Sacramento Housing and Redevelopment Agency

Procurement Services

801 12th Street – 2nd Floor Sacramento, CA 95814

(916) 440-1378 ps@shra.org

Visit our website @ www.shra.org

A Joint Powers Agency

M E M B E R S

City of Sacramento

County of Sacramento

Housing Authority of the City of Sacramento

Housing Authority of the County of Sacramento

Sacramento Housing and

Redevelopment Agency

Small Purchase over $50K (3+

Quotes)

Shredding Services

IFQ # 2613-KP

Release Project Date July 1, 2026

Question Submission Deadline July 9, 2026, 11:00am

Question Response Deadline July 13, 2026, 4:00pm

Quotation Submission Deadline July 20, 2026, 2:00pm mailto:ps@shra.org http://www.shra.org/

Sacramento Housing and Redevelopment Agency

SMALL PURCHASE OVER $50K (3+ QUOTES)

Shredding Services

I. General Requirements II. Procurement Instructions

III. Scope of Work IV. Vendor Questionnaire V. Pricing Proposal VI. IFQ Requirements and Criteria

Attachments:

A - SAMPLE_SHRA_Standard_Contract_+_Attachment_1_(Rev._9.09.2025)

B - Section 00200 - Form HUD-5369 (10-02) - Instructions to Bidders for Contracts Public & Indian

Housing Programs

C - Section_3_-_SHRA_CONTRACT_COMPLIANCE_PACKAGE_2025 (2)

D - Shred bin locations

Small Purchase over $50K (3+ Quotes) #2613-KP Title: Shredding Services

1. General Requirements

The below encompasses various additional requirements that this project may be subject to depending on the nature of the project, funding type, and amount of funding.

1.1. Debarment, Suspension, and SAM/UEI Requirements

Contractor shall comply with 2 CFR Part 180 and 2 CFR §200.214 and certify that it is not debarred or suspended.

Contractor shall have obtained a valid Unique Entity Identifier (UEI) and maintain an active registration in the System for Award Management (SAM.gov) at the time of award, unless an exception permitted under

2 CFR §25.110 applies. In the event of such an exception, Contractor shall obtain a UEI and complete

SAM registration within thirty (30) days of award, or such shorter timeframe as required by the Agency.

The Agency shall verify Contractor eligibility, including suspension and debarment status, through

SAM.gov using the Contractor’s UEI prior to award.

Contractor shall maintain an active SAM.gov registration for the duration of the Agreement and shall immediately notify the Agency of any change in status. Failure to maintain active registration may result in suspension of payments, termination, or other remedies available under the Agreement.

1.2. Definitions

• Agency - Means the Sacramento Housing and Redevelopment Agency (SHRA or Agency), a joint powers authority comprised of the Housing Authority of the City of Sacramento and the

Housing Authority of the County of Sacramento, acting by and through its authorized representatives.

• Agreement - Means the written agreement executed between the Agency and the Contractor, including all attachments, exhibits, addenda, and incorporated documents.

• Applicable Federal Requirements - Means all statutes, regulations, executive orders, and requirements applicable to the Funding Source and Services, to the extent applicable, including but not limited to 2 CFR Part 200 and applicable U.S. Department of Housing and Urban

Development (HUD) program regulations.

• Contractor - Means the entity entering submitting a quotation, and if awarded, entering into an

Agreement with the Agency, including its officers, employees, agents, and authorized representatives, who is responsible for performance of the Services.

• Deliverables - Means all work products, reports, data, documents, and other materials required to be provided under the Agreement.

• Federal Award - Has the meaning set forth in 2 CFR §200.1 and includes all forms of federal financial assistance provided to the Agency, directly or indirectly, that fund or support the

Agreement.

• Funding Source - Means the origin of funds used to support the Agreement or Services, including federal, state, local, or other sources, and any combination thereof. Applicability of regulatory requirements shall be determined based on the Funding Source and the nature of the

Services.

• Quotation - the submission for the Contractor in response to this IFQ

• Responsive - Means a Proposal that conforms in all material respects to the requirements of the

Solicitation, including submission of all required forms, information, and documentation, without material deviation.

• Responsible - Means a Proposer that possesses the capability, integrity, experience, financial resources, and reliability necessary to perform the Agreement, consistent with 2 CFR §200.318.

