99SWC-S3694 - Scope of Work.docx
DOCX document 43 KB Posted
- Attached to
- Document Destruction Services
- Solicitation number
- 99SWC-S3694
- Issued by
- Nevada
About this file
This is a Scope of Work document issued by the Nevada State Purchasing Division, Department of Administration, for document destruction services to be provided statewide to multiple state agencies. The State seeks vendors capable of providing both onsite and offsite destruction and removal of documents and other media while maintaining security of confidential records as prescribed in Nevada Administrative Code. Vendors must be certified with the National Association of Information Destruction, Inc. (NAID) and provide proof of certification with proposals. The scope does not specify estimated quantities, frequencies of service, or using agencies, as current usage information is unavailable. Proposals must identify geographical service locations, hours of availability including emergency services, and typical lead times for scheduling pickups. Stronger consideration will be given to proposals that include service to rural areas in both Northern and Southern Nevada regions, which encompass locations ranging from Carson City and Reno to Las Vegas and Pahrump.
Vendors must offer at minimum three destruction methods: recycling with bonded/certified destruction services, mobile onsite shredding, and offsite bulk shredding, with each method requiring certificates of destruction. Proposals should detail safeguarding procedures including shred type, facility and vehicle security measures, staff qualifications and background checks, bonding and insurance requirements, and staff stability metrics. Vendors must comply with HIPAA requirements and enter into Business Associate Agreements with using agencies handling Protected Health Information. All confidential information must be handled securely with strict limitations on use and disclosure; removal to municipal dumps is prohibited. Proposals must identify estimated timeframes between document acquisition and destruction, and all subcontractors and employees must be informed of and agree to confidentiality rules. The final schedule of services, whether one-time or ongoing, will be determined between the awarded vendor and individual using agencies.
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Other files
| File | Type | Posted |
|---|---|---|
| 99SWC-S3694 - Reference Questionnaire.pdf | ||
| 99SWC-S3694 - Vendor Information Response.pdf | ||
| 99SWC-S3694 - Insurance Schedule.docx | DOCX document | |
| 99SWC-S3694 - Certification Regarding Lobbying.pdf | ||
| Quote Instructions.pdf | ||
| 99SWC-S3694 - Business Associate Addendum.docx | DOCX document | |
| 99SWC-S3694 - Standard Form Contract.docx | DOCX document | |
| 99SWC-S3694 - RFP Document Destruction Service.pdf | ||
| 99SWC-S3694 - Cost Schedule.xlsx | XLSX spreadsheet | |
| 99SWC-S3694 - Terms and Conditions for Services.pdf | ||
| 99SWC-S3694 - Staff Resume.docx | DOCX document |
Show all 11
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Text version
Nevada State Purchasing Division Department of Administration 515 E Musser St Ste 300 Carson City, NV 89701 purchasing.nv.gov nevadaepro.com
Scope of Work 99SWC-SXXXX Document Destruction Services
GENERAL
The State seeks a vendor or vendors to provide onsite and offsite destruction and removal of documents and other media statewide, with capability to maintain security of confidential records as prescribed in NAC 239.722 and 239.165.
Vendor must be certified with the National Association of Information Destruction, Inc. (NAID). Provide proof of certification with your proposal.
ESTIMATED USAGE.
The State does not have current information regarding using agencies, number of containers or frequency of service.
SERVICES OFFERED
Vendor must provide the following methods of destruction/disposal at a minimum, and proposal shall describe services available. Please note that some methods may not be an option for some facilities.
Recycling with a bonded/certified destruction service. Vendor picks up documents from a central point at a facility and transports it to a bonded recycling facility and must provide certificate of destruction that verifies when documents were destroyed and when shedding was sent to the pulping mill.
Mobile on-site shredding. Vendor picks up documents from a central point at a facility and shreds it on-site in mobile units and must provide a certificate of destruction.
Shredding off-site. Vendor picks up documents from a central point at a facility and transports it to a bulk shredding facility and must provide a certificate of destruction that verifies when documents were destroyed.
SCHEDULE AND SERVICE AREA
For scheduling purposes, the State observes holidays as listed in NRS 236.
Proposal shall identify geographical location serviced, hours of availability (i.e., standard work hours, emergency availability) and typical lead times necessary for scheduling pickups. Final schedule of individual services, whether one-time or on-going, will be determined between the awarded vendor and a using agency.
Proposals that include service to rural areas will be given stronger consideration.
Northern Nevada Region should include but is not necessarily limited to the following.
Carson City Reno Ely Elko Fallon Fernley Winnemucca Yerington Hawthorne Carlin Wells
Southern Nevada Region should include but is not necessarily limited to the following.
Las Vegas Pahrump Indian Springs Laughlin Tonopah Pioche Jean Alamo Moapa Primm
HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA).
Vendor shall comply with the Health Insurance Portability and Accountability Act of 1996, 45 C.F.R. 160, 162, and 164, as amended. As part of service to a using agency, if the functions or activities include the involvement of Protected Health Information, the awarded vendor agrees to enter into a Business Associate Agreement or similar document with the individual using agency.
CONFIDENTIALITY
Proposal must acknowledge that Vendor will be handling confidential information and must agree to maintain confidentiality of the information. All records are to be disposed of in a confidential manner. Removal of records to a municipal dump is not permitted.
Vendor must limit the use and disclosure of the materials in the following manner.
Not use or disclose material in a manner that would violate any state, federal, or local law, including HIPAA guidelines and any criminal history information.
Ensure appropriate safeguards to prevent use or disclosure of information.
Immediately inform the State of any use or disclosure of information .
Ensure subcontractors (including trucking companies and paper mills) and employees are informed of and agree to these rules.
Proposal SHOULD include:
Information on all services offered, including frequency, lead time for scheduling, method of destruction, etc.
Proposal must identify estimated time between acquisition and destruction/disposal of data/media.
Proposal must provide procedures used to safeguard information. This shall include, at a minimum, the following.
Shred type and how waste material is destroyed.
Facility security and vehicle security.
Methods used to prevent escape of waste from vendors control (wind protection, baling precautions).
Who is authorized to handle material, will they be bonded, insured; will you perform pre-employment background checks or random drug testing; what is your staff stability and turnover rates, etc.
Revised 2024-10 Page 2 of 2
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