The vendor is required to provide secure disposal of obsolete confidential county records for the county government.
- The pick-up of records for secure disposal must be scheduled, at least 48 hours in advance, with county staff.
- Staff at the record center at 5600 Campbelltown County Road will identify record boxes scheduled for authorized destruct for records/boxes stored at the record center (TRC).
- Generally, boxes are placed in a holding area within the respective department and the vendor goes to the department holding area, retrieves the boxes, and takes them to the designated onsite area for destruct.
- All county departments can request onsite destruct and the respective department will manage their request, including the items they have for destruct, paper, hard drives, etc.
- All records destroyed by vendor must be rendered illegible.
- To meet this requirement, the minimum acceptable results of the disposal process will be used to measure compliance.
- To ensure that confidential county records are picked up, transported, and rendered illegible through the disposal process, the following minimum requirements must be fulfilled:
• Entire process must be performed by employees of the vendor. no phase of the disposal process may be sub-contracted.
• Transportation of county records must be restricted to secure vehicles.
• All county records must be destroyed within forty-eight (48) hours of pickup from any county facility.
• County records must be destroyed, and the process certified prior to the issuance of payment.
- The successful bidder must meet the following requirements regarding the security of all county records:
• The vendor must provide, as part of the submitted bid, a certificate of insurance covering vendor against any general liability claims of no less than $1,000,000.00.
- Vendor must provide, as part of the submitted bid, three (3) references of existing customers, to include a contact name, address, and telephone number.
- The vendor must describe and explain the process used for determining security clearance of employees.
- Provide some process whereby an independent, external agent audits the disposal process and maintains security for the vendor's facility
- Provide pricing information for the various categories of records described below.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 07, 2025