Document and Records Destruction Services
Closed State & local contract opportunity Posted
- Solicitation number
- RTT0422260330
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- NIGP code
Opportunity details come from broward.bonfirehub.com. Updated .
About this opportunity
Broward County, Florida seeks a contractor to provide secure on-site film and document records destruction services through an open-end, indefinite-quantity contract with an initial three-year term and two optional annual renewals. The contractor shall serve the Records, Taxes, and Treasury Division Records Center and other Broward County agencies located throughout the county, providing all necessary labor, supplies, equipment, transportation, insurance, and incidentals for document destruction operations. Services include destruction of paper-based records such as office papers, computer paper, colored paper, glossy paper, file stock, file folders, and envelopes, with occasional requirements for non-paper media destruction including computer media, tapes, and microfilm. The contractor must be National Association for Information Destruction (NAID) AAA Certified throughout the contract term and operate shredding equipment capable of destroying documents containing staples, paperclips, binder clips, and similar fasteners with capacity of up to 200 boxes per day. Pricing shall be structured on a cost-per-pound basis with boxes weighed at pickup, and the contractor must respond to service requests within five business days, provide locked storage containers at no additional cost, handle all transportation and destruction expenses, obtain HIPAA compliance certification through a Business Associate Agreement when required, ensure recycling through a Florida-registered recycler with certificates of destruction provided for each event, and submit invoices within 30 calendar days of service. The contract requires submission of responses electronically by May 1, 2026, with awards made to the lowest responsive and responsible bidder meeting all technical specifications and mandatory compliance requirements.
No specific set-aside designations for disadvantaged enterprises or restrictions on organizational types have been identified in the solicitation documents. Bidders must possess a current Broward County Local Business Tax Receipt unless exempt, comply with the E-Verify system, maintain comprehensive general liability insurance with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, auto liability coverage of $1,000,000, workers' compensation at statutory limits, employers' liability of $500,000 per accident, and professional liability of $2,000,000 per claim. Additional insurance requirements include pollution/environmental liability coverage with Broward County named as additional insured with primary coverage, waiver of subrogation, and 30 days' notice of cancellation requirements. Contractors must comply with all security requirements including Level 1 Florida Department of Law Enforcement background checks for personnel accessing County facilities and obtain contractor identification badges at least two weeks prior to commencing work. The solicitation does not identify any incumbent vendors or current contractors, nor does it specify estimated contract values or budget ranges, though the county retains the right to issue purchase orders as needed and may procure quantities from alternative sources if necessary.
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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