Document Destruction and Related Services (Annual Contract)

The Savannah-Chatham County Public School System is requesting bids for on-demand, on-site document shredding services under ITB 27-05, with bids due October 8, 2026 at 11:00 a.m. The awardee must perform document destruction directly rather than subcontract the work; temporary subcontracting is permitted only to prevent service disruptions from unexpected events or to supplement capacity for special projects, but is not acceptable at initial award.

Vendors must hold NAID AAA or i-SIGMA certification and demonstrate a minimum of five continuous years of direct secure shredding experience serving public sector or educational institutions. Mobile on-site shredding capabilities are mandatory. The scope encompasses destruction of paper documents, DVDs, CDs, video cassettes, and microfilm cartridges. Service delivery must occur within 48–72 hours of request. Destruction standards must meet DIN 66399 Level P-4 or higher with cross-cut shredding capabilities. The contractor must provide chain-of-custody documentation and Certificates of Destruction; issue documentation supporting audit and compliance requirements; and deliver services using three standard container types (banker boxes, copy paper boxes, and legal bank boxes).

Pricing shall be firm with no increases, fuel surcharges, or add-on costs during the initial performance period. For renewal periods, pricing increases are capped at five percent. Per-box pricing, minimum box count requirements for onsite service, and discounted rates for bulk purging services must be submitted through the District's Bonfire e-Procurement Portal. The contractor must commit to providing a minimum of one annual sponsored community event at no cost to the District.

The contract is an annual agreement with a twelve-month performance period and optional renewal terms not to exceed one year each, subject to mutual agreement. The District may designate primary, secondary, and backup vendors. Award goes to the responsive and responsible bidder with the lowest total bid.

Vendors must maintain Commercial General Liability ($1 million per occurrence / $2 million aggregate), Commercial Automobile Liability ($1 million combined single limit), Workers' Compensation, Umbrella ($1 million per claim / $2 million aggregate), and data handling liability insurance ($2 million per occurrence / $4 million aggregate). Compliance with O.C.G.A. 13-10-91 E-Verify requirements is mandatory. Bidders must submit debarment and suspension certifications and a minimum of three references demonstrating satisfactory performance on similar contracts. Bids are due through the SCCPSS Bonfire e-Procurement Portal.