ITB_Amendment__1_32110-13596.pdf
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- Attached to
- SWC 121 Shredding Services - UPDATED
- Solicitation number
- Event 32110-13596
- Issued by
- Tennessee
About this file
This document is an Amendment #1 to Invitation to Bid (ITB) #32110-13596 for Shredding Services issued by the State of Tennessee Central Procurement Office. The amendment addresses vendor questions and clarifies contract details for a statewide shredding services procurement. The State will accept bids for shredding services across four regions, with bidders able to submit proposals for individual regions. Potential contractors must provide both mobile and plant-based shredding services, using 28-32, 60-70, and 90-100 gallon bins. Respondents must maintain National Association for Information Destruction (NAID) AAA Certification and comply with specific requirements including TBI background checks and Social Security Administration data security training.
The amendment reveals that the State does not have a complete listing of locations and service requirements, instead directing bidders to the Evaluation Model for expected annual quantities. Contractors are required to provide Certificates of Destruction and accommodate service scheduling flexibility. No subcontracting or Disadvantaged Business Enterprise (DBE) requirements are mandated. The contract will include comprehensive security provisions, with no additional fees permitted beyond a one-time installation fee. Contractors must provide both mobile and plant-based shredding services, ensure employee training on data security, and meet extensive qualification standards. The contract term is anticipated to be 36 months with potential renewals, and bidders can submit proposals for individual regions while demonstrating capability to serve all selected regions.
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ITB # 32110-13596 – Amendment # 1 Page 1 of 2
STATE OF TENNESSEE
Central Procurement Office
INVITATION FOR BID # 32110-13596
AMENDMENT # 1
Shredding Services
DATE: March 3, 2025
ITB # 32110-13575 AS CONTINUATION TO RFI # 32110-13596 IS AMENDED AS FOLLOWS:
1. State responses to questions and comments in the table below amend and clarify this ITB.
Any restatement of ITB text in the Question/Comment column shall NOT be construed as a change in the actual wording of the ITB document.
QUESTION / COMMENT STATE RESPONSE
1. Could we get a breakdown of locations with container count and frequency?
The State does not have a complete listing of locations and addresses across the 4 regions.
Please see Evaluation Model column F for Expected Annual Quantities.
2. To confirm, can we bid on certain regions or locations without bidding on the entire state?
Yes, bids can be submitted for individual regions. Please refer to the Terms and Conditions Section 2.1.
3. Can the State provide a listing of the full address for each location by region that requires service?
The State does not have a complete listing of locations and addresses across the 4 regions.
4. Can the State identify which locations require/are using mobile shredding and which require/are using plant-based shredding?
The State does not have a complete listing of locations and service requirements for each location.
5. Can the contractor provide a 32 gallon locking console vs rolling bin to satisfy the 28-32 gallon bin range?
The contract does not require contractors to provide a bin that rolls. Contractors must ensure the bins meet all Specifications provided within this contract including the Joint Commission Standards requiring 28-32 gallon locking bins.
6. Can the contractor provide an electronic COD via email to the Authorized User on the day of service?
Certificate of Destruction format shall be at the discretion of the Authorized User. Please see revised Specifications section G.2.b.
7. Please clarify if Section G. Service Requirements, 2. Bin Servicing, b) is related to mobile shredding services for receiving the COD on the same day of service?
Correct. Certificate of Destruction shall be provided for all services performed under this contract. Please see revised Specifications section G.2.b.
8. Can the State provide a current frequency schedule and bin counts for each location? Please see Evaluation Model column F for
Expected Annual Quantities.
9. Can the contractor coordinate with Authorized Users to reschedule any missed services if unable to complete within 24 hours of missed service?
Yes. Please see Specifications section G.4.c.
ITB # 32110-13596 – Amendment # 1 Page 2 of 2
QUESTION / COMMENT STATE RESPONSE
10. Will the State agree to a Letter of Attestation that states background checks are completed when employees are hired and recurring every three (3) years in place of the TBI background checks?
No. Contractors must meet all requirements listed in Specifications section I.1.b. The State is not open to modifying this language.
11. Please clarify the training mentioned in 3.
Social Security Administration (SSA) Required Provisions for Data Security, a), vi., 2. How and when is training conducted and who will provide it? Are there any costs for this training?
This requirement requires Contractors to ensure their employees are trained on Social Security Administration (SSA) Required Provisions for Data Security in accordance with Specifications section 3.a.vi. throughout the life of the contract. Contractors shall schedule and conduct training for their employees at their discretion while ensuring the Specifications section 3.a.vi. are met; However, the State recommends this be provided prior to the start of the contract and annually thereafter.
Contractors shall provide this training to their employees at no additional cost to the State.
12. Is subcontracting required for ITB award? No, this is not required.
13. For the Diversity and Utilization Plan, is the State requiring contractors to provide DBEs as potential subcontractors?
No, this is not required.
14. Do you have a facility list that documents all the locations within each region that will need to be serviced by the service provider?
The State does not have a complete listing of locations and addresses across the 4 regions.
15. Can you provide a bin sizing, counts and frequency of services for each location? The State does not have a complete listing of locations and addresses across the 4 regions.
Please see Evaluation Model column F for Expected Annual Quantities.
16. Will you have a sole provider to service all 4 regions, or will you award regions individually? Bids can be submitted for individual regions.
Please refer to the Terms and Conditions Section 2.1.
17. Are you open to all plant based shred services if NAID Certifications is consistent with onsite shred services?
The State is not open to only plant-based shredding services. Respondents must be able to provide both mobile and plant-based services for regions in their respective bids.
18. Do any agencies do bi-annual or annual purges? If so, how is it done? By call?
Scheduled?
Purges are requested by agencies on an as-needed basis. Please see Specifications section H.
19. Does the installation fee, mean the number of bins needed per Region/Location? Please see Specifications section F.2.b. for the definition of Installation Fees.
2. Delete RFI # 32110-13575, in its entirety, and replace it with ITB #32110-13596, attached to this amendment. Revisions of the original ITB document are emphasized within the new release. Any sentence or paragraph containing revised or new text is highlighted.
3. ITB Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.
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