Contract Between Los Angeles County and Sourcecorp for Document Imaging Services 8-4-2009

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Contract Between Los Angeles County and Sourcecorp for Document Imaging Services 8-4-2009

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Information Systems Advisory Body
County of Los Angeles
CHAIRMAN
Michael P. Judge
Public Dcfcn<Jcr

CHAIR PRO TEM
John Ruegg
Din:ctor.

ISAB
John Ruegg
Din:t.:tllf

(561) -W3-650 I

August 4, 2009
The Honorable Board of Supervisors
County of Los Angeles
383 Kenneth Hahn Hall of Administration
500 West Temple Street
Los Angeles, CA 90012

Felix Basadre
\ssist<lnt Director

(5r>2) 4113·65115

Dear Supervisors:

Ali Farahani
Director. Tntl:!--lTatinn ~cryicl:s

(562) -1-03-6513
Noble B. Kennamer, Jr.
I.eb'll! Dirl'ctur
(362) -+0.1-6650

CONTRACT BETWEEN THE COUNTY OF LOS ANGELES AND
SOURCECORP BPS INC. FOR DOCUMENT IMAGING SERVICES
(ALL DISTRICTS) (3-VOTES)

Marcus Leon
Director. Pwjt::ct Dcn.:!upmcnt

(562) -m1-6S27
12750 Center Court Drive
Suite 500
Cerritos, CA 90703

MEMBERS
Lee Raca
':';hl'riff
John Clarke
I':xccuti\"(: Officer/Clerk
J .". \. ~up('ri()r Court

Steve Cooley
District _\ttomer
Janice Fukai
.
.\]tern;lt(' Public Defender

William T Fujioka
Chief Exccutin' OfficuMichael P. Judge
Public Defender
Robert B. Taylor
Chief rf()b~lti(m ()fficcr
Jim Hudson
President. Police Chit:fs' .\SSUci:ltinn
Dr. Lakshmanan Sathyavagis\varan
Chief \[edical/Conmer
Department of the Corollcr
Richard Sanchez

SUBJECT
Contract (Contract) between the County of Los Angeles (County) on behalf of
Information Systems Advisory Body (ISAB) and SOURCECORP BPS Inc.
(SOURCECORP) for Document Imaging Services (Services).

IT IS RECOMMENDED THAT YOUR BOARD
1.

Approve and authorize the Director of ISAB to finalize and execute a
Contract with SOURCECORP for Document Imaging Services,
substantially similar to the attached Contract, for a period of five (5)
years (Irutial Term) and up to three (3) additional one-year option
periods (Extended Term), with a maximum County obligation of $37
million for the term of the Contract, including any Extended Term.

Delegate authority to the Director of ISAB during the Extended Term (i)
to increase the rates for Services up to 10 percent per year from the
previous year and (ii) to increase the Contract Sum by no more than 10
percent cumulatively.

Interim Chief InffJrn1:ltion Officu'

Tom Tindall
Dirt:ctor, [ntnnal'suyiccs Dl'p:lrtmcnt
William J. Bratton
Chief of [Jolice. City of I.o~ .\ngclcs

PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION
The purpose of the recommended Contract is to provide document imaging of
paper documents for electronic storage by the Alternate Public Defender,
District Attorney, Probation, Public Defender and Sheriff Departments. Each
department has a significant need to convert case files, booking and incident
documents into electronic format.

HOA.62S863.6

Countywide Criminal Justice Coordination Committee

DEVELOPING ACCESSIBLE & ACCURATE AUTOMATED JUSTICE INFORMATION SYSTEMS

Each Supervisor
August 4, 2009
Page 2

The Alternate Public Defender and Public Defender are required to maintain
case file information and related documents including arrest reports, court
documents (complaint, petitions, pleas and waiver forms, arrest/bench warrants)
police reports, jury selection documents, subpoenas, motions, priors (rap sheet,
department of corrections packet), assessment records, probationer reporting
documents, photographs, handwritten and machine printed documents, and other
related documents, which may need to be kept for the life of the defendant
depending on the document type and source. These records are being stored
electronically to allow for the automated retrieval of the information.
The District Attorney's Office is required to maintain misdemeanor case files
for five years, felony case files for 25 years and life-term case files indefinitely.
The documents contained in the case files are in hard copy format kept at
various locations throughout the County. These records are being stored
electronically to allow for the automated retrieval of the information.
The Probation Department is required to maintain probation, pretrial
investigation, and supervision case files and related documents that may include
arrest reports, court orders and reports, assessment records, probationer reporting
documents, financial collection and payment files, photographs, handwritten and
machine printed documents, which must be kept for a period of time based on
the document type and source. Storage of these records is currently kept at
various Probation property and supply facilities. These records are being stored
electronically to allow for the automated retrieval of the information.
The Sheriff's Department maintains various booking and incident reports
originating from the stations and custodial facilities in hard copy. These records
are being stored electronically to allow for the automated retrieval of the
information.
Archive volume coupled with electronic document management systems for
these criminal justice agencies is essential. In addition, County agencies
currently maintain large warehouses for the storage of paper case files.
Continued electronic imaging will allow retention schedules to be better
coordinated and allow for destruction of paper documents after imaging,
resulting in the need for less warehouse space.

Implementation of Strategic Plan Goals
The public/private partnership between the County of Los Angeles and
SOURCECORP BPS Inc. supports Strategic Plan Goals No.1, Operational
Effectiveness, and Goal No.5, Public Safety, by providing responsive, efficient
and high quality public service through teamwork and collaboration.

HOA.625863.6

Each Supervisor
August 4, 2009
Page 3

FISCAL IMPACTIFINANCING
The maximum County obligation under the proposed Contract for all five
participating County Departments is $37 million over the entire Contract term,
including the Initial Term of five (5) years and the Extended Term of up to three
(3) years. Funding for this Contract will be provided by each participating
Department from current budget allocations with ongoing year costs budgeted
each fiscal year.
The Departments' estimated budget allocations for this Contract are as follows:
~

Alternate Public Defender - $2 million for the Initial Term of Contract
plus $1.2 million for the Extended Term.

District Attorney - $8 million for the Initial Term of Contract plus $4.8
million for the Extended Term.

Probation Department - $3 million for the Initial Term of Contract plus
$1.8 million for the Extended Term.

Public Defender - $4.8 million for the Initial Term of Contract plus $2.9
mjJlion for the Extended Term.

Sheriff's Department - $5 million for the Initial Term of Contract plus
$3 million for the Extended Term.

FACTS AND PROVISIONSILEGAL REQUIREMENTS
The Contract is Non-Prop A, since approval of this Contract will not displace
County employees, and the Services offered under this Contract currently cannot
be performed by the individual County Departments due to specialized
equipment needs. Further, ISAB will not require SOURCECORP to perform
Services in excess of the Board approved Contract amount, scope of work
and/or Contract dates.
The Contract contains all the latest Board required and policy driven provisions,
such as Consideration of GAIN/GROW Program Participants for Employment,
Compliance with Jury Service Program, Safely SUlTendered Baby Law,
Assignment and Delegation, and Budget Reductions. County Counsel has
approved this Contract as to form.

CONTRACTING PROCESS
On February 2, 2009, a Request for Proposals (RFP) for Document Imaging
Services was released by being posted on the County's website (bid number
ISAB-001). A bidders' conference was held on February 26, 2009 with thirteen
HOA.625863.6

Each Supervisor
August 4, 2009
Page 4

(13) companies in attendance. Bids were closed on March 16 with eight (8)
proposals received by the closing deadline. Proposal evaluations were
completed on June 5, 2009. The evaluation committee recommended
SOURCECORP BPS Inc. as the winning vendor based on price, technical
capability and likelihood of risk.

IMPACT ON CURRENT SERVICES (OR PROJECTS)
The current imaging vendor has entered into the last year of the existing imaging
services agreement with the County and wishes to terminate the existing
agreement as soon as possible. The County, in anticipation of the termination of
the existing agreement, issued an RFP to replace the existing agreement.
Continuation of imaging services is essential to the ISAB member Departments
in order to control costs associated with effective document retrieval and
increased storage of paper case files.

CONCLUSION
Upon Board of Supervisors approval, it is requested that the Executive Officer,
Clerk of the Board return two (2) adopted stamped Board letters to: Information
Systems Advisory Body, Attention Felix Basadre, Assistant Director, 12750
Center Court Drive, Suite 500, Cerritos, CA 90703.

Attachment (I)
c: Chief Executive Officer
Alternate Public Defender
Auditor-Controller
Chief Probation Officer
County Counsel
District Attorney
Executive Officer, Board of Supervisors
Public Defender
Sheriff

HOA.625863.6

CONTRACT
BY AND BETWEEN
COUNTY OF LOS ANGELES
AND
SOURCECORP BPS INC.
FOR
DOCUMENT IMAGING SERVICES
JULY 2009

HOA.622393.5

TABLE OF CONTENTS
Page
1.

APPLICABLE DOCUMENTS ...........................................................................................1

DEFINITIONS.....................................................................................................................2
2.1

AGENCY; DEPARTMENT ............................................................................................2

2.2

BOARD OF SUPERVISORS; BOARD .............................................................................3

2.3

CONTRACT ................................................................................................................3

2.4

CONTRACTOR ...........................................................................................................3

2.5

CONTRACTOR'S CONTRACT MANAGER .....................................................................3

2.6

COUNTY'S CONTRACT ADMINISTRATOR ...................................................................3

2.7

COUNTY'S PROJECT MANAGER .................................................................................3

2.8

DAY(S) .....................................................................................................................3

2.9

DIRECTOR .................................................................................................................3

2.10

DOCUMENT IMAGING SERVICES ................................................................................3

2.11

EFFECTIVE DATE ......................................................................................................3

2.12

EXTENDED TERM ......................................................................................................3

2.13

FISCAL YEAR ............................................................................................................3

2.14

INITIAL TERM............................................................................................................4

2.15

ISAB ........................................................................................................................4

2.16

SERVICES ..................................................................................................................4

2.17

STATEMENT OF WORK ..............................................................................................4

WORK .................................................................................................................................4

TERM OF CONTRACT......................................................................................................4

CONTRACT SUM ..............................................................................................................5

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

5.4

NO PAYMENT FOR SERVICES PROVIDED FOLLOWING EXPIRATION/
TERMINATION OF CONTRACT ...................................................................................5

5.5

INVOICES AND PAYMENTS ........................................................................................5

ADMINISTRATION OF CONTRACT – COUNTY..........................................................7
6.1

COUNTY'S ADMINISTRATION ....................................................................................7

6.2

COUNTY'S CONTRACT ADMINISTRATOR ...................................................................7

6.3

COUNTY'S PROJECT MANAGER .................................................................................7

ADMINISTRATION OF CONTRACT - CONTRACTOR................................................8
7.1

CONTRACTOR'S ADMINISTRATION ............................................................................8

7.2

CONTRACTOR’S CONTRACT MANAGER ....................................................................8

7.3

APPROVAL OF CONTRACTOR’S STAFF .......................................................................8

7.4

CONTRACTOR’S STAFF IDENTIFICATION ...................................................................9

7.5

BACKGROUND AND SECURITY INVESTIGATION .........................................................9

7.6

CONFIDENTIALITY ....................................................................................................9

CHANGE NOTICES AND AMENDMENTS ..................................................................10

ASSIGNMENT AND DELEGATION..............................................................................11

10.

AUTHORIZATION WARRANTY...................................................................................11

11.

BUDGET REDUCTIONS .................................................................................................11

12.

COMPLAINTS ..................................................................................................................12

13.

COMPLIANCE WITH APPLICABLE LAW...................................................................12

14.

COMPLIANCE WITH CIVIL RIGHTS LAWS...............................................................13

15.

COMPLIANCE WITH COUNTY’S JURY SERVICE PROGRAM ...............................13

16.

15.1

JURY SERVICE PROGRAM ........................................................................................13

15.2

WRITTEN EMPLOYEE JURY SERVICE POLICY ..........................................................13

CONFLICT OF INTEREST ..............................................................................................14

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

17.

CONSIDERATION OF HIRING COUNTY EMPLOYEES TARGETED FOR
LAYOFF AND ON RE-EMPLOYMENT LIST...............................................................14

18.

CONSIDERATION OF HIRING GAIN/GROW PROGRAM PARTICIPANTS............15

19.

CONTRACTOR RESPONSIBILITY SND DEBARMENT ............................................15
19.1

RESPONSIBLE CONTRACTOR ...................................................................................15

19.2

CHAPTER 2.202 OF THE COUNTY CODE ..................................................................15

19.3

NON-RESPONSIBLE CONTRACTOR ..........................................................................15

19.4

CONTRACTOR HEARING BOARD .............................................................................15

19.5

SUBCONTRACTORS OF CONTRACTOR ......................................................................16

20.

CONTRACTOR’S ACKNOWLEDGEMENT OF COUNTY’S COMMITMENT
TO THE SAFELY SURRENDERED BABY LAW .........................................................17

21.

CONTRACTOR’S WARRANTY OF ADHERENCE TO COUNTY’S CHILD
SUPPORT COMPLIANCE PROGRAM ..........................................................................17

22.

COUNTY’S QUALITY ASSURANCE PLAN ................................................................17

23.

REQUIRED LICENSES, ACCREDITATIONS, ETC. ....................................................17

24.

EMPLOYMENT ELIGIBILITY VERIFICATION ..........................................................18

25.

FACSIMILE REPRESENTATIONS ................................................................................18

26.

FAIR LABOR STANDARDS...........................................................................................18

27.

FORCE MAJEURE ...........................................................................................................18

28.

GOVERNING LAW, JURISDICTION AND VENUE ....................................................19

29.

INDEPENDENT CONTRACTOR STATUS....................................................................19

30.

INDEMNIFICATION........................................................................................................20

31.

GENERAL INSURANCE REQUIREMENTS .................................................................20
31.1

EVIDENCE OF INSURANCE.......................................................................................20

31.2

INSURER FINANCIAL RATINGS ................................................................................20

31.3

FAILURE TO MAINTAIN COVERAGE ........................................................................20

HOA.622393.5

DOCUMENT IMAGING SERVICES

iii

JULY 2009

32.

31.4

NOTIFICATION OF INCIDENTS, CLAIMS AND SUITS .................................................21

31.5

COMPENSATION FOR COUNTY COSTS .....................................................................21

31.6

INSURANCE COVERAGE REQUIREMENTS FOR SUBCONTRACTORS ...........................21

INSURANCE COVERAGE REQUIREMENTS ..............................................................21
32.1

GENERAL LIABILITY ...............................................................................................21

32.2

AUTOMOBILE LIABILITY .........................................................................................22

32.3

WORKERS’ COMPENSATION AND EMPLOYERS’ LIABILITY .....................................22

32.4

PROFESSIONAL LIABILITY .......................................................................................22

33.

LIQUIDATED DAMAGES ..............................................................................................22

34.

MOST FAVORED PUBLIC ENTITY..............................................................................23

35.

NONDISCRIMINATION AND AFFIRMATIVE ACTION............................................23

36.

NON-EXCLUSIVITY .......................................................................................................24

37.

NOTICE OF DELAYS ......................................................................................................24

38.

NOTICE OF DISPUTES ...................................................................................................25

39.

NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME
CREDIT .............................................................................................................................25

40.

NOTICE TO EMPLOYEES REGARDING THE SAFELY SURRENDERED
BABY LAW ......................................................................................................................25

41.

NOTICES...........................................................................................................................25

42.

PROHIBITION AGAINST INDUCEMENT OR PERSUASION....................................25

43.

PUBLIC RECORDS ACT.................................................................................................25

44.

PUBLICITY.......................................................................................................................26

45.

RECORD RETENTION AND INSPECTION/AUDIT SETTLEMENT..........................26

46.

RECYCLED BOND PAPER.............................................................................................27

47.

SUBCONTRACTING .......................................................................................................27

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

48.

TERMINATION FOR BREACH OF WARRANTY TO MAINTAIN
COMPLIANCE WITH COUNTY’S CHILD SUPPORT COMPLIANCE
PROGRAM........................................................................................................................28

49.

TERMINATION FOR CONVENIENCE..........................................................................28

50.

TERMINATION FOR DEFAULT....................................................................................29

51.

TERMINATION FOR IMPROPER CONSIDERATION.................................................30

52.

TERMINATION FOR INSOLVENCY ............................................................................30

53.

TERMINATION FOR NON-ADHERENCE TO COUNTY LOBBYIST
ORDINANCE ....................................................................................................................30

54.

TERMINATION FOR NON-APPROPRIATION OF FUNDS ........................................31

55.

VALIDITY ........................................................................................................................31

56.

WAIVER............................................................................................................................31

57.

WARRANTY AGAINST CONTINGENT FEES.............................................................31

58.

PROPRIETARY RIGHTS.................................................................................................31

59.

INTELLECTUAL PROPERTY INDEMNIFICATION ...................................................32

60.

TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM .......................33

61.

LOCAL SMALL BUSINESS ENTERPRISE (SBE) PREFERENCE PROGRAM .........33

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

EXHIBITS
Exhibit A

STATEMENT OF WORK
Attachment A.1 Participating Agencies
Attachment A.2 Pickup and Return Locations

Exhibit B

PRICING SCHEDULE
Schedule B.1

Contract Discrepancy Report

Schedule B.2

Performance Requirements Summary

Exhibit C

SCHEDULE OF WORK

Exhibit D

CONTRACTOR’S EEO CERTIFICATION

Exhibit E

COUNTY’S ADMINISTRATION

Exhibit F

CONTRACTOR’S ADMINISTRATION

Exhibit G

EMPLOYEE ACKNOWLEDGMENT, CONFIDENTIALITY AND
ASSIGNMENT AGREEMENT

Exhibit H

JURY SERVICE ORDINANCE

Exhibit I

SAFELY SURRENDERED BABY LAW

Exhibit J

CONFIDENTIALITY OF CORI INFORMATION

Exhibit K

REQUEST FOR PROPOSALS (RFP) FOR DOCUMENT IMAGING SERVICES

Exhibit L

CONTRACTOR'S PROPOSAL

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

CONTRACT
BETWEEN
COUNTY OF LOS ANGELES

AND
SOURCECORP BPS INC.
FOR
DOCUMENT IMAGING SERVICES
This Contract, including all Exhibits, Attachments and Schedules, is made and entered into this
_____ day of ___________, 2009 by and between the County of Los Angeles (hereinafter
"County") on behalf of the Information Systems Advisory Body and SourceCorp BPS Inc.
(hereinafter "Contractor"), located at 20500 Belshaw Avenue, Carson, California 90746-3508.
RECITALS
WHEREAS, County may contract with private businesses for services relating to document
imaging conversion (hereinafter "Document Imaging Services" or "Services") when certain
requirements are met; and
WHEREAS, Contractor is a private firm specializing in providing such Document Imaging
Services; and
WHEREAS, Contractor possesses the necessary skills, competence and expertise and, therefore,
is qualified to perform the desired Document Imaging Services; and
WHEREAS, County does not have the technical staff with the specific skills and expertise
necessary to perform the Document Imaging Services; and
WHEREAS, County is authorized by the California Government Code, Section 31000 to
contract for special services, including the Document Imaging Services described herein; and
WHEREAS, based upon an open competitive selection process, County has recommended to the
Board of Supervisors Contractor, that is prepared and desires to provide Document Imaging
Services to County; and
NOW THEREFORE, in consideration of the mutual covenants contained herein and for good
and valuable consideration, the parties agree as follows:
1.

