8-Document and Records Destruction - Specification and Requirements.pdf

SPECIFICATIONS AND REQUIREMENTS

Documents and Records Destruction

1. SCOPE OF SERVICES: Contractor shall provide all necessary labor, supplies, equipment, transportation, insurance and incidentals to provide Secure On-Site Film and Document Records Destruction for the Broward County Records, Taxes, and Treasury Division, Records Center (herein referred to as “RC”), and for other Broward County agencies as needed.

Other Broward County agencies are located throughout Broward County in various locations separate from the primary location. The Contractor shall be NAID AAA Certified during the term of the contract.

The Contractor’s shredding equipment must be capable of destroying documents containing staples, paperclips, binder clips, and similar fasteners. Information materials to be destroyed consist primarily of paper-based records, including but not limited to office papers, computer paper, colored paper, glossy paper, file stock, laser print paper, file folders, and envelopes.

Some departments may have an occasional need for destruction of other non-paper media, including but not limited to computer media, tapes, microfilm, or other record retention media.

1.1. Service Frequency: Some departments generate records requiring destruction on a scheduled basis. Other departments may require services on a periodic or on-call basis.

The Contractor shall accommodate both scheduled and on-call service requests.

1.2. Pricing: Pricing shall be based on price per pound. Boxes shall be weighed at the time of pickup. Broward County shall not be responsible for the weight distribution within loads but will make reasonable efforts to avoid overloading boxes.

1.3. Weight Verification: Upon request from County personnel at the time of pickup, Contractor shall provide documentation or proof verifying the accuracy of the total weight being charged to the customer.

1.4. On-Site Destruction: Contractor shall empty all contents of boxes, containers and bags, and destroy all records on-site All expenses associated with pickup, loading, transportation, and on-site destruction shall be borne by the Contractor. County personnel shall not assist in loading the Contractor’s vehicle. Broward County shall provide an escort for the Contractor to check in and check out, access to designated areas, and to witness the destruction of all records.

1.5. Film Records Destruction: Film Records shall be destroyed separately using a pulverization method, such as a SEM Disintegrator or approved equivalent, with records being reduced to a powder-like substance. reducing the material to a powder-like substance. NAID AAA Certification for Media Destruction is acceptable for this service.

1.6. Volume Capacity: Contractor must be capable of destroying up to two hundred (200) boxes per day. A standard cardboard box is estimated to contain one (1) cubic foot of records and weigh approximately twenty-five (25) pounds.

1.7. Response Time: Contractor shall arrive on-site within five (5) business days of receipt of an official service request.

1.8. Primary Location: Records, Taxes, and Treasury Division

Broward County Records Center 1801 NW 64th Street, Suite 121 Fort Lauderdale, FL 33309

1.9. Business Hours: The Records Center (RC) business hours are Monday through Friday, 8:30 a.m. – 4:30 p.m. When feasible, Contractor should arrive early in the morning to allow shred services performed at the RC to be completed on the same day.

2. CONTAINERS: Contractor shall provide locked storage containers, at no additional cost, to agencies requesting scheduled services. The contractor must provide all personnel necessary to collect full containers and return empty containers.

3. HIPAA REGULATIONS: Contractor shall comply with all applicable HIPAA regulations governing the destruction of Protected Health Information (PHI). All records shall be destroyed in accordance with commercial industry standards for sensitive waste.

The Contractor shall ensure that all information is protected from unauthorized disclosure from the time it is collected until final destruction. The contents of destroyed materials shall not be disclosed.

3.1. Business Associate Agreement: Contractor will be required to enter into a Business

Associate Agreement (BAA) with Broward County for services involving the use or disclosure of PHI.

4. CERTIFICATE OF DESTRUCTION: All destroyed materials are to be recycled. The Contractor must provide a Certificate of Destruction for each on-site destruction event. The Contractor shall certify that all shredded materials are recycled through a Registered Recycler with the State of Florida.

5. INVOICES: Contractor shall provide work orders and invoices for shred services performed at the RC and other County locations. Invoices must include the following information:

1. Disposition Report Number provided by RC

2. Agency to which the destroyed boxes belong

3. Number of boxes destroyed

4. Total weight of destroyed materials

5. Purchase Order (PO) number, if applicable

5.1. RC-Initiated Services: For services requested by and conducted at the RC, invoices shall be sent to the RC Supervisor for review and approval within thirty (30) calendar days following the date of service. The RC Supervisor shall review and return approved invoices to the Contractor within five (5) business days for submission to the appropriate agency for payment.

5.2. Agency-Initiated Services: For services requested by and conducted at individual agency locations, invoices shall be submitted directly to the requesting agency within thirty (30) calendar days following the date of service.

NOTE: Samples of invoices and work orders are available upon request from the Records Management Section at (954) 577-4632.

6. TERMINATION OF CONTRACT: Contractor may be recommended for contract termination of contract and possible debarment from doing business with Broward County for failure to meet specifications and requirements of this contract. Refer to General Conditions, Section 12 for additional information.