Case Record Storage and Retrieval Services RFP (Part I)

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APPENDIX B: STATEMENT OF WORK a Transmittal Form as defined in Sample Contract Section 2.0, Definitions. 4.2.2 Changes to Pick-Up and Delivery Stops County may make a deletion(s) from the list of regular Pick-Up and Delivery Stops, or may add to such list, an additional office(s) located in Los Angeles County, by giving written notice of such deletion(s) or addition(s) to Contractor, in which event Contractor will change delivery schedule to delete or add stops as requested by County. 4.2.2.1 The number of locations and/or addresses may fluctuate during the term of this Contract. Any such change resulting in a 10 percent increase or decrease shall require prior notification by County. 4.2.2.2 County has assigned each County office a unique two, three or four digit number as shown in SOW Technical Exhibit B-7, County Office Addresses. This number will be used by Contractor in identifying each County office; and therefore County agrees not to change any of said numbers without prior Contractor notification. County further agrees that any new County offices will be assigned a unique two, three or four digit number, and that Contractor shall be advised of each such new number to said office being included as a County office. 4.2.3 Emergent Delivery In addition to the regular Pick Up and Delivery Stops, County may, from time to time, request by telephone that a Retrieved Case Record(s), Special Investigation Record(s), Box(es) of IHSS Timesheets, Box(es) of GR/NAFS OR GR/NACF Case Records/Documents or Box(es) of Court/Audit Case Records be delivered within one (1) workday to a specified County Office, in which case Contractor shall arrange for a special emergent delivery of the Record(s)/Box(es) to the County Office. Contractor shall ensure that requests for emergent delivery are accepted only from authorized County employees, as specified in the Authorized Persons Listing provided to Contractor by County. Contractor shall further ensure no Retrieval Request (Emergent or Regular) is accepted for Special Investigation Records outside of authorized persons at Welfare Prevention & Investigations, District #372, and authorized District Attorney staff, each of whom shall be assigned a password. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 144
APPENDIX B: STATEMENT OF WORK 4.2.4 Scheduled Route for Delivery and Pick-Up Stops Contractor shall provide a copy of the scheduled route(s) of the messenger service to the County’s Contract Administrator (CCA) prior to the Contract start date. 4.2.4.1 Contractor may change his scheduled routes at any time; however, Contractor shall notify the CCA in writing, at least one (1) business day prior to any such change. 4.2.4.2 The schedule of routes shall contain approximate arrival times at each County office. Contractor’s messenger shall arrive within one-half (1/2) hour of the scheduled arrival time. 4.2.5 Minimum Number of Case Records, Special Investigation Records, Boxes of IHSS Timesheets, Boxes of GR/NAFS OR GR/NACF Case Records/Documents, Boxes of Court/Audit Case Records for Pick-Up at Each Stop 4.2.5.1 Contractor’s messenger shall pick-up at each County office all Case/Special Investigation Records and Boxes designated by County for pick-up. To the extent transport space prohibits the transport of all Case/Special Investigation Records and Boxes designated for pick-up, Contractor shall, at a minimum, transport the lesser of the actual number of Case/Special Investigation Records and Boxes designated for pick-up or 125 Records and 2 Boxes each of GR/NAFS OR GR/NACF Case Records/Documents, IHSS Timesheets, Court Case/Audit Case Records. 4.2.5.2 Contractor shall arrange for a special pick-up if a County office(s) has more records/boxes than can be accommodated during the regularly scheduled stop. 4.2.6 Case Records/Special Investigation Records/Box Count by Contractor’s Messenger at Pick-Up Stops 4.2.6.1 Contractor’s messenger shall count the number of Case Records/Special Investigation Records to be picked up at each location, ascertain that the Transmittal Form reflects the same number of Case Records/Special Investigation Records, and place the records in a locked and sealed container for transport to storage. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 145
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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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GENERAL INFORMATION 1.0 GENERAL INF
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Case Record Storage and Retrieval Services RFP (Part I)

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