Alcorn State University Scanning, Digitization, OCR, and Secure Shredding Services RFP 5567 2026
Alcorn State UniversityHigher Ed · Alcorn State, MS- Due
- Apr 20, 2026
- Deadline passed
- Posted
- Mar 11, 2026
- Primary contact
- Mertha George
- (601) 877-6154
The 30-second brief
Alcorn State University (ASU) is soliciting sealed proposals for RFP 5567 to provide comprehensive document management services for Human Resources and Student Employment records. The scope includes high-resolution scanning, Optical Character Recognition (OCR) for searchable files, indexing compatible with the University’s HR management system, and secure onsite shredding. The estimated volume consists of 41 Banker Boxes, 86 letter-size drawers, and 5 (10-foot) shelving units. Vendors must comply with FERPA, Mississippi employment verification (E-Verify), and maintain strict chain-of-custody. Proposals are due by April 20, 2026, at 2:00 PM CST. Questions are due by March 26, 2026.
High-resolution scanning, Searchable OCR files, Indexed records, Certificates of Destruction, Audit documentation
Relevant Experience & References (15 pts), Compliance & Ces (10 pts), Onsite Service Methodology & Security Measures (20 pts), Cost (35 pts), Timeline & Flexibility (10 pts), Completeness of Proposal (10 pts)
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Summary
Alcorn State University (ASU) is soliciting sealed proposals for RFP 5567 to provide comprehensive document management services for Human Resources and Student Employment records.
The scope includes high-resolution scanning, Optical Character Recognition (OCR) for searchable files, indexing compatible with the University’s HR management system, and secure onsite shredding. The estimated volume consists of 41 Banker Boxes, 86 letter-size drawers, and 5 (10-foot) shelving units. Vendors must comply with FERPA, Mississippi employment verification (E-Verify), and maintain strict chain-of-custody. Proposals are due by April 20, 2026, at 2:00 PM CST. Questions are due by March 26, 2026.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
5- High-resolution scanning
- Searchable OCR files
- Indexed records
- Certificates of Destruction
- Audit documentation
REQUIRED ATTACHMENTS
W9, certifications
- Submit to
- 1000 ASU Drive 509, Lorman, MS 39096
- Scope location
- Lorman, MS
Questions about this RFP
How do I respond to this RFP from Alcorn State University?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is April 20, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 1000 ASU Drive 509, Lorman, MS 39096. For questions, contact Mertha George.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Alcorn State University in MS, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Mertha George at (601) 877-6154. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: High-resolution scanning, Searchable OCR files, Indexed records, Certificates of Destruction, Audit documentation. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Relevant Experience & References (15 pts), Compliance & Ces (10 pts), Onsite Service Methodology & Security Measures (20 pts), Cost (35 pts), Timeline & Flexibility (10 pts), Completeness of Proposal..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Alcorn State University?
All active and historical solicitations from Alcorn State University are tracked and searchable. As a higher ed agency, Alcorn State University regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: W9, certifications. Review the full document from Alcorn State University for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Lorman, MS. Review the full solicitation for detailed scope requirements.