• Services - Means all tasks, functions, work activities, and deliverables required to be performed under the Agreement, as described in the Scope of Services and any incorporated documents.

• Solicitation - Means this Request for Proposals (RFP), including all attachments, addenda, and incorporated documents.

• Subcontractor - Means any third party engaged by the Contractor to perform any portion of the

Services under the Agreement, at any tier.

1.3. Federal Requirements

To the extent the Services are funded in whole or in part with federal funds, or Applicable Federal

Requirements are otherwise applicable, the Contractor shall comply with all such requirements, which are hereby incorporated by reference into this Solicitation and any resulting Agreement as if fully set forth herein.

Such requirements include, but are not limited to:

• 2 CFR Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards);

• HUD PHA Procurement Handbook 7460.8 REV-3 (Public and Indian Housing Procurement

Handbook, Revision 3 (2026));

• Applicable regulations and requirements of the U.S. Department of Housing and Urban

Development (“HUD”), including program-specific regulations (e.g., 24 CFR Parts 75, 92, 570, 576, 905, 990, as applicable); and

• Any other applicable federal statutes, regulations, executive orders, Federal Register notices, guidance, or requirements tied to the Funding Source or the Services.

Applicability of such requirements shall be determined based on the Funding Source and the Services, to the extent applicable, regardless of whether specific provisions are expressly identified in this Solicitation, the Agreement, or any subcontract or lower-tier agreement. In the event of a conflict, applicable federal requirements shall control to the extent required by law.

1.4. Flow-Down and Compliance Responsibility

Contractor shall incorporate all applicable federal requirements into all subcontracts and lower-tier agreements and shall ensure that such requirements are binding upon all subcontractors and lower-tier entities performing Services under this Agreement. Contractor shall be responsible for monitoring, enforcing, and ensuring compliance by such parties. Contractor assumes full responsibility for identifying, understanding, and complying with all applicable federal requirements and shall not be relieved of such responsibility by failure to reference or include specific provisions in this Agreement or in any subcontract or lower-tier agreement.

1.5. General Compliance

Contractor shall comply with all applicable federal, state, and local laws, regulations.

1.6. Section 3 (If Applicable)

This project may be subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968 and its implementing regulations at 24 CFR Part 75.

Where applicable, the Contractor and any subcontractors (collectively, “Contractor”) shall ensure that, to the greatest extent feasible, employment, training, and contracting opportunities generated by this project are directed to low- and very low-income persons and to businesses that provide economic opportunities to such persons (“Section 3 Workers,” “Targeted Section 3 Workers,” and “Section 3 Businesses,” as defined in 24 CFR Part 75).

The extent of Contractor obligations will depend on the nature of the work and the opportunities generated under the contract. Where the contract does not generate employment, training, or subcontracting opportunities, compliance may be demonstrated through documented qualitative efforts.

The Contractor shall comply with all applicable Section 3 requirements, including but not limited to:

• Tracking and reporting labor hours for Section 3 Workers and Targeted Section 3 Workers, where applicable based on the nature of the work performed

• Conducting and documenting outreach efforts to generate Section 3 participation

• Maintaining documentation supporting worker eligibility and compliance efforts

• Ensuring that all subcontractors comply with Section 3 requirements

• Providing such reports and documentation as requested by the Agency or HUD

HUD has established labor hour benchmarks (currently 25% for Section 3 Workers and 5% for Targeted

Section 3 Workers) as indicators of compliance. These benchmarks are not quotas. The Contractor shall maintain complete and contemporaneous documentation of qualitative efforts demonstrating compliance with Section 3 requirements. If the Contractor does not meet the applicable labor hour benchmarks, the

Contractor shall provide such documentation to the Agency immediately upon request, without delay.

1.7. Prevailing Wage Requirements (If Applicable)

Projects may be subject to federal and/or state prevailing wage requirements depending on the funding source and the nature of the work performed.

Federally funded construction, alteration, or repair of public buildings or public works in excess of $2,000 is subject to prevailing wage requirements under the Davis-Bacon Act and related acts. Applicable wage determinations (e.g., building or residential) will be issued based on the scope of work. Contractors shall comply with all applicable federal labor standards provisions, including certified payroll reporting and related requirements, where applicable.

