SHREDDING SERVICES

PCJFS Shredding Services Request for Proposal | 2023 Page 1 of 15 REQUEST FOR PROPOSAL FOR: SHREDDING SERVICES DATE ISSUED: April 21, 2023 DUE DATE FOR PROPOSALS: May 24, 2023 LATE PROPOSALS WILL BE REJECTED For further information regarding this RFP, contact: Lori Hollingshead Perry County Job and Family Services PO Box 311 New Lexington, OH 43764 740-342-0657 lori.hollingshead@jfs.ohio.gov mailto:lori.hollingshead@jfs.ohio.gov PCJFS Shredding Services Request for Proposal | 2023 Page 2 of 15 Table of Contents 1.0 REQUIREMENTS AND SPECIFICATIONS ................................................................... 4 1.1 Introduction and Purpose of the Request for Proposal ........................... 4 1.2 Terms/Abbreviations ..................................................................................... 4 1.3 Scope of Project

............................................................................................ 4 1.4 Services to be Provided ................................................................................ 4 2.0 GENERAL INSTRUCTIONS AND CONDITIONS .......................................................... 5 2.1 General Instructions ...................................................................................... 5 2.2 Contract Period .............................................................................................. 5 2.3 Funding Level for Contract .......................................................................... 5 2.4 Incurring Costs ............................................................................................... 5 2.5 Public Information ......................................................................................... 5 2.6 Proposals are Unconditional ........................................................................ 5 2.7 Calendar of Events ......................................................................................... 6 2.8 Provider Email Address ................................................................................. 6 3.0 PROCEDURES FOR SUBMISSION OF PROPOSALS ................................................... 6 3.1 RFP Availability .............................................................................................. 6 3.2 RFP Deliverable ............................................................................................... 6 3.3 RFP Original and Copies, or Email Submission ........................................... 7 3.4 Inquiries ........................................................................................................... 7 3.5 Revision/Withdrawal of Proposal ................................................................ 7 3.6 Oral Presentations ......................................................................................... 7 3.7 Limitations ....................................................................................................... 7 3.8 Contract Award .............................................................................................. 8 4.0 GENERAL REQUIREMENTS AND PROPOSAL FORMAT ............................................ 8 4.1 Letter of Transmittal ...................................................................................... 8 4.2 Organization and Individual Capabilities .................................................... 8 4.3 Service Components ...................................................................................... 8 4.4 Proposer References ......................................................................................8 4.5 Required Forms .............................................................................................. 8 5.0 PREPARING FOR COST PROPOSAL ............................................................................ 8 5.1 General ............................................................................................................ 8 5.2 Format for Submitting Cost Proposals ........................................................ 9 5.3 Fixed Price Period ........................................................................................... 9 6.0 PROPOSAL SELECTION AND AWARD PROCESS ....................................................... 9 6.1 Preliminary Evaluation .................................................................................. 9 6.2 Scoring Evaluation ......................................................................................... 9 6.3 Right to Reject Proposals and Negotiate Contract Terms ....................... 10 6.4 Evaluation Process ......................................................................................... 10 6.5 Award of Contract .......................................................................................... 10 PCJFS Shredding Services Request for Proposal | 2023 Page 3 of 15 7.0 EVALUATION CRITERIA ............................................................................................... 10 7.1 Mandatory Criteria ........................................................................................ 