REQUEST FOR PROPOSALS

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1 REQUEST FOR PROPOSALS December 15, 2014 Secured Document Shredding Services Project Due 10:00 AM CST/CDT Tuesday, January 20, 2015 Company Name: Contact Information: Printed Name & Title Address, City, State Phone Number

2 *Please mark the outside of your return envelope: TO: EAST CENTRAL COLLEGE 1964 Prairie Dell Road, Union MO PH: (636) FAX: (636) DUE: 10:00 AM, January 20, 2015 Questions concerning this Request for Proposals must be received by fax or no later than 10:00 AM January 5, Proposals must be received January 20, 2015, No later than 10:00 AM CST/CDT. DIRECT CONTACT WITH EAST CENTRAL COLLEGE BOARD OF TRUSTEES IS PROHIBITED. INSTRUCTIONS AND CONDITIONS: Please quote the lowest net price at which you agree to furnish the service listed. Please send 3 copies of this bid response sheet and descriptive folders giving trade names, specifications, and related information on items bid. Samples may be sent to further describe the merchandise in question. VERIFY YOUR PROPOSAL BEFORE SUBMISSION AS THEY CANNOT BE WITHDRAWN OR CORRECTED AFTER BEING OPENED. The College is exempt from the Missouri State Tax. The College is a state funded institution and requires all bids to be submitted as prevailing wage. Franklin County is listed under section 36 in the Missouri Statute. East Central College is not responsible for Request for Proposals lost in transit or received after time of quotation closing. It is the vendor s responsibility to confirm receipt of their proposal by the Purchasing Department. WE WILL ACCEPT ONLY SEALED WRITTEN BIDS; VERBAL QUOTES OR BIDS SUBMITTED VIA FAX, , OR ANY OTHER MEANS WILL NOT BE ACCEPTED. ALL PRODUCT DESCRIPTION, FEATURES, CHARACTERISTICS AND PRICING ASSOCIATED WITH THIS SERVICE MUST BE DETAILED IN THE BID. EAST CENTRAL COLLEGE RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS, WAVE MINOR IRREGULARITIES, CONSIDER MINOR VARIATIONS TO SPECIFICATIONS THAT ARE CLEARLY DETAILED, AND ACCEPT THE LOWEST BID WHICH APPEARS TO BE IN THE BEST INTEREST OF THE COLLEGE. Item# Qty Description Total Cost See Attachment A *Return this form to East Central College Purchasing Department with Unit Price and Extension Total indicated. East Central College reserves the right to purchase by individual item. All prices quoted shall be F.O.B. East Central College, Union, Missouri or to any East Central College off-campus location when indicated. All prices quoted shall be valid for a minimum of 90 days from closing date of request for proposal. We agree to furnish the above material and service for delivery as specified, at prices shown opposite each item. This form must be completely filled out and signed, or it will not be accepted. IT IS REQUIRED THAT THE VENDOR READ AND FOLLOW ALL INSTRUCTIONS ON THIS FORM. FAILURE TO DO SO IS SUFFICIENT CAUSE FOR REJECTION. THIS IS NOT AN ORDER Date: Name of Firm Signature & Title 2

3 Proposals must be received no later than 10:00 AM CST/CDT. Please send 3 Copies of the bid response sheet descriptive folders giving trade names, specifications and related information on items quoted. PROJECT TIMELINE December 15, 2014 Request for Proposals released to public December 13-14, & 17, 2014 Invitation to Issue Request for Proposals advertise January 5, 2015 January 20, 2015 January 20, 2015 February 2, 2015 Questions and inquiries concerning this Request for Proposals must be submitted not later than 10:00 AM: Fax: melissa.popp@eastcentral.edu Bids due by 10:00 AM, CST/CDT to: Melissa Popp, Purchasing Manager 1964 Prairie Dell Road Union, MO Attn: Secured Document Shredding Services Mail an original and two copies of the bid. RFP s publicly opened and read aloud, 10:05 AM, Buescher Hall, 2 nd Floor, Room 262 Recommendations submitted to the College Board of Trustees for Approval and Award. It is the responsibility of each vendor to inquire about and clarify any requirement of this solicitation that is not understood. The College will not be bound by oral explanations as to the meaning of specifications or language contained in this solicitation. All inquiries and questions deemed to be substantive in nature must be in writing and submitted as stated in timeline. Please provide business name, contact, telephone number, address and fax number on inquires. A copy of all queries and the respective responses will be provided in the form of an addendum to all vendors who have indicated an interest in responding to this solicitation. Your signature on the proposal cover sheet certifies that you fully understand all facets of this solicitation. Questions may be sent by FAX to or to melissa.popp@eastcentral.edu. ALL SERVICE DESCRIPTION, FEATURES, CHARACTERISTICS AND PRICING ASSOCIATED WITH THIS PROPOSAL MUST BE DETAILED IN THE BID. 3

