Notice to Bidders: Request for Bid WCSD-26-017 Document Destruction Services

Request for Bid
WCSD-26-017 Document Destruction Services

1. Request for Bid
The Waukee Community School District is seeking a qualified Bidder to provide secure Document
Destruction Services for Waukee Community School District.
1.1. Please complete and include the following in the Bid:
1.1.1 Complete Attachment A - Pricing Form. (Bids should include all goods and
services necessary to complete the services).
1.1.2 Attachment B- Bid Certification Form.
1.1.3 Attachment C - Conflict of Interest Form.
1.1.4 Attachment D - Insurance Requirements
1.1.6 Attachment E - Sex Offender Acknowledgement Form
1.1.7 Provide a sample contract.
1.2 Waukee CSD intends to Award one bidder.
1.3 Waukee CSD does not guarantee any minimum purchase of requested goods or services
after Award.
2. Contract Term
Final award is contingent upon approval by the Waukee CSD Board of Education and the
District's legal counsel.
After selection, Waukee CSD will meet with the Bidder for the purpose of negotiating an
Agreement that is acceptable to both parties. In the event that the parties do not achieve an
acceptable agreement, Waukee CSD reserves the right, at its sole discretion, to negotiate with
other Bidders. Should the above process not result in a contract, Waukee CSD will re-evaluate
relevant issues and take appropriate follow-up action.
The initial contract term shall be three (3) years, beginning on November 30, 2026 and ending
on October 31, 2026, with an option for up to two (2) one-year renewals by mutual agreement.
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3. Notice to Bidders
3.1 RFB Schedule
Event Open: 09/10/2026 8:30 AM CST
Question Submission Close: 09/17/2026 2:00 PM CST
Event Close: 09/24/2026 2:00 PM CST
3.2 Questions and Answers
All questions regarding this solicitation shall be received via email to
jjanssen@waukeeschools.org by September 17, 2026, 2:00 PM CST. The Waukee CSD
will provide responses to those questions deemed appropriate at:
https://www.waukeeschools.org/WaukeeCSD/departments/business-services/notice-to-
Bidderss-RFB-rfq. Answers will not be provided on an individual basis.
3.3 Communication
Until a contract is awarded, the sole point of contact for this bid opportunity will be the
Purchasing Agent listed in the event.
NOTE: Large files delivered via email may be spammed. Please confirm receipt of any
digital files.
3.4 Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and bid
tabulation will be sent via email of the Waukee CSD's decision to all Bidders.
3.5 Bid Submission:
Bids are due September 24, 2026 at 2:00 PM CST. Bids shall be submitted electronically
via email to jjanssen@waukeeschools.org as outlined below, prior to the Bid deadline.
Bids should be signed by an authorized individual to bind the firm, and shall be valid for
at least sixty (60) days.
Please mark your email bids: "RFB WCSD-26-017 Document Destruction Services". The
school district reserves the right to reject any and all bids and to accept the bid deemed
to be in the best interest of the school district in its sole and absolute discretion.
3.6 Public Records and Requests for Confidential Treatment
Waukee CSD shall treat all information submitted by Bidder as public records unless the
Bidder properly requests that specific parts of the Bid be treated as confidential at the
time of submitting the Bid AND the information is confidential under Iowa or other
applicable law. Waukee CSD's release of public records is governed by Iowa Code
Chapter 22. Bidders are encouraged to familiarize themselves with Chapter 22 before
submitting a Bid. Waukee CSD will copy and produce public records as required to
comply with Chapter 22 or other applicable laws.
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3.7 No Minimum Guaranteed
Waukee CSD anticipates that the awarded Bidder will provide services as requested by
Waukee CSD. Waukee CSD will not guarantee any minimum compensation will be paid to
the Respondent or any minimum usage of the Bidders services.
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4. Scope of Work
4.1 Services shall include the secure collection, transportation, destruction, recycling,
disposal, documentation, and reporting associated with confidential and
non-confidential records. Services may be performed either on-site using mobile
shredding equipment or off-site at a secure destruction facility, as directed by the
District.
