RFP 2027-0200-0066 Statewide Shredding.pdf

STATE OF ALASKA

REQUEST FOR PROPOSALS

RFP Number: 2027-0200-0066 RFP Issue Date: August 21, 2026

Title of RFP: Statewide Shredding Services This Request for Proposal (RFP) is intended to result in a multi-award, non-mandatory term contract to provide shredding services in six zones (Fairbanks, Anchorage, Mat-Su Valley, Kenai Peninsula, Juneau, and Ketchikan) throughout Alaska for Executive Branch Agencies and Political Subdivisions.

The contracts established shall be on an as-needed basis for all Executive Branch Agencies. All other State of Alaska governmental entities may purchase from the contracts resulting from this RFP, including entities such as the Alaska Legislative Branch, the Alaska Court System, the University of Alaska, Boards and Commissions, and all State of Alaska political subdivisions, cities, boroughs, and school districts.

ISSUED BY

Department of Administration

Office of Procurement and Property Management (OPPM)

Procurement Officer: Joshua Hartman

Email Address/Phone Number: (907) 465-5758

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM

Important Notice: If you received this solicitation from the state of Alaska’s “Online Public Notice” web site, you must register with the procurement officer listed in this document to receive notification of subsequent amendments. failure to contact the procurement officer may result in the rejection of your offer.

State of Alaska Department of Administration RFP Number: 2027-0200-0066 RFP Title: Statewide Shredding Services

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TABLE OF CONTENTS

SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ENROLLMENT IN IRIS

SEC. 1.09 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.10 AMENDMENTS TO PROPOSALS

SEC. 1.11 AMENDMENTS TO THE RFP

SEC. 1.12 RFP SCHEDULE

SEC. 1.13 PRE-PROPOSAL CONFERENCE/TELECONFERENCE

SEC. 1.14 ALTERNATE PROPOSALS

SEC. 1.15 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.03 DELIVERABLES

SEC. 3.04 CONTRACT TYPE

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

SEC. 3.06 PROMPT PAYMENT FOR STATE PURCHASES

SEC. 3.07 CONTRACT PAYMENT

SEC. 3.08 ELECTRONIC PAYMENTS

SEC. 3.09 CONTRACT PRICE ADJUSTMENTS

SEC. 3.10 PRICE DECREASES

SEC. 3.11 LOCATION OF WORK

SEC. 3.12 THIRD-PARTY SERVICE PROVIDERS

SEC. 3.13 SUBCONTRACTORS

SEC. 3.14 JOINT VENTURES

SEC. 3.15 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.16 F.O.B. POINT

SEC. 3.17 CONTRACT PERSONNEL

SEC. 3.18 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.19 LIQUIDATED DAMAGES

SEC. 3.20 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.21 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.22 INDEMNIFICATION

SEC. 3.23 INSURANCE REQUIREMENTS

SEC. 3.24 TERMINATION FOR DEFAULT

SEC. 3.25 INFORMATION SECURITY

SEC. 3.26 ADMINISTRATIVE AND REPORTING REQUIREMENTS

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

SEC. 4.04 NAID CERTIFICATION (SUBMITTAL FORM B)

SEC. 4.05 UNDERSTANDING THE REQUIREMENTS OF THE CONTRACT (SUBMITTAL FORM C)

SEC. 4.06 SCHEDULING AND COMMUNICATION (SUBMITTAL FORM D)

SEC. 4.07 MEETING EXPECTATIONS AND CONTINGENCY PLANNING (SUBMITTAL FORM E)

SEC. 4.08 SUBCONTRACTORS (SUBMITTAL FORM F)

SEC. 4.09 COST PROPOSAL (SUBMITTAL FORM G)

SEC. 4.10 BID BOND – PERFORMANCE BOND – SURETY DEPOSIT

SEC. 4.11 EVALUATION CRITERIA

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

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SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 EVALUATION AND SCORING OF PROPOSALS

SEC. 5.04 NATIONAL ASSOCIATION FOR INFORMATION DESTRUCTION (NAID CERTIFICATION) (300 POINTS)

SEC. 5.05 UNDERSTANDING THE REQUIREMENTS OF THE CONTRACT (150 POINTS)

SEC. 5.06 SCHEDULING AND COMMUNICATION (150 POINTS)

SEC. 5.07 MEETING EXPECTATIONS AND CONTINGENCY PLANNING (100 POINTS)