4 General Background East Central College (the College) is a two-year comprehensive community college located in Union, Missouri. Satellite locations are operated in Washington, Sullivan, and Rolla, Missouri. The College is seeking proposals for the shredding and disposal of confidential paper records. In addition, the College is seeking optional pricing for hard drive destruction. Scope of Work Contracted vendor will be responsible for collecting records from the College locations, weighing the records using a certified scale, destroying by the methods outlined in these specifications, disposing of the materials and providing a Certificate of Destruction. A unique tracking/identification number must be assigned for each pick-up and recorded on a receipt given to the College representative at the time of pick-up. This number should appear on invoices and will also be used to verify Certificates of Destruction. The receipt is to include the name of contractor s service representative, date of pick up, number of containers and overall total weight, description of records, the Contractor s tracking number and is to be signed by the College representative upon pickup. A sample receipt must be included in your bid proposal. Contractor must provide regularly scheduled pick-up services in addition to on-call services. All on-call services must take place no longer than three business days after request, unless otherwise specified by the College. All shredding is to be either cross cut to a maximum size no greater than ¾ inch or pulverized in compliance with the National Association for Information Destruction, Inc. (NAID) guidelines. Records may contain paper clips and staples. Upon request, Contractor must allow a College representative to witness collection, hauling, weighing and/or the records destruction. College Service Addresses Shredding services will be conducted at the following locations: 1. East Central College, 1964 Prairie Dell Road, Union, MO East Central College, Southwest Area Center, 11 North Clark, Sullivan, MO East Central College, Rolla Technical Center, 500 Forum Drive, Rolla, MO East Central College, Rolla North Campus, 2303 N. Bishop Drive, Rolla, MO East Central College, Four Rivers Career Center, 1978 Image Drive, Ste. A, Washington, MO

5 Containers Contractor must supply secure collection containers at no additional cost to the College. Container must have a drop slot, be key-locked with a deadbolt lock and be clearly labeled as to their intended use. A minimum of two spare keys must available to designated College representative at each College location. Locked secure containers may not accommodate the volume in some College departments so alternate storage containers may be required. All non-locking containers must have secure lids to provide a safeguard for the contents. Contractor will be required to work with end user in determining, and providing, appropriate size containers. Confidentiality Contractor and contractor s personnel are prohibited from reading or copying all, or any portion of, the materials at any time. Contractor s personnel are required to have signed a confidentiality statement guaranteeing non-disclosure of information. If any violation of confidentiality of records belonging to any customer of the contractor occurs, the College is to be notified upon discovery of the occurrence. To the extent that any contractor may have access to any report, tax return or other information received by a state agency in connection with the administration of the tax laws of the State, the contractor specifically shall comply with the Missouri Revised Statutes, Section Any person making unlawful disclosure of information in violation of such section shall, upon conviction, be guilty of a Class D felony. While not mandatory, contractors are strongly urges to enforce a policy of immediate dismissal for any violation of confidentiality. The College reserves the right to required replacement of any contractor s employee assigned to the College. Security of Records All contractors personnel assigned to perform services under this contract must wear a photo identification badge and a uniform identifying the name of the contractor. Employees must pass criminal record and background checks in addition to driving record and license checks if operating a contractor s vehicle. While in the custody of contractor, materials must always be attended or secured from unauthorized access. All vehicles used to remove records shall have a secure, lockable and fully enclosed method of transporting documents from the point of pickup to the contractor s facility. If taken off-site, records are to be shredded no later than 24 hours form the time of pickup. A Certificate of Destruction is to be faxed or ed to the College representative the day that the destruction occurs. 5

6 Certificate of Destruction Contractor must provide a Certificate of Destruction for all records collected. At a minimum, the Certificate must include the following: 1. Date, time and location of pickup 2. Name of Service Representative 3. Date of Shredding 4. Weight of records destroyed 5. Tracking or identification number unique to the pickup Bidders must submit a sample copy of their Certificate of Destruction with their bid. Contractor s Facility Facility must be secure with an alarm system that is monitored 24 hours a day. There must be either surveillance or closed circuit cameras installed and operational at all access points and in any areas where records are maintained or processed. No unauthorized access to areas where records are being stored until destroyed, or to the destruction site, is to be allowed. Non-employees of the contractor, such as visitors intending to witness document destruction, must be required to sign a log with their name and time of arrival and record the time of their departure. Site Inspection Prior to award, the College reserves the right make a site inspection of the bidder s facility including all work and storage areas. A demonstration of destruction methods and equipment will be required on the initial site visit. Additional, unscheduled, site visit by the College may occur at any time during the term of the contract. Reporting The contractor will be required to provide quarterly reports indicating the amount of records destroyed for each college location. References All bidders must supply a list of at least three (3) current customers for whom they destroy a minimum of 1000 pounds per month. Reference list should include Business Name, Contact Person, Phone Number and address. 6

