ESBD_520769_1781644306030_Destruction Services 306-26-0450_Addendum 01 QA_v1.pdf

Purchasing Department | 1201 Brazos Street | Austin, TX 78701

ADDENDUM

Addendum No: 01 Date: June 16, 2026

Solicitation No: 306-26-0450

Solicitation Title: Destruction Services

Response Deadline: 06/23/2026 at 5:00 PM CT

TSLAC Purchasing Contact: Classie Thigpenn cthigpenn@tsl.texas.com 512-463-8913

Purpose of Addendum: Questions and Answers

REVISED RESPONSE DEADLINE 23 JUNE 2026 5:00 PM CT

Except as provided herein, all terms and conditions of the solicitation document remain unchanged and in full force and effect. The following are the specifications of the solicitation. This Addendum may be attached to and form a part of the referenced solicitation document and any resulting awarded contract and may be considered in your Response.

Question #1: Can a contractor bid certain districts, or does a bid have to be placed for all districts mentioned to be considered? District 13, 14, 15, and 17

Answer: No, vendors do not bid on individual districts. All services under this solicitation are centralized at a single physical location: The State Records Center- Shoal Creek Blvd, Austin, Texas 78756. Annex Location 4044 Promontory Point drive 4044 Austin Texas, 78744. Respondent does not need to be physically located or registered in all mentioned districts to be considered. The reference to Districts 13, 14, 15, and 17 merely reflects the regional classifications utilized for vendor notification purposes.

Question #2: Can palletized boxes be destroyed with mobile shred trucks at district locations? Please confirm.

Answer: Yes, mobile shred trucks can be utilized for on-site services. As outlined in Contractor Responsibilities Section 3.2, “Contractor shall provide a truck that will shred at the designated dock and provide labor/equipment to remove boxes from the edge for the records center dock. Furthermore, Section 1.1 established that other services may include secure destruction of paper with set schedules for pick-up of full containers and drop-off of empty containers.

Question #3: Is every district using containers/consoles as well as producing palletized boxes?

Answer: Yes, the scope encompasses both container and palletized storage. Section 1.1 specifies handling for both standard size boxes/paper documents that meet ISO/IEC 21964 level P-4 shred standards, a s well as palletized paper. Section 2.4 also requires the placement of collection bins within 5 business days of contract date.

Question #4: Is this the only work sheet to input pricing? Can a modified or different worksheet more tailored to the need be used?

Answer: Respondents must utilize the official Appendix F (Pricing Worksheet) provided by TSLAC to ensure a uniform and compliant evaluation process (see Section 4.1). Alternative or modified pricing formats may result in disqualification.

Question #5: Would TSLAC consider extending the proposal submission deadline by two weeks to allow all Vendors sufficient time to incorporate answers to questions?

Answer: TSLAC has granted a one—business-day extension to the procurement schedule. To ensure all potential respondents have adequate time to fully incorporate these Questions and Answers into their mailto:cthigpenn@tsl.texas.com final submissions, the proposal submission deadline has been formally extended to June 23, 2026, at 5:00 PM CT, as reflected in the header of this Addendum.

Question #6: The evaluation criteria states that TSLAC will identify the winning vendor based on the “Lowest Price of the requested Products”. However, Appendix F (Pricing Worksheet) does not provide specific quantities, line item, or breakdown categories for the different service types mentioned in the Statement of Work. Could TSLAC please clarify how bids will be calculated and compared on an apples-to-apples basis to determine the lowest responsive bidder? Will TSLAC issue an addendum with an updated, standardized list of services and quantities?

Answer: TSLAC acknowledges that Appendix F (Pricing Worksheet) requires unit pricing positioning rather than fixed global quantities. To ensure a fair, compliant, and apples-to apples- evaluation, bids will be calculated and compared using standardized, baseline evaluation quantities derived from TSLACs historical service volumes and projected agency needs across the specific service types outlined in the Statement of Work. While published quantities are estimates for evaluation purposes only, TSLAC does not anticipate issuing a structurally revised Appendix F; respondents must submit their pricing using the current worksheet format to be considered responsive.

Question #7: Can TSLAC elaborate of they type of material if other than paper?

Answer: In addition to paper records, Section 1.4 explicitly requires the contractor to ensure the secure destruction of “paper, microforms, optical media, and other physical storage devices as required”.

