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CITY OF SANTA ANA <br /> <br /> <br /> <br /> <br /> <br />I. BACKGROUND INFORMATION <br /> <br />The purpose of this Request for Proposals is to provide document storage and imaging <br />services for the Housing Authority of the City of Santa Ana (SAHA), the City of Santa Ana’s <br />(COSA) Community Development Agency (CDA), and Finance & Management Services <br />Agency (FMSA). (Collectively “CDA” and “FMSA” will be referred to as “COSA”.) <br /> <br />II. PROJECT DESCRIPTION <br /> <br />The Contractor shall perform the services as set forth below: <br /> <br />a. Provide document storage for SAHA, CDA, and FMSA agencies that will meet the current <br />and future needs of each agency. The current needs consist of approximately 1,829 boxes <br />of which 1,816 are banker boxes. SAHA and COSA intends to add more boxes to the <br />vendor’s facility during the contract period. The proposer must accommodate the <br />additional boxes at the rates offered for the contract term. Proposer shall pickup and <br />deliever documents as requested to a secure facility located within 30 miles of Santa Ana, <br />California. <br /> <br />b. The Proposer shall include pricing for optional services such as document imaging <br />services, electronic storage, off-stie access, and other related imaging services. <br /> <br />III. PROJECT DELIVERABLES/REQUIREMENTS <br /> <br />GENERAL <br />The Contractor shall perform the services as set forth below: <br />a. Utilize pick up and/or delivery routes that are most cost efficient and effective for SAHA, <br />& COSA. <br />b. Move all records and containers in such a manner as to prevent damage to and loss of <br />records. <br />c. Stack boxes so as to prevent crushing. There shall be no charge to the SAHA, & COSA <br />if re-boxing is required. <br />d. Provide professional and technical assistance to ensure that all records are properly <br />recorded, managed, stored, delivered and handled. <br />e. Allow the addition or removal of COSA Departments (accounts) as needed through the <br />term of the Contract. <br />f. Store the documents at one secure location located within no more than a thirty (30) mile <br />radius of the City of Santa Ana’s City Hall at 20 Civic Center Plaza, Santa Ana, California. <br />g. Provide all necessary vehicles, and qualified staff and clerical support to perform the <br />services required. <br />h. Vendor is subject to and shall operate in compliance with all relevant requirements <br />contained in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), <br />Public Law 104- 191, enacted August 21, 1996, and the related laws and regulations <br />promulgated subsequent thereto. <br />EXHIBIT I <br /> <br /> SCOPE OF SERVICES <br />EXHIBIT 1