APPLICABLE DOCUMENTS
Exhibits A, B, C, D, E, F, G, H, I and J, attached hereto, and Exhibits K and L, not
attached hereto, are all incorporated herein by reference and form a part of this Contract.
In the event of any conflict or inconsistency in the definition or interpretation of any
word, responsibility, schedule, or the contents or description of any task, deliverable,
goods, service, or other work, or otherwise between this base Contract and the Exhibits,

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

Attachments and Schedules thereto, or between Exhibits, Attachments and Schedules,
such conflict or inconsistency shall be resolved by giving precedence first to this base
Contract and then to the Exhibits, Attachments and Schedules according to the following
priority.
1.1

1.2

EXHIBIT A

–

Statement of Work

Attachment A.1
Attachment A.2

–
–

EXHIBIT B

Pricing Schedule

–

Participating Agencies
Pickup and Return Locations

Schedule B.1 –

Contract Discrepancy Report

Schedule B.2 –

Performance Requirements Summary

1.3

EXHIBIT C

–

Schedule of Work

1.4

EXHIBIT D

–

Contractor’s EEO Certification

1.5

EXHIBIT E

–

County’s Administration

1.6

EXHIBIT F

–

Contractor’s Administration

1.7

EXHIBIT G

–

Employee Acknowledgment, Confidentiality and
Assignment Agreement

1.8

EXHIBIT H

–

Jury Service Ordinance

1.9

EXHIBIT I

–

Safely Surrendered Baby Law

1.10

EXHIBIT J

–

Confidentiality of CORI Information

1.11

EXHIBIT K

–

Request for Proposals (RFP) for Digital Imaging Services
[Incorporated by Reference]

1.12

EXHIBIT L

–

Contractor's Proposal [Incorporated by Reference]

This Contract, including the Exhibits, Attachments and Schedules thereto, constitute the
complete and exclusive statement of understanding between the parties and supersedes all
previous contracts, written and oral, and all communications between the parties relating
to the subject matter of this Contract. No change to this Contract shall be valid unless
prepared pursuant to Paragraph 8 (Change Notices and Amendments) and signed by both
parties.
2.

DEFINITIONS
The headings herein contained are for convenience and reference only and are not
intended to define the scope of any provision thereof. The following words as used herein
shall be construed to have the following meaning, unless otherwise apparent from the
context in which they are used.

2.1

AGENCY; DEPARTMENT
Any one of the County Departments or agencies listed in Attachment A.1 (Participating
Agencies), which receive Services under this Contract.

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

2.2

BOARD OF SUPERVISORS; BOARD
County's Board of Supervisors.

2.3

CONTRACT
Agreement executed between County and Contractor setting forth the terms and
conditions for the issuance and performance of the tasks, subtask, deliverables, services
and other work set forth in Exhibit A (Statement of Work).

2.4

CONTRACTOR
The sole proprietor, partnership, or corporation that has entered into a contract with
County to perform or execute the work covered by the Statement of Work.

2.5

CONTRACTOR'S CONTRACT MANAGER
The individual designated by Contractor to administer the Contract operations after the
Contract award, as set forth in Paragraph 7.2 (Contractor’s Contract Manager).

2.6

COUNTY'S CONTRACT ADMINISTRATOR
The individual designated by the Director to manage the operations under this Contract,
as set forth in Paragraph 6.2 (County's Contract Administrator).

2.7

COUNTY'S PROJECT MANAGER
The individual designated by each Department for overseeing the Services provided by
Contractor for the applicable Department, as set forth in Paragraph 6.3 (County's Project
Manager).

2.8

DAY(S)
Calendar day(s) unless otherwise specified.

2.9

DIRECTOR
The Director of Information Systems Advisory Body.

2.10

DOCUMENT IMAGING SERVICES
The definition given in the Recitals.

2.11

EFFECTIVE DATE
The date of execution of this Contract by County and Contractor.

2.12

EXTENDED TERM
The definition given in Paragraph 4 (Term of Contract).

2.13

FISCAL YEAR
The twelve (12) month period beginning July 1st and ending the following June 30th.

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

2.14

INITIAL TERM
The definition given in Paragraph 4 (Term of Contract).

2.15

ISAB
Information Systems Advisory Body of the County of Los Angeles.

2.16

SERVICES
The same meaning as "Document Imaging Services".

2.17

STATEMENT OF WORK
The tasks, subtask, deliverables, services and other work set forth in Exhibit A (Statement
of Work).

WORK

3.1

Pursuant to the provisions of this Contract, Contractor shall fully perform, complete and
deliver on time, all tasks, deliverables, services and other work as set forth herein.

3.2

If Contractor provides any tasks, deliverables, goods, services or other work, other than
as specified in this Contract, the same shall be deemed to be a gratuitous effort on the part
of Contractor, and Contractor shall have no claim whatsoever against County.

TERM OF CONTRACT

4.1

The term of this Contract shall commence upon the Effective Date following its approval
by the Board of Supervisors and shall continue for five (5) years thereafter, unless sooner
terminated or extended, in whole or in part, as provided in this Contract (hereinafter
"Initial Term").

4.2

At the end of the Initial Term, County shall have the sole option to extend this Contract
term for up to three (3) additional one-year terms (hereinafter "Extended Term");
provided, however, that if County elects not to exercise its option to extend at the end of
the Initial Term or the Extended Term, as applicable, the remaining option(s) shall lapse.
County shall be deemed to have exercised its extension option(s) automatically, without
further act, unless, no later than thirty (30) days prior to the expiration of the Initial Term
or the Extended Term, as applicable, the Director, in his/her sole discretion, notifies
Contractor in writing that County elects not to extend the Contract pursuant to this 4.2.

4.3

As used throughout this Contract, the word "term" shall include the Initial Term and the
Extended Term, to the extent County exercises any of its options under this Paragraph 4.

4.4

Contractor shall notify ISAB when this Contract is within six (6) months from the
expiration of the term as provided for hereinabove. Upon occurrence of this event,
Contractor shall send written notification to County's Contract Administrator at the
address set forth in Exhibit E (County’s Administration).

HOA.622393.5

DOCUMENT IMAGING SERVICES

JULY 2009

CONTRACT SUM

5.1

The Contract Sum under this Contract shall be the total monetary amount payable by
County to Contractor for supplying all tasks, subtasks, deliverables, goods, services and
other work provided by Contractor during the term of the Contract for all participating
Departments and shall not exceed Thirty Seven Million Dollars ($37,000,000). There is
no guarantee that the entire Contract Sum amount shall be paid to Contractor under the
Contract.

5.2

Contractor shall not be entitled to payment or reimbursement for any tasks or services
performed, nor for any incidental or administrative expenses whatsoever incurred in or
incidental to performance hereunder, except as specified herein. Assumption or takeover
of any of Contractor’s duties, responsibilities, or obligations, or performance of same by
any entity other than Contractor, whether through assignment, subcontract, delegation,
merger, buyout, or any other mechanism, with or without consideration for any reason
whatsoever, shall occur only with County’s express prior written approval, provided that
such rates shall not increase by more than ten (10%) from the prior year.

5.3

Contractor shall maintain a system of record keeping that will allow Contractor to
determine when it has incurred seventy-five percent (75%) of the Contract Sum. Upon
occurrence of this event, Contractor shall send written notification to County's Contract
Administrator at the address set forth in Exhibit E (County’s Administration).

5.4

NO PAYMENT FOR SERVICES PROVIDED FOLLOWING EXPIRATION/ TERMINATION OF
CONTRACT
Contractor shall have no claim against County for payment of any money or
reimbursement, of any kind whatsoever, for any service provided by Contractor after the
expiration or other termination of this Contract. Should Contractor receive any such
payment, it shall immediately notify County and shall immediately repay all such funds
to County. Payment by County for services rendered after expiration/termination of this
Contract shall not constitute a waiver of County’s right to recover such payment from
Contractor. This provision shall survive the expiration or other termination of this
Contract.

5.5

INVOICES AND PAYMENTS

5.5.1

Contractor shall invoice County only for providing the tasks, deliverables, goods,
services and other work specified in Exhibit A (Statement of Work) and elsewhere
hereunder. Contractor shall prepare invoices, which shall include the charges owed to
Contractor by County under the terms of this Contract. Contractor’s payments shall be as
provided in Exhibit B (Pricing Schedule), and Contractor shall be paid only for the tasks,
deliverables, goods, services and other work approved in writing by County. If County
does not approve work in writing no payment shall be due to Contractor for that work.

5.5.2

Contractor’s invoices shall be priced in accordance with Exhibit B (Pricing Schedule) and
shall contain the information set forth in Exhibit A (Statement of Work) describing the
tasks, deliverables, goods, services, and/or other work for which payment is claimed.
Contractor's Services rates shall not increase beyond those specified in Exhibit B (Pricing
Schedule) during the Initial Term. Notwithstanding the provisions of Paragraph 8.3, the

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Director is specifically authorized to revise the Services rates during the Extended Term
in his/her sole discretion by executing an Amendment to this Contract in accordance with
Paragraph 8 (Change Notices and Amendments).
5.5.3

It is understood by the parties that workload for the Services to be provided under this
Contract may change (either increase or decrease) due to increases or decreases in the
volume of required services, the need for additional Services as directed by County, or by
changes in Federal, State or County program or system requirements.
Contractor shall be responsible for identifying and keeping track of all activity volumes
processed. Contractor system reports and manual counts may be used as appropriate to
track such activity levels.
The actual count of the number of activities performed by Contractor for a set activity
period shall be agreed upon by County's Contract Administrator and Contractor's
Contract Manager. In the event of a dispute about the correct numbers, County's
Contract Administrator shall be the final arbiter.

5.5.4

5.5.5

Contractor shall submit its billing summary invoice to County's Contract Administrator,
or designee, no later than the 10th of the month and to County's Project Manager of each
participating Agency within thirty (30) calendar days following the end of the month
during which the Services were rendered at the addresses set forth in Exhibit E (County's
Administration). The invoices shall be in a form approved by County's Contract
Administrator and shall meet the following requirements:
i.

Invoices must be numbered and contain the member Agency number; the name of
the member Agency and the Contract Number.

ii.

Separate account numbers will be used for each Agency.

iii.

Monthly invoices will be forwarded to the applicable County's Project Manager of
each Agency.

iv.

Upon approval by applicable County's Project Manager, payments will be
processed by County in a timely manner.

Payments for the Services provided under this Contract will be processed monthly in
arrears within thirty (30) days following receipt by all necessary County personnel
identified above, provided that Contractor is not in default under any provision of the
Contract and has submitted a complete and accurate statement of payment due, along
with supporting documentation.
Payment may be subject to deduction for failure to meet performance standards as
defined in the Contract and the Statement of Work.

5.5.6

County may delay the last payment due until one (1) month after the termination of the
Contract. Contractor shall be liable for payment on thirty (30) days written notice of any
offset authorized by the Contract not deducted from any payment made by County to
Contractor.

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5.5.7

COUNTY APPROVAL OF INVOICES
All invoices submitted by Contractor for payment must have the written approval of
County Contract Administrator prior to any payment thereof. In no event shall County be
liable or responsible for any payment prior to such written approval. Approval for
payment will not be unreasonably withheld.

ADMINISTRATION OF CONTRACT – COUNTY

6.1

COUNTY'S ADMINISTRATION
A listing of all County personnel responsible for the administration of this Contract on
behalf of County (hereinafter "County's Administration"), as referenced in this Paragraph
6 below, is set forth in Exhibit E (County’s Administration). No member of County's
Administration is authorized to make any changes in any of the terms and conditions of
this Contract unless specifically authorized under Paragraph 8 (Change Notices and
Amendments). County shall notify Contractor in writing of any change in the names or
addresses shown.

6.2

COUNTY'S CONTRACT ADMINISTRATOR
County's Contract Administrator is responsible for overseeing the day-to-day
administration of this Contractor. County's Contract Administrator or designee shall
have full authority to supervise Contractor’s performance in the daily operation of this
Contract and shall provide direction to Contractor in areas relating to policy, information
and procedural requirements.
County's Contract Administrator or designee shall make changes to the terms and
conditions of this Contract only in accordance with Paragraph 8 (Change Notices and
Amendments).
County's Contract Administrator or designee shall have complete and exclusive authority
in all substantive questions, including without limitation, interpretation of Federal, State,
and local laws, civil procedures, legal process, court rules and administrative regulations.

6.3

COUNTY'S PROJECT MANAGER
County will appoint a liaison person who shall serve as County's Project Manager for
each Agency receiving services under this Contract. County's Project Manager will be
responsible for overseeing the day-to-day operations relating to the Services provided
under this Contract and for the inspection of any and all tasks, subtasks, deliverables,
goods, services and other work provided by Contractor hereunder. County’s Project
Manager’s duties shall include:
i.

Determining the efficacy of services provided by Contractor;

ii.

Reviewing the work and information provided, ensuring that transfers of
information are timely and contain all the appropriate information and
coordinating the transfer of information; and

iii.

Providing daily assistance to Contractor's personnel as needed for performance of
services hereunder.

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Each County's Project Manager shall advise County's Contract Administrator regarding
Contractor's compliance with the specific tasks and requirements.
7.

ADMINISTRATION OF CONTRACT - CONTRACTOR

7.1

CONTRACTOR'S ADMINISTRATION
A listing of all Contractor personnel responsible for the administration of this Contract on
behalf of Contractor (hereinafter "Contractor's Administration"), as referenced in this
Paragraph 7 below, is set forth in Exhibit F (Contractor’s Administration). No member
of Contractor's Administration is authorized to make any changes in any of the terms and
conditions of this Contract unless specifically authorized under Paragraph 8 (Change
Notices and Amendments). Contractor shall notify County in writing of any change in
the names or addresses shown.

7.2

CONTRACTOR’S CONTRACT MANAGER
Contractor’s Contract Manager shall be a full-time employee of Contractor who shall act
as a liaison for Contractor in coordinating its performance under the Contract.
Contractor’s Contract Manager shall be responsible for Contractor’s day-to-day activities
as related to this Contract and shall coordinate with County’s Contract Administrator on a
regular basis. Contractor shall provide to County a current copy of the resume for the
person designated by Contractor to act as Contractor's Contract Manager at the time the
Contract is executed and as any changes occur.
Contractor’s Contract Manager's qualifications shall include:

7.3

Five (5) years management experience, with at least three (3) years of that
experience in managing a large-scale document imaging and microfilm
conversion process and related service operations;

ii.

Ability to motivate staff to complete all required work in a timely and accurate
manner;

iii.

Experience in developing creative solutions to logistical problems;

iv.

Experience in or knowledge of Total Quality Management (TQM) principles and
practices; and

Experience in the development, maintenance and implementation of laboratory
desktop testing procedures.

APPROVAL OF CONTRACTOR’S STAFF
County has the absolute right to approve or disapprove any member of Contractor’s
Administration and any proposed changes in Contractor’s Administration staff, including,
but not limited to, Contractor’s Contract Manager.
Contractor shall remove and replace any employee working on this Contract when
requested to do so by County. Request will be submitted to Contractor by County in
writing stating the reasons for the removal, provided that such reasons are based on
reported instances of malfeasance, impropriety or violation of Contractor or County rules
by the employee.

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7.4

CONTRACTOR’S STAFF IDENTIFICATION
Contractor shall, at its sole expense, furnish and require every on-duty employee
providing services under this Contract at a County facility to wear a visible photo
identification badge identifying employee by name, physical description and company.
Such badge shall display on employee’s person at all times he/she is on County
designated property.

7.5

BACKGROUND AND SECURITY INVESTIGATION

7.5.1

At any time prior to or during term of this Contract, County may require that all
Contractor’s staff performing work under this Contract undergo and pass, to the
satisfaction of County, a background investigation, as a condition of beginning and
continuing to work under this Contract. County shall use its discretion in determining the
method of background clearance to be used, up to and including a County performed
fingerprint security clearance. The fees associated with obtaining the background
information shall be at the expense of Contractor, regardless of whether Contractor’s staff
passes or fails the background clearance investigation.

7.5.2

County may request that Contractor’s staff be immediately removed from working on the
County Contract at any time during the term of this Contract. County will not provide to
Contractor nor to Contractor’s staff any information obtained through County conducted
background clearance.

7.5.3

County may immediately, at its sole discretion, deny or terminate facility access to any of
Contractor’s staff that does not pass such investigation(s) to the satisfaction of County
whose background or conduct is incompatible with County facility access.

7.5.4

Disqualification, if any, of Contractor’s staff pursuant to this Paragraph 7 shall not relieve
Contractor of its obligation to complete all work in accordance with the terms and
conditions of this Contract.

7.6

CONFIDENTIALITY

7.6.1

Contractor shall maintain the confidentiality of all records and information in accordance
with all applicable Federal, State and local laws, rules, regulations, ordinances, directives,
guidelines, policies and procedures relating to confidentiality, including, without
limitation, County policies concerning information technology security and the protection
of confidential records and information.

7.6.2

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County in its sole judgment, County shall be entitled to retain its own counsel, including,
without limitation, County Counsel, and reimbursement from Contractor for all such
costs and expenses incurred by County in doing so. Contractor shall not have the right to
enter into any settlement, agree to any injunction, or make any admission, in each case,
on behalf of County without County’s prior written approval.
7.6.3

Contractor shall inform all of its officers, employees, agents and subcontractors providing
services hereunder of the confidentiality provisions of this Contract.

7.6.4

Contractor shall cause each employee performing services covered by this Contract to
sign and adhere to the terms and conditions set forth in Exhibit G (Employee
Acknowledgment, Confidentiality and Assignment Agreement).

CHANGE NOTICES AND AMENDMENTS

8.1

No representative of either County or Contractor, including those named in this
Agreement, is authorized to make any changes in any of the terms, obligations or
conditions of this Contract, except through the procedures set forth in this Paragraph 8.
County reserves the right to change any portion of the work required under this Contract
or to amend such other terms and conditions, which may become necessary. Any such
revisions shall be accomplished only as provided in this Paragraph 8.

