RFP#5567 Intent to Award for Document Scanning, Digitization, OCR, Indexing, and Secure Shredding Services

Location:	Mississippi
Posted:	Aug 13, 2026
Due:	Aug 17, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	9210-27-R-RFIN-00002
Publication URL:	To access bid details, please log in.

Procurement Details

Smart Number	9210-27-R-RFIN-00002	Advertised Date	08/13/2026 5:00 PM
RFx #	3150006985	Submission Date	08/17/2026 5:00 PM
RFx Status	Open	Major Procurement Category	PERSONNEL SERVICES NON-IT
RFx Opening Date	08/17/2026 5:00 PM	Sub Procurement Category	PERSONNEL SERVICE - NON-TECHNOLOGY
RFx Type	Req. for Information
Agency	ALCORN STATE UNIVERSITY
RFx Description	RFP#5567 Intent to Award for Document Scanning, Digitization, OCR, Indexing, and Secure Shredding Services

Contact Information

Name	Mertha George	Email	mgeorge@alcorn.edu
Phone		Fax

RFx Items

PRODUCT CATEGORY	PRODUCT DESCRIPTION
96227	Serv MiscNo2DocShred

Awarded

VENDOR NAME

VENDOR NUMBER

AWARD DATE

AWARD AMOUNT

FUNDING SOURCE

Bid Attachments

Attachments
evaluation committee report

Attachment Preview

Alcorn State University

RFP# 5567

Document Scanning, Digitization, OCR, Indexing, and Secure Shredding Services

Evaluation Committee Report

Evaluation Dates: May 16, 2026 & June 02, 2026

EVALUATOR NAME(S) AND PROFESSIONAL TITLE(S)

Name

Position

Na’Shaundra Jackson

Accounts Payable Manager

NaChema Grandberry

Administrative Assistant III

Shundera Stallings

Special Assistant to the VP

for Finance &

Administration/CFO Senior

Woman Administrator

Latasha Goods

Manager, EEO/ER & Dept

Content Manager

Entity

Alcorn State University

Alcorn State University received ten (10) sealed bids for the above-mentioned RFP.

An RFP Committee convened to review redacted bids, which were individually and independently

ranked based on the following criteria:

1. Relevant Experience and Qualifications (20 points)

2. Technical Capability/Scanning Quality/OCR Accuracy (20 points)

3. Security/Confidentiality/Chain of Custody (20 points)

4. Integration/Compatibility/Project Management (15 points)

5. Project Timeline/Capacity/Responsiveness (10 points)

6. Cost Proposal/Overall Value 15 points)

The four (4) vendors receiving the highest scores were asked to clarify any areas for which additional

information was needed to facilitate Committee review and recommendation

Participating Proposers (Alphabetized):

1. BirdDocs

3102 West Carolina Avenue

Chickasha, OK 73018

Executive Summary:

BirdDocs LLC is pleased to submit this proposal to Alcorn State University for Document Scanning,

Digitization, OCR, Indexing, and Secure Shredding Services under RFP #5567. We specialize in high-

volume, government grade document conversion and records management solutions, with a strong

emphasis on security, accuracy, and operational efficiency.

Our team understands the sensitive nature of Human Resources and Student Employment records,

BirdDocs proposed a secure off-site digitization model supported by a fully documented chain of

custody process. While onsite services are preferred, the RFP allows offsite processing when security

standards are met or exceeded, and our controlled facility operations are specifically designed to do

that.

All records will be securely transported using tracked, tamper evident methods with full documentation

at each transfer point. At our secure facility, documents will be prepared, scanned at a minimum of

300DPI, and processed with OCR to produce fully searchable PDFs. Indexing will be completed at the file

level using required metadata fields to ensure consistency and useability.

BirdDocs enforces strict security protocols, including background checked personnel, controlled access

environments, and compliance FERPA and applicable data privacy laws.

Quality control procedures are built into each stage of production, targeting 98%+ OCR accuracy and

99% indexing accuracy.

Our operation is structured to efficiently process the estimated 500,000-page volume through an

approach that maintains production speed without sacrificing quality. The off-Site model allows for

greater throughput, reduces on campus disruption, and consistent turnaround.

Following approval, records will be securely destroyed in accordance with NAID standards, with full

documentation and Certificated of Destruction provided.

BirdDocs delivers a secure, efficient, and cost-effective solution focused on accuracy,

accountability, and long-term usability of digital records.

Fee Proposal:

Scan, Index, QC-Up to Legal Size (5000,000 @ $0.0994 ea.)

OCR (500,000 @$0.02 ea.)

Large Format & OCR ($1.50 ea. after 500 images)

Prep Hours (600 hours $$27.00 ea.)

Secure Transportation (1 trip @1.50/mile)

Document Shredding (Est. 7,315 lbs. @$0.31 ea.)

Retrieval fee (per occurrence ($8 per box; $35 minimum)

$49,700.00

$10,000.00

$TBD

$16,200.00

$1,794.00

$2,267.00

TBD

Estimated Job Total

$79,961.00

RFP Committee Findings related to Vendor:

Strengths: Strong workflow management; responsive; prior ASU experience Weaknesses: Actual cost of

some service are TBD; Limited enterprise-scale experience described.

2. Bits & Bytes Technology Solutions

30 Corporate Circle, Suite 100

Albany NY 12203

Company Overview & Profile:

Bits & Bytes Technology Solutions, Inc., headquartered in Albany, New York, is a trusted, long-standing

leader in IT staffing and workforce solutions. For over 18 years, we have empowered government

agencies, public institutions, and private sector enterprises with top-tier IT talent and strategic

workforce services. Our tailored solutions are designed to meet the ever-evolving technology demands

across various industries, with a strong focus on delivering quality, agility, and long-term value.

