4-2026-073 RFP Document Destruction Services.pdf

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SUPERIOR COURT OF CALIFORNIA,

COUNTY OF LOS ANGELES

REQUEST FOR PROPOSALS

(Non-IT Services)

RFP # 2026-073

DOCUMENT DESTRUCTION AND SHREDDING SERVICES

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A. BACKGROUND / PURPOSE

The Superior Court of California, County of Los Angeles (Court) is requesting proposals from well-qualified Proposers to provide document destruction and shredding services. Interested and qualified Proposers who can demonstrate their ability to successfully provide the services described in this Request for Proposal (RFP) are invited to submit a proposal.

This is a fully electronic RFP process. All proposals must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/ (Bonfire) in accordance with the requirements set forth in this document. See the attached Court Online Procurement Procedures for further information.

B. DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

The Court seeks document destruction and shredding services meeting the requirements set forth in the Statement of Work.

C. RFP TIME-LINE

The Court has developed the following list of key events related to this RFP. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on Bonfire or on the Court’s website.

EVENT DATE

RFP Issued See Bonfire for exact date

Pre-Bid Conference See Bonfire for exact date

Deadline for Submission of Questions See Bonfire for exact date

Proposal Due Date (Late proposals will not be accepted by the Court)

See Bonfire for exact date

Proposal Evaluations August 2026 (estimated)

Notice of Intent to Award September 2026 (estimated)

Start Date of Services 11/15/2026 (estimated) https://lacourt.bonfirehub.com/

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D. RFP PACKET ATTACHMENTS

1. Statement of Work

Describes in detail the specific services for which proposals are being solicited. Once a contractor has been selected, the Statement of Work will become part of the final Agreement.

2. Cost Proposal

Proposer must complete and submit the Cost Proposal form where indicated on Bonfire.

3. Court Online Procurement Procedures

These rules and procedures govern this solicitation and should be read carefully by Proposer.

4. Terms and Conditions

Proposers are encouraged to review carefully the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change. Proposers are not required to sign the Model Agreement at this time.

The contractor selected to provide services as a result of this RFP process will be required to sign the final version of the Model Agreement upon completion of the negotiation process.

Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification.

5. Required Forms

All forms posted on Bonfire must be completed and submitted electronically on Bonfire.

The completed forms will become part of Proposer’s proposal.

E. MINIMUM REQUIREMENTS

Proposer must meet the minimum requirements listed below. Failure to comply with any one of the minimum requirements may be cause for disqualifying a proposal from further consideration.

The Court may, in its discretion, waive minor deviations or defects. Only those proposals that are deemed as meeting the minimum requirements may be considered for a full evaluation and a possible contract award.

1. Proposal Submission Deadline. The proposal must be submitted on Bonfire on or before the Proposal Due Date. The Court does not accept proposals submitted by email, except under limited circumstances as determined by the Court.

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2. Experience and Capability. Proposer must have at least five (5) consecutive years documented experience in providing services similar to the ones being solicited, as described in this RFP. Such experience shall be documented by completing the Vendor Information Questionnaire on Bonfire.

3. Contractor Facility Requirements. Proposer must meet the Contractor facility requirements specified in Section 6 of the Statement of Work.

4. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below. The Court Standard Business Terms and Conditions 5.0 describes the Court’s specific insurance requirements.

☒Standard Business Terms and Conditions 5.0, Section 23.2 Insurance Requirements – Specific Coverages

☒ Workers Compensation/Employer’s Liability ☒ Commercial General Liability

☒ $1 million per occurrence and $2 million annual aggregate ☒ Commercial Automobile Liability

5. Business License and Certifications. Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer.

6. Required Forms. Proposer must complete and submit all Required Forms posted on Bonfire as directed.

F. TECHNICAL PROPOSAL

In preparing its proposal, Proposer should do so in its own words and take care not to simply copy the language in the RFP. Specific information is requested from all Proposers to ensure that the proposals can be fairly compared in a standard manner. Only that information which is contained in the proposal will be evaluated. Incomplete or inaccurate information may result in disqualification of the proposal.

1. Executive Summary. Provide an Executive Summary of your proposal. The Executive Summary should be a high‐level, general overview of how Proposer intends to accomplish the requirements of this RFP. The Executive Summary should demonstrate the Proposer’s understanding of the requirements. The Executive Summary must also address how Proposer meets the minimum requirements.

