SOW Shredding Services_Redacted.pdf

STATEMENT OF WORK

INTRODUCTION

The contractor shall provide, in accordance with this statement of work, professional on-site document destruction services for Naval Health Clinic Oak Harbor (NHCOH) Oak Harbor, Washington 98278. All equipment, vehicles, materials, supervision, and other incidental services necessary to perform this service as defined in this Statement of Work shall be provided by the contractor.

Naval Health Clinic Oak Harbor (NHCOH) requires a vendor who is able to assume responsibility for securely shredding and disposing of all documents containing Health Insurance Portability and Accountability Act (HIPAA) and Personally Identifiable Information (PII) data.

SERVICE

This requirement includes the following:

1. Place secure, lockable bins in locations throughout the facility where clinic staff can securely deposit HIPAA and PII related documents.

a. Bins are required to be locked and only accessible to a person with a key. One key shall be given to the NHCOH HIPAA Officer for use in cases where documents are accidentally deposited in a vendor-provided bin and later needs to be retrieved.

b. Bin quantity, size, type, and location changes will be determined by the NHCOH HIPAA Officer. Any changes will be communicated to the Vendor by the NHCOH HIPAA Officer via email.

c. Bins must be maintained by the vendor in a clean and operable state at all times.

d. Bins must be placed at locations specified by the NHCOH HIPAA Officer. The initial order must contain the bin types and quantities at the locations outlined below.

ADDRESS AND LOCATIONS:

Naval Health Clinic OH

Oak Harbor, WA 98278

e. Bin size and type options allowed at NHCOH under this SOW shall only include the following specifications:

i. Medium-sized bins. Size: 32 Gallons. These must be hard-surfaced and visually appealing in patient’s area. These will be placed in locations throughout the clinic as determined in the SOW.

ii. Small/Executive style bins that can fit in individual offices/under desks. Size: 16 gallons. These must be hard-surfaced and visually appealing. They will be placed in few locations such as the offices of the commanding and executive officers.

DIR/DEPT CONTAINER TYPE

MAIN BUILDING

ROOM/LOCATION

See Attachment Spreadsheet Shred Bins Locations.

2. Collect and securely shred contents of the bins no less than two times each month.

a. Shredding of documents to be performed on 2nd and 4th Tuesday of each month between work hours of 0800-1400.

b. Vendor shall provide service technicians to collect bin contents at each bin location in a secure manner and provide on-site shredding service.

c. Vendor service technicians must be in Vendor Uniform and carry Picture ID.

d. Vendor must provide means to achieve document shredding on site.

e. Once bin contents are securely shredded, service technicians will replace them in their assigned locations.

f. Upon completion of the shredding visit, service technicians shall provide a Certificate of Destruction to the NHCOH HIPAA Officer or in-writing delegate.

3. Recommendations from the Vendor; if vendor sees that bins are filling up sooner than the scheduled collection visits, vendor shall recommend more bins be placed and work with NHCOH HIPAA Officer to determine appropriate sizes, quantity, and location of additional bins.

4. Fees for shredding/destruction services shall be charged on per visit basis based on a complete number of bins being emptied. NHCOH requires the ability to change bin sizes and locations at no additional charge from the vendor.

5. Additional requirements:

a. Vendor must be National Association of Information Destruction Certified.

b. Service Technicians that are current on all applicable HIPAA Training.

c. Vendor must meet all applicable Joint Commission Requirements for Recyclables and Size of Collection Bins.

d. Vendor must be willing/able to provide invoicing and payment receipt using the government’s Invoicing, Receipt, Acceptance, and Property Transfer (iRAPT) system.

e. Vendor must be willing to enter into a Business Associate Agreement according to HIPAA laws.

f. Vendor must provide documented policies and procedures to the NHCOH HIPAA Officer.

g. Be able to shred multiple types of information sources (compact discs, x-ray films, credit card, badges, etc.).

h. Replace damaged, unusable bins at no cost.

i. Point of contact for shredding company to be