AWARD INFORMATION
FOR
Quote # 15-530
On-site Shredding Services
AWARD DATE: January 8, 2016 AWARDED TO: Legal Shred, Inc.,
ADDRESS: 11806 S. US Highway 41 Gibsonton, FL 33534 PHONE NUMBER: 813-445-7301
FAX NUMBER: 813-445-7302
EMAIL ADDRESS: [email protected]
CONTACT: Jason Fredericks
CONTRACT PERIOD: January 8, 20l6 through September 30 2018 MASTER PO# 21601923
ONSITE SHREDDING SERVICES ANALYSIS Q 15-530
Item Qty. UoM Description Unit Price Extended Price
1 75,000 Lb. Document Destruction $0.09 $6,750.00
2 100 Lb. Media Destruction $0.50 $50.00
3 10 Lb. Computer Hard Drive Destruction $0.50 $5.00
Sub Total A
$6,805.00
Item Qty. UoM Description Unit Price
Extended Price=unit price X 12
4 3 Ea. Container Rental – Small (up to 100
lbs.) $0.00 $0.00
5 10 Ea. Container Rental – Med (up to 200
lbs.) $0.00 $0.00
6 2 Ea. Container Rental – Large (up to 300
lbs.) $0.00 $0.00
Sub Total B $0.00
Grand Total (Sub Totals A + B) $6,805.00
Legal Shred, Inc.
Onsite Shredding Services Q 15-530
Revised 05/11/15 12
QUALIFICATIONS
1. Successful vendor shall hold certification with the National Association of Information Destruction (NAID). Certificate should be submitted with the quote, but must be submitted within five (5) working days after request and before award.
Onsite Shredding Services Q 15-530
Revised 05/11/15 13
SPECIFICATIONS
SILENCE OF SPECIFICATIONS: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.
1. Total volume of paper shredded during the prior year is estimated to be 100,000 pounds. 2. “Onsite shredding” means total pulverization of all identified paper documents at the locations throughout the County on Exhibit A. Removal and offsite shredding will be allowed for cardboard containers only.
3. Offsite shredding must be accomplished by cross-cut shredding or strip shredding within 48 business hours of pick up from Owner’s premises.
4. In accordance with Rule 1B-24, Florida Administrative Code, the Vendor, on behalf of the County, shall ensure that all destruction of records is conducted in a manner that safeguards the interests of the County and the safety, security, and privacy of individuals. In destroying records containing information that is confidential or exempt from disclosure, the Vendor shall employ destruction methods that prevent unauthorized access to or use of the information and ensure that the information cannot practicably be read, reconstructed, or recovered. For the purpose of this contract, the method of record destruction will be shredding, unless an alternative method is approved in advance by the County. The Vendor shall specify the manner of destruction of such records when documenting disposition. Where possible, recycling following destruction is encouraged. (a) For paper records containing information that is confidential or exempt from
disclosure, appropriate destruction methods include burning in an industrial incineration facility, pulping, pulverizing, shredding, or macerating. High wet strength paper, paper mylar, durable-medium paper substitute, or similar water repellent papers are not sufficiently destroyed by pulping and require other methods such as shredding or burning.
(b) For electronic records containing information that is confidential or exempt from disclosure, appropriate destruction methods include physical destruction of storage media such as by shredding, crushing, or incineration; high-level overwriting that renders the data unrecoverable; or degaussing/demagnetizing. (c) For other non-paper media containing information that is confidential or exempt
from disclosure, such as audio tape, video tape, microforms, photographic films, etc., appropriate destruction methods include pulverizing, shredding, and chemical decomposition/recycling.
(d) Vendors shall not bury confidential or exempt records since burying does not ensure complete destruction or unauthorized access.
Onsite Shredding Services Q 15-530
Revised 05/11/15 14
5. Paper shredders can be used to destroy flexible media such as diskettes once the media are physically removed from their outer containers. The shred size of all record refuse (paper or flexible media) must be small enough that there is reasonable assurance that the data cannot be reconstructed. Records not destroyed on-site must be retained in proper chain of custody until their destruction is verified by a Certificate of Destruction. Off-site shredding must be accomplished within 48 business hours of pick up from the County’s premises. Samples of shredding quality will be furnished the County upon request to verify ongoing compliance of an organization's secure destruction services with established security and operational standards
6. Vendor shall provide secure and confidential destruction of County identified documents on an on-going schedule and on an as-needed basis.
7. The County will provide the unsecured containers to collect the materials to be shredded. The vendor will provide the locked containers to collect the materials to be shredded. 8. Vendor is to provide medium-size (40-70 gallon), or large-size (71-100 gallon) lockable,
wheeled totes with hinged tops on a monthly rental basis. Contractor will also provide optional lockable, stationary consoles that will hold approximately 100 lbs. of material. 9. Opportunities for recycling are encouraged to the extent that the content of the
information material cannot be revealed.
10. The County may require pick-ups outside of the regular schedule. If such an occasion shall arise, it is requested the contractor pick up the container(s) within a 24 hour period after notification and leave an empty container in its place.
