5-1-26DORITB526-83 Addendum2.pdf

ADDENDA ACKNOWLEDGMENT FORM

ITB# 25/26-83

ADDENDUM #2

DATE: 5/1/26

Department of Revenue Building 2-1600 2450 Shumard Oak Boulevard Tallahassee, Florida 32399-0100

ITB NO: 25/26-83

ITB TITLE: Mobile On-site Shredding Services

ADDENDUM #2

OPENING DATE/TIME: 5/15/26 @ 5:00 PM

PLEASE BE ADVISED THAT THE FOLLOWING CHANGES ARE APPLICABLE TO THE ORIGINAL

SPECIFICATIONS OF THE ABOVE-REFERENCED ITB:

Page 1, Contractual Services-Acknowledgement; Page 4 Section 1.2 Statement of Purpose; Page 6 Section 2-Scope of Work; Page 7 Section 2.1 Work Requirements; Page 7, Section 2.2 Company Qualifications, Page 19, Section 3.15 Contract Award; Page 69-Cost Sheet and Page 70-Cost Sheet are hereby replaced in their entirety as attached.

Due to the extent and nature of the questions received during the written inquiry period, the Department has determined that it is in the best interest of the agency to revise the scope of work and pricing though issuance of this Addendum #2.

THIS ADDENDUM NOW BECOMES A PART OF THE ORIGINAL ITB. ACKNOWLEDGE RECEIPT OF THIS

ADDENDUM IN THE SPACE PROVIDED BELOW AND SUBMIT THIS FORM WITH YOUR RESPONSE.

FAILURE TO DO SO MAY SUBJECT THE BIDDER TO DISQUALIFICATION.

Failure to file a protest within the time prescribed in section 120.57(3) F.S. 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 F.S.

BIDDER: BY:

ADDRESS: PHONE:

CITY, STATE DATE:

AUTHORIZED SIGNATURE

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:

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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 May 15, 2026, at 3:00 P.M. 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.

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. For the purposes of this contract, On-Demand Mobile On-Site Shredding Services refers to bulk shredding or occasional shredding services that do not require Contractor provided security bins or a recurring pickup schedule. 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) 5/1/26 @ 5:00 PM

Bid Opening 5/15/26 @ 3:00 PM

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

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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. The bin size(s) and schedule may be adjusted at any time by the end-user to better complement the end-user’s requirements. On-Demand Mobile On-Site Shredding Services refers to bulk shredding or occasional shredding services that do not require Contractor provided security bins or a recurring pickup schedule. 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.

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, 62 – 65 and 96-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:

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• Location of agency facility.

• Date service provided.

• Number of bins shredded.

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

• Signature of witness.

A. 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.

B. 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.

C. 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 shall be from clients receiving services within the last three years. 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.

7A-2 http://www.irs.gov/pub/irs-pdf/p1075.pdf

Failure of a bidder to timely respond to follow-up requests from the FDOR may result in a determination of non-responsiveness and removal of the Vendor from further consideration.

The FDOR reserves the right to determine whether a response meets the responsive requirements of the ITB.

If a Bid passes all items being reviewed in the table above, The FDOR will continue the evaluation as described in the next section(s).

3.14 VENDOR RESPONSIBILITY REVIEW

In accordance with Section 287.057, Florida Statutes, a contract pursuant to this ITB can only be awarded to a “responsible vendor.” A responsible vendor is a vendor who demonstrates the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance under a Contract. FDOR will determine Vendor responsibility before a bid is evaluated.

FDOR will determine Vendor responsibility based on: (i) information provided in Vendor’s bid; (ii) information obtained from independent research including information obtains from third parties or the internet; and (iii) any clarifications or supplemental material provided by Vendor at FDOR’s request. To this end, FDOR may request Vendor to provide recent financial information, disclose potential conflicts of interest, and disclose any history of legal actions (including license suspensions, criminal records, administrative complaints, etc.). FDOR may also require responsibility review of additional entities as determined appropriate by FDOR, such as a separate entity proposed by Vendor for implementation services. Vendor shall provide prompt written notice to FDOR if, at any time prior to contract execution, a Vendor learns that the material information provided by Vendor in connection with this determination was inaccurate when submitted or has become inaccurate by reason of changed circumstances.

3.15 CONTRACT AWARD

For any bids determined to be non-responsive per Section 3.13 and/or if a bidder is determined to be not responsible per Section 3.14 above, the bid response will not be further considered. Furthermore, the FDOR will not consider a bid that has been submitted by a vendor whose name appears on any of the exclusionary lists as provided in Section 3.10 above.