SEC. 5.08 CONTRACT COST (COST PROPOSAL)

SEC. 5.09 ALASKA OFFEROR PREFERENCE

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 ALASKA OFFEROR PREFERENCE

SEC. 6.16 USE OF LOCAL FOREST PRODUCTS

SEC. 6.17 LOCAL AGRICULTURAL AND FISHERIES PRODUCT PREFERENCE

SEC. 6.18 ALASKA PRODUCT PREFERENCE

SEC. 6.19 EMPLOYMENT PROGRAM PREFERENCE

SEC. 6.20 ALASKANS WITH DISABILITIES PREFERENCE

SEC. 6.21 PREFERENCE QUALIFICATION LETTER

SEC. 6.22 STANDARD CONTRACT PROVISIONS

SEC. 6.23 QUALIFIED OFFERORS

SEC. 6.24 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.25 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.26 HUMAN TRAFFICKING

SEC. 6.27 RIGHT OF REJECTION

SEC. 6.28 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.29 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.30 ASSIGNMENT

SEC. 6.31 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.32 DISPUTES

SEC. 6.33 SEVERABILITY

SEC. 6.34 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.35 SOLICITATION ADVERTISING

SEC. 6.36 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

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SECTION 1. INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Administration, Office of Procurement and Property Management (OPPM), is soliciting proposals for This Request for Proposals (RFP) which are intended to result in multi-award, non-mandatory term contracts to provide shredding services in various areas throughout Alaska for Executive Branch Agencies and Political Subdivisions. The contracts established shall be on an as-needed basis for all Executive Branch Agencies. All other State of Alaska governmental entities may purchase from the contracts resulting from this RFP, including entities such as the Alaska Legislative Branch, the Alaska Court System, the University of Alaska, Boards and Commissions, and all State of Alaska political subdivisions, cities, boroughs, and school districts.

SEC. 1.02 BUDGET

The Department of Administration, Office of Procurement and Property Management (OPPM), estimates annual expenditures of roughly $30,000.00 per zone (based on historical information in Juneau). However, no minimum or maximum level of sales volume is guaranteed or implied.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 4:30 p.m. prevailing Alaska Time on September 11, 2026, as indicated by postmark or email timestamp and late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

No specific minimums have been set for this RFP.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

PROCUREMENT OFFICER: Joshua Hartman

PHONE: 907-465-5758

EMAIL ADDRESS: joshua.hartman@alaska.gov mailto:joshua.hartman@alaska.gov

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SEC. 1.07 RETURN INSTRUCTIONS

All proposals shall be submitted via email, the technical proposal (as a PDF document) and the cost proposal (in Excel format) must be saved as separate documents and emailed to doa.oppm.adminsupport@alaska.gov as separate, clearly labeled attachments, such as “Vendor A

– Technical Proposal.pdf” and “Vendor A – Cost Proposal (Excel)”. The email must contain the RFP number 2027-0200-0066 in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes, and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency at 907-269-7555 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ENROLLMENT IN IRIS

Contractors will be required to be enrolled in the State of Alaska’s Integrated Resource Information System (IRIS) database prior to award of a contract resulting from this RFP. Enrollment can be done online at the following link: https://iris-vss.alaska.gov. Contractors who are not enrolled prior to award of a contract will be notified by the Procurement Officer. Failure of a contractor to enroll in the IRIS database will delay award of the contract and may delay issuance of contract work.

SEC. 1.09 ASSISTANCE TO OFFERORS WITH A DISABILITY

The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to submit a proposal should contact the Procurement Officer of record as seen on the front page of this RFP no later than ten days prior to the closing of the RFP to make any necessary arrangements.

SEC. 1.10 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.11 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change and mailto:doa.oppm.adminsupport@alaska.gov https://iris-vss.alaska.gov/

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SEC. 1.12 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed.

If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are prevailing Alaska Time.