11. If contractor is unable to collect containers for reasons beyond its control, the County shall be notified as soon as possible, but in any event no later than 3:30 p.m. on the same day.
12. Vendor must provide certificate of destruction certifying the quantity, date(s), division and location of materials destroyed.
13. The County reserves the right to add or delete containers or locations as needed. All changes to this quote will be made in the form of a written amendment.
14. Price quoted for shredding/destruction shall be by the pound inclusive of all associated costs (i.e. shredding/destruction, disposal of boxes, mileage and fuel surcharge, equipment, manpower, time, etc.).
Onsite Shredding Services Q 15-530
Revised 05/11/15 15
EXHIBIT “A”
Divisions and Current Service Levels
Below is a list of the County divisions currently receiving service as well as their current schedule.
Division Schedule Containers Location
Equity & Human
Resources – Admin. On-Call 1
330 West Church St., Bartow
Information Technology –
Records Management On-Call Purge Only
330 West Church St., Bartow
Property Appraiser Every 4 weeks 2
255 N. Wilson Ave., Bartow
Public Safety – EMS:
Finance Center On-Call 3
1295 Brice Blvd., Bartow
Public Safety – Fire
Rescue On-Call 2
2470 Clower St., Bartow
Risk Management Every 4 weeks 1
1250 Golfview St., Bartow
Risk Management –
Indigent Health Care On-Call 1
2135 Marshall Edwards Dr., Bartow Social Services – Elderly
Services Every 2 weeks 1
1290 Golfview St., Bartow
Social Services –
Administration Every 4 weeks 1
1290 Golfview St., Bartow
Social Services – Transit Every 4 weeks 1
1290 Golfview St., Bartow
Utilities On-Call Purge Only
1011 Jim Keene Blvd., Winter Haven
September 16, 2015
POLK COUNTY, A POLITICAL SUBDIVISION OF
THE STATE OF FLORIDA
ADDENDUM #1
QUOTE #15-530
Onsite Shredding Services
This addendum is issued to clarify, add to, revise and/or delete items of the Quote Document for this work. This Addendum is a part of the Quote Document and acknowledgment of its receipt shall be noted on the Addendum.
Contained within this addendum: questions and answers received.
The Quote Receiving Date has been extended. The revised Quote Receiving Date is Thursday, September 24, 2015, prior to 10:00 a.m.
Mary W. Combee
Mary W. Combee, CPPO, CPPB, CPCP Procurement Specialist
Procurement Division
This Addendum sheet should be signed and submitted with your
quote submittal. This is the only acknowledgment required
.
Signature: Printed Name: Title:
Company:
QUOTE 15-530
Onsite Shredding Services
ADDENDUM #1
Question 1: May I receive a list of bid participants for quote 15-530, Onsite Shredding Services?
Answer 1: The list is attached to this addendum as Attachment “A”. Question 2: What is the start date of the contract?
Answer 2: The estimated start date is within 30 days of the quote opening. Question 3: Who is the current onsite shredding contractor?
Answer 3: Crown Shredding, LLC.
Question 4: What is the current pricing per pound that Polk County is paying for document shredding?
Answer 4: Polk County is paying $.015 per pound.
Question 5: What is the current pricing per pound that Polk County is paying for media destruction?
Answer 5: Polk County is paying $0.60 per pound.
Question 6: What is the current rental rate that Polk County is paying for each of the locked units?
Answer 6: There is no charge for locked units.
Question 7: How often does Polk County require the Certificate of Destruction? Each occurrence, monthly, annually?
Answer 7: A Certificate of Destruction is required for each occurrence.
Question 8: Are the services listed the current services and equivalent to projected services for the new contract?
Answer 8: Yes.
Question 9: If the Vendor has been certified in the shredding industry for 5+ years with multiple contracts including government, however chooses not to participate in the NAID Page 2 of 3
Certification as it is an optional membership, is the Vendor excluded from the bid opportunity? and why?
Answer 9: NAID certification auditors verify protocols are in place to ensure the security of confidential material throughout all stages of the destruction process such as handling, transporting, storing materials prior to destruction, and destroying and disposing of materials responsibly. This also includes any transfer of custody scenarios. If the vendor holds an alternate certification equivalent that meets the standards of NAID certification, we will consider that as well.
Question 10: If the Vendor is not NAID Certified, will Polk County allow the Vendor to obtain the certification once the award has been issued in order to comply with the request? Answer 10: Providing the vendor holds equivalent level certification, and it is accepted by Polk
County, NAID Certification will not be required. However, certification is required prior to award and the award will not be held up to allow for compliance.
