1-26RFP047 Secure Document Shredding, Purge, and Transition Services.pdf

This solicitation is a request for proposals for services under Texas Education Code 44.031.

Request for Proposals

26RFP047

Secure Document Shredding, Purge, and Transition Services

Date Event

March 6, 2026, and March 13, 2026

Dates of public advertisement

March 23, 2026 Due date for questions submitted in Bonfire platform by 5:00 pm CST

March 25, 2026 Questions and answers posted in Bonfire platform

April 7, 2026 RFP opening / Vendor proposal due date at 2:00 pm CST

May 21, 2026 Tentative AISD Board meeting for review/approval

Contact:

David Martinez-Gutierrez Contract & Procurement Services Email: francisco.d.martinez@austinisd.org

To ensure a fair and transparent solicitation process and the integrity of submissions:

• Proposals received after the specified due date and time shall not be considered.

• Proposals must be submitted in the specified format and all Required Forms must be signed and submitted with response.

• Question and Answer Protocol: Proposers seeking clarification or have questions pertaining to this

RFP must submit questions in writing through the AISD Bonfire Portal no later than the date and time shown above.

• Questions & Answers and all Addenda will be posted on the AISD Bonfire Portal:

https://austinisd.bonfirehub.com/portal/ mailto:francisco.d.martinez@austinisd.org https://austinisd.bonfirehub.com/portal/

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

Virtual Bid Opening

A virtual bid opening for this solicitation will take place on Tuesday, April 7, 2026, at 2:15pm via the google meet platform.

Virtual Bid Opening Details

Meeting ID: meet.google.com/vus-zvhn-gtk

Phone Numbers (US):

0365 -701-+1 774

PIN: 614 128 416#

meet.google.com/vus-zvhn-gtk

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

Checklist and Submission Guidelines

This checklist is provided to help you conform to all form/document requirements stipulated in this solicitation and attached herein. This is not a required form and it is not necessary to return this checklist with your proposal.

I. Understanding the Proposal

Completed

Read entire RFP document, appendices and attachments

Review AISD Policy and Provisions (available on the AISD website)

Submit questions properly before deadline

Review addenda, Q&A and other additional attachments

Review Proposal Format section of RFP

II. Forms

Completed

Bid Certification

Notification of Criminal History of Contractor

Debarment, Suspension and Ineligibility Certification

Conflict of Interest Questionnaire (CIQ) – electronic submission

Strategic Partner Profile

Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant

Software Vendor Certification Form (if product/service is digital or online)

Form W-9 Request for Taxpayer Identification Number and Certification

Attachment A – Vendor Questionnaire

Attachment B – CJIS Privacy & Security Addendum / MCA

Recycling and Endpoint Letter

III. Submitting the Proposal

Completed

Prepare the proposal in the format specified and sign all required forms

Submit RFP through the AISD Bonfire Portal no later than the due date and time.

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

Table of Contents

Section I

Section II

Section III

Section IV

Section V

Section VI

Introduction

Proposal Format

Initial Review of Proposals

Competitive Selection / Evaluation

Scope of Service and Performance Requirements

Appendices and Attachments

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

I. INTRODUCTION

Austin Independent School District (“AISD”) is seeking proposals for District-wide secure document shredding and purge services. This project involves the regular servicing of approximately 2,400 secure consoles across 130 facilities and requires a seamless hardware transition from the current provider. The successful proposer must ensure all destruction meets CJIS and District privacy standards while guaranteeing that 100% of shredded material is recycled to support AISD’s environmental sustainability goals.

Proposers may make written inquiries through the AISD Bonfire Portal concerning this solicitation to obtain clarification of the proposal requirements. Inquiries shall be submitted no later than the time and date specified on the cover page. Questions received by this deadline, and corresponding answers, will be included in an

Addendum. All addenda will be posted in the AISD Bonfire Portal.

Each Bidder, by submitting its proposal, agrees that the proposal is subject to the

Austin ISD Policies and Provisions and agrees to comply with those conditions. Acceptance of a proposal will occur only when a contract is executed. Any contract will incorporate the Austin ISD Policies and Provisions and Standard Terms and Conditions and no commitment exists until a contract is executed by both parties.