The Bidder shall provide all labor, equipment, materials, supervision, transportation, and
incidentals necessary to perform the services described herein.
All services shall comply with IRS Publication 1075 requirements and all applicable
federal, state, local, and industry standards governing secure document destruction.
District Location Map: https://mapmyschools.com/Locator/Map
4.2 Service Requirements
4.2.1 General Requirements
The Bidder shall:
4.2.1.1 Maintain the confidentiality, security, and integrity of District records
from the point of collection through final destruction.
4.2.1.2 Ensure all destroyed materials are rendered unreadable, unrecoverable,
and incapable of reconstruction.
4.2.1.3 Provide all necessary equipment, containers, labor, transportation, and
materials required to perform the services.
4.2.1.4 Comply with all applicable laws, regulations, and industry standards.
4.2.2 Shredding and Destruction Methods
The Bidder shall:
4.2.2.1 Provide cross-cut, micro-cut, or equivalent destruction methods that
meet or exceed NAID AAA Certification requirements and applicable
federal destruction standards.
4.2.2.2 Maintain current NAID AAA Certification throughout the term of the
Contract, including any renewals or extensions.
4.2.2.3 Provide document destruction services that comply with IRS Publication
1075 requirements.
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4.2.2.4 Offer on-site shredding, off-site shredding, or both, as requested by the
District.
4.2.2.5 Ensure all destroyed materials are securely recycled or disposed of in
accordance with applicable regulations.
4.2.2.6 Ensure all destroyed materials are rendered unreadable, unrecoverable,
and incapable of reconstruction.
4.2.3 Security and Chain of Custody
The Bidder shall:
4.2.3.1 Maintain a documented chain of custody for all materials from
collection through final destruction.
4.2.3.2 Utilize secure transportation methods for all records.
4.2.3.3 Ensure employees handling District records have successfully completed
background checks appropriate for access to confidential information.
4.2.3.4 Use locked collection containers whenever required by the District.
4.2.3.5 Document all pickups electronically, including date, time, location,
vehicle identification, and driver identification.
4.2.4 Equipment and Collection Containers
The Bidder shall:
4.2.4.1 Provide secure collection containers in various sizes, including but not
limited to 32-gallon, 64-gallon, and 96-gallon locked containers.
4.2.4.2 Maintain all containers in clean, safe, and serviceable condition.
4.2.4.3 Replace damaged containers promptly.
4.2.4.4 Provide collection containers at no additional cost unless otherwise
specified in the Bidder's pricing proposal.
4.2.5 Scheduling and Pickup Services
The Bidder shall:
4.2.5.1 Provide scheduled, on-call, and emergency pickup services.
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4.2.5.2 Respond to on-call service requests within 48 to 72 hours unless
otherwise specified by the District.
4.2.5.3 Communicate schedule changes promptly to designated District
contacts.
4.2.5.4 Coordinate service schedules with each District location as necessary.
4.2.6 Compliance and Certifications
The Bidder shall comply with all applicable laws, regulations, and industry
standards, including but not limited to:
4.2.6.1 Family Educational Rights and Privacy Act (FERPA)
4.2.6.2 Health Insurance Portability and Accountability Act (HIPAA), when
applicable
4.2.6.3 Fair and Accurate Credit Transactions Act (FACTA)
4.2.6.4 IRS Publication 1075
4.2.6.5 NAID AAA Certification requirements
4.2.6.6 Applicable State of Iowa records retention, disposal, confidentiality, and
public records requirements
The Bidder shall:
4.2.6.7 Maintain all required licenses, permits, certifications, and NAID AAA
Certification throughout the Contract term.
4.2.6.8 Provide documentation demonstrating compliance upon request by the
District.
4.2.6.9 Notify the District within five (5) business days of any suspension,
revocation, expiration, lapse, or other material change to any required
certification, license, or permit.
4.2.6.10Submit proof of current NAID AAA Certification with its bid response.
Failure to provide proof of certification may result in the bid being
deemed non-responsive.
