Active SLED Opportunity · TEXAS · COLLIN COUNTY, TX
AI Summary
Collin County, TX seeks quotes for secure shredding services including bulk, on-site, and off-site destruction of paper documents, hard drives, and other media. The contract starts October 1, 2026, for one year with three renewal options. Vendors must comply with data protection laws, provide secure bins, maintain chain-of-custody, and hold NAID certification.
Collin County is requesting quotes from qualified vendors to establish a contract for secure shredding services, including bulk, on-site, and off-site destruction of paper documents, hard drives, and other media.
Service providers must comply with all applicable federal, state, and local regulations governing data protection and secure destruction. Vendors should be able to accommodate both scheduled and on-demand service requests and must maintain clear and documented chain-of-custody procedures throughout the process. The County desires to enter into a one (1) year contract beginning October 1, 2026 with the possibility of three (3) twelve (12) month renewals.
The resulting contract will support Collin County's need to securely dispose of sensitive information across multiple locations, with some sites requiring monthly service and others bi-monthly service, while ensuring full compliance with all applicable federal, state, and local data protection laws. Contractors must supply shredding bins and consoles as directed and accommodate both scheduled and on-demand service requests. Shredding services will consist of bulk, on-site, and off-site destruction of documents, hard drives, and other media. Itemized invoices and certificates of destruction must be submitted to ensure accountability and transparency. This procurement will be conducted in accordance with applicable county and state regulations to promote fairness, transparency, and best value for the public.
Added Category Codes for Notification Purposes. Please use the See What Changed link to view all the changes made by this addendum.
Collin County will be receiving quotes for Services, Secure Shredding, 2026-222
The intended use/purpose for this Quote:
Collin County is requesting quotes from qualified vendors to establish a contract for secure shredding services, including bulk, on-site, and off-site destruction of paper documents, hard drives, and other media.
Service providers must comply with all applicable federal, state, and local regulations governing data protection and secure destruction. Vendors should be able to accommodate both scheduled and on-demand service requests and must maintain clear and documented chain-of-custody procedures throughout the process. The County desires to enter into a one (1) year contract beginning October 1, 2026 with the possibility of three (3) twelve (12) month renewals.
Collin County is requesting quotes from qualified vendors to establish a contract for secure shredding services, including bulk, on-site, and off-site destruction of paper documents, hard drives, and other media.
Service providers must comply with all applicable federal, state, and local regulations governing data protection and secure destruction. Vendors should be able to accommodate both scheduled and on-demand service requests and must maintain clear and documented chain-of-custody procedures throughout the process. The County desires to enter into a one (1) year contract beginning October 1, 2026 with the possibility of three (3) twelve (12) month renewals.
The resulting contract will support Collin County's need to securely dispose of sensitive information across multiple locations, with some sites requiring monthly service and others bi-monthly service, while ensuring full compliance with all applicable federal, state, and local data protection laws. Contractors must supply shredding bins and consoles as directed and accommodate both scheduled and on-demand service requests. Shredding services will consist of bulk, on-site, and off-site destruction of documents, hard drives, and other media. Itemized invoices and certificates of destruction must be submitted to ensure accountability and transparency. This procurement will be conducted in accordance with applicable county and state regulations to promote fairness, transparency, and best value for the public.
Provide for a one (1) year term contract commencing on the latter of full award and execution of the contract or 10/01/2026. The County shall have the option to renew for three (3) additional one-year periods, with all other terms remaining the same
| Release Project Date: | June 17, 2026 |
| Question Submission Deadline: | June 30, 2026, 12:00pm |
| Submission Deadline: | July 9, 2026, 2:00pm |
Collin County is soliciting comprehensive on-site and off-site document destruction services. Collin County may order routinely scheduled bin pickups or order shredding services as needed.
Most of the work is anticipated to be on-site pickups for off-site shredding service. The awarded Vendor should also have a specialized shredding vehicle as select departments will require on-site observed shredding by that Department. Services shall be provided no later than seven (7) calendar days after a request for service is made, or as scheduled by the Records Department.
Pricing Structure:
If a container is found to contain incidental mixed media, an additional charge per bin will be allowed.
Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.
Funds for payment have been provided through the Collin County budget approved by the Commissioners Court for this fiscal year only. State of Texas statutes prohibit the County from any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Collin County fiscal year shall be subject to budget approval.
Vendors will supply the requested size and number of secured containers to Departments, upon the Records Department request. Containers will be emptied/replaced on a scheduled basis as agreed between the Vendor and the Records Department. Shredding may be done off-site at the Vendor’s own secured facility or on-site, as requested by the Records Department. The Vendor acknowledges that a Department’s needs may change during the contract period. Any changes in the size or number of containers required, or the frequency of scheduled pick-ups shall be agreed in writing between the Vendor and the Records Department. The Records Department may reasonably request alternative container sizes for the Departments at any time.
