Case Record Storage and Retrieval Services RFP (Part I)

APPENDIX A: SAMPLE CONTRACT
storage charge for those received or created on or after the
16 th of the service month.
5.2.3 Contractor shall add continuing inventory and new inventory
numbers together (i.e., the continuing inventory and the new
inventory as detailed in paragraphs 5.2.1 and 5.2.2 above)
and shall deduct from the total, and not bill County for the
following:
5.2.3.1 Contractor shall deduct and not bill County for the
number of Boxes permanently removed from the
inventory (i.e., for destruction, or for any other
reason, as determined by County) on or before the
15 th of the month.
5.2.4 Contractor shall bill one fee only for the processing of a
duplicate record, as outlined in Statement of Work, Section
4.0 Specific Tasks, Subsection 4.3.4, regardless of the
number of records combined in one transaction.
5.2.4.1 Contractor shall not charge a data entry fee when
updating the inventory system to reflect that
records have been combined as a result of
duplicate processing.
5.2.4.2 Contractor shall not charge both a fee for
processing a new case record into storage and a
duplicate record fee on the same case record. A
fee shall be charged for duplicate processing
when it is determined a record being sent to
storage must be combined with an existing record
in storage.
5.3 Invoicing
Contractor shall prepare and submit monthly invoices, in the format
and categories outlined in Attachment B, SOW, Technical Exhibits
B-3, B-4 and B-5, Sample Invoices Format, each in an original and
one copy, to the County Contract Administrator within 15 calendar
days following the end of the month in which services were
provided or payment may be delayed.
Each invoice shall be supported by back-up documentation to
validate the invoice amounts. This documentation shall include, but
not be limited to, the following:
CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 Page 74