Document Shredding Services

The City of Amarillo, Texas is soliciting bids under ITB 101-27 MRH for document shredding and destruction services, with a non-mandatory pre-proposal conference on November 4, 2026 at 12:30 p.m. by teleconference and proposals due November 19, 2026 at 3:00 p.m. through Bonfire. A local preference applies to vendors whose principal place of business is in Amarillo, if their bid is within 5% of the lowest bid price.

The scope covers pickup and destruction at multiple City facilities. Attachment D lists approximately 28 service locations, including City Hall at 623 S. Johnson Street and the Simms Building at 808 S. Buchanan. Service frequencies are monthly, bi-weekly, quarterly, and every-other-month, priced per 64-gallon and 32-gallon bin. The contractor must supply secure containers and transportation, cross-cut documents into pieces between 7/16 and 1/32 inches, process materials as is without City sorting, and deliver a destruction certificate within 24 hours of completion.

Bidders must show at least three years of shredding experience and hold National Association for Information Destruction (NAID) AAA certification, with documentation submitted with the bid. All employees handling City documents must sign confidentiality statements, and drivers and crew must wear uniforms and identification badges on City property. The example certificate in Attachment E lists $1,000,000 per occurrence and general aggregate commercial general liability, $1,000,000 combined single limit auto liability, and workers' compensation coverage.

The initial term is three years with fixed pricing throughout. A proposal bond of not less than 5% of the total bid amount from a reliable surety is required. Quoted prices must include all costs for the specified work, and taxes are excluded because the City is exempt. For contracts of $100,000 or greater with vendors having 10 or more employees, the vendor must certify compliance with Texas Government Code prohibitions on energy company boycotts and firearm discrimination. Awardees must file an updated Conflict of Interest Questionnaire within 7 days of learning of the award and submit Texas Ethics Commission Form 1295 before contract execution. The City Council will consider all proposals on November 26, 2026 at 623 S. Johnson Street.