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Request for Quotes
 
The Harrison County School District Board of Education will accept quotes for Online Documentation Storage for Federal Programs for the 2025-2026 school year.  All quotes must be submitted to Melissa Garrison via email by April 25, 2025, by 7pm SCT. Quotes will be awarded no later than June 16, 2025.
 
Purpose
The purpose of this request for quotes is to obtain quotations for an online documentation storage service to house federal programs documentation. The service will be for the 2025-2026 school year.
 
Scope of Services
The services will include but are not limited to:
Web-based document storage system with secure storage of documentation for at least 7 years;
Ability to download all virtual documentation to one file by year;
Ability to customize/organize to meet the needs of various federal grants;
Simple upload and approval process;
Easy to navigate virtual platform;
Email reminders and a way to track when documents are approved;
On demand professional development;
FERPA compliant, does not sell, trade, or rent any personally identifiable information to others;
Ability to allow monitors/auditors temporary access to documents as needed. 
Delivery of Services
2025-2026 School Year
 
Selection Process
Quotes will be evaluated based on the scope of services, experience, favorable references, services available, and familiarity with the Harrison County School District. 
 
Contact Information
For any questions or concerns please contact: Melissa Garrison at [email protected] or Stephanie Schepens at [email protected] or 228-539-7238.

THERE IS NO ATTACHED DOCUMENT BECAUSE THE NOTICE IS LISTED ABOVE. 

Questions Answered: 

Document Migration: 
Can you provide additional details regarding the planned document migration? There is no migration because all documents will be uploaded in PDF.
Please confirm which systems the documents will be migrated from. NA
What is the total volume of storage and the estimated number of documents? Ballpark at least 50,000 per year.
Will your team be able to extract existing documents from the current systems? Will this extraction include a document index file with index fields and values per document? We are asking for a system that allows schools to upload documentation yearly - the documents are in hard copy and exist at the school level. There will be no extraction. 

Document Indexing & Scanning:
How many document types are in use? Only PDF files are used.
What are the document index fields for each document type? Do you have a document index file containing field values by document? The indexes will match the current monitoring instrument used by the Mississippi Department of Education for the Federal Programs Department audits. 
What is the estimated total number of pages requiring digitization per department? No digitization required because files will be scanned and uploaded to the requested system by user. 

System Integration & Data Migration:
Will data be migrated into the new Document Management System (DMS)? NO
If so, please list each current system, the type of content/metadata to be migrated, and the approximate size (in GB) per system.

Document Use Cases:
What types of documents will be scanned and uploaded directly to the DMS? PDF files
Is there a specific use case or workflow you can share? NO

Access & Permissions:
Please provide a list of departments that will access the DMS. Just my department, the Office of Federal Programs.
Should all users have access to all documents, or is a role-based security model preferred? Role specific. 
Could you describe your desired document security and access control model? All documents should be secured unless I grant access to them. 

Organization & Retention:
How do you envision organizing the documents within the DMS’s document library structure? It should match the Mississippi Department of Education's requirements for Federal Programs - Have a district level and 21 school site levels. No school should be able to see the district or another school's uploads. 
Please provide your document retention rules and policies in table format if possible. All documents must be able to be kept virtually for 7 years and be able to download them to a zip file after the seven-year period. 

Workflows & Automation:
Do you have a matrix of document workflows, including triggers, participants, and actions? NO
Are you expecting all uploaded documents to go through a workflow process? NO

Users
How many users will be working within the solution? Up to 120.

We are asking for a simple system to house school uploads. We are not migrating any documents from an existing system. We need a place to store school and district level documentation that is easy to access and keep organized by school and/or district level.