Statement of Work.docx

WHITERIVER SERVICE UNIT

SHREDDING SERVICES CONTRACT

SCOPE OF WORK

1. Introduction:

The Contractor shall perform Shredding services for the Indian Health Services, Whiteriver Service Unit. This project is a component of the Department of Health and Human Services. The initial contract will be one (1) year with four (4) option years to extend.

2. Background:

The services required are to provide secured locking shred bins at Whiteriver Indian Hospital and Cibecue Health Center. Shredding documentation is necessary for proper destruction of documents not needed.

3. Scope of Work:

Contractor shall provide secured shredding bins for Whiteriver Service Unit, Whiteriver Indian Hospital campus, and Cibecue Health Center. Shredding documentation will include but not limited to paper, folders, and thin paper pamphlets. Contractor shall collect highly sensitive/confidential documents onside at the locations listed above. Contractor shall collect from the Whiteriver Service Unit, Whiteriver Indian Hospital, Garrett Building, Specialty Services Building, Administration Building and the Cibecue Health Center on a monthly basis. Shredding will be completed during normal business hours and days noted below. The Contracting Officer Representative (COR) will be assigned to coordinate and monitor services. The COR will work with the contractor to determine the day of the week per month for processing shredding services.

Shredding shall be completed during normal business hours 8:00am to 5:00pm, Monday through Friday, excluding federal holidays or as ordered by the COR. Shredding outside out of normal business hours must be approved by the COR.

Five (5) Bins located at Cibecue Health Center will be placed in coordination with the COR and the Cibecue Health Center point of contact. The POC will be determined.

4. Specific Requirements:

Contractor is responsible for shredding/destruction and providing lockable containers and consoles of various sizes. Container sizes shall be 95 or 65 gallons in capacity, while consoles shall be standard size capacity. Contractor shall be able to organize and perform the services for shredding and destruction of confidential documents and materials.

5. Shredding Specifications:

All sensitive documents shall be shredded crosscut ensuring all destructed documents are unreadable. Strip shredding is unacceptable.

5.1 Shredding Services:

a. Contractor equipment must be specifically designed for shredding services

b. Contractor’s shredding equipment must have the capacity to handle the volume of material generated or produced through the course of government business and must safely and completely destroy all materials whether stapled, clipped, or soft bound etc.

c. Contractor’s shredding equipment must convert all material into small unreadable pieces which are mixed, compressed, and secured until destroyed.

d. Contractor shall provide Whiteriver Indian Hospital COR and Cibecue Health Center POC with certificates of destruction (COD) upon destruction with measurement of how many bins were serviced.

e. Whiteriver Indian Hospital and Cibecue Health Center will not provide hand trucks or other equipment to assist the Contractor.

5.2 Containers:

a. WRSU shall distribute containers and consoles at the locations identified in Section 11 as applicable. The size and quantity of containers will be determined based on Contractor availability and in consideration of the government’s need.

b. All containers and consoles shall be equipment with attached lids and locking devices

c. Containers and consoles shall be of uniform color, and be clearly marked to indicate the container is only for deposit of “Confidential Documents for Destruction”

d. Containers and consoles must have either a top slot or side slot near the top designed to prevent theft of materials by reaching in.

e. Containers and consoles must have a tamper resistant locking system and be made of containers that meet industry standards.

f. Due to separate facilities being serviced, Contractor will supply WRSU Contracting Officer Representative will five (5) keys for locking all containers and consoles at each location in Whiteriver, AZ, and the Point of Contact for Cibecue Health Center. Contractor will supply replacement keys at no additional charge to the service unit.

g. Contractor shall retain ownership of the containers and consoles

h. Contractor shall submit to a complete description of material type accepted for destruction

i. Contractor shall be responsible for maintaining all containers and consoles in good working order, cleaning containers as necessary and providing replacement and/or additional containers and consoles as may be requested by the COR during the term of the contract

j. Contractor shall agree that Whiteriver Hospital and Cibecue Health Center shall not be responsible for any liability incurred by the Contractor or the Contractor’s personnel arising out of the possession, use, maintenance, delivery, return, and/or collection from the containers and consoles provided by the Contractor.

k. Whiteriver Hospital and Cibecue Health Center shall have the option to request additional shredding services to support large purges that cannot be supported through existing scheduled services.

