8-RFQ 543238 - DoIT - Secure Document Destruction.pdf

Revised 12/2/2025

CITY OF DETROIT

OFFICE OF CONTRACTING AND PROCUREMENT

REQUEST FOR QUOTE

RFQ NO. 543238

DoIT – Secure Document Handling and Destruction

Buyer: Jamillah Watkins

EVENT / ACTIVITY DUE DATE / TIME

ADVERTISEMENT DATE Thursday, February 26th, 2026

QUESTIONS DUE Thursday, March 5th, 2026, by 2:00pm EST

All questions must be submitted online in the

Supplier Portal

QUOTES DUE DATE * Thursday, March 26th, 2026, by 3:00pm EST

In the Supplier Portal as specified in this RFQ.

* Respondents must register in Bonfire (EUNA Procurement) to download bid documents and submit bids. The City cannot guarantee the accuracy of any bid documents obtained from outside of Bonfire, and bids submitted outside of Bonfire will not be accepted. Detailed resources about registering and bidding, including video tutorials and live, virtual office hours, are available at www.detroitmi.gov/suppliersupport.

Questions about the specifics of this RFQ must be asked within the Bonfire Messages interface for the bid on or before the date and time indicated above. Questions asked via phone, email, and/or other means will not be answered.

Quotes must be uploaded in Bonfire on or prior to the date and time indicated above. Late and/or emailed quotes will not be accepted.

https://detroit.bonfirehub.com/ http://www.detroitmi.gov/suppliersupport

1. PROJECT REQUEST

The City of Detroit Office of Contracting and Procurement (OCP) on behalf of the Department of

Innovation and Technology (DoIT) requests quotes from qualified Respondents to render certain technical or professional services ("Services") as set forth in this RFQ to provide confidential, controlled document handling and destruction at a secure facility.

2. BACKGROUND/DESCRIPTION OF ENVIRONMENT

• The City of Detroit stores paper documents containing sensitive data (CJIS, HIPAA, IRS, PCI, other) for all departments in various buildings across the city

• The City also stores documents containing sensitive data at an Enterprise Records Center that meets federal requirements at the Enterprise Records Center.

• The City requires secure document destruction in a timely manner.

3. AWARD CLAUSE INCLUDING RENEWAL OPTIONS

If a contract is awarded as a result of this RFQ, it will be a City of Detroit Professional Services

Contract (Attachment E). The term of the contract will be for three (3) years. Any renewal option exercised under this contract is effective only after the approval of the Detroit City Council and signed by the Chief Procurement Officer. The City anticipates one or multiple awards as a result of the RFQ.

4. STATEMENT OF WORK

SERVICES TO BE PERFORMED

Vendor Professional Services

1. A consistent contact at vendor to manage account questions and issues

2. Issue escalation process

3. Any staffing updates to the above provided to City within 30 days.

Project Deliverables

There will be numerous individual projects using the pricing provided for each one, the vendor will provide, at a minimum, the following services:

1. Vendor will meet with City of Detroit ERM team onsite for project(s) estimate within a week of request by city.

2. Vendor estimate will include the number of boxes, cubic feet, and estimated costs by department within three days of estimate.

3. Vendor performs secure shredding services within a week of departmental estimate approval.

4. Documents are destroyed securely following current NAID-AAA requirements for

Onsite Paper/Printed Media Destruction

5. A Certificate of Secure Destruction signed by the vendor will be provided upon completion of each shredding project.

5. OPERATIONAL INFORMATION

Awarded Contractor(s) will work closely with City agency staff.

The Respondent is expected to provide service in accordance with the terms of the executed contract and under the rules, regulations, and supervision of the City.

Subcontracting

If the Respondent will be contracting certain tasks to a subcontractor, the subcontractor must also be NAID-AAA certified; respondent must identify this in the proposal. The Respondent must identify in the proposal the names of each subcontractor and the type of work to be performed by

Respondent and by each subcontractor. Changes to the proposed assignments will not be permitted unless a situation occurs that is beyond the Respondent’s control or poor work performance. The changes must be submitted for City’s review and acceptance prior to deployment of the subcontractor. It is expressly understood that change of subcontractor is solely for the convenience of the Respondent and as such City is not responsible for reimbursing any additional cost that may be incurred by the Respondent in the performance of this project

Specifications, Change of Specification, and Errors or Omission. Specifications which refer to brand names are given for reference. Respondents may quote on equivalent articles, provided that brand name and catalog number(s) and any deviations are noted on the bid form and complete descriptive literature is furnished. Exceptions will state “Do Not Substitute.”

The decision of the City shall be final.

6. MINIMUM QUALIFICATIONS

• A minimum of three (3) years’ experience providing secure hard copy document handling, proper controls, and destruction services for businesses or government entities similar in size to the City of Detroit

• Current NAID-AAA certification with an endorsement for Onsite

Paper/Printed Media Destruction o This certification requirement applies to any subcontractor(s) as well.

