Areawide Shredding SOW.docx

Department of Health and Human Services Indian Health Service Oklahoma City Area Office

Statement of Work (SOW) Area wide Shredding Contract

1. PURPOSE OF THE PROJECT

The Oklahoma City Area Indian Health Services has a requirement for on-site collection, shredding, and disposal of documents and paper for the facilities within the area that have been deemed potentially private or health related by hospital staff. Contractor shall provide mobile collection bins/containers that allow contents to be secured by lock and key or containers for purge collection.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide services to ensure all personal, protected, or potentially private information is shredded to safeguard the privacy of our patients and staff.

The contractor shall provide bins in multiple size varieties to include at a minimum four sizes roughly equivalent to a 24” console for under desk, 36” console for minor common areas, 65 gallon rolling bin for offices, and 96 gallon rolling bins for large document processing areas.

The contractor will provide an option for purge shredding through one time 96 gallon bins provided and picked up at a later date.

The contractor shall be able to perform services at the following locations within the Oklahoma City (OKC) Area Indian Health Service (IHS) facilities:

0. Anadarko Indian Health Center 201 E Parker McKenzie Dr.

Anadarko, OK 73005

0. Carnegie Indian Health Center 212 E 4th St Carnegie, OK 73015

0. Claremore Indian Hospital 101 S. Moore Ave Claremore, OK 74017

0. Clinton Indian Health Center 10321 N 2274 Rd Clinton, OK 73601

0. El Reno Indian Health Center 1801 Parkview Dr.

El Reno, OK 73036

0. Haskell Indian Health Center 2415 Massachusetts St.

Lawrence, KS 66046

0. Lawton Indian Hospital 1515 NE Lawrie Tatum Rd Lawton, OK 73507

0. Oklahoma City Area Office 701 Market Dr.

Oklahoma City, OK 73114

7. Includes National Supply Service Center (NSSC) and Office of Environmental Health and Engineering (OEH&E)

0. Pawnee Indian Health Center 1201 Heritage Cir.

Pawnee, OK 74058

0. Watonga Indian Health Center 204 W Main St.

Watonga, OK 73772

0. Wewoka Indian Health Center 36640 Highway 270 Wewoka, OK 74884

0. White Cloud Health Station 3349-B Thrasher Rd White Cloud, KS 66094

3. PERIOD OF PERFORMANCE

The contract will have a five (5) year period of performance allowing orders for the following period:

01/01/2025 – 12/31/2029

4. LEVEL OF EFFORT

4.1. The contractor shall provide reoccurring requirement that is carried out on or near the same time/bi-weekly until the end of the contractual agreement.

4.1.1. Each facilities order will allow for a specific schedule or agreement.

4.2. The contractor shall be prepared to conduct all activities to include retrieval of bins throughout the facility, shredding of contents for each bin, and disposal of shredded contents at contractors cost. These activities are to be carried out through use of the contractor’s personnel. Bin sizes, quantities, and configurations requested for this service are listed below.

4.3. Estimated usage for the OKC Area is as follows:

4.3.1. Anadarko

4.3.1.1. Every four (4) weeks

4.3.1.1.1. 24” – 3 Bins

4.3.1.1.2. 96 Gallon – 1 Bin

4.3.2. Carnegie

4.3.2.1. Every four (4) weeks

4.3.2.1.1. 96 Gallon – 1 Bin

4.3.3. Claremore

4.3.3.1. Bi-weekly at 2 locations

4.3.3.1.1. 101 S Moore Ave

4.3.3.1.1.1. 24” – 8 Bins

4.3.3.1.1.2. 36” – 10 Bins

4.3.3.1.1.3. 65 Gallon – 2 Bins

4.3.3.1.1.4. 96 Gallon – 2 Bins

4.3.3.1.2. 224 S Brady Ave

4.3.3.1.2.1. 36” – 1 Bin

4.3.3.1.2.2. 65 Gallon – 2 Bins

4.3.4. Clinton

4.3.4.1. Every four (4) weeks

4.3.4.1.1. 24” – 26 Bins

4.3.5. El Reno

4.3.5.1. Every four (4) weeks

4.3.5.1.1. 24” – 9 Bins

4.3.6. Haskell

4.3.6.1. Every four (4) weeks

4.3.6.1.1. 24” – 3 Bins

4.3.6.1.2. 96 Gallon – 1 Bin

4.3.7. Lawton

4.3.7.1. Bi-weekly

4.3.7.1.1. 24” – 32 Bins

4.3.7.1.2. 96 Gallon – 2 Bins

4.3.8. Oklahoma City Area Office including NSSC and OEH&E

4.3.8.1. Bi-weekly

4.3.8.1.1. 24” – 16 Bins

4.3.8.1.2. 96 Gallon – 2 Bins

4.3.9. Pawnee

4.3.9.1. Every four (4) weeks

4.3.9.1.1. 96 Gallon – 10 Bins

4.3.10. Watonga

4.3.10.1. Every four (4) weeks

4.3.10.1.1. 24” – 4 Bins

4.3.11. Wewoka

4.3.11.1. Bi-weekly

4.3.11.1.1. 24” – 15 Bins

4.3.11.1.2. 96 Gallon – 2 Bins

4.3.12. White Cloud

4.3.12.1. Every four (4) weeks

4.3.12.1.1. 96 Gallon – 1 Bin

The above listed amounts are based off current use and are not guaranteed, but will allow for fair evaluation of pricing.

4.4. The contractor shall comply with the Federal Governments standards for data destruction.

4.4.1. The contractor will provide a positive confirmation and certification of the following:

4.4.1.1. AAA NAID Certification

4.4.1.2. HIPAA Compliant

4.4.1.3. Federal Privacy Act of 1974

4.4.1.4. Archivist of the United States guidelines

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.- (Security Clearance for on-site human services)

5.2. All Oklahoma City Area facilities are a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by IHS official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of the Indian Health Service. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. 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 the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate the delivery, installation and training date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The government requires a minimum of 24-hour notice of the contractor’s need to deliver a copier(s) and/or remove a copier(s) or deliver copier replacement parts. The designated government employee will work with the pertinent government agency (ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Personnel Qualifications:

· A Certificate of Destruction will be required for verification of the shredding service.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall supply provide the contractor working space to park for the on-site shredding service.

7.2. The terms and conditions are hereby incorporated by reference. Should any existing federal regulation, statute, or law conflict, such federal regulation statute, or law shall take precedence.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to:

8.1.1. The contractor’s activities are to be carried out during the hours of operation of the facility. Facilities expected hours are 7:45 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays. Contractor should report to the managing department upon arrival and obtain a signature after the completion of service.

8.2. Contract Performance will not be required on Federal holidays. If the scheduled service is interrupted by the Federal holiday, commencement of services should take place within 2 working days following the interruption.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

9.1. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1. Provide on-site bi-weekly shredding, and disposal of documents and paper.

10.2. Provide mobile collection bins/containers that allow contents to be secured by lock and key.

10.3. Provide all personal, protected, or potentially private information is shredded to safeguard the privacy of our patients.

10.4. Provide all activities to include retrieval of bins throughout the hospital, shredding of contents for each bin, and disposal of shredded contents at contractors cost.

10.5. Provide safety procedures, practices, and standards according to IHS’ procedures.