10 7.2 Scoring ............................................................................................................. 10 8.0 PROTEST PROCEDURE ................................................................................................. 10 8.1 Protests ............................................................................................................ 10 8.2 Caveats ............................................................................................................ 11 ATTACHMENT A: SIGNATURE AFFIDAVIT ....................................................................... 12 ATTACHMENT B: REFERENCE SHEET FORMAT .............................................................. 13 ATTACHMENT C: PROPOSAL EVALUATION SHEET ........................................................ 14 EVALUATION CRITERIA SCORING GUIDE ........................................................................ 15 PCJFS Shredding Services Request for Proposal | 2023 Page 4 of 15 1.0 REQUIREMENTS AND SPECIFICATIONS 1.1 Introduction and Purpose of the Request for Proposal Perry County Department of Job and Family Services (PCJFS) is a combined service agency that administers Public Assistance, Child Support, and Workforce Innovation programs under the general administrative authority of the Board of Perry County Commissioners. The paper materials generated to administer agency programs contain confidential information and need to be safeguarded. PCJFS is seeking a shredding company to properly dispose of confidential paper materials. The purpose of this document is to provide interested parties information, on a fair and competitive basis, and in a manner that will ensure the highest possible quality of services, to enable them to prepare and submit a written proposal for shredding services. PCJFS intends to use the results of this process to award at least one contract for shredding services. Any contract awarded must be approved by the Board of Perry County Commissioners. 1.2 Terms and Abbreviations The following terms and acronyms are used throughout the request for proposal: - Board means the Board of Perry County Commissioners. - CDJFS means County Department of Job and Family Services. - Contractor means the successful proposer awarded the contract. - Department mean the Perry County Department of Job and Family Services. - Proposer means an organization, agency, or individual submitting a written proposal in response to the RFP. - RFP means Request for Proposal. 1.3 Scope of Project PCJFS is seeking a shredding company to dispose of confidential paper materials. The Department estimates that it will require six locked security consoles to remain on-site for the collection and storage of confidential paper materials. The paper materials will need to be picked up by the successful proposer on a monthly basis, or other agreed upon interval, properly destroyed and recycled. PCJFS will require a certificate of destruction sent with each invoice certifying the materials were destroyed, recycled and that reasonable precautions were taken to prevent any unauthorized third party from gaining access to the confidential paper materials. 1.4 Services to be Provided Services to be provided include, but are not limited to, the following: - Provide PCJFS with approximately six lockable containers; - Pick up confidential paper materials monthly or as otherwise agreed; - Provide secure, offsite document destruction; - Recycle the destroyed paper; - Issue a certificate of destruction with each invoice; - Destruction of large quantities of documents upon request. On occasion PCJFS may need to dispose of a large volume of paper at once. Proposals should also include the rate per pound (or rate per box, ie. banker box) that would be charged if the PCJFS Shredding Services Request for Proposal | 2023 Page 5 of 15 Department needed to dispose of a large quantity of paper. Proposal should also state if the Proposer has the capability to provide mobile shredding services at the Department’s location. 2.0 GENERAL INSTRUCTIONS AND CONDITIONS 2.1 General Instructions The evaluation and selection of a contractor and the contract will be based on the information submitted in the proposal plus references and any required oral presentations. Elaborate proposals (i.e., excessive letters of recommendation) beyond that sufficient to present a complete and effective proposal, are neither necessary nor desired. PCJFS and the Board of Perry County Commissioners is not liable for any cost incurred by Proposers who reply to this RFP. 2.2 Contract Period The contract shall be for a period of one year. PCJFS, at its sole discretion, may decide to extend the contract for a term of an additional two years at one year intervals, contingent upon the level of future federal, state and local funding, provider effectiveness and demonstrated need for the services being provided. A contract and any extension require the approval of the PCJFS Director, PCJFS Assistant Director and the Perry County Commissioners. 