Document Shredding and Disposal Services for HHSC Region 03

The Texas Health and Human Services Commission (HHSC) is seeking document shredding and disposal services for Region 03, which encompasses the Dallas-Fort Worth Metroplex and surrounding counties including Johnson, Hood, Erath, Navarro, and Kaufman. The Invitation for Bids (IFB) solicitation, numbered HHS0016791, requires vendors to provide comprehensive secure document destruction services across 11 service locations, including secure storage bins, document transportation, and shredding to 5/8 inch or smaller specifications. Bidders must service all locations and cannot submit partial bids, with compliance required for federal and state standards including IRS Publication 1075, HIPAA Privacy Rules, and Texas Government Code requirements. The procurement timeline includes a questions deadline of November 12, 2025, and a response deadline of November 20, 2025, at 10:30 AM Central Time. Contractors must demonstrate a minimum of three years of relevant experience, provide three verifiable references, obtain Criminal Justice Information Services (CJIS) certification, conduct employee background checks, and ensure all personnel are at least 18 years old, trained, licensed, bonded, and drug-screened.

The contract will be awarded for an initial period expiring August 31, 2026, with a possible one-year extension at HHSC's discretion. While no specific set-aside designations are mentioned, bidders must meet extensive qualification requirements, including maintaining substantial insurance coverage: workers' compensation ($1,000,000 per occurrence), commercial general liability ($1,000,000 per occurrence, $2,000,000 aggregate), commercial auto liability ($1,000,000 combined single limit), professional liability ($1,000,000), and umbrella liability ($1,000,000). The historical spend for similar services is $4,717.00 for the period September 1, 2024, through August 31, 2025, suggesting a modest contract value. Both HHSC and the Department of State Health Services (DSHS) will be entitled to use the awarded contract. Pricing must remain firm and fixed throughout the contract period, with potential adjustments only at HHSC's sole discretion, using Bureau of Labor Statistics indices or for federal minimum wage increases. Monthly invoices must include specific details such as purchase order number, service dates, number of records destroyed, and total amount.