The Records Department will provide the Vendor with:
• Name of Department
• Person placing order
• Access instructions
• Locations of specific containers and frequency of pick up if a routine schedule is desired by the Department. The service schedule shall be mutually agreed upon by the Vendor and the Records Department.
Vendor supplied containers for paper shall contain a drop-slot, have a capacity that is suitable for the needs of the participating Departments, and have a key-locked or combination dead bolt (i.e. NAID™ approved container). Each container shall be placed in the location requested by the Records Department, provided that placement is in accordance with applicable fire codes. For digital storage media collection purposes, the Vendor will provide specially marked, locking, security containers. All containers shall be provided free of charge.
The Department will direct placement of the containers in an area immediately accessible to the Vendor, or coordinate building access for the Vendor as needed, including arranging escort or other routes in secured environments, as agreed upon between the Vendor and the Records Department. Vendor employees servicing County locations onsite will be required to pass a background check each year to obtain a non-employee County badge and that badge must be visible at all times while onsite. The County will not pay for services not rendered due to lack of access resulting in a failed pick-up.
Collin County may request that a secured bin be unlocked to retrieve a document from the bin. In these cases, the County will work with the Vendor to schedule a time to unlock the bin, retrieve the document(s) and relock it. The Vendor will also provide a master key of all shred bin types to the Records Department.
See Shredding Container Inventory Attachment for an inventory of current containers for some departments. This list is not exhaustive and is intended only to give bidders an idea of the volume of services currently needed by the County's primary users.
Frequency of Service: Dependent upon location and department need. Most often, locations require service once every four (4) weeks or once every two (2) weeks. See the Shredding Container Inventory List Attachment. This list is not exhaustive and is intended only to give bidders an idea of the volume of services currently needed by the County's primary users.
County reserves the right to add or remove service locations.
The Records Department will partner with the Vendor to establish any special security requirements, limited hours of operation, access issues such as stairs or barriers, etc.
If during the life of the contract, the vendor's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that the County shall receive such price reduction.
Bulk Pick-up
Collin County will generally use standard document storage boxes sized approximately 10 inches by 12 inches by 15 inches for bulk pick-up requests.
Unscheduled Pick-up
Collin County may have the need for unscheduled and same day service from time to time.
Digital Storage Media
While it's anticipated that most of the destruction services ordered by the County will be paper shredding, departments may also have need for digital storage media destruction. This could include media such as CD's, DVD's, blu-ray disks, floppy disks, zip drives, hard drives, etc.
It is anticipated that usually once a year, Collin County will need hard drive shredding as bulk pick-ups. Vendor shall provide paperwork required as well as pricing to the Records Department. Vendor must receive approval from the Records Department before this service is performed.
Other Services
Collin County may have need for other document destruction services or bin sizes that are outside of what is included in the bid form. Departments will work with Vendors to receive a quote when this is the case.
Note: The above listed specifications are the current dimensions for document destruction used in the NAID™ Certification Program. If at any point these specifications are updated by NAID™ it is the Vendor's responsibility to abide by the new specifications and apply them to this contract.
A price redetermination may be considered by Collin County only at the twelve (12), twenty-four (24), and thirty-six (36) month anniversary date of the contract. All requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Manufacturer's direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A, Insurance Coverage Rates, etc. The quoter's past experience of honoring contracts at the quote price will be an important consideration in the evaluation of the lowest and best quote. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.
Vendor shall be National Association for Information Destruction (NAID™) AAA Certified and Certified in Mobile Operations at time of the quote and remain certified for the full term of the contract.
A copy of the NAID™ certification must be submitted with the Vendor's bid and will be verified on the NAID™ Website.
Vendor shall follow and comply with NAID™ Standards as they relate to HIPPAA, PCI, FTC, NAID™ Employee Requirements, Audits, Operational Security, Endorsements & the Destruction Process and Company Assurances.
Note: In order to become NAID™ certified, a company must first become a NAID™ member. The membership and certification are two separate processes.
Majority of work shall be completed at the County’s designated locations during normal working hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Department contact information will be provided to the awarded vendor. Completion time is an important consideration in the evaluation of the lowest and best quote. Quoter shall place product(s) and/or complete service(s) at the ordering entity’s designated location within 7 calendar days.
Vendor shall provide to the ordering Department a Certificate of Destruction at the time service is completed, each time the service is provided. At a minimum, this certificate shall include:
Locations for delivery and installation will be stated on each ordering entity’s purchase order. Delivery shall include assembly, set-up and installation and shall be included in the quote price.