Under California law, public works projects, as defined by Labor Code §1720 et seq., in excess of $1,000 are subject to state prevailing wage requirements. SHRA does not operate a Labor Compliance Program

(LCP); therefore, projects subject to state prevailing wage requirements must be registered with the

Department of Industrial Relations (DIR), and contractors must comply with all applicable DIR requirements.

For clarity, “public works” for prevailing wage purposes is defined by California Labor Code §1720 et seq.

and is distinct from “public project” as defined in California Public Contract Code §22002; applicability of prevailing wage requirements is determined independently of procurement method or bidding thresholds.

Where both federal and state prevailing wage requirements apply, contractors shall comply with all applicable requirements. To the extent there is a difference between applicable wage determinations, the

Contractor shall pay the higher of the applicable wage rates and comply with the more stringent requirements.

The applicability of prevailing wage requirements to pre-construction and professional services (e.g., design, surveying, inspection, construction management, or other consulting services) will be determined based on the specific scope of work and applicable law, including whether such services are deemed integral to a public works project. Such services are not automatically exempt from prevailing wage requirements.

For purposes of state prevailing wage applicability, contractors are advised that project thresholds and exemptions may be evaluated on a cumulative basis. Where work is performed under master agreements, task orders, or related contracts, the Department of Industrial Relations (DIR) may consider the aggregate value of the work in determining applicability of prevailing wage requirements, including any small project exemptions.

As applicable, contractors must maintain required registrations with the Department of Industrial Relations

(DIR) and the Contractors State License Board (CSLB), and comply with all related statutory and regulatory requirements.

2. Procurement Instructions

2.1. Agency Contact

It is recommended that specific questions regarding requirements be submitted via the Question &

Answer module of the project page.

All other communications regarding this Solicitation shall be directed to:

• Procurement Services Division - Keith Peloquin

• Phone: (916) 449-6296

• Email: ps@shra.org

• OpenGov Portal: https://procurement.opengov.com/portal/shra

Unauthorized contact with other Agency staff or evaluation committee members regarding this Solicitation may result in disqualification

2.2. Basis of Award and Validity Date

The basis of award for this IFQ is cost reasonableness, responsiveness to the requirements of the solicitation, and ability to perform within required timeframe.

The Agency intends to award one (1) Agreement; however, the Agency reserves the right to make multiple awards or to award specific components of the Services, where it determines such action to be in its best interest.

Quotes submitted to the Agency shall remain valid for a period of 45 calendar days from the submission deadline, unless otherwise extended by mutual agreement.

Ultimately, the Agency may also make no award if it determines that no Quotations are in its best interest.

In accordance with 2 CFR §200.320(c), if, after soliciting a number of sources, competition is determined to be inadequate, the Agency may proceed with noncompetitive procurement, as permitted under applicable federal requirements.

https://procurement.opengov.com/portal/shra

2.3. Determination of Responsiveness

The Agency reserves the right to determine whether a Quotation is responsive and to reject any

Quotation deemed non-responsive.

The Agency reserves the right to waive minor informalities or irregularities in Quotations that do not materially affect the solicitation process or prejudice other Contractors.

2.4. Public Records

All Quotations are subject to disclosure pursuant to the California Public Records Act following award of the Agreement.

2.5. Quotation Costs

The Agency is not responsible for any costs incurred in preparation or submission of Quotations.

2.6. Quotation Submission

Quotations must be submitted by the specified deadline in the Solicitation Timeline. Contractors are responsible for ensuring timely submission and are encouraged to initiate uploads sufficiently in advance of the deadline.

The Agency may accept late submissions, or submissions other than non-electronic submission, only where such acceptance does not compromise fair and open competition and is consistent with applicable procurement requirements.

The Agency reserves all rights permitted under applicable law, including the right to reject any or all

Quotations, request additional information, or modify the scope of Services. The Agency may cancel, amend, or reissue this Solicitation at any time and for any reason.

The Agency’s determinations under this Solicitation shall be final to the extent permitted by applicable law.

2.7. Questions and Addenda

All questions must be submitted via OpenGov as indicated in the Solicitation Timeline.