• Ability to perform onsite estimation visit within one (1) week of request

• Ability to destroy records at a secure facility within one (1) week of pick up with a Certificate of Destruction and proper controls.

7. QUESTION DEADLINE

All questions regarding the RFQ shall be submitted through the Supplier Portal no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions will be accepted. Answers to questions will be posted within the Supplier Portal. The

City of Detroit does not guarantee a response to questions not submitted after the question deadline.

Should a Respondent be in doubt as to the true meaning of any portion of this RFQ or find any patent ambiguity, inconsistency, or omission herein, the Respondent must make a written request for an official interpretation or correction in accordance with the instructions for submitting questions as specified in this RFQ.

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Respondents are advised that no oral interpretation, information or instruction by an officer or employee of the City of Detroit shall be binding upon the City of Detroit.

Respondents requesting changes to the RFQs terms and conditions, specifications, quantities, etc.;

or if clarifications are needed, must make the request in writing by the stated bid submission deadline.

8. REJECTIONS, MODIFICATIONS, CANCELLATIONS

The City of Detroit expressly reserves the right to:

1) accept or reject, in whole or in part, any and all quotes received;

2) waive any non-conformity;

3) re-advertise for quotes;

4) withhold the award for any reason the City determines;

5) cancel and/or postpone the request for quotes, in part or in its entirety, and/or,

6) take any other appropriate action that is in the best interest of the City.

This RFQ does not commit the City of Detroit to award a contract, to pay any cost incurred in the preparation of a quotes under this request, or to procure or contract for services.

9. PROTESTS

Protests can be filed with the Office of Procurement. Interested parties aggrieved by a solicitation or the award of any resulting contract, may file written notice of protest to the following:

City of Detroit Chief Procurement Officer

2 Woodward Avenue, Suite 1008

Detroit, MI 48226

“Procurement Protest”

At a minimum, such protests shall include:

1) name of protestor.

2) solicitation/contract number and description; and

3) statement of grounds for protest (reference specific text in the solicitation, bid or contract document that is at issue).

The decision of the Chief Procurement Officer and/or the Department Director are final and is not subject to appeal.

10. INVOICES

Vendors must be registered in City of Detroit Vendor Portal and be a registered vendor with the

City of Detroit to submit invoices and receive payments. Go to http://www.detroitmi.gov/Supplier to register.

AUTHORIZATION TO COMMENCE WORK OR SHIP GOODS – READ

CAREFULLY!!!

http://www.detroitmi.gov/Supplier

Contractors may begin work or ship goods upon receipt of the required authorization, which is the CPA (Contract Purchase Agreement), in addition to SPO (Standard Purchase Order), from

Procurement.

The CPA (City Council Approved and Awarded Contract Purchase Agreement) alone is NOT authorization to begin work! NO letter of Intent, or Letter to Commence Work will be issued.

**Work commencing without issuance of the SPO is subject to Payment Delays and/or Non-

Payment! **

Required vendor steps to invoice:

1) Invoices should NOT be uploaded until the Contractor receives confirmation of review and approval from the City of Detroit.

2) Vendors should submit their invoices via City of Detroit Vendor Portal. Portal invoice amount and creation date must match the date on attached invoice. Please follow the below invoice requirements:

Invoice MUST contain or have as attachment:

• Vendor Name and address on Invoice

• Contact Info on Invoice (Accounts Receivable contact with phone and email)

• Remittance information (MUST be included, or the invoice is subject to rejection

• City of Detroit contact (person who authorized work to commence)

• Invoice Date

• Date of service/delivery

• Contract number

• Purchase order number

• Total Invoice amount

Other invoice requirements:

• Invoice must be billed based on Purchase Order rates

• Total invoice amount must tie to the total supporting documents

• Supporting documentation must be attached to the invoice in the portal

Terms are standard NET 30 Days, unless otherwise negotiated, and start from the invoice receipt date, provided that the invoice is submitted timely to our AP department with the necessary supporting documentation.

If you need assistance, please contact the Office of Departmental Financial Services (ODFS) 313-

410-7804.

11. PREVIOUS EXPERIENCE

The City’s experience with the bidder on previous contracts will be considered in determining the award.

12. MISCELLANEOUS

It shall be the responsibility of the Respondent to thoroughly familiarize themselves with the provisions of these specifications. After executing the contract, no consideration will be given to any claim of misunderstanding.

The Respondent agrees to abide by the rules and regulations as prescribed herein by the City as the same now exists or may hereafter from time to time be changed in writing.