Austin ISD is subject to the Texas Public Information Act. All documents submitted as part of the Contractor’s Proposal response will be deemed confidential during the evaluation process, and will not be available for review by anyone other than Austin

ISD staff or its designated agents. Following an award of contract or termination of the procurement, Proposals may be subject to release as public information. If a Proposer believes that its Proposal response, or parts of it, may be exempted from disclosure under Texas law, the Proposer clearly must specify page-by-page and/or line-by-line the parts of the Proposal response which it believes are confidential or otherwise exempt. Austin ISD assumes no obligation or responsibility relating to the disclosure or nondisclosure of information submitted by Proposers.

II. PROPOSAL FORMAT

To ensure a streamlined and efficient evaluation process, proposers shall submit only the following requested items. Please do not include generic marketing materials or additional proposal narratives.

1. Vendor Questionnaire (Attachment A)

Proposers must provide complete, concise answers to all questions within the digital questionnaire.

2. Law Enforcement Security & Compliance Packet (Attachment B)

Proposers must submit the merged Management Control Agreement (MCA) and

CJIS Security Addendum, fully executed.

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

3. NAID AAA Certifications

Proposers must provide current proof of NAID AAA Certification for both "Mobile"

(on-site) and "Plant-based" (off-site) destruction. If the proposer utilizes a third-party plant for final destruction, the NAID certification for that specific facility must also be included.

4. Hardware Specifications & Photographic Evidence

Proposers must provide technical specification sheets and high-resolution photographs for all proposed equipment (Executive Consoles, 96-gallon, and 64-gallon bins). Photos must clearly show the locking mechanisms and "anti-fishing" baffles.

5. Sample Monthly Service Log (Excel Format)

Proposers must provide a sample of their standard monthly service report in a manipulatable Excel format, demonstrating site-level data.

6. Recycling Endpoint Letter

Proposers must provide a signed letter on company letterhead identifying the specific licensed paper mill or recycling end-point facility.

7. Pricing (Bonfire Bid Table)

Proposers must submit all pricing electronically via the Bonfire Bid Table.

1. Required Forms Bidders shall execute and submit the following required forms:

• Bid Certification

• Notification of Criminal History of Contractor

• Debarment, Suspension and Ineligibility Certification

• EDGAR Vendor Certification

• Strategic Partner Profile

• Form W-9 Request for Taxpayer ID Number and Certification: Proposers must provide a current form (available at www.irs.gov).

• Conflict of Interest Questionnaire (CIQ): Chapter 176 of the Texas Local

Government Code requires vendors to file this form to disclose any business or family relationships with District officers that could create a conflict of interest.

This must be submitted via the AISD online portal.

• Attachment A: Vendor Questionnaire

• Attachment B: CJIS Privacy & Security Addendum / Management Control

Agreement (MCA)

• NAID AAA Certifications http://www.irs.gov/

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

• Recycling Endpoint Letter: Proposers must provide a letter identifying the licensed paper mill or recycling end-point facility where all District shredded material will be processed.

The District reserves the right to tender its own contract which shall incorporate the requirements of this RFP and the successful Proposer’s response. A preview / reference only copy of AISD’s Agreement is posted on the AISD website and should not be submitted with proposals.

III. INITIAL REVIEW OF PROPOSALS

Any vendor/contractor determined non-responsible or any proposal determined non-responsive will not be evaluated further. The vendor/contractor will be notified of a non-responsible or non-responsive determination.

Responsive: In order for a proposal to be responsive:

• ALL required forms listed in Section II shall be signed and included with the proposal.

• The proposal shall be received prior to the RFP opening date and time.

• The proposal shall respond to the entire scope of service and performance requirements as requested.

Responsible: In order for a proposal to be responsible, the vendor/contractor shall be in good financial standing with the Texas Comptroller of Public Accounts.

IV. COMPETITIVE SELECTION / EVALUATION

A. This is a NEGOTIATED procurement and as such, award will not necessarily be made to the offeror submitting the lowest priced proposal. Award will be made to the firm submitting the best responsive proposal satisfying AISD’s requirements, price and other factors considered.

Consistent with state law and district policy, this RFP does not commit the district to award a contract. The district reserves the right to accept or reject any or all proposals and/or award in whole or in part any proposal if the district determines it is in the best interest of the district to do so. The district also reserves the right to waive any minor informalities in order to take the action which it deems to be in the best interest of the district.

