Document Management Services

Background
Newport News Public Schools (NNPS) is the ninth largest school district in Virginia, serving approximately 29,786 students across various educational institutions. The district aims to enhance its document management capabilities by soliciting proposals for Document Management Services to facilitate the transfer and continued scanning of school division records.

The goal is to implement a system that improves records management, retention, indexing, workflow, and document access for multiple departments within NNPS.

Work Details
The contractor will provide comprehensive Document Management Services including:
1. Hard copy document scanning and software for processing current and future documents.
2. Pricing structures for multiple departments as well as individual department pricing.
3. Continued storage solutions for electronic documents.
4. Viewer access processes for employees to view their records.
5. Information on cloud storage utilization.
6. Best practices for imaging and document management tailored for Human Resources files.
7. Scalable systems that integrate with existing NNPS systems such as MUNIS and Synergy.
8. A phased approach to indexing documents across various departments including Human Resources, Student Records, Transportation, and Payroll.
9. On-site initial training and ongoing support for NNPS staff.
10. Compliance with Virginia laws regarding document management and retention.

Period of Performance
The services are expected to commence on or after July 1, 2025.

Place of Performance
Services will be performed at various locations within Newport News Public Schools.

Bidder Requirements
Offerors must comply with specific legal requirements including anti-collusion clauses, drug-free workplace policies, non-discrimination provisions, and must be authorized to transact business in Virginia.

Offerors are encouraged to demonstrate experience with similar school systems and provide references from comparable projects.