What the buyer needs
AI summaryFranklin County seeks bids for onsite document shredding services covering confidential copy paper and file folders across two locations: the Courthouse entrance to Records Management and Franklin County Social Services in Malone, New York. The contractor must supply bonded, uniformed personnel to cart boxed records to the mobile shredder between 8:00 a.m. and 2:30 p.m., Monday through Friday, complying fully with HIPAA and applicable laws. The resulting contract term begins January 1, 2027. Bidders must submit sealed bids to the Franklin County Manager's Office by December 3, 2026, at 3:00 p.m., with the envelope clearly labeled with the bidder's details and bid name. Submissions must include the required compliance forms, affidavits, data security disclosures, and a W-9; electronic bids will not be accepted. Women- and minority-owned businesses are encouraged to participate.
Scope of work
- On-site shredding of confidential records and documents into confetti size pieces
- Scheduled document purges a minimum of 4 times annually
- Provision of bonded and uniformed personnel to carry or cart document boxes to the curb
- Emptying documents into mobile shredders and returning all boxes to the County
- Issuance of a certificate of destruction
- Shredding services at the Records Management Center entrance at 355 West Main Street, Malone, NY
- Shredding services at Franklin County Social Services, 184 Finney Blvd, Malone, NY
- Optional destruction services and pricing for electronic media or fiche
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Lowest responsive and responsible bidder based on per box rate | Not specified |
Minimum qualifications
- Licensed in the State of New York for document shredding
- Minimum of three (3) years of experience in document shredding of confidential records in compliance with HIPAA regulations
Documents to include with your response
- Non-Collusion Bidding Certification/Sexual Harassment
- General Information Sheet
- Vendor Reference Sheet with three references
- Iran Divestment Act Affidavit of Individual or Entity
- Disclosure of Interest
- Data Security and Privacy agreement
- W-9
- Bid Sheet
- Addenda Acknowledgment
- Assumed name certificate filed under NY General Business Law if applicable
How to submit
- Method
- Sealed hard copy envelope
- Instructions
- Submit in a sealed envelope marked with bidder name, address, and bid name to Franklin County Manager's Office, 355 West Main Street, Suite 456, Malone, NY 12953. Electronic submissions will not be accepted.