4-14-26MobileOn-SiteShreddingSvcs ITB FINAL.pdf

RESPONDENT CONTACTS: Please provide the name, title, address, telephone number and e-mail address of the official contact and an alternate, if available. These individuals shall be available to be contacted by telephone or attend meetings as may be appropriate regarding the solicitation schedule.

PRIMARY CONTACT: SECONDARY CONTACT:

NAME, TITLE: NAME, TITLE:

ADDRESS: ADDRESS:

PHONE NUMBER: PHONE NUMBER:

FAX NUMBER: FAX NUMBER:

EMAIL ADDRESS: EMAIL ADDRESS:

FLORIDA DEPARTMENT OF REVENUE

INVITATION TO BID

CONTRACTUAL SERVICES – Acknowledgement Form

Page 1 of 70 pages SUBMIT BID TO:

Florida Department of Revenue Procurement Office Building 2, Suite 1600 2450 Shumard Oak Boulevard

Tallahassee, Florida 32399-0109

AGENCY RELEASE DATE:

April 14, 2026

SOLICITATION TITLE: SOLICITATION NO:

Mobile On-site Shredding Services DOR ITB 25/26-83 BIDS WILL BE OPENED on and may not be withdrawn until award and execution of a contract or contracts.

VENDOR NAME:

VENDOR MAILING ADDRESS:

CITY – STATE – ZIP:

*AUTHORIZED SIGNATURE (MANUAL)

PHONE NUMBER:

FREE NUMBER:

FAX NUMBER: *AUTHORIZED SIGNATURE (TYPED), TITLE

EMAIL ADDRESS:

FEID NO.: *This individual must have the authority to bind the respondent.

TYPE OF BUSINESS ENTITY (Corporation, LLC, partnership, etc.):

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder and that the Bidder is in compliance with all requirements of the Invitation to Bid, including but not limited to, certification requirements. In submitting a bid to an agency for the State of Florida, the Bidder offers and agrees that if the Bid is accepted, the Bidder will convey, sell, assign or transfer to the State of Florida all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the State of Florida. At the State’s discretion, such assignment shall be made and become effective at the time the purchasing agency tenders final payment to the Bidder.

