Case Record Storage and Retrieval Services RFP (Part I)

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APPENDIX A: SAMPLE CONTRACT historical Separate Family Case Records shall be stored as one Case Record based on the same-seven digit/character Case Number. When each Separate Family Case Record is closed, County will search its data files to determine if other Separate Family Case Record(s) are still open and, if so, will alert Contractor (i.e., by indicating a special statement on the Transmittal) to store the recently closed Separate Family Case Record with the Open Case Record for the same Case Number until the last Separate Family Case Record is closed. At which point, Contractor shall pull the entire Open Case Record, combine it with the last Closed Separate Family Record, update the Inventory System to reflect the change in status from open to closed, and indicate the new location of the entire record stored as a Closed Case Record. 2.37 Participant A person who participates in the GR or CalWORKs Program as either an applicant or Participant. 2.38 Performance Indicators Characteristics which can be identified objectively to establish the performance of activities and services to the required standards. 2.39 Performance Requirements Summary Identifies the key performance indicators of the Contract that will be evaluated by County to assure Contract performance standards are met by Contractor. (See SOW Technical Exhibit B-1). 2.40 Permanent Removal of a Box for Destruction The process of locating and pulling a Box stored at Contractor’s facility, updating the Inventory System to show that such Box has been removed and, in the case of a Box containing Case Records or Special Investigation Records on Contractor’s Inventory System, to show that all of the Case Records or Special Investigation Records contained therein have been removed and making the Box available to County at the loading dock of Contractor’s facility. No deletion of information will be made from Contractor’s Inventory System in connection with permanent removal of a Box. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 Page 68
APPENDIX A: SAMPLE CONTRACT 2.41 Pick-Up and Delivery Stops Regularly scheduled Pick-Up and Delivery Stops as specified by County at each of the County office addresses listed in SOW Technical Exhibit B-7. 2.42 Quality Assurance Those actions taken by County to check goods or services listed on the Performance Requirements Summary (PRS) to determine that they meet the requirements of the Statement of Work. 2.43 Quality Control Program Those actions taken by Contractor to ensure that delivery of service is in conformance with the requirements of the Statement of Work. 2.44 Random Sample A sampling method where each service output in a lot has an equal chance of being selected. This method may be used to numerically test the quality of services offered by Contractor in performance of the Contract conditions. 2.45 Receipt Date Contractor shall assign a Receipt Date to all 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, which shall be the date such Case/Special Investigation Records, Boxes of IHSS Timesheets, Boxes of Court/Audit Case Records and Boxes of GR/NAFS OR GR/NACF Case Records/Documents are picked up by Contractor’s messenger from County offices for processing at Contractor’s facility. 2.46 Receiving and Processing a New Record Case The process of receiving a new Case Record at the Contractor’s facility and 1) assigning it a Receipt Date, 2) placing its Case Number, Case Name, Receipt Date, Close Date and the number of the County office from which the New Case Record was sent, on the Contractor Inventory System and 3) placing it in storage. 2.47 Refiling of Case Record The process of receiving a Borrowed Case Record and updating the Inventory System to reflect its return and placing it in storage. If the Borrowed Case Record was retrieved originally from a Box, it CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 Page 69
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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 recommend to 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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Page 25 and 26: PROPOSAL SUBMISSION REQUIREMENTS 3.
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Page 51 and 52: SELECTION PROCESS AND EVALUATION CR
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APPENDIX A: SAMPLE CONTRACT 8.56.2
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APPENDIX A: SAMPLE CONTRACT 1. Pay
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APPENDIX A: SAMPLE CONTRACT • Pro
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APPENDIX A: SAMPLE CONTRACT IN WITN
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APPENDIX B: STATEMENT OF WORK TABLE
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APPENDIX B: STATEMENT OF WORK STATE
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APPENDIX B: STATEMENT OF WORK until
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APPENDIX B: STATEMENT OF WORK consi
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APPENDIX B: STATEMENT OF WORK 2.0 C
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APPENDIX B: STATEMENT OF WORK 2. Ab
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APPENDIX B: STATEMENT OF WORK • C
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APPENDIX B: STATEMENT OF WORK Syste
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APPENDIX B: STATEMENT OF WORK 4.2.4
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APPENDIX B: STATEMENT OF WORK c. Sp
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APPENDIX B: STATEMENT OF WORK by Co
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APPENDIX B: STATEMENT OF WORK made
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APPENDIX B: STATEMENT OF WORK chang
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APPENDIX B: STATEMENT OF WORK All B
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APPENDIX B: STATEMENT OF WORK When
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APPENDIX B: STATEMENT OF WORK NO DE
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APPENDIX B: STATEMENT OF WORK stora
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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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058 APPENDIX C: SOW TECHNICAL EXHIB
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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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