On-Site Document Shredding Services

The Illinois Secretary of State (ILSOS) is seeking a vendor for confidential on-site document shredding services through an Invitation for Bid (IFB 26PS013010) covering multiple departmental locations in Springfield, IL. The procurement requires a vendor to provide secure, locked containers and perform weekly on-site mobile document destruction at three specific locations: the Howlett Building (71 containers), Dirksen Parkway Facility (19 containers), and 509-511 W Capitol Ave (44 containers). The contract will span an initial three-year term from July 1, 2025, through June 30, 2028, with an estimated annual volume of approximately 932 96-gallon containers of paper materials, including expired registration stickers, placards, and temporary registration permits. The vendor must be NAID AAA certified for mobile destruction and will be selected based on the lowest responsive and responsible bid. The evaluation will focus on unit costs for different container sizes and shredding services, with electronic bids required to be submitted through the BidBuy system by the due date of June 13, 2025. Vendors must complete all required vendor disclosures and comply with state procurement regulations.

The state encourages participation from small businesses, minority-owned businesses, and veteran-owned businesses, potentially offering tax credits for hiring qualified veterans and ex-offenders. The contract is subject to appropriation availability and may be partially funded by federal funds. Vendors must complete comprehensive disclosure forms, including the State of Illinois Vendor Disclosure form and the Illinois Procurement Gateway Active Registered Vendor Disclosure, which require detailed information about business structure, ownership, financial interests, and compliance with state regulations. These documents serve as a vetting mechanism to ensure vendors meet legal, financial, and ethical standards, with potential consequences including contract voiding, suspension, or debarment for non-compliance. While specific budget ranges are not explicitly stated, the procurement involves a multi-year contract with significant document destruction volume across state government facilities. Prospective vendors must have an active State of Illinois Vendor Registration Number and be prepared to provide extensive documentation demonstrating their capability to meet the state's rigorous procurement requirements.