Collin County requires the Vendor's staff to wear and display Collin County issued identification badge at all times when working in buildings/areas. Badges will be reviewed for renewal annually. Collin County will conduct a background check for each individual before badge issuance and before each annual renewal. Changes in Vendor’s personnel or coverage should not disrupt the services required within the contract. The Vendor is to notify the County of any staff changes.
Invoices submitted to Collin County must include the Purchase Order number and must describe the work completed in detail for which payment is requested. The detail of the work completed must comply with the Scope of Work and Pricing Sheet. Invoicing must occur monthly.
At a minimum, the invoice should also include itemized invoice detail for each location:
The annual estimated expenditure is $40000
Award of the contract shall be made to the responsive quoter(s) who submits the lowest and best quote meeting specifications. Collin County reserves the right to award the quote, or reject, by line item, category, or as a whole as the County deems in its best interest.
Once awarded the contract, a mandatory background check performed by Collin County may be required for all persons who will work onsite.
No Contractor whose quote is accepted shall (a) substitute any subcontractor, or (b) permit a subcontract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original quote without approval in writing from the Collin County Purchasing Department.
List the contact name, email address and phone number of the main person(s) Collin County should contact in reference to this solicitation. Contact(s) shall be duly authorized List authorized by the company, corporation, firm, partnership or individual to respond to any questions, clarification, and/or offers in response to this solicitation.
I understand that the insurance requirements of this solicitation are required and are included in the submitted pricing. A certificate of insurance shall be submitted to the Purchasing department if I am awarded all or a portion of the resulting contract.
State the business name of all subcontractors and the type of work they will be performing under this contract. If you are fully qualified to self-perform the entire contract, please respond with "Not Applicable-Self Perform".
List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.
Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.
It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.
List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.
Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.
It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.
List a company or governmental agency, other than Collin County, where these same/like products/services, as stated herein, have been provided. Texas references are preferred.
Include the following: Company/Entity, Contact, Address, City/State/Zip, Phone, and E-Mail.
It is the responsibility of the Bidder/Proposer to ensure submitted references will be responsive to the County’s requests. The County reserves the right to contact references other than those listed, and to consider any information acquired from all references during the evaluation process.
I declare and affirm that my company is in compliance with the Immigration and Reform Act of 1986 and all employees are legally eligible to work in the United States of America. I further understand and acknowledge that any non-compliance with the Immigration and Reform Act of 1986 at any time during the term of this contract will render the contract voidable by Collin County.
Chapter 176 of the Texas Local Government Code requires that any vendor considering doing business with a local government entity disclose the vendor’s affiliation or business relationship that might cause a conflict of interest with a local government entity. Subchapter 6 of the code requires a vendor to file a conflict of interest questionnaire (CIQ) if a conflict exists. By law this questionnaire must be filed with the records administrator of Collin County no later than the 7th business day after the date the vendor becomes aware of an event that requires the statement to be filed. A vendor commits an offense if the vendor knowingly violates the code. An offense under this section is a misdemeanor. By submitting a response to this request, the vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. Please send completed forms to the Collin County County Clerk's Office located at 2300 Bloomdale Rd., Suite 2104, McKinney, TX 75071.
Section 2252.908 of the Texas Government Code requires a business entity entering into certain contracts with a governmental entity to file with the governmental entity a disclosure of interested parties at the time the business entity submits the signed contract to the governmental entity. Section 2252.908 requires the disclosure form (Form 1295) to be signed by the authorized agent of the contracting business entity, acknowledging that the disclosure is made under oath and under penalty of perjury. Section 2252.908 applies only to a contract that requires an action or vote by the governing body of the governmental entity before the contract may be signed or has a value of at least $1 million. Section 2252.908 provides definitions of certain terms occurring in the section. Section 2252.908 applies only to a contract entered into on or after January 1, 2016.
In order to better serve our offerors, the Collin County Purchasing Department is conducting the following survey. We appreciate your time and effort expended to submit your bid. Should you have any questions or require more information please call (972) 548-4165. How did you receive notice of this request?
Pursuant to section 2274.0102 of the Texas Government Code, Respondent certifies that neither it nor its parent company, nor any affiliate of Respondent or its parent company, is: (1) majority owned or controlled by citizens or governmental entities of China, Iran, North Korea, Russia, or any other country designated by the Governor under Government Code Section 2274.0103, or (2) headquartered in any of those countries.
The County requires that all submitted content be the product of human authorship or have undergone substantial human review and modification. This is to ensure that the final proposal accurately reflects the Bidder’s capabilities, experience, and understanding of the requirements. The Bidder is ultimately responsible for the accuracy, truthfulness, and completeness of their submission. Any submission found to contain misleading information, whether from AI or otherwise, may be subject to penalties or disqualification.