ACTIVITY TIME DATE

Issue Date / RFP Released N/A August 21, 2026 Pre-Proposal Conference 1:00 p.m. August 28, 2026 Deadline for Receipt of Proposals / Proposal Due Date 4:30 p.m. AK DST September 11, 2026 Proposal Evaluations Complete N/A September 18, 2026 Notice of Intent to Award N/A September 18, 2026 Contract Issued N/A October 1, 2026

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Administration, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.13 PRE-PROPOSAL CONFERENCE/TELECONFERENCE

A pre-proposal teleconference via Microsoft Teams will be held at 1:00 p.m., Alaska Time, on August 28, 2026. The purpose of the teleconference is to discuss the work to be performed with the prospective offerors and allow them to ask questions concerning the RFP. All questions raised during the meeting must be submitted in writing to the Procurement Officer and will be posted along with the answers on the Alaska Online Public Notice website as an Amendment to the RFP, as soon as possible after the meeting.

Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for the pre-proposal conference so that reasonable accommodation can be made.

Participants may dial into the meeting using the following number:

Meeting Information Join: https://teams.microsoft.com/meet/262869959220219?p=KzvmUI2hQ9SkftDA3d Meeting ID: 262 869 959 220 219 Passcode: EV9tU6ZT

SEC. 1.14 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.15 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

https://teams.microsoft.com/meet/262869959220219?p=KzvmUI2hQ9SkftDA3d

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SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Department of Administration, Office of Procurement and Property Management, is seeking a contract for confidential document shredding services for Various areas throughout Alaska. Recent history has indicated that demand exceeds the capabilities for a single vendor, consequently, this multi-award solicitation seeks to provide the capacity to meet this demand and to also provide an option for on-site shredding services.

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SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Department of Administration, Office of Procurement and Property Management (OPPM), is soliciting proposals for confidential shredding services for Executive Branch Agencies and Political Subdivisions. The contracts established shall be on an as-needed basis for all Executive Branch Agencies. All other State of Alaska governmental entities may purchase from the contracts resulting from this RFP, including entities such as the Alaska Legislative Branch, the Alaska Court System, the University of Alaska, Boards and Commissions, and all State of Alaska political subdivisions, cities, boroughs, and school districts.

The purpose of this contract is to provide services to collect, shred, and dispose of potentially sensitive and confidential information in a secure manner. This includes providing secure containers and shredding services on both a regularly scheduled basis and ad-hoc (as needed). These services can be provided on-site or taken off-site to be shredded in a secure location locally. This contract is for the purpose of shredding documents and paper products. The destruction of microfilms, mixed media, hard drives or other types of materials are not in the scope of the contract. Determinations regarding applicability of this contract will be made at the discretion of OPPM.

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award, approximately September 15, 2026, through September 15, 2028, with the option to renew for two additional one-year terms under the same terms and conditions as the original contract. Renewals will be exercised at the sole discretion of the state.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 DELIVERABLES

Contractor shall perform the services for shredding and destruction of confidential documents and materials. The contractor will be required to provide the following deliverables within the following guidelines:

1. Shredding Services:

a. Contractor must allow authorized agency staff member(s) and/or designee(s) to serve as a witness to the document destruction process (if requested by the agency).

b. Contractor equipment must be specifically designed for shredding services.

c. Contractor’s shredding equipment must have the capacity to handle the volume of material generated or produced through the course of government business and must safely and completely destroy all materials whether stapled, clipped, bound, etc.

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d. Contractor’s shredding equipment must convert the material into small unreadable pieces which are mixed, compressed and secured until destroyed.

i. The State reserves the right to request samples to verify materials are unreadable and not re-constructible.

e. Once collected, documents must be attended by a company employee or physically secured at all times.

f. Contractor shall provide ordering agency staff member or designee with certificates of destruction (COD) upon destruction. The COD is required prior to invoicing.

g. The contractor shall provide a certificate of destruction (COD) each time shredding is performed. The Certificate of Destruction (COD) must include:

i. Location of agency facility;

ii. Date service provided, in the event the materials are transferred off-site to be destroyed the following must be distinguished:

1. Date the material to be shredded was picked up

2. Date the materials were actually shredded

iii. Number of containers (for scheduled shredding)

iv. If applicable, the number of pounds (for bulk shredding in lieu of containers);

v. Signature and title of Contractor employee performing services;

vi. Name of agency authorized staff member or designee witness if any.

h. If material to be shredded is taken to the Contractor's facility (an off-site facility) and material is held prior to being converted to an unreconstructible state, the facility shall have the following requirements:

i. A monitored alarm system for areas where materials are held;

ii. A closed-circuit camera system that monitors access points into destruction areas.

iii. The system’s archived video shall have playback capabilities for up to 90 days.

