RFQ with Attachments 4.5.22~2.pdf

REQUEST FOR QUOTATION

***THIS IS NOT AN ORDER******

Confidential Shredding Services

Agency Name: Oregon Department of Justice (“Agency”)

Single Point of Contact (SPC): Contracts & Procurement Services - Angela Bakke

Phone: 503-551-0424

Email: angela.bakke@doj.state.or.us

Street Address: 1162 Court Street NE

City, State, Zip: Salem, Oregon 97301

I. GENERAL INFORMATION

1. Close Date:

Request for Quotation (RFQ) Close Date and Time is 3:00 PM on April 13, 2022, submit via email to SPC, Angela Bakke.

2. Background:

The Oregon Department of Justice (“DOJ” or “Agency”) is seeking competitive price quotes from prospective Offerors for Confidential Shredding Services. There is no guarantee of a minimum service threshold that will be used under any awarded contract. DOJ anticipates the award of one contract from this solicitation. DOJ reserves the right to make multiple awards. The initial term of this Contract is anticipated to be a minimum of 1 year.

The Agency has approximately 1,450 employees with offices throughout Oregon. The Agency is composed of nine divisions – Office of the Attorney General, Child Support, Civil Enforcement, Trial, General Counsel, Appellate, Crime

Victim & Survivor Services, Criminal Justice, and Administrative Services.

The purpose of the Administrative Services Division is to provide facilities, purchasing, payroll, financial, human resources, and information technology services to all divisions of the Agency as well as provide information technology solutions and services to local, state, and federal partner agencies, businesses, and the general public.

The purpose of the Agency's seven legal divisions is to provide legal counsel and supervision of all civil actions and legal proceedings involving the State of Oregon and its agencies, boards, and commissions. This includes Office of the

Attorney General, Civil Enforcement, Trial, General Counsel, Appellate, Crime Victim & Survivor Services, Criminal

Justice, and Administrative Services.

The purpose of the Division of Child Support is to administer the federally mandated Title IV Child Support Program

(Program) which includes county district attorney offices. The program establishes and enforces child support orders, which includes receiving and distributing child support payments each day.

3. Authority:

This RFQ is being issued under the authority of ORS 279B.070 and OAR 125-247-0270.

4. Single Point of Contact:

The SPC for this RFQ is identified on the Cover Page, along with the SPC’s contact information. Offeror shall direct all communications related to any provision of the RFQ only to the SPC, whether about the technical requirements of the RFQ, contractual requirements, the RFQ process, or any other provision.

5. Request for Quote Documents.

This Request for Quote consists of the following documents, which are listed in descending order of precedence:

5.1 Attachment A, (Location List)

5.2 Attachment B, (Pricing Sheet)

5.3 Attachment C, (Offeror Information and Certification Sheet)

5.4 Attachment D, (Reference Sheet)

5.5 Attachment E, (Sample Contract)

6. Description of Service:

a. Offeror shall provide shredding services which shall consist of:

• Performing on-site shredding by mobile truck using crosscut shredders which produce particles that are 1 mm x

5 mm (0.04 in. x 0.2 in.) in size (or smaller) or pulverize/disintegrate paper materials using disintegrator devices equipped with a 3/32 in. (2.4 mm) security screen.

-or-

• If shredding deviates from the above specifications, all data including FTI must be safeguarded until it reaches the state where it is rendered unreadable through additional means, the paper shall be 1/2" cut size shredded, macerated, hogged, pulped or incinerated by the Offeror prior to sale or other disposition of records; therefore, Offeror shall pick up containers for transfer to Offeror’s facility where they will be destroyed to the specifications listed above. If Offeror will be transporting containers for shredding, they must be able to maintain container security and track and document chain-of-custody until paper is destroyed according to the above specifications. Records shall be processed in a way to ensure that they cannot be read or reconstructed.

b. Containers are anticipated to be 32/64-gallon barrels with 3 or 4 wheels and a locking mechanism.

c. Shredding services are anticipated to consist of multiple location with various pick-up schedules in Clackamas, Deschutes, Jackson, Lane, Multnomah, Umatilla, and Washington counties (Attachment A: Location List). Some locations may require an escort throughout the building. Offeror must specify one or multiple service locations in their submission. (This is an estimate and actual amounts will vary depending on program need.)

