Draft Shredding Services PWS Working.doc

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT:

Paper Waste Destruction and Disposal Service for GLWACH, FLW

Paper Waste Destruction and Disposal Service General Leonard Wood Army Community Hospital (GLWACH)

1. GENERAL: The General Leonard Wood Army Community Hospital (GLWACH), Fort Leonard Wood, MO (FLW) requires paper waste destruction and removal services for the main hospital and satellite points of presence.

1.1. BACKGROUND: Waste paper produced, stored and discarded in the medical environment contains very large amounts of Personally Identifiable Information (PII), Personal Health Information (PHI), and Health Insurance and Portability Act (HIPAA) controlled information that must be destroyed to prevent release of this sensitive information.

1.2. SCOPE OF WORK: The objective of this contract is to remove and shred documents containing personal/sensitive information from GLWACH and satellite points of presence. The contractor shall shred all documents “ON SITE” and will not transport the documents to another location for shredding purposes.

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. The term as used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (KO). A person with authority to enter into, administer, or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. PHYSICAL SECURITY. All disposal containers shall be physically secured with a padlocks provided by the Contractor. Keys shall be maintained by the Contractor and the COR.

2.1.5. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are being performed according to acceptable standards.

2.1.6. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.7. SUBCONTRACTOR. One that enters into a subcontract and assumes some of the obligations of the primary Contractor.

2.1.8. WORK DAY. GLWACH is a hospital operating 24 hours a day. Working hours for the purpose of the contract is between the hours of 0730 and 1600. Any waste removal that must occur outside of these hours must be pre-coordinated with the COR two weeks prior to the anticipated service date.

2.1.9. WORK WEEK. Defined as Monday through Friday (dependent on workload and mobilization requirements).

2.2 ACRONYMS: List all acronyms used in the PWS and what they represent.

CBPCC

Community Based Primary Care Clinic

CTMC

Consolidated Troop Medical Clinic

CONUS

Continental United States (excludes Alaska and Hawaii)

COR

Contracting Officer Representative

CMRA

Contractor Manpower Reporting

FLW

Fort Leonard Wood, Missouri

GLWACH

General Leonard Wood Army Community Hospital

HIPAA

Health Insurance Portability and Accountability Act of 1996

IMD

Information Management Division

KO

Contracting Officer (the only person that can obligate the Government and approve modifications to the contract)

MEDCOM

U.S. Army Medical Command

OSHA

Occupational Safety and Health Administration

PHI

Personal Health Information

PII

Personally Identifiable Information

POC

Point of Contact

PWS

Performance Work Statement

QA

Quality Assurance

QC

Quality Control

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. MATERIALS.

3.1.1. The Government will provide onsite physical security and oversight to include key control. See section 2.1.4

3.1.2 The Government will provide government owned containers to accommodate small surges in paper waste at the discretion of IMD, GLWACH. Any Government provided containers will be similar in construction and function to the containers provided by the Contractor to enable efficient waste removal and will only be used in the event that the contractor is unable to provide containers in the timeframe required. The Contractor shall provide the equipment specification to ensure the government purchases the proper compatible containers. Containers provided by the Government will be locked to maintain the same security as containers provided by the contractor. See Section 1.2.

3.1.3 The Government will provide any training materials required for post access, facilities access or clearances.

3.1.4 The Government will provide sponsorship for contractor personnel for post access. Sponsorship is offered to contractor employees designated to service the various facilities. Sponsorship will be rescinded in the event that the sponsored contract employee is released from employment with the contractor.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under section 3 of this statement.

4.1 The contractor shall provide all collection containers and transport equipment. Initial placement, inter-office movement and roadway transportation is the Contractor’s responsibility. All labor involved in container placing, waste collecting and disposing of paper waste is the responsibility of the Contractor. Any additional material required for collection, disposal and destruction of paper waste material not specifically mentioned in this performance work statement shall be provided by the Contractor.