Contractors are encouraged to contract with small and minority businesses, women's business enterprises, labor surplus area firms and Detroit businesses. The City strongly encourages the hiring of Detroit residents whenever possible by contacting Detroit At

Work for your hiring needs. Visit the Detroit At Work website at www.detroitatwork.com for specific contact information regarding these opportunities.

13. GENERAL CONDITIONS:

It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid.

A. GENERAL CONDITIONS

a. It is the responsibility of the Bidder to review General Conditions. In your quotation a distinction between dollars and cents must be made. Also, illegible bids may be grounds for rejection of your bid. All changes made to the bid form altering, price, terms, quote and/or conditions. MUST be crossed out and initialed. Failure to initial any changes will be grounds for rejection of your bid. CORRECTION FLUID IS NOT ACCEPTABLE.

B. LOCAL PREFERENCE CONDITIONS

a. It is the responsibility of the Bidder to review the Local Preference

Conditions attached to this bid and comply with all requirements therein.

C. MINOR DEVIATIONS

a. Specifications referred to herein are used to indicate desired type, and/or construction, and/or operation. Other products and/or services may be may be offered if deviations from specifications are minor and if all deviations are properly outlined and stated in the bid document. Failure to outline all deviations will be grounds for rejection of your bid.

b. The decision of the City of Detroit, acting through the Chief Procurement

Officer, shall be final as to what constitutes acceptable deviations from specifications.

D. RENEWAL

http://www.detroitatwork.com/

a. The proposed agreement may be renewed per contract terms. Both parties must agree to an extension under the same terms and conditions as exist in the then current contract.

E. AWARD (single or multiple)

a. One or multiple Awards will be made on a low bid basis, and as determined by the City of Detroit based on contractor’s legal ability to render services as indicated by their submitted certification and satisfaction of the minimum qualifications found in Section 6. The City of

Detroit reserves the right to delete any item(s) from the award. The City of Detroit reserves the right to limit the amount of the award per contractor.

b. STANDBY AWARD

i. The City of Detroit reserves the right to make an award to the second low bidder, on a standby basis. This vendor will be used in the event the successful bidder cannot furnish the quantities and /or services needed in accordance with the delivery requirements of the City of Detroit.

ii. All awards are subject to Ordinance No. 15-00.

F. TERMINATION OF CONTRACT

a. At any time during the contract the City may terminate the agreement for reason of poor or deficient work performance, inability of the Contractor to supply trained competent technicians, or lack of service as described in this agreement by giving a 10-calendar day notice in writing. EITHER party may terminate the agreement by giving a 30-calendar day written notice to terminate.

G. TERMINATION OF CONTRACT

a. The City reserves the absolute right to terminate this contract in whole or in part, for the convenience of the City at its sole discretion on thirty (30) days written notice to the Vendor.

H. CONTRACT ACCEPTANCE

a. The successful bidder shall be notified of the execution of a contract by the City of Detroit upon issuance of a "Contract Award Notice" or a

Purchase Order. The "Contract Award Notice" shall contain the date the contract award was approved.

b. The signed, accepted bid of the successful bidder will be the contract between the bidder and the City of Detroit, containing the full description of all contractual terms and conditions. A copy of your signed bid will not be mailed to you. Each bidder shall keep a copy of his/her signed bid form for future reference.

I. INSURANCE

a. The Contractor shall maintain at its expense during the term of this contract, the insurance types and amounts detailed in Section 11 of the

Model Professional Services Contract (Attachment E).

J. BID WITHDRAWAL

a. No bid shall be withdrawn for 90 days from submission deadline. Bidders may reduce this period if stated on bid, but such bids may be rejected on the basis of the reduced time period.

K. EQUALIZATION FACTOR

a. Per Section 17-5-12 (c)(1) of the Detroit City Municipal Code, “The bidder that makes the lowest bid, as evaluated or scored, shall be deemed the lowest equalized bidder. If the lowest equalized bid is evaluated or scored below the lowest responsible bid submitted, the lowest equalized bidder shall be awarded the contract, provided that, the contract awarded to such bidder shall not exceed, more than 12 percent above the lowest responsible bid submitted, or $100,000.00, whichever is less.”

b. The firm making the lowest responsive, responsible bid evaluated according to the Equalization Allowance Table* shall be deemed the lowest bidder. (see Equalization Credit Statement).

c. Vendors who wish to receive Equalization credit for bids submitted must submit their CRIO-issued Detroit Based Business certificate with their bid document to substantiate eligibility. The CRIO certificate must be submitted with each and every bid response submitted by the vendor.

Failure to submit the CRIO certificate will result in equalization credit not being applied to your bid.

L. PATENTS. The Contractor shall protect and indemnify the City against expense of any nature, shall bear the cost of any lawsuits which may arise and shall pay damages which may be awarded against the City for the use, under this specification, of any patented device, process, apparatus, material or invention.