STATEMENT OF WORK WORD 2024.docx

PERFORMANCE WORK STATEMENT 2024

ON -SITE SHREDDING OF SENSITIVE MATERIALS

VETERANS AFFAIRS HEALTH CARE SYSTEMS, WEST PALM BEACH, FL

Summary: This contract is for services to shred and dispose of paper and other sensitive HIPAA related materials from the Medical Center, community based Outpatient clinics (CBOC) located in Port St. Lucie and Delray Beach FL.

Scope of Work: The Department of Veterans Affairs (VA WPB HEALTHCARE SYSTEMS) West Palm Beach, FL intends to use the services of a contractor to periodically shred VAHCS records and other materials throughout the year. Records may contain carbon, binders, folders, and other non-paper materials. Papers must be cross-cut, and all shredding must be done at the VA and at the above CBOCS.

Required Work:

A. The contractor shall provide all labor and equipment and shall be responsible for disposing of all shredded materials. A Final Certificate of Destruction of disposition and final disposal documentation/certificate must be provided (ex: once shredded the materials are transported to a paper pulp mill used as pulp in producing copy paper). Also, on a quarterly basis and or upon request the end product is provided to the Contracting Officer Representative (COR) for evidence of compliance for the Privacy Officer and/or Chief of Information Security Officer.

B. Contractor is responsible for maintaining liability insurance for the duration of contract and for following all pertinent federal and state regulations with regards to transportation and destruction of classified medical and personal identifying documents.

C. While on VA premises, contractor employees will wear a company uniform and a visible identification badge which contains a photograph of the employee. All contractor vehicles and collection bins will be clearly identified with the company’s name.

D. The contractor will provide the services identified in this contract between the hours of 10:00 AM and 2:00 PM, Wednesday of each week, except when a legal holiday falls on said day. All shredding will occur on this day.

E. The contractor will provide at least 48 hours notice if for some unforeseen circumstance they will be unable to keep the scheduled date for shredding and disposal. If the regularly scheduled shredding day falls on a national holiday, the contractor can perform the service either the day prior to or the day after the holiday and will inform the COR of the revised scheduled shredding day.

F. The contractor will provide free of charge and maintain in an effective, usable status of approximately 225 32 gallon-executive consoles (office style) and 40 95 gallon locked collection bins for the medical center. The containers shall have a slotted lid or front panel allowing for the discarding of documents and utilize a keyed lock to limit access. All like size containers will utilize the same key lock and or code. The security of the containers must be compatible the interior design of the medical center. The containers shall be located as per this SOW and the direction of the COR. They shall be provided by the contractor at no cost to the VA. The VA reserves the right as it deems necessary to purchase any containers it may deem needed from any supplier it decides, without penalty or abrogation of this SOW and ultimate contract. All containers must be secured and locked in place so that no one can remove them from the premises. The contractor will also prove the VA additionally with 40 95 gallon wheeled, locking collection containers for use by VA personnel if needed emptying shredding containers between contractor pickups. The supplier will provide the COR keys to all containers. The contractor will supply the COR with extra keys upon request.

G. The contractor will be responsible to ensure the contractor employees coming to the work site will receive the information required above.

H. The contractor will be responsible to ensure contractor employees providing work on this contract are fully trained and completely competent to perform the required work. The contractor is also responsible for completing background investigations on all personnel on site. The results of the background investigations must be furnished upon request and be available to the Chief of Information Security Officer, maintained by the COR.

Equipment: The contractor shall provide mobile equipment to do all shredding onsite. Equipment shall be capable of cross cutting the paper material. Contractor will provide locking containers to collect shredding material. Shredding shall comply with VA DIRECTIVE 6371 which calls for producing particles that are 1X5 mm in size, or to pulverize/disintegrate paper materials using disintegrator devices equipped with 3/32 security screen.

Interim Destruction: The contractor shall ensure the shredded paper is secure when transporting paper to its final destruction. Interim destruction of temporary paper records refers to macerating, chopping, pulverizing or shredding of these records to a degree that does definitely ensure that they are not readable or re-constructible to any degree, but does ensure that they are not readable or re-constructible without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction.

Final Destruction: The contractor shall definitely ensure that the process of the temporary paper records are pulped, macerated or shredded to a degree that they are not readable or re-constructible to any degree. Additionally, contractor must use a National Association for Information Destruction (NAID) certified, bonded and insured recycler or paper mill and any intermediary processes must protect the records until final destruction is completed and provide final destination certificate of destruction.

Deliverable: Contractor will normally shred materials weekly. Any additional service requests shall be provided within 48 hours after the contractor is notified by the medical center.

Quantities: The medical center reserves the right to increase or decrease the quantity of material.

Additional Requirements:

1. Certificate of Destruction: A Certificate of Destruction must be provided after each job. The contractor shall give the certificate to the COR. And Information Security Officer and or the Privacy Officer if they so request. In addition, disposition and final disposal must be provided (EX: once shredded the materials are transported to a paper pulp mill to used as pulp in producing copy paper).

2. VA HANDBOOK 6300.1 “Records Management Procedure” shall be applicable to all materials including but not limited to paper, cds, tapes, record/microfiche destruction. The procedure reads: “The authorized destruction of records that are classified or otherwise restricted from disclosure by statue, such as Privacy Act of 1974 or Title 38 USC, must be witnessed by a Federal Employee or a contractor employee. If a contract is used to dispose restricted VA or VA Healthcare Systems records, the Facility Records Officer must authorize the use of a contractor or subcontractor employee to witness the destruction. The contractor must provide documentation that the contractor employee is authorized to witness destruction of the record. Resale of VA or VAHCS for use as records or documents is strictly prohibited.

3. Confidentiality of Material Destruction: Contractor personnel shall maintain the confidentiality of the material to be destroyed. Any contractor personnel found to be reading any of the Medical Center materials shall be promptly removed from the Government premises. The person/s involved shall not be allowed to return to the Medical Center for any future service requests.

4. Storage: The VAHCS will provide a room to be used by the contractor as a collection/storage are for the shredding materials. This room is intended for the storage of a small number of containers/equipment.

5. National Holidays: The eleven holidays observed by the Federal Government are:

New Year’s Day Martin Luther King’s Birthday Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Washington’s Birthday Thanksgiving Day Christmas Day And any other holiday specifically declared by the President of the United States to be a national holiday.

6. HIPAA: The contractor will have to compete a standard Business Associate Agreement (BAA) in accordance with the Health Insurance Portability and Accountability act of 1996 (HIPAA) after award. The contractor will also provide the VAHCS with copies of any and all applicable Federal, State of Florida, Palm Beach County and City of Riviera Beach licenses of any sort necessary to provide the required services to the VAHCS.

7. Estimated Shredding Services Necessities:

225 32-gallon containers 40 95-gallon containers will be located at West Palm Beach VAHCS 7305 N. Military Trail West Palm Beach, FL 33410

126 SW Chamber Court Port St. Lucie, FL 34986

3 32-gallon containers will be located at:

VAHCS Clinic 4800 Linton Blvd.

#E300 Delray Beach, FL 33445