Question #8: Will collection bin be required for paper media?

Answer: Yes, Section 1.5 states the “Contractor must provide secure collection containers (locked, tamper-resistant) for designated locations, and section 2.4 mandates the placement of these bins within 5 business days of the contract start.

Question #9: Can contractor provided and electronic version of transfer manifest to designated contact on day of service to reduce paper creation?

Answer: Yes, electronic formats are acceptable provided they satisfy compliance requirements. According to the Deliverables table in Section 2.2 a “Signed Transfer Manifest” is required for “Every Collection”. An electronic manifestation system that captures authorized signatures and provides real-time verification to TSLAC contract managers meets standard.

Question #10: Can TSLAC provide more detail as to what is or would need to be include in this report so vendor can assess capabilities to provide required information?

Answer: Reports must comprehensively document the destruction cycle to support TSLAC’s regulatory compliance under Texas Government Code 441.223. As outlined in Section 1.7, the required Certification of Destruction must contain: Date and Time of Destruction, material type destroyed, destruction method used, location of destruction, and authorized signature.

Question #11: Is TSLAC willing to work with awarded contractor on bin placement dates as currently bin quantities and service locations are not provided?

Answer: TSLAC will coordinate with the awarded contractor to finalize the deployment schedule. Per Section

4.1 under TSLAC will coordinate locations of secure bins and schedule pick-ups as needed.

Question # 12: Based on this description, it raises several operational considerations if TSLAC could expand on the following:

- What type of quantity of on-site boxes, will this be pallets of material or just an occasional 1-5 boxes?

- -Is there other access to these on-site boxes besides removing from edge of dock? (i..e service ramp, use of handtruck?)

- Do you currently perform on-site box destruction and could you give estimated frequency of such service?

Answer: Quantities vary dynamically by location and division requirement. The scope ranges from routine console collections up to large-scale purges consisting of multiple palletized boxes. There is no ground access

For off-site destruction, the contractor must provide the pallet jack and materials needed to load their truck (Section3.1).

For on-site destruction, services are primarily performed at the designated dock (Section 3.2) Specific physical constraints or logistical adjustments will be coordinated per facility.

Question #13: Can TSLAC provide type of non-paper media materials requiring destruction?

Answer: Non-paper materials primarily include microforms (microfilm/microfiche) and optical/digital media storage devices (Section 1.4), which require physical destruction method compliance (such as disintegration or incineration) to prevent data reconstruction.

Question #14: Can TSLAC provide at least listing of postal codes for locations to be services to ensure compliance with no use of Subcontractors

Answer: Core services are centralized at the State Records Center located at State Records Center-Shoal Creek Blvd, Austin, TX 78756 and 4044 Promontory Point Austin, Texas 78744. (Section 1).

Subcontracting constraints must strictly adhere to Section 6, which mandates that the awarded vendor perform all required services utilizing their own permanent personnel and equipment unless prior written authorization is granted by TSLAC.

Question #15: Regarding the requirement in the IFB Section I, Subsection 8 (“Price Decreases”) which states that “Any Price reductions passed on to other customers shall be offered at the same rate to TSLAC ,” would you please confirm that this provision applies exclusively to contractors that utilize standard, published commercial price lists or catalogs? The services contemplated in this solicitation rely on customized pricing that is modeled specifically around each individual customer’s unique requirements, volume commitments, and geographic proximity. We do not maintain a universal price list or offer industry-wide price decreases for these services. Consequently, calculating and applying a standardized discount “ratio” across different customer contracts is administratively impractical. Would TSLAC confirm that the requirements in this section are not applicable to contractors providing customized service pricing? Would TSLAC consider replacing this section with an annual business review and mutual price renegotiation clause instead?

Answer: The price decrease provision outlined in Section 8.1 is a standard clause for Texas State Agency procurements and will not be deleted or replaced. It ensures that if a contractor implements general, industry-wide price drops or offers lower rates to another entity for an identical scope of work under similar market conditions, TSLAC receives the benefit of that pricing. It does not penalize distinct pricing built on fundamentally different volumes or logistical constraints.

Respondents are to acknowledge receipt of this addendum by signing this document. The signed document must be included with your Response.

Respondent Signature: Date:

Printed Name: Company Name: