JEFFERSON COUNTYCOMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL35203

(205) 325-5381

PRINCIPAL BUYER: DOROTHEA ROBINSON SEPTEMBER 13, 2016 PURCHASING AGENT: MICHAEL MATTHEWS MUNIS ITB 16097 (ITB NO: 131-16)

TO: / Prospective Bidders
INVITATION FOR BID NUMBER: / 131-16 (Full document can be viewed and downloaded at )
SEPARATE SEALED BIDS FOR : / ON SITE SHREDDING SERVICE
INVITATION TO BID RESPONSES WILL BE RECEIVED BY: / Dorothea Robinson, Principal Buyer
Room 830, 716 Richard Arrington Jr. Blvd North
Birmingham, AL 35203-0009
***IMPORTANT SOLICITATION DATES***
BID DUE DATE: / BID OPENING DATE:
SEPTEMBER 26, 2016
BY 11:30 PM (CST) / SEPTEMBER 27, 2016
2:00 PM (CST)
PARTICIPANTS MUST SUBMIT BID ONLINE AT
INSTRUCTIONS ARE LOCATED IN THE VSS “RESOURCES SECTION” OR CAN BE OBTAINED BY CONTACTING THE BUYER LISTED WITHIN THIS DOCUMENT.
VENDORS MUST BE REGISTERED IN MUNIS/VENDOR SELF SERVICE TO ACCESS BID 16097 (ITB #131-16)
BID OPENING WILL BE HELD AT:
Jefferson County Courthouse
Purchasing Department, Room 830
716 Richard Arrington Jr. Blvd North
Birmingham, Alabama 35203-0009
NOTIFICATION OF INTENT
All recipients of this solicitation notice must indicate intent to submit a bid no later than September 22, 2016 by 5:00P.M, CST. Those vendors submitting a Notification of Intent will be sent any related addendum, answers to inquiries, Excel Pricing Spreadsheet, etc. pertaining to this ITB. Notification of intent must be e-mailed toDorothea Robinsonat .
TELEPHONE INQUIRIES – NOT ACCEPTED
Telephone inquiries with questions regarding clarification of any and all specifications of the ITB will not be accepted. All questions must be e-mailed to Dorothea Robinson at .
Submissions may be withdrawn, modified, and resubmitted prior to the formal bid opening due date. Any submission modification(s) submitted after the “Bid Opening Due Date” may not be considered.
The County reserves the right to accept or reject any or all bids, or any part of any bid, and to waive any informalities or irregularities in the bid.
All costs incurred by the company to respond to this solicitation will be wholly the responsibility of the Bidder. All copies and contents of the bid, attachments, and explanations thereto submitted in response to this ITB, except copyrighted material, shall become the property of the Jefferson County Commission regardless of the Consultant selected. Response to this solicitation does not constitute an agreement between the Bidder and the County.
The County is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the County, or any other means of delivery employed by the bidder. Similarly, the County is not responsible for, and will not open, any bid responses which are received later than the date and time indicated above. Late bid responses will be retained in the bid file, unopened.
Released by:
______

PURCHASING ASSOCIATION OF CENTRAL ALABAMA

TO ALL BIDDERS:

The attached ITB/RFP presents a cooperative bid/proposal for the Purchasing Association of Central Alabama (PACA) members below:

Page 1 of 24

JEFFERSON COUNTYCOMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL35203

(205) 325-5381

PRINCIPAL BUYER: DOROTHEA ROBINSON SEPTEMBER 13, 2016 PURCHASING AGENT: MICHAEL MATTHEWS MUNIS ITB 16097 (ITB NO: 131-16)

Alabama School of Fine Arts

Alabaster Board of Education

Bessemer, City of

Bessemer Board of Education

Birmingham Board of Education

Birmingham-Jefferson Civic Center

Birmingham Public Library

Birmingport Fire Districts

Blount County Board of Education

Cahaba Valley Fire & Rescue

Center Point, City of

Center Point Fire District

Chelsea, City of

Chilton/Shelby Mental Health Board

Clay, City of

Concord Fire Department

Eastern Valley Volunteer Fire Dept.

Fairfield Board of Education

Forestdale Fire Department

Four Mile Fire Department

Fultondale, City of

Glennwood Fire District

Gardendale, City of

Helena, City of

Homewood, City of

Homewood Board of Education

Hoover, City of

Hueytown, City of

Indian Ford Fire District

Irondale, City of

JeffersonCounty 911 Emergency

Communication District, Inc.

JeffersonCounty Board of Education

Jefferson County Assisted Housing Corp

Jefferson County Economic & Industrial Development Authority (JCEIDA)

Jefferson CountyHousing Authority

JeffersonCounty Library Coop

JeffersonStateCommunity College

Kimberly, Town of

Lawson State Community College

Leeds Board of Education

Leeds, City of

McAdory Fire Departments

Midfield, City of

Midfield Board of Education

MinorHeights Fire Department

Morris, Town of

Mountain Brook, City of

Mountain Brook Board of Education

North Shelby Fire Department

Palmerdale Fire Department

Pelham, City of

Pelham Board of Education

Pell City School System

Pinson, City of

Pleasant Grove, City of

Rocky Ridge Fire/Rescue

Shannon Fire Department

ShelbyCounty Board of Education

St. Clair County Board of Education

Tarrant, City of

TarrantCity Board of Education

Trussville Board of Education

Trussville Volunteer Fire Department

Tuscaloosa City Schools

TuscaloosaCounty Board of Education

TuscaloosaCountyCommission

Vestavia Hills, City of

Vestavia Hills Board of Education

Walker County Board of Education

Warrior, City of

WarriorRiver Fire & Rescue Service

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JEFFERSON COUNTYCOMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL35203

(205) 325-5381

PRINCIPAL BUYER: DOROTHEA ROBINSON SEPTEMBER 13, 2016 PURCHASING AGENT: MICHAEL MATTHEWS MUNIS ITB 16097 (ITB NO: 131-16)

Other government entities and all school systems within JeffersonCounty and counties adjoining thereto may elect to participate in this cooperative bid. Vendors must agree that if any additional government entity does join the Association, vendors shall honor prices on this Invitation to Bid for those additional entities that may join the Association.

ITB/RFP #:MUNIS ITB 16097 (ITB131-16)

Commodity: “ON-SITE SHREDDING SERVICES”

Principal Buyer:DOROTHEA ROBINSON

Telephone:(205) 325-5381

The proposal award will be made by the Jefferson County Commission on behalf of the Association in accordance with the provision of the intergovernmental agreement between the Jefferson County Commission and the members of the Association. Each participating governmental entity of the Association will be responsible for issuing its own purchase orders, delivery instructions, invoicing, insurance requirements, and issue its own tax exemption certificate as required by vendors.

This cover letter is considered an integral part of this Request for Proposal document and shall be included by reference into any contract.

Acknowledged by

______

Vendor Name Authorized Signature/Title

Page 1 of 24

JEFFERSON COUNTY COMMISSION

PURCHASING DEPARTMENT

ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N

BIRMINGHAM, AL35203

(205) 325-5381

PRINCIPAL BUYER: DOROTHEA ROBINSON SEPTEMBER 13, 2016 PURCHASING AGENT: MICHAEL MATTHEWS MUNIS ITB 16097 (ITB NO: 131-16)


INVITATION TO BID

# 131-16

“ON-SITE SHREDDING SERVICE”

DOROTHEA ROBINSON, PRINCIPAL BUYER

Room 830*716 Richard Arrington Jr. Blvd North

Birmingham, Alabama 35203

Phone: (205) 325-5381

Email:

INVITATION TO BID

Sealed BIDS, one (1) original and (2) copies marked“ONSITE SHREDDING SERVICE” will be received by the Purchasing Manager, Room 830 * 716 Richard Arrington Jr. Blvd North, Birmingham, Alabama.

Bids will be accepted until 11:30 P.M. Central Time (standard or daylight savings time, as applicable) on SEPTEMBER 26, 2016. Bids submitted after this date may be considered if determined to be in the best interest of JeffersonCounty.

Bids will be opened at 2:00 P.M. (CST) on SEPTEMBER 27, 2016.

TERMS OF CONTRACT

Any contract resulting from this ITB will become effective upon ITB award (or within 30 days of award notification and approval by the CountyCommission). The term of this contract shall be for one year with an option of two (2) consecutive, additional one-year periods. Or it can be awarded as a 3 year contract with a 30 day cancellation.

STATEMENT OF PURPOSE

Jefferson County Commission is seeking BIDS from qualified firms and/or individuals to provide “ON-SITE SHREDDING SERVICE” for County Departments and other entities in accordance with the terms, conditions, and specifications contained in the Invitation To Bid (ITB). This ITB provides interested parties with sufficient information to enable them to prepare and submit a response for consideration by the County. By submitting a response, you are affirming that you (in the case of individuals) and/or your organization are interested in contracting with the County to provide services covered herein.

This document serves a two-fold purpose in that it is the County’s document of record showing our specifications, terms and conditions, besides the purchase order, that will be executed with regard to the purchase of the services requested herein.

TELEGRAPHIC/ELECTRONICRESPONSES

Bid responses sent by electronic devices (i.e., facsimile machines and email) are not acceptable and will be rejected upon receipt. Vendors will be expected to allow adequate time for delivery of their Bid responses either by airfreight, postal services, or by other means.

NOTIFICATION OF INTENT

All recipients of this ITB are asked to return a letter of Notification of Intent indicating that they intend to submit a bid. Only those vendors submitting the Notification of Intent will be advised of any clarifications, addendum, answers to inquiries, etc., pertaining to this ITB. Notification of intent must be faxed or e-mailed no later than September 22, 2016 to.

TELEPHONE INQUIRIES

Telephone inquires with questions regarding clarification of any and all specifications of this invitation to bid will be not accepted. All questions will be written and faxed or e-mailed to Dorothea Robinson, Jefferson County Purchasing Department (fax 205-214-4034) or no later than the end of the business September 23, 2016. Correspondence with individuals other than those listed herein will not be allowed.

INTERPRETATIONS AND ADDENDA

No interpretation or modification made to any respondent as to the meaning of the ITB shall be binding on the County unless submitted in writing and distributed as an addendum by the Jefferson County Purchasing Department. Interpretations and/or clarifications shall be requested in writing and directed to Dorothea Robinson, Jefferson County Purchasing Division, 830 Courthouse, 716 Richard Arrington Jr. Blvd. North, Birmingham, AL 35203, (Fax 205 214-4034) or (email: ). Verbal information obtained otherwise will not be considered in awarding of contract. All addenda shall become part of the ITB.

INVITATION TO BID continued

SPECIFIC REQUIREMENTS

  • Documents/Media to be shredded includes, but is not limited to: Carbon paper, colored paper, computer paper, fax paper, glossy paper, invoice paper, laser print-outs, ledger paper, letterhead, stationary, NCR paper, transparencies, post-it notes, window envelopes, microfilm/microfiche, CD-ROM/DVD’s, uniforms, plastic credit and ID cards, floppy disks, video and audio cassettes. Binders, paper clips and staples must be accepted for destruction/shredding.
  • Description of Documents to be shredded includes, but is not limited to, accounts payable/receivable invoices, client/customer needs, confidential finance information, price lists, ballots, business correspondence, contracts, bids and quotations, inventory lists, personnel records, patient records, arbitration/grievance files, legal documents, job applications, maps and blueprints, permit applications, cancelled and blank checks, insurance forms and records, bank statements, patient application materials, medical records, computer printouts payroll records, billing statements, and personal information containing social security numbers, credit card numbers, bank account information, or any other personal or proprietary information.
  • Document destruction/shredding must be performed onsite at the requesting department’s location.
  • Upon completion of each job, vendor must provide customer with a Certificate of Destruction.
  • Shredding Size - Shredding must be performed at high-security standards and mustmeet NAID’s standards for paper/printed media (Pierce & Tear) and micro media and must meet all HIPAA and FACTA requirements. Materials must be shred so that any information contained within the materials destroyed cannot be read or reconstructed.
  • Vendor must provide, maintain, and replace, free of charge, at least 75 security (locking) containers with a drop mail slot in a neutral color for the collection and storage of the department’s “Confidential Materials” for the Jefferson
  • Health System (See Information on Pg 6)
  • Final Disposition of Destroyed/Shredded Materials - All materials destroyed or shredded under this contract must be recycled – sending shredded materials to the landfill is not acceptable. Written documentation of final disposition may be requested by the Jefferson County Purchasing Department and the vendor must furnish said documentation within two weeks of request.
  • Vendor must maintain throughout the duration of this contract a AAA Certification from NAID (National Association for Information Destruction, Inc.)or equivalent organization.
  • Maintenance of Records - Awarded vendor shall maintain documentation of all charges against Jefferson County. Thebooks, records, and documents relating to this contract, insofar as they relate to work performed or money received under the contract, shall be maintained for a period of three (3) full years from the date of the final payment and will be subject to audit, at any reasonable time and upon notice by the County or its duly appointed representative. The records shall be maintained in accordance with generally accepted accounting principles.
  • Permits, Codes, Regulations, and Payment of All Taxes - All services performed will comply with City, County, State and Federal Codes and regulations. Successful bidder will obtain and pay for all permits necessary (i.e., business license, payment of taxes (Federal, State, Local, etc.).
  • Capability/Requirements Form -Attachment A on Pages 7, 8 & 9 of this bid must be completed and submitted with the bid or bid will not be evaluated for award of this contract.
  • Awarded vendor must be willing to inform the Jefferson County Commission and/or any PACA member of any significant breaches in confidentiality regulations that occur during their performance of this contract and mitigate said breaches.

INVITATION TO BID continued

INFORMATION REGARDING JEFFERSON COUNTY PERSONNEL BOARD

The Personnel Board is located in the 2121 Building (8th Avenue, North in Birmingham) and will require containers in multiple locations.

STATEMENT OF CONFIDENTIALITY

HIPAA regulations have stringent guidelines for the handling of this information that must be followed. All documents with PHI must be protected, for example, shredding paper documents and deleting and erasing electronic records and their backup files. Destruction of these documents and media are needed to assure the protection of the many confidential documents at the Jefferson Health System. Bidder agrees that any information accessed or gained in performance of those duties will be maintained in absolute confidence and will not be released, discussed, or made known to any party or parties for any reason whatsoever, except as required in the conduct of duties required, or where disclosure is required by law or mandated by a court of law. In addition, Bidder shall agree that he/it understands and complies with all the provisions of the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and that he/it has in place operating procedures which reflect HIPAA compliance. Awarded vendor may be required to sign a statement regarding confidentiality and disclosure.

BID EVALUATION/AWARD

Will be based on consideration of the following and will be performed in a manner that is in the best interest of the Jefferson County Commission, Jefferson County, AL:

  • Ability to sign HIPAA agreement with the County
  • Pricing
  • References supplied for services similar to those requested
  • “Capability/Requirement Form” must be submitted with bid document or bid will not be considered. See Pages 7, 8 & 9 – Attachment A.

SERVICE

Service is to be provided to various county departments and satellite offices throughout JeffersonCounty, as well as to members of the Purchasing Association of Central Alabama (PACA) – Page 1 of this contract for member list.

ORDERING SERVICE

Information regarding the exact locations and customized service needs will be provided by the ordering agency. PACA members are responsible for issuing their own purchase orders directly to the vendor. On-site shredding must be done on-site at the requesting agency’s location.

(THIS PAGE LEFT INTENTIONALLY BLANK)

ATTACHMENT A

CAPABILITY/ REQUIREMENTS FORM

This form must be completed and submitted with bid response in order bid to be evaluated and considered for award.

  1. Are you capable of providing on-site destruction of documents and other media (binders, tapes disks, etc.)?

______Yes ______No

List below any destruction restraints related to size and composition of documents/other media:

______

______

______

  1. Can you shred all types of documents/media, including, but not limited to: paper, compact disks, DVDs, magnetic tape, microfilm, and mixed media? (Binder, paper clips and staples must be acceptable for shredding.)

______Yes ______No

  1. Does your shredding meet NAID standards for paper/printed media (Pierce & Tear) and micro media, HIPPA and FACTA requirements?

______Yes ______No

  1. Do you shred so that any information contained within the materials destroyed cannotbe read or reconstructed?

______Yes ______No

  1. Do you recycle shredded materials? (Sending shredded materials to a landfill will not be acceptable under this contract.)

______Yes ______No

  1. Can you provide, maintain, and replace, free of charge, at least 75 security (locking) containers with a drop mail slot in a neutral color for the collection and storage ofthe customer’s “Confidential Materials” for various locations of the Jefferson Health System?

______Yes ______No

ATTACHMENT A - continued

CAPABILITY/ REQUIREMENTS FORM

  1. Can destruction process be witnessed by the customer?

______Yes ______No

  1. Can you provide service for loose materials not placed in consoles or boxes?

______Yes ______No

  1. Can you provide scheduled services, on-call service and emergency services?

______Yes ______No

  1. Do you conduct comprehensive background and integrity-screening (equal to that required of armed guards) on your employees?

______Yes ______No

*If answer is “No” describe below equivalent screening and background checks:

______

______

______

  1. Does your employee training include education regarding regulations for confidential documents (HIPAA and Gramm-Leach-Bliley)?

______Yes ______No

*If answer is “No”, describe below equivalent training regarding the destruction ofconfidential documents and provide documentation of equivalency.

______

______