8.2

For any change which does not affect the scope of work, period of performance,
payments or any other term or condition included under this Contract, a Change Notice
shall be prepared in writing and signed by County's Contract Administrator and
Contractor's Contract Manager.

8.3

Except as otherwise provided in this Contract, for any change which affects the scope of
work, period of performance, payments or any term or condition included in this
Contract, a negotiated Amendment to this Contract shall be executed in writing by
County's Board of Supervisors and Contractor's authorized representative(s).
Notwithstanding the foregoing, the Director is specifically authorized during the
Extended Term to execute any Amendment (i) for any Services rate changes pursuant to
Paragraph 5.5.2 and (ii) for increases in the Contract Sum by up to ten percent (10%)
cumulatively.

8.4

County’s Board of Supervisors or Chief Executive Officer or designee may require the
addition and/or change of certain terms and conditions in the Contract during the term of
this Contract. County reserves the right to add and/or change such provisions as required
by County’s Board of Supervisors or Chief Executive Officer. To implement such
changes, an Amendment to the Contract shall be prepared and executed by Contractor's
authorized representative(s) and the Director.

8.4.1

The Director may, at his/her sole discretion, authorize extensions of time as defined in
Paragraph 4 (Term of Contract). Contractor agrees that such extensions of time shall not
change any other term or condition of this Contract during the period of such extensions.
To implement an extension of time, an Amendment to the Contract shall be prepared and
executed by Contractor's authorized representative(s) and the Director.

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ASSIGNMENT AND DELEGATION

9.1

Contractor shall not assign its rights or delegate its duties under this Contract, or both,
whether in whole or in part, without the prior written consent of County, in its discretion,
and any attempted assignment or delegation without such consent shall be null and void.
For purposes of this Paragraph 9.1, County consent shall require a written Amendment to
the Contract, which is formally approved and executed by the parties. Any payments by
County to any approved delegate or assignee on any claim under this Contract shall be
deductible, at County’s sole discretion, against the claims, which Contractor may have
against County.

9.2

Shareholders, partners, members, or other equity holders of Contractor may transfer, sell,
exchange, assign, or divest themselves of any interest they may have therein. However,
in the event any such sale, transfer, exchange, assignment, or divestment is effected in
such a way as to give majority control of Contractor to any person(s), corporation,
partnership, or legal entity other than the majority controlling interest therein at the time
of execution of the Contract, such disposition is an assignment requiring the prior written
consent of County in accordance with applicable provisions of this Contract.

9.3

Any assumption, assignment, delegation, or takeover of any of Contractor’s duties,
responsibilities, obligations, or performance of same by any entity other than Contractor,
whether through assignment, subcontract, delegation, merger, buyout, or any other
mechanism, with or without consideration for any reason whatsoever without County’s
express prior written approval, shall be a material breach of the Contract which may
result in the termination of this Contract. In the event of such termination, County shall
be entitled to pursue the same remedies against Contractor as it could pursue in the event
of default by Contractor.

10.

AUTHORIZATION WARRANTY
Contractor represents and warrants that the person executing this Contract for Contractor
is an authorized agent who has actual authority to bind Contractor to each and every term,
condition, and obligation of this Contract and that all requirements of Contractor have
been fulfilled to provide such actual authority.

11.

BUDGET REDUCTIONS
In the event that County’s Board of Supervisors adopts, in any fiscal year, a County
Budget which provides for reductions in the salaries and benefits paid to the majority of
County employees and imposes similar reductions with respect to County contracts,
County reserves the right to reduce its payment obligation under this Contract
correspondingly for that fiscal year and any subsequent fiscal year during the term of this
Contract (including any extensions), and the services to be provided by Contractor under
this Contract shall also be reduced correspondingly. County’s notice to Contractor
regarding said reduction in payment obligation shall be provided within thirty (30)
calendar days of the Board’s approval of such actions. Except as set forth in the
preceding sentence, Contractor shall continue to provide all of the services set forth in
this Contract.

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12.

COMPLAINTS
Contractor shall develop, maintain and operate procedures for receiving, investigating
and responding to complaints.

12.1

Within ten (10) business days from the Effective Date, Contractor shall provide County
with Contractor’s policy for receiving, investigating and responding to user complaints.

12.2

County will review Contractor’s policy and provide Contractor with approval of said plan
or with requested changes.

12.3

If County requests changes in Contractor’s policy, Contractor shall make such changes
and resubmit the plan within five (5) business days for County approval.

12.4

If, at any time, Contractor wishes to change Contractor’s policy, Contractor shall submit
proposed changes to County for approval before implementation.

12.5

Contractor shall preliminarily investigate all complaints and notify County’s Contract
Administrator of the status of the investigation within five (5) business days of receiving
the complaint.

12.6

When complaints cannot be resolved informally, a system of follow-through shall be
instituted which adheres to formal plans for specific actions and strict time deadlines.

12.7

Copies of all written responses shall be sent to County’s Contract Administrator within
three (3) business days of mailing to the complainant.

13.

COMPLIANCE WITH APPLICABLE LAW

13.1

In the performance of this Contract, Contractor shall comply with all applicable Federal,
State and local laws, rules, regulations, ordinances, directives, guidelines, policies and
procedures, and all provisions required thereby to be included in this Contract are hereby
incorporated herein by reference.

13.2

Contractor shall indemnify, defend, and hold harmless County, its officers, employees,
and agents, from and against any and all claims, demands, damages, liabilities, losses,
costs, and expenses, including, without limitation, defense costs and legal, accounting
and other expert, consulting or professional fees, arising from, connected with, or related
to any failure by Contractor, its officers, employees, agents, or subcontractors, to comply
with any such laws, rules, regulations, ordinances, directives, guidelines, policies, or
procedures, as determined by County in its sole judgment. Any legal defense pursuant to
Contractor’s indemnification obligations under this Paragraph 13 shall be conducted by
Contractor and performed by counsel selected by Contractor and approved by County.
Notwithstanding the preceding sentence, County shall have the right to participate in any
such defense at its sole cost and expense, except that in the event Contractor fails to
provide County with a full and adequate defense, as determined by County in its sole
judgment, County shall be entitled to retain its own counsel, including, without
limitation, County Counsel, and reimbursement from Contractor for all such costs and
expenses incurred by County in doing so. Contractor shall not have the right to enter into
any settlement, agree to any injunction or other equitable relief, or make any admission,
in each case, on behalf of County without County’s prior written approval.

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14.

COMPLIANCE WITH CIVIL RIGHTS LAWS
Contractor hereby assures that it will comply with Subchapter VI of the Civil Rights Act
of 1964, 42 USC Sections 2000 (e) (1) through 2000 (e) (17), to the end that no person
shall, on the grounds of race, creed, color, sex, religion, ancestry, age, condition of
physical handicap, marital status, political affiliation, or national origin, be excluded from
participation in, be denied the benefits of, or be otherwise subjected to discrimination
under this Contract or under any project, program, or activity supported by this Contract.
Contractor shall comply with Exhibit D (Contractor’s EEO Certification).

15.

COMPLIANCE WITH COUNTY’S JURY SERVICE PROGRAM

15.1

JURY SERVICE PROGRAM
This Contract is subject to the provisions of the County’s ordinance entitled Contractor
Employee Jury Service (“Jury Service Program”) as codified in Sections 2.203.010
through 2.203.090 of the Los Angeles County Code, a copy of which is attached as
Exhibit H (Jury Service Ordinance) and incorporated by reference into and made a part of
this Contract.

15.2

WRITTEN EMPLOYEE JURY SERVICE POLICY
1.

Unless Contractor has demonstrated to County’s satisfaction either that
Contractor is not a “Contractor” as defined under the Jury Service Program
(Section 2.203.020 of the County Code) or that Contractor qualifies for an
exception to the Jury Service Program (Section 2.203.070 of the County Code),
Contractor shall have and adhere to a written policy that provides that its
Employees shall receive from Contractor, on an annual basis, no less than five (5)
days of regular pay for actual jury service. The policy may provide that
Employees deposit any fees received for such jury service with Contractor or that
Contractor deduct from the Employee’s regular pay the fees received for jury
service.

For purposes of this Paragraph 15, “Contractor” means a person, partnership,
corporation or other entity which has a contract with County or a subcontract with
a County Contractor and has received or will receive an aggregate sum of $50,000
or more in any 12-month period under one or more County contracts or
subcontracts. “Employee” means any California resident who is a full-time
employee of Contractor. “Full-time” means 40 hours or more worked per week,
or a lesser number of hours if: (1) the lesser number is a recognized industry
standard as determined by the County, or (2) Contractor has a long-standing
practice that defines the lesser number of hours as full-time. Full-time employees
providing short-term, temporary services of 90 days or less within a 12-month
period are not considered full-time for purposes of the Jury Service Program. If
Contractor uses any subcontractor to perform services for County under the
Contract, the subcontractor shall also be subject to the provisions of this
Paragraph 15. The provisions of this Paragraph 15 shall be inserted into any such
subcontract agreement and a copy of the Jury Service Program shall be attached
to the agreement.

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If Contractor is not required to comply with the Jury Service Program when the
Contract commences, Contractor shall have a continuing obligation to review the
applicability of its “exception status” from the Jury Service Program, and
Contractor shall immediately notify County if Contractor at any time either comes
within the Jury Service Program’s definition of “Contractor” or if Contractor no
longer qualifies for an exception to the Jury Service Program. In either event,
Contractor shall immediately implement a written policy consistent with the Jury
Service Program. County may also require, at any time during the Contract and at
its sole discretion, that Contractor demonstrate to County’s satisfaction that
Contractor either continues to remain outside of the Jury Service Program’s
definition of “Contractor” and/or that Contractor continues to qualify for an
exception to the Program.

Contractor’s violation of this Paragraph 15 of the Contract may constitute a
material breach of the Contract. In the event of such material breach, County
may, in its sole discretion, terminate the Contract and/or bar Contractor from the
award of future County contracts for a period of time consistent with the
seriousness of the breach.

16.

CONFLICT OF INTEREST

16.1

No County employee whose position with County enables such employee to influence the
award of this Contract or any competing Contract, and no spouse or economic dependent
of such employee, shall be employed in any capacity by Contractor or have any other
direct or indirect financial interest in this Contract. No officer or employee of Contractor
who may financially benefit from the performance of work hereunder shall in any way
participate in County’s approval, or ongoing evaluation, of such work, or in any way
attempt to unlawfully influence County’s approval or ongoing evaluation of such work.

16.2

Contractor shall comply with all conflict of interest laws, ordinances, and regulations
now in effect or hereafter to be enacted during the term of this Contract. Contractor
warrants that it is not now aware of any facts that create a conflict of interest. If
Contractor hereafter becomes aware of any facts that might reasonably be expected to
create a conflict of interest, it shall immediately make full written disclosure of such facts
to County. Full written disclosure shall include, but is not limited to, identification of all
persons implicated and a complete description of all relevant circumstances. Failure to
comply with the provisions of this Paragraph 16 shall be a material breach of this
Contract.

17.

CONSIDERATION OF HIRING COUNTY EMPLOYEES TARGETED FOR
LAYOFF AND ON RE-EMPLOYMENT LIST
Should Contractor require additional or replacement personnel after the Effective Date to
perform the services set forth herein, Contractor shall give first consideration for such
employment openings to qualified, permanent County employees who are targeted for
layoff or qualified, former County employees who are on a re-employment list during the
life of this Contract.

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18.

CONSIDERATION OF HIRING GAIN/GROW PROGRAM PARTICIPANTS

18.1

Should Contractor require additional or replacement personnel after the Effective Date,
Contractor shall give consideration for any such employment openings to participants in
County‘s Department of Public Social Services Greater Avenues for Independence
(GAIN) Program or General Relief Opportunity for Work (GROW) Program who meet
Contractor’s minimum qualifications for the open position. For this purpose,
consideration shall mean that Contractor will interview qualified candidates. County will
refer GAIN/GROW participants by job category to Contractor.

18.2

In the event that both the laid-off County employees and the GAIN/GROW participants
are available for hiring, the County employees shall be given first priority.

19.

CONTRACTOR RESPONSIBILITY SND DEBARMENT

19.1

RESPONSIBLE CONTRACTOR
A responsible Contractor is a Contractor who has demonstrated the attribute of
trustworthiness, as well as quality, fitness, capacity and experience to satisfactorily
perform the Contract. It is County’s policy to conduct business only with responsible
contractors.

19.2

CHAPTER 2.202 OF THE COUNTY CODE
Contractor is hereby notified that, in accordance with Chapter 2.202 of the County Code,
if County acquires information concerning the performance of Contractor on this or other
contracts which indicates that Contractor is not responsible, County may, in addition to
other remedies provided in the Contract, debar Contractor from bidding or proposing on,
or being awarded, and/or performing work on County contracts for a specified period of
time, which generally will not exceed five years but may exceed five years or be
permanent if warranted by the circumstances, and terminate any or all existing contracts
Contractor may have with County.

19.3

NON-RESPONSIBLE CONTRACTOR
County may debar a Contractor if the Board of Supervisors finds, in its discretion, that
Contractor has done any of the following: (i) violated a term of a contract with County or
a nonprofit corporation created by County, (ii) committed an act or omission which
negatively reflects on Contractor’s quality, fitness or capacity to perform a contract with
County, any other public entity, or a nonprofit corporation created by County, or engaged
in a pattern or practice which negatively reflects on same, (iii) committed an act or
offense which indicates a lack of business integrity or business honesty, or (iv) made or
submitted a false claim against County or any other public entity.

19.4

CONTRACTOR HEARING BOARD
1.

If there is evidence that Contractor may be subject to debarment, County will
notify Contractor in writing of the evidence which is the basis for the proposed
debarment and will advise Contractor of the scheduled date for a debarment
hearing before Contractor Hearing Board.

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19.5

Contractor Hearing Board will conduct a hearing where evidence on the proposed
debarment is presented. Contractor and/or Contractor’s representative shall be
given an opportunity to submit evidence at that hearing. After the hearing,
Contractor Hearing Board shall prepare a tentative proposed decision, which shall
contain a recommendation regarding whether Contractor should be debarred, and,
if so, the appropriate length of time of the debarment. Contractor and the County
shall be provided an opportunity to object to the tentative proposed decision prior
to its presentation to the Board of Supervisors.

After consideration of any objections, or if no objections are submitted, a record
of the hearing, the proposed decision, and any other recommendation of
Contractor Hearing Board shall be presented to the Board of Supervisors. The
Board of Supervisors shall have the right to modify, deny, or adopt the proposed
decision and recommendation of Contractor Hearing Board.

If a Contractor has been debarred for a period longer than five (5) years, that
Contractor may after the debarment has been in effect for at least five (5) years,
submit a written request for review of the debarment determination to reduce the
period of debarment or terminate the debarment. County may, in its discretion,
reduce the period of debarment or terminate the debarment if it finds that
Contractor has adequately demonstrated one or more of the following: (i)
elimination of the grounds for which the debarment was imposed; (ii) a bona fide
change in ownership or management; (iii) material evidence discovered after
debarment was imposed; or (iv) any other reason that is in the best interests of
County.

Contractor Hearing Board will consider a request for review of a debarment
determination only where (a) Contractor has been debarred for a period longer
than five (5) years; (b) the debarment has been in effect for at least five (5) years;
and (c) the request is in writing, states one or more of the grounds for reduction of
the debarment period or termination of the debarment, and includes supporting
documentation. Upon receiving an appropriate request, Contractor Hearing Board
will provide notice of the hearing on the request. At the hearing, Contractor
Hearing Board shall conduct a hearing where evidence on the proposed reduction
of debarment period or termination of debarment is presented. This hearing shall
be conducted and the request for review decided by Contractor Hearing Board
pursuant to the same procedures as for a debarment hearing.

Contractor Hearing Board’s proposed decision shall contain a recommendation on
the request to reduce the period of debarment or terminate the debarment.
Contractor Hearing Board shall present its proposed decision and
recommendation to the Board of Supervisors. The Board of Supervisors shall
have the right to modify, deny, or adopt the proposed decision and
recommendation of Contractor Hearing Board.

SUBCONTRACTORS OF CONTRACTOR
These terms of this Paragraph 19 shall also apply to subcontractors of County contractors.

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20.

CONTRACTOR’S ACKNOWLEDGEMENT OF COUNTY’S COMMITMENT
TO THE SAFELY SURRENDERED BABY LAW
Contractor acknowledges that County places a high priority on the implementation of the
Safely Surrendered Baby Law. Contractor understands that it is County’s policy to
encourage all County Contractors to voluntarily post County’s “Safely Surrendered Baby
Law” poster in a prominent position at Contractor’s place of business. Contractor will
also encourage its subcontractors, if any, to post this poster in a prominent position in the
subcontractor’s place of business. County’s Department of Children and Family Services
will supply Contractor with the poster to be used. Information on how to receive the
poster can be found on the Internet at www.babysafela.org.

21.

CONTRACTOR’S WARRANTY OF ADHERENCE TO COUNTY’S CHILD
SUPPORT COMPLIANCE PROGRAM

21.1

Contractor acknowledges that County has established a goal of ensuring that all
individuals who benefit financially from County through Contract are in compliance with
their court-ordered child, family and spousal support obligations in order to mitigate the
economic burden otherwise imposed upon County and its taxpayers.

21.2

As required by County’s Child Support Compliance Program (County Code Chapter
2.200) and without limiting Contractor’s duty under this Contract to comply with all
applicable provisions of law, Contractor warrants that it is now in compliance and shall
during the term of this Contract maintain in compliance with employment and wage
reporting requirements as required by the Federal Social Security Act (42 USC Section
653a) and California Unemployment Insurance Code Section 1088.5, and shall
implement all lawfully served Wage and Earnings Withholding Orders or Child Support
Services Department Notices of Wage and Earnings Assignment for Child, Family or
Spousal Support, pursuant to Code of Civil Procedure Section 706.031 and Family Code
Section 5246(b).

22.

COUNTY’S QUALITY ASSURANCE PLAN
County or its agent will evaluate Contractor’s performance under this Contract on not
less than an annual basis. Such evaluation will include assessing Contractor’s compliance
with all Contract terms and conditions and performance standards. Contractor
deficiencies which County determines are severe or continuing and that may place
performance of the Contract in jeopardy if not corrected will be reported to the Board of
Supervisors. The report will include improvement/corrective action measures taken by
County and Contractor. If improvement does not occur consistent with the corrective
action measures, County may terminate this Contract or impose other penalties as
specified in this Contract.

23.

