Shredding Services for Confidential & Sensitive Information

28 April 2022 Shredding Services for Confidential & Sensitive Information Eastern Kentucky University is seeking bids for Shredding Services for Confidential & Sensitive Information to include both paper documentation and various forms of physical media. 28 April 2022 Open 4/8/2022 4:45 PM EDT Type Invitation to Bid Close 5/6/2022 2:00 PM EDT Number ITB-199-2022 Currency US Dollar Sealed Until 5/6/2022 2:00 PM EDT Payment Terms Net 30 28 April 2022 Contacts Shane Harris Shane.Harris@eku.edu 28 April 2022 Commodity Codes Commodity Code Description RCY10001 Recycling 28 April 202228 April 202228 April 202228 April 202228 April 202228 April 202228 April 202228 April 202228 April 2022 mailto:Shane.Harris@eku.edu EASTERN KENTUCKY UNIVERSITY ITB-199-2022 (SHREDDING SERVICES FOR CONFIDENTIAL & SENSITIVE INFORMATION) DESCRIPTION: Eastern Kentucky University's Main

Campus in Richmond, KY has produced an average of 30,000 pounds of documents per year over the 2019-2021 period. As such, the University seeks bids for the following service: Shredding services for confidential & sensitive information to include both paper documentation and other e-waste and physical storage media such as: hard drives, CDs, floppy disks, flash drives, tapes, etc. SCOPE OF SERVICES: 1. Contractor will provide approximately 65-125 secure and lockable "Console" type containers with a storage capacity of approximately 100 lbs. This number may increase or decrease to meet the needs of individual departments. 2. Between 60 to 70 individual sites will be serviced depending on off-line status of buildings. This number may fluctuate as needed to meet University needs. 3. Contractor will be responsible for retrieval of containers from each building and department. 4. Frequency of pick-up will be determined by on demand (phone call) and routine semi-monthly maintenance for select offices to be determined after the contract is awarded. This is subject to change per University needs over the term of the contract. ADDITIONAL INFORMATION: 1. A Certificate of Destruction must be issued for each pick-up and must include a weight report. 2. Documents will be scheduled for pick up by individual EKU Departments. 3. Billing will be conducted either bi-weekly or monthly and is required for each department's pick-ups. 4. It is understood by the University that Offeror's intention is that destroyed materials will be recycled. 5. EKU will not be responsible for sorting of paper or materials for destruction. 6. Pick-ups will be on an on call, weekly, bi-weekly or monthly basis. ADDITIONALLY: The successful bidder will maintain required commercial liability and workers comp insurance coverage for the length of the agreement. ------------------------------------------------------------------------------------------------------------------------------------ REQUIREMENTS FOR SUBMISSION OF PRICING AND BID PROPOSAL: 1. Offeror should provide price-per-pound for materials shredding services (paper and physical media) in accordance with the specifications as outlined. Offerors are encouraged to upload a complete proposal for services which may include individual pricing schedules for paper documentation and physical media. 2. Minimum pickup cost per visit (if applicable - submit a price of zero if not applicable). Description 3. Offeror should enumerate any additional charges associated with the service which are beyond the scope of these two price items. 4. Offeror may also propose a permanent installation option if available. Offeror should include per unit pricing for installation of permanent console/bin option along with cost of unit. NOTE TO OFFERORS: If it is determined the University requires additional services as part of this bid, the bid will be amended and all parties notified prior to the end of the questions period. All participants will receive notification of the amendment and a public facing addendum will be issued to all participants. ALL PARTICIPANTS MUST REVIEW, ACKNOWLEDE AND SIGN ANY ADDENDUM MADE TO THIS BID THROUGH THE JAGGER RESPONSE PORTAL ADDITIONAL SERVICES: Offerors are encouraged to offer information regarding additional services which they believe may be of benefit to the University which are beyond the scope of the bid or of an amendment; however, the University reserves the right to not consider any such service when determining the award. ---------------------------------------------------------------------------------------------------------------------------------- BID PROPOSAL AND SUBMISSION: PLEASE NOTE: In order to submit an electronic bid or proposal in response to any EKU solicitation event, Offerors must be registered in our Jaggaer eProcurement system. If you are not already registered, please contact the below procurement official to request access. Shane Harris Procurement Official Eastern Kentucky University Commonwealth 1409 Phone: 1-859-622-1656 e-mail: shane.harris@eku.edu PLEASE NOTE: Any questions from Offerors regarding this bid must be made through the Q&A Board function in Jaggaer. All questions will be compiled after close of questions and will be answered by the above procurement official via addendum that will be posted within the "Buyer Attachments" section. QUESTIONS DUE BY: 4/21/2022 no later than 2:00PM – Submit via the Q&A Board within this electronic solicitation event. CONTRACT TERM: The Contract resulting from this RFP and the Successful Offeror’s Proposal shall have an initial term from July 1, 2022 through June 30, 2023. The