Additionally, Offeror shall:

d. Provide to Agency an itemized invoice once per month which details the number of bins or barrels that were processed by date.

e. Develop and maintain a shred schedule for each site. Services must be done during Agency’s regular business hours of 8:00 am and 4:30 pm, Monday-Friday, excluding state holidays. Offeror must request written approval from Agency of the shred schedule, prior to starting service.

f. Provide “on-call” shredding of confidential records, within two business days of Agency request.

g. Provide and maintain all equipment necessary to provide confidential information shredding for Agency; and

h. Provide a well-supervised fully trained and competent work force at all times to perform the shredding services in a timely and efficient manner.

7. Confidentiality:

All employees of the Offeror designated to work with confidential records will be required to sign a Confidentiality and Non-disclosure Statement or Certificate guaranteeing non-disclosure of information. DOJ can provide a statement to Offeror if they do not have one available.

Offeror shall notify DOJ immediately (within 2 business days) in writing in the event Offeror learns or has reason to believe that any person who has access to Confidential Information has violated or intends to violate the terms of this

Contract.

8. Conflict of Interest:

Offeror and its employees shall be impartial and unbiased and shall refrain from conduct that may give an appearance of bias or conflict of interest. Offeror shall notify DOJ by electronic mail for direction within 2 business days when a possible conflict of interest is discovered. The Notice must clearly state the nature of the Conflict.

9. Criminal History Checks:

Offeror will conduct background checks, through the local Oregon State Police (OSP) office, on all employees before the employee will perform any work on this Contract. Offeror shall not employ anyone in the performance of this Contract who is under indictment and/or has an outstanding warrant for their arrest.

10. Identification:

Offeror’s employee must be able to provide valid Company identification.

11. On-Site Inspection:

DOJ reserves the right to visit the site of record destruction to ascertain destruction methods and the security of storage facilities.

12. Record Transport:

All records shall be handled and transported in covered containers or closed vehicles to ensure that no record is lost or mislaid enroute. Offeror shall not accept any uncovered containers for the transport of confidential materials.

All records shall be handled as confidential materials. Any disclosure shall be cause for immediate Contract termination. Any liability, including but not limited to attorney fees, arising from Offeror's willful negligence, or accidental release of information or theft of records shall be borne by Offeror.

13. Security Requirements:

All State property, photographic materials, or other materials, regardless of physical form or characteristic are not to be handled, read, or otherwise used by Offeror or Offeror's employees. Offeror shall consider all documents confidential. Any disclosure of confidential information or removal of State property by Offeror or Offeror's employees shall be cause for immediate contract cancellation.

Any liability, including but not limited to attorney fees, arising from any action or suit brought against Authorized

Purchasers because of Offeror's willful or negligent release of information, documents or property shall be borne by

Offeror.

14. Documentation of Destruction:

Upon completion of the destruction process, the receipt for the record pick-up, shall be signed by the Offeror and returned to the originating DOJ office showing the date of the physical destruction as a certifying document.

15. Record Storage:

Materials that are temporarily stored by Offeror awaiting destruction will be kept separate in a controlled access locked storage area. This area will be secured in order to prevent any and all unauthorized disclosures. A log will be kept by Offeror

16. Record Receipt:

Offeror must provide Agency with a certification receipt of destruction completion for each container shredded. The receipt shall identify the number, type of containers and a recognizable name of agent.

17. Payment:

Payment for completion of State contracts is normally made within 45 days of the date the invoice is received or the work is completed, whichever is later.

Agency reserves the right to add, upon prior discussion and price negotiation with contracted Offeror, Confidential

Shredding Services at other locations under this solicitation.

Agency may also be interested in value-added services including electronic media destruction and reserves the right to add these services to the contract upon discussion and negotiation with Offeror.