Please confirm all submitted content was either authored by or substantially reviewed a human and not AI and the submission accurately reflects company’s/firm’s capabilities, experience, and understanding of the requirements.
Please download the W-9 attachment, complete, and upload.
Vendor shall provide a sample Certificate of Destruction citing number of bins, boxes, and pounds shredded and date of
shredding upon each pickup. Failure to do so may result in vendor disqualification.
Vendor shall provide a written description of the full process for each step beginning at the point of bin and bulk box pickup from the County, transport to and service at the shredding facility, and the provision of Certificates of Destruction to the County. This description should detail the full lifecycle of the boxes or bins you are picking up from the time you take possession until the time they are shredded and any applicable timelines are to be included. Please also indicate if there is video taken of these processes such as on the transport vehicle, arriving at the facility, the destruction itself as well as the onsite shredding trucks.
Vendor shall provide copy of NAID AAA certification. This certificate must be provided with vendor’s quote. Failure to so
may result in vendor disqualification.
During the 79th Legislative Session, House Bill 914 was signed into law effective September 1, 2015, which added Chapter 176 to the Texas Local Government Code. Recent changes have been made to Chapter 176 pursuant to HB23, which passed the
84th Legislative Session. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with Collin County, including family, business, and financial relationships such persons may have with Collin County officers or employees involved in the planning, recommending, selecting and contracting of a vendor for this procurement.
For a copy of Form CIQ and CIS: https://www.ethics.state.tx.us/forms/conflict/
The vendor acknowledges by doing business or seeking to do business with Collin County that they have been notified of the requirements under Chapter 176 of the Texas Local Government Code and that they are solely responsible for complying with the terms and conditions therein. Furthermore, any individual or business entity seeking to do business with Collin County who does not comply with this practice may risk award consideration of any County contract.
For a listing of current Collin County Officers: https://www.collincountytx.gov/Contact/county-officials
At the time of this solicitation being released, the following are known to be involved in the planning, recommending, selecting, and/or contracting for the attached procurement:
Information Technology:
Caren Skipworth - Chief Information Officer
L'Cena Parsons - Records Management Officer
Purchasing:
Michelle Charnoski, NIGP-CPP, CPPB – Purchasing Agent
Marci Chrismon, CPPB – Assistant Purchasing Agent
Lisa Marie Batts - Buyer I
Commissioners Court:
Chris Hill – County Judge
Susan Fletcher – Commissioner Precinct No. 1
Cheryl Williams – Commissioner Precinct No. 2
Darrell Hale – Commissioner Precinct No. 3
Duncan Webb – Commissioner Precinct No. 4
Download the CIQ attachment, complete, and upload if applicable.
I have read the conflict of interest information above and will file the CIQ form if a conflict exists.
Quoter acknowledges, understands the specifications, any and all addenda, and agrees to the terms and conditions and can provide the minimum requirements stated herein. Quoter acknowledges they have read the document in its entirety, visited the site, performed investigations and verifications as deemed necessary, are familiar with local conditions under which work is to be performed, and will be responsible for any and all errors in quote submittal resulting from Quoter’s failure to do so. Quoter acknowledges the prices submitted in this quote have been carefully reviewed and are submitted as correct and final. If quote is accepted, Quoter further certifies and agrees to furnish any and all products upon which prices are extended at the price submitted, and upon conditions in the specifications of the Quotation.
When VENDOR experiences a data breach or unauthorized access to the Collin County Data, VENDOR will immediately notify the End-User Department Director, the Chief Information Officer (CIO), and the Purchasing Agent. Within two weeks of such breach, a detailed notification is required and shall include the nature of the breach, the data comprised, the involving parties, mitigation efforts, and corrective actions to be taken by VENDOR. Unless Collin County or any of their affiliates is directly responsible for such breach, VENDOR shall be solely responsible for all expenses related to any data breach or unauthorized access to the Collin County data and shall be by liable for all damages, fines, to include litigation cost. Except as set forth above, Collin County shall not be responsible for any expense associated with data breaches or unauthorized access while the Collin County Data is residing in VENDOR cloud services.
Example:
County Purchasing Conference Room, 2300 Bloomdale Road, STE 3160, McKinney, TX 75071
Please enter in the ANNUAL value of this contract in the format of WORD FORM followed by the arabic numerals in parenthesis. Example:
five-hundred thousand dollars ($500,000.00)
This should be the ANNUAL usage by unit of this product, such as eaches, bundles, gallons, etc. Please spell out in word formal followed by arabic numerals in parenthesis, with the designated unit following. For example
five-hundred thousand (500,000) gallons
Date of Award or Specify Date
Number of annual renewal options
Please answer "no" if there is a service component to this bid (for example, they supply parts AND install them on vehicles). Only answer "yes" if this IFB is exclusively for goods.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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