Responses and any addenda will be posted via OpenGov. The Agency is not responsible for oral interpretations. All addenda issued by the Agency are incorporated by reference and become part of the

Solicitation, and if issued, the resulting Agreement.

2.8. Term and Maximum Compensation of Agreement

The Agency intends to award one (1) Agreement for the Services described in this Solicitation. The cumulative term of the Agreement shall not exceed five (5) years. The contract maximum shall not exceed the Simplified Acquisition Threshold as noted in 2 CFR 200.

Any extension of the Agreement shall be subject to satisfactory performance and the Agency’s continued need for the Services.

The Contractor may request adjustments to pricing in connection with any renewal period by submitting a written request at least sixty (60) calendar days prior to the expiration of the then-current term. Any such request shall include reasonable supporting documentation. The Agency reserves the right, in its sole discretion, to approve, negotiate, or reject any requested pricing adjustments. Any unilateral adjustment to pricing by the Contractor shall constitute a material breach of the Agreement.

Contractors are advised to review the sample Agreement and all attachments prior to submission of a

Quotation. Contractors are responsible for identifying and resolving any internal concerns with the terms of the Agreement prior to submission. The Agency intends to award the Agreement substantially in the form provided and does not anticipate accepting exceptions. The Agency reserves the right, in its sole discretion, to reject any Quotation or deem it non-responsive if it contains exceptions, deviations, or proposed modifications to the Agreement, particularly where such exceptions are material or inconsistent with the Agency’s requirements.

The resulting Agreement may be used by any department, division, or legal entity of the Agency.

2.9. Third-Party Use (i.e., Intergovernmental/Cooperative Use)

Consistent with applicable federal procurement requirements, including intergovernmental purchasing provisions under 2 CFR §200.318(e) and guidance in the HUD Public Housing Agency Procurement

Handbook 7460.8 REV-3, other public agencies may, at the sole option of the Contractor and subject to mutual agreement, utilize the resulting Agreement (“Participating Agencies”).

Any such participation shall be limited to the same or substantially similar scope of Services and may be provided under the same or substantially equivalent terms, conditions, and pricing established under this

Agreement, unless otherwise negotiated directly between the Contractor and the Participating Agency.

SHRA is not a party to, and shall have no responsibility or liability for, any agreement between the

Contractor and a Participating Agency. SHRA does not warrant, represent, or certify that the procurement conducted under this Solicitation satisfies the procurement requirements of any other public agency or funding source. Each Participating Agency is solely responsible for determining its own compliance with applicable procurement laws and regulations.

Participation by any other public agency shall not modify, amend, or otherwise affect the terms, conditions, pricing, or obligations of SHRA under this Agreement, nor shall it create any obligation for

SHRA to administer, coordinate, or support such third-party use.

The Contractor shall be solely responsible for determining whether to extend Services to any Participating

Agency and for negotiating any additional or differing terms, including compliance with any agency-specific or funding-specific requirements.

3. Scope of Work

3.1. Scope of Work Details

On-Site Document Shredding Services

Purpose:

The Sacramento Housing and Redevelopment Agency, the Agency, is seeking a qualified contractor to provide secure, scheduled, on-site document shredding services for confidential documents generated during normal business operations. Services shall include the collection, transportation within each facility, on-site destruction, and recycling of confidential paper documents in accordance with all applicable federal, state, and local laws and industry standards.

Locations:

The Agency currently has approximately:

• 25 locked shredding containers (shred bins)

• 12 separate office and facility locations

A list of facility addresses and the number of shred bins at each location is included in the attachments.

The Agency reserves the right to add or remove locations or shred bins during the term of the contract and will coordinate the vendor on pricing, schedule adjustment and pickup/drop off of bin(s).

Operational Hours:

The Agency works on a 9/8/80 schedule meaning our hours are as follows:

7:30 am to 5:30 PM Monday -Thursday

7:30 am to 4:30 pm Friday, but closed every other Friday

Some site locations may have different operational hours.

Contract Term:

The anticipated contract term shall be:

• Two (2) years

• With three (3) optional one-year renewal periods, at the Agency's sole discretion.

3.2. Scope of Services

Services:

The Contractor shall:

• Provide secure, locked shred bins as required.

• Collect confidential documents from each shred bin during scheduled service visits.

• Perform shredding on-site using a mobile shredding vehicle.

