Case Record Storage and Retrieval Services RFP (Part I)

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APPENDIX B: STATEMENT OF WORK 4.4.3.4 Data Entry Contractor shall perform data entry for all Boxes listed on Retrieval Request forms unless the Retrieval Request is rejected because it is illegible, inaccurate or incomplete. 4.4.3.5 Data Entry and Requestor Notification for Boxes Not Available for Retrieval If a Box is not available to Contractor for retrieval processing because it is: 1) Out to another County office, 2) There is another retrieval in process, or 3) The Box is not on file. Contractor shall notify the requestor for each such Box which cannot be retrieved and shall state the reason the Box cannot be retrieved. If the Box is not on file, Contractor shall specify the reason the Box is not on file (i.e., the Box was never received into storage). 4.4.3.6 Borrowed Boxes of Records/Documents When a Box of Records or Documents is Borrowed, Contractor shall indicate such fact and shall continue to retain such record on the Inventory System. Borrowed Boxes, when returned to Contractor, shall be refiled. 4.4.3.7 Withdrawn Boxes of Records/Documents When a Box of Records or Documents is Withdrawn, Contractor shall indicate such fact on Contractor’s Inventory System. If a Withdrawn Box is returned to Contractor for storage, it shall be received and processed as new inventory. County shall, when necessary, alter a Borrowed or Withdrawn designation as County determines the need to do so. 4.4.3.8 Regular Retrieval Requests for Retrieval and Delivery of All Boxes of Case Records and Documents Contractor shall retrieve and deliver Regular Retrieval Requests for Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Boxes of Court/Audit Case Records within three workdays after receipt of the request. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 156
APPENDIX B: STATEMENT OF WORK When County adds additional stops to Contractor provided messenger service with a frequency of other than every other day, Contractor shall deliver Boxes requested to these sites by the next scheduled delivery day. 4.4.3.9 Emergency Retrieval Requests for Retrieval and Delivery of All Boxes of Case Records and Documents 4.5 Release of Stored Records/Documents There may be occasional requests for emergency retrieval and delivery of a Box(es) of IHSS Timesheets, Box(es) of GR/NAFS or GR/NACF Case Records/Documents or Box(es) of Court/Audit Case Records. Emergency Retrieval Requests will be made by telephone or via fax by the designee at each County office listed on SOW Technical Exhibit B-7. Contractor shall, in these instances, be responsible for retrieval and delivery of the requested Box(es) the next workday. Those Boxes being delivered to County offices that would normally receive delivery services the next day shall be included in the regular delivery. Those Boxes being delivered to County offices that would not normally receive delivery services the next day shall be delivered by a Contract messenger. Contractor will receive a signed receipt which includes the time of delivery of the requested Boxes. Except for delivery of Case Records, Special Investigation Records, Boxes of IHSS Timesheets, Boxes of GR/NAFS or GR/NACF Case Records/Documents and Boxes of Court/Audit Case Records provided herein, or as otherwise expressly authorized by the CCA, or pursuant to a valid court order, Contractor shall not release a Case Record, Special Investigation Record, Box of IHSS Timesheets, Box of GR/NAFS or GR/NACF Case Records/Documents or a Box of Court/Audit Case Records, or any part(s) thereof, to anyone but an authorized County employee as specified in Subsection 4.4.3.3 above. If Contractor should be asked to accept a subpoena for a Case Record, Contractor shall notify the server of the subpoena that the Custodian of Records is located at the DPSS Headquarters office at 12820 Crossroads Parkway South, City of Industry, California 91746 and that the subpoena should appropriately be served to that address. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 157
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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 ‣ Q: ‣ R: T
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GENERAL INFORMATION 1.10 Contact wi
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GENERAL INFORMATION record, with th
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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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COUNTY POLICIES AND PROGRAMS progra
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PROPOSAL SUBMISSION REQUIREMENTS 3.
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APPENDIX A: SAMPLE CONTRACT RECITAL
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Case Record Storage and Retrieval Services RFP (Part I)

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