2. Work Plan for Providing the Requested Services. Provide a detailed Work Plan, which must include a proposed method for completing the work set forth in the Statement of Work. The contractor's work plan must include the following at a minimum:

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a. Overview of the contractor's facility and how the facility meets the requirements of Section B.6. of the Statement of Work.

b. Samples of receipts, certificates of destruction, invoices and invoice details summary report (as applicable).

c. Detailed experience on similar assignments.

3. Staff Qualifications. For each key staff member provide a resume describing the individual’s background and experience, as well as the individual’s ability and experience in conducting the proposed activities.

4. Business License and Certification. Upon request of the Court, Proposer must submit copies of all business or professional licenses or certificates required by the nature of the services to be performed and held by Proposer.

5. Required Forms. Proposer shall complete and submit all Required Forms posted on Bonfire where indicated on Bonfire.

G. COST PROPOSAL

1. Proposer must complete the Cost Proposal form and upload the form where indicated on Bonfire.

2. The Cost Proposal shall include Proposer’s pricing for the services described in the Statement of Work for the first 3-years of performance under the contract.

3. In calculating pricing to be offered, Proposers are cautioned to include all costs associated with providing this service.

4. All figures entered on the Cost Proposal form must be legible.

NOTE: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

H. EVALUATION OF PROPOSALS

1. The Court shall evaluate the proposals using the criteria set forth in the table below.

EVALUATION CRITERIA PERCENT

WEIGHTED

Experience on Similar Assignments 30%

Credentials of Proposer’s Personnel to be Assigned to the Project 15%

Quality of Work Plan Submitted 17%

Cost 35%

Disabled Veteran Business Enterprise 3%

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I. ADDITIONAL PROVISIONS

1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired.

2. Disabled Veteran Business Enterprise (DVBE) Preference.

a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/cp/socioeconomic-programs

b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased by an amount equal to 3% of the total possible available points.

3. Generative Artificial Intelligence (GenAI)

a. Definitions.

“Artificial intelligence” or “AI” means technology that enables computers and machines to reason, learn, and act in a way that would typically require human intelligence.

“Generative Artificial Intelligence” or “GenAI” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, audio, code, and data visualizations, that emulates the structure and characteristics of the system’s training data.

b. In its proposal, Proposer must notify the Court if Proposer’s goods or services contain or utilize GenAI (or will contain or utilize GenAI), or if GenAI is or will be included in any services, goods, or deliverables that materially impact:

1) functionality of a Court system (i.e., the work using GenAI could have a significant, substantial effect on the system’s data integrity, availability, confidentiality, or security, and failure to perform such work in accordance with the contract could cause major disruptions to court operations);

2) risk to the Court (i.e., the work using GenAI could have a significant, substantial effect on the Court’s operations, finances, security, or reputation, and failure to perform such work in accordance with the contract would constitute a high likelihood of damage to the Court); or https://www.lacourt.ca.gov/pages/lp/procurement/cp/socioeconomic-programs

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3) contract performance (i.e., when failure to conduct work which uses GenAI in accordance with the contract would constitute a material breach of contract).

c. Proposer’s failure to disclose GenAI to the Court may result in disqualification (at the Court’s sole discretion), and the Court reserves the right to seek any and all relief it may be entitled to as a result of such non-disclosure.

d. The Court reserves the right to incorporate GenAI-related provisions into the final contract and to reject bids/offers that present an unacceptable level of risk to the Court, as determined by the Court in its sole discretion.

4. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under any such contracts executed under this RFP.

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ATTACHMENT A – STATEMENT OF WORK (SOW)

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Los Angeles (Court) is requesting proposals from well-qualified Proposers to provide document destruction and shredding services for confidential court records and other media (i.e., floppy disks, compact discs, cassette tapes, microfiche, microfilm reels, hard drives, etc.) and paper recycling services. The Court has more than 38 court locations and other designated facilities that will require this service as described in the Scope of Work.

B. DETAILED DESCRIPTION OF GOODS AND/OR SERVICES NEEDED

Scope of Work/Service

Contractor shall provide all labor, material, equipment, permits and licenses, as applicable, for paper recycling and the destruction and shredding of confidential documents, records, and multimedia material, including hard drives, for over 38 designated locations.

Shredding Bins and Recycling Bins in the following sizes shall be provided:

• 64-Gallons

• 96-Gallons

• 175- Gallons

Contractor shall provide unlocked Recycling Bins to all court locations upon request. Such containers shall be dedicated exclusively for the collection of materials to be recycled.