REQUIRED LICENSES, ACCREDITATIONS, ETC.
Contractor shall obtain and maintain in effect during the term of this Contract all licenses,
permits, registrations, accreditations, and certificates required by all federal, state, and
local laws, ordinances, rules, and regulations, which are applicable to Contractor’s
services under this Contract. Contractor shall further ensure that all of its officers,
employees and agents who perform services hereunder, shall obtain and maintain in

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effect during the term of this Contract all licenses, permits, registrations, accreditations,
and certificates which are applicable to their performance hereunder. A copy of each
such license, permit, registration, accreditation, and certificate required by all applicable
federal, state, and local laws, ordinances, rules, regulations, guidelines, and directives
shall be provided, in duplicate, to County's Contract Administrator at the address set forth
in Exhibit E (County's Administration).
24.

EMPLOYMENT ELIGIBILITY VERIFICATION

24.1

Contractor warrants that it fully complies with all Federal and State statutes and
regulations regarding the employment of aliens and others and that all its employees
performing work under this Contract meet the citizenship or alien status requirements set
forth in Federal and State statutes and regulations. Contractor shall obtain, from all
employees performing work hereunder, all verification and other documentation of
employment eligibility status required by Federal and State statutes and regulations
including, but not limited to, the Immigration Reform and Control Act of 1986, (P.L. 99603), or as they currently exist and as they may be hereafter amended. Contractor shall
retain all such documentation for all covered employees for the period prescribed by law.

24.2

Contractor shall indemnify, defend, and hold harmless, County, its agents, officers, and
employees from employer sanctions and any other liability which may be assessed
against Contractor or County or both in connection with any alleged violation of any
Federal or State statutes or regulations pertaining to the eligibility for employment of any
persons performing work under this Contract.

25.

FACSIMILE REPRESENTATIONS
County and Contractor hereby agree to regard facsimile representations of original
signatures of authorized officers of each party, when appearing in appropriate places on
the Amendments and Change Notices prepared pursuant to Paragraph 8 (Change Notices
and Amendments) and received via communications facilities, as legally sufficient
evidence that such original signatures have been affixed to Amendments and Change
Notices to this Contract, such that the parties need not follow up facsimile transmissions
of such documents with subsequent (non-facsimile) transmission of “original” versions of
such documents.

26.

FAIR LABOR STANDARDS
Contractor shall comply with all applicable provisions of the Federal Fair Labor
Standards Act and shall indemnify, defend, and hold harmless County and its agents,
officers, and employees from any and all liability, including, but not limited to, wages,
overtime pay, liquidated damages, penalties, court costs, and attorneys' fees arising under
any wage and hour law, including, but not limited to, the Federal Fair Labor
Standards Act, for work performed by Contractor’s employees for which County may
be found jointly or solely liable.

27.

FORCE MAJEURE

27.1

Neither party shall be liable for such party's failure to perform its obligations under and in
accordance with this Contract, if such failure arises out of fires, floods, epidemics,

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quarantine restrictions, other natural occurrences, strikes, lockouts (other than a lockout
by such party or any of such party's subcontractors), freight embargoes, or other similar
events to those described above, but in every such case the failure to perform must be
totally beyond the control and without any fault or negligence of such party (such events
are referred to in this Paragraph 27 as "force majeure events").
27.2

Notwithstanding the foregoing, a default by a subcontractor of Contractor shall not
constitute a force majeure event, unless such default arises out of causes beyond the
control of both Contractor and such subcontractor, and without any fault or negligence of
either of them. In such case, Contractor shall not be liable for failure to perform, unless
the goods or services to be furnished by the subcontractor were obtainable from other
sources in sufficient time to permit Contractor to meet the required performance
schedule. As used in this Paragraph 27, the term “subcontractor” and “subcontractors”
mean subcontractors at any tier.

27.3

In the event Contractor's failure to perform arises out of a force majeure event, Contractor
agrees to use commercially reasonable best efforts to obtain goods or services from other
sources, if applicable, and to otherwise mitigate the damages and reduce the delay caused
by such force majeure event.

28.

GOVERNING LAW, JURISDICTION AND VENUE
This Contract shall be governed by, and construed in accordance with, the laws of the
State of California. Contractor agrees and consents to the exclusive jurisdiction of the
courts of the State of California for all purposes regarding this Contract and further
agrees and consents that venue of any action brought hereunder shall be exclusively in
the County of Los Angeles.

29.

INDEPENDENT CONTRACTOR STATUS

29.1

This Contract is by and between County and Contractor and is not intended, and shall not
be construed, to create the relationship of agent, servant, employee, partnership, joint
venture, or association, as between County and Contractor. The employees and agents of
one party shall not be, or be construed to be, the employees or agents of the other party
for any purpose whatsoever.

29.2

Contractor shall be solely liable and responsible for providing to, or on behalf of, all
persons performing work pursuant to this Contract all compensation and benefits. County
shall have no liability or responsibility for the payment of any salaries, wages,
unemployment benefits, disability benefits, Federal, State, or local taxes, or other
compensation, benefits, or taxes for any personnel provided by or on behalf of
Contractor.

29.3

Contractor understands and agrees that all persons performing work pursuant to this
Contract are, for purposes of Workers' Compensation liability, solely employees of
Contractor and not employees of County. Contractor shall be solely liable and
responsible for furnishing any and all Workers' Compensation benefits to any person as a
result of any injuries arising from or connected with any work performed by or on behalf
of Contractor pursuant to this Contract.

29.4

Contractor shall adhere to the provisions stated in Paragraph 7.6 (Confidentiality).

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30.

INDEMNIFICATION
Contractor shall indemnify, defend and hold harmless County, its Special Districts,
elected and appointed officers, employees, and agents from and against any and all
liability, including but not limited to demands, claims, actions, fees, costs, and expenses
(including attorney and expert witness fees), arising from or connected with Contractor’s
acts and/or omissions arising from and/or relating to this Contract.

31.

GENERAL INSURANCE REQUIREMENTS
Without limiting Contractor's indemnification of County and during the term of this
Contract, Contractor shall provide and maintain, and shall require all of its subcontractors
to maintain, the following programs of insurance specified in this Contract. Such
insurance shall be primary to and not contributing with any other insurance or selfinsurance programs maintained by County. Such coverage shall be provided and
maintained at Contractor’s own expense.

31.1

EVIDENCE OF INSURANCE
Certificate(s) or other evidence of coverage satisfactory to County shall be delivered to
County's Contract Administrator at the address set forth in Exhibit E (County's
Administration) prior to commencing services under this Contract. Such certificates or
other evidence shall:

31.2

•

Specifically identify this Contract;

•

Clearly evidence all coverages required in this Contract;

•

Contain the express condition that County is to be given written notice by mail at
least thirty (30) days in advance of cancellation for all policies evidenced on the
certificate of insurance;

•

Include copies of the additional insured endorsement to the commercial general
liability policy, adding the County of Los Angeles, its Special Districts, its officials,
officers and employees as insureds for all activities arising from this Contract; and

•

Identify any deductibles or self-insured retentions for County’s approval. County
retains the right to require Contractor to reduce or eliminate such deductibles or selfinsured retentions as they apply to County, or, require Contractor to provide a bond
guaranteeing payment of all such retained losses and related costs, including, but not
limited to, expenses or fees, or both, related to investigations, claims administrations,
and legal defense. Such bond shall be executed by a corporate surety licensed to
transact business in the State of California.

INSURER FINANCIAL RATINGS
Insurance is to be provided by an insurance company acceptable to County with an A.M.
Best rating of not less than A:VII unless otherwise approved by County.

31.3

FAILURE TO MAINTAIN COVERAGE

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Failure by Contractor to maintain the required insurance, or to provide evidence of
insurance coverage acceptable to County, shall constitute a material breach of the
Contract upon which County may immediately terminate or suspend this Contract.
County, at its sole option, may obtain damages from Contractor resulting from said
breach. Alternatively, County may purchase such required insurance coverage, and
without further notice to Contractor, County may deduct from sums due to Contractor
any premium costs advanced by County for such insurance.
31.4

NOTIFICATION OF INCIDENTS, CLAIMS AND SUITS
Contractor shall report to County:

31.5

Any accident or incident relating to services performed under this Contract which
involves injury or property damage which may result in the filing of a claim or
lawsuit against Contractor and/or County. Such report shall be made in writing
within 24 hours of occurrence.

ii.

Any third party claim or lawsuit filed against Contractor arising from or related to
services performed by Contractor under this Contract.

iii.

Any injury to a Contractor employee that occurs on County property. This report
shall be submitted on a County “Non-employee Injury Report” to County’s
Contract Administrator with a copy to the applicable County's Project Manager.

iv.

Any loss, disappearance, destruction, misuse, or theft of any kind whatsoever of
County property, monies or securities entrusted to Contractor under the terms of
this Contract.

COMPENSATION FOR COUNTY COSTS
In the event that Contractor fails to comply with any of the indemnification or insurance
requirements of this Contract, and such failure to comply results in any costs to County,
Contractor shall pay full compensation for all costs incurred by County.

31.6

INSURANCE COVERAGE REQUIREMENTS FOR SUBCONTRACTORS
Contractor shall ensure any and all subcontractors performing services under this
Contract meet the insurance requirements of this Contract by either:
i.

Contractor providing evidence of insurance covering the activities of
subcontractors, or

ii.

Contractor providing evidence submitted by subcontractors evidencing that
subcontractors maintain the required insurance coverage. County retains the right
to obtain copies of evidence of subcontractor insurance coverage at any time.

32.

INSURANCE COVERAGE REQUIREMENTS

32.1

GENERAL LIABILITY
Insurance written on ISO policy form CG 00 01 or its equivalent with limits of not less
than the following:

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32.2

General Aggregate:

$2 million

Products/Completed Operations Aggregate:

$1 million

Personal and Advertising Injury:

$1 million

Each Occurrence:

$1 million

AUTOMOBILE LIABILITY
Written on ISO policy form CA 00 01 or its equivalent with a limit of liability of not less
than $1 million for each accident. Such insurance shall include coverage for all “owned”,
“hired” and “non-owned” vehicles, or coverage for “any auto”.

32.3

WORKERS’ COMPENSATION AND EMPLOYERS’ LIABILITY
Insurance providing workers’ compensation benefits, as required by the Labor Code of
the State of California or by any other state, and for which Contractor is responsible. If
Contractor’s employees will be engaged in maritime employment, coverage shall provide
workers’ compensation benefits as required by the U.S. Longshore and Harbor Workers'
Compensation Act, Jones Act or any other federal law for which Contractor is
responsible.
In all cases, the above insurance also shall include Employers’ Liability coverage with
limits of not less than the following:

32.4

Each Accident:

$1 million

Disease - policy limit:

$1 million

Disease - each employee:

$1 million

PROFESSIONAL LIABILITY
Insurance covering liability arising from any error, omission, negligent or wrongful act of
the Contractor, its officers or employees with limits of not less than $1 million per
occurrence and $2 million aggregate. The coverage also shall provide an extended twoyear reporting period commencing upon termination or cancellation of this Contract.

33.

LIQUIDATED DAMAGES

33.1

If, in the judgment of the Director, or his/her designee, Contractor is deemed to be noncompliant with the terms and obligations assumed hereby, the Director, or his/her
designee, at his/her option, in addition to, or in lieu of, other remedies provided herein,
may withhold the entire monthly payment or deduct pro rata from Contractor’s invoice
for work not performed. A description of the work not performed and the amount to be
withheld or deducted from payments to Contractor from County, will be forwarded to
Contractor by the Director, or his/her designee, in a written notice describing the reasons
for said action.

33.2

If the Director, or his/her designee, determines that there are deficiencies in the
performance of this Contract that the Director, or his/her designee, deems are correctable

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by Contractor over a certain time span, the Director, or his/her designee, will provide a
written notice to Contractor to correct the deficiency within specified time frames.
Should Contractor fail to correct deficiencies within said time frame, the Director, or
his/her designee, may:
(a)

Deduct from Contractor’s payment, pro rata, those applicable portions of the
monthly amounts due to Contractor; and/or

(b)

Deduct liquidated damages. The parties agree that it will be impracticable or
extremely difficult to fix the extent of actual damages resulting from the failure of
Contractor to correct a deficiency within the specified time frame. The parties
hereby agree that under the current circumstances a reasonable estimate of such
damages is One Hundred Dollars ($100) per day per infraction, or as specified in
Schedule B.2 (Performance Requirements Summary), and that Contractor shall be
liable to County for liquidated damages in said amount. Said amount shall be
deducted from County’s payment to Contractor; and/or

(c)

Upon giving five (5) days notice to Contractor for failure to correct the
deficiencies, County may correct any and all deficiencies and the total costs
incurred by County for completion of the work by an alternate source, whether it
be County forces or separate private contractor, will be deducted and forfeited
from the payment to Contractor from County, as determined by County.

33.3

The action noted in Paragraph 33.2 shall not be construed as a penalty, but as adjustment
of payment to Contractor to recover County cost due to the failure of Contractor to
complete or comply with the provisions of this Contract.

33.4

This Paragraph 33 shall not, in any manner, restrict or limit County’s right to damages for
any breach of this Contract provided by law or as specified in the PRS or Paragraph 33.2,
and shall not, in any manner, restrict or limit County’s right to terminate this Contract as
agreed to herein.

34.

MOST FAVORED PUBLIC ENTITY
If Contractor’s prices decline, or should Contractor at any time during the term of this
Contract provide the same goods or services under similar quantity and delivery
conditions to the State of California or any county, municipality, or district of the State at
prices below those set forth in this Contract, then such lower prices shall be immediately
extended to County.

35.

NONDISCRIMINATION AND AFFIRMATIVE ACTION

35.1

Contractor certifies and agrees that all persons employed by it, its affiliates, subsidiaries,
or holding companies are and shall be treated equally without regard to or because of
race, color, religion, ancestry, national origin, sex, age, physical or mental disability,
marital status, or political affiliation, in compliance with all applicable Federal and State
anti discrimination laws and regulations.

35.2

Contractor shall certify to, and comply with, the provisions of Exhibit D (Contractor’s
EEO Certification).

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35.3

Contractor shall take affirmative action to ensure that applicants are employed, and that
employees are treated during employment, without regard to race, color, religion,
ancestry, national origin, sex, age, physical or mental disability, marital status, or political
affiliation, in compliance with all applicable Federal and State anti-discrimination laws
and regulations. Such action shall include, but is not limited to: employment, upgrading,
demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of
pay or other forms of compensation, and selection for training, including apprenticeship.

35.4

Contractor certifies and agrees that it will deal with its subcontractors, bidders, or
vendors without regard to or because of race, color, religion, ancestry, national origin,
sex, age, physical or mental disability, marital status, or political affiliation.

35.5

Contractor certifies and agrees that it, its affiliates, subsidiaries, or holding companies
shall comply with all applicable Federal and State laws and regulations to the end that no
person shall, on the grounds of race, color, religion, ancestry, national origin, sex, age,
physical or mental disability, marital status, or political affiliation, be excluded from
participation in, be denied the benefits of, or be otherwise subjected to discrimination
under this Contract or under any project, program, or activity supported by this Contract.

35.6

Contractor shall allow County representatives access to Contractor’s employment records
during regular business hours to verify compliance with the provisions of this Paragraph
35 when so requested by County.

35.7

If County finds that any provisions of this Paragraph 35 have been violated, such
violation shall constitute a material breach of this Contract upon which County may
terminate or suspend this Contract. While County reserves the right to determine
independently that the anti-discrimination provisions of this Contract have been violated,
in addition, a determination by the California Fair Employment Practices Commission or
the Federal Equal Employment Opportunity Commission that Contractor has violated
Federal or State anti-discrimination laws or regulations shall constitute a finding by
County that Contractor has violated the anti-discrimination provisions of this Contract.

35.8

The parties agree that in the event Contractor violates any of the anti discrimination
provisions of this Contract, County shall, at its sole option, be entitled to the sum of Five
Hundred Dollars ($500) for each such violation pursuant to California Civil Code Section
1671 as liquidated damages in lieu of terminating or suspending this Contract.

36.

NON-EXCLUSIVITY
Nothing herein is intended nor shall be construed as creating any exclusive arrangement
with Contractor. This Contract shall not restrict ISAB from acquiring similar, equal or
like goods and/or services from other entities or sources.

37.

NOTICE OF DELAYS
Except as otherwise provided under this Contract, when either party has knowledge that
any actual or potential situation is delaying or threatens to delay the timely performance
of this Contract, that party shall, within one (1) business day, give notice thereof, which
shall include all relevant information with respect thereto, to the other party.

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38.

NOTICE OF DISPUTES
Contractor shall bring to the attention of County’s Contract Administrator and the
applicable County’s Project Manager any dispute between County and Contractor
regarding the performance of services as stated in this Contract. If County’s
Administrator, with assistance from the applicable County's Project Manager, is not able
to resolve the dispute, the Director or designee shall resolve it.

39.

NOTICE TO EMPLOYEES REGARDING THE FEDERAL EARNED INCOME
CREDIT
Contractor shall notify its employees, and shall require each subcontractor to notify its
employees, that they may be eligible for the Federal Earned Income Credit under the
federal income tax laws. Such notice shall be provided in accordance with the
requirements set forth in Internal Revenue Service Notice No. 1015.

40.

NOTICE TO EMPLOYEES REGARDING THE SAFELY SURRENDERED
BABY LAW
Contractor shall notify and provide to its employees, and shall require each subcontractor
to notify and provide to its employees, a fact sheet regarding the Safely Surrendered
Baby Law, its implementation in Los Angeles County, and where and how to safely
surrender a baby. The fact sheet is set forth in Exhibit I (Safely Surrendered Baby Law)
of this Contract and is also available on the Internet at www.babysafela.org for printing
purposes.

41.

NOTICES
All notices or demands required or permitted to be given or made under this Contract
shall be in writing and shall be hand delivered with signed receipt or mailed by first class
registered or certified mail, postage prepaid, addressed to the parties as identified in
Exhibits E (County’s Administration) and F (Contractor’s Administration). Addresses
may be changed by either party giving ten (10) days' prior written notice thereof to the
other party. The Director's designee shall have the authority to issue all notices or
demands required or permitted by County under this Contract.

42.

PROHIBITION AGAINST INDUCEMENT OR PERSUASION
Notwithstanding the above, Contractor and County agree that, during the term of this
Contract and for a period of one year thereafter, neither party shall in any way
intentionally induce or persuade any employee of one party to become an employee or
agent of the other party. No bar exists against any hiring action initiated through a public
announcement.

43.

