Shredding Services

RFP Title: Shredding Services
RFP Number: 51326C
REQUEST FOR
PROPOSALS
SUPERIOR COURT OF CALIFORNIA
COUNTY OF SANTA CLARA
REGARDING:
Shredding Services
RFP 51326C
PROPOSALS DUE:
6/10/2026 NO LATER THAN 1:00 P.M. PACIFIC TIME
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RFP Title: Shredding Services
RFP Number: 51326C
1.0 BACKGROUND INFORMATION
The Santa Clara Superior Courts has an ongoing need for shredding service for the destruction
of all its confidential files, tapes, diskettes, hard drives, microfilms, Court reporter notes, and
hardbound law books. The Court is currently looking for a vendor that is able to contract for
these services for an extended period. Vendor must be able to work with the Court's schedule
and security requirements for regular pickup and shredding services.
2.0 DESCRIPTION OF SERVICES AND DELIVERABLES
The Santa Clara County Superior Court ("Court") seeks the services of a person or entity with
expertise in shredding services.
2.1 Vendor will supply 73 locking containers with key (see various sizes below) for shredding to
the Court at our current 8 facilities (number of locations and shredding containers are subject
to change).
2.2 If more shredding containers are required during the course of the contract vendor will
supply these additional containers at no extra cost to the Court & only charge the quoted rate
per container for shredding as they are added into the service.
2.3 All shredding containers will be picked up and serviced off site for a fixed destruction rate.
2.4 The Court will request for vendor to pick up bankers boxes to be shredded off site for a fixed
destruction rate.
2.5 Shredding locations, service schedule, container type and quantity below.
2.6 Vendor must be able to provide on call shredding services as needed.
2.7 Vendor to provide shredding services for microfilm, diskettes, and computer hard drives on
request at a fixed cost for the life of the contract.
2.8 All our Courthouses have elevators.
SERVICE BIN
LOCATION SCHEDULE TYPE QUANTITY
ON-CALL 96-GAL
32 Daggett Dr San Jose, CA 95134 11
BIN
201 N. First St San Jose, CA 95113 ON-CALL 64-GAL
7
1st Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 96-GAL
3
1st Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 64-GAL
2
1st Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 96-GAL
2
2nd Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 96-GAL
1
3rd Floor BIN
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RFP Title: Shredding Services
RFP Number: 51326C
201 N. First St San Jose, CA 95113 ON-CALL 96-GAL
2
4th Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 96-GAL
1
5th Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 64-GAL
1
6th Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 64-GAL
1
7th Floor BIN
201 N. First St San Jose, CA 95113 ON-CALL 64-GAL
3
8th Floor BIN
111 W. St John Street (STE 770) ON-CALL 64-GAL
1
San Jose, CA 95113 BIN
190 W. Hedding St San Jose, CA ON-CALL 96-GAL
5
95110 BIN
190 W. Hedding St San Jose, CA ON-CALL 64-GAL
9
95110 BIN
191 N. First St San Jose, CA 95113 ON-CALL 96-GAL
6
Basement BIN
191 N. First St San Jose, CA 95113 ON-CALL 64-GAL
2
Basement BIN
191 N. First St SMALL CLAIMS ON-CALL 96-GAL
2
San Jose, CA 95113 BIN
270 Grant Ave Palo Alto, CA 94306 ON-CALL 64-GAL
4
Basement BIN
270 Grant Ave Palo Alto, CA 94306 ON-CALL 96-GAL
2
2nd Floor BIN
301 Diane Ave Morgan Hill. CA ON-CALL 96 GAL
4
95037 BIN
840 Guadalupe San Jose, CA ON-CALL 64-GAL
4
95110 BIN
3.0 TIMELINE FOR THIS RFP
Court has developed the following list of key events related to this RFP. All dates are subject
to change at the discretion of Court.
