1-RFQ Shredding Services FINAL.pdf

SUBMIT QUOTATION TO:

FLORIDA GULF

COAST UNIVERSITY

Via Euna Web Portal https://fgcu.bonfirehub.com/opportunities/231126

Solicitation Number: RFQ 21T-006

RFQ FGCU Contact Information Toni Panio-Skinner – tpanioskinner@fgcu.edu

Solicitation Title: Shredding Services

Supplier Questions Due: April 20, 2026

FGCU Responses to Questions Due: April 27, 2026

Quotes Responses Due: May 11, 2026

Term: Initial term of three (3) years, with the option to renew for three (3) additional one-year periods, or any portion thereof based on appropriation of funding

SOLICITATION NUMBER MUST APPEAR ON ALL QUOTATIONS AND RELATED CORRESPONDENCE

Please quote on this sheet in the spaces indicated below, the articles described. Base your quotation on the terms and conditions on the material and/ or services listed below. Your quotation must be received by the due date indicated above. The university is tax exempt and as such is not subject to sales or excise taxes. The vendor must clearly state any contingency upon which the quote is submitted. All quotations will be considered FOB Destination. By signing below, the vendor agrees to the terms and conditions of this Request for Quote.

RESPONDENT INFORMATION

Company Name:

Telephone Number: Email:

Website:

Signature of Representative:

Official Title: Date:

Florida Gulf Coast University Board of Trustees (“University” or ‘FGCU”) seeks to contract with a qualified supplier to provide Shredding Services of paper and electronic storage media. Please see Scope of Services specifications (Attachment I) below.

TERM OF AGREEMENT

Initial term of three (3) years, with the option to renew for three (3) additional one-year periods, or any portion thereof. Such renewals will be mutually agreed to in writing and subject to satisfactory performance evaluations of the Firm by the University and appropriation of funding. Specific terms and conditions of any renewals will be negotiated and agreed upon between the University and the Firm, in writing, no less than Ninety (90) days prior to the end of the then current term.

PRICING

REQUEST FOR

QUOTATION

https://fgcu.bonfirehub.com/opportunities/35473

Please provide pricing for the scope of services by filling out Attachment II.

TERMS AND CONDITIONS

QUOTE SUBMISSION: All Quotes must contain this Quote Form with a manual signature in the appropriate space above. Please submit your quotation via our BONFIRE online portal at:

PRICES: Prices offered will be firm for the initial contract term of three (3) years, and continuing through subsequent renewal term(s) if applicable.

TAXES: Florida Gulf Coast University does not pay Federal Excise or Florida Sales tax on direct purchases of tangible personal property. The appropriate exemption number(s) is 85-8012496546C-6.

PAYMENT: Florida Gulf Coast University will mail payment not later than forty (40) days upon receipt and acceptance of the goods and upon receipt of an approved invoice. Invoices bearing a valid purchase order number must be sent to accountspayable@fgcu.edu for prompt payment. If, for reasons other than a bona fide dispute, payment of an invoice is not issued within forty (40) days after receipt of a proper invoice, the

University, upon a valid request, shall pay to the supplier, in addition to the amount of the invoice, an interest penalty at the rate established pursuant to 55.03(1) Florida Statutes; however, the interest penalty must be in excess of one dollar ($1.00) in accordance w/FGCU prompt payment regulation.

APPROPRIATIONS: Florida Gulf Coast University’s obligation to pay under this contract is contingent upon an annual appropriation by the State Legislature.

ADDITIONAL TERMS AND CONDITIONS: No additional terms and conditions included with the Quote will be considered and any and all such additional terms and conditions have no force and effect and are inapplicable to this RFQ.

PERFORMANCE

A. Contractor will perform all services outlined herein and furnish all labor at their risk, assuming full responsibility for completion of the services and providing the deliverables required for the amount stated in the RFQ. No compensation will be provided for additional reimbursable expenses.

B. The parties agree that time is of the essence in the performance of the services required under this

Agreement. The Contractor agrees that all services will be performed regularly, diligently, and uninterrupted at such a rate of progress as will ensure full completion thereof within the time specified.

C. Contractor will provide personnel (“Personnel”) to perform services. Personnel will, at all times, be the employees of Contractor, and Contractor will be solely responsible for the supervision, daily direction and control of such Personnel. Contractor will have the right, or the University will request, to remove, reassign, mailto:accountspayable@fgcu.edu or take any other employment-related action with respect to any of its Personnel furnished pursuant to the

Agreement. In the event of such removal or reassignment, Contractor will furnish a replacement. In addition, Contractor will be responsible for payment of all compensation, benefits and employer taxes relating to such

Personnel (including workers’ compensation and disability). Contractor reserves the right to hire qualified temporary employees or subcontractors, if the circumstances require, in order to accommodate special requests from University.