2.3 Funding Level for Contract PCJFS estimates that the paper materials will need to be picked up on a monthly basis. The successful vendor may invoice for services on a monthly or other agreed upon time frame. PCJFS has budgeted an adequate amount of funds to cover any contract expenditure. Due to a significant portion of the Department’s funding relying on the appropriations of the General Assembly, the budgeted funds should be considered conditional. Actual contract amount is contingent upon the winning proposal, final negotiated cost and availability of funds. 2.4 Incurring Costs Neither the Department nor the County is liable for any cost incurred by proposers in replying to this RFP. 2.5 Public Information All proposals shall be deemed public records within the meaning of Chapter 149 of the Ohio Revised Code. However, the contents of the responses for the RFP will not be deemed public records and will be treated as confidential information until completion of the evaluation process. If a Proposer believes that the RFP requires the disclosure of technical, proprietary, or trade secret information that the Proposer is not willing to make public, such information should not be submitted. No part of the proposal may be designated as confidential. 2.6 Proposal are Unconditional All proposals shall be unconditional. Any proposal that purports to impose conditions not included in this RFP will be deemed non-responsive. PCJFS may, however, waive minor informalities and omissions in a proposal if it decides, in its sole discretion, that such informality or omissions are not prejudicial to interests of PCJFS or to fair competition. The successful PCJFS Shredding Services Request for Proposal | 2023 Page 6 of 15 Proposer will be required to execute the contract acceptable to PCJFS and the County within 10 days after acceptance of the proposal or within such further time as designated by PCJFS. 2.7 Calendar of Events Listed below are specific and estimated dates and times of actions related to this RFP. The actions within specific dates must be completed as indicated unless otherwise changed by PCJFS in the event that PCJFS finds it necessary to change any of the specific dates and times in the calendar of events, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times. Action Item Delivery Date RFP Issued April 21, 2023 Deadline for Receiving RFP Questions May 15, 2023, by 9:00am Deadline for Issuing RFP Answers May 15, 2023, by 3:30pm RFP Deadline May 24, 2023, 12:00pm Proposals Opened May 25, 2023, 8:00am Notification of Intent to Award May 29 thru June 2, 2023 2.8 Provider Email Address All prospective Proposers must provide an email address to PCJFS, by emailing lori.hollingshead@jfs.ohio.gov, in order to receive answers to questions submitted regarding this RFP, updates, material changes, and supplements to this RFP. Proposers are responsible for obtaining any such changes without further action from PCJFS. 3.0 PROCEDURES FOR SUBMISSION OF PROPOSALS 3.1 RFP Availability Copies of this RFP may be obtained by visiting our website www.perryjfs.org, telephone, mail, or email from PCJFS by contacting Lori Hollingshead, 740-342-0657, lori.hollingshead@jfs.ohio.gov. 3.2 RFP Deliverable All proposals must be addressed to and received by PCJFS in the following format: Perry County Job and Family Services ATTN: Shredding Services RFP PO Box 311 New Lexington, OH 43764 - OR - Via email with PDF Attachments to: lori.hollingshead@jfs.ohio.gov All proposals must be received on or before May 24, 2023, NOON. Paper copy Proposals should be clearly marked “Shredding Services RFP”, or email submission’s subject line should read “Shredding Services RFP”. Proposals must be received either via mail or email prior to the specified deadline. All proposals must be time-stamped by the stated time. Proposals not time stamped will not be accepted. All proposals must be packaged, sealed and showing information on the outside of the package: mailto:lori.hollingshead@jfs.ohio.gov http://www.perryjfs.org/ mailto:lori.hollingshead@jfs.ohio.gov mailto:lori.hollingshead@jfs.ohio.gov PCJFS Shredding Services Request for Proposal | 2023 Page 7 of 15 - Proposer’s name and address - RFP title - Proposal due date 3.3 RFP Original and Copies, or Email Submission Each Proposer must submit: HARD COPY: - One original and three (3) copies, packaged and sealed - A separate sealed envelope labeled “Cost Proposal” for hourly rate and expense requirements EMAIL SUBMISSION: - One PDF attachment with proposal - One separate PDF attachment with Cost Proposal (can be included within the same email message) 3.4 Inquiries Written questions concerning this RFP must be submitted and be received by PCJFS no later than the date specified in the Calendar of Events. Questions may be submitted to the address given above or emailed to: lori.hollingshead@jfs.ohio.gov. PCJFS will endeavor, but shall not be required to answer, any such request for information. If PCJFS does respond, the answers will be furnished to all persons/firms who have received copies of this RFP and provided its email address to PCJFS. All answers will be sent to the email address provided by the Proposer. 