Shredding Services SOW Final.docx

MINIMUM GENERAL REQUIREMENTS

DOCUMENT SHREDDING

CONTRACT SCOPE:

The Department of Labor and Industry (DLI) will award multiple contracts for on-site and off-site shredding services used by DLI’s regional offices. Bidders will be given an opportunity to provide a bid price for the DLI offices where service may be performed. Each awarded contract will identify the county service region. A contract award will go to all responsive and responsible bidders determined by DLI for this Invitation for Bid (IFB).

During the contract term, in the event the statewide contractor is unable to provide the required shredding services, DLI will request a price quote from a contractor who performs shredding services within the county where service is being requested. In the event there are multiple contractors available within a county, a Request for Quote (RFQ) will be issued to all suppliers contracted for the area of service or if the annual service cost exceeds $10,000.

The RFQ will include a statement of work (SOW) describing the specific requirements for the shredding services, including at minimum: location, duration, frequency. When multiple suppliers are issued an RFQ, DLI will then select a Contractor for each RFQ based on best value. Best Value Criteria may include cost, Small Business Status, Location, Availability, or other criteria important to the requesting regional office. DLI may terminate a purchase order for no cause if the statewide contractor is able to provide necessary services within the purchase order terms.

A contract award is not a guarantee of work, no work may be performed without the issuance of a purchase order or notice to proceed.

The Commonwealth’s Purchasing Card may be used for single events. Re-occurring service will require the issuance of a blanket purchase order.

All prices will remain valid for the term of the purchase order.

STATEMENT OF WORK:

1. OVERVIEW:

The contractor shall provide all labor, equipment, materials, supplies, and transportation necessary to complete off-site or on-site shredding service, as required and set forth in the following minimum, general requirements.

1. CONFIDENTIALITY:

All DLI documents shall be treated as confidential by the contractor and shall not be divulged or made known to any person in any manner. The contractor guarantees that the documents will be secured from the time of delivery to the contractor, or from the time of collection by the contractor, until it is rendered illegible by the recycling process. The contractor must submit, in writing with its bid, a security plan to ensure confidentiality. In the event the contractor does not process the material immediately upon receipt, the contractor shall store the material in a secure area to which only authorized employees have access.

The contractor shall take full responsibility for protecting DLI regional office information confidentiality. The contractor will maintain signed confidentiality/non-disclosure agreements from all their involved personnel and provide copies to the DLI regional office upon request. The contractor employees must provide proper identification prior to picking up the documents to be shredded.

1. SCOPE OF SERVICES:

The contractor shall provide off-site shredding or on-site shredding services to the designated Counties within the DLI.

For off-site shredding, the contractor shall store and shred the DLI’s paper in a secure, limited access area that is always controlled by the contractor. The contractor shall make all reasonable efforts to shred documents within 24 hours of collection. The shredding facility must be protected from fire risk by means of a no smoking policy, adequate fire extinguishers and a sprinkler system. The DLI reserves the right to periodically inspect the contractor’s premises without prior notice to ensure that the contractor is maintaining proper security. No shredded paper will be returned to the DLI.

DLI is willing to accept a 5/8” cut size, as per NAID and industry standards, however, the department may require a smaller cut to comply with program shredding requirements. It must be crosscut lengthwise across the text of the document, twice cut chipped, or destroyed in another similar, secure method that is deemed acceptable by the using regional office, and in accordance with all applicable laws, statutes, regulations and ordinances. All services will be performed in a professional manner in accordance with industry standards and practices.

The mixed paper may contain paper clips, staples or metal fasteners. The contractor shall be capable of shredding plastic transcript covers and media (e.g. audio-video tapes, CD, DVD). The DLI Regional office will separate the media from the paper. If the DLI Regional office delivers material mixed with plastics or other non-paper products, the contractor, at its discretion, may decline the work and reject the paper.

The contractor may not sell or otherwise provide access to any documents obtained through the performance of this contract to another party not affiliated with this contract until any and all text or other marking contained on the documents has been irreversibly rendered illegible and undecipherable. Except for the limited purpose of disposal or recycling, the contractor may not use the paper or documents collected in the performance of this contract and may not use the information contained on those documents for any purpose.

A Certificate of Destruction shall be provided to the DLI regional office. Certification shall include the date that the paper was shredded, the name of the DLI Regional office, the cost and the shredded weight delivered to the paper recycler or shredded weight provided to a specific regional office. This information will also be available to the Department of General Services upon request.

1. PICK-UP PROVISIONS:

If the Regional office requires a scheduled pick-up, the frequency and scheduled days shall be agreed upon between the contractor and the DLI Regional office. If the scheduled day happens to fall on a state holiday, the next working day will be scheduled as the pick-up day. Regional offices shall make reasonable efforts to accommodate the contractor’s schedule to make the most efficient use of the contractor’s daily pick-up routes.

Representatives of DLI agencies whose documents are being processed under this agreement shall have the right to inspect the facilities and operations provided for the performance of work under this agreement upon request. The DLI regional office shall also have the right to observe the shredding of their documents.

1. CONTAINERS:

If required by the DLI Regional office, the contractor shall provide secured storage containers at no additional cost, or the DLI Regional office may present the documents for shredding in cardboard boxes.

1. Roll-out Containers Roll-out containers must be 32-, 65- or 95-gallon, durable plastic containers. They shall have 2 or 4 wheels and a locking lid.

1. Secure Console Containers Secure console containers must be 100-pound capacity and all paper shall be contained in disposable bags inserted in the console. All bags for the containers shall be provided by the contractor.

The container shall be rectangular in shape with a lock and a slat for inserting paper. They shall be constructed of durable plastic or metal and must blend in with an office environment.

Containers other than the 32-gallon roll-out container, 65-gallon roll-out container, 95-gallon roll-out container, or the 100-pound secure console container may be used by mutual agreement of the contractor and the using regional office. Pricing for any other size container shall be determined by pro rating based on the contract price.

The contractor may not submit surcharges of any type including mileage/trip charges.

INVOICE AND PAYMENT:

Invoices are to be submitted Commonwealth of PA Comptroller Operations, Bureau of Payable Services at the following email address: 69180@pa.gov Only one invoice attachment per email

Invoices are to contain the following information:

TERMS AND CONDITIONS:

The Commonwealth’s Standard Terms and Conditions apply.