Containers shall be clearly marked either Shredding Paper Only, Shredding Media Only, or Recycling with the Contractor’s label.

Locked Shredding Paper Only Containers are to be used by the Court for Confidential Paper Documents. Offsite (or onsite) shredding will be scheduled for these items and offsite shredding can requested as applicable.

Locked Shredding Media Only Containers are to be used by the Court for Confidential Media (i.e., floppy disks, compact discs, cassette tapes, microfiche, microfilm reels, hard drives, etc.) ONLY.

Offsite shredding will be scheduled for these items.

Unlocked Recycling Containers may be used for non-confidential white paper, mixed paper (defined as recovered paper not sorted into categories including white paper, colored paper, corrugated cardboard, boxboard, newspapers and inserts, magazines, binders, books, catalogs, telephone directories, unwanted mail, and other clean, dry paper), and corrugated cardboard. Only offsite disposal of these items is available. As these items are not confidential, no shredding or destruction is required prior to recycling.

Contractor shall provide on an as-needed basis additional bins at or pickups as requested by Court.

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1) Schedule

Generally, the Court will require weekly services between the hours of 8:00am – 4:00pm. Some court locations will require services multiple times a week. The service day(s) shall be mutually agreed upon by each designated location and must remain in compliance with individual facility rules such as freight elevator usage times or loading dock/parking availability.

If the regularly scheduled day falls on a Court holiday, the service shall occur on the next business day following the holiday. The following are Court recognized holidays (this list may be subject to change):

New Year’s Day Dr. Martin Luther King, Jr.’s Birthday President Lincoln’s Birthday Presidents’ Day Farmworker's Day Memorial Day Juneteenth Independence Day Labor Day Native American Day Veteran’s Day Thanksgiving Day Friday after Thanksgiving Christmas Day

Contractor shall provide the Court with an annual schedule at the beginning of the year that includes the location, service type, and date of regularly scheduled locations. The Contractor shall also provide schedule updates that includes the date and estimated time and notify the Courts of any rescheduled or missed service. Some designated locations may not need regularly scheduled services. Special service requests shall be made on an as-needed basis by any designated location. Requests not part of the regular schedule must be responded to within 24 hours and the service must be provided within 5 business days of the request. The Court requires a primary Contractor contact and a secondary Contractor contact for this purpose.

2) Quantities

Quantities will vary by location. Contractor must be able to supply and pick up the established number of bins for each location as well as boxes and ensure secured document destruction bins match already provided keys. Contractor and onsite Court contact at each location will assess the need for various bin sizes and quantity of bins once contract has been awarded. The Court reserves the right to increase or decrease the number of bins required to meet the needs of each designated location. Only designated Court personnel can request schedule and bin modifications. Contractor shall acknowledge these requests and confirm once modifications are completed.

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On the day of pickup services, Contractor is to replace the same size and quantity of bins as well as replace the same quantity of pallets used for hauling away palletized boxes. The Court does not guarantee a minimum or maximum volume or total weight of material to be destroyed for each pickup or for each location.

Contractor is responsible for supplying various size bins and depending on the specific needs of each location. The bins shall have wheels to roll the bins, be lockable, and keys must be provided to the onsite contact at each designated pickup location. Lost or broken keys must be repaired or replaced at no cost to the Court. The contractor shall document any additional empty bins delivered on the work order and bill for serviced bins. If Contractor’s cost is based on total weight of material, the bins must have the tare weight properly labeled on each bin.

Contractor must be able to accommodate different logistics for each designated location. Some locations may not have a freight elevator, or a loading dock and Contractor must determine a method of pickup/delivery of full and empty bins or palletized boxes with each onsite contact for all designated locations.

3) Confidentiality

Confidentiality is of the utmost importance to the Court. Contractor must maintain confidentiality of all material processed.

Bins must remain locked during pickup, exchange, and transport. Contractor’s employees shall never unlock the bins for any reason until the bins are delivered to the Contractor’s site for destruction.

4) Security

Security containers must be picked up by certified and uniformed drivers and helpers. Contractor's employees must have passed a drug test and have had completed a criminal background check prior to employment, at the Contractor's own expense. Contractors may have access to secured areas of the court facilities and therefore must check in with the onsite contact and be escorted in secured areas during pickup and delivery or be badged by the Court as applicable. Contractor's employees shall display photo identification badges at all times when servicing the Court.