3.5 Revision/Withdrawal of Proposal Proposals may be corrected, modified, or withdrawn prior to the deadline for submission by submitting the required number of copies of such correction, modification, withdrawal or a new submission, clearly marked on the outside envelope with the appropriate heading, by the deadline listed in this RFP. Proposals may not be withdrawn or modified for a period of sixty (60) days after the opening of the proposals. 3.6 Oral Presentations Selected Proposers may be required to make oral presentations to supplement their proposals, if requested by PCJFS. PCJFS will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the Proposer. Failure of the Proposer to conduct a presentation to PCJFS on the date scheduled will result in rejection of the Proposer’s proposal. 3.7 Limitations The RFP does not commit PCJFS to award a contract to pay any costs incurred in the preparation of a proposal for this RFP, or to procure or contract for services. PCJFS reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with all qualified sources, or to cancel in part or in its entirety, this RFP if it is in the best interest of PCJFS. PCJFS may require the selected organizations to participate in negotiations and to submit any fiscal, technical, or other revisions of their proposals that may result from negotiations.3.8 Contract Award PCJFS may award a cost reimbursement or similar contract based on offers received, without discussion of such offers with the Proposers. Each proposal should, therefore, be submitted in the mailto:lori.hollingshead@jfs.ohio.gov PCJFS Shredding Services Request for Proposal | 2023 Page 8 of 15 most favorable terms from a cost, programmatic, and technical standpoint. However, PCJFS reserves the right to conduct an onsite monitoring review of the Proposer and/or request additional data, oral discussion, or presentation in support of the proposal. 4.0 GENERAL REQUIREMENTS AND PROPOSAL FORMAT The narrative of the proposal must present the following information and be organized with the following headings. Each heading should be separated by tables or otherwise clearly marked. Proposals should be typed (standard typeface, 12-point font) and submitted on 8.5x11 white paper (no less than 1” margins), bound securely. 4.1 Letter of Transmittal On business letterhead paper, prepare a letter transmitting the proposal. The letter should identify the name, phone number, and email address of a key contact person and have the signature of a person with authority to obligate the Proposer. The transmittal letter shall also contain a statement that the proposal is a firm offer for a sixty (60) day period. 4.2 Organizational and Individual Capabilities Provide a current description of your organization. Include your organization’s experience as it relates to the services specified in this RFP. Be specific and identify projects, dates, year of experience and services performed. 4.3 Service Components Describe how you will fulfill the scope and service requirements specified in Section 1.3 and Section 1.4. Provide supporting documentation of cited past performance. Incorporate past experience working with public agencies, including a CDJFS if applicable. 4.5 Proposer References Proposers must include in their proposal a list of organizations, including points of contact (name, address, and telephone number) that can be used as references for work performed in the area of service required. Use the format shown in Attachment B to provide this information. Selected organizations may be contacted to determine the quality of work performed and staff assigned. 4.6 Required Forms To the narrative portion of the proposal, the following forms are required to be attached: - Attachment A: Signature Affidavit - Attachment B: Reference Form 5.0 PREPARING THE COST PROPOSAL 5.1 General The cost proposal should be submitted in a separate sealed envelope with the written proposal, or a separate PDF attachment if submitted via email. Cost proposals will not be opened until the evaluation of the written proposals has been completed by the evaluation committee. The cost proposal will be scored using a standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost. Various costing methodologies and models are PCJFS Shredding Services Request for Proposal | 2023 Page 9 of 15 available to analyze the cost information submitted to determine the potential value to be derived by PCJFS. PCJFS will select one method and use it consistently throughout the evaluation. 5.2 Format for Submitting Cost Proposals The Proposer should submit a cost proposal that clearly identifies all fees to be charged for the requested services. The cost proposal may be based on a monthly fee per security console or other billing method used by the proposer. If the cost proposal is per security console, the proposer should also include the rate that would be charged if PCJFS needed to dispose of a large volume of paper at once. 5.3 Fixed Price Period All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for sixty (60) calendar days starting on the due date for the proposals. 