SOW Shredding 2024-2029_v2.pdf

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

Statement of Work (SOW) Document Destruction/Shredding

1. PURPOSE OF THE PROJECT

The Indian Health Services (IHS) has a requirement for appropriate destruction of documents and paper that contain potentially private information. To ensure the facility preserves the privacy of its patients and employees, an annual service contract for the on-site monthly pickup and destruction of documents is maintained.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide an adequate method for total destruction (shredding) and disposal of patient and employee private information. Services are to be performed on-site, located at:

• 1201 Heritage Circle, Pawnee, OK 74058

The contractor shall also furnish ten (10) 96-gallon lockable bins with keys.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

Base Year: 09/01/2024 – 08/31/2025 Option Year 1: 09/01/2025 – 08/31/2026 Option Year 2: 09/01/2026 – 08/31/2027 Option Year 3: 09/01/2027 – 08/31/2028 Option Year 4: 09/01/2028 – 08/31/2029

4. LEVEL OF EFFORT

4.1. The contractor shall provide the Pawnee Indian Health Center with ten (10) 96-gallon bins at a single cost per month regardless of the volume in each bin. If in any given month the facility exceeds 10 total bins, then an overage charge per additional bin will be incurred.

4.2. The contractor shall provide lockable containers with wheels to allow for easy movement of bins.

4.3. The date of the monthly service will be coordinated with the facility to ensure bins are ready for pick-up.

4.4. The vendor will contact the designated contact person(s) on the day of the service to confirm approximate time of arrival. Service shall be provided Mon – Fri, 08:00 am to 4:00 pm.

5. SPECIAL REQUIREMENTS

Oklahoma City Area

5.1. In accordance with HHSAR 304.1303, To ensure compliance with Homeland Security Presidential Directive-12: Policy for a Common Identification Standard for Federal Employees and Contractors (HSPD-12) It is the IHS policy that all staff and contractors who require physical access to federally controlled facilities and logical access to the IHS Information Technology (IT) networks and systems must obtain an HSPD-12-compliant access card. Individuals will be issued an access card upon meeting the HSPD-12 requirements and a favorable background investigation.

5.2. The USPHS Pawnee Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: All contractors shall undergo a fingerprint check and shall be cleared prior to hire. Contractor’s continued employment is contingent upon the outcome of a complete and favorable background investigation as determined by the sensitivity level of the position. If contractors are found not suitable, they will be removed.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of Pawnee Indian Health Center. 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 pick-up date with the designated government employee.

The government will provide the contractor with dock access and building access for this sole purpose.

The designated government employee will work with the pertinent government agency 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 services. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day services meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for 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:

Contractor shall provide personnel trained to follow all applicable HIPAA and privacy laws in the shredding of documents.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

Oklahoma City Area

1.1. The Government shall supply a storage area for each bin and an area for pick up.

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: 96 gallons bins

9. CHANGES TO THE STATEMENT OF WORK (SOW)

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

The contractor shall be evaluated over the contract period using the following metrics:

10.1. Service conducted in accordance with SOW: Yes No

10.2. Provided quality customer service according to PIHC mission: Yes No

10.3. Contractor abided by all applicable safety standards: Yes No

10.4. Issues addressed in a timely manner: Yes No

10.5. Invoices received timely and accurate: Yes No

Department Supervisor Signature:_________________________

Chief Executive Officer Signature:_________________________

Timothy N. Jim -S

Digitally signed by Timothy N. Jim -S Date: 2024.03.28 13:26:57 -05'00'

Terry L. Burris -S

Digitally signed by Terry L.

Burris -S Date: 2024.03.28 13:31:01 -05'00'