TABLE OF CONTENTS

CONTRACTUAL SERVICES – ACKNOWLEDGEMENT FORM

SECTION 1 – INTRODUCTION

1.1 BACKGROUND

1.2 STATEMENT OF PURPOSE

1.3 PROCUREMENT SCHEDULE

1.4 RESTRICTION ON COMMUNICATIONS

1.5 TYPE OF CONTRACT

1.6 INDEPENDENT CONTRACTOR STATUS

1.7 SUBCONTRACTS & JOINT VENTURES

1.8 CONTRACT APPROVAL AND TERM

1.9 RENEWALS

1.10 CONTRACT FUNDING

SECTION 2 – SCOPE OF WORK

2.1 WORK REQUIREMENTS

2.2 COMPANY QUALIFICATIONS

2.3 PERSONNEL

2.4 RESPONSIBILITIES OF THE DEPARTMENT

2.5 SECURITY AND SUPPORTING INFORMATION

2.6 PROPOSED PAYMENT PROCEDURES

2.7 DEPARTMENT OF REVENUE CONTRACT MANAGER

2.8 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

3.0 PROCUREMENT AND CONTRACTING PROCESS

3.1 PROCUREMENT APPROACH

3.2 PROCUREMENT OFFICER

3.3 DEFINITION OF REQUIREMENTS

3.4 VENDOR ADMONISHMENTS

3.5 RESERVED RIGHTS

3.6 ITB RELEASE

3.7 ERRORS IN ITB

3.8 QUESTIONS

3.9 ADDENDA

3.10 PROCUREMENT / CONTRACTING CONSTRAINTS

3.11 RIGHT TO INSPECT PLACE OF BUSINESS

3.12 BID OPENING

3.13 RESPONSIVENESS REVIEW

3.14 VENDOR RESPONSIBILITY REVIEW

3.15 CONTRACT AWARD

3.16 NOTICE OF AGENCY DECISION

3.17 PROTEST AND PROTEST FILING

3.18 CONTRACT FORMATION

3.19 CONTRACT TERMS AND CONDITIONS

3.20 CONTRACT APPROVAL

4.0 SUBMISSION OF BIDS

4.1 GENERAL INSTRUCTIONS TO RESPONDENTS

4.2 COSTS ASSOCIATED WITH BID

4.3 DELIVERY

4.4 RESPONSE VERSIONS

4.5 GENERAL FORMATTING INSTRUCTIONS

4.6 QUANTITY AND MEDIA

4.7 REFERENCES

SECTION 5: SUBMITTAL CHECKLIST

END OF SECTION

EXHIBIT 1 SAMPLE CONTRACT

EXHIBIT 2 DEFINITIONS

EXHIBIT 3 FDOR OFFICE LOCATIONS

EXHIBIT 4 – IRS SAFEGUARDING CONTRACT LANGUAGE

ATTACHMENT A: CERTIFICATION OF DRUG FREE WORKPLACE

ATTACHMENT B: VENDOR CERTIFICATION FORM – PUR 7801

ATTACHMENT C NOTICE OF CONFLICT OF INTEREST

ATTACHMENT D STATEMENT OF NO INVOLVEMENT

ATTACHMENT E: ORGANIZATIONAL CONFLICTS OF INTEREST CERTIFICATION

ATTACHMENT F: VENDOR RESPONSIBILITY DISCLOSURE

ATTACHMENT G AGREEMENT TO MAINTAIN THE SECURITY OF CONFIDENTIAL

INFORMATION

ATTACHMENT H BIDDER REFERENCES FORM

ATTACHMENT I: CUSTOMER REFERENCE FORM

ATTACHMENT J - SUB-CONTRACTOR FORM

ATTACHMENT K: COST SHEETS

SECTION 1 – INTRODUCTION

1.1 BACKGROUND

The FDOR requires secure on-site shredding services to protect confidential taxpayer and client information. To meet FDOR requirements for shredding confidential documents, it is necessary for FDOR to create an Agency Term Contract. The Department intends to create awards for all counties in Florida despite the fact the Department is not presently located in all counties. These awards are being created in the event a new site is placed in a county where services are not currently offered, and/or if another governmental entity requests that this contract be certified for use in that portion of the state. Exhibit 3 (FDOR Office Locations) indicates which counties have FDOR offices. The shredding services shall comply with the latest version of IRS Publication 1075 (https://www.irs.gov/pub/irs-pdf/p1075.pdf). Bidders responding to this ITB shall be National Association of Information Destruction (NAID) certified through the International Secure Information Governance & Management Association® (i-SIGMA®). Bidders must provide a copy of their current NAID certification with their bid response.

The FDOR currently has six (6) Agency Term Contracts in place for providing on-site shredding services. Currently these contracts are all expiring on June 30, 2026.

As provided in Section 287.042(16), F.S., other state agencies may purchase from the resulting contract, provided that the Florida Department of Management Services (FDMS) has determined that the contracts to be used are cost-effective and in the best interest of the State. Upon such approval, the Contractors may, at their discretion, sell these services to additional agencies, in accordance with the terms and conditions contained herein. The contracts resulting from this ITB may be approved as an Alternate Contract Source by the FDMS and, if so, will be posted on the FDMS State Purchasing website for use by other agencies in accordance with 60A-1.047 F.A.C. The FDMS website is http://dms.myflorida.com.

1.2 STATEMENT OF PURPOSE

The contract(s) will be awarded to a single or to multiple Contractor(s), by county, as is deemed to be in the best interest of the FDOR. The Department desires two options for end-user offices: Scheduled Mobile On-Site Shredding Services, and On- Demand Mobile On-Site Shredding Services. Scheduled shredding services allows Department offices to request locking bins of various sizes (volumes) to be placed at FDOR sites to be picked up on a prearranged schedule. On-Demand shredding services allows for offices to request locking bins of various sizes (volumes) to be placed at FDOR sites to be picked up on a non-recurring basis. Note that bidders will be required to provide the number of days that they are willing to guarantee pick up after the customer has requested services.

1.3 PROCUREMENT SCHEDULE

Below is the procurement schedule that represents the FDOR’s best estimate of the schedule that will be followed. If deviations from this schedule occur, the FDOR will publish an addendum on the Vendor Information Portal (VIP). No liability to the FDOR will result from such deviations. All required Vendor actions must be completed by the date and time in the schedule. All listed times are local time in Tallahassee, FL.

EVENT DATE AND TIME DUE

Release of the ITB (on or about) 4/14/26 @ 5:00 PM

Vendor submits questions/inquires, no later than 4/22/26 @ 3:00 PM

Posting responses to questions/inquires on Vendor Information Portal (on or about) 4/27/26 @ 5:00 PM

Bid Opening 5/1/26 @ 3:00 PM

Post Intent to Award on Vendor Information Portal (estimated date) 5/5/26 @ 3:00 PM

1.4 RESTRICTION ON COMMUNICATIONS

Each solicitation for the procurement of commodities or contractual services shall include the following provision: “Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the http://dms.myflorida.com/

72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. A violation of this provision may be grounds for rejecting a response.

1.5 TYPE OF CONTRACT

The Contract is anticipated to be a fixed-rate, deliverable-based contract.

Prior to services being provided a contract like the one found in Exhibit 1 must be signed by the awarded Contractor. The contract should be carefully reviewed by Vendors as modifications proposed by the Vendor after contract award may not be considered.

1.6 INDEPENDENT CONTRACTOR STATUS

During the performance of this contract, the Contractor and its employees will be regarded as an independent contractor and not as employees or agents of the State of Florida or the FDOR. The Contractor will be responsible for all of its employees’ insurance and federal, state, local, and FICA taxes. All employees hired by the Contractor under the performance of this contract shall be notified in writing by the contractor of this provision as a condition of employment.

1.7 SUBCONTRACTS & JOINT VENTURES

Joint Ventures and Subcontractors, including leased employees are allowable under this Contract. Vendors must complete and submit Attachment J Subcontractor Form to list all sub-contractors to be used for this project. Vendors should refer to Section

1.5 Contractor for additional information regarding Contractor and subcontractor relationships.

The FDOR reserves the right at its sole discretion to approve or request substitution of subcontractor(s) initially proposed in a Vendor’s Bid. Additionally, the Contractor must receive written approval from the FDOR prior to substituting one (1) subcontractor for another; approval is at the sole discretion of the FDOR.

