Request for Quotations for Shredding Services Tender Number 2014-011 The Workers Compensation Board of Nova Scotia is seeking qualified quotations for on-site shredding services at its two Halifax locations for the period January 15, 2015 to January 16, 2016 with the option to renew for each of the next three subsequent years. Volumes We currently have 25 front-loaded locked boxes (20 x 20 x 40 ) in 15 locations throughout two buildings. We dispose of approximately 50 tonnes of paper on average per year. This may fluctuate +/- over the course of the contract. Our locations are: 5668 South Street, Halifax (4 floors) 5595 Fenwick Street, Halifax (3 floors) Additionally, the IT department has a requirement from time to time (one or two times per year), to have computer, laptop and server hard drives shredded as part of our policy to destroy any hardware capable of recording and maintaining business records, documentation and software when it is no longer required or has become obsolete (end of life cycle) for business hardware. The number of hard drives does vary, however past experience indicates the number at approximately 50 80 per year. As well, we re interested in having various items shredded such as portable media (CD s, old/broken memory drives, etc.). These items are usually compiled in a banker s box until such time as there are sufficient items to fill the box. Estimated one bankers box per year. Vendor Requirements 1. All shredding to be done on-site at the property for all office locations. 2. Locked storage containers for our office spaces must be provided as required, free of charge. These shall be designed to appropriately fit into a professional office setting, be in new condition and must all be frontloading key-locked units.
3. Vendor employees must be fully bonded and proof of same provided to WCB prior to commencement of services. 4. Vendor policies/procedures on maintaining confidentiality must be provided in detail. 5. Must be registered and in good standing with the Workers Compensation Board throughout the contractual period. 6. Must provide a Certificate of Insurance stipulating a minimum $5Million per occurrence Commercial General Liability insurance with WCB stated as additional insured. 7. Current written business references from at least three companies of similar size and level of usage must be provided. References must be within the contractual time frame of the vendors business contract. 8. Must be able to destroy all types of media and provide Certificate of Destruction on-site following completion of scheduled services. 9. Vendor must be willing to enter into a written contract provided by the WCB to reflect the criteria and related conditions set out in this Request for Quotation. Vendor must include a detailed explanation of what happens to this shredded material once it has been destroyed and arrives at final location. Pricing Pricing must be provided as a net cost per box, excluding taxes. Also include separate cost per box for any contaminated materials. The Board is subject to HST, please include this information on a separate line. Subcontractors: The vendor must agree to ensure in the contract that any subcontractors they retain will consistently meet the same requirements and have full prior approval in advance by the WCB. Performance of the subcontractor is the full responsibility of the successful vendor. Periodic Reviews: The Workers Compensation Board (WCB) will reserve the right to conduct periodic reviews of service levels and performance of the service agreement. If the WCB is unsatisfied with the service being provided by the chosen vendor, the WCB may choose to obtain services from another vendor, at the sole discretion of the WCB.
Submission Information Please submit proposals directly to: Melinda Hookey Facilities Administrator Workers Compensation Board of Nova Scotia 5595 Fenwick Street, Suite 202 Halifax, NS B3H 4M2 Proposals delivered to any other address will not be accepted. Tender Closing: January 5, 2015 @ 10:00 a.m. Tender Opening: January 5, 2015 @10:30 p.m. Faxed bids will NOT be accepted. Only bids submitted on the attached form to the above-noted address will be considered. A contract will not necessarily be awarded. Submitters will be notified if this is the case. Unsuccessful bidders will be notified of an award automatically; however, explanations will only be supplied on request of the individual submitter. Vendor Communications Vendor questions will be answered verbally by Melinda Hookey, Facilities Administrator, phone number 902.491.8012. Vendors questions will not be circulated to other vendors. AGREEMENTS AND AMENDMENTS 1.1 The Contract supersedes all prior negotiations, representations, or agreements, either written or oral relating in any manner to the Work including the bidding documents that are not expressly listed in Article A-3 of the Agreement CONTRACT DOCUMENTS. 1.2 Information pertaining to this competition obtained by the proponent as a result of participation in this project is confidential and must not be disclosed without written authorization in advance from the Workers Compensation Board. 1.3 The Contractor acknowledges that the Board is bound by the terms of s. 192 of the Workers' Compensation Act and the Freedom of Information and Protection of Privacy Act, and agrees to abide strictly by the terms of these and any other applicable laws respecting the confidentiality of all matters touching on claims for compensation and claimants' right to
privacy, that the Supplier, its agents or servants could become exposed to in the provision of services under this Agreement. 1.4 The Contractor and any subcontractors are required to be registered and in Good Standing with the Workers Compensation Board of Nova Scotia for the duration of the Work, and will be required to provide a Clearance Letter indicating all Workers Compensation Board assessments have been paid. It is the Contractor s responsibility to ensure any subcontractors used can provide this same documentation. 1.5 The Contractor will be required to carry a minimum of five million ($5,000,000.00) dollars per occurrence Commercial General Liability insurance with the Workers Compensation Board of Nova Scotia stated as an Additional Insured. General Information The Workers Compensation Board of Nova Scotia is one participant in the workers compensation system which include workers and their representative; employer; health care providers; WCB service providers; workers counsellors; the Workers Compensation Appeals Tribunal; government and those involved in the prevention of workplace injury.
Price Quote for On-site Shredding at the Workers' Compensation Board of Nova Scotia All bids must be submitted on this form. Bids not submitted on this form will not be considered. Provider Name: Contact: Phone number: Email Address: Price per console Other costs: Extra shredding (per banker s box) Extra shredding (per large bin) Hard-drive destruction (per drive) Portable media destruction (per banker s box) Mandatory Criteria: On-site shredding Employees fully bonded and identifiable (provide proof) $5 million dollars per occurrence Commercial General Liability insurance Good Standing with WCB (provide Clearance Letter) Statement of Safety policy and/or COR or WCB Safety Certified proof Copies of policies/procedures related to confidentiality included These prices are correct as quoted herein and will remain in effect for no less than sixty (60) days from RFQ closing date. Name Signature Date