EINF90324_Addendum_1_Questions_and_Answers_Final.pdf

MALIA M. COHEN

CALIFORNIA STATE CONTROLLER

300 Capitol Mall, Suite 1500, Sacramento, CA 95814 P.O. Box 942850, Sacramento, CA 94250

November 20, 2024

To All Prospective Bidders:

Addendum 1 to Invitation for Bid - (IFB) EINF90324, On-Site Confidential Media Destruction Services.

The purpose of this addendum is to notify potential bidders of the State Controller's Office (SCO) response to questions and answers received as well as notify potential bidders of changes for IFB EINF90324.

Please note, as a result of this addendum, the following sections have been revised:

Change # Description

1. IFB Section A. Purpose and Description of Services now reads:

The State Controller's Office (SCO) is seeking a contractor to provide on-site confidential media destruction services. The Contractor must destroy all items in accordance with guides outlined in National Institute of Standards and Technology (NIST) Special Publication 800-88, Revision 1 located at https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf and the Internal Revenue Service (IRS) Media Sanitization Guidelines located at https://www.irs.gov/privacy-disclosure/media-sanitization-guidelines at the following two locations:

• 300 Capitol Mall, Sacramento, CA 95814

• 10600 White Rock Road, Rancho Cordova, CA 95670

2. IFB Section B. Bidder Minimum Qualifications, Item 2. has been deleted.

The Contractor’s staff shall be full time, non-temporary, employees who are trained according to International Organization for Standardization ISO 14644 and United States Federal Standard 209e and Occupational Safety and Health Administration (OSHA) standards and techniques unique to contamination control. A copy of the certificate must be included with the Bid submission.

3. IFB Section B. Bidder Minimum Qualifications, Item 4. has been updated to read:

The Bidder must be located or have a field office within 50 100 miles of the Sacramento metropolitan area.

Questions and Answers

1. In regards to page 22 section A Scope of work, how often is service expected on this contract? Costs are significantly different if it's serviced yearly vs multiple times a year. You ask for a cost breakdown but in order to provide that or decide whether it's worth bidding on I need to know this.

Response: Most likely, SCO will request services on a semi-annual basis but reserves the right to https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r1.pdf https://www.irs.gov/privacy-disclosure/media-sanitization-guidelines

State Controller's Office

IFB EINF90324

Addendum 1, Questions and Answers request services on a quarterly based on the number of items to be shred and our capacity to properly store them prior to shredding.

2. In regards to page 1 paragraph 3, what's the latest date changes/updates will be made to the bidding documents? You state that the bidder is responsible to check for changes but if changes can be made after a bid is submitted I'll delay submission until I'm sure there won't be any changes to the bid documents.

Response: Bids can not be changed after the bid due date. If any changes are made to the solicitation, an addendum will be posted on Cal eProcure website explaining any changes or updates. Please refer to page 1, paragraph 3 of the IFB.

3. In regards to page 3 section b question 4, why do you require an office within 50 miles when you're requesting mobile shredding service, the small businesses you claim to want to do business with aren't going to have the facilities implied by this requirement. This requirement appears to be an attempt to limit competition and exclude businesses regularly operating in the Sacramento area.

Response: IFB Section B. Bidder Minimum Qualifications, Item 4. has been revised. Please refer to Change #3 on the first page of this addendum.

4. Under section B. Bidder Minimum Qualifications #2 Page 3 of 21), it is specified the contractor should have ISO 14644 training. We use a low-speed high-torque shredder that does not disturb the particles. An ISO 14644 Certification is unnecessary unless you have specific requirements regarding the particle size of the shredded data bearing devices. Would it be acceptable to you to submit this bid with our existing R2v3 Certification and ISO 9001, ISO 14001, and ISO 45001 Certifications?

Response: IFB Section B. Bidder Minimum Qualifications, Item 2.had been deleted. Please refer to Change #2 on the first page of this addendum.

All other information will remain the same.

Thank you, SCO Bids