ITB_Amendment__4_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 Amendment #4 to Invitation to Bid (ITB) #32110-13596 for Shredding Services issued by the State of Tennessee Central Procurement Office. The amendment addresses multiple vendor questions and clarifies various contract terms, including service request timelines, background check requirements, and acceptable materials for shredding. Key modifications include removing the 1% quarterly rebate requirement, adjusting service request completion timeframes to five business days, and confirming that the contract only covers paper and print media destruction. The amendment provides detailed responses to 20 specific vendor inquiries, with the State either accepting or declining proposed changes to contract language.
The amendment indicates the State has over 56 departments with an estimated 358 total locations across four regions, with Region 3 having the most locations at 189. The State remains firm on most contract terms, including liability limitations, hold harmless provisions, and data processing requirements. While the State has not confirmed whether federal funds will be used, they have agreed to remove certain terms like the Partial Takeover of Contract section. The amendment instructs vendors to replace the previous ITB Version 3 with Version 4, with revised text highlighted in the new document. The amendments are effective immediately, with all other original terms and conditions remaining in full force, maintaining the solicitation's core requirements for secure document destruction services.
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Text version
ITB # 32110-13596 – Amendment # 4 Page 1 of 4
STATE OF TENNESSEE
Central Procurement Office
INVITATION FOR BID # 32110-13596
AMENDMENT # 4
Shredding Services
DATE: March 21, 2025
ITB # 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. Can the state work with vendors on the 1% quarterly rebate (potentially removing this request if possible)?
The State has agreed to remove this term.
Please see the revised Terms and Conditions.
2. For on needed Purge requests, can the State allow a larger grace period than 5 days for operations to review and schedule in these dates?
Please see revised Specifications section H.1.
that now states “the Contractor shall complete service requests within five (5) business days upon notification or purchase order from Authorized User, unless otherwise agreed upon in writing by Authorized User.
3. Will current vendor background checks suffice or will certain locations need additional background checks up to their discretion for drivers as well?
Per revised Specification section I.1.b., “At all locations, the Contractor’s onsite employee shall be required to provide a government-issued photo identification for inspection upon entering all State facilities and may be subject to TBI background checks if requested by the Authorized User”
4. Termination for Cause – would the state be open to providing a 30 cure period to notify the vendor?
The State has agreed to revise this language.
Please see the Section 7.9 of the revised Terms and Conditions.
5. Could we possibly include language in regard to non-compliant materials such as the follow: Non-compliant materials (SID) the State shall not place any materials that are highly flammable, explosive, toxic, biohazards, medical waste, radioactive, or any other materials that are otherwise illegal, dangerous and/or unsafe in the Equipment. the State ill not store any non-paper, plastic media (such as floppy disks, CD’s or computer storage tapes) in the Equipment without first obtaining Contractor’s consent. Destruction of such non-paper
Per the Specifications section A, this contract is only applicable for paper and print media. The State will also add language to the contract’s usage instructions to remind Authorized Users that no other materials are permitted under this contract.
ITB # 32110-13596 – Amendment # 4 Page 2 of 4 media requires a special schedule to complete.
6. Would the state be open to using our Company’s attached BAA? The State is not open to this change. Please see the State’s HIPAA Business Associate Agreement.
7. Under the T&C Hold Harmless section, would the state be willing to remove “Acts and Omissions” in the language?
The State is not open to modifying this language.
8. Under the T&C Partial Takeover of Contract -would the state be willing to remove this section?
The State has agreed to remove this term.
Please see the revised Terms and Conditions.
9. Can the State confirm they have a regional point of contact to work with the contractor to coordinate transition services to the designated authorized user locations?
The State shall provide this to the awarded Respondent(s) upon award of the contract.
10. Can the responder add a minimum bin quantity per visit or provide a minimum trip/visit charge?
The State is not open to modifying this language. Per Specifications Section F.1.a., Contractor shall provide “not to exceed” pricing for Mobile and Plant-Based shredding for Paper or Printed Media on a per bin per trip occurrence.
11. What's the expected mix of non-paper printed media (i.e. ID Badges and debit/credit cards)?
This solicitation is to procure shredding services for paper or printed media only as outlined in Terms and Conditions Section 1.1. and in Specification Section A.
12. Will the State be separating non-paper printed media (i.e. ID Badges and debit/credit cards) from paper media?
Please see response to questions 5 and 11.
13. Will the State allow for non-paper printed media (i.e. ID Badges and debit/credit cards) to be destroyed only via plant based destruction?
Please see response to questions 5 and 11.
14. Understanding that the State does not have a complete list of locations, could the State provide an average number of departments/locations across each region that we could expect to service?
The State has over 56 departments. An estimated number of locations for each region is below.
Region Estimated Number of Locations
1 60
2 51
3 189
4 58
Please also refer to the Expected Annual Quantities listed per region in the Evaluation Model.
15. Would the State agree to amend the solicitation for all offerors to a limitation of liability, as permitted by Tenn. Code Ann.
§ 12-3-701, equal to 12 months trailing
The State is not open to modifying this language.
ITB # 32110-13596 – Amendment # 4 Page 3 of 4 revenues? This LOL is in keeping with industry standards.
16. Would the State agree to amend the solicitation for all offerors by striking the last sentence of the first paragraph of Section 7.23, regarding litigation costs? It goes against the prevailing practice in the
US.
The State is not open to modifying this language.
17. Tenn. Code Ann. § 8-6-106 allows for additional counsel to defend a claim against the State. Would the State consider adding the following language to the end of Section 7.23:
"The State will make a good faith request to the Attorney General to include Contractor’s counsel, at Contractor’s expense, to defend any claim for which an indemnity has been requested".
Because Contractor would be paying a judgment or settlement, it is more motivated to put on a vigorous defense.
The State is not open to modifying this language.
18. What does the State contemplate regarding a Partial Takeover of shredding services? Would it consider removing Section 8.11 since it can simply stop ordering from sites it wishes to serve directly?
The State has agreed to remove this term.
Please see the revised Terms and Conditions.
19. Will the State use Federal funds to pay for services under a contract awarded as a result of this solicitation?
It is unknown whether the State will use any Federal Funds for the usage of the services rendered by this contract at this time.
20. Does the State agree that Section 8.24 is not applicable to the services that will be provided under a contract resulting from this solicitation? If so, would the State amend the solicitation for all offerors to add the following to Section 8.24:
"The Parties acknowledge and agree that the Contractor will not be housing or processing any State Data under this Contract and that Section 8.24 and 8.25 will only become applicable should the Parties enter into an agreement for Contractor to do so".
The State is not open to modifying this language.
2. Delete ITB # 32110-13596 Version 3, in its entirety, and replace it with ITB #32110-13596 Version 4, 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.
ITB # 32110-13596 – Amendment # 4 Page 4 of 4
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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