PWS Document Destruction Services FY25.pdf

PERFORMANCE WORK STATEMENT

Destruction Services of Confidential Documents

U. S. Navy Medicine Readiness and Training Command Guam

Naval Base Guam Branch Health Clinic Apra Harbor

1.0 BACKGROUND

U. S. Navy Medicine Readiness and Training Command Guam (USNMRTC Guam) and Naval Base Guam (NBG)

Branch Health Clinic Apra Harbor achieves the managing and proper disposition of all documentations containing patient identifiable information (PII) and patient health information (PHI). The following details the effort that must be undertaken to support the operations and maintenance of all confidential documents required to provide the services described above.

2.0 GENERAL SCOPE OF WORK

The contractor shall supply all resources including personnel, equipment, facilities, containers and transportation to provide a convenient, safe and secure destruction service/shredding of confidential documents and personally identifiable information per the Health Insurance Portability and Accountability Act (HIPAA) regulations, while meeting the HIPAA and the National Association of Information Destruction (NAID) required certifications.

The off-site shredding services must be capable of handling a variety of classified and un -classified materials. There will be no need to separate paper grades or remove staples, clips or other bindings.

The container contents shall be collected at different departments/locations and floors throughout the USNMRTC

Guam, and its outer Branch Clinic located at the US Naval Base, Guam.

All operations staff must be licensed and bonded. All personnel that handle material from USNMRTC Guam must be HIPAA certified and NAID approved.

3.0 DETAILED WORK REQUIREMENTS

Security Requirement: In performing this service, the contractor shall provide lockable security containers, i.e., bins, bags, or cabinets, at no cost to the USNMRTC Guam. The contractor shall provide a total of 72 lockable security containers.

Frequency: 11 containers to be collected weekly

72 total containers to be collected on the second week of each month.

72 total containers to be collected on the fourth week of the month.

[See USNMRTC Guam Bin Distribution List]

Certificate of Destruction: A signed certificate of destruction shall be issued upon completion of destruction action.

The certificate shall indicate the date of destruction, identify the material destroyed, method of destruction, and be signed by the individuals designated to destroy and witness the destruction.

Destruction of Material: When required, the contractor shall government material per record disposition schedules established by the USNMRTC Guam.

Classified information identified for destruction shall be destroyed completely to preclude recognition or reconstruction of the classified information per the procedures and methods prescribed by the USNMRTC Guam

Department head. The contractor shall not destroy classified information until notified by that individual.

Witness of Destruction: Only appropriately cleared employees of the contractor shall destroy classified material.

These individuals shall have a full understanding of their responsibilities. For destruction of SECRET and

CONFIDENTIAL material, one person is required.

For unclassified material, a member of the contractor’s staff must witness destruction.

USNMRTC Guam may notify contractor if it desires to accompany the material to the facility and view its destruction.

4.0 SPECIAL CONTRACT REQUIREMENTS

Communication Courtesy

Contractor personnel shall be courteous and respectful to the customer and all other onsite personnel at all times.

The contractor shall follow the direction provided by USNMRTC Guam management personnel, or their designee(s), regarding the level of communication with the naval base personnel and conflict resolution/escalation procedures.

Contractor Performance Evaluation

If performance does not meet the specifications stated in this PWS the contractor shall be notified of the substandard performance. The contractor shall be given a specified amount of time to correct the deficiencies. If deficiencies are not corrected, appropriate action will be taken in conformance with laws and regulation.

Delays

The USNMRTC Guam will review any contractor delay or failure to perform to determine if the delay is caused by technical factors beyond the contractor’s control and without fault or negligence by the contractor. If the review indicates performance deficiency is not the result of factors beyond the contractor’s control, the contractor will be notified. The contractor shall respond within 24 hours of receipt of notification with remedies to correct the deficiencies.

5.0 PERIOD OF PERFORMANCE

Period of Performance (POP) Base Year 1 September 2025 – 31 Aug 2026.

Option Year 1 (POP) 1 September 2026 – 31 Aug 2027.

Option Year 2 (POP) 1 September 2027 – 31 Aug 2028.

Option Year 3 (POP) 1 September 2028 – 31 Aug 2029.

Option Year 4 (POP) 1 September 2029 – 31 Aug 2030.