5. DESCRIPTION OF WORK:

5.1 The Contractor shall provide paper waste removal with an onsite collection system. All containers shall be secured and access shall be restricted to the COR, the COR’s HIPAA representative, and the contractor only. GLWACH employees will not access waste once placed in the disposal containers. The contractor shall provide safe controlled handling of waste paper and provide certification of its destruction in accordance with applicable HIPAA regulation.

5.2 Disposal service shall cover both the primary hospital facility and out buildings in accordance with the following table. Total weight per location is estimated based on 20lbs per 20 gallon container and 250lbs per 96 gallon container.

5.3 All document destruction will be completed on-site, within the immediate vicinity of each pick-up location. Currently GLWACH maintains twelve (12) distinct locations. See Table Below:

Weight

Ft. Leonard Wood, MO 65473

Ft. Leonard Wood, MO 65473

Ft. Leonard Wood, MO 65473

Ft. Leonard Wood, MO 65473

Ft. Leonard Wood, MO 65473

5.4 Disposal containers shall be supplied and placed by the Contractor within 30 days of contract award. The Contractor shall individually identify the containers by location and tracking number and their unique identifiers will be included in the tracking and reporting processes.

5.4.1 The Contractor shall initially place seventy (70), 20 gallon and thirteen (13), 96 gallon collection containers or compatible. This number may be adjusted up or downward as required with a one week notice. GLWACH IMD will determine the placement of collection containers based on waste volume. Locations of containers may be adjusted as necessary to handle dynamic work load but will be pre-approved by Contracting Officer prior to acceptance or placement.

5.4.2 Regular disposal schedule shall be bi-weekly for 24 weeks per year. One week minimum notice will be required for the government to suspend service for any postponed or canceled service.

5.4.3 Additional pickup times outside of the regular disposal schedule may be required to dispose of up to 1000lbs of paper waste (approximately four full 96 gallon containers) four times per year. Notification of the requirement for an additional pickup will be sent to the contractor a minimum of one week in advance by the COR. Additional containers shall be spot placed by the contractor to incorporate this process.

5.5 The Contractor shall provide the GLWACH HIPAA Security Officer reports of waste removed to include the quantity measured by weight, and certifications of destruction upon completion of each service visit. The HIPAA Security Officer is designated by the GLWACH Military Commander.

5.6 The Contractor shall perform disposal duties unescorted after the initial site survey, requiring unescorted post access and sponsorship (See Post Sponsorship 4.2.6).

5.7 Upon award of contract, the Contractor shall provide in writing the on–site destruction process.

5.8 The Contractor shall comply with all applicable laws, rules and regulations, including but not limited to those included in Section 6 of the PWS.

6 SAFETY REQUIREMENTS: The Contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA).

7 SECURITY REQUIREMENTS: The Contractor shall be responsible for the security of all Soldier and Patient information once material has been transferred to their control via the on-site locked containers.

7.1 Neither the Contractor nor any of its contract service providers shall disclose or cause to disseminate any information concerning operations of military activities.

7.2 All inquiries, comments or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of this contract, the resolution of which may require the dissemination of official information, shall be directed to the COR and the Contracting Officer.

7.3 The Contractor shall only conduct business related to contractual obligations with the COR and the Contracting Officer. Names of authorized personnel shall be provided to the Contractor by the government at the time of the award, in writing, and updated as necessary throughout the contract period.

7.4 All documentation retrieved from disposal containers within GLWACH or GLWACH controlled outbuildings remains the property of the U.S. Government until final destruction; at which time the contractor shall dispose of the destroyed material at their discretion.

7.5 The contractor shall maintain positive control of all waste from point of pick-up to point of destruction. Loss of control of any PII, PHI, or HIPAA related material shall be reported to GLWACH HIPAA Security Officer within 24 hour of the loss.

8 IDENTIFICATION OF PRIVACY ACT: This contract requires the development of a system of records in accordance with the Privacy Act of 1974. The Contractors records of weights combined with copies of Certificates of Destruction satisfy this requirement.