• Ensure all materials remain secure from the time of collection until destruction.

• Recycle all shredded paper in an environmentally responsible manner.

• Return shred bins to their designated locations following service.

Service Schedule:

The Contractor shall provide:

• Regularly scheduled monthly service.

o Various downtown locations have on-site security and they will contact someone to escort you within the facility. Coordination or advance notice of contractor visits will be required.

o The HCV locations may require a witness of the on-site shredding.

o Some of the off site locations are not fully staffed, or may operate non-usual business hours, thus it is important that you contact the site office prior to arriving to provide an estimated time of service. If you arrive on site on the scheduled date, made reasonable attempts to contact the site office (phone calls and message) and waited a minimum of 10 minutes and are not able to access the shred bin, then you are released from service for that month. Please follow up with a message to Procurement (ps@shra.org) stating that you were unsuccessful with reaching the office to access the shred bin for service.

o Awarded vendor will provide a service schedule showing what day each month each location will be serviced. This schedule shall be given to SHRA procurement for distribution to each location within 10 days of a fully executed contract.

• Additional on-call or special pickup services upon request. Our HCV locations occasionally have additional boxes of material that need to be shredded. The vendor will be notified by SHRA to schedule this additional service to occur during the normal service time, unless requested otherwise. The additional number of boxes will be provided at the time of scheduling the service.

• Emergency service, when requested by the Housing Authority, within an agreed-upon response time.

• Typically once a year the Agency does a clean up day and would arrange with the vendor to provide additional temporary shred bins. The Agency will provide the number of bins requested, location, drop off date and pick up date and the vendor shall provide a quote accordingly.

• It is essential that the vendor communicate with Procurement and obtain approval for any permanent changes in the servicing schedules.

Certificates of Destruction:

Following each service visit, the Contractor shall provide a Certificate of Destruction that includes:

• Service date

• Location serviced

• Number of containers serviced

• Contractor representative

• Confirmation that materials were securely destroyed

• Weight or estimated volume of materials destroyed (if available)

Performance Standards

The Contractor shall:

• Arrive within the scheduled service window.

• Complete services in a professional and timely manner.

• Minimize disruption to Housing Authority operations.

• Immediately report any damaged containers, safety concerns, or service issues.

Compliance:

The Contractor shall comply with all applicable:

• Federal laws and regulations

• California State laws

• Local ordinances

• OSHA safety regulations

• Environmental regulations governing document destruction and recycling

3.3. Qualifications & Requirements

Qualifications:

• Vendor must have a minimum of 5 years experience with mobile shredding services

• Preferred vendor is NAID AAA certified

• Preferred experience in dealing with government agencies. Knowledge with HUD is a plus.

Requirements:

Document Security:

• Maintain an unbroken chain of custody for all confidential materials.

• Ensure all employees handling confidential documents have successfully completed criminal background checks.

• Require employees to wear company identification while on Housing Authority property. Check in with security staff at the 801 12th St., 630 I St. and 600 I St locations will be required and an escort will lead through those facilities.

• Comply with all applicable privacy and confidentiality laws, including any applicable provisions related to Personally Identifiable Information (PII).

• Notify the Housing Authority immediately of any actual or suspected security breach involving confidential documents.

Personnel shall:

• Be properly trained in secure document handling procedures.

• Conduct themselves professionally while on Housing Authority property.

• Comply with all Housing Authority security and safety requirements.

• Follow all applicable OSHA regulations.

The Contractor shall provide equipment that:

• Produces cross-cut shredded material meeting industry security standards.

• Is properly maintained and capable of securely destroying paper documents, including staples, paper clips, and small binder clips.

• Is designed to prevent unauthorized access to confidential materials.

Housing Authority Responsibilities:

The Housing Authority shall:

• Provide reasonable access to each facility during normal business hours.

• Designate a point of contact for scheduling and service coordination.

• Ensure shred bins remain accessible during scheduled service.

3.4. Quotation Submission and Requirements

Quotations for the requested goods and/or services must be submitted by the dates listed in Timeline.

Please submit your responses via the Vendor Questionnaire and submit all requested documentation via the upload questions.