1.8 CONTRACT APPROVAL AND TERM

This ITB does not, by itself, obligate the State to make an award. The State’s obligation will commence when the Contract(s) is/are signed by the FDOR’s Director of Financial Management or approved designee. Upon written notice to the Contractor, the FDOR may set a different starting date for the Contract. The FDOR will not be responsible for any work done by the Contractor, even work done in good faith, if it occurs prior to the Contract start date or approved signatures by both parties whichever is later.

The Contract shall be in effect from the date of execution for a period of four (4) years, unless terminated earlier by the State under the terms provided herein.

From the date of receiving the final Contract, the successful Vendor shall have ten (10) business days to execute and return the Contract as tendered to it by FDOR (ten (10) business days from the date it was delivered to the successful Vendor(s) by the FDOR. The FDOR reserves the right to withdraw the tendered Contract and resume discussions with other responsive Vendors after the tenth (10th) day.

1.9 RENEWALS

There will be no renewals for this contract.

1.10 CONTRACT FUNDING

Payment under a contract resulting from this ITB is contingent upon annual appropriation by the Florida Legislature. If funds are not appropriated or federal matching funds are no longer made available to fund the contract, the FDOR may terminate the contract in accordance with Section III.D of the Department’s Standard Contract Template (Exhibit 1).

If funding for the Contract, or the continuation of the Contract resulting from this ITB, is not approved by the State of Florida Legislature, the FDOR shall have no liability for payments to the Contractor.

The costs of services paid under any other Contract or from any other source are not eligible for reimbursement under the Contract resulting from this ITB.

END OF SECTION

SECTION 2 – SCOPE OF WORK

2.1 WORK REQUIREMENTS

2.1.1 Scheduled or On-demand On-Site Shredding Services

For the purposes of this contract, Scheduled Mobile On-Site Shredding Services can be defined as the collection and shredding of contents of locking security bins of various sizes that are placed at end-user sites and picked up on a regularly scheduled service. For the purposes of this contract, On-Demand Mobile On-Site Shredding Services refers to a pickup schedule that may fluctuate and be requested when bins are near full capacity. On-demand services may also be for a single occurrence. The Department will request a recurring shredding schedule or On-demand services depending on the anticipated need of the end-user. The bin size(s) and schedule may be adjusted at any time by the end-user to better complement the end-user’s requirements.

A. Account Establishment – The Contractor shall establish an account for each location that requests Scheduled or On-demand on-site Shredding Services. Upon request from the Department, separate accounts may be established for different programs that share a single postal address. The Contractor shall provide the customer with a detailed quote using the pricing submitted with their bid per Section 3.15. The Contractor shall not request that the Department sign a Contractor sales agreement upon establishing the account. In the event that a department employee signs a sales agreement for an account, the sales agreement is null and void and the terms and conditions of this ITB and resulting contract(s) prevail.

B. Locking containers – Contractor will be required upon request to supply locking containers at no charge to the agency in approximately 32, and 62 - 65 gallon sizes, to accommodate paper/records collection at each agency location. Contractor(s) shall not unreasonably limit the number of containers at any particular site. Requesting agencies shall work with the Contractor to establish the number, size, and locations for all collection containers. The number, size, location and frequency of pickup of containers will be documented in a purchase order. Changes may be made by the Department to the size and number of containers with up to five working days of notice.

C. Pick-up Frequency – User locations will have the option to schedule pick-up service for weekly, bi-weekly, monthly service, or On-demand. Department hours are 8 a.m. until 5 p.m. local time, Monday through Friday, however shredding services should be conducted between the hours of 9 a.m. and 4 p.m. The Contractor shall arrange with the requesting office an appropriate time of day for scheduled pickups. The Contractor is responsible for being familiar with which days are State Holidays. If a scheduled pick up is on a state holiday, the Contractor shall arrive for scheduled shredding services the next business day or on a date of mutual agreement between the Contractor and FDOR. Schedules can be revised by FDOR users when needed, upon five working days’ notice. Pricing for scheduled services shall be the same regardless of the pick-up frequency. Separate pricing is allowed for On-demand services.

D. Placement of containers – Quantity, size, and type of containers at each location shall be at FDOR’s request. Contractor shall place containers in the locations requested by the agency, provided the placement is in accordance with applicable fire codes. Contractors must be aware of these regulations.

E. Ownership of document bins – The Contractor shall retain ownership of the containers. The Contractor shall agree that the

State shall not be responsible for any liability incurred by the Contractor or the Contractor’s personnel arising out of the possession, use, maintenance, delivery, return, and/or collection from the containers provided by the Contractor. The FDOR will replace, or repair containers damaged by its employees. The bidder should indicate container replacement cost on the Cost Information Sheet.

F. Bin security characteristics – Containers must have either a top slot or side slot near the top designed to prevent theft of materials by reaching in. Containers must have a tamper evident locking system and be made of fire-resistant material. The Contractor will supply an agency representative with a key for all locking containers provided. If a key is lost, the Contractor will supply a new key at no additional charge to the agency. Any keys replaced after the first initial loss will be subject to a charge by the Contractor. Cost per key should be indicated on the Cost Information Sheet.

G. Use of bin – All containers provided by the Contractor must be clearly marked for their intended use. The FDOR will be allowed to place additional non-permanent signage on containers at its discretion.