6.0 PROPOSAL SELECTION AND AWARD PROCESS 6.1 Preliminary Evaluation A preliminary review of all proposals submitted on time will be completed to ensure the proposal adheres to the mandatory requirements specified in the RFP. Proposals that meet the mandatory requirements will be deemed qualified. Those that do not, shall be deemed non- qualified. Non-qualified proposals may be rejected at the discretion of PCJFS. In the event that all Proposers do not meet one or more of the mandatory requirements, PCJFS reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the RFP. Qualified proposals in response to this RFP must contain the following mandatory requirements: a. Timely Submission – the proposal is received at the address designated above, or received via email, no later than the specified deadline. Proposals mailed but not received at the designated location shall be deemed non-qualified and rejected. b. Transmittal Letter c. Responses to Service Components d. Experience and Capabilities e. Cost Proposal f. Signature Affidavit g. References 6.2 Scoring Evaluation Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request oral presentations, and use the results in scoring the proposals. 6.3 Right to Reject Proposals and Negotiate Contract Terms PCJFS reserves the right to accept or reject any and all proposals or reflect any part thereof. Further, PCJFS reserves the right to negotiate the terms of the contract, including the award PCJFS Shredding Services Request for Proposal | 2023 Page 10 of 15 amount, with the selected Proposer prior to entering into such a contract. If contract negotiations cannot be concluded successfully with the highest scoring Proposer, PCJFS may negotiate a contract with the next highest scoring Proposer. 6.4 Evaluation Process PCJFS reserves the right to interview or to seek additional information related to criteria already in the RFP from any candidate after opening the proposals, but before entering into a contract, to reject any proposal if it deems it to be in the best interest of PCJFS, and to award a contract to the next qualified Proposer. PCJFS reserves the right to check references identified by any Proposer or associated with any previous employer of any employee of the Proposer identified in the proposal. Based upon the results of the evaluation, PCJFS will select the proposal deemed to be most advantageous, with price and other factors considered. PCJFS reserves the right to award a contract based on considerations other than price. 6.5 Award of Contract PCJFS will prepare a contract with the successful Proposer and recommend its approval by the Board of Perry County Commissioners. 7.0 EVALUATION CRITERIA 7.1 Mandatory Criteria PCJFS will evaluate the proposals based on the required criteria listed in the RFP. 7.2 Scoring Proposers will receive scores based on two categories: 1. Experience and Capabilities 2. Cost See Attachment C for the evaluation scoring sheet that will be utilized to score the proposals. 8.0 PROTEST PROCEDURE 8.1 Protests Any potential, or actual, Proposer objecting to the award of a contract resulting from the issuance of this RFP may file a protest of the award of the contract, or any other matter relating to the process of soliciting the proposals. The protest shall be in writing and contain the following: A. A protest may be filed by a prospective or actual bidder objecting to the award of a contract resulting from this RFP. The protest shall be in writing and shall contain the following information: a. The name, address and telephone number of the protestor. b. A detailed statement of the legal and factual grounds for the protest, including copies of any relevant documents. c. A request for a ruling by PCJFS. d. A statement as to the form of relief requested from PCJFS. PCJFS Shredding Services Request for Proposal | 2023 Page 11 of 15 e. Any other information the protestor believes to be essential to the determination of the factual and legal questions at issue in the written protest. B. A timely protest shall be considered by PCJFS if it is received within the following periods: a. A protest based upon alleged improprieties in the issuance of the RFP or any other event preceding the closing date for receipt of proposals which are apparent or should be apparent prior to the closing date for the receipt of proposals shall be filed no later than 1:00pm on the closing date for the receipt of proposals, as specified in the Calendar of Events, of this RFP. b. If the protest relates to the announced intent to award a contract, the protest shall be filed no later than 1:00pm of the fifth (5th) calendar days after the notification of intent to award date as specified in the Calendar of Events of this RFP. C. An untimely protest may be considered by PCJFS if it determined that the protest raises issues significant to PCJFS’s procurement system. An untimely protest is one received by PCJFS after the time period mentioned in item B of this section. D. All protests must be filed at the following location: Perry County Job and Family Services 5454 State Route 37 E PO Box 311 New Lexington, OH 43764 lori.hollingshead@jfs.ohio.gov E. When a timely protest is filed, a contract award will not proceed until a decision on the protest is issued or the matter is otherwise resolved, unless PCJFS determines that a delay will severely disadvantage PCJFS. The Proposer(s) who would have been awarded the contract shall be notified in receipt of the protest. F. PCJFS will issue a written decision on all timely protests and shall notify any vendor who filed an untimely protest as to whether or not the protest will be considered. 