Services, Secure Shredding

Collin County is requesting quotes for secure shredding services, including bulk, on-site, and off-site destruction of paper documents, hard drives, and other media, with quotes due July 9, 2026 at 2:00 p.m. and a question deadline of June 30, 2026 at 12:00 p.m.

Vendors must hold NAID AAA Certification and Mobile Operations Certification. Service scope encompasses monthly on-site pickups using Console, 64-gallon, and 95-gallon bins (currently distributed across 14 primary County locations plus multiple departments); bulk off-site destruction using standard document storage boxes; and as-needed hard drive and other media destruction. Vendors must provide all containers at no charge, deliver and install equipment at no cost, and maintain documented chain-of-custody procedures with certificates of destruction for each service completion. Personnel working onsite must pass annual background checks and obtain non-employee County badges.

The approximate annual contract value is $40,000. Pricing is structured per-bin for monthly pickups by container size, per-box flat rate for bulk offsite destruction, and separate pricing for hard drive and media destruction. Vendors must carry comprehensive insurance including Commercial General Liability, Workers Compensation, Commercial Automobile Liability, Professional/Errors & Omissions, and Umbrella/Excess Liability, all at $1,000,000 per occurrence or combined single limit, with Collin County named as additional insured.

The contract term is one year beginning October 1, 2026, with three optional twelve-month renewals. The County anticipates award within approximately 90 days of the submission deadline. Vendors must comply with all applicable federal, state, and local data protection and secure destruction regulations. Submission of Form W-9 and a Conflict of Interest Questionnaire is required. The County is exempt from state sales tax and federal excise taxes; future-year obligations are contingent on budget appropriation.