H. Certificate of Destruction - The Contractor must provide the FDOR with a Certificate of Document Destruction each time shredding is performed and when there is more than one Purchase Order at a location, a Certificate of Destruction must be issued for each PO separately so that the Certificates can be matched to the relevant Purchase Orders and invoices. A sample certificate must be provided with this bid response. The Certificate of Destruction must include:

• Location of agency facility.

• Date service provided.

• Number of bins shredded.

• Signature and title of Contractor’s employee performing services;

• Signature of witness.

I. Scheduling Services –For scheduled service, the FDOR will set the frequency during the Account Establishment process described above. For on-demand mobile shredding services, the FDOR will call in advance by the number of days that the contractor guaranteed pick-up would occur after notification. Pick-ups should take place between the hours of 9:00 a.m.

and 4:00 p.m., Monday through Friday local time (excluding weekends and State holidays). All bins will be serviced and invoiced during the scheduled pick-up frequency regardless of their fullness.

J. Access to FDOR Facilities – Documents to be shredded on-demand shall be collected from within FDOR facilities by Contractor and removed from the building for shredding on FDOR premises.

K. Equipment – The Contractor shall have equipment required to perform all aspects of document retrieval and destruction.

The Department will not provide hand trucks or other equipment to assist the Contractor.

2.2 COMPANY QUALIFICATIONS

Bidders shall have at least three (3) years of experience in mobile on-site shredding services. References from clients shall reflect a three year or more receiving services. The Contractor shall be NAID certified and possess the required experience and have and maintain all equipment and faculties required to perform all aspects of the document retrieval and destruction.

2.2.1 National Association for Information Destruction (NAID) Bidders must be National Association of Information Destruction (NAID) certified through the International Secure Information Governance & Management Association® (i-SIGMA®). NAID certified companies operate under a strict code of standards and ethics and NAID conducts annual and random audits to ensure that certified members follow industry best practices, legal and ethical standards, and NAID certification requirements. Certification means that the bidder has passed an audit by security professionals possessing Certified Protection Professional accreditation through the American Society for Industrial Security.

Please provide a copy of your current NAID certificate with your bid response. A lapse of NAID certification during the term of the contract resulting from this bid shall be good cause for vendor removal from contract.

2.2.2 On-Site Shredding Equipment, Vehicles and Facilities

A. Vehicles –The Contractor’s vehicle(s) must be specifically designed for mobile shredding services. The vehicles shall have lockable cabs and have fully enclosed and lockable refuse boxes. The vehicle shall remain locked when unattended. The vehicle shall be clearly marked with the corporate logo and/or name.

B. Shredding Equipment – The shredding equipment must have the capacity to handle the volume of material generated or produced through the course of government business and must safely and destroy all materials whether stapled, clipped, bound, etc. The shredding equipment must convert the material into small unreadable pieces which are then mixed, compressed and secured until destroyed. The shredded paper must be destroyed in a manner that prevents it from being put together, at any time, in a position where it can be reconstructed. The shredded material will be taken to the Contractor’s facility, or to an off-site facility, where it will be destroyed by burning, mulching, pulping, shredding, or disintegrating. This process must comply with IRS Publication 1075, Section 8.3, Destruction Methods, which can be viewed at:

http://www.irs.gov/pub/irs-pdf/p1075.pdf.

C. Facilities – Any facility where material is held prior to being converted to a state that it cannot be reconstructed shall have the following requirements:

• A monitored alarm system for areas where materials are held;

• A closed-circuit camera system that monitors access points into destruction areas. The system shall have playback capabilities for up to 90 days.

2.3 PERSONNEL

The Contractor is to provide supervised and uniformed personnel, trained, licensed, and bonded to perform the Mobile On-Site Shredding Services described herein. The Contractor’s vehicles shall be clearly marked to indicate that they are the Contractor’s vehicle, and staff shall wear a company uniform and carry visible photo employee identification at all times. Documents must be attended by a company employee or physically secured at all times.

http://www.irs.gov/pub/irs-pdf/p1075.pdf

Subcontractors, including leased employees are allowable under this Contract. Vendors should refer to Section 1.7: Subcontracts and Joint Ventures, for additional information regarding Contractor and subcontractor relationships.

Vendors are required to submit Attachment J, Subcontractor Form to either provide a list all subcontractors who will perform services for this project, or to indicate that no subcontractors will be used.

2.4 RESPONSIBILITIES OF THE DEPARTMENT

A. Access to Sites/Documents – For scheduled and on-demand on-site shredding the Department shall allow access to retrieve the contents of the locked shredding bins. Some sites may have security requirements that cause a short delay before gaining access. Pick up hours are 8 a.m. until 4 p.m., Monday through Friday, local time; however, the Contractor should make arrangements with end-users to ensure that shredding is completed at a mutually acceptable date and time within these time frames.

FDOR employees will be responsible for preparation of documents, such as removing binder clips and placing them in bins, prior to Contractor arrival. It will not be necessary to remove documents from file folders, however they shall be removed from three-ring and other type binders.

B. Order Information - The Department’s site requesting services will place orders as follows:

• For Scheduled On-Site Shredding Services the requesting office will issue a Blanket Purchase Order for the fiscal year of service or portions thereof. The ordering office may either request that the Purchase Order be used for invoicing, or the Purchase Order may specify that the Pcard shall be used for payment if the contractor accepts such payment.

