Case Record Storage and Retrieval Services RFP (Part I)

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APPENDIX B: STATEMENT OF WORK currently stored at current Contractor’s facilities. The current locations are: (1) 6277 Slauson Avenue, Los Angeles, California 90040 and(2) 5 Minson Way, Montebello, California 90640. Contractor shall provide all trucks, material handling equipment, all labor to load Boxes for transit and to move Boxes, all labor to perform the initial inventory, all labor to record data into the Inventory System as necessary, and all labor to place boxes of Open and Closed Case Records, Special Investigation Records, IHSS Timesheets, GR/NAFS or GR/NACF Records, and Boxes of Court/Audit Case Records into storage at Contractor’s facility(ies). 4.1.2 Contractor shall ensure, within the same database, separate storage and inventory tracking for each of the following categories as outlined below and subject to change depending on the County’s needs and with no more than 30 days notification. Contractor shall add or delete categories of separate storage/tracking as deemed necessary by County. 4.1.3 Contractor shall ensure separate storage and inventory tracking for each of the following categories as outlined below: a. Separate tracking for Open and Closed Case Records, with open case records stored separately from closed case records (i.e., open case records shall not be stored in the same box as closed case records); b. Separate storage/tracking for Special Investigation Records, subdivided into positive and negative findings (i.e., positive findings shall not be stored in the same box as negative findings); c. Separate storage/tracking for Boxes of GR/NAFS or GR/NACF Case Records/Documents; d. Separate storage/tracking for Boxes of IHSS Timesheets; and e. Separate storage/tracking for Court/Audit Case Records. 4.1.3.1 Contractor shall provide tracking of Special Investigation Records in a manner that ensures a Special Investigation Record cannot be accessed through a Case Record request. 4.1.3.2 Contractor shall store Boxes of Court/Audit cases in separate categories, as directed by County, to identify the type of Court/Audit case. (i.e., Boxes of identified IHSS court cases shall be identified separately from Boxes of identified CalWORKs court cases on Inventory CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 142
APPENDIX B: STATEMENT OF WORK System to enable County to retrieve or destroy Boxes of Court/Audit cases by category). 4.1.3.3 Contractor shall add or delete categories of separate storage/tracking as deemed necessary by County. 4.2 Contractor Provided Messenger Pick Up and Delivery Service 4.2.1 Regularly Scheduled Pick-Up and Delivery Stops Contractor shall provide messenger service for regularly scheduled Pick-Up and Delivery Stops to and from each County office listed in Technical Exhibit B-7 (County Office Addresses). The frequency of the messenger service shall be every other workday at each of the County offices listed in Technical Exhibit B-7 or as otherwise determined by County. Contractor’s messenger shall arrive within one-half hour of the scheduled time for each County office. The list of facilities is subject to change periodically based on location changes and the needs of County. 4.2.1.1 At each County office, Contractor’s messenger shall deliver any Withdrawn or Borrowed Case/Special Investigation Records, Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Court/Audit Cases and pick up any Retrieval Requests. 4.2.1.2 Contractor’s messenger shall accept Retrieval Requests for Special Investigation Records from and deliver Special Investigation Records only to Welfare Fraud Prevention and Investigations Section and/or the District Attorney’s Office, as instructed by the CCA. 4.2.1.3 County staff at each office location shall bundle Case Records submitted for storage and submit the records to Contractor’s messenger. Case Records shall be accompanied by a Transmittal Form as defined in Sample Contract, Section 2.0, Definitions, listing each Case Record and identifying Case Number. County staff at District #372, Welfare Fraud Prevention and Investigation, and the District Attorney shall follow the same procedures for Special Investigation Records, and shall identify Records as either positive or negative. 4.2.1.4 County staff at each office location shall submit Boxes of IHSS Timesheets, GR/NAFS or GN/NACF and Court/Audit Cases with an identifying Box label attached to each Box to Contractor’s messenger, accompanied by CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 143
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REQUEST FOR PROPOSALS FOR CASE RECO
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TABLE OF CONTENTS 2.10 Jury Service
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TABLE OF CONTENTS D-15 Charitable C
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GENERAL INFORMATION 1.0 GENERAL INF
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GENERAL INFORMATION Angeles County.
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COUNTY POLICIES AND PROGRAMS and im
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COUNTY POLICIES AND PROGRAMS 2.10.1
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PROPOSAL SUBMISSION REQUIREMENTS 3.
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Case Record Storage and Retrieval Services RFP (Part I)

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