INDEPENDENT CONTRACTOR: It is understood and agreed that nothing contained herein is intended or should be construed as in any way making Contractor the agent or representative of University for any purposes in any manner whatsoever. Contractor is, and will remain, an independent contractor with respect to all services performed under this Agreement.

SCOPE CHANGES: The University may, upon mutual agreement with the Contractor, require, by written order, changes altering, adding to, or deducting from the Contract specifications, provided that such changes are within the general scope of the Agreement. Such equitable adjustments require the written consent of the Contractor, which must not be unreasonably withheld.

ACCOUNTING: Contractor and University will keep accurate records as to performance of all services required pursuant to this Agreement, and of all transactions relating to this Agreement.

NON-EXCLUSIVE AGREEMENT: This is a non-exclusive agreement. The University reserves the right to obtain additional Shredding Services and to contract for these services in the future. Nothing herein is to be interpreted to prohibit such future actions nor to guarantee renewal of this Agreement. The University reserves the right to renegotiate any and all provisions of this Agreement for future contract terms.

TERMINATION: The University reserves the right to terminate this Agreement in whole or part at any time when in the best interest of the University without penalty or cause. Upon receipt of the written notice of Termination for Convenience, the Contractor will immediately stop all work as directed in the notice, notify all subcontractors of the effective date of the termination and minimize all further costs to the University. In the event of termination under this provision, all documents, data and reports prepared by the Contractor as a result of this

Agreement will become the property of and delivered to the University.

The Contractor is entitled to receive just and equitable compensation for work in progress, work completed and materials accepted before the effective date of termination. Such compensation is the Contractor’s sole remedy against the University in the event of termination under this provision.

UNILATERAL CANCELLATION: This Agreement may be unilaterally canceled by University for refusal by

Contractor to allow public access to all documents, papers, letters or other materials which may be subject to the provisions of Chapter 119, Florida Statutes, and made or received by Contractor in conjunction with this

Agreement.

FORCE MAJEURE: No default, delay, or failure to perform on the part of Contractor or University will be considered a default, delay or failure to perform otherwise chargeable hereunder, if such default, delay or failure to perform is due to causes beyond either party’s reasonable control including, but not limited to: strikes, lockouts, or in actions of governmental authorities, epidemics, war, embargoes, fire, earthquake, acts of God, or default of common carrier. In the event of such default, delay or failure to perform, any date or times by which either party is otherwise scheduled to perform will be extended automatically for a period of time equal in duration to the time lost by reason of the excused default, delay or failure to perform.

GOVERNING LAW: This Agreement is subject to the relevant laws and regulations of the State of Florida, the

Florida Board of Governors, and the University. Any provisions herein, in conflict with the relevant laws and regulations, will be void and of no effect.

ATTACHMENT I – Scope of Services

University expects the Contractor to provide shredding bins at strategic locations throughout its campus and to perform monthly pick-up for shredding bins and shredding of paper and electronic storage media at this same time as needed.

SEE MAP IN ATTACHMENT III FOR BUILDING PICK-UP LOCATION-

Below are where are 32-Gallon Consoles that are serviced monthly are located:

• Modular 4 (located behind the Library) – Two (2) containers – First Floor

• Campus Support Complex – One (1) container – First Floor

• WGCU Broadcasting Building - One (1) container – First Floor

• Edwards Hall - One (1) container – First Floor

• Howard Hall – Two (2) containers – one on First Floor and one on Second Floor

• Sugden Hall - One (1) container – Second Floor

• Student Health Services Modular - One (1) container – First Floor

• South Village Modular One (located in South Modular Village) - One (1) container – First Floor

REQUIREMENTS

Please provide the following information in Attachment II (Reply Requirements) for purposes of evaluating the quality of service in relationship to prices for services.

CERTIFICATIONS AND AUDIT PROCESSES

A. For consideration, the Supplier must possess a current NAID certification and copies of current NAID certification must be provided. Other applicable certifications that demonstrate compliance with recognized industry standards should be provided as well.

B. Describe your company’s internal audit process. Provide examples of internal audits and compliance checklists.

C. Please provide copies of any outside audits performed in the past three years.

SECURITY

A. Specifications of locked bins and consoles.

1 Describe how keys for these bins are secured.

2 Containers must be key/pad locked.

B. Security features of trucks for onsite shredding of paper and/or electronic items.

1. The back of the truck and the front console must be locked when picking up paper and electronics.

C. Maintenance schedule for trucks and plan if truck breaks down on campus. We do not want a regular rental truck to be used if the first truck breaks down. We require a second one of your own trucks to come and complete the job.

D. Security features of company facilities. For example, who in your company has access to your shredding facility. At what location does the shredding take place?

E. Describe your electronic media shredding process

1 Security features of premises where electronic shredding takes place and storage areas for electronic media. (If applicable)

2 Final disposition of electronic items. Include the name and location of the incinerator or third-party supplier.

F. Tracking processes and documents for both paper and electronic items. For example: How long does the shredding process take? What is your certificate of destruction look like? Will there be video proof of destruction? Does the certificate of destruction for electronic materials include confirmation of serial numbers?

