RFI252611FINAL10.10.25.pdf

RFI#25/26-11 Page 1 of 7 Florida Department of Revenue

State of Florida Department of Revenue Request for Information

Physical Media Destruction and Overwriting or Degaussing of Electronic Media Services

RFI# 25/26-11

1. INTRODUCTION

This is a Request for Information (RFI) as defined in s. 287.012(22), F.S., for informational and planning purposes only. This RFI is issued by the State of Florida, Department of Revenue (FDOR), to solicit information regarding the products and services described herein.

The FDOR requires secured on-site mobile shredding services to protect confidential taxpayer and client information maintained in paper form. The FDOR is seeking information from vendors who can provide on-site paper shredding services both as an on-demand service as well as a scheduled service.

Scheduled shredding services allow FDOR offices to request locking bins of various sizes (volumes) to be placed at FDOR sites and picked up on a prearranged schedule. On-Demand shredding allows for offices to request shredding services on a non-recurring basis.

In addition to the required paper document shredding, we are seeking information regarding other physical media destruction services as well as services for the overwriting or degaussing of electronic media while ensuring compliance with privacy laws and regulations.

All interested vendors are invited to participate by submitting a written response to the RFI in accordance with Section 8, RFI Submission.

2. BACKGROUND

The FDOR currently has six (6) agency term contracts in place for providing mobile/onsite shredding services that comply with the latest version of IRS Publication 1075. Contracted Vendors are also required to be certified by the National Association of Information Destruction (NAID) . These contracts are all expiring on March 31, 2026.

To meet FDOR requirements for shredding of confidential paper documents, it is necessary for DOR to award one or more Agency Term Contracts. The FDOR intends to release a subsequent Invitation to Bid (ITB) to award contracts that combined will ensure service coverage in all Florida Counties.

As provided in Section 287.042(16), F.S. the Department of Management Services determined that the use of these current contracts was cost-effective and in the best interest of the State and therefore approved as an Alternate Contract Source (ACS). Other eligible users defined as United States government departments, commissions, agencies, and instrumentalities thereof, having a physical presence within the State of Florida, were then able to purchase off these contracts. The awarded Contractor(s) at their discretion, were able to provide these services to these additional entities.

Depending on the information gathered from this RFI, the FDOR may add additional data destruction services, such as other physical media and overwriting or degaussing of electronic media.

3. PURPOSE OF AN RFI

3.1 Rule

Per Rule 60A-1.042, FAC, Agencies are authorized to use a Request For Information (RFI) for research to determine any or all of the following:

• whether to competitively procure particular commodities or contractual services;

• which solicitation process to use for a particular need;

• which general, special, or technical specifications are to be included in a solicitation.

An RFI is not a solicitation. An agency issuing an RFI is not required to utilize any information gathered from the RFI, nor is a vendor who responds to an RFI excluded from participating in any resulting solicitation.

Agencies must use the Vendor Information Portal (VIP) for issuing an RFI. A vendor does not need to be registered in MFMP in order to respond to an RFI but must be registered to be awarded a contract based on a solicitation. See Rule 60A-1.033, F.A.C., for MFMP vendor registration.

https://www.irs.gov/pub/irs-pdf/p1075.pdf https://isigmaonline.org/certifications/naid-aaa-certification/

RFI#25/26-11 Page 2 of 7 Florida Department of Revenue

3.2 Constraints

This RFI is being released strictly for the purpose of gaining knowledge of services available in the market for the provision of these services, related services, and desirable options.

This RFI should not be construed as an intent, commitment, or promise to acquire or purchase the proposed services presented by vendors.

The FDOR will not be obligated to any vendor because of this RFI. The FDOR is not obligated for any costs incurred by vendors in the preparation of their response to this RFI. The FDOR will not pay for any information herein requested nor be liable for any costs incurred by the vendor.

From the responses to this RFI, the FDOR will review all options related to the services specified, related services, and desired options.

4. QUALIFICATIONS

There are no qualifications for vendors to respond to this RFI. Should a formal solicitation be released after analysis of service availability in the marketplace, there will be qualifications required for any vendor to be awarded a contract, including but not limited to:

• being registered with the State of Florida, Department of Management Services, through the MyFloridaMarketPlace e-procurement system;

• being registered with the State of Florida, Department of State, Division of Corporations, to do business in Florida;

• be certified by the National Association of Information Destruction, Inc. (NAID) for the services that they bid on.