• For On-Demand Shredding Services the ordering entity may issue a Purchase Order, modify an existing Purchase Order, or use the Pcard for payment upon rendering of services if the contractor accepts such payment.

• All bins will be serviced and invoiced during the scheduled pick-up frequency regardless of their fullness. Department staff are responsible for monitoring their needs and to work with the Contractor to adjust number of bins and/or frequency as appropriate.

C. Witnessing Shredding and Escorting - A FDOR employee shall be required to witness the shredding process as the documents are fed into the mobile shredding vehicle. Contractor shall accommodate an FDOR employee witnessing the destruction.

Contractor personnel must be escorted at all times when inside FDOR facilities.

D. Notification of office closures - FDOR will provide advance notice to the Contractor when it is known if there will be an office closure on the day of a scheduled pick-up.

2.5 SECURITY AND SUPPORTING INFORMATION

2.5.1 Confidentiality of Information

Confidentiality of all information is required. Therefore, the contractor shall not inspect, view, peruse, copy, or examine any confidential material or documents whether designated for shredding or disposal, or not. In addition, the Contractor shall not disclose, release or communicate any confidential information to any third person, individual, organization or entity not employed or approved by FDOR. Should any violation or breach of this provision occur, such shall constitute cause for immediate termination of the contract upon receipt of written notice by the contractor.

The Contractor shall maintain confidentiality in accordance with best industry practices in compliance with federal and state laws, and in compliance with the National Association for Information Destruction, Inc. requirements for Contractor certification. The Contractor’s personnel designated to work with confidential records shall be required to sign a statement of confidentiality guaranteeing non-disclosure of information prior to performing any work described in this contract. The confidentiality statement shall be designed, implemented and maintained by the contractor. If requested, the statement of confidentiality shall be made available for viewing by FDOR

Additionally, the Contractor shall comply with “Safeguarding Contract Language, from the IRS’s Publication 1075, see EXHIBIT 4 – IRS SAFEGUARDING CONTRACT LANGUAGE (IRS Publication 1075, Exhibit 7).

2.5.2 Agreement to Maintain the Security of Confidential Information The Contractor, its employees and agents, shall be bound by the same requirements of confidentiality as the FDOR. Breach of confidentiality is a misdemeanor of the first degree (sections 213.053 and 213.27(6), F.S.). The FDOR shall not refer accounts until an Attachment G, Agreement to Maintain the Security of Confidential Information has been signed by the Contractor, its employees, and agents. The Agreement form must be signed on an annual basis. The Contractor shall request, complete, and return additional Agreements as the Contractor hires new employees. New employees shall not begin performance under this contract until Agreements are acknowledged by the FDOR. The agreement to maintain the Security of Confidential Information includes the primary workplace and remote work locations (telework).

All Agreements for existing personnel must be signed and provided to the FDOR prior to the end of the testing and acceptance period.

The Contractor shall ensure the confidentiality of all information released to the Contractor or obtained by the Contractor or its agents, distributors, resellers, subcontractors, or employees in the course of providing services under this Contract, including but not limited to, security procedures, business operation information, or commercial proprietary information.

The Contractor shall protect, and secure confidential information exempt from public disclosure pursuant to chapter 119, Florida Statutes; personal information enumerated in section 501.171, F.S., and/or any data that is restricted from public disclosure based on federal or state laws and regulations, including, but not limited to, those related to privacy, confidentiality, security, business or trade secret information, and exemptions from state public records laws. Contractor must immediately disclose all confidentiality and security violations to the FDOR and must agree to take the corrective or disciplinary action determined appropriate by the FDOR, which may include but is not limited to, suspension, termination, or referral for criminal prosecution.

The Contractor agrees to adhere to the objectives of the Departments’ information security program or cyber supply chain risk management plan and agrees to routinely assess, through audits, test results, or other evaluations, the Contractor’s third-party providers to confirm they are meeting the requirements of the Department.

The Contractor should encrypt confidential information at rest and in transit and ensure strong access controls are in place to limit access to only authorized personnel. Robust security measures should be implemented to safeguard confidential information (e.g., physical security, firewalls, IDS/IPS, and MFA).

The Contractor may not release to a taxpayer, or any other person, any document given to the Contractor by the FDOR.

The FDOR shall have the right to send its officers and employees into the offices and plants of the Contractor for inspection of the facilities and operations provided for the performance of any work under this contract.

The Contractor agrees that any federal or state tax-related information will be treated as confidential, will be maintained in accordance with state and federal confidentiality requirements, and will be used solely for purposes of administering this contract, unless otherwise required by law. All such tax information will be stored in a secured area, with access given only to authorized personnel, as deemed appropriate and necessary by the Contractor. The Contractor further agrees that all personnel authorized to handle such tax-related information will have signed Agreements.

The Contractor shall be required to assume responsibility for the safety and security of confidential records, whether they are hard or electronic copies. All confidential information must be securely stored in a manner to prevent access by unauthorized persons. Failure to comply with these provisions may result in contract termination and other actions as appropriate.

The Contractor shall provide notice to the Department within four (4) hours of confirmation that a breach of confidential data has occurred or within eight (8) hours of the Contractor having a reasonable belief that a breach of confidential data has occurred.

