7-Specifications Contract No. 25-11 Municipal and County-Wide Shredding Events 11.07.25.docx

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01000 - SPECIFICATIONS

Article 1.0 - General The mixed paper recycling stream includes in part various residentially generated confidential/personal documents which the residents of Bergen County have indicated need to be handled in a secure manner so as to prevent the possibility of identity theft. In an attempt to respond to this concern in a convenient, cost effective manner, a mobile on-site paper shredding recycling program was determined to adequately address the residents' concerns while increasing the recycling tonnage of mixed paper.

The Bergen County Utilities Authority (OWNER) seeks to arrange for the services of a mobile, on-site paper shredding company for Bergen County municipalities and county-wide events. The initial contract term is twenty-four (24) months from January 1, 2026 through December 31, 2027, with one (1) twelve-month option period from January 1, 2028 through December 31, 2028.

This bid includes three (3) separate line items that may be awarded together or separately, as determined to be in the best interest of the OWNER:

1. LINE ITEM 1: Municipal Mobile On-Site Shredding Events 1-1: Initial Contract Period (January 1, 2026 - December 31, 2027) 1-2: Option Year (January 1, 2028 - December 31, 2028)

2. LINE ITEM 2: Additional Trucks 2-1: Additional trucks for municipalities - Initial Contract Period (January 1, 2026 - December 31, 2027) 2-2: Additional trucks for municipalities - Option Year (January 1, 2028 - December 31, 2028)

3. LINE ITEM 3: County-Wide Shredding Events 3-1: Initial Contract Period (January 1, 2026 - December 31, 2027) 3-2: Option Year (January 1, 2028 - December 31, 2028) All events will be free for Bergen County residents and will remove residentially generated confidential/personal documents from the mixed paper recycling stream and handle them in a secure manner. Residents will be provided the opportunity to observe their documents being shredded on-site.

Article 2.0 - LINE ITEM 1: Municipal Mobile On-Site Shredding Events - Scope of Services The OWNER will pay for one (1) shredding truck event for each participating municipality under this agreement. There are seventy (70) municipalities in Bergen County that will be given the opportunity to participate in the program each year. During the 24-month initial contract period, each participating municipality will be eligible for two (2) events, one in 2026 and one in 2027.

Municipal event hours will be from 9:00 AM – 1:00 PM rain or shine. At the conclusion of each event, the CONTRACTOR's truck returns to its facility and is weighed. A certification of recycled weight and invoice shall be forwarded to the OWNER.

The dates and locations will be determined (TBD) between the host municipality and CONTRACTOR directly. CONTRACTOR will receive a listing from the OWNER of participating municipalities along with contact name and phone number. Participating municipalities will be responsible for advertising the shredding event.

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Article 3.0 - CONTRACTOR Responsibilities for Municipal Events

1. Provide mobile paper shredding truck(s) capable of holding a minimum of 10,000 pounds of shredded paper.

1. CONTRACTOR will coordinate shredding event date and location with participating municipalities. Weekday and weekend dates shall be made available for scheduling.

1. CONTRACTOR must have the capability to service, at a minimum, three (3) separate municipal events on the same date.

1. CONTRACTOR is responsible for shredding confidential/personal documents with or without paper clips, staples and paperboard binder covers. Hardcover books, magazines, newspapers, photographs and x-rays are not accepted at shredding events.

1. A minimum of two (2) functional 96-gallon totes are to be made available for use at each shredding event.

1. Mobile paper shredding truck must have a fully functional camera system that allows participants to observe the shredding operation.

1. Provide a driver/operator with a minimum of one (1) year experience operating a mobile paper shredding truck.

1. Events hours are from 9:00 AM to 1:00 PM rain or shine.

1. CONTRACTOR shall ensure that the shredding truck arrives at each event no later than 8:45 AM to set-up. CONTRACTOR shall begin accepting residents' paper at 9:00 AM.

1. If the shredding truck arrives late at an event so that shredding does not start at 9:00 AM, a deduction for each quarter hour late based on the hourly rate will be made from that event's bill.

1. CONTRACTOR must have a contingency plan for mechanical breakdown. In the case of mechanical breakdown, the time between the malfunction and arrival/startup of the second truck shall be deducted from billable time for that shredding event at the proportionate event rate.

1. CONTRACTOR shall provide the OWNER certification of the total poundage of shredded paper collected for each municipal event.

1. CONTRACTOR shall provide the OWNER certification from a recycling market that the paper collected for each event is recycled.

