Document scanning and destruction services

Background
The State of Hawaii, Department of Health, Developmental Disabilities Division is seeking quotes for document scanning and destruction services. The goal of this contract is to provide comprehensive document management solutions across multiple islands including Oahu, Hawaii, Maui, Molokai, Lanai, and Kauai.

Work Details
The CONTRACTOR shall furnish document scanning and destruction services as follows:

1. Document Scanning:
a) Scan all documents at the CONTRACTOR’s facility (onsite scanning not permitted).
b) Follow STATE's naming conventions for documents and organize them accordingly.
c) Scan various document sizes (postcard to 11" x 17") in color, grayscale, and bitonal formats.
d) Scan documents in PDF format with OCR/ICR at specified PPI rates based on content.
e) Upload scanned documents to the STATE's secure cloud-based system.
f) Provide converted files in other formats as requested.
g) Handle older documents with care.

2. Document Preparation:
a) Prepare documents by removing attachments and repairing torn pages.
b) Straighten folded documents for optimal scanning quality.

3. Document Transport:
a) Securely transport documents from specified locations to the CONTRACTOR’s facility.
b) Ensure security during transport in compliance with HIPAA regulations.

4. Security:
a) Comply with HIPAA regarding Protected Health Information (PHI).
b) Enter into a Business Associate Agreement (BAA) with the STATE.
c) Maintain secured storage for documents when not being scanned.
d) Prohibit unauthorized access to STATE’s files at all times.

5. Quality Control:
a) Implement a quality control process including page-by-page inspections and rescanning as necessary for accuracy and clarity.

6. Destruction:
a) Hold documents until STATE approval for destruction is received in writing; destroy via shredding or other methods ensuring irrecoverability per HRS Chapter 487R standards.

Period of Performance
The contract will be for a period of twelve (12) months starting June 10, 2025, with potential extensions for two additional twelve-month periods upon mutual agreement.

Place of Performance
Services will be performed across multiple islands in Hawaii including Oahu, Hawaii Island (Kona, Hilo, Waimea), Maui, Molokai, Lanai, and Kauai.