Document and Records Destruction Services
Closed State & local contract opportunity Posted
- Solicitation number
- RTT0226261205
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- NIGP code
Opportunity details come from broward.bonfirehub.com. Updated .
About this opportunity
Broward County, Florida is soliciting bids for Document and Records Destruction Services through an open-end, indefinite quantity contract with an initial three-year term and two optional one-year renewal periods. The procurement seeks a qualified contractor to provide secure on-site film and document records destruction services for the Broward County Records, Taxes, and Treasury Division Records Center and other county agencies throughout Broward County. The contractor must deliver comprehensive destruction services including labor, supplies, equipment, transportation, insurance, and incidental materials necessary to destroy paper-based records (office papers, computer paper, colored paper, glossy paper, file stock, laser print paper, file folders, and envelopes) and occasional non-paper media (computer media, tapes, microfilm, and other retention media). The contractor's shredding equipment must be capable of destroying documents containing staples, paperclips, binder clips, and similar fasteners, with services available on both routine scheduled and on-call bases, requiring response within five business days of service requests. Services are priced on a per-pound basis with standard boxes estimated at approximately 25 pounds, and the contractor must accommodate up to 200 boxes of records per day. Critical qualifications include mandatory National Association for Information Destruction (NAID) AAA Certification maintained throughout the contract term, with proof of certification required at bid submission or within three business days of request. Additional requirements include compliance with all applicable HIPAA regulations, provision of locked storage containers at no additional cost for scheduled services, separate film record destruction using pulverization methods, recycling of all destroyed materials through a State of Florida Registered Recycler, and provision of Certificates of Destruction for each on-site event. The solicitation was posted on February 26, 2026, with bids due March 4, 2026, and responses must be submitted electronically through the County's designated electronic bidding system.
No set-aside designations or restrictions specific to disadvantaged enterprises are detailed in the available solicitation documents. The procurement does not identify any incumbent vendors or current contractors in the provided materials, nor does it reference existing infrastructure or technology requiring integration. However, the contractor must comply with extensive security and access control requirements, including Level 1 Florida Department of Law Enforcement background checks for general facility access and comprehensive fingerprint-based criminal history record checks for facilities critical to security and public safety occupied by the Broward Sheriff's Office and State Attorney's Office. Additional security requirements apply to specialized facilities including Port Everglades, Fort Lauderdale-Hollywood International Airport, and Water and Wastewater Services facilities, with contractors requiring appropriate identification credentials, uniform standards, and facility-specific protocols. The contractor must maintain significant insurance coverage including General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Auto Liability of $1,000,000 combined limits, Workers' Compensation at statutory limits with $500,000 employers liability per accident, Professional Liability of $2,000,000 per claim, and Pollution/Environmental Liability coverage with Broward County named as additional insured with primary coverage and waiver of subrogation. The solicitation documents do not specify guaranteed minimum quantities, maximum quantities, or budget ranges for this indefinite quantity contract, allowing the County flexibility to issue purchase orders as needed and potentially procure amounts exceeding any minimum from other sources.
Opportunity text
SCOPE OF SERVICES: Contractor shall provide all necessary labor, supplies, equipment, transportation, insurance and incidentals to provide Secure On-Site Film and Document Records Destruction for the Broward County Records, Taxes, and Treasury Division, Records Center (herein referred to as "RC"), and for other Broward County agencies as needed. Other Broward County agencies are located throughout Broward County in various locations separate from the primary location. The Contractor shall be NAID AAA Certified during the term of the contract. The Contractor's shredding equipment must be capable of destroying documents containing staples, paperclips, binder clips, and similar fasteners. Information materials to be destroyed consist primarily of paper-based records, including but not limited to office papers, computer paper, colored paper, glossy paper, file stock, laser print paper, file folders, and envelopes. Some departments may have an occasional need for destruction of other non-paper media, including but not limited to computer media, tapes, microfilm, or other record retention media. This open-end contract is for 3 years initial and 2 annual renewals. Open-End/Indefinite Quantity Contracts. This solicitation is not for a definite quantity of goods or services and is for an open-end/indefinite quantity contract. The County shall purchase the guaranteed minimum quantity of goods or services (if any) stated in the solicitation but may exceed that minimum amount, and the Contractor shall provide all amounts ordered by the County, limited only by any maximum quantity (if any) stated in the solicitation. The County may issue purchase orders on this solicitation as and when required; issue a blanket purchase order for individual agencies; issue instructions for use of direct purchase orders by various County agencies; procure amounts above any stated guaranteed minimum quantity by any method from any other source(s); or do any combination of the foregoing. No delivery of goods or performance of services shall become due or be accepted without a written purchase order and delivery instruction by the County, unless otherwise expressly provided in the solicitation. Such order will contain the quantity, time of delivery, and other pertinent data. If the County requires delivery within a shorter period than the delivery time specified in the solicitation (if any), and if the Vendor is unable to deliver by that time at the contracted price, the County may obtain such delivery from other sources, without penalty or prejudice to the County, and such shall not be a violation of the contract. Unless otherwise stated in the solicitation, there is no guaranteed minimum quantity of goods or services. Any quantities stated are estimates only. Requested Information: BPRO's Requested Information section identifies "required" and "optional" items for submittal, however all documents and information are relevant to the evaluation process. Therefore, vendors are strongly encouraged to provide all files at time of submittal, including those listed as "optional" in BPRO, to enable a timely and comprehensive review by the County. Questions and Answers: The County provides a specified time for Vendors to ask questions and seek clarification regarding the solicitation requirements. All questions or clarification inquiries must be submitted through BPRO by the Questions due date. The County will respond to questions in BPRO (Messages section). Submittals: Vendor MUST submit its solicitation response electronically through BPRO and receive a Submission Receipt. It is solely the Vendor's responsibility to ensure its response is submitted and received through BPRO by the closing date and time. The County will not consider solicitation responses received by other means. Vendors are encouraged to submit in advance of the closing date and time. Refer to the Purchasing Division website or contact support@gobonfire.com for submittal instructions. In the event that the Vendor is having difficulty submitting a document, immediately notify the Purchasing Agent and then contact support@gobonfire.com for technical assistance.
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