7 Term of Contract Contract will be for three (3) years with the option to renew for two additional one-year periods at the same terms, conditions and prices, if mutually agreeable. Insurance Requirements and Liability Each bidder or respondent to the RFP who may have employees, contractors or agents working on the College properties shall provide copies of current certificates for general and professional liability insurance and for workers compensation of a minimum of $1,000,000. Acceptance of Proposal The College reserves the right in evaluating any proposal to consider all factors it deems relevant. The College further reserves the right to accept or reject any or all proposals, to waive any irregularities or informalities, and to negotiate the proposal in the best interest of the College. Neither the College nor any agent thereof on behalf of the College will be obligated in any way by any proposal s response to this request. Proposal Deadline To be considered for selection, proposals must arrive at the College located on 1964 Prairie Dell Road, Union, MO 63084, by 10:00 am CDT on or before January 19, All proposals must be submitted to the Purchasing Manager s office, room BH 263. It is the proposer s responsibility to ensure that all proposal deliveries arrive on or before the proposal date and time deadline. All late proposals will be rejected and therefore not eligible for selection. The proposal shall be mailed to: East Central College Melissa Popp, Purchasing Manager 1964 Prairie Dell Road Union, MO Attn: Secured Document Shredding Services Number of Copies of Proposal One (1) original and two (2) copies of the proposal will be submitted in a sealed container clearly marked with the name of the proposal, one (1) of the copies shall be marked Original and will contain original signatures. The remaining copies do not require original signatures. Bid Pricing See Attachment A. Optional Pricing The College is seeking additional bid pricing for hard drive destruction. See Attachment A. 7

8 Attachment A Bid Sheet 8

9 Attachment A Bid Sheet Description Unit Price Location Scheduled Pick-up, Under 500 lbs. Scheduled Pick-up, 500 On-Call Pick-up, Under 500 lbs. On-Call Pick-up, 500 On-Call Pick-up, greater than Scheduled Pick-up, ECC-Southwest Area Center Under 500 lbs. 11 North Clark, Sullivan, MO Scheduled Pick-up, 500 ECC-Southwest Area Center 11 North Clark, Sullivan, MO On-Call Pick-up, Under ECC-Southwest Area Center 500 lbs. 11 North Clark, Sullivan, MO On-Call Pick-up, 500 ECC-Southwest Area Center 11 North Clark, Sullivan, MO Scheduled Pick-up, ECC-RTC Campus, Under 500 lbs. 500 Forum Drive, Rolla, MO Scheduled Pick-up, 500 ECC-RTC Campus, 500 Forum Drive, Rolla, MO On-Call Pick-up, Under ECC-RTC Campus, 500 lbs. 500 Forum Drive, Rolla, MO On-Call Pick-up, 500 ECC-RTC Campus, 500 Forum Drive, Rolla, MO Scheduled Pick-up, ECC-Rolla North Campus, Under 500 lbs N. Bishop, Rolla, MO Scheduled Pick-up, 500 ECC-Rolla North Campus, 2303 N. Bishop, Rolla, MO On-Call Pick-up, Under ECC-Rolla North Campus, 500 lbs N. Bishop, Rolla, MO On-Call Pick-up, 500 ECC-Rolla North Campus, 2303 N. Bishop, Rolla, MO Scheduled Pick-up, ECC-FRCC Campus Under 500 lbs Image Drive, Washington, MO Scheduled Pick-up, 500 ECC-FRCC Campus 1978 Image Drive, Washington, MO

10 Attachment A Bid Sheet Description Unit Price Location On-Call Pick-up, Under ECC-FRCC Campus 500 lbs Image Drive, Washington, MO On-Call Pick-up, 500 ECC-FRCC Campus 1978 Image Drive, Washington, MO Optional Pricing Description Unit Price Location Hard Drive Destruction, Each On-Call Pick-up Include any additional pricing for other associated costs not listed on the bid sheet, this may include but not limited to a minimum charge for services at each location. 10

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