18. Schedule of Events:

Event Date Time

RFQ Published April 6, 2022 9:00 PM PST

Questions Due April 8, 2022 1:00 PM PST

RFQ Closing (Quotes Due) April 13, 2022 3:00 PM PST

II. SUBMISSION OF QUOTES

Quotes must be received by the SPC at the email address identified on the first page of this document on or before the Closing Date and Time to be considered. Quotes will not be accepted after the Closing Date and Time. Quotes will be accepted by email addressed to the SPC identified above. Agency reserves the right to extend Closing when it is in the best interest of the Agency.

Agency shall not be responsible for any failure attributed to the transmission, or receipt of emailed Quotes. Offeror should confirm Agency receipt.

All costs incurred in preparing and submitting a Quote in response to the RFQ are the responsibility of the Offeror and shall not be reimbursed by Agency.

Agency reserves the right to accept any quote or any part or parts thereof, negotiate the statement of work, or to reject any or all quotes and cancel the RFQ. Submission of a quote does not constitute an agreement between

Agency and Offeror, nor does it secure or imply that Offeror will be selected.

III. PROCUREMENT REQUIREMENTS AND EVALUATION

1. Minimum Requirements:

To be considered for evaluation, Offeror must demonstrate in writing how they meet all requirements of the

Description of Services section above. Failure to provide this information or comply with any of the requirements in this section may result in rejection of the Quote. Agency reserves the right to determine which Offerors meet the

Minimum Requirements of this RFQ.

2. Submission Requirements:

a. Submission must address each of the items listed in this section and all other requirements set forth in this RFQ. Quotes shall describe the Goods to be provided or the Services to be performed or both. A

Quote that merely offers to provide the goods or services as stated in this RFQ may be considered non-

Responsive to this RFQ and will not be considered further.

• Quotes should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Quote. Do not include marketing or advertising material in the Quote, unless requested. Quotes should be straightforward and address the requests of the RFQ. Quotes containing unsolicited marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

b. Submit in writing how Offeror will meet all requirements of the Description of Services section above.

c. Submit Attachment B: Pricing Sheet – Quotes include the completed Pricing Sheet

d. Submit Attachment C: Offeror Information and Certification Sheet – Offeror shall complete and submit the Offeror Information and Certification Sheet as part of the Quote. Failure to demonstrate compliance with Oregon Tax Laws and sign the Offeror Information and Certification Sheet may result in a finding of non-Responsibility.

e. Submit Attachment D: References – Offeror shall provide three (3) references from customers for which they have provided Confidential Shredding Services within the last calendar year. Reference information must be submitted using the Reference Check Form included in Attachment D

CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, Agency encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. Agency also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/OfferorSearchPublic.asp?XID=6787&TN=oregon4 biz

3. Evaluation and Award:

Quote submissions will be reviewed to determine if all Submittal Requirements have been met. Those meeting the

Submittal Requirements will be evaluated to determine the “Best Fit” for the Agency. “Best Fit” is based solely on the evaluator’s determination of what best meets the needs of the Agency, taking into account price as well as considerations including, but not limited to, experience, expertise, references, and Offeror responsibility under ORS

279B.110. The evaluator’s determination is final.

Responses that are contingent upon acceptance of additional terms and conditions may be rejected.

The contract shall be awarded to the Offeror whose quote is determined to be the “Best Fit” for the Agency. Agency has the right to negotiate contract terms and conditions with the successful Offeror.

Insurance Requirements for this solicitation are established in this document’s Exhibit A Required Insurance. The successful Offeror shall provide current insurance certificates as proof of insurance to Agency including any applicable endorsements, prior to execution of the Contract.

Upon Notice of Intent to Award the successful Offeror will be required to complete and return the following documents:

a. W9

b. Certificate of Insurance

IV: Questions:

All inquiries relating to the RFQ process, administration, deadline, or award, or to the substantive technical portion of this RFQ, should be directed to the SPC listed on the first page of this RFQ. All questions regarding the intent of the work or technical aspect of the work must be submitted in writing (email). When appropriate, revisions substitutions, or clarifications shall be issued as addenda to this RFQ. Changes/modifications to the RFQ requirements shall ONLY be recognized if in the form of written addenda issued by Agency. Agency shall advertise the response on the Oregon eProcurement System (Oregon Buys). Anyone who has received a copy of this RFQ from somewhere else will only be altered to the existence of any addenda by checking the Oregon Buys system.

