Active

Contract Opportunity

PERFORMANCE WORK STATEMENT (PWS)

Records Retirement, Records Storage, and Retrieval of information (SAVAHCS)

The Southern VA Healthcare System (SAVAHCS) has a continuing requirement for a non-personnel services contract to provide medical records retirement, medical records storage, and document storage. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

The United States Code (44 U.S.C. 2907) provides for the establishment, operation and maintenance of records centers by the National Archives and Records Administration (NARA) for Federal agencies. NARA records centers are authorized to store records of a Federal agency that are properly covered by a NARA-approved records disposition schedule or the General Records Schedule. The records disposition schedule provides for either the accessioning of the permanent records into the National Archives or destruction after a specified period of time or occurrence of an event. The sensitive confidential nature of many of the records requires that the destruction process must be secure and thorough so as to ensure against public dissemination of any of the data in the records.

Legal foundation for records management can be found in:

• 44 U.S.C. Chapter 31, Records Management by Federal Agencies


• 44 U.S.C. Chapter 33, Disposal of Records


• 44 U.S.C. 2104a, 2904 and 3102


• 1907.07, VHA Handbook, Management of Health Records File Room and Scanning


• Business Associate Agreements (BAA) are mandated by the Health Insurance Portability & Accountability Act (HIPAA) and defined at 45 CFR 160.103 and amended by the Health Information Technology for Economic and Clinical Health Act (HITECH).

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform records storage document reproduction services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Southern Arizona VA Health Care System (SAVAHCS) provides health care services to veterans of the U.S. armed services. As a result, file room paper records were generated at SAVAHCS and contain sensitive information. These records are currently stored in the basement of the facility and due to a shortage of secured storage space for these records, SAVAHCS is in need of off-site records storage services until records meet retirement requirements/guidelines, as well as storage of scanned documents waiting to be quality assurance (Q&A).

1.3 Objectives:

RECORDS RETIREMENT and RECORD STORAGE

The intent of a contract is to procure Medical and Administrative Record retirement, storage and retrieval pending retirement services for the Tucson VA, 3601 S 6th street Tucson, AZ 85723. Housing enclosures shall provide physical support and protection as well as a buffer against adverse or fluctuating environmental conditions; storage areas will be equipped with a water sprinkler system for prevention of spreading fires. Paper medical documents will be maintained on shelving units and will not be stored on top of cabinets or on the floor. Paper medical documents will be maintained in an area that is unlikely to flood or be subjected to damage from water. The contractor shall provide storage space in a climate-controlled facility, i.e. temperature, humidity, etc. The storage area must meet all National Archives Records Administration (NARA); in 36 CFR Part 1228 Subpart K Storage facility requirements. Vendor must provide documentation that verifies NARA requirements listed above are in place and meet all requirements. Medical and Administrative records must be available, and information retrieved 24 hours a day, 7 days a week including weekends and holidays.

Attachments/Links