Secure Confidential Document Shredding Services

Request for Quotations

PROJECT DESCRIPTION
The Contractor will perform secure and confidential document shredding services and the destruction of other related recording media as requested by the City of Surrey (the “City”). There shall be no minimums or guarantee of volumes.

PROJECT DELIVERABLES
The services to be completed may include, but are not limited to, the following:
a) Provide all necessary labour, supplies and equipment;
b) Include all overheads covering and not limited to licenses, mileage, truck charges, fuel costs and surcharges, parts, transportation, environmental protection and safety measures, sub-contractors, etc.;
c) Mobilization and traffic control are included to enable mobile records destruction, if needed, to be carried out effectively, efficiently and safely on an as per need basis;
d) Include all equipment/mobile records destruction equipment rental needed to provide the service on an as per need basis;
e) Ability to provide “After Hours Service” or “Working Facilities” to be included;
g) Provide a schedule indicating facilities to be Serviced weekly on a yearly basis;
h )Provide environmentally preferred records destruction processes including recycling of materials to reduce carbon footprint;
j) Provide customized planning of service needs based on varying demands that may be affected seasonally, cyclically, etc. including a service plan to address needs and ensure privacy law compliance;
l) Provide a centralized support system with a dedicated account representative acting as the single point of contact;
n) Provide regular reports outlining billing, current services, cost analysis, quantity of shredding, and recycling information per location and as requested;
o) Ensure a secure chain of custody from pick up to destruction;
p) Provide an itemized certificate of destruction;
q) Provide additional pickup as requested. No extra cost for delivery of new bins of any configuration and no cost for set up of new bins; and
r) All Services to be completed must be accepted best practices for high quality and sustainable records destruction.

SECURITY

• Employees must have Federal Security Clearance;
• Must have an office based in Canada;
• PCI Compliant;
• CASL Compliant;
• SYSTrust Certification; and
• Must be certified by National Association for Information Destruction;

RFQ document for download:
Secure Confidential Document Shredding Services (.pdf)
Schedule B - Form of Quotation (.doc)

Addendum No. 1 (.pdf)
Issue Date: November 7, 2019

Addenda
If the City determines that an amendment is required to this RFQ, the City’s Representative will issue a written addendum by posting it on the BC Bid Website at www.bcbid.gov.bc.ca (the “BC Bid Website”) and the City Website at www.surrey.ca (the “City Website”) that will form a part of this RFQ.  It is the responsibility of Contractor to check the BC Bid Website and the City Website for addenda.  The only way this RFQ may be added to, or amended in any way, is by a formal written addendum.  No other communication, whether written or oral, from any person will affect or modify the terms of this RFQ or may be relied upon by any Contractor.  By delivery of a Quotation, the Contractor is deemed to have received, accepted and understood the entire RFQ, including any and all addenda.

All inquiries related to this Request for Quotation ("RFQ") should be directed in writing to the contact person named above.