5. OBJECTIVE

The FDOR is seeking information from vendors who can provide physical media destruction services both on a scheduled and an on demand basis, as well as services for the overwriting or degaussing of electronic media. The FDOR desires two service options for end-user offices: mobile/on-site and facility-based services. The full scope of services is as follows:

1. Physical Media Destruction (facility-based and mobile/onsite)

• Paper/Printed Media

• Non-Paper Media (other material that can be read by the naked eye without the assistance of a special device, such as documents, ID badges, credit/debit cards and photos)

• Micro Media (Microfiche and Microfilm)

• Hard Drives

• Solid-State Device (Data storage devices where information is recorded via an electric charge. Such as Flash Media: SIM cards, USB storage devices, PDAs and cell phones, tablets, etc.)

• Product Destruction (non-information bearing items, including but not limited to contraband, product overruns, returned items (defective or useable), counterfeit items, clothing, publications, or anything which the product owner deems harmful if not definitively destroyed in a controlled and secure manner)

2. Overwriting or Degaussing of Electronic Media (facility-based and mobile/onsite)

• Overwriting of Hard Drives

• Overwriting of Solid-State Devices (Data storage devices where information is recorded via an electric charge. Such as Flash Media: SIMS cards, USB storage devices, PDAs and cell phones, tablets, etc.)

• Degaussing* of Magnetic Media (Hard Drives)

• Degaussing* of Magnetic Media (Mag Tape)

* DEGAUSSING – Use of a strong magnetic field to erase information recorded on Magnetic Media, such as conventional hard drives. Services to be performed in compliance with NIST SP 800-88r2 - Guidelines for Media Sanitization .

6. VENDOR QUESTIONS/INQUIRIES

Written questions/inquiries concerning this RFI will only be accepted if submitted in writing via email to the FDOR’s Procurement Officer identified in Section 8 and if received on or before the date and time specified in the Calendar of Events, Section 7.

Interested parties shall examine the FDOR’s requirements to determine if they are clearly stated. The FDOR also wishes to determine if any requirements are restrictive to competition. The party claiming that there is a restrictive requirement should identify and describe the difficulty in meeting the FDOR’s requirement.

Responses to all questions received will be made available, in writing, and posted on the Vendor Information Portal on or about the anticipated date referenced in the Calendar of Events.

https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r2.pdf https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-88r2.pdf

RFI#25/26-11 Page 3 of 7 Florida Department of Revenue

7. CALENDAR OF EVENTS

Listed below are the important actions and the dates and times by which the actions must be taken or completed. If the FDOR finds it necessary to change any of these dates/times, it will be accomplished by addendum and posted on the VIP. All listed times are local EST in Tallahassee, Florida.

DATE TIME ACTION

10/10/2025 5:00 PM Release of RFI on VIP.

10/20/2025 5:00 PM Last day for vendor written questions and inquiries.

10/24/2025 5:00 PM Anticipated date that written responses to vendor questions and inquiries will be posted to the VIP.

10/31/2025 5:00 PM Vendor response due date.

8. RFI SUBMISSION

The RFI response should be sent via email to the Procurement Officer identified below. Templates of all Attachments are available in Microsoft Excel format upon request to the Procurement Officer.

Attachment 1 - General Questions Matrix to be used to answer general questions the FDOR has relative to your company and to determine you company’s ability to meet various service requirements.

Attachment 2 – Service Description and Pricing Methodology Information to be used to describe in detail your service offerings and the pricing structure/methodology for each including any cost difference between on-site and facility-based service delivery. Please differentiate any recurring and non-recurring charges/fees.

Attachment 3 - Additional Information – Industry Trends, Innovations, Products, Services, or Best Practices to be used to provide information on Industry Trends, Innovations, Products, Services, or Best Practices; provide suggestions for other services and provide input as it relates to the FDOR’s anticipated needs.

Vendors should submit their responses to the RFI, along with any additional documentation via email to:

Tanisha Miller, Procurement Officer

Florida Department of Revenue Phone: (850) 717-6473 Email: Tanisha Miller@floridarevenue.com

Include “RFI # 25/26-11 Response” in the subject line of the email.

