Shredding Services - financial Management and accounts payable

The Mississippi State Department of Health (MSDH) has issued Solicitation of Quotes 2025-SOQ-662 seeking shredding services to support its Financial Management and Accounts Payable departments. This contract aims to address the critical need for secure, compliant disposal of documents surpassing retention periods to manage storage effectively and adhere to federal and state regulations. The services requested include on-site cross-cut shredding with strict compliance to HIPAA, FACTA, GDPR, and NAID standards, secure chain of custody protocols, and issuance of Certificates of Destruction. The vendor must perform initial setup, quarterly scheduled shredding, and emergency shredding services, ensuring constant availability and confidential handling. The contract period runs from award through December 28, 2026, with an option for multi-year extensions, and interested vendors must demonstrate relevant experience, capability, and appropriate insurance coverage. Quotes are due by March 23, 2026, 4:00 pm CST. The contract incorporates mandatory legal and procedural clauses to ensure adherence to state procurement policies and ethical standards. These include compliance with applicable laws, certification of independent price determination, equal employment opportunity, public records transparency, e-verification, limitation of liability, and proper handling of confidential information under Mississippi’s legal framework. Optional clauses provide further risk mitigation and define contractor responsibilities related to contract assignment, confidentiality, indemnification, force majeure events, and dispute resolution. MSDH does not provide shredding services internally, making outside vendors essential for regulatory compliance and storage management. The points of contact for this solicitation include an MSDH accountant and procurement analyst located in Jackson, Mississippi, facilitating communication and submission of proposals through the designated procurement portal.