Statement of Work.pdf

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NYS Workers’ Compensation Board Scope of Work (SOW) –

Data Destruction and Electronics Recycling Services

1. Introduction

The New York State Workers’ Compensation Board (“WCB” or “Board”) has a need for Data Destruction and Electronics Recycling Services (Services) in which Electronic Media Devices are securely handled and have all data removed and destroyed, and the remaining physical components are properly separated, processed, and safely disposed of or converted into reusable parts, as appropriate, after all data has been removed. Such Services shall be performed in accordance with the specifications set forth in this SOW. The contract with the selected vendor shall be effective for a term of one (1) year from the date of commencement, unless terminated earlier in accordance with the provisions outlined in the contract.

WCB requires such Electronic Media Devices to be picked up from various WCB facilities throughout the State and securely handled as described above.

2. Estimated Volume of Work

WCB anticipates needing pickups of Electronic Media Devices from the following locations in 2024:

Batavia 83 Main Street Batavia NY 14020

Binghamton 44 Hawley Street State Office Bldg. Binghamton NY 13901

Brooklyn 1 Pierrepont Plaza, 5th Floor 300 Cadman Plaza West

Brooklyn NY 11201

Buffalo 295 Main Street Ellicott Square Building Buffalo NY 14203

Garden City 400 Oak Street Suite 103 Garden City NY 11530

Hauppauge 220 East Rabro Drive Suite 100 Hauppauge NY 11788-

Jamestown 200 East Third Street NY Municipal Building Jamestown NY 14701

Manhattan 215 West 125th Street New York NY 10027

New Windsor 100 Commerce Dr Suite 102 New Windsor NY 13815

Norwich 167 State Highway 320 Norwich NY 13815

Plattsburgh 23 Elm Street Plattsburgh NY 12901

Queens/Jamaica 168-46 91st Ave 3rd Floor Jamaica NY 11432 Albany Riverview 1st Floor 150 Broadway Riverview Center, Suite 195 Menands NY 12204

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In 2023, WCB recycled or destroyed a total of 20,607 lbs. of Electronic Media Devices at 11 locations statewide.

Site Pounds Albany 1249 Batavia 760 Brooklyn 400 Manhattan 3081 Norwich 1609 Plattsburgh 276 Rochester 3790 Schenectady 4044 Syracuse 4466 Utica 590 Watertown 342 Total 20607

Pickups for disposal are anticipated to be necessary approximately four times a year at each of 21 statewide locations. Pickups shall be coordinated between the Contractor and WCB, with at least one week's notice provided to the Contractor. Specific locations and scheduling shall be based on the State's needs. There is no guarantee of work.

3. Vendor Facility (Facility) Requirements

Contractor is required to maintain applicable licensing regarding the handling of private, sensitive, regulated, or controlled data kept in electronic form saved on the data storage devices located within the data-bearing computing equipment and electronic media, for the duration of the term of the engagement.

All Data Destruction and Electronics Recycling Services shall be performed at a secure facility, operated, and maintained by the Contractor (Facility). Such Facility shall be located in New York

Albany Riverview 5th Floor 150 Broadway Riverview Center, Suite 550 Menands NY 12204

Rochester 130 West Main Street 3rd Floor Rochester NY 14614

Schenectady 328 State Street Schenectady NY 12305

Staten Island 60 Bay Street

Staten Island NY 10301

Syracuse 935 James Street Syracuse NY 13203

Utica 207 Genesee Street State Office Building Utica NY 13501

Watertown 317 Washington Street State Office Building Watertown NY 13061

White Plains 75 South Broadway White Plains NY 10601

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State. The Contractor shall be responsible for complying with security standards in the performance of the Data Destruction and Electronics Recycling Services, including, but not limited to the following:

i. Establishing physical security policies and procedures that are fully compliant with NYS Workers' Compensation Law § 110-a;

ii. Requiring all Contractor officers, agents, employees, and subcontractors, if any, and visitors to present proper identification and have authorization to access the Facility;

iii. Maintaining a secure entry point to verify the identity and authorization of all Contractor officers, agents, employees, and subcontractors, if any, and visitors at the Facility;

iv. Maintaining enough physical storage at the Facility to securely store all Electronic Media Devices until destruction and recycling is completed;

v. Transporting the Electronic Media Devices from the WCB Facilities to the Contractor Facility in full conformance with all applicable Federal, State, and local laws and regulations. WCB shall not be liable for any expenses incurred by the Contractor resulting from any violation or alleged violation of a Federal, State, or local law or regulation; and

vi. Implementing commercially reasonable safeguards to prevent loss of the Electronic Media Devices in the Contractor’s possession and immediately notifying WCB in the event an Electronic Media Device is lost.