PUBLIC RECORDS ACT

43.1

Any documents submitted by Contractor; all information obtained in connection with
County’s right to audit and inspect Contractor’s documents, books, and accounting
records pursuant to Paragraph 45 (Record Retention and Inspection/Audit Settlement) of
this Contract; as well as those documents which were required to be submitted in
response to the Request for Proposals (RFP) used in the solicitation process for this

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Contract, become the exclusive property of County. All such documents become a
matter of public record and shall be regarded as public records. Exceptions will be those
elements in the California Government Code Section 6250 et seq. (Public Records Act)
and which are marked “trade secret”, “confidential” or “proprietary”. County shall not in
any way be liable or responsible for the disclosure of any such records including, without
limitation, those so marked, if disclosure is required by law, or by an order issued by a
court of competent jurisdiction.
43.2

In the event County is required to defend an action on a Public Records Act request for
any of the aforementioned documents, information, books, records, and/or contents of a
proposal marked “trade secret”, “confidential” or “proprietary”, Contractor agrees to
defend and indemnify County from all costs and expenses, including reasonable
attorney’s fees, in action or liability arising under the Public Records Act.

44.

PUBLICITY

44.1

Contractor shall not disclose any details in connection with this Contract to any person or
entity except as may be otherwise provided hereunder or required by law. However, in
recognizing Contractor’s need to identify its services and related clients in order to
sustain itself, County shall not inhibit Contractor from publishing its role under this
Contract within the following conditions:
•

Contractor shall develop all publicity material in a professional manner; and

•

During the term of this Contract, Contractor shall not, and shall not authorize another
to, publish or disseminate any commercial advertisements, press releases, feature
articles, or other materials using the name of County without the prior written consent
of County’s Contract Administrator. County shall not unreasonably withhold written
consent.

44.2

Contractor may, without the prior written consent of County, indicate in its proposals and
sales materials that it has been awarded this Contract with the County of Los Angeles,
provided that the requirements of this Paragraph 44 shall apply.

45.

RECORD RETENTION AND INSPECTION/AUDIT SETTLEMENT
Contractor shall maintain accurate and complete financial records of its activities and
operations relating to this Contract in accordance with generally accepted accounting
principles. Contractor shall also maintain accurate and complete employment and other
records relating to its performance of this Contract. Contractor agrees that County, or its
authorized representatives, shall have access to and the right to examine, audit, excerpt,
copy, or transcribe any pertinent transaction, activity, or record relating to this Contract.
All such material, including, but not limited to, all financial records, bank statements,
cancelled checks or other proof of payment, timecards, sign-in/sign-out sheets and other
time and employment records, and proprietary data and information, shall be kept and
maintained by Contractor and shall be made available to County during the term of this
Contract and for a period of five (5) years thereafter unless County’s written permission
is given to dispose of any such material prior to such time. All such material shall be
maintained by Contractor at a location in Los Angeles County, provided that if any such
material is located outside Los Angeles County, then, at County’s option, Contractor

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shall pay County for travel, per diem, and other costs incurred by County to examine,
audit, excerpt, copy, or transcribe such material at such other location.
45.1

In the event that an audit of Contractor is conducted specifically regarding this Contract
by any Federal or State auditor, or by any auditor or accountant employed by Contractor
or otherwise, then Contractor shall file a copy of such audit report with County’s Auditor
Controller within thirty (30) days of Contractor’s receipt thereof, unless otherwise
provided by applicable Federal or State law or under this Contract. Subject to applicable
law, County shall make a reasonable effort to maintain the confidentiality of such audit
report(s).

45.2

Failure on the part of Contractor to comply with any of the provisions of this Paragraph
45 shall constitute a material breach of this Contract upon which County may terminate
or suspend this Contract.

45.3

If, at any time during the term of this Contract or within five (5) years after the expiration
or termination of this Contract, representatives of County conduct an audit of Contractor
regarding the work performed under this Contract, and if such audit finds that County’s
dollar liability for any such work is less than payments made by County to Contractor,
then the difference shall be either: a) repaid by Contractor to County by cash payment
upon demand or b) at the sole option of County’s Auditor-Controller, deducted from any
amounts due to Contractor from County, whether under this Contract or otherwise. If
such audit finds that County’s dollar liability for such work is more than the payments
made by County to Contractor, then the difference shall be paid to Contractor by County
by cash payment, provided that in no event shall County’s maximum obligation for this
Contract exceed the funds appropriated by County for the purpose of this Contract.

46.

RECYCLED BOND PAPER
Consistent with the Board of Supervisors’ policy to reduce the amount of solid waste
deposited at County landfills, Contractor agrees to use recycled-content paper to the
maximum extent possible on this Contract.

47.

SUBCONTRACTING

47.1

The requirements of this Contract may not be subcontracted by Contractor without the
advance approval of County. Any attempt by Contractor to subcontract without the prior
consent of County may be deemed a material breach of this Contract.

47.2

If Contractor desires to subcontract, Contractor shall provide the following information
promptly at County’s request:

47.3

A description of the work to be performed by the subcontractor;

ii.

A draft copy of the proposed subcontract; and

iii.

Other pertinent information and/or certifications requested by County.

Contractor shall indemnify and hold County harmless with respect to the activities of
each and every subcontractor in the same manner and to the same degree as if such
subcontractor(s) were Contractor employees.

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47.4

Contractor shall remain fully responsible for all performances required of it under this
Contract, including those that Contractor has determined to subcontract, notwithstanding
County’s approval of Contractor’s proposed subcontract.

47.5

County’s consent to subcontract shall not waive County’s right to prior and continuing
approval of any and all personnel, including subcontractor employees, providing services
under this Contract. Contractor is responsible to notify its subcontractors of this County
right.

47.6

County’s Contract Administrator is authorized to act for and on behalf of County with
respect to approval of any subcontract and subcontractor employees. After approval of
the subcontract by County, Contractor shall forward a fully executed subcontract to
County for its files.

47.7

Contractor shall be solely liable and responsible for all payments or other compensation
to all subcontractors and their officers, employees, agents, and successors in interest
arising through services performed hereunder, notwithstanding County’s consent to
subcontract.

47.8

Contractor shall obtain certificates of insurance, which establish that the subcontractor
maintains all the programs of insurance required by County from each approved
subcontractor. Contractor shall ensure delivery of all such documents to County's
Contract Administrator at the address set forth in Exhibit E (County's Administration)
before any subcontractor employee may perform any work hereunder.

48.

TERMINATION FOR BREACH OF WARRANTY TO MAINTAIN
COMPLIANCE WITH COUNTY’S CHILD SUPPORT COMPLIANCE
PROGRAM
Failure of Contractor to maintain compliance with the requirements set forth in Paragraph
21 (Contractor’s Warranty of Adherence to County’s Child Support Compliance
Program), shall constitute default under this Contract. Without limiting the rights and
remedies available to County under any other provision of this Contract, failure of
Contractor to cure such default within ninety (90) calendar days of written notice shall be
grounds upon which County may terminate this Contract pursuant to Paragraph 50
(Termination for Default) and pursue debarment of Contractor pursuant to County Code
Chapter 2.202.

49.

TERMINATION FOR CONVENIENCE

49.1

This Contract may be terminated, in whole or in part, from time to time, when such
action is deemed by County, in its sole discretion, to be in its best interest. Termination
of work hereunder shall be effected by notice of termination to Contractor specifying the
extent to which performance of work is terminated and the date upon which such
termination becomes effective. The date upon which such termination becomes effective
shall be no less than ten (10) days after the notice is sent.

49.2

After receipt of a notice of termination and except as otherwise directed by County,
Contractor shall:

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•

Stop work under this Contract on the date and to the extent specified in such notice,
and

•

Complete performance of such part of the work as shall not have been terminated by
such notice.

49.3

All material including books, records, documents, or other evidence bearing on the costs
and expenses of Contractor under this Contract shall be maintained by Contractor in
accordance with Paragraph 45 (Record Retention and Inspection/Audit Settlement).

50.

TERMINATION FOR DEFAULT

50.1

County may, by written notice to Contractor, terminate the whole or any part of this
Contract, if, in the judgment of County:
i.

Contractor has materially breached this Contract; or

ii.

Contractor fails to timely provide and/or satisfactorily perform any task,
deliverable, service, or other work required either under this Contract; or

iii.

Contractor fails to demonstrate a high probability of timely fulfillment of
performance requirements under this Contract, or of any obligations of this
Contract and in either case, fails to demonstrate convincing progress toward a
cure within five (5) working days (or such longer period as County may authorize
in writing) after receipt of written notice from County specifying such failure.

50.2

In the event that County terminates this Contract in whole or in part as provided in
Paragraph 50.1, County may procure, upon such terms and in such manner as County
may deem appropriate, goods and services similar to those so terminated. Contractor
shall be liable to County for any and all excess costs incurred by County, as determined
by County, for such similar goods and services. Contractor shall continue the
performance of this Contract to the extent not terminated under the provisions of this
Paragraph 50.2.

50.3

Except with respect to defaults of any subcontractor, Contractor shall not be liable for
any such excess costs of the type identified in Paragraph 50.2 if its failure to perform this
Contract arises out of causes beyond the control and without the fault or negligence of
Contractor. Such causes may include, but are not limited to: acts of God or of the public
enemy, acts of County in either its sovereign or contractual capacity, acts of Federal or
State governments in their sovereign capacities, fires, floods, epidemics, quarantine
restrictions, strikes, freight embargoes, and unusually severe weather; but in every case,
the failure to perform must be beyond the control and without the fault or negligence of
Contractor. If the failure to perform is caused by the default of a subcontractor, and if
such default arises out of causes beyond the control of both Contractor and subcontractor,
and without the fault or negligence of either of them, Contractor shall not be liable for
any such excess costs for failure to perform, unless the goods or services to be furnished
by the subcontractor were obtainable from other sources in sufficient time to permit
Contractor to meet the required performance schedule. As used in this Paragraph 51.3,
the terms "subcontractor" and "subcontractors" mean subcontractor(s) at any tier.

50.4

If, after County has given notice of termination under the provisions of this Paragraph 50,
it is determined by County that Contractor was not in default under the provisions of this

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Paragraph 50, or that the default was excusable under the provisions of Paragraph 50.3,
the rights and obligations of the parties shall be the same as if the notice of termination
had been issued pursuant to Paragraph 49 (Termination for Convenience).
50.5

The rights and remedies of County provided in this Paragraph 50 shall not be exclusive
and are in addition to any other rights and remedies provided by law or under this
Contract.

51.

TERMINATION FOR IMPROPER CONSIDERATION

51.1

County may, by written notice to Contractor, immediately terminate the right of
Contractor to proceed under this Contract if it is found that consideration, in any form,
was offered or given by Contractor, either directly or through an intermediary, to any
County officer, employee, or agent with the intent of securing this Contract or securing
favorable treatment with respect to the award, amendment, or extension of this Contract
or the making of any determinations with respect to Contractor’s performance pursuant to
this Contract. In the event of such termination, County shall be entitled to pursue the
same remedies against Contractor as it could pursue in the event of default by Contractor.

51.2

Contractor shall immediately report any attempt by a County officer or employee to
solicit such improper consideration. The report shall be made either to the County
manager charged with the supervision of the employee or to County Auditor-Controller's
Employee Fraud Hotline at (800) 544-6861.

51.3

Among other items, such improper consideration may take the form of cash, discounts,
services, the provision of travel or entertainment, or tangible gifts.

52.

TERMINATION FOR INSOLVENCY

52.1

County may terminate this Contract forthwith in the event of the occurrence of any of the
following:
•

Insolvency of Contractor. Contractor shall be deemed to be insolvent if it has ceased
to pay its debts for at least sixty (60) days in the ordinary course of business or cannot
pay its debts as they become due, whether or not a petition has been filed under the
Federal Bankruptcy Code and whether or not Contractor is insolvent within the
meaning of the Federal Bankruptcy Code;

•

The filing of a voluntary or involuntary petition regarding Contractor under the
Federal Bankruptcy Code;

•

The appointment of a Receiver or Trustee for Contractor; or

•

The execution by Contractor of a general assignment for the benefit of creditors.

52.2

The rights and remedies of County provided in this Paragraph 52 shall not be exclusive
and are in addition to any other rights and remedies provided by law or under this
Contract.

53.

TERMINATION FOR NON-ADHERENCE TO COUNTY LOBBYIST
ORDINANCE

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Contractor, and each County Lobbyist or County Lobbying firm as defined in County
Code Section 2.160.010 retained by Contractor, shall fully comply with County’s
Lobbyist Ordinance, County Code Chapter 2.160. Failure on the part of Contractor or any
County Lobbyist or County Lobbying firm retained by Contractor to fully comply with
County’s Lobbyist Ordinance shall constitute a material breach of this Contract, upon
which County may in its sole discretion, immediately terminate or suspend this Contract.
54.

TERMINATION FOR NON-APPROPRIATION OF FUNDS
Notwithstanding any other provision of this Contract, County shall not be obligated for
Contractor’s performance hereunder or by any provision of this Contract during any of
County’s future fiscal years unless and until the Board of Supervisors appropriates funds
for this Contract in County’s Budget for each such future fiscal year. In the event that
funds are not appropriated for this Contract with respect to any Department receiving
services under the Contract, then County shall terminate this Contract with respect to any
one or all of the Departments as of June 30 of the last fiscal year for which funds were
appropriated. County shall notify Contractor in writing of any such non-allocation of
funds and the Departments affected at the earliest possible date.

55.

VALIDITY
If any provision of this Contract or the application thereof to any person or circumstance
is held invalid, the remainder of this Contract and the application of such provision to
other persons or circumstances shall not be affected thereby.

56.

WAIVER
No waiver by County of any breach of any provision of this Contract shall constitute a
waiver of any other breach or of such provision. Failure of County to enforce at any
time, or from time to time, any provision of this Contract shall not be construed as a
waiver thereof. The rights and remedies set forth in this Paragraph 57 shall not be
exclusive and are in addition to any other rights and remedies provided by law or under
this Contract.

57.

WARRANTY AGAINST CONTINGENT FEES

57.1

Contractor warrants that no person or selling agency has been employed or retained to
solicit or secure this Contract upon any Contract or understanding for a commission,
percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide
established commercial or selling agencies maintained by Contractor for the purpose of
securing business.

57.2

For breach of this warranty, County shall have the right to terminate this Contract and, at
its sole discretion, deduct from the Contract price or consideration, or otherwise recover,
the full amount of such commission, percentage, brokerage, or contingent fee.

58.

PROPRIETARY RIGHTS

58.1

County shall be the sole owner of all right, title and interest, including copyright, in and
to all information, data, plans, diagrams, reports and other documents and records
(hereafter "materials") which are originated or created through Contractor’s work

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pursuant to this Contract. Contractor, for valuable consideration herein provided, shall
execute all documents necessary to assign and transfer to, and vest in County all of
Contractor’s right, title and interest in and to such original materials, including any
copyright, patent and trade secret rights which arise pursuant to Contractor’s work under
this Contract.
58.2

During the term of this Contract and for five (5) years thereafter, Contractor shall
maintain and provide security for all of Contractor’s working papers prepared under this
Contract. County shall have the right to inspect, copy and use, at any time during and
subsequent to the term of this Contract, any and all such working papers and all
information contained therein.

58.3

Any and all materials, software and tools which are developed or were originally
acquired by Contractor outside the scope of this Contract, which Contractor desires to use
hereunder, and which Contractor considers to be proprietary or confidential, must be
specifically identified by Contractor to County’s Contract Administrator or designee as
proprietary or confidential, and shall be plainly and prominently marked by Contractor as
"Propriety" or "Confidential" on each appropriate page of any document containing such
material.

58.4

County will use reasonable means to ensure that Contractor’s proprietary and/or
confidential items are safeguarded and held in confidence. County agrees not to
reproduce, distribute or disclose to non-County entities any such proprietary and/or
confidential items without the prior written consent of Contractor.

58.5

Notwithstanding any other provision of this Contract, County will not be obligated to
Contractor in any way under Paragraph 58.4 above for any of Contractor’s proprietary
and/or confidential items which are not plainly and prominently marked with restrictive
legends as required by Paragraph 58.3 above or for any disclosure which County is
required to make under any state or federal law or order of court.

58.6

All the rights and obligations of this Paragraph 58 shall survive the expiration or
termination of this Contract.

59.

INTELLECTUAL PROPERTY INDEMNIFICATION

59.1

Contractor shall indemnify, hold harmless and defend County from and against any and
all liability, damages, costs, and expenses, including, but not limited to, defense costs and
attorneys' fees, for or by reason of any actual or alleged infringement of any third party's
patent or copyright, or any actual or alleged unauthorized trade secret disclosure, arising
from or related to the operation and utilization of Contractor’s work under this Contract.
County shall inform Contractor as soon as practicable of any claim or action alleging
such infringement or unauthorized disclosure, and shall support Contractor’s defense and
settlement thereof.

59.2

In the event any equipment, software or services product becomes the subject of any
complaint, claim, or proceeding alleging infringement or unauthorized disclosure, such
that County’s continued use of such item is formally restrained, enjoined, or subjected to
a risk of damages, Contractor, at its sole expense, and providing that County’s continued
use of the system is not materially impeded, shall either:

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•

Procure for County all rights to continued use of the questioned equipment, software
or services product; or

•

Replace the questioned equipment, software or services product with a nonquestioned item; or

•

Modify the questioned equipment, software or services product so that it is free of
claims.

59.3

Contractor shall have no liability if the alleged infringement or unauthorized disclosure is
based upon a use of the questioned product, either alone or in combination with other
items not supplied by Contractor, in a manner for which the questioned product was not
designed nor intended.

60.

TRANSITIONAL JOB OPPORTUNITIES PREFERENCE PROGRAM

60.1

This Contract is subject to the provisions of County’s ordinance entitles Transitional Job
Opportunities Preference Program, as codified in Chapter 2.205 of the Los Angeles
County Code.

60.2

Contractor shall not knowingly and with the intent to defraud, fraudulently obtain, retain,
attempt to obtain or retain, or aid another in fraudulently obtaining or retaining or
attempting to obtain or retain certification as a Transitional Job Opportunity vendor.

60.3

Contractor shall not willfully and knowingly make a false statement with the intent to
defraud, whether by affidavit, report, or other representation, to a County official or
employee for the purpose of influencing the certification or denial of certification of any
entity as a Transitional Job Opportunity vendor.

60.4

If Contractor has obtained County certification as a Transitional Job Opportunity vendor
by reason of having furnished incorrect supporting information or by reason of having
withheld information, and which knew, or should have known, the information furnished
was incorrect or the information withheld was relevant to its request for certification, and
which by reason of such certification has been awarded this contract to which it would
not otherwise have been entitled, shall:
1.