4. Vendor Questionnaire

1. Quotation Pricing Upload* Please upload your quotation here.

The quotation shall include detailed pricing information, clearly identifying how services will be billed (e.g., milestone-based, hourly rates, or other structure). Milestones must include a defined scope of work and associated cost.

The Contractor shall provide sufficient detail to support a cost or price analysis, including a breakdown of labor categories, rates, materials (if applicable), and any assumptions used in developing the quotation. A basis of estimate describing the methodology used to develop pricing shall also be included.

All proposed costs must be allowable, allocable, and reasonable in accordance with 2 CFR Part 200

Subpart E.

The quotation shall clearly identify any ancillary costs or exclusions. Contingency costs, undisclosed markups, or any additional costs must be clearly identified.

Automatic price escalations will not be accepted without supporting documentation and justification.

The Agency reserves the right to request additional supporting documentation or negotiate pricing as necessary to determine price reasonableness.

*Response required

2. Quotation Non-Pricing Upload Please upload any additional supporting documentation here.

Documents specifically requested elsewhere in this section should be uploaded to their respective questions.

3. Vendor Information This section pertains to various vendor details.

3.1. W-9 for Vendor Number Creation*

Please download the below documents, complete, and upload your completed version.

• W-9.pdf

*Response required

3.2. Vendor Unique Entity Identifier (UEI)*

Please provide your UEI assigned by the System for Awards Management (SAM). If you need to create a

UEI, please visit:

Entity Registration | SAM.gov

The Agency will conduct an exclusion report.

*Response required

3.3. Debarment Certification*

I certify that I am not suspended or debarred, or otherwise not able to comply with all applicable federal, state, and local requirements.

☐ Yes

☐ No

*Response required

3.4. Legal Entity Name*

Please provide the legal entity name for your company as registered with the California Secretary of State bizfile portal, as well as the entity number.

If you are not headquartered or registered within California, please refer to the next question and provide equivalent information for the state you are headquartered in.

A file upload question for documentation in lieu of typed information is available in the following question.

*Response required

3.5. Legal Entity Name Upload

You may provide uploads of entity information (Articles of Incorporation, Entity filings, etc.) for your current entity.

3.6. Vendor Contacts*

Provide contact information for the following roles (may be the same or different individuals):

• Contract Administrator / Contract Review Contact

• Authorized Signatory (individual with authority to bind the organization)

• Project Manager / Day-to-Day Contact

For each, include:

• Name

• Title

• Email

• Phone Number https://government-project.s3.us-west-2.amazonaws.com/256339/5dcf4db6-69fb-4adc-81b6-a5c2c97c411d_W-9.pdf https://sam.gov/entity-registration https://bizfileonline.sos.ca.gov/search/business

If one individual serves multiple roles, please indicate all applicable roles.

You may also provide additional contacts relevant to this agreement (e.g., billing, compliance, or escalation) as needed.

*Response required

3.7. Vendor Address

City, State, Zip

If attention is required, please identify whom should be addressed.

4. Insurance Requirements

4.1. Certificate of Insurance (COI) and Requirements*

Please note the Agency's minimum insurance limits here.

For purposes of this a quote submission, you may provide a general or sample Certificate of Insurance, with the understanding that you will be asked to provide an SHRA-specific COI with endorsements and the requested Certificate of Insurance holder naming as noted in the aforementioned requirements.

*Response required

4.2. Do you have Commercial General Liability Insurance?

☐ Yes

☐ No

4.3. Automobile Liability - Motor Vehicle Use

Will motor vehicles be used in the performance of this contract, including delivery of goods, travel to project sites, or provision of on-site services?

If you select "Yes", please see the following question.

☐ Yes

☐ No

4.4. Automobile Insurance Liability - Vehicle Types

If the preceding question was answered as "Yes," what types of vehicles will be used to perform services/deliver goods under this agreement?

Select all that apply

☐ Owned vehicles (company-owned autos)

☐ Hired or leased vehicles (rented, leased, or borrowed)

☐ Non-owned vehicles (employee personal vehicles used for work purposes)

5. Quotation Certifications Please complete the following confirmation questions related to this IFQ.

5.1. Ability to Perform*

By submitting a quotation, the Contractor confirms that it can deliver the requested goods, and/or perform the requested services, as described in the Scope of Work.

