Invitation to Bid - Summer Recycling Event 2025-ME.pdf

DEPARTMENT OF THE AIR FORCE

375TH CIVIL ENGINEER SQUADRON (AMC)

SCOTT AIR FORCE BASE ILLINOIS

14 July 2025 Scott AFB Qualified Recycling Program US Air Force, 375 CES/CEIE 701 Hangar Road, Bldg. 531 Scott Air Force Base, IL 62225-5035

FOR: Interested Bidders

SUBJECT: Invitation to Bid for paper shredding and/or electronics recycling commodities and services during the Scott AFB Summer Recycling Event on 21 August 2025, 0900 to 1500.

BID NUMBER: 01-Q425

TIMELINE OF BID:

OPEN: 14 July 2025 CLOSE: 30 July 2025 AWARD: 1 August 2025

The 375th Civil Engineer Squadron (375 CES) sells scrap material direct to the public through the Qualified Recycling Program (QRP). The Scott AFB Summer Recycling Event allows base personnel to drop off paper and personally owned electronics waste with the assurance that the materials will be disposed of securely while still maintaining an environmentally friendly focus. The event will be held on 21 August 2025 from 0900 to 1500 at the Warrior Park parking lot.

Review the Purchase Specifications, Purchaser Agreement, and General Provisions provided in this document. Interested bidders should return the Invitation to Bid sheet, including their bid and contact information, to the issuing QRP manager. Bidders may bid on one or more items. The QRP coordinator reviews bids after the closing date of the offer and will award the winning bidder in writing.

ARTICLE I: Purchase Specifications

1. Please examine the following specifications. Quantities cannot be guaranteed until the close of the recycling event. Expected quantities listed below are estimations from previous recycling event data. The point of contact for this information is the QRP manager, Michelle Engel at michelle.engel@us.af.mil.

2. Commodity details:

Commodity type Expected Quantity Previous Event Weight On-site Paper Shredding One truck Apr 2024: 6,700 lbs.

Oct 2024: 3,980 lbs.

Electronic Waste (extended list on ITB)

4-8 Gaylord boxes Apr 2024: 5,761 lbs.

Oct 2024: 10,080 lbs.

mailto:michelle.engel@us.af.mil

3. Mobile document destruction must take place on site and within the operating hours of the event. Sensitive documents are not encouraged to be brought to the event; however, all paper material shall follow the Information Security Oversight Office’s guidance for the destruction of Controlled Unclassified Information (CUI), should CUI enter the waste stream accidentally.

a. Paper material must be destroyed “in a matter that makes it unreadable, indecipherable, and irrecoverable,” (32 CFR 2002.14).

b. The two standards for destroying paper CUI are single-step and multi-step. Single-step requires destruction by using cross-cut shredders that produce 1 mm x 5 mm particles (or smaller) or pulverizes/disintegrates with devices equipped with a 3/32in.

security screen. Multi-step destruction happens when shredding does not meet the standards of single-step destruction, but then certifies that the paper documents are recycled in a secondary process. (NIST SP 800-88, rev 1, Table A-1: Hard Copy Storage Sanitization)

c. Specification of which paper destruction standard will be implemented during the event shall be included in the bid.

4. Electronic waste consists of personally owned electronic material donated to SAFB QRP during the hours of the recycling event. Government-owned electronic equipment is not eligible for sale by the QRP. The Purchaser will indicate which electronic materials will be accepted on the Invitation to Bid Sheet, as well as any additional costs per material.

5. Location of recycling event: Warrior Park Pavilion parking lot at coordinates 38.54654 N,

89.86021 W. Directions to the site are included in attachment 1. All contractors enter base via the Mascoutah Gate off Illinois Route 4. The Purchaser will exit base via the main Shiloh Gate after the end of the recycling event. The Mascoutah Gate has operating hours of 0600 to 1800 on weekdays.

6. Hours of Service: The hours of the recycling event will be 0900 to 1500 on 21 August 2025.

Loading must be completed prior to 1500 on the day of the event.

7. The event logistics will be run by the QRP Manager and base volunteer efforts. There is no loading dock. All accepted materials will be removed from Scott AFB’s premises on the same day of the event.