Questions regarding this RFQ will be accepted until 1:00 PM PST on April 8, 2022. Questions from and answers to any one Offeror will be posted on Oregon Buys (as soon as resolved and before the submission deadline), if such questions will clarify any part of this RFQ.

Any reference to brand names is meant as descriptive not restrictive.

Alternate bids will be considered on products, which meet or exceed products indicated on quote.

Offeror is to mark clearly alternate proposals.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

Attachment A

Location List

Division County Address

Current

Schedule Need

Onsite

Required

Current PO

Expiration Date

DCS OR City Clackmas 221 Molalla Ave Ste 223 Oregon City OR 97045

Pick up once bi-monthly 2-65 gallon containers Yes 4/8/2022

DCS Bend Descchutes 150 NW Pacific Park Ln Bend OR 97701 On call 1-35 gallon container Yes Open

Legal Bend Descchutes 150 NW Pacific Park Ln Bend OR 97701 On Call 1-32/35 gallon container Yes Open

DCS Roseburg Douglas 2440 NW Troost Ave Ste 100 Roseburg OR 97470 Pick up bi-weekly 2-65 gallon containers Yes 12/31/2022

DCS Medford Jackson 310 E 6th St Ste 300 Medford OR 97501

Pick up once per month 2-65 gallon containers Yes 12/31/2022

Legal Medford Jackson 1555 E McAndrews Rd Ste 200 Medford OR 97504 Pick up bi-weekly 2-65 gallon containers Yes 12/31/2022

DCS Eugene Lane 165 E 7th St Eugene OR 97401 Pick up bi-weekly 2-65 gallon containers Yes 12/31/2022

Civil Eugene Lane 975 Oak Street #200 Eugene, OR 97401 On Call 2- 64 gallon containers No Open

ChAS Eugene Lane 975 Oak Street #200 Eugene, OR 97401 On Call 2- 64 gallon containers No Open

Appellate Eugene Lane 975 Oak Street #200 Eugene, OR 97401 On Call 2- 64 gallon containers No Open

DCS Gresham Multonmah 1550 NW Eastman Pkwy Ste 100 Gresham OR 97030

Pick up once per month 2-65 gallon containers Yes 4/8/2022

Legal Portland Multonmah 100 SW Market St Ste 400 Portland OR 97201 Pick up bi-weekly 14-65 gallon containers Yes Open

DCS Pendleton Umatilla 700 SE Emigrant # 100 Pendleton OR 97801

Pick up once per month 3-65 gallon containers Yes 5/31/2022

Legal Pendleton Umatilla 800 SE Emigrant #310 Pendleton OR 97801

1-32/35 gallon container 1-65 gallon container Yes Open

DCS Hillsboro Washington 5193 NE Elam Young Pkwy Ste B Hillsboro OR 97124

Pick up once per month 3-65 gallon containers Yes 4/2/2022

Attachment B

Pricing Sheet

Offeror Name__________________________ Federal ID No: _____________________

Address: ______________________________ Phone: ____________________________

City, State, Zip: ________________________ Fax: ______________________________

Email: _______________________________

All Pricing Must Be Held Firm For 30 Days DESCRIPTION Carts PRICE PER

UNIT

TOTAL

Confidential Shredding (document destruction) at

Authorized Purchaser’s Facility (32- or 65-Gallon

Barrel) for regularly scheduled services

Document destruction at Authorized Purchaser’s

Facility (32- or 65-gallon barrel) for Nonscheduled services. (Not regularly scheduled service)

Minimum charge per pickup. This charge also applies if the barrel(s) are misplaced, empty or inaccessible at the time of pickup

Cancellation Fee

Purge Service. A one-time event when documents are not provided to Offeror in barrels. Offeror will transfer the documents to barrels and destroy the documents at

Authorized Purchaser’s Facility

Electronic Media/Plastic Media Destruction

Miscellaneous Charges not included above

DAS Procurement Services, Version 1.0 – August 16, 2021 Page 1 of 2

ATTACHMENT C— OFFEROR INFORMATION

AND CERTIFICATION SHEET

Legal Name of Offeror:

Address: City, State, Zip:

State of Incorporation: Entity Type:

Contact Name: Telephone: Email:

Oregon Business Registry Number (if required):

Any individual signing below hereby certifies they are an authorized representative of Offeror and that:

1. Offeror understands and accepts the requirements of this REQUEST FOR QUOTE. By submitting a Offer, Offeror agrees to be bound by the Contract’s terms and conditions in Attachment C and as modified by any Amendment.