B. The district anticipates that the evaluation process may include multiple levels of evaluation, as for example, but not limited to:

Phase 1: Initial review of the proposal by the district’s evaluation team.

Phase 2: Interviews and/or presentations of top proposals from Phase 1, followed by administrative review of finalist(s) and award recommendation.

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

PHASE 1

Points Item Detailed Description

20 Points Operational Continuity

& Transition Strategy

• 90-Day Roadmap (7 pts): Week-by-week transition schedule including the Phase 1 Audit.

• Hot-Swap Logistics (7 pts): Plan for 24-hour equipment exchange at all 130 sites.

• AISD Fingerprinting Plan (6 pts): Schedule for getting personnel cleared through AISD HR/Police.

20 Points

Organizational

Qualifications &

Security

• NAID AAA Certification (8 pts): Objective proof of current certification for mobile/plant destruction.

• Verified Scale & Capacity (7 pts): Documented history managing 100+ sites (List of Texas clients).

• Self-Performance (5 pts): Proof of direct W-2 employment and zero use of subcontractors.

20 Points Product, Accountability

& Sustainability

• Hardware Security (7 pts): Quality/durability of bins and anti-fishing locking mechanisms.

• Reporting & Data Integrity (7 pts): Demonstrated ability to provide the Monthly Service Log in Excel format.

• 100% Recycling Guarantee (6 pts): 100% Recycling

Guarantee (6 pts): Verified environmental audit trail and identification of the end-point paper mill. The

Recycling Endpoint Letter serves as the primary evidence for this category. Failure to provide this letter identifying a specific, verified recycling end-point will result in a loss of points.

40 Points Financial Proposal

• Bonfire Automated Score: Mathematical ranking of fixed recurring rates and on-call/purge pricing.

PHASE 2 (optional)

AISD reserves the right, at its sole discretion, to conduct a Phase 2 evaluation with one or more shortlisted Offerors for the purpose of clarifying, validating, or confirming information submitted in Phase 1.

Phase 2 may include, but is not limited to:

• Clarification of responses provided in the Questionnaire

• Review of submitted product specifications, images, or documentation

• Product demonstrations, product evaluations, or inspection of equipment (if requested)

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

• Requests for Best and Final Offers (BAFO)

Phase 2 is intended solely to verify and clarify information submitted in Phase 1 and will not introduce new evaluation criteria or independent scoring categories.

AISD reserves the right to waive Phase 2 and make an award based solely on Phase 1 evaluations.

V. SCOPE OF SERVICE AND PERFORMANCE REQUIREMENTS

The following describes the service and performance requirements that selected vendor(s) will be required to perform. Failure to address or to fully describe capabilities to accomplish all elements of this section will result in a loss of evaluation points.

A. Term

The contract shall be effective upon full execution. The initial term of the agreement shall conclude on June 30, 2027. The District shall have the option to renew the contract for four

(4) additional one (1) year periods, running from July 1 through June 30 of each year. The

District reserves the right to extend this contract beyond the then-current expiration date of the then-current contract period. The District further reserves the right to extend the contract for any reason it deems appropriate and for any period of time it determines is in the best interest of the District.

B. Vendor Qualifications and Capacity, Scope of Service and Performance Requirements

To be considered for award, the proposer must meet the following minimum requirements

• Industry Certification: The vendor must be NAID (National Association for

Information Destruction) AAA Certified for mobile and/or plant-based shredding.

Evidence of this certification must be provided with the response.

• Experience: The vendor must have a minimum of five (5) years of experience providing secure document destruction services to large public-sector entities or school districts of similar size and complexity (100+ facilities).

• Service Capacity: The vendor must demonstrate the ability to provide, deliver, and install approximately 2,400 secure consoles within the required 30-day transition window without outsourcing the primary service to a third party.

Service Locations and Equipment

The vendor shall provide and maintain approximately 2,400 secure, locked consoles or bins across all designated District facilities. All equipment must be clean, in good working order, and feature a secure locking mechanism. Service frequency (weekly, bi-weekly, or monthly) will be established by the District for each location and may be adjusted as needed.

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

Transition and Implementation

The successful proposer must manage the complete transition from the incumbent provider.

This includes the coordinated removal of existing consoles and the concurrent delivery and installation of new hardware. This transition must be completed within ninety (90) calendar days of the Notice to Proceed.