1. Shredding trucks must arrive at each municipal event empty.

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Article 4.0 - LINE ITEM 2: Additional Trucks for Municipalities Certain municipalities may require two (2) trucks for their events due to high participation. For these municipalities, the OWNER will pay for one truck under Line Item 1, and the municipality will be invoiced directly for the second truck under Line Item 2 at the contract rate.

The additional truck shall meet all the same specifications and requirements as outlined in Article 3.0 for municipal events. Separate pricing shall be provided for the initial contract period (Line Item 2-1) and the option year (Line Item 2-2).

Article 5.0 - LINE ITEM 3: County-Wide Shredding Events - Scope of Services The OWNER will conduct a minimum of four (4) county-wide one-day events each contract year under this agreement. A minimum of two (2) events each contract year will be held on Saturdays and a minimum of two (2) events each contract year will be held on Sundays. During the 24-month initial contract period, a total of eight (8) events will be conducted.

Event hours will be from 8:30 AM – 2:00 PM rain or shine. These events will be free for Bergen County residents. At the conclusion of each event, the CONTRACTOR's trucks return to their facility and are weighed. A certification of recycled weight and an invoice are forwarded to the OWNER.

Dates and locations will be forwarded to CONTRACTOR when confirmed by the OWNER.

Article 6.0 - CONTRACTOR Responsibilities for County-Wide Events

1. CONTRACTOR shall provide five (5) mobile paper shredding trucks at the start of each event capable of holding a minimum of 10,000 pounds of shredded paper each.

1. Shredding trucks must arrive at each event empty.

1. CONTRACTOR is responsible for shredding confidential/personal documents with or without paper clips, staples and paperboard binder covers. Hardcover books, magazines, newspapers, photographs and x-rays are not accepted at shredding events.

1. A minimum of ten (10) functional 96-gallon totes are to be made available for use at each event.

1. Mobile paper shredding trucks must have fully functional camera systems that allow participants to observe the shredding operation.

1. For each truck, provide a qualified/experienced mobile paper shredding truck driver/operator.

1. All participants in the shredding event, as detailed in these Specifications, arriving at the collection site prior to 2:00 PM shall be processed.

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1. CONTRACTOR shall ensure that the shredding trucks arrive at each collection event no later than 8:30 AM. CONTRACTOR shall begin accepting residents' paper at 8:45 AM.

1. If the shredding trucks arrive late to an event, so that shredding does not start at 8:45 AM, a deduction for each quarter hour late based on the hourly rate will be made from that event's bill.

1. CONTRACTOR shall provide certification of the total poundage of shredded paper collected by the CONTRACTOR.

1. CONTRACTOR shall provide certification from a recycling market that the paper collected for each event is recycled.

1. All shredded paper collected at each collection event shall be recycled.

1. CONTRACTOR must have a contingency plan for mechanical breakdown. In the case of mechanical breakdown, the time between the malfunction and arrival/startup of the additional truck shall be deducted from billable time for that shredding event at the proportionate hourly rate.

Article 7.0 - General Requirements for All Services

7.1 - Insurance Requirements CONTRACTOR shall provide and maintain insurance coverage as specified in the Supplementary Conditions.

7.2 - Business Registration Certificate CONTRACTOR must provide proof of Business Registration Certificate (BRC) as required by N.J.S.A. 52:32-44.

7.3 - Payment Terms Payment terms shall be as specified in the Supplementary Conditions. CONTRACTOR shall submit invoices with required certifications after completion of each event.

7.4 - Award of Contract The OWNER reserves the right to award Line Items 1, 2, and 3 together or separately, and to award to one or more contractors, as determined to be in the best interest of the OWNER. The OWNER also reserves the right to reject any or all bids if it is in the public interest to do so.

Option year (Line Items 1-2, 2-2, and 3-2) shall be exercised at the sole discretion of the OWNER with written notice to the CONTRACTOR at least sixty (60) days prior to the expiration of the initial contract term.

7.5 - Bid Structure Bidders shall provide pricing for the following:

Line Item 1-1: Municipal Mobile On-Site Shredding Events - Initial Contract Period 2026-2027 (Per Event Price) Line Item 1-2: Municipal Mobile On-Site Shredding Events - Option Year 2028 (Per Event Price) Line Item 2-1: Additional Trucks for Municipalities - Initial Contract Period 2026-2027 (Per Event Price) Line Item 2-2: Additional Trucks for Municipalities - Option Year 2028 (Per Event Price) Line Item 3-1: County-Wide Shredding Events - Initial Contract Period 2026-2027 (Per Event Price - Five Trucks) Line Item 3-2: County-Wide Shredding Events - Option Year 2028 (Per Event Price - Five Trucks)