*RE-ADVERTISEMENT* On-Site Shredding Services

Gaston County
**RE-ADVERTISEMENT**
REQUEST FOR PROPOSALS
ON-SITE SHREDDING SERVICES
LOCATED IN
GASTON COUNTY, NORTH CAROLINA
Proposals Deadline:
:00 pm on 5/01/2026

PROPOSAL SCHEDULE
(Note: The dates below are subject to change)
Request for Proposal
For
On-site Shredding Service
Bid Number: 2026-001A
Advertisement Date April 21, 2026
Deadline for Questions April 14, 2026
Proposals Due Date May 1, 2026
Award of Contract Notice May/June 2026
Contract Start Date July 1, 2026
Questions concerning this RFP must be sent to:
Debbie Stone-Muller at debbie.stonemuller@gastongov.com no later than 5:00
PM Eastern Standard Time, on April 24, 2026
Reference RFP number 2026-001A and project name "Shredding Services"
in subject line
All answers to questions will be provided in the form of an addendum to this
RFP via the County Bid Website https://www.gastongov.com/Bids.aspx

1.INTRODUCTION
Gaston County, North Carolina ("County"), is soliciting proposals from qualified firms
("Offerors") to provide secure, confidential document shredding and destruction services for
various County departments and facilities.
This solicitation is issued in accordance with applicable laws and regulations, including but not
limited to:
North Carolina General Statute G.S 153A-449
2 CFR Part 200 (Uniform Guidance)
Gaston County Purchasing Policies and Procedures
This procurement is conducted as a competitive proposal process.
2.PURPOSE
The County intends to award a contract to one or more qualified Offerors to provide:
On-site secure shredding services (required at all service locations)
Secure, locked collection containers
Certified destruction of confidential materials
Recycling and environmentally responsible disposal
Chain-of-custody documentation
All services must comply with applicable federal and state confidentiality requirements,
including but not limited to HIPAA, IRS Publication 1075, and North Carolina public records
and privacy laws.
3.SCOPE OF SERVICES
3.1 Service Requirements
The Contractor shall provide:
Secure, locked shred bins or consoles
Scheduled recurring pickups (weekly, biweekly, or monthly as required)

Dedicated account representative who has the authority to make decisions and implement
those decisions regarding service updates, account charges, account disputes, billing
disputes, service disputes, invoicing, unsatisfactory service, delivery schedule, etc.
On-call or emergency shredding services
On-sitemobileshredding at thetimeof pickup at all sseerrvviicceeloccaattiioons
Shredding vehicles capable of servicing loading dock areas
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requiring transport via stairs (minimum four steps)
Personnel who are uniformed, bonded, and trained, and who perform services in
accordance with all applicable laws and regulations
Cross-cut shredding meeting NAIDAAACertification standards
ACertificate of Destruction provided after each service at each location
Secure chain-of-custody procedures at all times
The ability to add or remove bins and service locations during the contract term at the
same contract rates
Separate invoices foreach County service location and department
3.2 Materials Covered
Paper documents
File folders (with or without fasteners)
Envelopes
3.3 Service Locations
Services will be required at multiple County-owned facilities throughout Gaston County. A list of
current locations and estimated volumes is provided in Exhibit A.
Additional locations may be added during the contract term. All volumes are estimates only and
are not guaranteed.
4.CONTRACT TERM
Initial Term: Three (3) years
Renewal Options: Two (2) one-year extensions upon mutual agreement

The total contract term shall not exceed five (5) years unless otherwise permitted by law.
5. MINIMUM QUALIFICATIONS
Offerors must:
1. Be properly registered to do business with the North Carolina Secretary of State
2. Have a minimum of three (3) years of experience providing secure shredding services for
governmental or institutional clients
3. Maintain insurance coverage as required in Section 10
6. COMPLIANCE REQUIREMENTS
6.1 Federal Requirements (2 CFR Part 200)
The Contractor must:
Comply with 2 CFR 200.317-200.327
Not be suspended or debarred (SAM.gov verification required)
Comply with all applicable federal laws, regulations, executive orders, and terms and
conditions of the funding award including:
o Equal Employment Opportunity
o Contract Work Hours and Safety Standards Act (if applicable)
o Clean Air Act and Federal Water Pollution Control Act (if applicable)
o Debarment and Suspension Certification
o Access to Records
o Termination for Cause and Convenience
6.2 North Carolina Requirements
The Contractor must comply with:
E-Verify requirements (G.S. 143-133.3)
Iran Divestment Act (G.S. 147-86.58)
Non-collusion affidavit
Historically Underutilized Business (HUB) requirements (if applicable)

Applicable public records laws
7.PROPOSAL SUBMISSION REQUIREMENTS
7.1 Proposal Format
Proposals must include:
Proposal Form Exhibit B (signed by authorized individual)
Background/past experience including 3 references,
Pricing Form - Exhibit D),
Describe your firm's ability to meet the needs of the County as referenced in
section 8.3.
Proof of registration with North Carolina Secretary of State,
NAID AAA Certificate, and
Current Certificate of Liability Insurance (or letter from insurance company
stating insurance requirements are attainable
7.2 Submission Instructions
Proposals must be submitted by email to debbie.stonemuller@gastongov.com by :00
PM on May 1, 2026. Reference RFP number 2026-001A and project name
"Shredding Services" in subject line
It is the Offeror's sole responsibility to ensure that proposals
are received by Gaston County before the submission deadline.
8.Proposal Evaluation Criteria
Proposals will be evaluated based on the Offeror's ability to meet the performance requirements
of this RFP. This section provides a description of the evaluation criteria that will be used to
evaluate the Proposals. To be deemed responsive, it is important for the Offeror to provide
appropriate detail to demonstrate satisfaction of each criterion and compliance with the
performance provisions outlined in this RFP. The Offeror's Proposal will be the primary source
of information used in the evaluation process. Proposals must contain information specifically
related to the proposed services and requested herein. Failure of any Offeror to submit
information requested may result in the elimination of the Proposal from further evaluation.

Proposals will be assessed to determine the most comprehensive, competitive, and best value
solution for the County based on, but not limited to, the criteria below. The County reserves the
right to modify the evaluation criteria or waive portions thereof. Proposals will be evaluated on
the following major categories:
A. Qualifications, Experience and Approach;
B. Cost Effectiveness and Value;
C. Ability to meet County's needs; and
D. Completeness of Proposal.
8.1 Qualifications, Experience and Approach - 20%
Offerors will be evaluated based upon their understanding, experience, and qualifications
in performing the same or substantially similar services, as reflected by their experience
in performing such services. The evaluation will include references regarding work for
organizations with needs similar to Gaston County and the feasibility of the Offeror's
approach for the provision of the services.
8.2 Cost Effectiveness and Value - 40%
Under this criterion, Proposals will be compared in terms of the most reasonable, and or
most effective pricing options. The Evaluation Committee will also take into
consideration any indirect costs associated with the services and administration of the
agreement.
8.3 Ability to meet County's needs - 30%
Describe your Firm's ability to meet the County's needs including a dedicated account
representative, capacity to service multiple locations, process schedule changes, bin
increases, and on-call or emergency shredding services.
8.4 Completeness of Proposal - 10%
All required Proposal documentation, as referenced in section 7.1 submitted.
9. PRICING
Pricing must include the following:
Cost per container (by size)
Cost per pickup
On-site shredding costs
Emergency service rates

Any additional applicable fees
Pricing must remain firm for a minimum of 90 days after proposal submission. Please include
this pricing information on Exhibit D.
10. INSURANCE REQUIREMENTS
The Contractor shall maintain:
Commercial General Liability: $1,000,000 per occurrence
Workers' Compensation: As required by North Carolina law
Automobile Liability: $1,000,000
Professional Liability (if applicable)
Gaston County shall be named as the certificate holder.
11. CONFIDENTIALITY AND DATA SECURITY
The Contractor shall:
Maintain strict confidentiality of all materials
Ensure all personnel undergo appropriate background checks
Maintain secure chain-of-custody procedures
Participate in required annual security training as directed by DHHS-DSS
Immediately report any actual or suspected data breach
Indemnify the County for any breach resulting from Contractor negligence
12. TERMINATION
The County reserves the right to:
Terminate the contract for cause
Terminate the contract for convenience with appropriate notice
Cancel the contract if funding becomes unavailable

13. ACCESS TO RECORDS
In accordance with 2 CFR 200.337 and applicable state law, the Contractor shall provide access
to service records to:
Gaston County
North Carolina State Auditor
Federal awarding agencies (if applicable)
Records must be retained for a minimum of five (5) years after final payment, or longer if
required.
14. GENERAL TERMS AND CONDITIONS
The County reserves the right to reject any or all proposals
The County reserves the right to waive informalities or irregularities
The County is not responsible for any costs incurred in proposal preparation
The County reserves the right to amend, modify, or cancel this RFP at any time
All proposals become public record after contract award in accordance with North
Carolina law
EXHIBITS (Provided as Separate Documents)
Exhibit A - Current Locations and Estimated Volumes
Exhibit B - Proposal Form (signed by authorized individual)
Exhibit C - Sample Terms and Conditions with Federal Provisions
Exhibit D - Pricing Form