i. Ordering agencies will not supply labor or equipment to assist the Contractor in the provision of any services.

j. This contract requires two types of shredding services:

i. Regularly scheduled pickups

1. Scheduled at recurring established hours (to be agreed upon by both the ordering entity and the contractor).

2. Due to the varying agencies that may use the contract, different pick-up frequencies are required. At a minimum, the following frequencies are required for scheduled pickups and shredding:

a. Weekly

b. Bi-weekly

c. Monthly

d. Bi-monthly

e. Quarterly

3. The ordering entity has the ability to change the frequency based on volume (proper notice must be provided, to be identified by the contractor in their proposal if different than 24 hours).

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4. Regularly scheduled pickups that fall on a State holiday will be rescheduled for pickup within three business days (to be communicated and agreed upon with the ordering entity).

5. In the event that a scheduled pickup is unable to occur (staffing changes or shortages, broken equipment, etc.) the contractor must notify the scheduled agency with 24 hours’ notice when possible, and within 4 hours of knowing there is a likelihood of missing the scheduled pickup otherwise.

This notice must be made via email to the agency contact and include a Cc to OPPM at DOA.OPPM.COE@alaska.gov. The contractor must then work with the agency to arrange a new pickup time to occur within 3 days of the normally scheduled pickup. If this is not possible for the contractor to accomplish, this must be communicated and the ensuing pickup must receive a 30% discount. Weather disruptions and natural disasters are not subject to the 30% discount.

6. Changes to the above must be agreed to by both parties, in writing (email is acceptable).

ii. Ad-hoc (as needed), ordering entities shall have the option to request additional shredding services to support large purges, and office moves that cannot be supported through already scheduled service. Ordering entities need not be set up for regularly scheduled services to use ad-hoc services.

1. Agencies who chose to have boxed documents which are not placed in bins and need them scheduled for destruction will contact the contractor to schedule a pick-up for the boxed documents. All boxes must have lids, and be structurally sound.

2. For health and safety reasons, boxes that exceed (24”x15”x10”) or that exceed 40 lbs. will be required to be transferred to a contractor-approved container provided by the contractor. The ordering entity (agency) will be required to make the necessary transfers.

2. Containers:

a. Shred bin (container) fee is inclusive of all services ( i.e. usage of the bin, delivery, pick-up, destruction, and disposal of all documents contained within).

b. All containers and consoles shall be equipped with attached lid and locking devices.

c. Containers and consoles shall be of uniform color, and be clearly marked to indicate the container is only for deposit of “Confidential Documents for Destruction.”

d. Containers and consoles must have either a top slot or side slot near the top designed to prevent theft of materials by reaching in.

e. Containers and consoles must have a tamper evident locking system and be made of a fire -resistant material.

f. Contractor will supply the agency representative with a key for locking all containers if requested. If a key is lost, the party responsible for losing the key will be responsible for the costs associated to replace the lost key, or to replace the lock as needed.

g. Ordering agencies will be allowed to place additional non-permanent signage on containers at their discretion.

mailto:DOA.OPPM.COE@alaska.gov

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h. Contractor shall submit to OPPM a complete description of the material type, size, color, signage and other features of containers and consoles selected by Contractor and accepted by OPPM for services under this agreement.

i. Contractor shall be responsible for maintaining all containers and consoles in good working order, cleaning containers as necessary and providing replacement and/or additional containers and consoles as may be requested during the term of contract.

j. Contractor shall agree that the State of Alaska and ordering entities will not be responsible for any liability incurred by the Contractor or the Contractor's personnel arising out of the possession, use, maintenance, delivery, return, and/or collection of the containers and consoles provided by the Contractor.

k. Accessibility: The ordering entity is responsible for notifying the shredding manager with regard to the physical location of the pick-up. If no elevator is present and the pick-up will require contractor personnel to carry containers up and/or downstairs, then the maximum size container that can be used is 16 gallons.

i. If services require the use of a freight elevator or other access-controlled facilities, the ordering entity shall ensure contractor is provided access and is notified of the appropriate procedures.

l. Extenuating circumstances (in both cases below, an agency staff member or designee must be present):

i. Unscheduled Bin Access: If the contractor is required to unlock a secured bin located at the agency outside of the agreed-upon schedule, at the request of the using entity, an additional fee may be charged to the requesting agency.

ii. Document Retrieval: When an agency requires the vendor to retrieve a document from an already picked up container, prior to shredding, at the agency’s request, an additional fee may be charged.