8.2 Caveats PCJFS is under no obligation to issue a contract as a result of this solicitation if, in the opinion of PCJFS, none of the proposals are responsive to the objectives and needs of PCJFS. PCJFS reserves the right to not select any vendor should PCJFS decide not to proceed. Changes in this RFP of a material nature will be provided to the email address provided to PCJFS. All Proposers are responsible for supplying PCJFS with a valid email address and for obtaining any such changes without further notice by PCJFS. ATTACHMENT A SIGNATURE AFFIDAVIT mailto:lori.hollingshead@jfs.ohio.gov PCJFS Shredding Services Request for Proposal | 2023 Page 12 of 15 In signing this proposal, I/we also certify that I/we have not either directly or indirectly entered into any agreement or participated in any collusion or otherwise taken any action in restrain of free competition, that no attempt has been made to induce any other person or firm to submit or not to submit a proposal, that this proposal has been independently arrived at without collusion with any other proposer competitor or proposals to any other proposer or competitor, that the above statement is accurate under penalty of perjury. The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and specifications required by PCJFS in this request for proposal, and declare that the attached proposal and pricing are in conformity therein. __________________________________ ___________________ SIGNATURE DATE __________________________________ NAME (Type or Print) __________________________________ ___________________ ORGANIZATION TITLE ___________________________________________________________________ ADDRESS __________________________________ ___________________ EMAIL PHONE ATTACHMENT B REFERENCE SHEET FORMAT PCJFS Shredding Services Request for Proposal | 2023 Page 13 of 15 FOR PROPOSER: Provide organization’s name, address, and contact person, telephone number, and appropriate information on the services provided within the past five years with requirements similar to those included in this RFP. ORGANIZATION REFERENCE 1: BUSINESS NAME ADDRESS CONTACT PERSON PHONE SERVICES PERFORMED ORGANIZATION REFERENCE 2: BUSINESS NAME ADDRESS CONTACT PERSON PHONE SERVICES PERFORMED ORGANIZATION REFERENCE 3: BUSINESS NAME ADDRESS CONTACT PERSON PHONE SERVICES PERFORMED ATTACHMENT C PROPOSAL EVALUATION SHEET PCJFS Shredding Services Request for Proposal | 2023 Page 14 of 15 PROPOSAL SUBMITTED BY: ______________________________________________________ COMPLIANCE CHECKLIST FOR PROPOSAL ACCEPTANCE: o Submitted by Deadline o Submitted in Proper Manner o One Original and Three Copies – OR – o Email Submission o RFP Formatted Correctly o Experience and Capabilities o Proposal Narrative Response to Service Components o Cost Proposal Submitted in a Separate Sealed Envelope (or separate PDF attachment) o Required Attachments o Signature Affidavit o References EVALUATOR’S ASSESSMENT o Responsive o Non-Responsive Evaluator’s Name: ___________________________________ EVALUATION CRITERIA RFP for Shredding Services PCJFS Shredding Services Request for Proposal | 2023 Page 15 of 15 Name of Proposer: ______________________________________________________________ Experience and Capabilities – Maximum 50 Points 1. Able to provide lockable security containers. 10 points 2. Ability to provide secure, offsite document destruction. 10 points 3. Destroyed paper will be recycled. 10 points 4. Ability to accommodate a large disposal of paper if needed. 10 points 5. Ability to provide on-site shredding if needed. 10 points Total Points Awarded in Experience and Capabilities (50 Max.) _______ Price and Cost – Maximum 50 Points 1. Proposer’s budget is in the required format (includes at minimum a 10 points standard rate for the security consoles and a rate for disposing large quantities at once). 2. Proposer’s rate does not exceed the cost analysis (Deduct 5 points for 25 points every 5 dollars the proposal exceeds the cost analysis). 3. Overall cost effectiveness of proposer’s budget (assess any additional 15 points expenses or fees included in the proposed rate). Total Points Awarded in Price and Cost (50 Max.) _______ GRAND TOTAL POINTS AWARDED (100 Max.) _______ Comments: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ _____________________________________ _____________________ Signature of Evaluator Date