2. Offeror acknowledges receipt of any and all Amendments to this REQUEST FOR QUOTE.

3. Offer is a Firm Offer for 60 days following the Opening.

4. If awarded a Contract, Offeror agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the Contract.

5. I have knowledge regarding Offeror’s payment of taxes and by signing below. I hereby certify that, to the best of my knowledge, Offeror is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

6. Offeror does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Offeror does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owned or an emerging small business. If applicable, Offeror has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112 (formerly HB 3060), of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. Agency may not enter into a contract with an anticipated contract price of $150,000 or more with a Offeror that does not certify it has such a policy and practice. See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx for additional information and sample policy template.

7. Offeror complies with ORS 652.220 and does not unlawfully discriminate against any of Offeror’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age.

https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx

DAS Procurement Services, Version 1.0 – August 16, 2021 Page 2 of 2

Contractor’s continuing compliance constitutes a material element of this Contract and a failure to comply constitutes a breach that entitles Agency to terminate this Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

8. Offeror is not engaged in the provision of broadband Internet access service, or if at any time Offeror is engaged in or may engage in the provision of broadband Internet access service Offeror is in compliance with Oregon Laws 2018, Chapter 88 (HB 4155) and applicable Public Utility Commission rules and will remain in compliance throughout the term of the Contract.

9. Offeror and Offeror’s employees, agents, and subcontractors are not included on:

A. the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of Foreign Assets Control of the United States Department of the Treasury found at:

https://www.treasury.gov/ofac/downloads/sdnlist.pdf., or

B. the government wide exclusions lists in the System for Award Management found at:

https://www.sam.gov/portal/

10. Offeror certifies that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Offeror, its employees, or its agents, on the one hand, and the business or economic interests of the State, on the other hand, arising out of, or relating in any way to, the subject matter of the INTERMEDIATE PROCUREMENT. If any changes occur with respect to Offeror’s status regarding conflict of interest, Offeror shall promptly notify the State in writing.

11. Offeror certifies that all contents of the Offer (including any other forms or documentation, if required under this INTERMEDIATE PROCUREMENT) and this Offer Certification Sheet are truthful and accurate and have been prepared independently from all other Offerors, and without collusion, fraud, or other dishonesty.

12. Offeror understands that any statement or representation it makes, in response to this INTERMEDIATE PROCUREMENT, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "claim" {as defined by the Oregon False Claims Act, ORS 180.750(1)}, made under Contract being a "false claim" {ORS 180.750(2)} subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

13. Offeror acknowledges these certifications are in addition to any certifications required in the Contract and Statement of Work in Attachment A at the time of Contract execution.

Authorized Signature Date:

(Print Name and Title) https://www.treasury.gov/ofac/downloads/sdnlist.pdf https://www.sam.gov/portal/

ATTACHMENT D - REFERENCE CHECK FORM

Offeror Name: __________________________________________

Reference Entity #1: __________________________________________

Reference Contact Name: __________________________________________

Contact Telephone Number: __________________________________________

Contact Email Address: __________________________________________

Reference Entity #2: __________________________________________

Reference Contact Name: __________________________________________

Contact Telephone Number: __________________________________________

Contact Email Address: __________________________________________

Oregon Department of Justice will rate reference on the following questions on a scale of 0-10:

0 = Not satisfied 5 = Moderately satisfied 10 = Extremely satisfied.

1. How would you rate the Offeror’s overall quality of services provided and your overall relationship with the Offeror?

Score: __________

Comments: ______________________________________________________________________________

2. How would you rate the Offeror’s delivery of service?

Score: __________

Comments: ______________________________________________________________________________

3. How would you rate the Offeror’s responsiveness to customer service issues and special requests (e.g., reported problems, changes billing, etc.)?

Score: __________

Comments: ______________________________________________________________________________