Vendors may submit a separate redacted copy of their response if the response includes proprietary information. Please review Section 9.1 (Proprietary Information) for requirements and submission information.

9. DISCLAIMERS

9.1. Proprietary Information

Due regard will be given for the protection of proprietary information contained in all submissions received. However, respondents should be aware that all materials associated with the RFI are subject to the state’s open records law, Chapter 119, Florida Statutes.

If a vendor considers any portion of the answers, supporting documents, data or records submitted in response to this RFI to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, F.S., the Florida Constitution or other authority, such information shall be clearly marked as “CONFIDENTIAL.”

The vendor or implementation partner must simultaneously provide the FDOR with a separate, redacted copy of its response. The redacted response shall:

• Be provided in an electronic format (preferably Excel);

• Briefly describe, in writing, the grounds for claiming each exemption from public records law, including the specific statutory citation for such exemption;

• Only exclude, obliterate, or redact those exact portions which are claimed confidential, proprietary, trade secret, or otherwise exempt.

The non-redacted response will be distributed, as determined necessary and appropriate by the FDOR, for the purposes of evaluation.

An entire page or paragraph in which such information appears should not be marked confidential unless the entire page or paragraph consists of such confidential information. Vendors are to indicate where confidential information begins and ends.

mailto:Tanisha%20Miller@floridarevenue.com

RFI#25/26-11 Page 4 of 7 Florida Department of Revenue

Vendor and implementation partners shall protect, defend, and indemnify the State for any and all claims arising from or relating to the vendor’s determination that the redacted portions of its RFI are confidential, proprietary, trade secret, or otherwise not subject to disclosure.

If the vendor fails to submit a redacted copy of its response to the RFI, vendor agrees that the FDOR is authorized to produce the entire set of documents, data or records submitted by the vendor in answer to a public records request for these records.

Copyrighted material will be accepted as part of the RFI only if accompanied by a waiver that will allow the FDOR to make paper and electronic copies necessary for the use of FDOR staff, agents, and public record requests.

9.2. RFI – Planning Purposes Only

The FDOR is requesting submissions in response to this RFI for informational and planning purposes only and is not obligated in any way to use any of the information received. This RFI process is intended to help the FDOR research a variety of available services so the FDOR may determine the best strategy for the State. Submissions received in response to this RFI will be used to determine whether a formal solicitation should be issued. The FDOR reserves the right to use the information gathered through the RFI process to develop a scope of services which may be incorporated into a solicitation using a statutorily approved method of procurement.

Responses to an RFI are not offers and shall not be accepted by the FDOR to form a binding contract.

Further, the FDOR is not seeking proposals at this time and will not accept unsolicited proposals.

Responding to this RFI will not enhance any respondent’s chances of receiving future work from the State. Similarly, not responding to this RFI will not be a detriment to any respondent when competing for future work. This RFI should not be considered an opportunity to market to the FDOR or to any entity of the State of Florida. Respondents are solely responsible for all expenses associated with responding to this RFI.

All RFI submissions become the property of the State of Florida. The FDOR will not be providing feedback regarding the quality or suitability of the respondent’s submission to any subsequent solicitations. The FDOR may, however, contact individual respondents for clarification of information contained in the submission.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

RFI#25/26-11 Page 5 of 7 Florida Department of Revenue

ATTACHMENT 1

Vendor Profile – Using the chart below, answer question relative to your company.

Vendor Profile Questions # FDOR Questions Vendor Response

1. Provide a brief description of your company including legal name, various office locations, addresses and coverage areas, nature of the business and years in operation.

2. What is the name, title, address, phone number, and email address of the primary contact person for this RFI?

3. Is your company currently AAA certified by the National Association for Information Destruction (NAID)?

4. What is the company’s experience in providing services in compliance with IRS Publication 1075?

5. What is the company’s experience in providing services in compliance with NIST SP 800-88 Rev. 2 - Guidelines for Media Sanitization?

6. Does your company provide services in all of Florida’s 67 counties and, if not, please specify the counties of operation?

7. Does your company provide both mobile/onsite and facility-based services?

Service Requirements - Using the chart below, please indicate with a “X” if your company meets the service delivery and regulatory compliance requirements for each service type.

