3-Attachment C - Needs Assessment Operational Analysis.pdf

26RFP047 - Secure Document Shredding, Purge, and Transition Services

Attachment C – Needs Assessment & Operational Analysis

1. PROJECT OVERVIEW & SCOPE OF WORK

Austin Independent School District (AISD) requires a comprehensive, district-wide solution for secure document destruction. The successful proposer must manage the secure collection and certified destruction of materials across approximately 130 facilities.

The District’s primary objectives are:

• Security: Maintaining a strict chain of custody and 100% staff clearance via AISD fingerprinting.

• Continuity: Executing a seamless "Hot-Swap" transition of approximately 2,400 secure units.

• Sustainability: Ensuring 100% of shredded material is diverted from landfills and recycled.

2. OPERATIONAL BASELINE & SITE CONDITIONS

The data provided in this attachment represents the District’s current representative estimates. By submitting a proposal, the Proposer acknowledges and agrees to the following:

• Professional Due Diligence: The quantities and site conditions listed are for preliminary logistical planning. The awarded vendor is expected to apply professional expertise to "right-size" each location during the mandatory Phase 1 Site Audit.

• Pricing Integrity: Proposed unit rates shall remain firm for the duration of the contract, regardless of minor variances in bin counts discovered during the implementation phase.

• Baseline Validation: The first 30 days of the contract (Phase 1) are dedicated to a vendor-led, wall-to-wall physical audit of all 130 sites to establish the final Service Level Agreement (SLA) inventory.

3. REPRESENTATIVE INVENTORY MATRIX

Proposers should use this matrix to estimate equipment needs and route density.

Facility Category

Primary Equipment

Est. Qty Per Site

Service Profile

Standard Campus

96-Gallon Bins 1 - 3 Standard recurring secure disposal.

Administrative Hubs

Office Consoles

10 - 25 High-density office placement; executive areas.

Secure Facilities Mixed Units Varied CJIS Compliance required;

limited access.

High-Volume Sites

96-Gallon Bins 3 - 5 Increased frequency and purge support needed.

Facility Category

Sites / Buildings Included

Administrative Hubs

Austin ISD HQ, Central Warehouse, Service Center, Performing Arts Center, Nelson Bus Terminal, Saegert Bus Terminal, Southeast Bus Terminal.

Secure Facilities

AISD Police HQ, Burger Activity Center, Delco Activity Center, House Park, Nelson Field, Noack Sports Complex.

High-Volume Sites

All High Schools (Akins, Anderson, Ann Richards, Austin, Bowie, Crockett, Eastside, Garza, International, LASA, LBJ, McCallum, Navarro, Northeast, Travis) PLUS Barrington ES, Rodriguez ES, and Burnet MS.

Facility Category

Sites / Buildings Included

Standard Campus

Middle Schools: Bailey, Bedichek, Covington, Dobie, Garcia, General Marshall, Gorzycki, Kealing, Lamar, Lively, Martin, Mendez, Murchison, O. Henry, Paredes, Sadler Means, Small, Webb.

Elementary Schools: Allison, Andrews, Baldwin, Baranoff, Barton Hills, Bear Creek, Becker, Blackshear, Blanton, Blazier, Boone, Brentwood, T.A.

Brown, Bryker Woods, Campbell, Casey, Casis, Clayton, Cook, Cowan, Cunningham, Davis, Dawson, Doss, Galindo, Govalle, Graham, Guerrero Thompson, Gullett, Harris, Hart, Highland Park, Hill, Houston, Jordan, Joslin, Kiker, Kocurek, Langford, Lee, Linder, Maplewood, Mathews, McBee, Menchaca, Mills, Norman-Sims, Oak Hill, Oak Springs, Odom, Ortega, Overton, Padrón, Palm, Patton, Pecan Springs, Perez, Pickle, Pillow, Pleasant Hill, Reilly, Ridgetop, Sanchez, St. Elmo, Summitt, Sunset Valley, Travis Heights, Uphaus, Walnut Creek, Widen, Williams, Winn, Wooldridge, Wooten, Zavala, Zilker.

4. DYNAMIC FOOTPRINT & TRANSITION PRIORITIES

AISD is currently engaged in a multi-year facility modernization program, including school closures, consolidations, and moves.

• Priority 1 Rollout: Several locations have been identified for immediate high-volume service or equipment upgrades during the initial transition.

• Fluid Inventory Requirement: Proposers must account for a "Fluid Footprint." The District expects equipment relocation and site decommissioning (removing units from closing schools and installing in new sites) to be handled as a standard component of contract management without additional mobilization or relocation fees.

• The "Hot-Swap" Standard: To ensure zero gaps in security, the vendor must remove existing hardware and install new hardware within a 24-hour window.

5. ANCILLARY SERVICES (PURGE DATA)

In addition to recurring service, the District requires "as-needed" purge services.

• Historical Volume: Certain sites (e.g., Kiker and Bear Creek) frequently request bulk clear-outs of 10 to 50 banker boxes.

• End-of-Year Peak: Proposers should expect a 25% increase in purge requests during the months of May, June, and July due to campus clear-outs.