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| Bid Classification: |
Services
|
|---|---|
| Bid Type: | RFP |
| Bid Number: | 26R357 |
| Bid Name: | Records and Information Management (RiMS) |
| Bid Status: | Open |
| Bid Closing Date: | Fri Aug 21, 2026 4:00:00 PM (EDT) |
| Registration Deadline: | Wed Aug 19, 2026 4:00:00 PM (EDT) |
| Question Deadline: | Fri Aug 21, 2026 4:00:00 PM (EDT) |
| Electronic Auctions: | Not Applicable |
| Language for Bid Submissions: | English unless specified in the bid document |
| Submission Type: | Online Submissions Only |
| Submission Address: | Online Submissions Only |
| Public Opening: | No |
| Description: |
The York Region District School Board (the “Board”) is seeking a vendor and service provider to deliver comprehensive off-site physical records storage services, along with the ability to modernize the Board’s Record and Information Management Program to support digital transformation, indexing of box and file level data, provide improved accessibility, efficiencies, and cost-savings, and to enhance privacy, information, and cyber security to support regulatory compliance and risk mitigation. This modernization includes the digitization of paper-based records currently stored both on-site and off-site. The records are sensitive in nature and must be securely stored in both their paper-based and digital formats. Retention periods vary and may range from as little as one year to the full life of the Board. Ontario Student Record (OSR) folders and student transcripts must be retained for 50 years. The Board is responsible for collecting, creating, maintaining, retaining, and securely destroying a wide range of electronic and physical records in accordance with various legislative and regulatory requirements. Records include but are not limited to student, administrative, governance, financial, legal, planning, engineering, human resources, and other operational records. The Board currently has over 9000 boxes of physical records stored with an offsite vendor with destruction of approximately 500 boxes annually and the addition of approximately 30 boxes monthly. Currently, records are managed through a combination of paper-based and electronic systems across corporate and school-based locations. The Board spends approximately $135,000.00 annually. This is an estimate only and should not be construed as a guarantee; rather it is shown to provide an indication of the potential of this Contract. Proponents are hereby invited to propose the lowest net prices, including all charges for which the Proponent is prepared to furnish services requested herein, in accordance with the guidelines expressed in the enclosed document. |
| Bid Document Access: | Bid document preview, bid opportunity, and award notices are available on the site free of charge. Suppliers are not required to register for a bid opportunity prior to previewing unsecured bid documents. Please note, some documents may be secured and you will be required to register for the bid to download and view the documents. To download secured documents and/or to participate in this opportunity, you will need to have a subscription plan or buy Pay-Per-Bid access for this opportunity (available if you don't have an active subscription). |
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