SEC. 3.04 CONTRACT TYPE

This contract is a FIXED PRICE WITH PRICE ADJUSTMENT contract.

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

Each billing must consist of an invoice and destruction report. No payment will be made until the required Certificates of Destruction and invoice have been approved by the assigned agency representative. Whereas this is a statewide contract (available to many different governmental entities), each ordering entity will be billed separately and will be responsible for payment of their invoices.

SEC. 3.06 PROMPT PAYMENT FOR STATE PURCHASES

The state is eligible to receive a 5% discount for all invoices paid within 15 business days from the date of receipt of the commodities or services and/or a correct invoice, whichever is later. The discount shall be taken on the full invoice amount. The state shall consider payment being made as either the date a printed warrant is issued or the date an electronic funds transfer (EFT) is initiated.

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SEC. 3.07 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Administration or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

SEC. 3.08 ELECTRONIC PAYMENTS

The State of Alaska prefers vendors receive payment via Electronic Funds Transfer (EFT). Offerors may review information concerning the EFT process and access the Electronic Payment Agreement Form for Vendors at the following link: https://doa.alaska.gov/dof/vendor.html. Method of payment is not a factor in the State’s determination for award.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 3.09 CONTRACT PRICE ADJUSTMENTS

Consumer Price Index (CPI): Contract prices will remain firm through September 15, 2027.

The Contractor or State may request price adjustments (Increases or Decreases), no sooner than 12 months from the Contract execution date, and no more than once per contract year. Contractors or the State must submit a request to the Contractor or the State at least thirty (30) days prior to the end of the current term. All Requests must be in writing and must be received 30 days prior to the Contract renewal date.

a. If the Contractor or State fails to request a CPI price adjustment 30 days prior to the Contract renewal date, the adjustment will be effective 30 days after the State or Contractor receives their written request.

b. Price adjustments will be made in accordance with the percentage change in the U.S.

Department of Labor, Bureau of Labor and Statistics, Consumer Price Index (CPI-U) for All Urban Consumers, All Items, Urban Alaska.

c. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year:

Base: HALF-1 CPI (January through June) 2026

The percentage difference between those two CPI issues will be the price adjustment rate.

No retroactive contract price adjustments will be allowed. All price adjustments must be approved by the Procurement Officer prior to the implementation of the adjusted pricing.

Approval shall be in the form of a Contract Amendment issued by the Procurement Officer.

https://doa.alaska.gov/dof/vendor.html

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d. Approval for all price increases is dependent upon full compliance with the terms of the Contract including reporting requirements.

SEC. 3.10 PRICE DECREASES

During the period of the contract all price decreases experienced by the contractor must be passed on to the state. A contractor's failure to strictly and faithfully adhere to this clause, within the time required, may be considered in breach of contract.

SEC. 3.11 LOCATION OF WORK

The location(s) the work is to be performed, completed, and managed may vary.

LOCATION OF WORK: The Location(s) work is to be performed are within the following six (6) zones:

1) Northern Zone – Includes Fairbanks and all the surrounding communities accessible by roadway within a 40-mile radius of Fairbanks.

2) Central Zone – Includes Anchorage and all the surrounding communities that are accessible by roadway within a 40-mile radius of Anchorage. Areas on the Mat-Su Valley side of the Knik River Bridge and the Kenai Peninsula side of Turnagain Arm are excluded from this zone.

3) Mat-Su Valley Zone – Includes all the cities and towns in the Matanuska-Susitna Borough that are accessible by roadway within a 40-mile radius of Wasilla. Areas on the Anchorage side of the Knik River Bridge are excluded from this Zone.

4) Kenai Peninsula Zone – Includes Kenai and all the surrounding communities accessible by roadway within a 40-mile radius of Kenai. Areas on the Anchorage side of Turnagain Arm are excluded from this Zone.

5) Capital Zone – Includes any area on the road system within the city and borough of Juneau.

6) Ketchikan Zone – Includes any area on the road system within the Ketchikan Gateway Borough.

The state will not provide workspace for the contractor. The contractor must provide its own workspace.

The contractor should include in their price proposal all costs associated with transportation and disposal.

