Document Scanning and Destruction Services Solicitation Description

The Hawaii Department of Health is soliciting bids (IFB-HTH-501-26-53) for document scanning and destruction services. The purpose of this Invitation for Bid (IFB) is to secure a qualified vendor to provide comprehensive document management services, including the secure scanning, indexing, and certified destruction of confidential and sensitive health-related documents. The scope of work includes, but is not limited to: * **Document Preparation:** Preparing documents for scanning, including removing staples, clips, and other fasteners. * **Scanning:** High-speed scanning of various document sizes and types, ensuring image quality and readability. * **Indexing and Data Entry:** Accurate indexing and data entry of key document metadata to facilitate efficient retrieval. * **Secure Storage (Temporary):** Securely storing documents before and after the scanning and destruction process. * **Certified Destruction:** Environmentally responsible and certified destruction of documents after scanning, adhering to all relevant regulations and ensuring confidentiality. * **Transportation:** Secure transport of documents to and from the Department of Health facilities and the vendor's processing location, if applicable. Key requirements include: * Compliance with all applicable state and federal regulations regarding document handling, privacy, and security, including HIPAA. * Adherence to a Business Associate Agreement (BAA) as outlined in Exhibit B. * Providing proof of insurance coverage. * Demonstrated experience and expertise in document scanning and destruction services, including providing references. * Offering competitive pricing for the services. * Submission of a Wage Certificate as outlined in Exhibit E. Bidders should carefully review all attached exhibits, including the General Conditions (Exhibit C) and General Provisions (Exhibit D) to understand the full scope of the requirements and contractual obligations.