Data Destruction Services

The vendor is required to provide destruction services for all grades of material, as well as destruction services for other media containing confidential information.
- Employee confidentiality:
• Confidentiality agreement – all employees of the vendor who have access to, or can provide access to, confidential materials shall sign a confidentiality agreement.
• Criminal record – all employees of the vendor who have access to, or can provide access to, confidential materials shall pass a criminal background check.
• Drug screening – all employees of the vendor and or sub-contractors who have access to, or can provide access to, confidential materials shall be drug-screened at time of hire and must pass random drug tests during term of employment.
• Bonding – all vendor employees shall be covered under an employee ‘honesty’ bond in the amount of $10,000.
• Audit – the vendor shall allow representatives from the state to view evidence of all appropriate documentation prior to contract award, and at any time during the contract period.
• Security of vehicles – all vehicles used for on-site shredding and disposal of materials, and for transfer of client records to off-site facility for shredding shall have lockable and securable cabs and lockable and securable fully enclosed boxes.
• Security of facility – vendor shall provide a secure area within the facility devoted to destroying confidential materials and for holding records unattended until destruction can be accomplished.
• All entrances and exits to secure area shall be monitored to prevent unauthorized access.
• A monitored alarm system shall be in place to be utilized when the facility is unoccupied.
• Shredding process – the destruction of confidential paper records, either on-site or off-site, shall be in a manner that will render the documents virtually unreadable and non-reconstruct able.
• the vendor shall perform the process of cross cutting, piercing and tearing with a maximum width of 3/4”; max length 2.5”, 5/8 shred width 2.5” onsite.
• Disposal of shredded material – the vendor shall transport confidential paper back to their facility to be destroyed in a confidential manner.
• The paper shall be shredded, baled and stored in a locked and alarmed building until disposal.
- Provide the following services and items:
• On-site: the vendor shall provide mobile shredding services to agencies requiring on-site services. 
• Documents and records for destruction shall be collected and stored by agency in containers provided by vendor or in agency owned containers.
• All materials shall be securely contained during transfer from agency location to transportation vehicle to prevent loss from wind or other atmospheric conditions. 
• Materials shall remain secured in the immediate custody of the vendor’s employee until the mobile shredding equipment destroys them. 
• Shredded materials shall be transported by vendor’s vehicle to facility for disposal.
• Allow authorized state agency personnel to inspect vehicle and equipment before, during and after completion of shredding services.
• Dates and times for on-site services or for pick-up of containers shall be arranged between the utilizing agency and eligible participant all days scheduled by the vendor shall be during normal business days, Monday through Friday, between the hours of 8:30 a.m. and 4:00 p.m., except on official state of holidays.
• Off-site: the vendor shall offer pick-up and transfer confidential paper records to a secure off–site facility for shredding and disposal
• Documents and records for destruction shall be collected and stored by agency in containers provided by vendor or in agency owned containers.
• Vendor shall charge by the pound for off-site shredding.
- Container requirements:
• Contractor shall be responsible for maintaining all containers in good working order, cleaning containers as necessary and providing replacement and or additional containers as requested.
• Plastic container medium tote - 64-65 gallon locking shred tote with paper slot - ~200 lb. capacity available with locking or non-locking cover and wheels
• Plastic container large tote - 95-96 gallon locking shred tote with paper slot - ~300 lb. capacity available with locking or non-locking cover and wheels
• Standard console – 32-gallon max - ~20” x 20” x 36” - ~100 lbs. capacity, locking shred tote with paper slot
• Gaylord container- 48” x 40” x 36”
• Bulk purge shredding (non-gaylord container) – cubes – 15” x 12” x 9.75”
• Agency supplied containers, or boxes, shall be designated as ‘-cubes’ and shall be categorized according to the following dimensions:
o 32.27.1.1.1 cube = 35 lbs., (approximately the size of a standard 15” x 12” x 9.75” archive box)
o 32.27.1.2.2 cube = 55-65 lbs.
o 32.27.1.3.3 cube = 70 lbs.
• Bulk purges charged by this box size or will be measured 6 boxes equals (1) 64–65-gallon tote or 10 boxes equals (1) 95–96-gallon tote.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: July 15, 2025