Case Record Storage and Retrieval Services RFP (Part I)

APPENDIX B: STATEMENT OF WORK
4.7.1 Contractors shall ensure that 100 percent of pick-up and deliveries
occur within ½ hour of the scheduled arrival time at each office
location, for 1) Open Case Records, 2) Closed Case Records, 3)
Special Investigation Records, 4) Boxes of IHSS Timesheets, 5)
Boxes of GR/NAFS OR GR/NACF Records/Documents, 6) Boxes of
Court/Audit Case Records.
4.7.2 Contractor shall ensure that for 100 percent of the time, the lesser of
the actual number of case records and boxes or 125 records and 2
boxes are picked up at each office location.
4.7.3 Contractor shall ensure that 100 percent of regular case requests are
delivered in 3 workdays and that 100 percent of emergent requests
are delivered in 1 workday.
The provisions of Subsections, 4.7.1, 4.7.2, 4.7.3, will be monitored for
compliance by the CCA on a semi-annual basis. Penalties will be assessed
for any unresolved instances of non-compliance as stated in Technical
Exhibit B.1, Performance Requirements Summary Chart.
4.8 Contingency Plan for Work Stoppage
In the event of any work stoppage caused by any labor dispute, Contractor
shall continue all phases of the storage, retrieval, pick-up/delivery services
specified herein.
4.9 Monthly Management Report
4.9.1 Contractor shall provide a monthly report, including but not limited to,
workload statistics and documentation on the following, which shall be
separately reported in the identified categories of 1) Open Case
Records, 2) Closed Case Records, 3) Special Investigation Records,
4) Boxes of IHSS Timesheets, 5) Boxes of GR/NAFS or GR/NACF
Records/Documents, 6) Boxes of Court/Audit Case Records and 7)
activity related to the Department of Children and Family Services.
Each category shall be reported separately, shall be due the 15 th of
the month following the service month and submitted with Contractor’s
invoice and shall include, but not be limited to, the following:
a. Number of requests for a Record or Box received (identified as
either a regular or emergent request), number of Record/Box
retrievals, number of duplicate case records and refiles;
number of Records/Boxes undeliverable as Record/Box is out
to another district or not on file, (with the reasons the
Record/Box is not on file); number of special pick-ups and
deliveries; number of Records and Boxes sent to Contractor for
CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 160