8. Unacceptable material: If the material is not eligible for recovery and must be landfilled, the SAFB QRP must be notified of the location and weight of the materials upon disposal. The justification for submitting the material to a landfill must be included in the notification.

9. Securing/bracing of the load is the sole responsibility of the Purchaser and/or their agent.

ARTICLE II: Purchaser Agreement

1. Should the Purchaser agree to pay for any of the commodities for bid, the Purchaser agrees to pay the Scott AFB QRP within 30 days of invoice for the specified recyclable material to the following schedule.

a. Payment sent to:

Scott Air Force Base ATTN: 375 CES/CEIE, Ms. Michelle Engel 701 Hangar Rd, B531 Scott AFB, IL 62269

b. Payable to: United States Department of Treasury

c. Payments made in negotiable instruments, money orders and checks.

2. Should the Purchaser request to be paid for any of the commodities for bid, the Purchaser agrees to send an invoice with the pre-determined amount to the QRP Manager, Michelle Engel, via email at michelle.engel@us.af.mil within 20 days after the close of the recycling event. A form 889 will be filled out by the Purchaser with the submission of the bid. A blank form has been provided as Attch4.

3. All personnel performing work should be properly trained/certified.

a. All certifications and licensing, such as AAA security by the National Association of

Information (NAID), Refrigerant Recovery and Recycling Equipment Certifications, and other facility certifications, should be submitted to 375 CES/CEIE prior to the start of work.

b. Any Certificates of Destruction required for the materials must be submitted to 375

CES/CEIE at the time of invoice.

c. The Purchaser shall keep all information derived from the material submitted in confidence to ensure the security of the documents shredded and equipment donated.

4. Transportation Charges: The Purchaser agrees to provide transportation related to the pickup and/or shipment of the recyclable material at no additional charge to the Scott AFB QRP.

ARTICLE III: General Provisions

1. Default: If the Purchaser fails to pay for and/or remove the recyclable material within the time allowed by this agreement, the Scott AFB QRP will send a default notice that must be cured within 10 days from delivery/submission date. If Purchaser fails to cure default within the stated period, the Purchaser shall lose all rights, title and interest, which they may otherwise have acquired in and to such property as to which a default has occurred.

2. Weight Certification: The Purchaser will provide the Scott AFB QRP with a certified product weight after delivery.

3. Insurance: The Purchaser/representative shall be required to provide and maintain during the entire period of this event the motor vehicle liability and bodily injury insurance as required by State and local laws.

mailto:michelle.engel@us.af.mil

4. Real Property: The Purchaser or representative shall arrange with the QRP manager for the use of government facilities and any government furnished equipment available for services.

Utilities will not be provided for the duration of the event. The Purchaser is responsible for all tools, training, supplies, materials, and vehicles, required to complete the service.

Restrooms on site will be available for the use of the Purchaser’s personnel.

5. Confidentiality: Any and all information made available to the Purchaser/representatives as a result of this agreement, shall be kept confidential. Purchaser will take all pertinent steps to ensure all information contained in/on recyclable material be protected from viewing or dissemination. Failure to comply with this provision is a basis for termination of the agreement.

6. Reschedule: Should the service not be feasible due to circumstances out of the means of the Purchaser or 375 CES/CEIE and the service will not be provided on 21 August 2025, the event shall be rescheduled on a date agreed upon by both the Purchaser and the SAFB QRP.

Coverings from inclement weather include one to two 10x10 canopies. Should these coverings not be sufficient for the purposes of this event, then it shall be rescheduled on a date agreed upon by both the Purchaser and the SAFB QRP.

7. Damages: The Purchaser shall be financially responsible for any damages to the premises/buildings resulting from acts of omission or errors of the Purchaser and their employees/representatives. Any acts of vandalism of theft shall be reported immediately to the SAFB QRP personnel on site. The SAFB QRP shall not be responsible or liable for the purchaser/representative’s property.

MICHELLE E ENGEL, Civ, USAF Scott AFB QRP Manager

4 Attachments:

Attch1. Invitation to Bid Sheet Attch2. Instructions to the location of the Summer Recycling Event Attch3. Controlled Unclassified Information destruction regulation Attch4. Blank 889 Form