9 Deliverable Schedule:

9.1 Table of deliverables:

13 (96) Within 30 days of award

AT Level 1, iWatch, OPSEC

9.2 Performance Requirements Summary (PRS)

Threshold Method of Surveillance

· Spot checks by the HIPAA Security Officer.

· Discarded paper un-reachable by office personnel after being discarded.

· Installed within 30 days of award.

· Maintained in 100% working order to ensure integrity.

· Reports of unsecured containers by office personnel.

· Spot checks by the HIPAA Security Officer.

· Inventoried by location.

AT Level 1, iWatch, OPSEC

· Certificates of Training on file with COR.

· Collected and validated by COR

10. APPLICABLE REGULATIONS AND MANUALS:

10.1 Health Insurance Portability and Accountability Act of 1996 (HIPAA)

10.2 DoD Health Information Privacy Regulation (DoD 6025.18-R)

11. Security:

11.1 AT Level I training

All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website: http://jko.jten.mil

11.2 iWATCH Training

The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program. This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. Training shall be completed within 60 calendar days of contract award and within 30 calendar days of new employees commencing performance. Training results will be delivered to the COR NLT 90 calendar days after contract award.

11.3 OPSEC Training

New Contractors shall complete Level I OPSEC training within 30 calendar days of their reporting for duty. All Contractors shall complete annual OPSEC Awareness training. GLWACH offers monthly OPSEC classes the second Tuesday of each month at MEDDAC Orientation training. Online training is not acceptable for OPSEC training. Attendance verification shall be provided to the COR within five calendar days of completion. The education department logs this training and can provide the sign in roster.

12 PRIVACY AND SECURITY OF PROTECTED HEALTH INFORMATION:

12.1The contractor shall not use or further disclose PHI other than as permitted or required by the contract or as required by law.

12.2 The contractor shall use appropriate safeguards to prevent use or disclosure of the protected PHI other than as provided for by this contract.

12.3 The contractor shall use administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the ePHI that it creates, receives, maintains, or transmits in the execution of this contract. The Contractor will not make electronic copies of any PHI, transmit, or retain in a digitally stored state any ePHI.

12.4 The contractor shall mitigate, to the extent practicable, any harmful effect that is known to the contractor of a use or disclosure of PHI by the contractor in violation of the requirements of this contract.

12.5 The contractor shall report to the government any security incident involving PHI of which it becomes aware.

12.6 The contractor shall report to the government any use or disclosure of PHI not provided for by this contract.

12.7 The contractor shall ensure that any agent, including a subcontractor, to whom it provides PHI received from, or created or received by the contractor on behalf of the government, agrees to the same restrictions and conditions that apply through this contract to the contractor with respect to such information.

12.8 The contractor shall ensure that any agent, including a subcontractor, who receives PHI or ePHI, agrees to implement reasonable and appropriate safeguards to protect it.

12.9 The contractor shall provide access, at the request of the government and in the time and manner designated by the government, to PHI in a designated record set, to the government or, as directed by the government, to an Individual in order to meet the requirements under 45 CFR 164.524.

13 OBLIGATIONS OF THE GOVERNMENT:

Provisions for the government to inform the contractor of privacy practices and restrictions:

13.1 Upon request, the government will provide the contractor with the notice of privacy practices that the government produces in accordance with 45 CFR 164.520 as well as any changes to such notice.

13.2 The government will provide the contractor with any changes in, or revocation of, permission by Individual to use or disclose PHI if such changes affect the contractor's permitted or required uses and disclosures.

13.3 The government will notify the contractor of any restriction to the use or disclosure of PHI that the government has agreed to in accordance with 45 CFR 164.522.

14. CONTRACTOR MANPOWER REPORTING:

14.1 (CMRA): Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) via a secure data collection site. Contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil, and then click on “Department of the Army CMRA” or the icon of the DoD organization that is receiving or benefitting from the contracted services. Reporting inputs will be for the labor executed during the POP for each Government Fiscal Year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported NLT October 31 of each calendar year. Contractors may direct questions to the help desk by clicking on “send an email” which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component’s CMRA website.