Secure Shredding and Document Destruction

The Educational Community Purchasing Alliance (ECPA), a collaborative of eight Indiana education service centers led by the Central Indiana Educational Service Center, is soliciting competitive sealed proposals to establish a statewide cooperative purchasing contract for secure shredding and document destruction services serving Indiana's K-12 public school corporations, charter schools, private schools, and educational service centers, with proposals due October 23, 2026 at 10:00 a.m. ET and questions due October 9, 2026.

The scope includes recurring scheduled document destruction, on-call and purge services, on-site and off-site destruction, and secure media destruction. Vendors may bid for regional service coverage (Northern, Central, or Southern Indiana) or statewide service structures. Pricing must be submitted via completed Excel workbook and shall exclude state sales tax and federal excise tax. Routine scheduled service pricing is per container per service event and/or per month; one-time purge pricing shall include per-box, per-pound, per-cart/container, per-pallet/gaylord, and hourly labor options. All fees—including fuel, environmental, energy, regulatory, route, stop, administrative, certificate, recycling, invoice, and portal charges—must be disclosed; undisclosed fees may not be charged. Vendors must state minimum monthly charges, minimum stop charges, minimum purge quantities, and after-hours/expedited charges.

The contract term is three years from execution, with ECPA holding the right to renew for two additional one-year terms with mutual agreement, subject to price adjustments tied to the Producer Price Index or a mutually agreed industry index with 60 days' advance notice. The awarded vendor(s) will pay ECPA an administrative fee of 1.5% of all sales generated through the contract, payable quarterly, with explicit provision that this fee may not be charged to or recovered from participating school districts. ECPA anticipates awards to one or multiple suppliers, potentially by geographic region or category.

Evaluation criteria allocate 40 points to pricing, 20 points to security and destruction procedures, 15 points to implementation and customer service, 10 points each to service coverage/capacity and vendor reliability/references, and 5 points to value-added services. Public opening of proposals will occur via Zoom on October 23, 2026 at 10:00 a.m. ET. Board approval is scheduled for November 11, 2026.