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4.2.7 Reporting and Documentation
The Bidder shall:
4.2.7.1 Provide Certificates of Destruction for all destruction events.
4.2.7.2 Provide chain-of-custody documentation upon request.
4.2.7.3 Provide a detailed annual report in Microsoft Excel on ALL sales made
under the resulting Contract via e-mail to the Waukee CSD Purchasing
Specialist within thirty (30) days after twelve (12) months after the
contract sign date.
4.2.7.4 Provide annual activity reports upon request.
4.2.7.5 Maintain records supporting service delivery and compliance
requirements.
4.2.8 Personnel Requirements
The Bidder shall:
4.2.8.1 Ensure all personnel meet District security requirements.
4.2.8.2 Ensure all personnel handling District records receive training in secure
document destruction procedures.
4.2.8.3 Require personnel to wear uniforms and display visible identification
while performing services at District locations.
4.2.8.4 Ensure personnel conduct themselves in a professional manner while on
District property.
4.2.9 Account Management
The Bidder shall:
4.2.9.1 Establish and maintain separate account numbers for each District
location as designated by the District.
4.2.9.2 Use account numbers for service scheduling, reporting, billing, and
record tracking.
4.2.9.3 Provide invoices that clearly identify the account number, District
location, service date(s), and services performed.
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4.2.9.4 Provide online access for invoice review and payment processing, if
available.
4.2.9.5 Assign a dedicated account manager to the District.
4.2.9.6 Restrict account changes to authorized District representatives.
4.3 Pricing Requirements
The Bidder shall provide pricing for:
Scheduled pickup services
On-call pickup services
Emergency pickup services
On-site shredding services
Off-site shredding services
Collection containers, if applicable
Bulk shred services
Purge shred events
Additional service charges, including but not limited to fuel surcharges,
environmental fees, after-hours service fees, administrative fees, and other
miscellaneous charges
Pricing shall be clearly identified and fully disclosed. No additional fees shall be assessed
unless specifically identified in the Bidder's pricing proposal.
4.4 Locations
Services will be performed at District locations identified in Exhibit A and Exhibit B.
4.5 Site Requirements
The Bidder shall comply with all District safety, security, visitor management, and access
requirements while performing services on District property.
4.6 Damages
The Bidder shall be responsible for any damage to District property resulting from its
operations, personnel, vehicles, equipment, subcontractors, or agents.
4.7 Additions or Deletions of Services and Locations
The District reserves the right to add, modify, or delete services and service locations
during the term of the Contract. Pricing for added services shall be based upon the
awarded pricing structure whenever possible.
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4.8 Attachments
Exhibit A - Active Account Locations
4.9 Work Rules and Site Safety Conditions
Waukee Community School District buildings have specific security and safety policies
and procedures established which must be adhered to at all times, per their instructions.
4.9.1 Bidder must perform all work services in a safe and orderly manner and must
protect all existing property and persons from damage and injury.
4.9.2 Bidder must conduct all work operations in strict accordance with all applicable
local, State, Federal, OSHA safety law, statute, code and regulations.
4.9.3 All labor, parts and materials must be provided in accordance with the American
Society for Testing and Materials (ASTM) and the American National Standards
Institute (ANSI) and the City of Waukee building and fire codes.
4.9.4 Bidder must at its sole expense immediately correct any dangerous condition
caused by or as a result of the Bidder's work.
4.9.5 If any shutdown of services is required, Bidder must contact the Waukee CSD
Operations Site Administrator prior to shutdown.
4.9.6 Bidder must supply, install and remove all temporary safety and warning
signage, barricades and fencing at Work Service locations as necessary.
Signs and verbiage must be preapproved by Waukee CSD Operations. Signs
must be posted in sufficient quantities in advance to the locations of scheduled
work. (Twenty Four to Forty Eight) 24-48 hours.
Signage must be removed immediately upon final completion of service work at
each location.
4.9.7 Bidder must keep the site clean, and swept on a daily basis, or more often if
required to keep premises clean and safe. The Bidder must remove all materials,
and debris from the work site on a daily basis.
4.9.8 Existing walks, driveways and parking areas are to be kept free and clean at all
times. Parking spaces should be arranged with the District. All parking costs are
the responsibility of the Bidder.
4.10 Hazardous Materials
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