Service Requirements Service Type Service Delivery Regulatory Compliance

# Physical Media Destruction Operations Mobile/Onsite? Facility- Based?

Meet AAA

NAID

Certification Compliance?

IRS Pub 1075 Compliant?

1 Paper Media 2 Non-Paper Media (other material that can be read by the naked eye without the assistance of a special device, such as documents, ID badges, credit/debit cards and photos)

3 Micro Media (Microfiche and Microfilm) 4 Hard Drives 5 Solid-State Device (Data storage devices where information is recorded via an electric charge. Such as Flash Media: SIM cards, USB storage devices, PDAs and cell phones, tablets, etc.)

6 Product Destruction (non-information bearing items, including but not limited to contraband, product overruns, returned items (defective or useable), counterfeit items, clothing, publications, or anything which the product owner deems harmful if not definitively destroyed in a controlled and secure manner)

# Overwriting or Degaussing of Electronic Media Mobile/Onsite Facility-Based Meet NAID

Certification Compliant

IRS Pub 1075 Compliant

1 Overwriting of Hard Drives 2 Overwriting of Solid-State Devices 3 Degaussing of Magnetic Media (Hard Drives) 4 Degaussing of Magnetic Media (Mag Tape)

RFI#25/26-11 Page 6 of 7 Florida Department of Revenue

ATTACHMENT 2

SERVICE DESCRIPTION AND COST METHODOLOGY INFORMATION

1. Please provide detailed service description and cost methodology for each service listed in the below chart to include:

• Describe what is included with each service features and/or options, tiered pricing, service delivery method(s), etcetera.

• Description of cost structure for the services. Please include any information that the FDOR should consider when evaluating costs.

• Breakdown of recurring costs.

• Breakdown of non-recurring costs.

Physical Media Destruction Service Type Service

Description/Cost Itemized Costs

1 Paper Media Features Pricing Structure

Recurring Non-recurring

2 Non-Paper Media (other material that can be read by the naked eye without the assistance of a special device, such as documents, ID badges, credit/debit cards and photos)

5 Solid-State Device (Data storage devices where information is recorded via an electric charge. Such as Flash Media: SIM cards, USB storage devices, PDAs and cell phones, tablets, etc.)

6 Product Destruction (non-information bearing items, including but not limited to contraband, product overruns, returned items (defective or useable), counterfeit items, clothing, publications, or anything which the product owner deems harmful if not definitively destroyed in a controlled and secure manner)

Overwriting or Degaussing of Electronic Media Service Type Service

Description/Cost Itemized Costs

1 Overwriting of Hard Drives Features Pricing Structure

Recurring Non-recurring

2 Overwriting of Solid-State Devices (Data storage devices where information is recorded via an electric charge. Such as Flash Media: SIMS cards, USB storage devices, PDAs and cell phones, tablets, etc.)

RFI#25/26-11 Page 7 of 7 Florida Department of Revenue

ATTACHMENT 3

Additional Information – Industry Trends, Innovations, Products, Services, or Best Practices

Provide any information on industry trends, innovations, services, best practices, or suggestions for other functionality that you feel may be of interest to the FDOR in meeting its stated objectives. This attachment can be provided as a free form narrative in a single file in Word or PDF.

Physical Media Destruction Service Type Industry Trends Innovations Services Best practices Suggestions

1 Paper Media 2 Non-Paper Media (other material that can be read by the naked eye without the assistance of a special device, such as documents, ID badges, credit/debit cards and photos)

5 Solid-State Device (Data storage devices where information is recorded via an electric charge. Such as Flash Media: SIM cards, USB storage devices, PDAs and cell phones, tablets, etc.)

6 Product Destruction (non-information bearing items, including but not limited to contraband, product overruns, returned items (defective or useable), counterfeit items, clothing, publications, or anything which the product owner deems harmful if not definitively destroyed in a controlled and secure manner)

Overwriting or Degaussing of Electronic Media

Service Type Industry Trends Innovations Services Best practices Suggestions 1 Overwriting of Hard Drives 2 Overwriting of Solid-State Devices (Data storage devices where information is recorded via an electric charge. Such as Flash Media:

SIMS cards, USB storage devices, PDAs and cell phones, tablets, etc.)