Document Shredding Services at Austin State Hospital

The Texas Health and Human Services Commission (HHSC) Procurement and Contracting Services division is requesting bids on on-site secured document shredding services at Austin State Hospital (4110 Guadalupe Street, Austin, Texas), with responses due July 31, 2026 at 10:30 a.m. and a question deadline of July 24, 2026 at 1:00 p.m. An optional site visit is scheduled for July 22, 2026 at 10:00 a.m. The services will be available for use by both HHSC and the Department of State Health Services (DSHS).

The scope includes secure document destruction via shredding, cross-cutting, or other approved methods; maintenance of 47 total 96-gallon secured bins across eight buildings on campus; weekly pickups with destruction within three business days; media and hard drive destruction; and emergency response capabilities. Services must be performed Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time, with 24-hour contact availability and four-hour response time for service calls. The contractor must obtain NAID AAA Certification and demonstrate a minimum of three years of relevant experience in document destruction services with three verifiable references from similar contracts within the past three years. Background checks are required for all personnel prior to work commencement.

The initial contract term runs September 1, 2026 through August 31, 2027 with no automatic renewals; HHSC may extend for up to one additional year at its sole discretion. Historical annual spending is $26,208 provided as a pricing guideline. Bidders must submit firm, fixed pricing on Exhibit C, with all costs inclusive of labor, equipment, materials, supplies, and related expenses. Price adjustments are permitted annually using the Consumer Price Index formula, and contractors may request adjustments based on Federal Minimum Wage increases. The contractor must maintain comprehensive insurance including workers' compensation, commercial general liability ($1 million per occurrence / $2 million aggregate), commercial automobile liability ($1 million combined single limit), professional liability ($1 million), and umbrella liability ($1 million). Responses must include completed Exhibits A through F; HUB Subcontracting Plans are encouraged but not required. Responses must be submitted electronically via the HHS Online Bid Room system or by other methods identified in the solicitation package.