Any Cost Information Sheets that are incomplete or in which there are significant inconsistencies or inaccuracies may be rejected by the FDOR. No deviations, qualifications, or counter offers will be accepted. The FDOR reserves the right to reject any and all bids. All calculations will be reviewed and verified. The FDOR may correct mathematical errors; however, in the event of any miscalculation, unit prices shall prevail.

The contract will be awarded to a single or to multiple vendors, by county, or a combination thereof, as it is deemed to be in the best interest FDOR.

Consideration will be given on a county-by-county basis and qualified bids closest to the low bid will be considered first if such an award is made.

The FDOR’s Attachment K Cost Sheets include the price for replacement costs for unusable containers damaged by the FDOR employees and for any keys replaced after the first initial loss as described in Section 2.1.1, Scheduled On-Site Shredding Services, subsections E and F.

Note that the FODR will neither accept nor pay for service charges for fuel adjustments.

Detailed pricing breakdown should take into consideration variable cost factors including but not limited to the following:

Console/Bin sizes and prices Quantity of console/bin sizes Service Frequency – Scheduled Services (weekly. bi-weekly, monthly) and on-demand Service Area (urban, rural) Service Charges

Bidders must provide cost information for every County for which they wish to submit a bid unless multiple counties have the same cost structure, then one pricing schedule can be submitted for these counties by indicating which counties are included.

For the purpose of cost comparison and basis for award, the FDOR’s Attachment K Cost Sheets contain six (6) service scenarios – one for a small-sized office, one for a medium-sized office and one for a large sized office for both Scheduled. Each scenario will include the size and quantity of bins to be serviced. Scheduled service pricing shall be the same for weekly, bi-weekly, and monthly. A separate cost per pound will be requested for on-demand service since bins may or may not be used.

Bidders are required to provide a detailed quote document for each scenario and each service frequency – a total of three (3) – to validate pricing indicate on the cost sheet. Each of the three (3) cost factors will be added together to arrive at the lowest total cost factor for comparison and basis for award.

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Contractor:_______________________________________________ County:__________________________________________________

Scheduled 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.

Bin Pick-up

Quantity Tier (Bins per Pickup)

32 gal Console 62-65 gal Bin

96-gal Bin

1–5 bins $ $ $ 6–15 bins $ $ $

16–30 bins $ $ $ 31–50 bins $ $ $

51+ bins $ $ $ Stop Fee

The Department requests that there be one “Stop Fee” associate with each service call.

Stop Fee $

On-Demand Services:

Bulk shredding or occasional shredding services that do not require Contractor provided security bins or a recurring pickup schedule.

On-Demand Services $_______/pound

Stop Fee $_______/ each occurrence

Please indicate the number of workdays that your company is willing to guarantee pick up after the customer has requested on-demand services. _____ workdays after notification.

Please indicate if your company accepts the State of Florida Visa Credit Card _____ YES ____ Note that the FDOR will not pay any additional fee for the use of a State of Florida Visa Credit Card

Replacement Pricing: Per Section 2.1.1, Scheduled On-Site Shredding Services, subsections E and F.

Replacement costs for unusable containers damaged by the FDOR employees

Replacement costs for keys replaced after the first initial loss

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Pricing Scenarios for ________________ County

Small Office Scheduled (weekly, or bi-weekly, or monthly)

Bin Size Quantity

Executive 32-gallon console 6

Medium 62 - 65 gallon bin 2

Large 95-gallon bin 0

Total Cost Per Service Call to include cost for all bins and Stop Fee

$____________ A in award formula

Medium Office Scheduled (weekly, or bi-weekly, or monthly)

Bin Size Quantity

Executive 32-gallon console 6

Medium 62 - 65 gallon bin 12

Large 95-gallon bin 1

$____________ B in award formula

Large Office Scheduled (weekly, or bi-weekly, or monthly)

Bin Size Quantity

Executive 32-gallon console 5

Medium 62 - 65 gallon bin 20

Large 95-gallon bin 10

$____________ C in award formula

Note: In addition to providing this Price Scenarios sheet, bidders are required to provide a written quote as described in Section 2.1.1. Pricing will be verified by comparison with the submitted Cost

Sheet(s). Please indicate the service county used for the Price Scenarios.

Cost Basis for Award:

Small Office Cost (A)+ Medium Office Cost (B) + Large Office Cost (C) = $___________ Cost basis for award

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