Pay to County any difference between the contract amount and what County’s
costs would have been if the contract had been properly awarded;

In addition to the amount described in subdivision (1), be assessed a penalty in an
amount of not more than 10 percent (10%) of the amount of the contract; and

Be subject to the provisions of Chapter 2.202 of the Los Angeles County Code
(Determinations of Contractor Non-Responsibility and Contractor Debarment).

The above penalties shall also apply to any entity that has previously obtained proper
certification, however, as a result of a change in their status would no longer be eligible
for certification, and fails to notify the certifying department of this information prior to
responding to a solicitation or accepting a contract award.
61.

LOCAL SMALL BUSINESS ENTERPRISE (SBE) PREFERENCE PROGRAM

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61.1

This Contract is subject to the provisions of County’s ordinance entitled Local Small
Business Enterprise Preference Program, as codified in Chapter 2.204 of the Los Angeles
County Code.

61.2

61.3

61.4

If Contractor has obtained certification as a Local Small Business Enterprise by reason of
having furnished incorrect supporting information or by reason of having withheld
information, and which knew, or should have known, the information furnished was
incorrect or the information withheld was relevant to its request for certification, and
which by reason of such certification has been awarded this contract to which it would
not otherwise have been entitled, shall:
1.

Pay to County any difference between the contract amount and what County’s
costs would have been if the contract had been properly awarded;

In addition to the amount described in subdivision (1), be assessed a penalty in an
amount of not more than 10 percent of the amount of the contract; and

Be subject to the provisions of Chapter 2.202 of the Los Angeles County Code
(Determinations of Contractor Non-responsibility and Contractor Debarment).

The above penalties shall also apply to any business that has previously obtained proper
certification, however, as a result of a change in their status would no longer be eligible
for certification, and fails to notify the state and OAAC of this information prior to
responding to a solicitation or accepting a contract award.

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IN WITNESS WHEREOF, County and Contractor by their duly authorized signatures have
caused this Contract to be effective the day, month and year first above written.
COUNTY OF LOS ANGELES:
INFORMATION SYSTEMS ADVISORY BODY

By
JOHN RUEGG, DIRECTOR

CONTRACTOR: SourceCorp BPS Inc.

By
Signature

Print Name
Title

APPROVED AS TO FORM:
ROBERT E. KALUNIAN
Acting County Counsel

By
VICTORIA MANSOURIAN
Deputy County Counsel

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EXHIBIT A
STATEMENT OF WORK
FOR
DOCUMENT IMAGING SERVICES

HOA.622850.4

TABLE OF CONTENTS
Page
1.0

SCOPE OF WORK ......................................................................................................................... 1

2.0

BACKGROUND............................................................................................................................. 1

3.0

FACILITIES AND SPECIFIC TASKS .......................................................................................... 2
3.9

4.0

QUALITY CONTROL ................................................................................................................... 3
4.1

4.2
5.0

6.0

Invoice................................................................................................................................. 3

Quality Control Plan ........................................................................................................... 4
4.1.1

Monitoring............................................................................................................... 4

4.1.2

Data Integrity and Image Clarity............................................................................. 4

4.1.3

Imaging Accuracy ................................................................................................... 4

4.1.4

Imaging Accuracy Variance.................................................................................... 4

4.1.5

Exception Notice ..................................................................................................... 4

4.1.6

Problem Correction Report ..................................................................................... 4

4.1.7

Contact Personnel.................................................................................................... 4

Security Plan ....................................................................................................................... 4

QUALITY ASSURANCE PLAN................................................................................................... 5
5.1

Quarterly Meeting ............................................................................................................... 5

5.2

Contract Discrepancy Report .............................................................................................. 5

5.3

County Observations ........................................................................................................... 5

DEFINITIONS ................................................................................................................................ 5
6.1

Sheriff.................................................................................................................................. 5
6.1.1

Booking Jacket Package (BJP)................................................................................ 5

6.1.2

Incident Report Package (IRP)................................................................................ 6

6.1.3

Station Booking Package (SBP).............................................................................. 6

6.1.4

Loose Papers (LSP)................................................................................................. 6

6.1.5

Sheriff’s Integrated Records Retrieval and Assembly System (SIRRAS).............. 6

6.1.6

Conversion of Digital Images in Sirras Stored in a Proprietary “.DMS” Format
under Exigen’s Visiflow Application...................................................................... 6

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6.2

6.3

6.4

6.5

7.0

District Attorney.................................................................................................................. 7
6.2.1

Felony Case File (FCF) ........................................................................................... 7

6.2.2

Misdemeanor Case File (MCF)............................................................................... 7

6.2.3

Investigation Case File (ICF) .................................................................................. 7

6.2.4

Loose Papers (LSP)................................................................................................. 8

Probation Department ......................................................................................................... 8
6.3.1

Probation File .......................................................................................................... 8

6.3.2

Adult Probation File (APF) ..................................................................................... 8

6.3.3

Juvenile Probation File (JPF) .................................................................................. 8

6.3.4

Financial Services File ............................................................................................ 8

6.3.5

Pretrial Packets (PRP) ............................................................................................. 9

6.3.6

Integration with PEDMS......................................................................................... 9

Public Defender................................................................................................................. 10
6.4.1

Felony Case File (FCF) ......................................................................................... 10

6.4.2

Misdemeanor (MCF)............................................................................................. 10

6.4.3

Do Not Destroy Case File (DNDCF) .................................................................... 10

6.4.4

Juvenile Case File (JCF) ....................................................................................... 11

6.4.5

Loose Papers (LSP)............................................................................................... 11

Alternate Public Defender................................................................................................. 11
6.5.1

Felony Case File (FCF) ......................................................................................... 11

6.5.2

Misdemeanor (MCF)............................................................................................. 11

6.5.3

Investigation Case File (ICF) ................................................................................ 12

6.5.4

Loose Papers (LSP)............................................................................................... 12

RESPONSIBILITIES.................................................................................................................... 12
7.1

7.2

County Responsibilities .................................................................................................... 12
7.1.1

Personnel ............................................................................................................... 12

7.1.2

Furnished Items ..................................................................................................... 13

Contractor Responsibilities ............................................................................................... 15
7.2.1

Contract Manager.................................................................................................. 15

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7.3
8.0

7.2.2

Personnel ............................................................................................................... 15

7.2.3

Materials and Equipment ...................................................................................... 16

7.2.4

Training ................................................................................................................. 16

7.2.5

Contractor’s Office................................................................................................ 16

Work Schedules ................................................................................................................ 17

SPECIFIC WORK REQUIREMENTS – CONTRACTOR ......................................................... 17
8.1

Document Pick Ups and Returns ..................................................................................... 17

8.2

Sheriff Documents ............................................................................................................ 17
8.2.10 Sheriff Document Imaging Preparation ................................................................ 18
8.2.13 Document Imaging and Document Enhancement................................................. 19
8.2.14 Indexing of Packages ............................................................................................ 20

8.3

District Attorney Documents ............................................................................................ 23
8.3.8

District Attorney Document Imaging Preparation ................................................ 24

8.3.12 Document Imaging and Document Enhancement................................................. 25
8.3.13 Indexing of Packages ............................................................................................ 25
8.4

Probation Department Documents .................................................................................... 28
8.4.2

Probation Document Imaging Preparation............................................................ 29

8.4.6

Document Imaging and Document Enhancement................................................. 30

8.4.12 Indexing of Files and Packets ............................................................................... 31
8.5

Rescanning Documents ..................................................................................................... 34

8.6

Public Defender Documents ............................................................................................. 35
8.6.6

Public Defender Document Imaging Preparation ................................................. 36

8.6.9

Document Imaging and Document Enhancement................................................. 36

8.6.10 Indexing of Packages ............................................................................................ 37
8.7

Alternate Public Defender Documents.............................................................................. 40
8.7.6

Alternate Public Defender Document Imaging Preparation ................................. 40

8.7.9

Document Imaging and Document Enhancement................................................. 41

8.7.10 Indexing of Packages ............................................................................................ 42
9.0

PERFORMANCE REQUIREMENTS SUMMARY.................................................................... 44

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9.1

Corrective Action Plan ...................................................................................................... 44

9.2

Payment Options ............................................................................................................... 44

9.3

Contract Options ............................................................................................................... 44

9.4

Compliance Failure ........................................................................................................... 44

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1.0

SCOPE OF WORK
Electronic document management is a strategic initiative of the County of Los Angeles
(“County”). In order to meet legal records retention requirements and comply with requests from
the public, government agencies and other law enforcement agencies for information, the County
Departments must implement cost-effective strategies for the secure archival and retrieval of
their documents.
This Statement of Work (“SOW”) provides the specifications and requirements for the
Contractor to convert paper documents to digital images and provide other work relating to
document imaging for County’s Sheriff, District Attorney, Public Defender, Alternate Public
Defender and Probation Department (“Document Imaging Services”). Additionally, a conversion
of archived images in a proprietary format will need to be converted for the Sheriff’s
Department. The documents to be imaged will include multi section booking jackets with
sections A-H, booking jackets, station booking reports, incident reports, arrest reports, court
reports, photographs, case investigation/supervision files (including various handwritten and
machine printed documents), forms and reports, financial collections files and related documents,
and various loose papers, as further specified herein. The resultant images will be imported into
the respective Department’s document management system(s) and will be managed according to
each Department’s specific requirements. No estimates of volumes are guaranteed by County as
the minimum for each month.
As part of the Document Imaging Services, Contractor shall also provide storage and shredding
of documents as required by County, as further specified herein.

2.0

BACKGROUND
The Sheriff’s Department maintains various booking and incident reports. The booking and
incident reports that originate from the stations and custodial facilities are in hard copy format.
With limited space in these stations, hard copy records and documents cannot be stored and
maintained over a long period. Up until 2001, these records and documents were stored on
microfilm or microfiche. Since then, the records are being stored electronically in a “.dms”
format. Electronic storage of the records allows for the automated retrieval of the stored
information, a method more efficient and less time consuming than retrieving the data from hard
copy reports, microfilm or microfiche.
The District Attorney’s Office is required to maintain case files for specific periods depending on
the case type. Misdemeanor case files must be retained for five (5) years, felony case files for
twenty five (25) years and life-term case files indefinitely. The various documents that make up
these case files are in hard copy format and are maintained in various locations throughout the
County. In order to meet retention requirements and address the problem of warehousing
millions of paper case files, the District Attorney’s Office is implementing an electronic
document management system.
The Probation Department is required to maintain Probation and Pretrial Investigation and
Supervision case files and related documents that include arrest reports, court reports, assessment
records, court orders, Probationer reporting documentation, financial collections files, payment
documentation, photographs, forms and reports, including various handwritten and machine
printed documents, for a period of time depending on the document type and source. Storage of
the Pretrial and Budget and Fiscal packet hard copies has been offsite at a Probation Property and

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Supply facility. The Adult and juvenile Probation Folders are returned to Probation’s Central
Records Section for destruction after a Quality and Assurance check. Currently, onsite retrieval
of archived documents is accomplished with microfilm images. Archive volume and equipment
failure, as well as improving technology, require implementation of an electronic document
management system. Since, 2006, the Probation Department has implemented the Digital
Imaging process, the records and documents are stored electronically in the PEDMS Archival
Library. Electronic storage of the records allows for the automated retrieval of the stored
information, which is more efficient and less time consuming than retrieving the data from hard
copy reports or microfilm. The Probation Department is imaging the Adult Probation Files
(APF), Juvenile Probation Files (JPF), Pretrial Packets (PRP), and Budget and Fiscal Files (ARF,
JRF, JRB).
The Public Defender and Alternate Public Defender are required to maintain case files for the
lifetimes of its clients. Since there is no viable method of determining those periods, the Public
Defender and Alternate Public Defender do not destroy any physical records. The various
documents that make up these case files are in hard copy format and are maintained in various
locations throughout the County. In order to address the problem of warehousing millions of
paper case files, the Public Defender and Alternate Public Defender are implementing an
electronic document management system.
3.0

FACILITIES AND SPECIFIC TASKS
3.1

County shall provide Contractor documents in adequately marked boxes. Each box shall
be labeled with name of pickup facility, pickup date, box number and a brief contents
description.

3.2

Pickup facility personnel shall create an index/transmittal sheet for each box sent for
imaging. Such index shall identify each record sent for imaging.

3.3

In the event that an index/transmittal sheet for a box and/or case file sent to Contractor is
not found, Contractor shall produce an index/transmittal sheet of documents in the
particular box at the request of County.

3.4

The records and documents that are imaged are from various agency offices and
locations. Contractor and County shall develop a specific time schedule for pickup and
return of boxes for each Department, based on the project requirements and during
normal business hours as determined by County for the locations to be specified in
Attachment A.2 (Pickup and Return Locations). Any updates to the pickup and return
locations shall automatically be incorporated into and replace the then current Attachment
A.1 (Pickup and Return Locations).

3.5

Upon receipt of the files transmitted to Contractor, Contractor shall be responsible for
reorganizing the files in the sequence noted on the transmittal sheet, whenever there is a
discrepancy between the transmittal sheet and the sequence of files within a box.

3.6

Locations are subject to change based on the need of County. County will provide
Contractor with written notification prior to location change. County and Contractor will
agree to a minimum number of boxes to be picked up at any location. Should an
sufficient number of boxes not be ready at the designated pickup time and date, County
will update the request for a pickup during the following week and will notify Contractor
at least 24 hours prior to that next week’s pickup time.

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3.7

Prior to starting work under the Contract, Contractor shall prepare an updated written
project plan, referred to as the Project Control Document (“PCD”), which shall detail all
tasks, schedules and deliverables and will be reviewed by County against the PCD
submitted by Contractor prior to the Effective Date. County’s Contract Administrator
and/or the applicable County's Project Manager must review and approve in writing
Contractor’s PCD prior to Contractor beginning work under the Contract. All changes
and modifications to the PCD shall be reviewed and approved by County’s Contract
Administrator and County’s Project Manager(s). The PCD shall include, but not be
limited to, the following:
i.

Quality Assurance Plan (QAP)

ii.

Implementation Plan

iii.

Back-up Disaster Recovery Plan

iv.

Project Plan using automated software, such as MS Project

3.8

County shall be given the authority to inspect its documents at Contractor’s facilities
within one day notification.

3.9

INVOICE
Invoices must be provided on a Department-by-Department basis with full backup
information that includes data on files transmitted to each department’s FTP site. Backup
data may be delivered in paper or electronic form – with the electronic form being in the
format of Contractor prepared MS Excel spreadsheet(s). Within the Probation
Department, each different business unit providing files for conversion must be invoiced
separately, with full detail being provided. Similar detail must be provided, including all
pertinent detail regarding images scanned, boxes stored, retrievals made must be included
in order to ensure prompt payment by County. Each County Department will provide
Contractor with detailed information regarding the invoicing procedures and invoicing
addresses of County Departments.

4.0

3.9.1

Invoices may include costs for rescanning images that result from County
Department error resulting in a need for a file to be rescanned.

3.9.2

Invoicing for box storage shall be calculated to begin on the last calendar day of
the month after receipt of that box, and shall apply uniformly to all Departments.

3.9.3

Invoicing for scanning services will include all accepted and uploaded images, as
well as those images that have been uploaded for 60-days, but have not yet been
reviewed by the Department.

3.9.4

County will notify Contractor within 30 business days of invoice receipt of any
discrepancies between its and Contractor’s calculation of services provided during
the previous month.

QUALITY CONTROL
Contractor shall establish and utilize a comprehensive Quality Control Plan (“QCP”) and
Security Plan to ensure that County receives a consistently high level of service throughout the
term of the Contract. Both plans shall be submitted to County’s Contract Administrator and

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applicable County’s Project Manager for review and approval prior to beginning work under the
Contract. The plans shall include, but not be limited to, the following:
4.1

QUALITY CONTROL PLAN
4.1.1

Monitoring
Contractor must include its method for monitoring the number of documents,
picked-up, the number of documents prepared for imaging, the number of pages
imaged, and the number of documents returned. Monitoring must extend to the
FTP site for each applicable Department and must include assurance that all
images have been delivered in electronic form to County.

4.1.2

Data Integrity and Image Clarity
Contractor shall describe its methods for maintaining the integrity of the data
extracted and ensuring the clarity of the scanned images.

4.1.3

Imaging Accuracy
Contractor shall describe its methods for meeting a ninety-nine percent (99%)
accuracy of converted/scanned images.

4.1.4

Imaging Accuracy Variance
Contractor shall describe its method/solution for conversion/scanning of the
remaining percentage (no greater than one percent (1%) of non-scanned/nonconverted images. Any and all images that require rescanning in order to improve
quality will be rescanned, regardless of the one percent (1%) image accuracy
requirement.

4.1.5

Exception Notice
Contractor shall identify those pages that are of insufficient quality for scanning
and indexing. The notices will consist of an initial target sheet that identifies that
subsequent pages are of poor quality and may not be legible and an ending target
sheet indicating that previous images were of insufficient quality to permit the
presentation of legible images. Where there is a single image of poor quality, the
notice target will be inserted prior to that image, but not after.

4.1.6

Problem Correction Report
A record of all inspections conducted by Contractor, any corrective action taken,
the time a problem was first identified, a clear description of the problem, and the
time elapsed between identification and completed corrective action, shall be
provided to County on a monthly basis. Corrective actions must be resolved
within two (2) business days of notification.

4.1.7

Contact Personnel
Contractor shall provide County with the names of the personnel responsible for
resolving corrective actions.

4.2

SECURITY PLAN

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Contractor’s Security Plan will explain the procedures to be used to prevent theft or
unauthorized access to and/or dissemination of County data and documents and
photographic images, sound recordings, Compact Discs and/or DVDs.
Contractor’s Security Plan must describe how the facility is or will be physically
designed to segregate the processing of County documents to prevent intermingling of
County boxes with the boxes of other customers throughout the storage, document
preparation, scanning and indexing, and quality assurance processes. The plan must also
address specific needs to ensure that no outside party is able to view County documents
that are being prepared, scanned, indexed or viewed during quality assurance processing.
5.0

QUALITY ASSURANCE PLAN
County will evaluate Contractor’s performance under the resultant Contract using the quality
assurance procedures described in Paragraph 22 (County’s Quality Assurance Plan) of the base
Contract.
5.1

QUARTERLY MEETING
Contractor is required to attend any meetings scheduled by County or County and
Contractor.

5.2

5.3

CONTRACT DISCREPANCY REPORT
5.2.1

Verbal notification of a Contract discrepancy shall be made to County’s Contract
Administrator as soon a Contract discrepancy is identified. The problem shall be
resolved within a time period mutually agreed upon by County and Contractor.

