D02 Secure Document Destruction

The Ohio Department of Transportation (ODOT) is soliciting bids for secure document destruction services at 317 E. Poe Rd, Bowling Green, Ohio 43402, with bids due September 19, 2025. The vendor must be certified by NAID (National Association for Information Destruction), a capability-gating requirement.

The scope includes provision of locking containers (rolling containers, executive consoles, or equivalent) for on-site document collection, pickup using locked trucks and locked collection bins at frequencies to be agreed upon between the agency and vendor, and secure destruction of collected documents. All services must be performed at the specified location; the state prohibits offshore service performance and reserves the right to terminate the contract if services are performed or state data is located outside the United States unless the state grants a written waiver.

Contractors must comply with ODOT's Standard Terms and Conditions (Rev. 05/27/2025), which impose extensive regulatory requirements including Ohio ethics laws, equal employment opportunity rules, drug-free workplace standards, and non-discrimination provisions. Commercial general liability insurance with minimum limits of $1,000,000 per occurrence and workers' compensation insurance are mandatory. Contractors must complete and submit the Affirmation and Disclosure Form (Version 5/24), certifying compliance with Executive Orders prohibiting offshore service performance and state data storage outside the United States, and disclosing the principal business location of the contractor and all subcontractors and the specific locations where services will be performed. Contractors are obligated to notify the state immediately of any changes to service locations during contract execution. Unit prices must be accurate with no more than two decimal places and become firm upon bid opening. Solicitations remain valid for sixty calendar days after the closing date unless otherwise stated. Payment is due thirty calendar days after receipt of proper invoices.