• Phase 1 (Days 1-30): Site audits and coordination with District facility leads.

• Phase 2 (Days 31-90): Physical hardware swap. The vendor must ensure a "hot swap" process where no facility is left without a secure disposal option for more than twenty-four (24) hours.

Customer Service and Communication

The selected vendor shall provide a dedicated Account Manager and a secondary point of contact to handle Austin ISD inquiries, scheduling, and billing issues.

• Responsiveness: The vendor must acknowledge all District communications (emails or phone calls) within four (4) business hours. A full resolution or status update must be provided within twenty-four (24) hours.

• Service Delays: If a scheduled pickup is delayed for any reason, the vendor must notify the affected site and the District Contract Manager no later than 8:00 AM on the day of service.

• Emergency/On-Call Requests: For "purge" or unscheduled service requests, the vendor must provide a service date within three (3) business days of the request.

Security and Compliance

All services must be performed in strict accordance with the CJIS Security Policy. All vendor personnel entering District property must be background-checked and fingerprinted per District policy. A Certificate of Destruction must be provided to the

District for every service visit, documenting the date, location, and volume of material destroyed.

Environmental Sustainability

To support the District’s sustainability goals, 100% of all shredded paper material must be recycled. The vendor is required to provide quarterly reporting to the

District’s project manager detailing the total weight of paper destroyed and the associated environmental impact.

Monthly Service Logs

Along with the monthly invoice, the vendor must provide an electronic report (Excel format) detailing the date of service, location name, number of bins serviced, and the

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services weight of material collected for every District site. This log must match the provided

Certificates of Destruction.

C. Criminal History Background Checks

Vendor/Contractor is directly responsible to obtain all required criminal history record information through the Texas Department of Public Safety’s Fingerprint-based Applicant Clearinghouse of Texas (“FACT”). The cost of the background checks is the responsibility of the Vendor/Contractor. Vendor/Contractor must ensure that there is no criminal history record that would prevent the Vendor/Contractor or its employees from working in the District’s facilities. Vendor/Contractor must ensure that national criminal history record certification is filed with the District. Vendor/Contractors can only be present at district campuses or may provide online services once the criminal history process (including forms and fingerprinting) has been properly completed and approved. For more information, please refer to AISD District Policy CJA (REGULATION) and CJA (LEGAL).

D. Insurance Requirements

The Contractor shall provide proof and maintain the following insurance coverage applicable to liability which could be incurred in conjunction with its employees providing of services to the district:

The Contractor is required to carry the following insurance coverages:

• General Liability (minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate). This policy should cover injury of a participant and include the following provisions: waiver of subrogation, endorsement to provide Austin ISD as additional insurance, and notice of cancellation.

• Sexual Molestation & Child Abuse (SAM) endorsement of $100,000 minimum (either specifically stated as included as part of General Liability or purchased separately in addition to the General Liability policy).

• Full Malpractice Coverage: professional liability coverage at a minimum limit of $1,000,000 to pay on behalf of the assured all sums which the assured shall become legally obligated to pay as damages by reason of any negligent act, error, or omission arising out of the performance of professional services under a contract. Professionals required to be licensed or registered by the state. Examples: architecture, landscape architecture, land surveying, medicine, nursing, engineer, optometry, real estate appraising.

• Workers’ Compensation: coverage should be consistent with statutory benefits outline in the Texas Worker’s Compensation Act Section 401. The minimum policy limits for Employer’s Liability are $500,000 bodily injury each accident, $500,000 bodily injury by disease policy limit, and $500,000 bodily injury by disease each employee. The company’s policy shall apply to the State of Texas and include a waiver of subrogation in favor of Austin ISD.

A current, industry-standard ACORD Certificate of Insurance (COI) for each of the above policies shall be delivered to the AISD before any work is started. Certificates shall be sent to the AISD Contract & Procurement Services office at each change or renewal during the term of the contract.

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

If transporting Austin ISD students, the vendor must have Automobile Liability as follows: Owned, Non-Owned, Hired or Rented with $1,000,000 Single Limit and Additional Insured in favor of Austin Independent School District. Questions about the district’s insurance requirements should be directed to the Office of Risk Management.

