The Contractor shall provide document destruction and shredding service of all types of documents including paper, x-rays, data disk or other storage medium, collected at Arlington County Government offices. Document destruction and shredding services will be in accordance with the following: 2.1 The Contractor must use a high speed, high-capacity mobile shredder with the ability to accept/destroy paper and small binder clips. 2.2 The Contractor must be National Association for Information Destruction, Inc. (NAID) certified for both mobile destruction and plant destruction. 2.3 Contractor shall transport all containers and materials from County offices to ground level by way of doors, elevators and loading docks and stairs. 2.4 The Contractor’s employees shall wear company uniforms with company badges. 2.5 The Contractor shall provide secure, lockable, collection containers and keys, which hold a minimum of 100 pounds of documents. Secure containers must have the ability to have documents deposited without unlocking the container and the contents of the container can only be retrieved by unlocking with a key. A. Containers must be clean, unaltered, and in good working order at all times. B. Containers must be inspected, and condition documented with each service. 2.6 Within thirty (30) days following completion of the destruction process, a Certificate of Destruction that lists the volume of records that have been destroyed, who destroyed the records, and the date of the destruction is to be supplied to the County. All destroyed materials are to be recycled, when possible. 2.7 Paper records shall be shredded, pulped, or incinerated. County records are to be destroyed according to the requirements of Chapter 120 of the Virginia Administrative Code (17VAC15-120-10-30), the Virginia Public Records Act (VPRA) Section 42.1-76 ET SEQ, and the Health Insurance Portability and Accountability Act (HIPAA) (45 CFR Part 160 and 164). County paper records are to be shredded by a mechanical cross-cut shredder that reduces paper to a size no wider than 3/8 inches. Media is to be destroyed though digital shredding, degaussing, or physical destruction of the storage media. 2.8 The Contractor must deliver services (container installation/shred service, etc.) within thirty (30) days of submitting request.