5.2.2

County’s Contract Administrator will determine whether a formal Contract
Discrepancy Report, on the form specified in Schedule B.1 (Contract Discrepancy
Report), shall be issued. Upon receipt of this document, Contractor shall respond
in writing to County’s Contract Administrator within five (5) business days
acknowledging the reported discrepancies or presenting contrary evidence. A plan
for correction of all deficiencies identified in the Contract Discrepancy Report
shall be submitted to County’s Contract Administrator within ten (10) business
days.

COUNTY OBSERVATIONS
In addition to each Department’s contracting staff, other County personnel may observe
Contractor’s performance activities and review documents relevant to the Contract at any
time during normal business hours without unreasonably interfering with Contractor’s
performance.

6.0

DEFINITIONS
6.1

SHERIFF
6.1.1

Booking Jacket Package (BJP)
This report consists of the documentation of an inmate’s whole “history” while in
custody at one of the Department’s custodial facilities. Documents may include,
but is not limited to, the booking jacket itself, booking and property record,
prisoner clothing inventory, medical screening form, Removal Order for in-

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custody defendants, jail custody record, Criminal History Name Information,
Criminal fingerprint card, jail wrist band, forms generated in court, such as
Abstract of Judgment, Order for Release, Court Release, Temporary Commitment,
Commitment to County Jail, and bail information. The documents are of varying
sizes, paper type, and color. Every Booking Jacket Package consists of a set of six
index information fields: Booking number, Booking/Arrest date, folder type,
document type, and first and last name.
6.1.2

Incident Report Package (IRP)
This report is initiated as a result of a reported incident, usually out in the field,
and is a documentation of the events surrounding the reported incident. The
documentation may include, but is not limited to, LASD Incident Report, Crime
Analysis Form-Suspect/Subject Information, Probable Cause Declaration/Arrest
Review, Criminal History Name Inquiry, Consolidated Criminal History
Reporting System (CCHRS) Inquiry, Urine Test Admonishment, Supplementary
Loss Report, Driver History Inquiry, Juvenile Petitions, Los Angeles County Jail
Booking and Property Record, and California Department of Motor Vehicle
documents, such as Traffic Collision Report, Vehicle Report, and Notice of Stored
Vehicle. The documents are of varying sizes, paper type and color. Each IRP
consists of a set of six index information fields: Uniform Reporting Number
(URN), report date, folder type, document type, and first and last name.

6.1.3

Station Booking Package (SBP)
This report is maintained in the various stations and documents an arrestee’s
activities at the station. The SBP may include, but is not limited to: Jail Booking
and Property Record, Wrist Band, Additional Charges and Holds Record, Los
Angeles County Unified Arrestee Medical Screening, Driver History Inquiry,
Criminal History Name Inquiry, Consolidated Criminal History Reporting System
Inquiry, Station Jail Prisoner Classification Questionnaire, Warrant Verification
Factors, Station Jail Orientation, Crime Summary, Information Probable Cause
Declaration/Arrest Review and Bond information. The documents are of varying
sizes, paper type and color. Each SBP has a set of six index information fields:
Booking number, booking date, folder type, document type, and first and last
name.

6.1.4

Loose Papers (LSP)
These consist of miscellaneous documents that may be part of booking or incident
packages, but were found or maintained separately from the main report.

6.1.5

Sheriff’s Integrated Records Retrieval and Assembly System (SIRRAS)
This is the Sheriff’s Department’s computerized system that stores all digitized
incident reports, booking records, and other documents on electronic media. All
documents must be compatible with the SIRRAS Visiflow application.
Contractor will be responsible for any modifications to allow for compatibility.

6.1.6

Conversion of Digital Images in Sirras Stored in a Proprietary “.DMS”
Format under Exigen’s Visiflow Application

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There are approximately 15 million digital images stored in SIRRAS which need
to be converted to a “TIFF” Format.
6.2

DISTRICT ATTORNEY
6.2.1

Felony Case File (FCF)
This file consists of documents related to the prosecution of a defendant charged
with a felony as defined by statute. Documents include, but are not limited to:
Court documents (Complaint, Information, Petition, Supplemental Petition, Pleas
and Waiver forms, Arrest/Bench Warrants), police reports, DA Documents
(Police Data Worksheet, Charge Evaluation Worksheet, DDA Fact Summary,
Chronology, Case Declination and Referral, Pleading Instructions, Jury Selection
Documents, Subpoenas, Witness List, Disposition Report), Motions, Priors (Rap
Sheet, Department of Corrections Packet), Discovery Documents, Transcripts,
Search Warrants/Wiretap Documents, Probation Report, Probation Violation
Worksheet, Criminal fingerprint card, photographs, Scientific Reports (Autopsy,
DNA, Ballistics, Fingerprints, other Lab Reports), Medical/Psychiatric Reports,
Asset Forfeiture Notice, Media Reports, photographs and miscellaneous
correspondence. The documents are of varying sizes, paper type and color. Each
Felony Case File Jacket Package consists of a set of three to four primary fields:
Defendant(s) First Name, Last Name, DA Case Number, and /or Court Case
Number. Special handling of cases such as Lifer, Life Without Parole, High
Profile, Death Penalty and Open Warrants shall be returned to the originating
location upon completion of scanning.

6.2.2

Misdemeanor Case File (MCF)
This file consists of documents related to the prosecution of a defendant charged
with a misdemeanor as defined by statute. Documents include, but are not limited
to: Court documents (Complaint, Information, Petition, Supplemental Petition,
Pleas and Waiver forms, Arrest/Bench Warrants), police reports, DA Documents
(Police Data Worksheet, Charge Evaluation Worksheet, DDA Fact Summary,
Chronology, Case Declination and Referral, Pleading Instructions, Jury Selection
Documents, Subpoenas, Witness List, Disposition Report), Motions, Priors (Rap
Sheet, Department of Corrections Packet), Discovery Documents, Transcripts,
Search Warrants/Wiretap Documents, Probation Report, Probation Violation
Worksheet, Criminal fingerprint card, photographs, Scientific Reports (Autopsy,
DNA, Ballistics, Fingerprints, Jail Booking and Property Record, and California
Department of Motor Vehicle documents, such as Traffic Collision Report,
Vehicle Report, and Notice of Stored Vehicle, other Lab Reports),
Medical/Psychiatric Reports, Asset Forfeiture Notice, Media Reports,
photographs and miscellaneous correspondence. The documents are of varying
sizes, paper type and color. Every Misdemeanor Case File Jacket Package consists
of a set of three to four primary fields: Defendant(s) First Name, Last Name, DA
Case Number and/or Court Case Number.

6.2.3

Investigation Case File (ICF)

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This file contains documents related to criminal investigations conducted by the
District Attorney’s Bureau of Investigation. Documents include but are not
limited to: Interview Reports, Arrest Documents, Evidentiary Documentation,
Case Notes, Investigation Reports, photographs and miscellaneous
correspondence. Every District Attorney Investigation File Jacket Package
consists of a set of five primary fields: File Number, Investigator Last Name, First
Name or Initial, Date Closed and Date Reopened.
6.2.4

Loose Papers (LSP)
These consist of miscellaneous documents that may be part of booking or case
files or incident packages, but were found or maintained separately from the main
file. Contractor shall scan miscellaneous documents into existing case files.

6.3

PROBATION DEPARTMENT
6.3.1

Probation File
The Probation File consists of a legal size file folder containing documents related
to the investigation and supervision activities performed by a Deputy Probation
Officer while investigating or supervising the defendant/minor.

6.3.2

Adult Probation File (APF)
This file contains documents that may include, but are not limited to the file folder
itself, arrest reports, supervision and investigation court reports, court orders,
miscellaneous court documents, financial and payment records, assessments,
miscellaneous forms, computer print-outs, cards, probationer report-in records,
miscellaneous handwritten documents, and photographs. The documents may be
on single or double-sided paper of varying sizes, thickness, finishes, and color. A
file may be several inches thick. The index for the imaged file will include the file
descriptor for Adult Probation File (APF), Probation Identifier (X-Number), Last
Name, First Name, and Court Case Number.

6.3.3

Juvenile Probation File (JPF)
This file contains documents that may include, but are not limited to the file folder
itself, arrest reports, supervision and investigation court reports, court orders,
miscellaneous court documents, financial and payment records, assessments,
miscellaneous forms, computer print-outs, cards, probationer report-in records,
miscellaneous handwritten documents, and photographs. The documents may be
on single or double-sided paper of varying sizes, thickness, finishes, and color. A
file may be several inches thick and include a California Youth Authority File.
The index for the imaged file will include the file descriptor for Juvenile
Probation File (JPF), Probation Identifier (PDJ Number), Juvenile Automated
Index Number (JAIN Number), Last Name, First Name, and Court Case Number.

6.3.4

Financial Services File
This file consists of a letter size file folder with fasteners containing information
regarding the restitution requirements of a defendant/minor.

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6.3.5

6.3.4.1

An Adult Restitution File (ARF) may include, but is not limited to the
file folder itself, arrest reports, court reports, court orders, victim and
loss lists, letters to victims, financial assessments, financial change
reports, comment sheets and related forms, letters, faxes, checks,
invoices, and photographs.. The documents may be on single or
double-sided paper of varying sizes, thickness, finishes, and color. The
index for the imaged file will include the file descriptor for Adult
Restitution File (ARF), Probation Identifier (X-Number), Collection
and Accounts Receivable System (CARS) Number, Last Name, First
Name, and Court Case Number.

6.3.4.2

A Juvenile Restitution File (JRF) may include, but is not limited to the
file folder itself, arrest reports, court reports, court orders, victim and
loss lists, letters to victims, financial assessments, financial change
reports, comment sheets and related forms, letters, faxes, checks,
invoices, and photographs.. The documents may be on single or
double-sided paper of varying sizes, thickness, finishes, and color. The
index for the imaged file will include the file descriptor for Juvenile
Restitution File (JRF), Centralized Restitution System (CRS) Number,
Probation Identifier (PDJ Number), Last Name, First Name, and Court
Case Number.

6.3.4.3

A Juvenile Reimbursement File (JRB) may include, but is not limited
to the letter size file folder itself, court orders, Debtor letters, Account
setup confirmation sheet, financial statements, pay stubs, tax forms,
assessment forms, debtor letters, Chart of Detainment cost, Minor’s
detainment dates, Minor’s court history, Financial evaluation
notification letters, Personal checks, Accounts Receivable transaction
forms, and refund memos. The documents may be on single or doublesided paper of varying sizes, thickness, finishes, and color. The index
for the imaged file will include the file descriptor for Juvenile
Reimbursement File (JRB), Collection and Accounts Receivable
System (CARS) Number, Probation Identifier (PDJ Number), Last
Name, First Name, and Court Case Number.

Pretrial Packets (PRP)
These consist of stapled packets of documents pertaining to the pretrial
investigation of a defendant. The packet contains uniform 8.5”x11” white bond
pages, including, but not limited to, information and comment sheets, interview
records, court reports, investigative reports, criminal history records, and
evaluation and assessment forms. The index for the imaged file will include the
file descriptor for Pretrial Packets (PRP), Application Number, Last Name, and
First Name.

6.3.6

Integration with PEDMS
Imaged documents will be integrated into the Probation Department’s online
Probation Enterprise Document Management System (“PEDMS”), which uses
Global360’s Empower software.

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6.4

PUBLIC DEFENDER
6.4.1

Felony Case File (FCF)
This file consists of documents related to the defense of a defendant charged with
a felony as defined by statute. Documents include, but are not limited to: Court
documents (Complaint, Information, Petition, Supplemental Petition, Pleas and
Waiver forms, Arrest/Bench Warrants), police reports, documents which may
have been received by way of discovery from the District Attorney, Jury Selection
Documents, Subpoenas, Motions, Priors (Rap Sheet, Department of Corrections
Packet), Discovery Documents, Transcripts, Search Warrants/Wiretap
Documents, Probation Reports, Probation Violation Worksheet, Criminal
fingerprint card, photographs, Scientific Reports (Autopsy, DNA, Ballistics,
Fingerprints, other Lab Reports), Medical/ Psychiatric Reports, Asset Forfeiture
Notice, Media Reports, photographs and miscellaneous correspondence. The
documents are of varying sizes, paper type and color. Every Public Defender Case
File Jacket Package consists of a set of four primary fields: Defendant(s) First
Name, Middle Name, Last Name, and Court Case Number.

6.4.2

Misdemeanor (MCF)
This file consists of documents related to the defense of a defendant charged with
a misdemeanor as defined by statute. Documents include, but are not limited to:
Court documents (Complaint, Information, Petition, Supplemental Petition, Pleas
and Waiver forms, Arrest/Bench Warrants), police reports, documents which may
have been received by way of discovery from the District Attorney or various city
prosecutors, Jury Selection Documents, Subpoenas, Motions, Priors (Rap Sheet,
Department of Corrections Packet), Discovery Documents, Transcripts, Search
Warrants/Wiretap Documents, Probation Reports, Probation Violation Worksheet,
Criminal fingerprint card, photographs, Scientific Reports (Autopsy, DNA,
Ballistics, Fingerprints, other Lab Reports), Medical/Psychiatric Reports, Asset
Forfeiture Notice, Media Reports, photographs and miscellaneous
correspondence. The documents are of varying sizes, paper type and color. Every
Public Defender Case File Jacket Package consists of a set of four primary fields:
Defendant(s) First Name, Middle Name, Last Name, and Court Case Number.

6.4.3

Do Not Destroy Case File (DNDCF)
This file consists of documents related to the defense of a defendant charged with
a felony as defined by statute. Documents include, but are not limited to: Court
documents (Complaint, Information, Petition, Supplemental Petition, Pleas and
Waiver forms, Arrest/Bench Warrants), police reports, documents which may
have been received by way of discovery from the District Attorney or various city
prosecutors, Jury Selection Documents, Subpoenas, Motions, Priors (Rap Sheet,
Department of Corrections Packet), Discovery Documents, Transcripts, Search
Warrants/Wiretap Documents, Probation Reports, Probation Violation Worksheet,
Criminal fingerprint card, photographs, Scientific Reports (Autopsy, DNA,
Ballistics, Fingerprints, other Lab Reports), Medical/Psychiatric Reports, Asset
Forfeiture Notice, Media Reports, photographs and miscellaneous
correspondence. The documents are of varying sizes, paper type and color. Every

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Public Defender Case File Jacket Package consists of a set of four primary fields:
Defendant(s) First Name, Middle Name, Last Name, and Court Case Number.
6.4.4

Juvenile Case File (JCF)
This file consists of documents related to the defense of a minor charged with a
misdemeanor or felony as defined by statute. Documents include, but are not
limited to: Court documents (Complaint, Information, Petition, Supplemental
Petition, Pleas and Waiver forms, Arrest/Bench Warrants), police reports,
documents which may have been received by way of discovery from the District
Attorney or various city prosecutors, Jury Selection Documents, Subpoenas,
Motions, Priors (Rap Sheet, Department of Corrections Packet), Discovery
Documents, Transcripts, Search Warrants/Wiretap Documents, Probation Reports,
Probation Violation Worksheet, Criminal fingerprint card, photographs, Scientific
Reports (Autopsy, DNA, Ballistics, Fingerprints, other Lab Reports),
Medical/Psychiatric Reports, Asset Forfeiture Notice, Media Reports,
photographs and miscellaneous correspondence. The documents are of varying
sizes, paper type and color. Every Public Defender Case File Jacket Package
consists of a set of five primary fields: Defendant(s) First Name, Middle Name,
Last Name, and Court Case Number and Petition Date.

6.4.5

Loose Papers (LSP)
These consist of miscellaneous documents that may be part of the case file, but
were found or maintained separately from the main file.

6.5

ALTERNATE PUBLIC DEFENDER
6.5.1

6.5.2

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prosecutors, Jury Selection Documents, Subpoenas, Motions, Priors (Rap Sheet,
Department of Corrections Packet), Discovery Documents, Transcripts, Search
Warrants/Wiretap Documents, Probation Reports, Probation Violation Worksheet,
Criminal fingerprint card, photographs, Scientific Reports (Autopsy, DNA,
Ballistics, Fingerprints, other Lab Reports), Medical/Psychiatric Reports, Asset
Forfeiture Notice, Media Reports, photographs and miscellaneous
correspondence. The documents are of varying sizes, paper type and color. Every
Public Defender Case File Jacket Package consists of a set of four primary fields:
Defendant(s) First Name, Middle Name, Last Name, and Court Case Number.
6.5.3

Investigation Case File (ICF)
This file contains documents related to investigations conducted by the Public
Defender’s Investigation’s staff. Documents include but are not limited to:
Investigation Requests, Interview Reports, Evidentiary Documentation, Case
Notes, Investigation Reports, photographs and miscellaneous correspondence.
Every Public Defender Investigation File Jacket Package consists of a set of five
primary fields: File Number, Investigator Last Name, First Name or Initial, Date
Closed and Date Reopened.

6.5.4

Loose Papers (LSP)
These consist of miscellaneous documents that may be part of the case file, but
were found or maintained separately from the main file.

7.0

RESPONSIBILITIES
County and Contractor will be subject to the responsibilities specified in this Section 7.0 below.
7.1

COUNTY RESPONSIBILITIES
7.1.1

Personnel
County will administer the Contract according to Paragraph 6 (Administration of
Contract – County) of the base Contract. County’s specific duties will include:
7.1.1.1

Monitoring Contractor’s performance in the daily operation of the
Contract.

7.1.1.2

Providing direction to Contractor in areas relating to policy,
information, and procedural requirements.

7.1.1.3

Preparing Change Notices in accordance with Paragraph 8 (Change
Notices and Amendments) of the base Contract.

7.1.1.4

Ensuring compatibility with the software application(s) used by
County. Images may be in single or multi-page tiff files, depending
upon the application of the County Department.

7.1.1.5

Querying each County Department’s FTP site to ensure that files that
have been transmitted to County in electronic form were, in fact,
received by County.

7.1.1.6

In the event that data is lost by County, due to unforeseen
circumstances, providing a copy of the lost data in the format specified

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by County. Contractor shall be required to maintain a maximum of six
(6) months of County data to satisfy this requirement.

7.1.2

7.1.1.7

In the event that a transmittal sheet is not in the box submitted to
Contractor, at the request of County, indexing the box contents and
providing a listing to County in the format specified by County.

7.1.1.8

In the event that files are not in the sequence as provided on the
transmittal sheet, re-ordering the files in the sequence as shown on the
transmittal sheet.

7.1.1.9

In the event that the Banker’s box that was submitted by County was
damaged or not in the condition which was originally submitted to
Contractor, replacing the box with a standard Banker’s box.

