Document Destruction Services

The Vendor is required to provide citywide secured on-site document destruction/shredding services for various city departments.
- Shredding Services:
•    Provide secure and confidential destruction of city identified documents.
•    These services are to be provided in two separate formats: scheduled shredding (per container), purge shredding (per pound) and community shredding events (per hour/per truck).
•    Scheduled shredding is defined as the collection and shredding of contents from contract bins that are placed at various city departments on a recurring basis that is mutually agreed upon by the contractor and department, e.g. Once a week, twice a month, monthly, etc.
•    For scheduled shredding, the contractor must provide the city with lockable containers.
•    Purge shredding is defined as shredding service where the materials that need to be shredded are not stored in contract bins, e.g. a department needing to shred twenty (20) banker boxes of paper.
•    For community shredding events, the contractor must provide a truck and staff to provide shredding service.
- On-site Shredding:
•    Mobile operations shredding is defined as secure destruction activities carried out using mobile commercial-grade destruction equipment that destroys confidential city materials within an enclosed and secured vehicle (truck or trailer) at the city’s site. 
•    On-site shredding services must be performed at the city’s convenience so as not to interrupt its normal operations. 
•    Most departments operate on a Monday – Friday, 8:00 a.m. To 5:00 p.m. Business hours schedule, excluding city holidays. 
•    Dates and times for on-site services will be arranged between the using department and the contractor. 
•    Contractor shall coordinate and work in good faith with each department in seeking and obtaining the most appropriate shredding services arrangements and methods of collection. 
•    Must perform all on-site shredding services as close to each using department’s office as possible. 
•    If requested by the department, contractor must allow city representative to witness the shredding process. 
•    Must be responsible for cleanup of the immediate shredding area and ensuring that all loose particles are collected and removed each time shredding services are performed.
- Document Destruction:
•    Upon completion of each shredding service, the contractor must complete and return a certificate of document destruction printed on the contractor’s letterhead. 
•    This formal certificate of destruction indicates actual destruction has taken place. 
•    The certificate of destruction must include at a minimum: location of city department, date service provided, number of containers for scheduled shredding or number of pounds for purged shredding, signature and title of contractor’s employee providing services.
- Containers:
•    Contractor will be required to supply all containers listed below to accommodate document collection for each department without any additional fees or surcharges to the city. 
•    All containers listed below shall be locking. 
•    Must not limit the number of containers at a particular site. 
•    Types of containers – 64 gallon bins and 95 gallon bins. 
•    Consoles shall be constructed in a manner that they appear as office furniture. 
•    All containers must accept for destruction of all paper documentation and any such items binding said documents such as folders, metal clips, paper clips. 
•    All containers must be constructed to prevent theft of materials by reaching in. 
•    Containers should be constructed so as not to allow for documents to slip out once they have been deposited. 
•    Containers must have a tamper evident locking system. 
•    Must retain ownership of their containers. 
•    The city will not be responsible for any liability incurred by the contractor or contractor’s personnel arising out of the possession, use, maintenance, delivery, return and/or collection from the containers provided by the contractor. 
•    Containers provided by the contractor must be clearly marked for their intended use.

- Contract Period/Term: 1 year