4. Data Destruction and Electronics Recycling Service Requirements

The Contractor shall collect and dispose of all data-bearing and non-data-bearing computing equipment and electronic media from WCB offices located at the various locations specified in Section 2 (Estimated Volume of Work). The types of Electronic Media Devices requiring disposal, which includes the sanitization method of physical destruction for all standalone data storage devices and data storage devices located within the data-bearing computing equipment and electronic media, are listed in the table below.

The Contractor shall securely destroy the data on and recycle, as appropriate, each Electronic Media Device, in conformance with the requirements set forth below, such that there is no record of the original data. Specifically, the Contractor shall:

i. Upon WCB request, pick up and transport all devices from the WCB’s facilities to Contractor’s secure facility, and shall complete data removal and destruction as soon as is practicable;

ii. Coordinate with WCB staff at each facility to arrange for transfer of Electronic Media Devices into the Contractor’s possession, at a time mutually agreed upon, within the site availability times. Generally, WCB staff will be on-site weekdays (excluding NYS Holidays) between 7:00 a.m. until 7:00 p.m. Sites will be available for the Contractor to pack and pick up boxes of materials;

iii. Provide a dated description of the Electronic Media Devices being transported; Signatures of both parties are required prior to transport to ensure mutual accountability for all Electronic Media Devices;

iv. Securely transport the Electronic Media Devices to the Contractor’s Facility;

v. Securely destroy all data on each Electronic Media Device so that there is no record of the original data and all personal identifying information contained on the device is unreadable and incapable of reconstruction;

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vi. Recycle remaining Electronic Media Devices as appropriate; and

vii. Upon completion of data destruction and recycling of all Electronic Media Devices in accordance with the requirements set forth herein, provide the Board with written confirmation of completion of destruction (ex. certificate of destruction) in a format which is acceptable to the Board.

Examples of the types of Electronic Media Devices for which the WCB may request the performance of Data Destruction and Electronics Recycling Services may include, but shall not be limited to, the following:

Desk Telephones Non-Data-Bearing Environmentally Compliant

Disposal/Disposition Docking Stations Non-Data-Bearing Environmentally Compliant

Disposal/Disposition Monitors Non-Data-Bearing Environmentally Compliant

Disposal/Disposition Projectors Non-Data-Bearing Environmentally Compliant

Disposal/Disposition VCR and DVD Machines Non-Data-Bearing Environmentally Compliant

Disposal/Disposition Televisions Non-Data-Bearing Environmentally Compliant

Disposal/Disposition Desktop, Laptop and Notebook Computers

Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Data Communication Equipment (Servers and Networking Equipment)

Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

DVD's Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Floppy Disks Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Hard Drives Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Printers and Copiers Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Scanners/Fax Machines Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Thin Clients Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Video Conferencing Equipment

Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

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Flash Drives Data-Bearing E-Media Physical Destruction and Environmentally Compliant Disposal/Disposition

Universal Waste (including batteries and lights that are part of the computing equipment and electronic media listed above, but excluding batteries, florescent lamps, bulbs, or ballasts found in the ceiling light fixtures or fixtures attached to the facilities)

Non-Data-Bearing Environmentally Compliant Disposal/Disposition

Miscellaneous (Keyboards, Mice, Etc.)

Non-Data-Bearing Environmentally Compliant Disposal/Disposition

Notes:

"Environmentally Compliant Disposal/Disposition" or "Disposal" or "Disposition" shall mean the collection, dismantling and recycling of E-Media by the contractor in accordance with the Guidance for Collectors, Dismantlers and Recyclers - NYS Dept. of Environmental Conservation Guidance for Collectors, Dismantlers and Recyclers - NYS Dept. of Environmental Conservation.

"E-Media Physical Destruction" shall mean physical destruction in accordance with ITS Standard NYS-S13-003.

5. Response and Pricing Requirements

Bidders interested in submitting a response to this Scope of Work should complete the Pricing Worksheet excel file provided and submit it by email to the Designated Contact, Christopher O'Connor, at WCBContracts@wcb.ny.gov by 4 pm on 4/25/2024. Proposals received after this date may not be considered.

The Pricing Worksheet excel file has a tab for every location and the Bidder should complete the tabs only for the locations interested and capable of servicing. Bidders must enter the proposed Unit of Measure for billing each type of material listed in the “Pricing Worksheet” and the pricing proposed per unit for those materials.

Please note that unit pricing must be all-inclusive (i.e., considering all costs for transportation, fuel, storage, etc) and no other reimbursement will be made to the Contractor.

Please do not manipulate any information in the white cells of the spreadsheet without approval from the Designated Contact named above.

Please add your business name/location on each tab you enter pricing.

Please rename the Excel file with your business name when you return your bid(s) for consideration.

mailto:WCBContracts@wcb.ny.gov

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WCB makes no guarantee of award to any bidder, and no guarantee of any amount of work to any bidder.

Please email WCBContracts@wcb.ny.gov as soon as possible with any questions about this Scope of Work.

mailto:WCBContracts@wcb.ny.gov