By signing their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

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SEC. 3.12 THIRD-PARTY SERVICE PROVIDERS

If requested, the contractor must provide, on an annual basis, a Type 2 Statement on Standards for Attestation Engagements (SSAE) SOC 1, report(s). Failure to provide these reports may be treated as a material breach and may be a basis for a finding of default.

SEC. 3.13 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 3.14 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.15 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.16 F.O.B. POINT

Not applicable for this procurement

SEC. 3.17 CONTRACT PERSONNEL

1. Contractor is to provide supervised and uniformed personnel, trained, licensed, and bonded to perform these Shredding Services.

2. Staff shall be uniformed in company attire and carry visible photo employee identification at all times.

3. All the contractor’s staff, including managing personnel, that will work on this contract must pass a nationwide seven-year criminal history background check. The contractor will be responsible for any costs associated with obtaining criminal history reports. A copy of each employee’s report must be provided to OPPM within 30 days of award of contract or assignment to work on the contract.

4. Vendor shall provide copies to OPPM of all criminal history record checks for review and acceptance of the records.

5. In the event records reveal evidence of a crime which is unacceptable as determined by OPPM, the Contractor agrees to remove the employee from contract related work and remove access to governmental confidential information.

6. OPPM, at its sole discretion, may require up-to-date criminal history record check(s) during the course of the contract.

7. Under no circumstances will Contractor personnel open and remove confidential documents from the Contractor-provided Containers while performing the destruction process.

8. Any change of the contract team members named in the proposal must be approved, in advance and in writing, by the OPPM contracting officer assigned to the contract. Changes that are not approved by the state may be grounds for the state to terminate the contract.

9. Confidentiality of all information is required. The Contractor shall maintain confidentiality in accordance with best industry practices in compliance with federal and state laws, and in compliance with the National Association for Information Destruction requirements for

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Contractor certification. The Contractor's personnel designated to work with confidential records shall be required to sign a statement of confidentiality guaranteeing non-disclosure of information prior to performing any work described in this contract. The confidentiality statement shall be designed, implemented and maintained by the Contractor. If requested, the statement of confidentiality shall be made available for viewing by OPPM. Therefore, the Contractor shall not inspect, view, peruse, copy, or examine any material or documents whether designated for shredding or disposal or not. In addition, the Contractor shall not otherwise disclose, release or communicate any information, including materials or documents to any third person, individual, organization or entity not employed or approved by OPPM. Should any violation or breach of this provision occur, such shall constitute cause for immediate termination of the contract upon receipt of written notice of the violation or breach by the Contractor.

SEC. 3.18 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE

DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the assigned agency representative. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The assigned agency representative or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.19 LIQUIDATED DAMAGES

Not applicable for this procurement.

SEC. 3.20 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the contracting officer will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Administration or the Commissioner's designee.

SEC. 3.21 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall

{RFP-4/V1/8.1.26} Page 16 of 41 hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA.

The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to:

technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.22 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission, or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, {RFP-4/V1/8.1.26} Page 17 of 41 administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.23 INSURANCE REQUIREMENTS

Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, Employers Liability with limits of at least $1,000,000, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance including:

$2,000,000 General Aggregate $2,000,000 Products/Completed Operations $1,000,000 Personal & Advertising Injury $1,000,000 Each Occurrence $5,000 Medical Payments

The policy must name the State of Alaska as an “additional insured” and the actual policy endorsement shall accompany each Certificate of Insurance. The policy shall be endorsed to waive all rights of subrogation against the State of Alaska by reason of any payment made for claims under this coverage. This policy endorsement shall accompany each Certificate of Insurance.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $1,000,000 combined single limit per claim, to include: owned, hired, and non-owned. The policy must name the State of Alaska as an “additional insured’ and the actual policy endorsement shall accompany each Certificate of Insurance. The policy shall be endorsed to waive all rights of subrogation against the State of Alaska by reason of any payment made for claims under this coverage. This policy endorsement shall accompany each Certificate of Insurance.

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SEC. 3.24 TERMINATION FOR DEFAULT

a. If the Project Director or Procurement Officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing 30 day written notice to the contractor, terminate the contractor's right to proceed with part or all the remaining work.

b. The Procurement Officer may also, by written notice, terminate this contract under Administrative Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

SEC. 3.25 INFORMATION SECURITY

Not applicable for this procurement.