Company Name
JAMES ENTERPRISES AND ASSOCIATES NETWORK 32 AND ASSOCIATES INC OC SERVICES CORP
W D D REAL ESTATE FOUNDATIONS INC 6 DOF CONSULTANTS
FIRST SOURCE CONSULTING LLC TRI-HR SOLUTIONS LLC
US TECH SOLUTIONS INC
COMPETENCY & PERFORMANCE SOLUTIONS CYNTOX LLC
REDWOOD TOXICOLOGY LABORATORY INC SWAN DEVELOPMENT ADVISORS
AD SIGNS THAT WORK
AD-VANCE TALENT SOLUTIONS INC BLACKWATER INTEGRATION LLC BORING BUSINESS SYSTEMS COMBINED WORKSITE SOLUTIONS CREATIVE ARTS UNLIMITED INC CROWN SHREDDING LLC
ENVIRONMENTAL EQUIPMENT SALES INC EVOLVE CONTRACTING INC
EXPERT CONSTRUCTION MANAGERS INC FULL HOUSE HOLDING INC
GAI CONSULTANTS-SOUTHEAST INC HANDS ON SECURITY INC
HODGE MANAGEMENT LLC
INTEGRATED ENVIRONMENTAL TECHNOLOGY LEVEY CONSULTING LLC
MANAGEMENT CONSULTING INC MCKIM AND CREED PA
OWENS RENZ AND LEE CO INC WORLDWIDE DIGITAL USA INC PARAGON MTG HOLDINGS LLC PRISM PLUS CONSULTING LLC
QUEST CORPORATION OF AMERICA, INC. FLORIDA PAPER SHREDDING & RECYCLING ASK IT CONSULTING INC
DJ JORDAN EVENTRICS K2 EVOLUTION LLC
ONE SOURCE SOLUTIONS LOGISTICS LLC PELZ ENVIRONMENTAL SERVICES INC SINNOTT WOLACH GROUP
VIVO TEAM CONSULTING INC
WORLDWIDE STAFFING RESOURCES INC CONESTOGA-ROVERS & ASSOCIATES INC DSM TECHOLOGY CONSULTANTS LLC GRM INFORMATION MANAGEMENT SERVICES ALBU & ASSOCIATES INC
COST AND TIME MANAGEMENT LLC GREEN EARTH BUILDING MAINTENANCE HISPANIC RESOURCE CENTER INC MEDCLEAN MANAGEMENT SOLUTIONS METRIC ENGINEERING INC
CCMG INC INGENESIS
PINNACLE TECHNICAL RESOURCES INC. TJR PROPERTY PRESERVATION LLC ASTADIA INC
GANNETT FLEMING INC MAXIMUS
AXI International CPS INC
GOLD AND ASSOCIATES INC
POOLE & KENT COMPANY OF FLORIDA TBE GROUP INC
September 23, 2015
POLK COUNTY, A POLITICAL SUBDIVISION OF
THE STATE OF FLORIDA
ADDENDUM #2
QUOTE #15-530
Onsite Shredding Services
This addendum is issued to clarify, add to, revise and/or delete items of the Quote Document for this work. This Addendum is a part of the Quote Document and acknowledgment of its receipt shall be noted on the Addendum.
Contained within this addendum: questions and answers received.
The Quote Receiving Date has been extended. The revised Quote Receiving Date is Thursday, October 1, 2015, prior to 10:00 a.m.
Attached is a revised Quote Sheet, this Quote Sheet must be used or your submittal will be considered non-responsive.
Mary W. Combee
Mary W. Combee, CPPO, CPPB, CPCP Procurement Specialist
Procurement Division
This Addendum sheet should be signed and submitted with your
quote submittal. This is the only acknowledgment required
.
Signature: Printed Name: Title:
Company:
QUOTE 15-530
Onsite Shredding Services
ADDENDUM #2
Question 1: I sent in my quote registration, but I don’t see our company name listed on Attachment “A”.
Answer 1: Attachment “A” in Addendum 1 was the list of vendors solicited, not the vendors that have submitted their registration form.
Question 2: I see Addendum #1 which answered the current pricing question as $.015 per lb. Is there a minimum charge associated with this per container or location or is it expected that if you have 2 lbs. of paper at a location you will be charged 3 cents. Answer 2: No, we have not established a minimum charge. The quote sheet allows for a
container rental charge and document destruction per pound as separate items. Please note that price quotes by the pound should be inclusive of all associated costs (i.e. shredding/destruction, disposal of boxes, mileage and fuel surcharge, equipment, manpower, time, etc.)
Question 3: Can you also tell us what sized containers are currently at each location?
Answer 3: The majority of containers were medium sized. However, this is not centrally monitored as each cost center or location may change container size based upon their individual needs throughout the year.
Onsite Shredding Services Q 15-530
ADDENDUM #2
QUOTE SHEET
Item Qty. UoM Description
Unit Price Extended Price 1. 75,000 Lb. Document Destruction 2. 100 Lb. Media Destruction
3. 10 Lb. Computer Hard Drive Destruction
Sub Total A
Qty. X Unit Price X 12 months = annual cost for all containers
Item Qty. UoM Description Unit Price
Extended Price= unit
price X 12 4. 3 Ea. Container Rental – Small (up to 100 lbs.)
5. 10 Ea. Container Rental – Med (up to 200 lbs.) 6. 2 Ea. Container Rental – Large (up to 300 lbs.)
Sub Total B
Grand Total (Sub Totals A + B)
All items must have a dollar/cents value even if it is at no charge (example: $0.00). If nothing is entered in field the quote may be considered non-responsive.
Vendor Name