6. Confidentiality:

Confidentiality of all information is required. The Contractor shall maintain confidentiality in accordance with best industry practices in compliance with federal and state laws, and in compliance with the National Association for Information Destruction requirements for Contractor certification. The Contractor’s personnel designated to work with confidential records shall be required to sign a statement of confidentiality guaranteeing non-disclosure of information prior to performing any work described in this contract. The confidentiality statement shall be designed, implemented and maintained by the Contractor. If requested, the statement of confidentiality shall be made available for viewing by WRSU.

7. Pricing and Disclosures:

Pricing shall be in accordance with open market quotes. Contractor shall submit a proposal identifying all related costs, fees and capabilities to include, but not limited to the following:

a. On-site shredding free

b. Fee for each bin provided, include size and weight capacity

c. Shredding fee per bin and console to be shredded onsite

d. Shredding fee per pound, if applicable, including destruction of plastic media

e. Any Shredding Flat Rate Fee(s)

f. Shredding Fee per minute, if applicable. Specify the different rates if available

g. Shredding fee for oversize documents

h. Contractor shall indicate what constitutes acceptable material to be shredded, i.e., no paper clips, staples, binders, etc.

8. Special Shredding:

Provide pricing for the scheduling of any special shredding that maybe required outside of the quarterly scheduled pickup and shredding. Pricing to be included in Section 6. Pricing & Disclosures for any special requirements for material in boxes or other containers.

9. Access:

The Contractor shall no inspect, view, peruse, copy, or examine any material or documents whether designated for shredding or disposal. In addition, the Contractor shall not otherwise disclose, release or communicate any information, including materials or documents to any third party, individual, organization, or entity not employed or approved by WRSU. Should any violation or breach of this provision occur, such shall constitute case for immediate termination of the contract upon receipt of written notice of the violation or breach by the Contractor.

10. Personnel:

a. Contractor is to provide supervised and uniformed personnel, trained, licensed, and insured.

b. Staff shall be uniformed in company attire and carry visible photo employee identification at all times

c. Documents must be in the custody of a company employee or physically secured at all times

d. Under no circumstances will Contractor personnel open and remove confidential documents from the Contractor provided Containers without shredding while on-site performing the destruction process.

11. Quantities:

The number of containers, consoles, size at each location will vary at site. In addition, the frequency of services, may change upon the determination by the COR in accordance with its needs. Currently, the containers and consoles are to be placed in the following locations. Contractor shall be notified of any anticipated modification.

Locations:

All shred bins are quantity 1, unless otherwise noted.

1. Whiteriver Indian Hospital Administration – Shred VANTAGE Social Services – shred VANTAGE Physicians’ Offices – Shredinator Clinic C; check in – ShredVANTAGE Clinic C; CNAs – ShredVANTAGE Main Hospital; check in – ShredVANTAGE Clinic A1 – ShredVANTAGE Clinic A2 – ShredVANTAGE Clinic D – ShredVANTAGE ER Check in – ShredVANTAGE HIM/Health Information Management – 95-gallon (2) Pharmacy – ShredVANTAGE Nursing/OB – Shredinator Dietary – Shredinator Radiology – 95-gallon Laboratory – ShredVANTGE Nursing/Family Care Unit – Shredinator Pharmacy ED – 95-gallon (2) Pharmacy Inpatient Unit – Shredinator 24inH Shredinator 30inH Patient Benefits Coordinator – Shredinator

2. Administration Building – Whiteriver Campus Purchased Referred Care/PRC – 95-gallon Human Resources – Shredinator Quality Management – ShredVANTAGE (2) Department of Preventative Medicine #1 – ShredVANTAGE

3. Specialty Services Building – Whiteriver Campus PRC Benefits Coordinator – Shredinator Pharmacy SSB – 65 gallons Optometry – Shredinator Check-in Area – ShredVANTAGE Dental – ShredVANTAGE (3) IRM – Shredinator REHAB/PT – ShredVANTAGE

4. Garrett Building – Whiteriver Campus Department of Preventative Medicine #2 – 65 gallons Revenue – ShredVANTAGE Facilities – Shredinator

5. Cibecue Health Center – Cibecue, Arizona Pharmacy CBQ – ShredVANTAGE (2) Administration – ShredVANTAGE Health Information Management/HIM – 65 gallons Patient Registration/Benefits Coordinator check in – Shredinator

Period of Performance June 1, 2026 – May 31, 2027; Base Year with 4 Option Years

· OY1: June 1, 2027 – May 31, 2028

· OY2: June 1, 2028 – May 31, 2029

· OY3: June 1, 2029 – May 31, 2030

· OY4: June 1, 2030 – May 31, 2031