RFP-2026-100100-1211 Document Shredding Services

Background
Henry County Schools (HCS) is a political subdivision of the State of Georgia, governed by the Henry County Board of Education. The agency is seeking proposals from qualified vendors to provide a reliable, secure, and cost-effective district-wide solution for document shredding services across all district locations, including schools, administrative offices, and support facilities. The goal of this Request for Proposal (RFP) is to identify suppliers who can meet or exceed the specified requirements for secure disposal of confidential information.

Work Details
The contractor will provide secure collection, shredding, and disposal of confidential documents. Key requirements include:

1. **Collection Containers**: Provide secure collection containers in various sizes (desk-side, office, high-capacity rolling bins) that are clean, lockable, tamper-proof, and bar-coded for confidential disposal.

2. **Shredding Standards**: All documents must be shredded using a cross-cut or micro-cut method that renders material irrecoverable. Shredding can occur on-site using mobile shredding trucks or off-site at a secure facility with documented chain-of-custody procedures.

3. **Service Responsiveness**: Scheduled services will be performed monthly with provisions for on-call and emergency shredding services. Requests for additional containers or schedule changes must be responded to within five business days.

4. **Purging Event**: Host at least one annual District-wide Purging Event to allow schools to dispose of accumulated documents beyond routine collections.

5. **Security & Compliance**: Compliance with federal and state regulations (FERPA, HIPAA) is required. Staff must undergo background checks and display proper identification while on HCS property.

6. **Online Portal/Dashboard Access**: A secure online portal must be provided for accessing Certificates of Destruction and service logs.

Period of Performance
The initial contract duration shall be one year starting no later than March 2, 2026, with four optional one-year renewal terms contingent upon acceptance by both parties.

Place of Performance
Services will be performed at various locations within the Henry County Schools district including schools, administrative offices, and other designated facilities.

Bidder Requirements
Offerors must be properly licensed under Georgia law and in good standing before submitting proposals. They must provide proof of insurance covering general liability and workers' compensation as specified in the RFP. Additionally, offerors are required to comply with the Georgia Security and Immigration Compliance Act.