Notice must be provided to the Department to both the contract manager and the Security Operations, Information Services Program, via email to SecurityOpsAlerts@floridarevenue.com or via telephone at (850) 617-8700.

2.6 PROPOSED PAYMENT PROCEDURES

Upon completion of each service call, an Invoice must be submitted to the location contact and should include, at a minimum, the following information:

a. Date of invoice,

b. FDOR location where services were rendered.

c. Name of the FDOR’s location contact.

d. Contractor Name and address.

e. Contract Number and Purchase Order Number.

f. Service Period (mm/dd/yyyy – mm/dd/yyyy).

g. Total invoice payment amount requested.

h. Vendor’s address and information needed for payment.

i. Detailed description of shredding services provided. Attach a copy of the Certificate of Destruction issued at the time of shredding.

mailto:SecurityOpsAlerts@floridarevenue.com

Credit Card Payments - The State of Florida has implemented a Purchasing Card Program using the Visa network. Accordingly, bidders should presently have the ability to accept Visa for any purchase or payment. Visa acceptance is not mandatory and is not the exclusive method of payment. The method of payment shall be determined during the Account Establishment as described in Section 2.1.1 A. FDOR will not fill out any Contractor forms or contracts in association with a Contractor accepting a purchasing card payment. On-line billing or payment systems maintained by the Contractor must not store the cardholder’s account number and expiration date for reuse. Cardholders will provide the Contractor with card account information at the point of sale for each occurrence. FDOR shall not be charged any additional fees for their use.

The other method of payment is through an invoice approval process pursuant to s.215.422, F.S. and payment being made via Electronic Funds Transfer (EFT) directly to the contractor’s business bank account.

2.7 DEPARTMENT OF REVENUE CONTRACT MANAGER

The individual named below is designated as the Department Contract Manager and will represent the Department in the technical phases of work. However, in no event shall any understanding, agreement, contract modification, or other matter in deviation from the terms, conditions, and specifications of this contract between the vendor and a person other than the Executive Director or designee be effective or binding upon the Department unless approved in writing by the Executive Director or designee. The Department shall notify the vendor in the event there is any change of Contract Manager.

Name: Tanisha Miller, Purchasing Analyst Phone:850-717-7305 E-mail: Tanisha.Miller@floridarevenue.com

Mailing Address (USPS): Mailing Address (overnight carrier)

FLORIDA DEPT OF REVENUE FLORIDA DEPT OF REVENUE

MAIL STOP 2-1653 BLDG 2 STE 1600

5050 W TENNESSEE ST 2450 SHUMARD OAK BLVD

TALLAHASSEE, FL 32399-0112 TALLAHASSEE, FL 32399

2.8 PERFORMANCE MEASURES AND FINANCIAL CONSEQUENCES

The FDOR has identified certain requirements as being mission critical. These requirements have well-defined measurements that must be met. Per 287.058 (h), F.S. financial consequences must be included in the contract awarded resulting from this ITB that the agency must apply if the contractor fails to perform the requirements in compliance with the defined measurements.

For the avoidance of doubt, financial consequences will not be applied to the extent that the Contractor’s failure to meet deliverable obligations and performance standards are due to:

1. A force majeure event; or

2. a delay that is agreed upon by both parties (Amendment may be required); or

3. an event caused by FDOR.

Deliverable Performance Measure Financial Consequence

Scheduled pick-up of documents for shredding

Pick-up must be made within one working day of the agreed upon workday and time for pick-up.

Assessment of 1% of invoice cost for each workday pick-up was not made.

On-demand pick-up of documents for shredding

Pick-up must be made within one working day of the guaranteed number of work days that the contractor noted on their submitted cost sheet(s).

Assessment of 1% of invoice cost for each workday pick-up was not made.

Note: Financial Consequences will not be assessed if Contractor has informed the customer of the inability to make a pick-up as scheduled and the customer has agreed to a delay and a rescheduled date and time.

mailto:Tanisha.Miller@floridarevenue.com

3.0 PROCUREMENT AND CONTRACTING PROCESS

3.1 PROCUREMENT APPROACH

This procurement is released as a “Invitation to Bid” (ITB). Solicitation related documentation will be available on the Florida Department of Management Services’ (FDMS) Vendor Information Portal (VIP), and vendors are responsible for monitoring the site for new or updated information. Information available on the VIP includes but is not limited to the Invitation to Bid, amendments, and questions/answers. Accessing the VIP is described in Section 3.6.

Sealed bids are to be submitted to the FDOR as specified in Section 4.0. The Department will first determine if the bids received are responsive. Once this determination is made, the Department will proceed with determining if the apparent low bidder is responsible through review of references and other means as necessary. The award of a contract or multiple contracts will be made to the lowest responsive and responsible bidder(s).

Vendors are required to carefully examine this ITB and be thoroughly informed regarding the requirements and specifications.

3.2 PROCUREMENT OFFICER

Pursuant to s. 287.057(25), F.S., the FDOR Procurement Officer is the sole point of contact for this solicitation. The Procurement Officer assigned to this solicitation is:

Name: Tanisha Miller, Purchasing Analyst Phone:850-717-7305 E-mail: Tanisha.Miller@floridarevenue.com

Mailing Address (USPS): Mailing Address (overnight carrier)

FLORIDA DEPT OF REVENUE FLORIDA DEPT OF REVENUE

MAIL STOP 2-1653 BLDG 2 STE 1600

3.3 DEFINITION OF REQUIREMENTS

Within this ITB the use of “shall” or “must” indicates a mandatory requirement or mandatory action.