☐ Please confirm

*Response required

5.2. Acceptance of the IFQ Terms and Conditions, and SHRA's Sample Agreement* Do you accept the IFQ terms and conditions and SHRA's sample agreement?

https://www.shra.org/wp-content/uploads/2023/11/Insurance-Requirements11-15-23.pdf

☐ Yes

☐ No

*Response required

5.3. Acceptance of Insurance Requirements *

Do you accept the Agency's Insurance Requirements?

☐ Yes

☐ No

*Response required

5.4. Terms and Conditions Follow-up

If you indicated “No” in either of the preceding two (2) questions, please identify in detail each exception you are taking.

Failure to identify exceptions in this section will be deemed acceptance of the Terms and Conditions, Insurance Requirements, and Sample Agreement as presented. Any differing terms and conditions incorporated by reference in submitted documents, or introduced at the time of execution, will be rejected, and the Agency may proceed to the next Contractor.

For each exception, identify:

• The document, section, page and paragraph

• The specific language being replaced

• The proposed replacement language

It is the Contractor’s responsibility to clearly identify all exceptions and provide proposed alternatives. The

Agency will not draft exceptions on the Contractor’s behalf or suggests acceptable revisions.

Submission of an exception does not obligate the Agency to accept, negotiate, or incorporate any requested changes.

5.5. Attestation*

By submitting a quotation, the Contractor certifies that all information provided is true, complete, and accurate to the best of its knowledge and belief; that the individual submitting the quotation is authorized to bind the Contractor.

☐ Please confirm

*Response required

5. Pricing Proposal

FEE SCHEDULE

Line Item Description Quantity Unit of

Measure

Unit Cost Total

1 Monthly service of shred bin - total cost to service single bin

1 Per Bin

Line Item Description Quantity Unit of

Measure

Unit Cost Total

2 Monthly service - additional cost per bin at same location

1 Per Bin

3 Additional boxes of material for on-site shredding

1 Per Box

4 Additional site w/ single bin 1 Per Visit

5 Additional Bin 1 Per Bin

6 Off Schedule/Emergency Service 1 Per Visit

TOTAL

6. IFQ Requirements and Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Responsiveness

Whether the quotation is complete, responsive, and meets the material requirements of the solicitation.

The Agency may request a clarification interview—either in person, by phone, or via teleconference—to ask questions regarding the information provided in the quotation. The interview is unscored and will not be used to favor any respondent.

Its purpose is to confirm the completeness and responsiveness of the quotation and to determine whether it meets the material requirements of the solicitation. Based on this review, a quotation will be deemed

Responsive (Pass) or Non-Responsive

(Fail).

If, through this process, the Agency determines that the scope of work requires material revision, the Agency reserves the right to amend the solicitation or re-solicit quotations as appropriate.

N/A N/A

2. Price Reasonableness

Whether the proposed pricing is determined to be fair and reasonable based on comparison of quotes received, market pricing, or prior procurement history. Respondents are encouraged to include any applicable discounts, including but not limited to cooperative pricing, volume discounts, prompt payment discounts, or most favored customer pricing. The Agency may request clarification to confirm the applicability of such pricing; however, pricing shall not be materially revised after submission.

The Agency reserves the right to consider pricing structures that provide the greatest overall value to the Agency, provided such pricing is included in the original quotation.

This criterion is not scored for purposes of ranking but is used to determine price reasonableness and overall value.

N/A N/A

3. Qualifications

Whether the Respondent demonstrates sufficient qualifications and experience to perform the required services.

N/A N/A

4. Acceptance of Agency Terms and

Conditions

For purposes of timely contract execution, the Agency requires adherence to its standard contract terms and conditions.

The Agency reserves the right, in its sole discretion, to reject or decline to consider any proposed exceptions, modifications, or conditions to the Agency’s terms and conditions.

Submission of a quote constitutes the

Proposer’s agreement to comply with all solicitation requirements. Quotes that are conditioned on exceptions or modifications may be deemed non-responsive.

The Agency further reserves the right to proceed with the next highest-ranked responsive and responsible firm, or otherwise take such action as deemed in the best interest of the Agency.

5. Availability

Degree to which the vendor is able to commence services, or deliver the requested goods to the agency. This criterion is considered in determining responsibility and is not used as a scored ranking factor.