R614--Fargo VAMC Document Destruction Service

Fargo VAMC Document Destruction Service

STATEMENT OF WORK

On a recurring schedule the contractor will remove confidential documents and other media materials from the Fargo Veterans Administration Medical Center (VAMC) and other properties. VAMC personnel will collect documents and other media materials and place them in secure consoles provided by Contractor. The destruction will be accomplished on-site in a secure enclosed vehicle. All shredded materials must remain in secure locations until final disposition. If the final shredded paper product is not shredded to a size of 1x5 mm the final disposition must be pulping. The contractors facility may be inspected by a VAMC employee once a year. All changes to handling procedures must be preapproved by the Fargo VAMC. A certificate of destruction is required for all material destroyed.

Contractor will provide all supplies and locking containers (consoles) for the collection of paper materials to be destroyed. Ninety consoles will be approximately thirty-two (32) gallon containers measuring 36 h x20 w x19.5 d (or equivalent size) with a capacity of about seventy (70) pounds and two consoles will measure approximately 41 h x 29 w x 29 d (or equivalent size) with a capacity of about two hundred (200) pounds.

Contractor will collect confidential paper materials to be destroyed from locked consoles where they are placed within Fargo VAMC and properties, as indicated by the Bin Locations document. Consoles will be locked prior to collection and locked again when console bag is emptied and replaced.

Contractor will collect confidential media materials (CD, thermal labeling tapes from the Privacy Office (Room 1A-15) and the X-Ray File Room (BB-35)) to be destroyed on every 4th week.

Contractor will collect confidential media materials (pill bottles from the Inpatient Pharmacy (Room BB-80) to be destroyed on every 4th week.

Contractor will shred all confidential materials at that Fargo VAMC (to include the Business office on 45th street Fargo) on a regularly scheduled basis once a week every Monday. The contractor shall provide service on the following immediate Tuesday or next available day after Monday if the Fargo VAMC is closed for any reason.

Contractor will destroy all materials at the Fargo VAMC with a Fargo VAMC employee present at time of shredding.

Contractor will destroy material by means of a crosscut shredder. If the final shredded product is not shredded to a size of 1x5 mm the final disposition must be pulping.

Contractor will provide to the Fargo VAMC a Certificate of Destruction immediately upon destruction of all confidential material collected.

Contractor will allow Federal Government s auditor or designated representative access to inspect the destruction of material received from the Fargo VAMC.

Two (2) sets of keys for each container type will be provided to COTR. These containers will be placed throughout the V A by COTR.

The container locations are subject to change and the COTR will notify the contractor of any location changes.

A.2 SCHEDULE / LOCATIONS

Fargo VAMC staff will work with contractor to determine the location of consoles and schedule of service to meet the needs of the facilities taking into account security, compliance with regulations and cost effectiveness.

Contractor is responsible for collection within VAMC and properties on the agreed schedule. Any change to the number of containers and/or schedule will be accomplished via contract modification.

Contractor is responsible to ensure that all couriers entering the VA Facilities have and visibly display a valid Identification Card issued by the VA Security Office. Upon arrival at the Facility, the courier will also notify the Privacy Officer by calling extension 3978.

SCHEDULE

On-site destruction of materials will take place once a week every Monday, with the exception of Holidays, where delivery of service will be done the immediate following Tuesday or next available day of business.

On occasion, the contractor may be scheduled to do an onsite purge or cleanout service.

LOCATION

BA-45, Prosthetics

BB-76, Pharmacy (Qty- 2)

BB-35, X-Ray File Room

BB-85, Occupational Health

BB-90, Anticoagulation Clinic

BB-67, PACT-Social Work

BB-55, Police Service

BC-10, ROI

BC-15, Homeless Program Staff

BC-30, EMS

BC-52, IT

BD-23, R&D Hallway

1A-05, Comp & Pen

1A-58, Director s Suite Workroom

1A-45, COS AO

North Loading Dock (Qty-2)

1B-90, Outpatient Pharmacy (Qty-2)

1B-46, X-Ray

1B-99, Agent Cashier

1B-97, Travel Office

1B-76A, Staff Area MRI Dock

1B-90, Outpatient Pharmacy Blue Team

1C-93, Eligibility

1C-59, Front Desk- By infusion/Patriot Elevator (Qty-2)

1C-120, Gold Team Primary Care

1C-59

1C-23, Blue Team Primary Care

1D-06, Red Team Specialty Care

1D-56, Copy Room

1E-15, Chemistry (Qty-2)

1E-21, Dirty Utility

2A-20, Amb: Surgical Post Op

2A-43, Referral Case Manager

2A-46, MSA/NVCC

2A-52, Surgical Staff

2A-05, Surgical Admin

2B-65, Conference Room Green Team

2B-86, Workroom Green Team

2B-22, Surgical Nurses Station

2C-05, Forms

2C-10, Surgical Workroom

2C-61, Palliative Care GI

2D-10, CLC Front Desk

2D-39, CLC Social Work/Nurse Practitioner

2E-15, Storage/Nutrition (Qty-2)

3A-20, Nurses Station

3A-55, Nurses Station

3C-56, ICU Report Room

3C-40, Chaplain

3C-80, Kidney/Hospice

3C-21, Cardiology

3D-10, PC Admin

3D-40, PC&SM Lounge

3E-07, Voluntary Services

3E-36, AFGE Stewards

4A Main

4A-64

4B-16, Mental Health Check-In

4C-07, Audiology Office

4C-39, Audiology, ENT & Eye Clinic Reception

4E-17, Conference Room Library

1023, Building 51 HR (Qty-2)

1099, Building 51 HR

Annex on 45th (Qty-4)

Building 30 (Qty-2)

Building 52 (Qty-2)

Building 3

Warehouse

Regional Office (Qty-5)

6 additional bin locations to be determined