250248_PM_Correspondence.pdf
PDF 246 KB Posted
- Solicitation number
- 250248
- Issued by
- Orange County, California
About this file
This is a project manager correspondence file documenting internal communications at the Orange County Transportation Authority (OCTA) regarding Requisition R001216 for confidential document destruction and recycling services. The correspondence, dated from January 29, 2026 through February 23, 2026, details the procurement planning process for document shredding and removal services. The contract structure consists of an initial one-year term with two one-year option terms, for a total potential contract period of three years. The RFQ was submitted for state review by late February 2026, with written questions from vendors due by 4 p.m. on March 19, 2026, and a written addendum response from OCTA due by March 23, 2026. The procurement requires vendors to bid on all line items in the pricing proposal to be considered responsive.
The budget for this procurement is $25,000 for the initial one-year term, with the Independent Cost Estimate reflecting the total contract amount over the entire initial term and option periods. The funding source is identified as local money rather than Measure M or federal funds. The service specifications reference Level 1 Specifications, consistent with previous BPO C-02664. Key service components include 96-gallon recycling bins for the print shop (non-locked) and confidential document destruction services. The incumbent vendor was unsatisfactory, prompting OCTA's desire to establish an option to terminate after one year if service standards are not met. Award will be made to the lowest responsive, responsible firm on a lump sum basis, and successful vendors must comply with all applicable Equal Employment Opportunity Laws and Regulations and certify compliance with Ukraine/Russia-related economic sanctions requirements.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 250248_PS_v2.pdf | ||
| 250248_RFQ_Exhibit_A_SOW.docx | DOCX document | |
| 250248_PP-APPROVED.pdf | ||
| 250248_RFQ_Exhibit_A_SOW_GMEDITS.docx | DOCX document | |
| 250248_R001216.pdf | ||
| 250248_PP.pdf | ||
| R001216_ICE_v3.pdf | ||
| 250248_Exhibit_A_SOW_GMEDITS.docx | DOCX document | |
| 250248_RFQ_Exhibit_E_General_Provisions.pdf | ||
| 250248_Insurance_&_Indemnification_RM_Review.pdf | ||
| 250248_RFQ_Exhibit_B_Price_Summary_Sheet.pdf | ||
| R001216_SOWV.pdf | ||
| R001216_Price_Summary_Sheet.xlsx | XLSX spreadsheet | |
| 250248_RFQ_Exhibit_C_Insurance.pdf | ||
| 250248_RFQ_Exhibit_D_Safety_Specifications.pdf |
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From: Douglas Guilbert To: Trevor Worthy Subject: RE: Requisition R001216 - Document Shredding & Removal Date: Monday, February 23, 2026 10:36:16 AM
Thank you!
From: Trevor Worthy <tworthy@octa.net> Sent: Monday, February 23, 2026 10:34 AM To: Douglas Guilbert <DGuilbert@octa.net>
Hey Doug
Per our discussion, I will proceed with one (1)-year initial term and two, (1)-year option terms. Attached is the updated procurement schedule.
From: Douglas Guilbert <DGuilbert@octa.net> Sent: Monday, February 23, 2026 10:13 AM To: Trevor Worthy <tworthy@octa.net>
1. The 96 gallon bins are for the print shop. They are not required to be locked. They are for recycling only.
2. I am not satisfied with the current vendor. We want the option of having an out after one year if the new vendor does not meet our standards.
Sent: Monday, February 23, 2026 10:01 AM
Hi Doug – the RFQ is currently with Georgia for review.
For clarification, I have two questions:
1. On the price summary sheet, the 96-gallon bins are not labeled as “locked”. Is this intentional, or is the difference negligible? I want to ensure we are quoted the correct item.
2. There are two, one-year option terms, correct? Not one, two-year term?
mailto:DGuilbert@octa.net mailto:tworthy@octa.net mailto:DGuilbert@octa.net mailto:tworthy@octa.net
Thank You
From: Douglas Guilbert <DGuilbert@octa.net> Sent: Monday, February 16, 2026 2:09 PM
Here you go. Thanks!
Doug
From: Trevor Worthy <tworthy@octa.net> Sent: Monday, February 16, 2026 1:27 PM
I see. I will proceed with Level 1 Specifications (the level utilized in C-0-2264).
Please return the signed procurement plan following your review. Thanks.
From: Douglas Guilbert <DGuilbert@octa.net> Sent: Monday, February 16, 2026 1:02 PM
Hello Trevor, I asked around my department, I don’t believe we supply the commodity code. We’ve never done that before. We believe that comes from HSEC. Thanks.
Sent: Friday, February 13, 2026 8:42 AM
Thanks, Doug. I have attached the procurement plan and procurement schedule for your review/approval.
mailto:tworthy@octa.net mailto:DGuilbert@octa.net mailto:DGuilbert@octa.net mailto:tworthy@octa.net
Per the attached “REF-Safety Specification” spreadsheet, what commodity code do the Document Services belong to?
From: Douglas Guilbert <DGuilbert@octa.net> Sent: Tuesday, February 10, 2026 3:59 PM
Trevor, Here is the information you requested. I’ve attached the documents. And the money will be Local money. Thanks.
Sent: Tuesday, February 10, 2026 3:19 PM
Hi Doug, I would like to follow up on my comments/questions below. Thanks!
Trevor Worthy Senior Contract Administrator Contracts Administration and Materials Management Orange County Transportation Authority ( 714.560.5694 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584
From: Trevor Worthy Sent: Tuesday, February 3, 2026 1:16 PM
Hi Doug mailto:tworthy@octa.net
After reviewing the documents, I have a series of comments and questions:
Independent Cost Estimate
In “Additional Information” please include a reference to previous BPO C02664 and provide a brief description of the market research performed Please revise the date, to on or before the requisition date, 12/29/2025
Pricing
Is the funding source local, Measure M, or Federal?
The previous price summary sheet is attached. Please provide a current version that includes a description of each item and the quantity required
Thank You, Trevor Worthy Senior Contract Administrator Contracts Administration and Materials Management Orange County Transportation Authority
Sent: Thursday, January 29, 2026 9:24 AM
Got it. Thanks. Here are the documents you requested.
From: Trevor Worthy <tworthy@octa.net> Sent: Thursday, January 29, 2026 8:29 AM
Hi Doug
The ICE should consider the entire amount over the life of the contract (excluding potential options).
Sent: Wednesday, January 28, 2026 12:29 PM
Trevor, I believe we did 2 years at $25k per year. For the ICE, is it the yearly amount, or the contract amount?
Thanks.
Doug
From: Trevor Worthy <tworthy@octa.net> Sent: Wednesday, January 28, 2026 12:06 PM
Good afternoon, I would like to follow up on the below request. Thanks!
From: Trevor Worthy Sent: Wednesday, January 21, 2026 3:17 PM
Subject: Requisition R001216 - Document Shredding & Removal
Hi Doug, I have been assigned the subject requisition for document shredding, destruction, and removal. Please provide:
1. The Scope of Work
2. Scope of Work Verification, and
3. Independent Cost Estimate
Thank You, mailto:tworthy@octa.net
Trevor Worthy Senior Contract Administrator Contracts Administration and Materials Management Orange County Transportation Authority
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