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CITY OF SANTA ANA <br /> <br /> <br /> <br /> <br /> <br /> <br />degrees. <br /> <br />l. SAHA/COSA reserves the right to have the vendor redo any image scan that does not <br />meet the SAHA/COSA’s quality standards at no cost to the SAHA/COSA. <br /> <br />m. SAHA/COSA requires that the vendor images both sides of documents only when there is <br />information on both sides. SAHA/COSA will not pay for the scanning of blank images. <br />Backsides containing information but not scanned by the vendor shall be rescanned and <br />inserted into the multipage file in the correct sequence at no cost to the SAHA/COSA other <br />than the per image cost. <br /> <br />n. Vendor shall be required to notify the SAHA/COSA when requested records have been <br />imaged and uploaded to a secure transmitted cloud based system. <br /> <br />o. The documents shall be saved as TIFF, PDF, or JPG as directed by SAHA/COSA. <br /> <br />p. Vendor shall provide an ASCII version of the index with the fully qualified file name for each <br />image. <br /> <br />q. Other storage – SAHA/COSA may need to store external hard drives or disks or convert <br />those to electronic files. In your proposal, please provide recommendations on how to <br />best retain this information. <br /> <br />CHANGE OVER/TRANSITION PERIOD <br />In the event the selected Vendor is not the SAHA/COSA’s incumbent vendor, a change- <br />over period shall begin within ninety (90) days of the SAHA/COSA awarding an approved <br />Contract from the City Council. The change over to the Vendor shall include, but is not limited <br />to: the loading, transporting, and processing of the SAHA/COSA’s records from the <br />incumbent. If a change over is necessary, the Vendor shall complete the transfer of all the <br />SAHA/COSA’s records from its incumbent offsite document storage facility to the Vendor’s <br />facility within this period. If a change over is necessary, the Vendor shall complete the <br />intake of all the SAHA/COSA’s records into the Vendor’s barcode tracking system within <br />three (3) months of the Contract execution. Vendor shall furnish all labor, materials and <br />equipment for the transport of SAHA/COSA’s records from former vendor(s) location to <br />Vendor’s facilityincluding: <br />a. Vendor shall conduct a joint inventory of records with former vendor and appointed <br />SAHA/COSA staff as records are transferred to Vendor. Vendor shall assume <br />responsibility for the SAHA/COSA’s records upon transfer. <br /> <br />b. Vendor shall identify and index any unidentified or improperly identified (e.g., an <br />unknown department) records or media prior to placement in Vendor’s storage <br />facility(s). <br /> <br />c. Vendor shall index, inventory and shelve all incoming records in such a manner that will <br />facilitate timely access pursuant to the requirements of this Contract, to be determined <br />between Vendor and SAHA/COSA. <br /> <br />d. All SAHA/COSA records shall be available twenty-four (24) hours a day, seven (7) days <br />a week, to authorized users during the transition period. <br /> <br />EXHIBIT 1