EVENT DATE
RFP issued 5/13/2026
Deadline for questions 5/22/2026
Questions and answers posted 5/27/2026
Latest date and time proposal may be submitted 6/10/2026 @ 1:00 pm
Anticipated interview dates (estimate only) Week of 6/15/2026
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RFP Title: Shredding Services
RFP Number: 51326C
EVENT DATE
Evaluation of proposals (estimate only) 6/23/2026
Notice of Intent to Award (estimate only) 6/25/2026
Negotiations and execution of contract (estimate
7/6/2026
only)
Contract start date (estimate only) 7/25/2026
Contract end date (estimate only) 6/30/2028
4.0 RFP ATTACHMENTS
The following attachments are included as part of this RFP:
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RFP Title: Shredding Services
RFP Number: 51326C
ATTACHMENT DESCRIPTION
Attachment 1: These rules govern this solicitation.
Administrative Rules
Governing RFPs (Non-
IT Services)
Attachment 2: Court If selected, the person or entity submitting a proposal
Standard Terms and (hereinafter referred to as "Proposer") must sign this Court
Conditions Standard Form agreement (the "Terms and Conditions").
The following provisions within the Terms and Conditions
are minimum contract terms and conditions ("Minimum
Terms"): _____.
Attachment 3: On this form, Proposer must indicate acceptance of the
Proposer's Acceptance Terms and Conditions or identify exceptions to the Terms
of Terms and and Conditions.
Conditions
Note: A material exception to a Minimum Term will
render a proposal non-responsive.
Attachment 4: General Proposer must complete the General Certifications Form
Certifications Form and submit the completed form with its proposal.
Attachment 5: Darfur Proposer must complete the Darfur Contracting Act
Contracting Act Certification and submit the completed certification with its
Certification proposal.
Attachment 6: Payee This form contains information Court requires in order to
Data Record Form process payments and must be submitted with the
proposal.
For Proposers claiming the DVBE incentive, complete the
DVBE Incentive DVBE Declaration and Bidder Declaration forms to receive
the 3% incentive. See section 13.0.
[Only for solicitations Proposer must complete the Iran Contracting Act
of $1,000,000 or Certification and submit the completed certification with its
more] Attachment 7: proposal.
Iran Contracting Act
Certification
(Only for solicitations Proposer must complete the Unruh Civil Rights Act and
of $100,000, or more) California Fair Employment and Housing Act Certification
Attachment 8: Unruh and submit the completed certification with its proposal.
and FEHA Certification
5.0 PAYMENT INFORMATION
5.1 Once per calendar month, vendor to provide monthly invoice to the Court for services
provided.
5.2 All invoices must reference contract purchase order.
5.3 Invoices must have matching packing slips as supporting documentation for payment to be
issued.
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RFP Title: Shredding Services
RFP Number: 51326C
5.4 Payment net 30 days.
5.5 Any shredding request made outside of the contract scope of work will be considered a
separate order
5.6 outside of the contract purchase order and will be processed on a separate purchase order.
6.0 SUBMISSIONS OF PROPOSALS
6.1 Proposals should provide straightforward, concise information that satisfies the
requirements of the "Proposal Contents" section below. Expensive bindings, color
displays, and the like are not necessary or desired. Emphasis should be placed on
conformity to the RFP's instructions and requirements, and completeness and clarity of
content.
6.2 Proposer must submit its proposal in two parts, the technical proposal and the cost
proposal.
a. Proposer must submit an electronic copy of the technical proposal. The
technical proposal must be signed by an authorized representative of Proposer.
The technical proposal must be submitted to Court via email to
solicitationsmailbox@scscourt.org. Proposer must write the RFP title and
number in the subject line of the email.
b. Proposer must submit an electronic copy of the cost proposal. The cost
proposal must be submitted in the same email as the technical proposal above,
(via email to: solicitationsmailbox@scscourt.org) but should be a separate
attachment from the technical proposal and marked "COST PROPOSAL." The
proposal must be signed by an authorized representative of Proposer.
6.3 Late proposals will not be accepted.
7.0 PROPOSAL CONTENTS
7.1 Technical Proposal: The following information must be included in the technical
proposal. A proposal lacking any of the following information may be deemed non-
responsive.
a. Proposer's name, address, telephone and fax numbers, and federal tax
identification number. If Proposer is a sole proprietor using their social security
number, the social security number does not need to be included but will be
required before finalizing a contract.
b. Name, title, address, telephone number, and email address of the individual
who will act as Proposer's designated representative for purposes of this RFP.
c. For each key staff member: a resume describing the individual's background and
experience, as well as the individual's ability and experience in conducting the
proposed activities.
d. Names, addresses, and telephone numbers of a minimum of three (3) clients for
whom Proposer has conducted similar services. Court may check any and all
references listed by Proposer.
