Attachment 1 - Statement of Work.docx

Document Shredding Statement of Work

Scope of Work: The contractor shall provide twenty-seven (27) 95-gallon containers to Lyster Army Health Clinic (LAHC) with locks and a three-inch by twelve-inch opening (3” X 12”) or equivalent in the lid for placing confidential documents in the container. The containers will remain the property of the contractors. The containers shall be delivered to the LAHC Warehouse Bldg 301, Andrews Avenue, Fort Rucker, AL 36362. The containers will be dispersed throughout the facility where needed by the COR/Environmental Services.

Due to the containers being dropped off and picked up at the the LAHC Warehouse Bldg 301, Andrews Avenue, Fort Rucker, AL 36362, a site visit will NOT be required.

Items needing shredding: Confidential documents such as discarded Health Insurance Portability and Accountability Act (HIPAA), patient records containing protected Personal Identifiable Information (PII), patient prescription labels, plastic prescription bottles (pharmacy) and patient profile information.

Special Note: The contractor’s shredder must be capable of handling small items such as staples, paper clips, gummed/glued labels, cardstock folders and occasionally glue bound manuals.

Base access will be the sole responsibility of the awarded contractor.

Specific Tasks: The contractor shall pick up the 95-gallon containers from the warehouse and shred the documents on site in the loading dock parking lot outside the LAHC Warehouse on the first Thursday of every month between the hours of 1000 hours and 1500 hours, except when Thursday is a holiday. When Thursday is a holiday, the contractor shall perform same services on the next business day or as coordinated by the COR.

The contractor shall shred LAHC documents in an enclosed container (box container), sufficient to handle 27 95-gallon containers full of documents. The contractor shall remove and dispose of shredded material when the task is completed. All docs disposed of by the awarded contracted company will be expected to dispose of all unused or obsolete paper media containing PHI and/or any print outs or documents found in the containers in accordance with HIPAA mandates: Shredding, burning, or pulverizing.

When the task is completed, the contractor shall return the 95-gallon containers to the LAHC Warehouse for distribution to the LAHC personnel by the COR or Warehouse personnel.

The contractor shall provide a certificate of destruction to the COR /Environmental Services upon completion of shredding of documents via email.

Training: The contractor shall be certified in handling confidential government documents through the HIPAA of 1996. A copy of contractor’s employees’ HIPAA Training Certificates to include annual updates training certificates must be provided to the LAHC COR to be kept on file. This requirement applies primarily for the contractor employees who perform the task outlined in this contract at the LACH site.

Local Instructions: Invoice must correspond with line items in the purchase order. Invoices must include an invoice number, purchase order number, destruction certificate number, federal tax identification number, and date. Failure to comply with these requirements will result in rejection of the invoice by the paying office.

Contractor must enroll in the Procurement Integrated Enterprise Environment (PIEE) to access Wide Area Work Flow (WAWF) system, which is the preferable payment system used by the Defense Health Agency and its Agencies for electronic payments.