5) Method of Disposal

All confidential material to be destroyed must be shredded to a size not more than ¼” and rendered fully illegible when the process is completed. Contractor shall destroy the information completely to ensure that the information cannot be recognized or reconstructed. In addition, any personal or confidential data contained on computer media must be obliterated and made indecipherable prior to disposal.

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Contractor shall have industrial shredding equipment capable of shredding paper, plastic clips, metal clips, staples, and other metal fasteners during onsite or offsite destruction. Contractor shall utilize shredding equipment that performs cross-cut or confetti. Material shall never be recycled as a whole and material transferred to the Contractor’s offsite facility or shred onsite becomes the responsibility of the Contractor.

Upon pickup of bins, the Contractor shall provide a receipt indicating the number, size, and type of bins picked up and collect a signature from the onsite contact or backup contact. In addition, the Contractor must provide a certificate of destruction for each pickup/service at each designated location. The certificate of destruction, receipts, and service activity record must be attached to the invoices submitted to the Court for payment. If the Contractor’s cost is based on weight, the weight must be indicated for each bin picked up for destruction. A sample receipt, sample certificate of destruction, a sample work order, sample signed work order or service activity report or service activity receipt, sample invoice, and sample invoice details summary report must be included in Contractor’s Proposal.

6) Contractor Facility Requirements

Material to be shredded/destroyed shall be transported directly to Contractor's secured/locked facility, weighed immediately upon arrival on state-certified weigh scales (if part of Contractor’s cost calculation), and shredded within 24 hours of pickup.

This process shall be done under constant video supervision within a secured/locked facility. Tapes must be stored and retained for a period of 30 days. The Court reserves the right to review the tapes as appropriate.

The Court shall be authorized to inspect the Contractor’s facilities, prior to contract award and at any time during the contract period, during the Contractor’s regular business hours, excluding legal holidays.

C. APPLICABLE STANDARDS/LEGAL REQUIREMENTS CONTRACTOR MUST ABIDE

Contractor must be certified by a recognized trade association such as NAID (the National Association for Information Destruction) for the services to be provided.

Contractor must perform the services required in this agreement in accordance with California Disposal Law AB2246, California Disposal Law AB939, and HIPAA - Code of Federal Regulations 45 part 160 and 164 (45 CFR part 160 & 164). Contractor shall also obtain all necessary permits and licenses, give all necessary notices, pay all fees required by law, and comply with all other laws, ordinances, rules, and regulations relating to work and to the preservation of the public health and safety at the Contractor's expense.

As applicable, all containers, vehicles, and services furnished under this bid shall meet or exceed the standards established by the California Safety and Health Act of 1973 and current amendments thereto provided the end use of the item is for the purpose for which the item is intended.

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D. DELIVERABLES SCHEDULE

Upon pickup or delivery of bins, the Contractor shall provide a receipt indicating the number, size, and type of bins picked up or delivered and collect a signature from the onsite contact or backup contact. In addition, the Contractor must provide a certificate of destruction for each pickup/service at each designated location.

After submission of invoices for a month, the Contractor shall provide the Court a monthly invoice details summary report that provides a breakdown of the invoices submitted for the month. The invoice details summary report must include the following information:

• List of the invoices submitted for the month

• Courthouse locations

• Service activity records

• Cost of each bin serviced

• Quantity of bins serviced

• Size of each bin serviced

• Any other charges

E. INSPECTION AND/OR ACCEPTANCE CRITERIA

The certificate of destruction, receipts, and service activity record must be attached to the invoices submitted to the Court for payment. If the Contractor’s cost is based on weight, the weight must be indicated for each bin picked up for destruction. Contractor surcharges that arise from errors, omissions or negligence by the Contractor are not allowable. A sample receipt, sample certificate of destruction, sample invoice, and sample invoice details summary report must be included in Contractor’s Proposal.

F. CONTRACTOR’S RESPONSIBILITIES

i. Contractor shall identify its Project Manager and Director for this agreement. The Project Manager will be responsible for managing, scheduling, and coordinating the activities of the Contractor.

ii. Contractor shall work closely with the designated Court staff or Project Manager to ensure proper execution of all tasks, deliverables, and support.

iii. Contractor shall proactively assist with resolution of issues with any aspect of the work.

G. COURT’S RESPONSIBILITIES

The Court shall identify the Court’s Project Manager and Director for this agreement. The Court Project Manager and Director, or designee, will be responsible for managing, scheduling, and coordinating with the Contractor to ensure services and deliverables are provided in a timely and satisfactory manner.