G. Types of reports produced include disposition of truck/bags. For example, will there be a bar code/tracking system per console/containers that have already been shredded?

H. Sample of a certificate of destruction

1 Paper

2 Electronic items

I. Paper shredding sizes produced by trucks. For example, what is the size of the crosscut after shredding?

J. Shredding sizes produced for electronic shredding. For example, what type of electronic shredding and by which method(s) do you have the capability to perform?

PERSONNEL

A. Background check level and process for all employee classifications that will be handling or have access to documents. For example, who will be performing the background check? UPD or supplier? What level is required?

B. Annual process to confirm employee background checks have been completed with client. Provide evidence of an annual process for employee background check.

C. How many employees are to be present during shredding?

SHREDDING PROCESS

A. Employee uniform, identification, and protocol when on University Property.

B. Phone number and email contact is the preferred communication method regarding request of additional bins, removal of bins and additional boxes for monthly pick-up.

C. Communication regarding monthly pick-up times, routes and locations are required, and that they are consistent- the same day and time each month.

D. Confirm that all pick-ups will occur Monday – Friday between the hours of 8:00 a.m. and 3:00 p.m.

INSURANCE

Confirm that insurance will be maintained in the following amounts:

1. Workers’ compensation insurance for all employees, including coverage under the applicable law of the jurisdiction where the work will be performed. Contractor shall also require that all of its subcontractors maintain similar worker’s compensation coverage, in the event Contractor employs subcontractors.

2. General liability insurance. Limits shall be a minimum of: (i) $1,000,000 per occurrence for bodily injury or property damage; (ii) $1,000,000 per occurrence for products or completed operations; and (iii)

$2,000,000 annual aggregate for products or completed operations’ claims. Coverage shall include those perils generally associated with a commercial general liability policy and specifically include contractual liability coverage. Coverage shall contain no exclusions for cross liability between insureds. Contractor shall also require that all of its subcontractors maintain similar general liability insurance.

3. Automobile liability insurance. Limits shall be a minimum of: (i) $1,000,000 per accident combined single limit or (ii) $1,000,000 per occurrence for bodily injury and $500,000 per occurrence for property damage. Coverage shall include liability assumed under this Agreement.

4. Professional liability insurance. Limits shall be a minimum of $1,000,000 per occurrence to cover such claims or liability caused by or arising out of activities or Contractor or its agents and employees while engaged in the performance or this Agreement.

5. Contractor’s insurance shall: (i) be underwritten by a licensed insurer reasonably acceptable to the

University; (ii) be primary for University’s exposure relative to any insurance purchased or maintained by the Contractor; (iii) be evidenced by a certificate of insurance, with the appropriate endorsement containing a signature by a duly authorized representative of the insurer providing such insurance cannot be canceled, non-renewed or materially altered without thirty (30) days written notice by certified mail to the University; (iv) the general liability and automobile liability policies shall specifically protect the

University by including Florida Gulf Coast University Board of Trustees as additional insured; (v) the official title of the certificate holder shall be Florida Gulf Coast University Board of Trustees.. With regard to the general liability insurance and automobile liability insurance, Contractor’s insurance shall be endorsed so the insurer will waive subrogation rights against the University. Contractor shall endeavor to provide thirty (30) days written notice to the University of any cancellation, non-renewal, or material change of coverage and provide 10 days for cancellation due to nonpayment.

ATTACHMENT II – Reply Requirements

In your proposal reply, please fill out pricing below and submit required information:

1. Shred rates for boxes picked up during the monthly shred pick-up times.

One box approximately 12 in x 15 in: ___________

2. Monthly bin pick-up charges

32-gallon container: _________ each

64-gallon container: _________ each

95-gallon container: _________ each

3. Electronic media:

Tablets: ________________________ each

Hard drives: _____________________ each

VHS tapes: ______________________ each

Cassette tapes: __________________ each

Floppy Discs: ____________________ each

CDs: ___________________________ each

Credit Card Terminals: ____________ each

4. Provide answers to the following questions:

a. Who in your company has access to your shredding facility? At what location does the shredding take place?

b. What does your certificate of destruction look like? Will there be video proof of destruction? Does the certificate of destruction for electronic materials include confirmation of serial numbers?

c. Will there be a bar code/tracking system per console/containers that have already been shredded?

d. What is the size of the crosscut after shredding?

e. What type of electronic shredding and by which method(s) do you have the capability to perform?

f. Background check level and process for all employee classifications that will be handling or have access to documents. Who will be performing the background check? UPD or supplier? What level is required?

g. What is your process for employee annual background checks?

h. Confirm employee uniforms will include a Logo shirt with name, and supplier issued ID badge.

i. Will there be a 24-hour, 7 day a week contact number available?

ATTACHMENT III – FGCU MAP