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RFP Title: Shredding Services
RFP Number: 51326C
e. Proposed method to complete the work.
The evaluation team will be evaluating all proposals submitted based on their ability
to provide all the services requested by the Court in this RFP. The vendors ability
to meet the schedule requirement provided in section 2.0.
f. Acceptance of the Terms and Conditions.
(1) On Attachment 3, Proposer must check the appropriate box and sign the form.
If Proposer marks the second box, it must provide the required additional
materials. An "exception" includes any addition, deletion, or other
modification.
(2) If exceptions are identified, Proposer must also submit (i) a red-lined version
of the Terms and Conditions that implements all proposed changes, and (ii) a
written explanation or rationale for each exception and/or proposed change.
(3) Note: A material exception to a Minimum Term will render a proposal
non-responsive.
g. Certifications, Attachments, and other requirements.
(1) Proposer must complete the General Certifications Form (Attachment 4) and
submit the completed form with its proposal.
(2) Proposer must complete the Darfur Contracting Act Certification (Attachment
5) and submit the completed certification with its proposal.
(3) If Proposer is a California corporation, limited liability company ("LLC"), limited
partnership ("LP"), or limited liability partnership ("LLP"), Proposer must
submit proof that it is in good standing in California. If Proposer is a foreign
corporation, LLC, LP, or LLP, and Proposer conducts or will conduct (if
awarded the contract) intrastate business in California, Proposer must submit
proof that it is qualified to do business and is in good standing in California. If
Proposer is a foreign corporation, LLC, LP, or LLP, and Proposer does not
(and will not if awarded the contract) conduct intrastate business in California,
Proposer must submit proof that it is in good standing in its home jurisdiction.
(4) Copies of Proposer's (and any subcontractors') current business licenses,
professional certifications, or other credentials.
(5) Proof of financial solvency or stability (e.g., balance sheets and income
statements).
(6) [for solicitations of $1,000,000 or more] Proposer must complete the Iran
Contracting Act Certification (Attachment 7) and submit the completed
certification with its proposal.
(7) (for solicitations of $100,000 or more) Proposer must complete the Unruh Civil
Rights Act and California Fair Employment and Housing Act Certification
(Attachment 8) and submit the completed certification with its bid.
7.2 Cost Proposal. The following information must be included in the cost proposal.
a. A detailed line item budget showing total cost of the proposed services.
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RFP Title: Shredding Services
RFP Number: 51326C
b. A full explanation of all budget line items in a narrative entitled "Budget
Justification."
c. A "not to exceed" total for all work and expenses payable under the contract, if
awarded.
NOTE: It is unlawful for any person engaged in business within this state to sell or use
any article or product as a "loss leader" as defined in Business and Professions Code
Section 17030.
8.0 OFFER PERIOD
Proposer's proposal is an irrevocable offer for ninety (90) days following the proposal due date.
In the event a final contract has not been awarded within this period, Court reserves the right
to negotiate extensions to this period.
9.0 EVALUATION OF PROPOSALS
At the time proposals are opened, each proposal will be checked for the presence or absence
of the required proposal contents.
Court will evaluate the proposals on a 100 point scale using the criteria set forth in the table
below. The award, if made, will be to the highest-scored proposal.
If a contract will be awarded, Court will post an intent to award notice at www.scscourt.org.
CRITERION
MAXIMUM NUMBER OF
NOTE: THESE ARE SAMPLE CRITERIA. THE ACTUAL CRITERIA
POINTS
USED SHOULD BE TAILORED TO THE SPECIFIC PROCUREMENT.
Quality of work plan submitted 5
Experience on similar assignments 10
Cost 50
Credentials of staff to be assigned to the project 5
Acceptance of the Terms and Conditions 10
Ability to meet timing requirements to complete the project 20
10.0 INTERVIEWS
Court may conduct interviews with Proposers to clarify aspects set forth in their proposals or to
assist in finalizing the ranking of top-ranked proposals. The interviews may be conducted in
person, by virtual meeting platform, or by phone. If conducted in person, interviews will likely
be held at Court's offices. Court will not reimburse Proposers for any costs incurred in traveling
to or from the interview location. Court will notify eligible Proposers regarding interview
arrangements.
