Case Record Storage and Retrieval Services RFP (Part I)

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PREAMBLE The County of Los Angeles seeks to collaborate with its community partners to enhance the capacity of the health and human services system to improve the lives of children and families. These efforts require, as a fundamental expectation, that the County’s contracting partners share the County and community’s commitment to provide health and human services that support achievement of the County’s Strategic Plan Mission, Values, Goals and performance outcomes. The County’s vision is to improve the quality of life in the County by providing responsive, efficient and high quality public services that promote the self-sufficiency, well-being and prosperity of individuals, families, business and communities. This philosophy of teamwork and collaboration is anchored in the County’s shared values of: 1) Accountability; 2) A Can-Do-Attitude; 3) Compassion; 4) Customer Orientation; 5) Integrity; 6) Leadership; 7) Professionalism; 8) Respect for Diversity; and 9) Responsiveness. These shared values are encompassed in the County Strategic Plan’s Goal 3) Integrated Service Delivery – maximize opportunities to measurably improve client and community outcomes and leverage resources through the continuous integration of health, community, and public safety services. This requires coordination, collaboration and integration of services across functional and jurisdictional boundaries, by and between County departments/agencies and community and contracting partners. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 vi
GENERAL INFORMATION 1.0 GENERAL INFORMATION The Los Angeles County Department of Public Social Service (DPSS) is issuing this Request for Proposals (RFP) to solicit proposals for a Contract with an organization who can provide Case Record Storage and Retrieval Services. This RFP describes the specific services, minimum proposal requirements, proposal submission instructions, and proposal evaluation methodology required by DPSS. Prospers are encouraged to read this RFP carefully and follow all instructions set forth hereunder when submitting their proposals to ensure proper consideration is given to each proposal 1.1 BACKGROUND OF CASE RECORD STORAGE AND RETRIEVAL SERVICES DPSS has contracted Case Record Storage and Retrieval Services (CRSRS) since 1985. Under the contract, cases and documentation are be transported from 102 DPSS District/Regional offices and stored in a manner that allows for rapid retrieval upon the County of Los Angeles (County) request. Currently, there are 600,000 boxes and 10 million open and closed case records being stored for DPSS. This includes case records from the Department of Community and Senior Services and Department of Children and Family Services under two separate Memorandums of Understanding. Efforts are underway to destroy approximately 300,000 boxes and 3 million Legacy cases by the contract award date. 1.2 PURPOSE OF THE RFP The purpose of the RFP is to obtain proposals from qualified Bidders to provided Case Record Storage and Retrieval Services for the DPSS. The Contractor shall be required to store records and documents in a manner that allows the Contractor to provide rapid retrieval of records and documents at the County’s request. 1.3 OVERVIEW OF SOLICITATION DOCUMENT This Request for Proposals (RFP) is composed of the following parts: • GENERAL INFORMATION: Specifies the Proposer’s minimum requirements, provides information regarding the requirements of the Contract and the solicitation process. • COUNTY’S POLICIES AND PROGRAMS: Specifies Federal, State and County’s Policies and Programs Proposers shall adhere to and failure to comply with may be cause for termination of a contract or initiation of debarment proceedings against the noncompliant Contractor. • PROPOSAL SUBMISSION REQUIREMENTS: Includes instructions to Proposers in how to prepare and submit their proposal. • SELECTION PROCESS AND EVALUATION CRITERIA: Includes information on how the proposals will be selected and evaluated. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 1
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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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