Document Shredding and Disposal Services Region 3

The Texas Health and Human Services Commission (HHSC) is soliciting bids for Document Shredding and Disposal Services for Region 3, covering multiple counties including Dallas, Fisher, and Galveston Counties, and multiple Garland City jurisdictions. The Invitation for Bids (IFB No. HHS0015888V2) seeks a contractor to provide secure document destruction services for HHS facilities throughout the Dallas-Fort Worth Metroplex and surrounding areas. The initial contract term runs from the award date until August 31, 2025, with two optional one-year renewal periods available through August 31, 2027. Required services include secure storage, transportation, and destruction of documents using industry-standard methods that render materials unreadable, with strict compliance requirements for HIPAA, IRS, and Texas government regulations. Bidders must demonstrate at least three years of relevant experience, provide verifiable references, and adhere to comprehensive security protocols including secure facilities, electronic monitoring, and employee background checks. The response deadline is May 1, 2025, at 10:30 AM, with pricing to be evaluated based on submitted pricing sheets to determine the best value to the state.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Bidders must maintain comprehensive insurance coverage and provide certificates of destruction, with evaluation focusing on both pricing and operational capabilities. The procurement requires detailed documentation, including a comprehensive Bidder Reference Qualifications form that asks for information about company size, operational capacity, and past performance. While specific budget ranges are not explicitly stated, the contract covers multiple facilities across various counties, suggesting a potentially significant contract value. The procurement requires electronic submission through the HHS Online Bid Room, which involves a two-step registration process that can take up to five business days to receive login credentials. Contractors must provide a 24-hour contact, demonstrate customer service capabilities, and submit signed affirmations verifying compliance with various state and federal regulations. The documentation emphasizes rigorous screening and compliance requirements, indicating a thorough vetting process for potential contractors.