The use of “should” or “may” indicates a desired requirement. FDOR will not reject a bid just because it fails to meet a desired requirement.

A full list of terms and acronyms with their definitions are provided in Exhibit 2 Definitions.

3.4 VENDOR ADMONISHMENTS

A. To submit a responsive bid, the Vendor should carefully follow all directions in this ITB.

B. Vendors are responsible for monitoring the VIP website for new or updated information related to this ITB. The link to the VIP is https://vendor.myfloridamarketplace.com/ .

C. Vendors are strongly advised to carefully read the entire ITB to fully understand the program and ITB requirements before writing and submitting a Bid.

D. Vendors must follow the procurement process described in Section 3.

E. Vendors should agree to perform all of the required activities described in Section 2.

F. Vendors should submit a Bid that fully complies with the required organization, format, and contents specified in Section 4. A Bid should be organized as specified. All mandatory items must be addressed.

G. Vendors must carefully review the attached Sample Contract. No alteration of Contract will be permitted without prior written approval from the FDOR. Be advised that many of the provisions of FDOR’s Standard Contract are required pursuant to Florida Statutes, provisions of the Florida Administrative Code or other legal authority; therefore, most requested changes may be denied.

H. FDOR anticipates addressing any Contract Terms and Conditions prior to execution.

I. Vendors must submit a Bid to the required location by the required date and time, as described in Section 4: Bid Submission.

mailto:Tanisha.Miller@floridarevenue.com https://vendor.myfloridamarketplace.com/

Note that the Capital Circle Office Complex (CCOC) buildings, where Bids are to be submitted, is a secured facility. Be sure to allow sufficient time to sign in and be escorted when submitting a Bid. Submitting a Bid at the last moment risks contending with other Vendors trying to do the same. A Bid submitted late for any reason will be rejected.

J. Contractors, subcontractors and their employees having access to confidential information will be required to execute

Attachment G: Agreement to Maintain the Security of Confidential Information, as specified in Section 2.5.

K. Confidential, proprietary, trade secret or other protected information submitted in Vendor Bids shall be properly and clearly identified and labeled as specified in Section 4.4 of this ITB.

L. Vendors shall not release any publicity relating to this procurement prior to award of a Contract, unless the Vendor receives written approval from FDOR Purchasing Office. Violation of this restriction may result in Vendor disqualification. Furthermore, Vendors shall not release any publicity relating to the Contract, if awarded, without receiving written approval from FDOR Procurement Officer.

3.5 RESERVED RIGHTS

The FDOR at its sole discretion reserves the right to:

A. Amend this ITB.

B. Conduct a bid response Qualification Process to cure deficiencies that do not

1. provide an advantage to one bidder over other bidders

2. have a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department

3. otherwise adversely impacts the Department’s interest.

C. Waive minor irregularities in submitted bids.

D. Reject any or all bids received in response to this ITB, if the FDOR determines such action is in the best interests of the State or due to unavailability of funds.

E. Request clarifications from Vendors.

F. Request additional information to assess the Vendor’s capabilities.

G. Contact any past or current customers of the Vendor for references.

H. Pursue a Contract with one or more vendor(s) for the services encompassed by this solicitation, any addenda thereto;

I. Pursue the division of Contracts between vendor(s) by type of service or geographic area, or both.

J. Arrive at an agreement with any Vendor and finalize principal contract terms with such Vendor.

K. Take any additional administrative steps deemed necessary in determining the final award, including additional fact-finding, where necessary and consistent with the terms of this ITB.

L. Exercise all, or part, or none of the renewal options.

3.6 ITB RELEASE

This Invitation to Bid (ITB) is posted on the Vendor Information Portal (VIP) web site: https://vendor.myfloridamarketplace.com/ . To find the ITB or other related information, enter Agency “Department of Revenue” and click on “initiate Search” at the bottom of the web page.

If unable to download the document(s), contact the FDOR Procurement Officer identified in Section 2.1.

Section 120.57(3)(b), F.S., requires that a notice of protest of the solicitation documents shall be made within seventy-two (72) hours after the posting of the solicitation. Section 120.57(3)(a), F.S., requires the following statement to be included in the solicitation: “Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statues.”

3.7 ERRORS IN ITB

If a Vendor discovers any ambiguity, conflict, discrepancy, omission, or other error in this ITB, the Vendor shall immediately notify the FDOR in writing of the error. The FDOR will resolve major problems with an addendum. Minor problems will be addressed as a Question and Response, if applicable, or as an addendum, posted on the VIP.

If the ITB contains an error known to the Vendor or an error that reasonably should have been known, the Vendor shall respond at its own risk. If the Vendor fails to notify The FDOR of the error prior to Response submission and is awarded a Contract, the Vendor shall not be entitled to additional compensation or time by reason of the error or its later correction.

3.8 QUESTIONS

Questions relevant to this ITB are invited and must be in writing and should be submitted via email to the Procurement Officer identified in Section 3.2. The chart columns should be provided in the format as follows:

# QUESTION SECTION

NUMBER

SECTION

TITLE

PAGE

NUMBER(S)

EXACT TEXT (IF

APPLICABLE)

FDOR

RESPONSE/ANSWER

Questions must be received by the FDOR Procurement Officer on or before the date and time identified in the Procurement Schedule (Section 1.3). FDOR recommends that Vendors confirm receipt of questions submitted.

