Document Shredding and Disposal Services for HHSC Region 03

The Texas Health and Human Services Commission (HHSC) is soliciting bids for document shredding and disposal services for Region 03, which encompasses the Dallas-Fort Worth Metroplex and surrounding areas in Johnson, Hood, Erath, Navarro, and Kaufman counties. The solicitation requires a contractor to provide secure document destruction services for 11 service locations with a total of 18 secure bins ranging from 64 to 96 gallons in capacity. Contractors must offer secure storage bins, document transportation in secure containers, on-site destruction via shredding to 5/8-inch specifications, and provide certificates of destruction. Compliance with federal and state standards including IRS Publication 1075, HIPAA Privacy Rules, and Texas Government Code is mandatory. The contractor must be CJIS-certified, maintain background checks on personnel, provide 24-hour contact availability, respond to service calls within four hours during business hours, and conduct annual facility inspections. Key evaluation criteria include bidder qualifications, ability to meet delivery requirements, and pricing, with the state awarding based on best value rather than lowest cost. The solicitation was posted on December 16, 2025, with questions due December 19, 2025, and bid responses due January 12, 2026, with an anticipated contract start date upon award through August 31, 2026.

Partial bids are not accepted, and all 11 locations must be served by a single contractor. The solicitation does not specify specific set-aside designations or restrictions on respondent types. Contractors must submit comprehensive documentation including proof of minimum experience, a completed Bidder Reference Form, current CJIS certification, and a written demonstration of operational capacity. Insurance requirements are substantial, including Workers' Compensation ($1,000,000 per occurrence), Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Commercial Automobile Liability ($1,000,000), Professional Liability ($1,000,000), and Umbrella Liability ($1,000,000). Historical spend for similar services was $4,717.00 for the period September 1, 2024 through August 31, 2025, though HHSC provides no guarantee of volume or compensation. The contract term is from award through August 31, 2026, with no renewal options but potential for a one-year extension at HHSC's discretion. Price adjustments may be permitted based on the Consumer Price Index, with contractors able to offer price decreases at any time.