Laserfiche WebLink
CITY OF SANTA ANA <br /> <br /> <br /> <br /> <br /> <br /> <br />i. Vendor shall comply with all requirements of the Occupational Safety and Health <br />Administration (OSHA) standards and codes as set forth by the U.S. Department of Labor <br />and the State of California (Cal/OSHA). <br />j. Vendor shall conduct criminal background record checks on all employees and any <br />subcontractors providing services under this Contract. Vendor must receive a criminal <br />records clearance from the State of California Department of Justice before the individual <br />can provide services. The Vendor must retain a statement affirming that the <br />employee/subcontractor has completed and passed the background check in each <br />person’s personnel file. <br />k. Vendor shall perform a semi-annual treatment and/or inspection for rodent and insects <br />by a pest control service at each facility. Proof of such treatment shall be submitted to <br />the SAHA/COSA on a semi- annual basis. <br /> <br />RECORD STORAGE <br />a. Vendor shall provide pickup and/or delivery of SAHA’s and COSA records to and from <br />various SAHA/COSA locations within city limits. No extra fee shall be imposed for <br />scheduled pick-up and/or delivery services for different departments/divisions that are <br />serviced at the same time and at the same location as the originally scheduled service. <br /> <br />b. Barcoding - The Vendor must provide a barcode tracking system to identify the current <br />location, status, and retrieval/refile information of all files and storage boxes received <br />at its facility. In your proposal, please describe the process for using barcode technology <br />or radio frequency identification (“RFID”) technology to track retrieved, delivered, or <br />picked up records. <br /> <br />c. The Vendor’s barcode tracking system shall include appropriate logs and receipts that <br />detail the delivery and pickup of requested files and storage boxes for verification and <br />audit purposes. The barcode tracking system shall provide an update of the inventory <br />status within 24 hours of activity. <br /> <br />d. File Indexing – SAHA/COSA may require indexing at the file level rather than the <br />entire range of the contents of a box in storage, including a barcode label on each <br />file prior to labeling and indexing the box. <br /> <br />e. File Validation – SAHA/COSA may prepare their own files for storage and request <br />validation, including a scan of each file barcode to verify contents. <br /> <br />f. Vendor must provide quarterly reports detailing information on the SAHA/COSA’s account <br />including, but not limited to: summary totals of its utilized storage space; summary totals <br />of all boxes in storage; listings of all boxes added or removed during the previous quarter; <br />listings of all files or boxes retrieved, delivered, picked up, and refiled during the previous <br />quarter; and listings of any files or boxes destroyed during the previous quarter. In your <br />proposal, please provide a sample quarterly report(s) detailing the account information <br />and activities listed above. SAHA/COSA may request additional reports other than <br />quarterly or monthly at their discretion. <br /> <br />g. Records shall be stored at least four (4) inches off of the floor for moisture protection. <br />EXHIBIT 1