As a certified Minority Business Enterprise (MBE) an 8(a)-certified organization, Bits & Bytes is deeply

committed to diversity, inclusion, and excellence. Our certifications include New York MBE (File

ID#61860-MBE), City of New York MBE (Certificate Number: MWCERT2021-934), New York & New

Jersey Minority supplier Development Council (NYNJMSDC) (Certificate #:NY24213), U.S. Small Business

Administration 8(a) Certified. We bring a unique perspective and proven experience to each

engagement, particularly in complex, compliance-driven environments such as state and federal

government agencies.

We are pleased to share that we are also a preferred partner of New York Power Authority (NYPA) for

Document Scanning and Digitization related projects.

Over the past decade and a half, Bits & Bytes has built a robust portfolio of successful projects with

several U.S. states, including New York, New Jersey, Florida, Arizona, Maine. Our deep understanding of

government procurement protocols, compliance requirements, and contractual onboarding cycles

positions us as an agile and reliable staffing partner.

Bits & Bytes proudly serves a broad range of state and local agencies, universities, and research

institutions, including State Agencies & Institutions: New York State Department of Health (NYSDOH),

Health Research Inc. (HRI), New York State Insurance Fund (NYSIF), New York State Workers’

Compensation Board (WCB), Justice Center for the Protection of People with Special Needs, New York

State Office of Cannabis Management & Rockland County. Higher Education Clients” City University of

New York (CUNY-Stony Brook University & University of Arizona.

Pricing Proposal:

Onsite:

Per-Document Scanning Rate (500,000 pages@$0.15 ea.)

Document Destruction $10.00 per box

Training & Support ($85.00/hour)

$75,000.00

Calculation not provided

Estimated Total

???

Offsite:

Per-Document Scanning Rate (500,000 pages@$0.12 ea.)

Document Destruction $10.00 per box

Training & Support ($85.00/hour)

$60,000.00

Calculation not provided

Estimated Total

???

RFP Committee Findings related to Vendor:

Strengths: Good public-sector experience Weaknesses: Estimated costs of some service are not

provided; Limited operational detail.

3. Business Systems and Consultants, Inc. (BSC)

113 Little Valley Court

Birmingham, AL 35244

Company History:

Today we live in an age where information is one of our most powerful tools – and where more new

knowledge can be generated in a week than once was created in centuries. It’s not only vital to know –

it’s essential to be able to store and find the right information when you need it.

That’s why Business Systems & Consultants, Inc. is here. BSC provides effective information

management solutions throughout Mississippi, Alabama, Georgia, Tennessee, Louisiana and northwest

Florida.

Our product line has grown through the years, and in the late 1980’s, electronic document management

applications were added to our offering. Since that time, we have helped hundreds of organizations

improve the productivity of thousands of individuals working with millions of documents.

Our experience and knowledge of applications help us uncover and analyze the issues affecting

information flow and then allows us to provide customer-tailored solutions. We can offer practical, cost-

effective strategies for managing your source documents, records, and for finding better answers to

your specific material handling problems. We’re also the regional leader for document imaging,

micrographics, bar code management systems and consulting services.

As a founding member of ISDA and IIMDA (international dealer support groups), we can provide expert

service and support anywhere in the United States. BSC continues to evolve, adding innovative products,

programs and services to keep pace with your changing needs. Today we offer proven solutions:

• Cost-effective stand-alone and network-based imaging systems

• Complete software and hardware support services.

• Document storage systems

• Document conversion services

• Records tracking bar code management software solutions

• Complete micrographics systems, equipment and service

Electronic document management systems and electronic document conversion services are now two of

our most important product lines. We have implemented many solutions for our customers, ranging

from banks and other financial institutions, healthcare facilities, manufacturing companies, schools and

many others. This has enabled our customers to automate processes, save time and money, improve

efficiencies, and improve processes and procedures.

BSC has an extensive Conversion Services Department, which is responsible for electronic data

conversions, such as the one outlined in this Request. We have been responsible for data conversions in

almost all industries, including healthcare, manufacturing, banking and financial services, governmental

agencies, police and sheriff’s department and many others. Our Conversion Services Department is

staffed by knowledgeable and experienced workers, many with as much as 15 years’ experience.

Fee Proposal:

Option 1

All Work Off-site

Project Pricing

Estimated Image count 500,000

Scan/Indexing/OCR $ .075/image

Document Prep (882 hours @ $ 24/hr.)

Loading of boxes, Pickup and Shredding

$ 37,500.00

$ 21,168.00

$ 3,500.00

Total

$ 62,168.00

Option 2

Scanning On-site (Active), All others scanned off-site’ Shredding On-site (Active), Others (Off-site)

Project Pricing

Estimated Image count (active files) 120,000

Scan/Indexing/OCR ($ .26/image)

$ 31,200.00

Document Prep (active files) (212 hours @ $ 29/hr.)

$ 6,148.00

On-site Set-up

$ 2,300.00

Estimate Image count (inactive files) 380,000

Scan/Quality Assurance/Indexing ($ .075)

$ 28,500.00

Document Prep (inactive files) (670 hours @ $ 24/hr.)

$ 16,080.00

Loading of boxes, Pickup & Shredding $ 3,500.00

Total

$ 87,728.00

RFP Committee Findings related to Vendor:

Strengths: Strong higher-ed experience; clearly identified BANNER/Ellucian integration experience;

excellent OCR/indexing; strong security; low HRM burden Weaknesses: Unsure initially about pricing

but found it to be competitive with other bids received; No other weaknesses identified.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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RFP#5567 Intent to Award for Document Scanning, Digitization, OCR, Indexing, and Secure Shredding Services

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