11.0 CONFIDENTIAL OR PROPRIETARY INFORMATION
PROPOSALS ARE SUBJECT TO DISCLOSURE PURSUANT TO APPLICABLE
PROVISIONS OF THE CALIFORNIA PUBLIC CONTRACT CODE AND RULE 10.500 OF
THE CALIFORNIA RULES OF COURT. Court will not disclose (i) social security numbers, or
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RFP Title: Shredding Services
RFP Number: 51326C
(ii) balance sheets or income statements submitted by a Proposer that is not a publicly-traded
corporation. All other information in proposals will be disclosed in response to applicable public
records requests. Such disclosure will be made regardless of whether the proposal (or portions
thereof) is marked "confidential," "proprietary," or otherwise, and regardless of any statement
in the proposal (a) purporting to limit Court's right to disclose information in the proposal, or (b)
requiring Court to inform or obtain the consent of the Proposer prior to the disclosure of the
proposal (or portions thereof). Any proposal that is password protected, or contains portions
that are password protected, may be rejected. Proposers are accordingly cautioned not to
include confidential, proprietary, or privileged information in proposals.
12.0 DISABLED VETERAN BUSINESS ENTERPRISE INCENTIVE
A Disabled Veteran Business Enterprise (DVBE) incentive of three percent (3%) is offered to
all DVBE Proposers participating in this solicitation. To apply for the DVBE incentive, Proposers
must complete Attachment 10 (Bidder Declaration form) and Attachment 11 (DVBE Declaration
form). Proposers must submit these forms along with their RFP for review. Proposers can click
on the links above for access to fillable forms, or go to Court's website at
http://www.scscourt.org/general_info/vendors/dvbe.shtml
13.0 PROTESTS
Any protests will be handled in accordance with Chapter 7 of the Judicial Branch Contracting
Manual (see www.courts.ca.gov/documents/jbcl-manual.pdf). Failure of a Proposer to comply
with the protest procedures set forth in that chapter will render a protest inadequate and non-
responsive, and will result in rejection of the protest. The deadline for Court to receive a
solicitation specifications protest is the proposal due date. Protests must be sent to:
Santa Clara County Superior Court
Attn: Procurement Division
191 North First Street
San Jose, CA 95113
14.0 GENERATIVE ARTIFICIAL INTELLIGENCE
Definitions:
"Artificial intelligence" or "AI" means technology that enables computers and machines to
reason, learn, and act in a way that would typically require human intelligence.
"Generative Artificial Intelligence" or "GenAI" means an artificial intelligence system that can
generate derived synthetic content, including text, images, video, audio, code, and data
visualizations, that emulates the structure and characteristics of the system's training data.
15.1 In its proposal, Proposer must notify the Court if Proposer's goods or services contain
or utilize GenAI (or will contain or utilize GenAI), or if GenAI is or will be included in any
services, goods, or deliverables that materially impact:
a. functionality of a Court system (i.e., the work using GenAI could have a
significant, substantial effect on the system's data integrity, availability,
confidentiality, or security, and failure to perform such work in accordance with a
contract could cause major disruptions to Court operations);
b. risks to Court (i.e., the work using GenAI could have a significant, substantial
effect on Court's operations, finances, security, or reputation, and failure to
perform such work in accordance with a contract would constitute a high
likelihood of damage to Court); or
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RFP Title: Shredding Services
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c. contract performance (i.e., when failure to conduct work which uses GenAI in
accordance with a contract would constitute a material breach of contract).
15.2 Proposer's failure to disclose GenAI to Court may result in disqualification (at the Court's
sole discretion), and Court reserves the right to seek any and all relief it may be entitled
to as a result of such non-disclosure.
15.3 Court reserves the right to incorporate GenAI-related provisions into the final contract
and to reject bids/offers that present an unacceptable level of risk to Court, as
determined by Court in its sole discretion.
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