement or affirmation from the contractor that neither the contractor nor any of its employees have been convicted of a felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child nor a crime of moral turpitude is mandated by Virginia Code Section 22.1-296.1.

2. Affirmation from the contractor that the contractor does not, and shall not, during the performance of the contract for goods and services in Virginia, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

3. A sworn statement or affirmation from the contractor that the employees have submitted to and passed an employment drug screening.

4. Affirmation from the contractor that the contractor does not, and shall not during the performance of the contract for goods and services in Virginia, knowingly employ an individual that has been convicted of any violent felony set forth in the definition of barrier crime in subsection A of Virginia Code Section 19.2-392.02.

Bid/Proposal Number: 3039 Company Name: __________________________________

By signature below, I hereby certify that 1) a criminal background check has been performed as part of the employment process for the above listed persons and that based upon the results of such background check these individuals have never been convicted of a violent felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; nor a crime of moral turpitude; 2) to the best of my knowledge and belief none of these individuals is currently the subject of any pending criminal charges involving a violent felony or any offense involving the sexual molestation or physical or sexual abuse or rape of a child; nor a crime of moral turpitude; and 3) I do not nor shall I during the performance of the contract knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986; 4) the above listed persons have submitted to and passed an employment drug screening.

If the employees assigned to the project change, an updated copy of this form must be submitted to the Purchasing Office before an added employee can begin to work on the project. Only employees on this list will be allowed to provide services to the schools or be allowed to interact with students.

Name of Company Officer_______________________________________ Date _____________ Signature of Company Officer ______________________________________ Rev. 8/2020

List of employee(s) assigned to the project:

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Reference Form 1. Project Location and Scope: _______________________________________

______________________________________________________________

Agency Name: __________________________________________________

Address: _______________________________________________________

Contact Person: _____________________ ___ Telephone No. ____________

2. Project Location and Scope: _______________________________________

______________________________________________________________

Agency Name: __________________________________________________

Address: _______________________________________________________

Contact Person: ________________________ Telephone No. ____________

3. Project Location and Scope: _______________________________________

______________________________________________________________

Agency Name: __________________________________________________

Address: _______________________________________________________ Contact Person: ________________________ Telephone No. __________________ Company: _______________________________________________ Signature: _______________________________________________ Title: ___________________________________________________Date ________

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ROANOKE CITY PUBLIC SCHOOLS' CERTIFICATION FOR LOCALLY-OWNED BUSINESS ENTERPRISE (FORM DJI-F) In an effort to qualify as a locally-owned business enterprise under the Roanoke City School Board’s Plan for Participation in Procurement Transactions with locally owned businesses, I voluntarily submit that the information set forth below is true and accurate. Name of Business______________________________________________________________________ ____ Corporation ____ Partnership ____ Other (Please Describe) ____________________________________________________________ Address of Business_____________________________________________________________________ Business Phone No. __________________ Other Phone No. ______________________ Name of Owner(s)/Owner’s Permanent Address/% of Ownership ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ The following documents must be attached to or accompany this Certification in order to be considered a locally owned independent business under the Roanoke City School Board’s procurement program. Copy of current business license AND a. If a corporation - Copy of the Articles of Incorporation and the minutes from the last annual meeting. b. If a partnership - Copy of the Partnership Agreement. By signature below, I hereby certify that the information set forth in this certification is true and accurate. I further certify that I am an owner of the independent business listed in this certification and that my permanent residence is in the Commonwealth of Virginia within fifty (50) miles of the City of Roanoke. Finally, I certify that the business documents that are attached to and made a part of this certification are true and accurate copies. __________________________________ ______________________________ Name of Company Officer/Date Signature of Company Officer

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CERTIFICATION OF PROPOSAL

RFP 3039 DIGITAL RECORDS MANAGEMENT AND CONVERSION SERVICES

The undersigned certifies a comprehension of the specifications in the foregoing proposal, and that the merchandise or service submitted for this proposal meets or exceeds the specifications as listed herein. The successful vendor certifies that the vendor, all principals, and sub recipients, are not suspended or debarred from providing the services described in this contract. Further, Roanoke City Public Schools reserves the right to review the List of Parties Excluded from Federal Procurement or Non-Procurement Programs to determine that the successful vendor, including all principals and sub recipients, has not been suspended or debarred from providing the services described in this contract.

FIRM

BY (Signature validates proposal)

(Print or type name)

TITLE _

ADDRESS _

CITY _

STATE, ZIP

TELEPHONE

TOLL-FREE NUMBER

FAX NUMBER

E-MAIL DATE

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DETACH AND SECURELY AFFIX THIS FORM TO THE FRONT OF THE ENVELOPE

Detach Here- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Company Name Company Mailing Address Company City, State, Zip

Roanoke City Public Schools Attn: Eric Thornton, Purchasing Director Purchasing Department 40 Douglass Avenue NW Roanoke, VA 24012

Roanoke City Public Schools ----------- RFP No. 3039 Closing Time and Date of Proposal ------------ March 10, 2021; 3:00 P.M.