5-Attachment A - Vendor Questionnaire.pdf
PDF 149 KB Posted
- Solicitation number
- 26RFP047
- Issued by
- Travis County, Austin City, Texas
About this file
This is a Vendor Questionnaire attachment for a Request for Proposals issued by Austin Independent School District (AISD) in Texas for secure document shredding, purge, and transition services. The project encompasses regular servicing of approximately 2,400 secure consoles across 130 facilities with a mandated 90-day transition timeline. The scope requires seamless hardware replacement from the current provider, a Phase 1 audit of all 130 facilities within the first 30 days, and assurance that no facility operates without a secure bin for more than 24 hours during the transition. All destruction must meet CJIS and District privacy standards, with 100% of shredded material recycled to support environmental sustainability goals.
The questionnaire evaluates proposals across four categories: General Firm Information, Operational Continuity & Transition Strategy (20 points), Qualifications/Product & Sustainability (40 points), and Financial Disclosures & Clarifications. Vendors must demonstrate NAID AAA Certification for both mobile and plant-based destruction, identify their three largest current Texas contracts (entities with 100+ facilities), confirm 100% self-performance by direct W-2 employees with no subcontractors, and provide hardware specifications with detailed locking mechanisms and anti-fishing features. Proposers must identify a licensed paper mill or recycling end-point facility with supporting documentation and confirm all pricing submitted is all-inclusive with disclosure of any additional fees, fuel surcharges, bin repair fees, or minimum trip charges not included in the financial bid table. Revenue-sharing or rebate programs based on recycled paper weight must be clearly detailed with calculation and payment structures.
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26RFP047 - Secure Document Shredding, Purge, and Transition Services Attachment A – Vendor Questionnaire
Instructions: Proposers must provide complete, concise answers to all questions below. Responses should be specific to the requirements of Austin ISD and avoid generic marketing language. If you need more space to answer any of the questions below, you may submit additional documentation with your bid. Failure to address any component will result in a loss of evaluation points.
GROUP 1: General Firm Information This section is for administrative identification and basic business vetting.
Legal Name of Firm:
Corporate Address:
Local/Service Branch Address (if different):
Years in Business:
Primary Point of Contact:
(Name, Email) for this RFP
GROUP 2: Operational Continuity & Transition Strategy (20 Points) Evaluators will score this based on the feasibility of the 90-day timeline and staffing readiness.
90-Day Roadmap: Provide a detailed, week-by-week implementation schedule. How will you ensure the Phase 1 Audit of all 130 facilities is completed within the first 30 days?
"Hot-Swap" Logistics: Describe your physical process for replacing 2,400 consoles. How many dedicated vehicles and crews will be assigned to this transition to guarantee that no facility is without a secure bin for more than 24 hours?
AISD Background/Fingerprinting Integration: Acknowledging that the District performs all fingerprinting and background checks, provide your plan/schedule for getting your service teams processed through AISD HR/Police within the 90-day window.
GROUP 3: Qualifications, Product & Sustainability (40 Points) Evaluators will score this based on NAID proof, scale, hardware quality, and recycling.
NAID AAA Certification: Attach current proof of your NAID AAA Certification for both mobile and plant-based destruction.
☐ Attached to my bid response documentation
Verified Scale: Provide a list of your three largest current contracts in Texas (Entities with 100+ facilities). List the number of facilities and total bins managed for each.
Self-Performance: Confirm 100% of services are performed by direct W-2 employees (no subcontractors).
☐ I confirm that this is true
Hardware Specs: Provide photos/specs of proposed consoles and rolling bins. Detail the locking mechanisms and "anti-fishing" features.
☐ Attached to my bid response documentation
Data Reporting: Provide a sample of your Monthly Service Log in Excel. Confirm it includes Site Name, Date, Bin Count, and Weight per site.
☐ Sample attached to my bid response documents
☐ I confirm that my sample includes Site Name, Date, Bin Count and Weight per site
Confirm a 100% landfill-diversion rate for all shredded material.
☐ I confirm that 100% of shredded material collected from AISD will be diverted from landfills and recycled.
End-Point Facility: Identify the licensed paper mill or recycling end-point facility where AISD’s shredded material will be processed:
Facility Name:
Facility Address:
☐ I have attached an official letter on company letterhead (from our firm or our downstream partner) identifying the facility named above. I understand this letter serves as the primary evidence for the 100% Recycling Guarantee score.
GROUP 4: Financial Disclosures & Clarifications This section allows for transparency regarding any costs not captured in the automated Bonfire bid table.
☐ I confirm that all pricing submitted in the Bonfire Bid Table is all-inclusive, and any fees not disclosed here will not be honored by the District.
Additional Financial Disclosures: List and clarify any potential costs, fees, or surcharges (e.g., fuel surcharges, bin repair fees, or minimum trip charges) not specifically requested in the Financial Bid Table. If none, state "None."
Revenue Sharing/Rebates: If your firm offers a rebate or revenue-sharing program based on the weight of recycled paper, describe the calculation and payment structure here.
This section must be completed by an authorized representative of the firm.
Statement of Truth: “I, the undersigned, acting as an authorized agent for the firm named in Group 1, hereby certify that all information provided in this questionnaire is true, accurate, and complete. I understand that any misrepresentation of facts may lead to the disqualification of our proposal or termination of a resulting contract.”
Authorized Name: _________________________________________________
Title: ___________________________________________________________
Signature: _______________________________________________________
Date: ____________________________________________________________
| Legal Name of Firm: |
| Corporate Address: |
| LocalService Branch Address if different: |
| Years in Business: |
| Primary Point of Contact Name Email for this RFP: |
| ensure the Phase 1 Audit of all 130 facilities is completed within the first 30 days: |
| without a secure bin for more than 24 hours: |
| teams processed through AISD HRPolice within the 90day window: |
| Attached to my bid response documentation: Off |
| facilities List the number of facilities and total bins managed for each: |
| I confirm that this is true: Off |
| Attached to my bid response documentation_2: Off |
| Sample attached to my bid response: Off |
| I confirm that my sample includes Site: Off |
| I confirm that 100 of shredded material collected from AISD will be diverted from landfills: Off |
| Facility Name: |
| Facility Address: |
| I have attached an official letter on company letterhead from our firm or our downstream: Off |
| I confirm that all pricing submitted in the Bonfire Bid Table is allinclusive and any fees not: Off |
| Financial Bid Table If none state None: |
| weight of recycled paper describe the calculation and payment structure here: |
| Authorized Name: |
| Title: |
| Date: |
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