SEC. 3.26 ADMINISTRATIVE AND REPORTING REQUIREMENTS

Contractor must submit quarterly reports to doa.oppm.vendorreport@alaska.gov and “Cc” the Contracting Officer assigned by the State to manage this contract. The contractor shall provide the State of Alaska with an electronic usage report (Excel) which will list the following information at the minimum: purchasing entity, description of items purchased, date of purchase, contract price, retail price, and the extended price for each transaction. These reports are due 30 days after the end of the quarter.

First Quarter: July 1 through September 30 Second Quarter: October 1 through December 31 Third Quarter: January 1 through March 31 Fourth Quarter: April 1 through June 30

Administrative Fee:

Effective upon final signature, the Contractor shall submit a check, payable to the State of Alaska, remitted to the Department of Administration, Office of Procurement and Property Management, for the calculated amount equal to 1.5% of the net sales for the quarterly period.

a) Contractor must include the Master Agreement (MA) Number on the check. Those checks submitted to the State without the MA Number will be returned to Contractor for additional identifying information.

b) Administrative fee checks shall be submitted to:

ATTN: Purchasing Section

Department of Administration Office of Procurement and Property Management mailto:doa.oppm.vendorreport@alaska.gov

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PO Box 110214 Juneau, AK 99811-0214

c) The administrative fee shall not be included as an adjustment to Contractor's Master

Agreement pricing and shall not be invoiced or charged to the ordering agency.

d) Payment of the administrative fee is due irrespective of payment status on any orders from a Purchasing Entity.

e) Administrative fee checks are due for each quarter as follows:

Reporting Period Due Date State Fiscal Quarter 1 (Jul 1 - Sept 30): Oct 31 State Fiscal Quarter 2 (Oct 1 - Dec 31): Jan 31 State Fiscal Quarter 3 (Jan 1 - Mar 31): Apr 30 State Fiscal Quarter 4 (Apr 1 - Jun 30): Jul 31

f) Any quarter with zero sales must be reported as zero sales. This may be done electronically via email to the State of Alaska contact listed in this MA.

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SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 RFP SUBMITTAL FORMS

This RFP contains Submittal Forms, which must be completed by the offeror and submitted as part of their proposal. An electronic copy of the forms is posted along with this RFP as Attachments A-E & G.

Unless otherwise specified in this RFP, the Submittal Forms shall be the offeror’s entire proposal. Do not include any marketing information in the proposal.

Any proposal that does not follow these requirements may be deemed non-responsive.

SEC. 4.02 SPECIAL FORMATTING REQUIREMENTS

The offeror must ensure that their proposal meets all special formatting requirements identified in this section.

Documents and Text: All attachment documents must be written in the English language, be single sided, and be single spaced with a minimum font size of 10. Pictures or graphics may be used if the offeror feels it is necessary to communicate their information, however, be aware of the below requirements for page limits.

Page Limits: Some Submittal Forms listed below have maximum page limit requirements.

Offerors must not exceed the maximum page limits. Note, the page limit applies to the front side of a page only (for example, ‘1 Page’ implies that the offeror can only provide a response on one side of a piece of paper). Any pages exceeding the maximum page limit will be removed and will not be included in the evaluations (for example, the maximum page limit is 3 pages, but the Offeror submits 5 pages for that submittal form. Only pages 1-3 will be evaluated. Pages 4 and 5 would be removed by the Procurement Officer before sending the proposal to the proposal evaluation committee for evaluation).

Form Description Maximum Page Limit

Submittal Firm A Offeror Information and Certifications 3

Submittal Form B NAID Certification – Submittal Form B 3

Submittal Form C Understanding the Requirements of the Contract

Submittal Form D Scheduling and Communication 5

Submittal Form E Meeting Expectations and Contingency Planning

Submittal Form F Sub-Contractors (Not applicable) N/A

Submittal Form G Cost Proposal N/A

Any Submittal Form submitted as part of a proposal that is not compliant with the instructions above may be a basis for finding the proposal non-responsive and thus rejected.

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SEC. 4.03 OFFEROR INFORMATION AND CERTIFICATIONS (SUBMITTAL FORM A)

The offeror must complete and submit this Submittal Form. The form must be signed by an individual authorized to bind the offeror to the provisions of the RFP.

By signature on the form, the offeror certifies they comply with the following:

a) the laws of the State of Alaska;

b) the applicable…