Atch D - PIMC HD Destruction SOW.pdf
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- Attached to
- Media Destruction
- Solicitation number
- RFP-25-PHX-13
About this file
This document is a Statement of Work (SOW) for media destruction services for the Phoenix Indian Medical Center (PIMC) Indian Health Service (IHS). The SOW requires a contractor to provide on-site destruction of storage media and mobile devices, including 2,925+ hard disk drives, 170+ tape/data cartridges, and 400+ mobile devices. The contractor must be a certified eWaste recycler, FACTA and HIPAA compliant, and perform destruction in accordance with NIST Special Publication 800-88 Revision 1 Guidelines for Media Sanitization.
Key requirements include on-site destruction at 4212 N. 16th Street, Phoenix, Arizona during regular work hours (8am-4:30pm), with IT personnel present. The contractor must maintain security of media containers, provide identification, obtain a visitor badge, and remove all equipment and debris after destruction. A detailed Certificate of Destruction is mandatory, which must include specifics such as contractor information, quantity destroyed, serial numbers, and an authorized witness signature. The destruction methods can include disintegration, pulverization, melting, or incineration, with final disposition subject to government approval.
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Text version
INDIAN HEALTH SERVICE
PHOENIX INDIAN MEDICAL CENTER
Rev 6/2016
Statement of Work
8 May 2025
Background The Phoenix Indian Medical Center (PIMC) Indian Health Service (IHS) has accumulated a large number of various types of hardware storage media and cell phones. This media has been removed from equipment that was out of warranty, with most well beyond the 5-year life-cycle. These items must be destroyed in order to comply with IHS Standard Operating Procedure for Data Destruction and Media
Sanitization - per Section 4 requirements.
Scope PIMC requires a Contractor that can provide on-site storage media and mobile device destruction, with proper logistics and secure chain-of-custody methods to ensure compliance, security and sustainability.
This support shall include all of the equipment and supplies required for the collection of media destruction within the Phoenix Indian Medical Center. The categories and estimated quantity of media that require secure destruction and/or disposition for the base year are:
1. Hard Disk Drives (HDD) = 2925+
2. Tape/Data Cartridges = 170+
3. Mobile devices = 400+
Please see Attachment A -Rate Schedule for inputting proposal amounts.
Requirements The Contractor (FACTA and HIPAA compliant) must be a certified eWaste recycler, and shall provide all personnel, containers, secured vehicles, and other related supplies and services to provide media and mobile device destruction.
Media Handing, Destruction and Types
Media shall be “destroyed” as defined by NIST Special Publication 800-88 Revision 1 Guidelines for
Media Sanitization. Media shall be in the form of devices containing bits and bytes such as hard drives, mobile phones and Backup Tape cartridges. The types of destruction, Disintegrate, Pulverize, Melt, and
Incinerate; these sanitization methods are designed to completely Destroy the media. Other options related to possible recycle/disposition of items will be at the discretion of and approved by the
Government COR.
INDIAN HEALTH SERVICE
PHOENIX INDIAN MEDICAL CENTER
Loading and Transport of Media Location for the on-site destruction is at the Phoenix Indian Medical Center, Indian Health Services, 4212 N. 16th Street, Phoenix, Arizona during the regular work day, 8am – 4:30pm.
1. The contractor shall comply with any onsite requirements regarding campus parking, equipment placement, and accessibility to secured areas within the facility.
2. They will need to provide identification, sign in and receive a temporary visitor badge at the front
IT office.
3. The contractor will perform this service on-site, with designated IT personnel present during the process to provide any assistance/access to items being serviced, to secured storage areas and be available for any questions.
4. Upon completion of the services needed, the contractor shall remove all equipment, shredded items, and any debris left around the shredding area.
Security The Contractor shall be responsible for maintaining the security of the media containers and their contents at all times during the collection, transport and destruction process.
Certificate of Destruction After the destruction of serial numbered items, the Contractor shall be required to provide a Certificate of
Destruction which shall be provided to the Government COR with the respective Invoice submission. The valid Certificate of Destruction shall at a minimum include the following:
1. Name, address and phone number of contractor;
2. Name, address and phone number of destruction location site;
3. Contract number;
4. Certificate/Service/Invoice number;
5. Date of service;
6. Description of service;
7. Quantity destroyed;
8. Signature of Authorized person witnessing destruction;
9. Date of destruction; and
10. Serial number of device if available.
A valid Certificate of Destruction is considered the integrity document under this contract. If there is any discrepancy between an invoice and its respective Certificate of Destruction; the Certificate of
Destruction shall prevail and the invoice will be revised accordingly.
End of Scope of Work
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