Case Record Storage and Retrieval Services RFP (Part I)

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TABLE OF CONTENTS PREAMBLE 1.0 GENERAL INFORMATION ................................................................................. 1 1.1 Background of Case Storage and Retrieval Services .............................................. 1 1.2 Purpose of RFP ........................................................................................................ 1 1.3 Overview of Solicitation Document ........................................................................... 1 1.4 Terms and Definitions .............................................................................................. 3 1.5 Minimum Mandatory Requirements ......................................................................... 3 1.6 County Rights & Responsibilities ............................................................................. 4 1.7 Contract Term .......................................................................................................... 3 1.8 Contract Monthly Flat Fee ........................................................................................ 4 1.9 Days of Operation .................................................................................................... 4 1.10 Contact with County Personnel ................................................................................ 5 1.11 Final Contract Award by the Board of Supervisors .................................................. 5 1.12 Mandatory Requirement to Register on County’s WebVen ...................................... 5 1.13 County Option to Reject Proposals .......................................................................... 5 1.14 Protest Policy Review Process ................................................................................. 6 1.15 Notice to Proposers Regarding the Public Records Act ........................................... 6 1.16 Indemnification and Insurance ................................................................................. 7 1.17 SPARTA Program. ................................................................................................... 7 1.18 Injury & Illness Prevention Program (IIPP)............................................................... 7 1.19 Background and Security Investigations .................................................................. 7 1.20 Confidentiality and Independent Contractor Status ................................................. 8 1.21 Conflict of Interest .................................................................................................... 8 1.22 Determination of Proposer Responsibility ................................................................ 8 1.23 Proposer Debarment ................................................................................................ 9 1.24 County’s Option to Cancel the RFP or Subsequent Contract ................................ 11 2.0 COUNTY’S POLICIES AND PROGRAMS ....................................................... 12 2.1 Proposer’s Adherence to County’s Child Support Compliance Program ............... 12 2.2 Gratuities ................................................................................................................ 12 2.3 Notice to Proposers Regarding the County Lobbyist Ordinance ............................ 12 2.4 Federal Earned Income Credit ............................................................................... 13 2.5 Consideration of GAIN/GROW Participants for Employment ................................. 13 2.6 County’s Quality Assurance Plan ........................................................................... 13 2.7 Recycled Bond Paper ............................................................................................. 14 2.8 Safely Surrendered Baby Law ................................................................................ 14 2.9 County Policy on Doing Business with Small Business ......................................... 14 CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 ii
TABLE OF CONTENTS 2.10 Jury Service Program ............................................................................................. 14 ... 2.11 Local Small Business Enterprise Preference Program .......................................... 16 2.12 Local Small Business Enterprise (SBE) Prompt Payment Program ....................... 16 2.13 Notification to County of Pending Acquisitions/Mergers by Proposing Company .. 16 2.14 Transitional Job Opportunities Preference Program .............................................. 16 2.15 Contractor’s Obligations as a “Business Associate” Under the Health Insurance Portability & Accountability Act of 1996 and the Health Information Technology for Economic and Clinical Health Act ............................... 17 2.16 Proposer’s Charitable Contributions Compliance ................................................... 17 2.17 Defaulted Property Tax Reduction Program .......................................................... 18 3.0 PROPOSAL SUBMISSION REQUIREMENTS .................................................. 19 3.1 County Responsibility ............................................................................................. 19 3.2 Truth and Accuracy of Representations ................................................................. 19 3.3 RFP Timetable ....................................................................................................... 18 3.4 Proposals Deadline ................................................................................................ 19 3.5 Opening Proposal .................................................................................................. 20 3.6 Proposal Withdrawals ............................................................................................. 20 3.7 Solicitation Requirements Review .......................................................................... 20 3.8 Proposers’ Questions ............................................................................................. 21 3.9 Proposers Conference ........................................................................................... 22 3.10 Proposal Submission ............................................................................................. 22 3.11 Preparation of the Proposal .................................................................................... 23 3.12 Business Proposal Format ..................................................................................... 24 3.13 Cost Proposal Format ............................................................................................ 42 3.14 Proposal Submission .............................................................................................. 43 4.0 SELECTION PROCESS AND EVALUATION CRITERIA .................................. 44 4.1 Selection Process ................................................................................................... 44 4.2 Adherence to Minimum Requirements (Pass/Fail)................................................. 44 4.3 Adherence to format .............................................................................................. 44 4.4 Disqualification Review .......................................................................................... 45 4.5 Business Proposal Evaluation and Criteria ........................................................... 45 4.6 Cost Proposal Evaluation Criteria ......................................................................... 47 4.7 Department’s Proposed Contractor Selection Review ........................................... 47 4.8 County Review Panel Process ............................................................................... 49 CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 iii
Page 1: REQUEST FOR PROPOSALS FOR CASE RECO
Page 5 and 6: TABLE OF CONTENTS D-15 Charitable C
Page 7 and 8: GENERAL INFORMATION 1.0 GENERAL INF
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Page 19 and 20: COUNTY POLICIES AND PROGRAMS and im
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SELECTION PROCESS AND EVALUATION CR
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APPENDIX A: SAMPLE CONTRACT RECITAL
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APPENDIX C: SOW TECHNICAL EXHIBITS
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1.0 PERFORMANCE REQUIREMENTS SUMMAR
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TECHNICAL EXHIBITS C-1 APPENDIX C:
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SOW TECHNICAL EXHIBITS C-5 APPENDIX
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COUNTY OF LOS ANGELES DEPARTMENT OF
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Case Record Storage and Retrieval Services RFP (Part I)

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