Contract shall be renewable for up to four (4) consecutive one (1) year renewal periods. The total contract period will not exceed four (5) years, subject to KRS 45A.145. Annual renewal will be contingent upon the University’s needs and satisfaction with the services performed and the overall performance of the Contractor. The University reserves the right to award the bid in whole or in part and to renegotiate any term and/or condition necessary to meet requirements for any renewal period. The Successful Offeror will be advised of any proposed revisions prior to the renewal period. BID OPENING: In order to participate in the public bid opening for ITB-173-2022, please use the following invitation: mailto:shane.harris@eku.edu Microsoft Teams meeting Join on your computer or mobile app Click here to join the meeting Or call in (audio only) +1 606-331-5215,,750155968# United States, Ashland Phone Conference ID: 750 155 968# Find a local number | Reset PIN Learn More | Meeting options ________________________________________________________________________________ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDE4M2U1OWItZjRmNC00MGI5LTg1YjgtYWEyMGFiYzYzNGI0%40thread.v2/0?context=%7b%22Tid%22%3a%22e2304327-1af0-4dee-83fb-c1b2fd6db0bb%22%2c%22Oid%22%3a%225d36d54d-a320-4022-a1c6-d076e570c82f%22%7d https://dialin.teams.microsoft.com/18eb735d-ec27-45cb-9bf6-972761159e77?id=750155968 https://mysettings.lync.com/pstnconferencing https://aka.ms/JoinTeamsMeeting https://teams.microsoft.com/meetingOptions/?organizerId=5d36d54d-a320-4022-a1c6-d076e570c82f&tenantId=e2304327-1af0-4dee-83fb-c1b2fd6db0bb&threadId=19_meeting_ZDE4M2U1OWItZjRmNC00MGI5LTg1YjgtYWEyMGFiYzYzNGI0@thread.v2&messageId=0&language=en-US Required to View Event Prerequisites Required to Enter Bid 28 April 2022 1. Please review the Department of University Procurement's General Terms and Conditions. 2. Please review the Department of University Procurement's Solicitation Instructions and Conditions. 3. Please review and sign and attached the Invitation to Bid Notice. 4. Please review, sign, and attach the Commonwealth Affidavit on Workers' Compensation. 5. Please complete the attached ITB Vendor Report of KRS Violations. If no violations exist, please mark this sheet N/A and upload a copy for our review. 6. Please complete the attached Resident Bidder Status. If you are not claiming Resident Bidder Status, please mark this form as N/A and upload a copy for our review. 7. By checking this box, I acknowledge that I am responsible for paying and reporting all applicable federal, state, and local taxes. 28 April 202228 April 202228 April 202228 April 202228 April 202228 April 202228 April 2022 Buyer Attachments 1. Addendum #1 (ITB-199-2022) (2).pdf 2. Addendum #2 (ITB-199-2022).pdf.pdf 3. Addendum #3 ITB-199-2022 (SHREDDING SERVICES).pdf 28 April 202228 April 202228 April 202228 April 202228 April 202228 April 2022 https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1062791-1239888325Addendum%20%231%20%28ITB-199-2022%29%20%282%29.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1714228862&Signature=waqQKqGIJ0z1mFWbOp3N7n1zrPs%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1062791-1240690680Addendum%20%232%20%28ITB-199-2022%29.pdf.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1714228862&Signature=kTSOyqWoEXXO2PvYKr4Yyn3iPoU%3D https://s3.amazonaws.com/solutions-selectsite-documents/Sourcingevent/1062791-1242925675Addendum%20%233%20ITB-199-2022%20%28SHREDDING%20SERVICES%29.pdf?AWSAccessKeyId=AKIAJ5HNJE5DFBZ5ONSA&Expires=1714228862&Signature=Opf9Qi%2FttEGzy0T3pum1eCkYCY8%3D Questions Required Questions Group 1: Instructions: 1.1 Have all addenda been downloaded and reviewed prior to submitting a proposal response? 1.2 Is the Offeror willing to extend pricing to other state universities and University affiliate organizations within the Commonwealth of Kentucky? 1.3 Please provide reference information from three (3) previous instances where a similar project or service was performed. Please include Name, Institution Name, Phone Number, and Email Address. 28 April 202228 April 202228 April 202228 April 202228 April 2022 Product Line Items Product Line Items 1. # Item Name, Commodity Code, Description, Brand Allow Alternates Qty. UOM Requested Delivery P1 "Console" Containers (if applicable for permanent option) Yes 1 EA - Each RCY10001 - Recycling If Offeror allows for permanent installation of console type containers, they should provide inclusive pricing including per unit cost for containers of approximately 100lb capacity as well as installation cost. 28 April 202228 April 202228 April 202228 April 2022 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 Shredding Services (Paper Documentation) Yes 1 LB - Pound 7/1/2022 to 6/30/2023 RCY10001 - Recycling Offeror should propose per pound or whole unit cost for shredding of confidential paper documentation per standard-sized "console" type container of approximately 100lbs. S2 Shredding Services (Various Physical Media) Yes 1 LB - Pound 7/1/2022 to 6/30/2023 RCY10001 - Recycling Offeror should provide per pound or whole unit cost for shredding services for various physical storage which could include but may not be limited to: hard drives, CDs, floppy disks, flash drives, tapes, etc. S3 Minimum Per Pick-Up Cost (if applicable) 1 EA - Each 7/1/2022 to 6/30/2023 RCY10001 - Recycling Offeror should propose a minimum cost per container pick up (if applicable). If this is not applicable, please list a line item cost of $0.00 dollars. 28 April 202228 April 202228 April 2022