FDOR response/answer to questions will be posted on the VIP web site in accordance with the Procurement Schedule. The written FDOR responses/answers posted on the VIP web site is the ONLY official response. Verbal responses/answers are neither official nor binding, and verbal responses that differ from the written responses will not be considered.

Public record requests submitted as part of the Question period (e.g., questions identified/marked as public record requests) will be answered as promptly as possible in the ordinary course of business but may not be answered as part of the Question and Response/Answer process. Responses to a public record request may be furnished to the requesting party only.

Vendors are cautioned that questions submitted should not contain information on actual cost. The inclusion of information on actual cost with questions submitted may result in the Bidder’s disqualification. Questions about pricing structure are allowed. It is the responsibility of the Vendor to monitor the VIP web site, as no additional notification will be provided when responses to questions are posted.

3.9 ADDENDA

FDOR reserves the right to amend this ITB. All addenda will be in writing and will be posted electronically on the VIP web site at https://vendor.myfloridamarketplace.com/. If a Bidder is unable to download an ITB addendum contact the Procurement Officer identified in Section 3.2 for assistance. For additional assistance accessing the VIP, please contact the MFMP Customer Service Desk at

VendorHelp@myfloridamarketplace.com Phone: 866-352-3776 Available: Monday-Friday, 8:00 a.m. - 6:00 p.m. ET

It is the responsibility of the Vendors to monitor the VIP web site as additional notification may not be provided. Addendum Acknowledgement Forms for each Addenda issued should be signed and returned with your Bid, if applicable.

3.10 PROCUREMENT / CONTRACTING CONSTRAINTS

A. Prohibition against contracting with Scrutinized Companies In accordance with the requirements of s. 287.135(2), F.S., a company is ineligible to, and may not, bid on, submit a reply or Response for, or enter into or renew a contract with an agency or local governmental entity for goods or services of any amount if, at the time of bidding on, submitting a reply or Response for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, F.S., or is engaged in a boycott of Israel.

Also, in accordance with the requirements of s. 287.135(2), F.S., a company is ineligible to, and may not, bid on, submit a reply or Response for, or enter into or renew a contract with an agency or local governmental entity for goods or services of one million dollars or more if, at the time of bidding on, submitting a reply or Response for, or entering into or renewing such contract, the company:

mailto:VendorHelp@myfloridamarketplace.com

1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473, F.S., or

2. Is engaged in business operations in Cuba or Syria.

In accordance with the requirements of s. 287.135(5), F.S., at the time a company submits a bid or reply or Response for a contract or before the company enters into or renews a contract with an agency or local governmental entity for goods or services of $1 million or more, the company must certify that the company is not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List and that it does not have business operations in Cuba or Syria. At the time a company submits a bid or reply or Response for a contract or before the company enters into or renews a contract with an agency or local governmental entity for goods or services of any amount, the company must certify that the company is not participating in a boycott of Israel.

The State Board of Administration maintains the “Quarterly List of Scrutinized Companies that Boycott Israel” at the following Florida State Board of Administration Link: https://www.sbafla.com/governance/global-governance-mandates/

Vendors must certify that they are not on the Scrutinized List of Prohibited Companies (collectively) using the Vendor Certification Form (PUR7801 – Attachment B).

B. Suspended Vendor List Pursuant to s. 287.1351, F. S., a person or affiliate who has been placed on the Suspended Vendor List for contractual default may be excluded from award of a contract unless the Vendor corrects its failure within the time frame provided by the agency, pays any additional cost incurred by the agency for re-procuring the services, or is legally excused by the agency from default.

Vendors must certify that they are not on the list using the Attachment B, Vendor Certification Form (PUR7801).

C. Convicted Vendor List Pursuant to s. 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not:

1. Submit a bid, reply, or Response on a contract to provide any goods or services to a public entity.

2. Submit a bid, reply, or Response on a contract with a public entity for the construction or repair of a public building or public work.

3. Submit bids, proposals, or replies on leases of real property to a public entity.

4. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity.

5. Transact business with any public entity in excess of the threshold amount provided in s. 287.017, F.S., for Category Two for a period of thirty-six (36) months following the date of being placed on the convicted contractor list.

Vendors must certify that they are not on the list using the Attachment B, Vendor Certification Form (PUR7801).

D. Discriminatory Vendor List.

Pursuant to s. 287.134, F.S., an entity or affiliate who has been placed on the Discriminatory Vendor List may not:

1. Submit a bid, reply, or Response on a contract to provide any goods or services to a public entity.

2. Submit a bid, reply, or Response on a contract with a public entity for the construction or repair of a public building or public work.

3. Submit bids, proposals, or replies on leases of real property to a public entity.

4. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity.

5. Transact business with any public entity.

Vendors must certify that they are not on the Discriminatory Vendor list using the Attachment B, Vendor Certification Form

(PUR7801).

E. Antitrust violator vendor list.

Pursuant to s. 287.137, F.S., a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, reply, or reply for any new contract to provide any goods https://www.sbafla.com/governance/global-governance-mandates/…