E. Award Terms and Conditions

There are multiple steps required for AISD to award and execute agreements issued pursuant to this RFP. Important information and general action steps pertaining to the post-RFP/post-award process is included below.

• Any agreement resulting from this solicitation is contingent upon the continued availability of appropriations and is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the AISD Board of Trustees or otherwise not made available to the District.

• Any agreement issued as a result of this RFP does not guarantee any minimum amount of service or payment. A Service Agreement with AISD will not be issued unless requested by campuses and/or department initiates a request for services. A provider shall not perform services for AISD without a fully executed agreement and the issuance of a Purchase Order.

• A provider will be compensated by AISD for services actually performed and satisfactorily rendered in accordance with contract requirements. A sample of AISD’s Service Agreement is available on our website for your review only but should not be submitted with your proposal.

• Payment will be made according to the District Comptroller’s published Accounts Payable schedule. Typically, payment is net 30 days after receipt of accurate and verifiable invoice. Rates charged should be reasonable and customary. Mileage and travel expenses will not be reimbursed by AISD.

• The District reserves the right to terminate all or any part of the undelivered portion any order resulting from this solicitation with thirty (30) days written notice; upon default by the vendor, for delay or non-performance by the Vendor, or, if it is deemed in the best interest of the District, for convenience.

• Recommended vendors will receive a Notice of Award. If a Service Agreement is issued, the vendor will receive the document via email for electronic signature using the DocuSign routing system. Once complete, vendors will receive a fully-executed copy of the service agreement via email. Non-awarded vendors will receive a “Notice of Non-Award” via email.

• Upon approval, vendors will receive a Purchase Order (PO) and this is the notice to proceed to begin services. Under no circumstance should vendors begin to provide services to the district without a valid Purchase Order. AISD is not responsible for payment for unauthorized services rendered in advance of a valid PO being issued.

• Conflict of Interest – Employment Restrictions Any person who has been employed as a full-time employee of the District may not perform services for the District for compensation as a vendor or consultant or on

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services behalf of a vendor or consultant for 18 months after the termination of the person’s employment relationship with the District. This restriction does not apply to former employees who are hired as classroom teachers, campus-based professional employees, or campus principals. AISD Policy DBD (LOCAL)

• Pricing Adjustments:

Pricing provided by Proposers in response to this RFP will remain firm for the initial term of the agreement. Should market conditions prevail which dictate an increase, the vendor may request permission to increase pricing no later than 30 days after receiving notice from Austin ISD of its intent to extend the agreement. Pricing adjustments may only occur at the time of renewal and only upon securing approval in writing from Austin ISD’s Contract & Procurement office. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profits. Price adjustment is limited to up to a five percent (5%) increase of the contracted rates per renewal period. Such requests must be submitted in writing detailing the requested adjustments. Justification for the request to adjust pricing must be industry-driven and further substantiated by including supporting documentation, such as a letter from suppliers.

Austin ISD may, in its sole discretion, accept or reject the price increase in whole or in part. Austin ISD shall have authority, in its reasonable discretion, to determine the validity of any change in vendor’s rates. If a properly submitted increase is rejected, the Proposer may request cancellation of such items from the contract prior to renewing by giving AISD written notice. Prices must be honored on orders dated up to the official date of the approval and/or cancellation of the requested price adjustments.

VI. APPENDICES AND ATTACHMENTS

➢ Appendices (Documents included within this proposal are available for download with in

Bonfire):

▪ Appendix 1 – Purchasing and Acquisition Vendor Relations Policy CHE-LOCAL

▪ Appendix 2 – AISD Policy and Provisions

➢ Attachments (Separate documents available to download within Bonfire):

▪ Bid Certification

▪ Notification of Criminal History of Contractor

▪ Debarment, Suspension and Ineligibility Certification

▪ Conflict of Interest Questionnaire (CIQ) – electronic submission only

▪ Strategic Partner Profile

▪ Edgar Certifications Addendum for Contract Funded by U.S. Federal Grant

▪ Form W-9 Request for Taxpayer Identification Number and Certifications

▪ Attachment A – Vendor Questionnaire

Austin ISD – Request for Proposals 26RFP047 - Secure Document Shredding, Purge and Transition Services

▪ Attachment B – CJIS Privacy & Security Addendum / MCA

▪ Attachment C - Needs Assessment & Operational Analysis