Document Destruction Services

The Vendor is required to provide destruction services (including shredding and recycling services) for both on-site and off-site use, as well as options for secured on-site and off-site services pertaining to destruction regulations related to protected health information (PHI), federal taxpayer information (FTI), and health insurance portability and accountability act (HIPPA), as required by the state.
- Documents and/or destroyed documents shall be removed from the Purchasing Entity’s premises and disposed of and/or recycled in a secure and environmentally sound manner. 
- Each Purchasing Entity will specify the category of document destruction services needed, any required security agreements, locations, date/time, pick-up frequencies, and required bins when requesting services.
- Document Destruction Services in the identified categories:
• Category 1: Standard On-Site Destruction
• Category 2: Standard On-Site Destruction (Unlocked)
• Category 3: Secured On-Site Destruction (FTI and PHI)
• Category 4: Off-Site Destruction
• Category 5: Secured Off-Site Destruction (FTI and PHI)
• Category 6: Mixed Media
• Category 7: IT Media
- Customer service in the context of Document Destruction Services include:
• Responding to inquiries and service requests from Purchasing Entity within one (1) business day.
• Demonstrating knowledge and expertise by confirming inquiries via email or as requested by the Purchasing Entity.
• Ensuring security, accuracy and efficiency in all orders and services provided, including confirming the number and type of bins on-site, the weight or quantity of documents destroyed, and verifying the recycling of collections with the invoice.
• Providing tracking and status updates on services rendered, including information about containers in use.
• Collecting feedback from customers. -The truck will arrive at the Purchasing Entity facility during the scheduled time and be operable throughout the shredding service. 
- A backup truck shall be provided in case of equipment failure or inadequate capacity to complete the job.
- provide collection and secured shredding services to permanently destroy and dispose of both Federal Taxpayer Information (FTI) and non-FTI, as considered comingled, paper and mixed media at the designated service locations and frequencies requested by department.
- All closed-top recycling containers shall be equipped with approved built-in locking devices, and keys shall be provided to designated staff to prevent unsupervised access to sensitive documents.
- The locks for recycling containers for FTI must be keyed differently from those for non-FTI recycling containers.
- Provide one key for each type of container, totaling one key per container.
- When determining shredded volume, the contents from the FTI recycle containers shall be weighed separately from the contents from the non-FTI containers.
- All recycling containers shall remain on-site throughout the contract term.
- Vendor shall distribute its proposed recycling containers to each of the Service Locations in the quantities requested by the Purchasing Entity. 
- Department and, as applicable, any other participating entity, reserves the right to request the addition or removal of recycling containers at each location during the term of the contract.
- During each Service Level Pickup, Vendor shall remove its recycling container(s) from the designated location, empty each of its recycling containers, and destroy the contents as outlined below.
- After emptying the contents of each recycling container, Vendor shall lock the recycling container and return it to its designated location.
- Paper Destruction: Vendor shall provide secure shredding equipment to shred paper using a crosscut shredder, producing particles that are 1 mm by 5 mm (.04 in x .2 in) in size or smaller, or pulverized/disintegrator devices equipped with a 3/32 in (2.4 mm) security screen. 
- Mixed Media Destruction: Mixed Media includes but is not limited to hard drives, CDs, DVDs, and flash or jump drives. Mixed Media destruction shall be scheduled as needed and will be identified during normal scheduled pickups.
- Provide an on-site shred truck to perform the requested shredding services.
- Shred truck shall arrive at the facility during the scheduled time and be operable throughout the shredding service.
- Provide services for standard on-site, secured on-site, and off-site destruction, as determined by the needs of the Purchasing Entity, which may follow the schedule outlined below or differ based on specific requirements:
• Weekly (pick up once per week, 52 times per year)
• Semi-Monthly (pick up twice per week, 26 times per year)
• Monthly (pick up once per month, 12 times per year)
• Quarterly (pick up every three (3) months, 4 times per year)
• Semi-Annually (pick up every six (6) months, 2 times per year)
• Annually (pick up every twelve (12) months, 1 time per year)
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 7, 2025