Shredding Services

Shredding Services
Invitation For Bid
City of Lancaster
City Clerk's Office
P.O. Box 1149
216 S. Catawba Street (29720)
Lancaster, SC 29721

I. OVERVIEW
The City of Lancaster is soliciting sealed bids from qualified vendors to provide the City with monthly
on-site shredding services for the City's confidential documents for various City Departments. Any
anticipated cost increases must be clearly stated for the contract period.
The term of this agreement will begin on July 1, 2026 and end on June 30, 2029. Any anticipated cost
increases must be clearly stated for the contract period.
II. PROPOSAL PARAMETERS & GUIDELINES
Preparation and Submission:
The City assumes no responsibility for unmarked or improperly marked envelopes.
The City will not be responsible for any costs incurred to respond to this proposal
request.
Mail or deliver to the address noted in this document. The City is not responsible for
delays due to the Bidder's choice of delivery service (USPS, UPS, FedEx, etc.).
Electronic (email) or facsimile submissions will not be accepted.
Responses not received by the time and date specified will not be opened or considered
unless the delay is the result of the City or its agents.
One copy of the proposal must be provided in a sealed envelope clearly marked "Response:
Shredding Services Bid #736-04-13-04-29-26" by 2:00 p.m. on April 29, 2026. Electronic
(email) or facsimile submissions will not be accepted, and late submittals will be rejected.
All questions must be in writing and directed to Kelli Stevens at
kstevens@lancastercitysc.com.
Proposals should be submitted to:
Kelli Stevens, City Clerk Physical address:
P.O. Box 1149 216 S. Catawba Street
Lancaster, SC 29721 Lancaster, SC 29720
Errors in Proposal
Bidders or their authorized representatives are expected to fully inform themselves as to the
conditions, requirements, and specifications before submitting a proposal. Failure to do so
will be at the Bidders own risk. The City reserves the right to waive any informalities,
technical defects, and minor irregularities in proposals received.
Award Criteria:
The City shall award the contract to the Bidder who submits a responsible and responsive
proposal taking into consideration compliance with stated terms, conditions, and
specifications. The City reserves the right to reject any or all proposals, and to accept any
proposal submitted that best meets the needs of the City in the sole judgement of the City.
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Disclosure:
Trade secrets of proprietary information submitted by the Bidder in connection with a
procurement shall not be subject to public disclosure under the Freedom of Information Act
(FOIA); however, the Bidder must invoke the protection of this section prior to or upon
submission of the data or other materials, and must identify the specific area or scope of data
or other material to be protected and state the reasons why the protection is necessary. An
all-inclusive statement that the entire document is proprietary is unacceptable and will be
disregarded. A statement that the costs are to be protected is unacceptable and will not be
honored.
Suspension and Debarment:
The Bidder certifies, by submission of this proposal, that neither it nor its principal are
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in the transaction by any federal, state or local agency. Where
the Bidder is unable to certify to any of the statements in this certification, such Offeror shall
attach an explanation to this proposal.
SubBidders:
The successful Bidder agrees that they shall not delegate, subcontract or assign all or any
portion of the project to any third party without the express written consent of the City
Administrator.
Certificate of Insurance
The successful Bidder shall provide evidence of the required minimum insurance by
providing the City a copy of the Certificate of Insurance in forms acceptable to the Risk
Manager for the City, prior to any work under the contract begins.
The City of Lancaster shall be named as an additional insured. The policy shall be issued by
an insurer rated in the Best's Insurance Guide with a financial rating of AAA or better. The
policy shall provide that the insurance coverage shall not be canceled or reduced by the
insurance carrier without the City having been given ten (10) days prior written notice.
Insurance
The Bidder will maintain general automobile liability insurance in the amount of $1,000,000
per occurrence for each vehicle and $1,000,000 in aggregate for all vehicles which the Bidder
brings onto City property or use in any manner in the provision of any service, including
transportation to and from the site(s) where the services are rendered.
The Bidder will maintain general liability insurance in the amount of at least $1,000,000 per
incident/occurrence and $1,000,000 in aggregate for all incidents/occurrences during the
policy period.
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The Bidder will maintain Workers Compensation insurance on all of the Company's workers
in the amount of at least $1,000,000 per incident/occurrence and $1,000,000 in aggregate for
all incidents/occurrences during the policy period.
The Bidder will provide in a form acceptable to the City, certificates of Worker's
Compensation Insurance, Automobile Liability Insurance and General Liability Insurance.
Certificate holder shall state the City of Lancaster.
The successful Bidder shall furnish the City, upon agreement, with a copy of a certificate of
insurance evidencing policies required in the paragraphs above. Such certificate shall
specifically indicate that the Insurance includes all extensions of coverage required above. If
coverage on said certificate(s) is shown to expire prior to completion of all terms of the
Contract, the successful Bidder(s) shall furnish a certificate of insurance evidencing renewal
of such coverage to the City. The certificate of insurance shall be required in advance of the
Contract execution.
Contact Safety Manager, Tim Harper at 803-320-3005 or tharper@lancastercitysc.com for
questions regarding limit requirements or COI.
Certificate of Insurance
The successful bidder shall provide evidence of the required minimum insurance by providing
the City a copy of the Certificate of Insurance in forms acceptable to the Risk Manager for the
City before any work under the contract begins.
City Business License
The successful bidder must possess or obtain a City of Lancaster business license. Such
business license is required to be maintained throughout the duration of the contract. Contact
Karen Proctor, Business Licensing Specialist at 803-289-1462 or kscoffey@lancastercitysc.com
to obtain a business license or for any business licensing related questions. All costs for
required bonding, permits, licenses, etc. shall be done by the respondent. The City reserves
the right to hold payment of goods/services until a City Business License is received.
Indemnification and Hold Harmless
To the fullest extent permitted by South Carolina law, the Bidder/Vendor shall indemnify,
defend, and hold harmless the City, its elected officials, officers, employees, and agents from
and against any and all claims, damages, losses, liabilities, costs, and expenses (including
reasonable attorney's fees) arising out of or resulting from damage to vehicles while in the
care, custody, or control of the Bidder/Vendor, except to the extent caused by the sole
negligence of the City.
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Invoicing and Payment
The successful Bidder shall be paid upon submission of proper invoices to the City of
Lancaster Accounts Payable Department by email at accountspayable@lancastercitysc.com
or by mail at P.O. Box 1149, Lancaster, SC 29721 at the price stipulated on the contract,
within thirty (30) days of submission of the proper invoice. Invoices shall contain the
Purchase Order Number and are to be submitted by the company shown on the Purchase
Order within fifteen (15) calendar days.
Compliance
The Bidder shall fully comply with all applicable federal, state, county, or municipal laws,
rules, regulations, ordinances, including the Americans with Disabilities Act ("ADA") and
the regulations promulgated thereunder, including ADA Title II, and shall hold the City
harmless from any liability resulting from failure of such compliance.
The Bidder certifies that all federal, state, county, or municipal orders regarding affirmative
action are followed to ensure equal employment opportunities and fair employment
practices. The Bidder agrees not to discriminate against any employee or applicant for
employment because of race, religion, color, sex, gender identity, sexual orientation, age,
handicap, or national origin; however, some conditions may be a bona fide occupational
qualification reasonably necessary for the normal operations of the Bidder.
The Bidder will comply with the requirements of Chapter 14, Title 8 of the South Carolina
Code of Laws titled Unauthorized Aliens and Public Employment and agrees to provide the
City of Lancaster any documentation required to establish either; (a) the applicability of such
law to the Bidder and subBidders; or (b) the compliance with this law by the Bidder and any
subBidders.
Conflict of Interest
All Bidders must disclose with their proposal the name of any officer, director, or agent who
is also an employee of the City of Lancaster or becomes a City of Lancaster employee during
the duration of the project. Further, all Bidders must disclose the name of any City employee
who owns directly or indirectly, an interest in the Bidder's firm or any of its branches. With
the submission of this proposal, the Bidder certifies that the proposal submitted was made
without fraud, that it has not offered or received any kickbacks or inducements in connection
with the offer, and that it has not conferred on any public employee, or public official. The
Bidder certifies with the submission of a proposal that no relationship exists between itself
and the City, another person, or organization that interferes with fair competition or
constitutes a conflict of interest with respect to a contract with the City. Bidders are
specifically directed not to contact any other City personnel for meetings, conferences, or
technical discussions related to this request unless otherwise stated in this document. Failure
to adhere to this policy may be grounds for rejection of your proposal.
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MWBE Statement
It is the policy of the City of Lancaster to provide minorities and women equal opportunity
for participating in all aspects of the City's contracting and procurement programs. It is also
the policy of the City of Lancaster to prohibit discrimination against any person or business
in pursuit of these opportunities based on race, color, sex, gender, national origin, religion,
age, disability, marital status, sexual orientation, gender identity, genetic information, or
other legally protected classifications.
Pricing
Prices for all goods and/or services shall be firm for the duration of this contract. Prices shall
be all inclusive: No price changes, additions, or subsequent qualifications will be honored
during the course of the contract without prior approval from the City Administrator. All
prices must be written in ink or typewritten. Pricing on all transportation, freight, and other
charges are to be prepaid by the Bidder and included in the proposal prices. If there are any
additional charges of any kind, other than those mentioned above, specified or unspecified,
the Bidder MUST indicate the items required and attendant costs or forfeit the right to
payment for such items.
Fair Labor Standards Act
No Bidder or subBidder holding a service contract with the City for any dollar amount shall
pay any of its employees working on the contract less than the minimum wage specified in
section 6(a)(1) of the Fair Labor Standards Act 29 U.S.C. 206. Failure to meet this requirement
may result in contract termination by the City.
Non-Appropriation of Funds
This agreement shall be subject to the availability and appropriation of funds by
Administration and City Council.
Excluded Bidders
Reason to believe collusion exists among companies
The company is involved or has been in any litigation against the City
The company is in arrears on any existing contract or has defaulted on a previous
contract with the City
Lack of financial stability
Failure to perform under previous or present contracts with the City
Is currently debarred by the State of South Carolina Procurement Services
Local Purchasing
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Bidder submitting proposals should keep in mind the City's goal of supporting local
businesses and supply houses for materials and labor whenever practicable, so long as
pricing and other contract conditions are not adversely affected.
It is the intent of the City of Lancaster to promote the use of local businesses within the local
Lancaster City/County area when possible. For purposes of determining the lowest
responsible Bidder on any qualifying contract valued at $10,000 or above, the City shall
evaluate any proposal submitted by a local Bidder by discounting its proposal by up to 2%
of its actual proposal amount.
Local Purchasing adjustment factors can not apply to (a) Federally Funded Projects, (b) State
Funded Projects where the state restricts the use of local preferences under such
circumstances; or (c) the projects funded by Bond proceeds where ethe Bond covenants
restrict the manner of procurement.
Customer Service
Please remember, although you are a contracted City service, you represent the City of
Lancaster during all work performed. The City of Lancaster expects it contractors to be
courteous and helpful to staff as well as our citizens. Company Uniforms must be worn at all
times and employees are to look and act professional at all times. Vehicles used by contractor
personnel shall be marked with company identification.
The City of Lancaster reserves the right to cancel any contracts, agreements, purchasing or
distribution, etc. if they feel the project or purchasing may be in jeopardy due to the
contractor's employee(s) history which may lead to ethical issues while working with the City.
SCOPE OF SERVICES / SPECIFICATIONS
Contractor shall be responsible for providing all materials, labor, services and equipment required
to perform confidential document shredding services and provide lockable security bins and/or
other related equipment at the following locations as described below
o City Hall, 216 S. Catawba - two (2) 96 Gallon Security Bins
o Police Department, 405 East Arch Street - two (2) 64 Gallon Security Bins and one (1)
Executive Console
o Solid Waste Department, 1309 Lynwood Drive - (1) 64 Gallon Security Bin
Containers shall be constructed to prevent theft of materials by reaching in. Containers must be
constructed so as not to allow documents to slip out once they have been placed in the container.
Containers must have a tamper evident locking system.
Unless otherwise noted any equipment bid shall be new, unused, of current production and
standard to the manufacturer.
Pricing Schedule (Attach rate sheet if applicable)
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Any resulting contract shall be based on the fees below. Pricing shall be all-inclusive for the service,
including but not limited to container rental, time at location, labor, transportation, etc. Any bidder entering
a $0 or leaves it blank may be considered nonresponsive.
At various times during the year, there may be a need for additional purge shredding. Purge shredding is
defined as shredding service where the materials that need to be shredded are not stored in contract bins,
e.g. a department needs to shred twenty (20) banker boxes of paper.
Purge shredding is to be priced per box based on standard Banker Box Dimensions of 10"x 12"x15".
THIS AND PREVIOUS PAGES DO NOT NEED TO BE RETURNED
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By my signature on this solicitation, I certify that this firm/individual is properly licensed for providing the
services specified.
Company: ____________________________________________________________________________________
DBA: ________________________________________________________________________________________
Contact: _____________________________________________________________________________________
Physical Address: _____________________________________________________________________________
Mailing Address (if different): __________________________________________________________________
Office/Cell Number: ___________________________________________________________________________
Email: _______________________________________________________________________________________
Printed Name: _______________________________________________ Title: ___________________________
Signature: ___________________________________________________ Date: __________________________
Pricing Schedule (Attach rate sheet if applicable)
Any resulting contract shall be based on the fees below. Any additional charges should be noted on page
10 under "Deviations".
Container Monthly
96 Gallon Security Bin $ /ea.
64 Gallon Security Bin $ /ea.
Executive Console $ /ea.
On-Site Purge Shredding (as needed) $ /per box
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Any Deviations or Additional Charges/Fees should be noted below. (Please Print or Type)
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