Furnished Items
7.1.2.1

With the exception of document pick-up and return, all work shall be
done at Contractor’s facility. However, in the event that it is necessary
for Contractor to perform work at County’s facility, County may
provide the following to Contractor only when Contractor is on site at
the Records and Identification Bureau, Probation Department Central
Records Facility and District Attorney Archive Facility, Public
Defender Archive Facility, Alternate Public Defender Archive Facility:
i. Office space with appropriate furniture
ii. Personal computer system
iii. Telephone
iv. Paper supplies
v. Photocopier

7.1.2.2

County shall provide to Contractor on a regular basis all reports and
records for processing as specified in Section 9.0 (Performance
Requirements Summary) of this Statement of Work. Please note that
the box size referenced refers to a standard Banker’s Box.
7.1.2.2.1

Public Defender, District Attorney, Alternate Public
Defender, Probation Department, Sheriff’s stations, and
other custodial facilities shall be responsible for
determining which files will be sent to RIB, IRC,
Probation’s Central Records Section, Pretrial Services
Division or Budget and Fiscal Services or the Public
Defender, District Attorney, Alternate Public Defender
archive Facility for pick-up by Contractor.

7.1.2.2.2

Public Defender, District Attorney, Alternate Public
Defender, Probation Department, Sheriff’s station, and
other facility staff shall store all documents/ reports for
imaging in standard packing boxes. Each box shall be
labeled with name of facility, organization, box number,

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brief content description, and the number of records/
documents contained in the box.
7.1.2.2.3

For the Sheriff, the total number of records in each box will
vary between 700 and 1,000 records. For the District
Attorney and Alternate Public Defender, total number of
case records in each box will vary between 1-30 for Felony
Case Files (FCF), 45-50 for Misdemeanor Case Files
(MCF) and 1-50 for Investigation Case Files (ICF). For
Public Defender, total number of case records in each box
will vary between 1-150 for Felony Case Files (FCF), 45400 for Misdemeanor Case Files (MCF), 1-50 Do Not
Destroy Case Files (DNDCF), and 1-150 for Juvenile Case
Files (JCF).

7.1.2.2.4

For the Probation Department, boxed files from Central
Records will average about 45 files per box for adult files
and 10 files per box for juvenile files. Pretrial Services will
average about 300 packets per box, and from Budget and
Fiscal Office will average about 45 files per box.
Contractor should note that there may well be subsidiary
case files in Probation Department records; thus there is a
more complex structure of Probation Department case files,
as described elsewhere in Section 8.4.16 below. The
number of files may differ from the number of cases for
that reason.

7.1.2.2.5

District Attorney, Probation Department, Sheriff’s station,
and other facility staff shall create an index/ transmittal
sheet of all boxes sent to Contractor for imaging. Such
index shall identify each record sent for imaging according
to the report’s Uniform Report Number (URN) or Court
Case Number or Investigation Case Number.

7.1.2.2.6

For Sheriff, all boxed records shall be delivered to the
vendor, Iron Mountain for Storage depending on location of
the facility. For District Attorney, all boxed records shall
be delivered to their Commerce Archive Facility. For the
Public Defender and the Alternate Public Defender, all
boxed records shall be delivered to their respective archive
facilities.

7.1.2.2.7

For the Public Defender, District Attorney, Alternate Public
Defender, some case file documents may be written in
pencil. Similarly, some files may include xerographic
copies, or on other than normally legible 8 ½” X 11” or 8
½” 14” records (e.g. napkins, post it notes, cash register
receipts) that are illegible in paper form. If, after scanning
and rescanning, a document completed in pencil or other

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“exception document” as those noted above that is an
illegible xerographic copy cannot be effectively imaged,
then Contractor may return such document to County.
7.1.2.2.8

Probation Department boxes (files/packets) picked up at
Pretrial Services Division sites are returned to Pretrial
Wilshire Office for long term archiving.

7.1.2.2.9

Probation Department boxes (files) picked up at Central
Records Section sites will be returned within 14 business
days of pickup for quality review and destruction to Central
Records Section.

7.1.2.2.10 Probation Department boxes (files) picked up at Budget and
Fiscal Services sites shall be returned within 14 business
days of pickup to Lynwood Section.
7.2

CONTRACTOR RESPONSIBILITIES
7.2.1

7.2.2

Contract Manager
7.2.1.1

Contractor shall provide a full-time Contract Manager and designated
alternate. County must have access to Contractor’s Contract Manager
and/or designated alternate at all times, seven (7) days per week.
Contractor shall provide a telephone number where Contractor’s
Contract Manager may be reached on a twenty-four (24) hour per day
basis.

7.2.1.2

The Contract Manager shall act as a central point of contact with
County’s Contract Administrator and/or the applicable County’s
Project Manager.

7.2.1.3

Contractor’s Contract Manager and the alternate must demonstrate
previous experience, within the last five (5) years, in the management
of work similar in scope, size and complexity as County’s
requirements.

7.2.1.4

Contractor’s Contract Manager, or the alternate, shall have full
authority to act for Contractor on all matters relating to the daily
operation of the Contract. Contractor's Contract Manager, or the
alternate, shall be able to effectively communicate, in English, both
orally and in writing.

Personnel
7.2.2.1

Contractor shall assign a sufficient number of employees to perform
the required work. At least one (1) employee at Contractor’s site shall
be authorized to act for Contractor and must speak and understand
English. All personnel assigned to perform any task related to this
contract shall undergo a Background investigation to ensure that these
persons are with good moral character and integrity. Contractor is
advised that the background investigation and approval process may
take up to or somewhat longer than a four-week time period, after that

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employee candidate has been identified by Contractor. Contractor shall
ensure that by the first day of employment, all persons with access to
the records submitted by the Sheriff’s, District Attorney, Public
Defender, Alternate Public Defender, Probation Department shall have
undergone a background investigation as well as signed a Criminal
Offender Record Information (“CORI”) Statement, which will be
attached to the Contract as Exhibit J. The signed CORI Statement
copies shall be forwarded to each Department within five (5) business
days of start of employment.
7.2.2.2

7.2.3

Uniforms/Identification Badges
7.2.2.2.1

Contractor employees assigned to pick up documents and
records from County facilities shall wear an appropriate
uniform at all times.

7.2.2.2.2

Contractor employee uniform shall consist of a shirt with
the company name on it.

7.2.2.2.3

Contractor employee uniform pants are optional. All
uniforms, as required and approved by County’s Contract
Administrator, or his/her designee, will be provided by and
at Contractor’s expense.

7.2.2.2.4

Contractor shall furnish and require every on-duty
employee to wear a visible photo identification badge
identifying employee by name, physical description, and
company. Such badge shall be displayed on each
employee's person at all times he/she is on the County
designated property.

Materials and Equipment
The purchase of all materials/equipment to provide the required imaging services
is the responsibility of Contractor. Contractor shall use materials and equipment
that are safe for the environment and safe for use by its employees.

7.2.4

7.2.5

Training
7.2.4.1

Contractor shall provide training programs for all new employees and
continuing in-service training for all employees.

7.2.4.2

All employees shall be trained in their assigned tasks and in the safe
handling of equipment. All equipment shall be checked daily for
safety. All employees must wear safety and protective gear according
to OSHA standards, as appropriate.

7.2.4.3

All employees shall be trained in the secure and confidential handling
of County documents.

Contractor’s Office
Contractor shall maintain an office with a telephone in the company’s name where
Contractor conducts business. At least one (1) employee who can respond to

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inquiries and complaints, which may be received about Contractor’s performance
of the Contract, shall staff the office during the hours of 8:00 a.m. to 5:00 p.m.,
Monday through Friday. When the office is closed, an answering service shall be
provided to receive calls. Contractor shall answer calls received by the answering
service within two (2) hours of receipt of the call.
7.3

8.0

WORK SCHEDULES
7.3.1

Contractor shall submit for review and approval its work schedule to County’s
Contract Administrator within ten (10) days prior to starting work. Said work
schedules shall be set on an annual calendar identifying all the required on-going
maintenance tasks and task frequencies.

7.3.2

Contractor shall submit revised schedules when actual performance differs
substantially from planned performance. Said revisions shall be submitted to
County‘s Contract Administrator for review and approval within five (5) working
days prior to scheduled time for work.

SPECIFIC WORK REQUIREMENTS – CONTRACTOR
Contractor shall provide the Document Imaging Services and other related work as specified in
this Section 8.0 below.
8.1

8.2

DOCUMENT PICK UPS AND RETURNS
8.1.1

Contractor’s Contract Manager and County’s Contract Administrator, working
with each Department, shall develop a document pick-up and return schedule for
each Department. County’s staff will call Contractor prior to the scheduled pickup if there are no boxes ready for pick-up. In the event of unusually high volume,
County will call Contractor and give the number of boxes to allow Contractor to
determine which vehicle will be required.

8.1.2

County shall provide Contractor with records/documents that are stored in
adequately marked boxes. Contractor will pick-up these boxes from Locations
specified in Section 3.4 above.

8.1.3

Upon arrival with new boxes from County facilities, Contractor shall check each
box against the index/transmittal sheet prepared by County personnel, if such
document was prepared, to confirm they are the correct boxes. These boxes shall
be stored in a secure area until Contractor’s employees can prepare the documents
for imaging.

8.1.4

Contractor shall be required to digitally image documents contained within a file
in the same sequence as originally received. Contractor shall also return to County
documents within a file in the same sequence as originally received.

8.1.5

The resulting electronic images and their indices shall be in an Oracle, Ms SQL or
other ODBC compatible format in an online-based repository.

SHERIFF DOCUMENTS
Sheriff’s Department documents consist of several types of records, including the
following:

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8.2.1

Incident Report Package (IRP) consists of a stapled bundle of single and/or
double-sided paper, forms, and cards and photographs of varying sizes, type and
color that reference a reported incident.

8.2.2

Booking Jacket Package (BJP) consists of a stapled bundle of single and/or
double-sided papers, forms, and cards of varying sizes, type of paper and color,
which are generated in any of the Sheriff’s facilities.

8.2.3

Station Booking Package (SBP) consists of a stapled bundle of single and/or
double-sided paper, forms, cards of varying sizes, type of paper and color, which
are reports generated in the various Sheriff’s stations.

8.2.4

Loose Papers (LSP) consist of miscellaneous documents of varying sizes, types of
paper and color. These are usually loose documents from previously scanned and
processed records.

8.2.5

Conversion of approximately 15 million digital images stored in Exigen’s “.dms
format to a “.tiff” format. Sheriff’s Department may select conversion amounts in
phases or groupings of records.

8.2.6

Before scanning, Contractor must separate all Injured on Duty (IOD) documents
and documents labeled “Confidential” from the IRP, unless otherwise stipulated
and return those documents to RIB on the next scheduled weekly document pickup and return. The Injured on Duty and “Confidential” documents will not be
imaged, but will be sent back to RIB.

8.2.7

Contractor shall store all Sheriff non-returned documents and packages in a secure
facility with limited auditable access, for a period of six (6) months, if images
have already been imported into SIRRAS and verified, commencing on the date of
pick-up from County facilities by Contractor, or until the imaged record is
successfully imported into SIRRAS, whichever comes later.

8.2.8

8.2.9

Sheriff Document Imaging Preparation
8.2.9.1

Currently, the Sheriff’s monthly average workload totals about
600,000 pages. These figures are not a guaranteed monthly minimum.
The figures below constitute an average that will vary on a monthly
basis. The workload breakdown is as follows:

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8.2.9.2

Document Report

Avg No.
Boxes/Month

Avg.No.
Packages/Box

Avg No.
Pages/Pkg
Avg No.
Images

Incident Report Package

800

320,000

Booking Jacket Package

600

216,000

Station Booking Package

525

42,000

Loose Papers

3,800

19,000

Digital Images
Conversion

Total No.
Pages/Month

Up to 15
Million

8.2.10 Documents will be imaged according to their box location. Preparation of
documents for imaging shall include but not be limited to the following:
8.2.10.1

Inserting separator for each new record;

8.2.10.2

Removing paper clips and/or staples;

8.2.10.3

Arranging papers, if necessary;

8.2.10.4

Repairing any pages torn, bent or otherwise damaged, if necessary;

8.2.10.5

Straightening pages;

8.2.10.6

Separating Booking Jackets from documents found in the file; and

8.2.10.7

Preparing exception report for documents that are in such poor
condition that they cannot be scanned.

8.2.11 Contractor shall not in any way modify, delete, insert, alter, transform and/or add
to the information contained in any document and/or package in any form or by
any means, unless specified herein.
8.2.12 Document Imaging and Document Enhancement
Contractor shall image documents contained in the various packages, excluding
all IOD and Confidential documents according to the following specifications:
8.2.12.1

Documents shall be imaged at a minimum resolution of 200 DPI.
Pictures resolution will have a higher resolution and will be specified
by RIB.

8.2.12.2

Image format shall be Bitonal Group IV TIFF.

8.2.12.3

Image enhancements shall include but not be limited to edging, line
removal, de-skewing and de-speckling. All images shall be clear and
readable. Contractor shall not de-speckle cards containing
fingerprints.

8.2.12.4

Both sides of all documents shall be imaged, excluding blank pages.
Contractor shall image the front and back of all booking jackets.

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8.2.12.5

Conversion of up to 15 million digital images from a “.dms” format to
a “.tiff” format.

8.2.13 Indexing of Packages
County will provide Contractor with the following package types and other
packages, as needed, which are designated by the applicable County’s Project
Manager for Document Imaging Services:
8.2.13.1

Booking Jackets (BJP)

8.2.13.2

Station Booking (SBP)

8.2.13.3

Incident Reports (IRP)

8.2.13.4

Loose Papers (LSP)

8.2.14 Contractor shall create indices for all imaged documents in accordance with the
following specifications:
8.2.14.1

Booking Jackets and Station Booking packages may have the
following 4 to 6 indices:
i. Booking number (7 numeric)
ii. Booking date (mmddyyyy)
iii. First Name*
iv. Last Name*
v. Folder type (3 CHAR – values are BJP for Booking Jacket and SBP
for Station Booking
vi. Document type (3 CHAR)
The information contained in the Booking Jacket Package from IRC or
Station Booking Package may have bar codes, which may contain
the information required for indexing.

8.2.14.2

Incident Report Packages may have the following 4 to 6 indices:
i. Uniform Report Number (URN)(15 CHAR)
ii. Report date (mmdyyy)
iii. First Name*
iv. Last Name*
v. Folder type (3 CHAR) (Values are IRP for incident report)
vi. Document type (3 CHAR)

8.2.14.3

Loose paper packages shall have the following indices:
i. Uniform Report Number (URN) (15 CHAR) or Booking Number
(7 numeric)
ii. Folder type (3 CHAR) (Values are LSP for loose papers)

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iii. Document type (3 CHAR)
*

Contractor will always look on documents to use a person’s name. However,
in the event that only a business name is available, Contractor will use
“NONE” as the First and Last Name.

8.2.15 During the indexing process, Contractor shall verify each page to ensure quality
images. Documents that require rescanning shall be taken out of the indexing
queue and placed in rescanning area.
8.2.16 In the event that County’s stations and custodial facilities are not able to produce
an index/transmittal sheet of all packages sent to Contractor, Contractor shall
provide an index/transmittal sheet of documents in the particular box in the
manner specified by and at the request of County.
8.2.17 Upon completion of the indexing process, including verification, Contractor will
separate returned documents from non-returned documents.
8.2.18 Contractor shall create images and indices, which have formats and file naming
conventions, which are fully compatible with and supported by Visiflow Connect
as follows:
8.2.18.1

Image Documents and associated index information created for County
shall be placed on Contractor’s secured server accessible by FTP, for
use by the Visiflow system. The target FTP system will contain one (1)
or more Image Document(s) and a single index file. Each Document
Image File that is created must have an entry inserted into the Index
Text File. This text file will contain a single line of index values for
each and every Document Image File created by Contractor and placed
on the target FTP system. The index value should be a fixed length and
separated by a delimiting character, such as a “PIPE” (l).

8.2.18.2

Contractor shall not use standard punctuation characters, such as
comma or semi-colon. The last entry in the index line must represent
the Document Image File location name. For example, if the Index File
is located at the root, and the Image Documents are in a sub directory
named “IMAGES”, the last parameter in the index line should read
“\IMAGES\xxxxxxxx.tif, where xxxxxxxx.tif is the actual name of the
Image Document. The target FTP system should be built to NOT use a
directory structure; in other words, the single Index File and multiple
Image Document Files should be placed in single directory structures
off of the root.

8.2.18.3

Image Document Files should be created to Bitonal Group 4 TIFF
Multi-Page standards. Each package (Booking Jacket Package,
Incident Report Package, and Station Booking Package) will contain
one or more documents. Each document file will contain one or more
pages related as a single entity. For example, a single Booking Jacket
Package may contain multiple documents, each of which may contain
multiple pages. A single document will represent a single image file on
the Target FTP System and a single entry in the Index File.

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8.2.18.4

Each folder at the folder level will contain indices based upon the
folder type.
8.2.18.4.1 Booking Jacket and Station Booking Packages will contain
one or more documents, each of which shall have a data
value placed in the following index fields (indices):
i.

Folder_Type – 3 CHAR – values BJP and SBP

ii.

Document_Type – 3 CHAR

iii.

Booking Number – 7 Numeric

iv.

Booking Date – mmddyyyy

Last Name

vi.

First Name

8.2.18.4.2 Incident Report documents shall have data values placed in
the following index fields (indices):
i.

Folder_Type – 3 CHAR – values IRP

ii.

Document_Type – 3 CHAR

iii.

Uniform Report Number (URN) (15 CHAR)

iv.

Report_Date – mmddyyyy

8.2.18.4.3 Loose Paper documents shall have data values placed in the
following index fields (indices):
i.

Folder_Type – 3 CHAR – values LSP

ii.

Document_Type – 3 CHAR

iii.

Uniform Report Number (URN) (15 CHAR) and/or
Booking Number (7 CHAR)

8.2.19 Contractor shall develop a software database repository of images and indices in a
format as specified in Section 8.2.14 (Indexing of Packages) above.
8.2.20 Contractor shall store this repository of images and indices on a computer server
accessible by FTP, for use by the Visiflow system and shall be accessible and
importable via on-line and/or on-line Internet secured access to County.
Contractor shall make the repository available to County upon request. Contractor
shall also provide County online web access of imaged documents that are not yet
available to County due to the importation/validation process, for the sole purpose
of meeting public and law enforcement document requests.
8.2.21 Contractor shall be solely responsible for all hardware, software and related
professional services required for the complete process of creating, maintaining,
transmitting, and receipt of data from the data repository by County. These
services shall also include software and hardware maintenance, including, but not
limited to, any equipment and/or software upgrades and/or enhancements, and/or
professional services.
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8.2.22 Contractor shall provide County access to the file server, where scanned images
are stored, on a 24/7 schedule and Contractor must meet the security requirements
of County.
8.2.23 Contractor shall, upon request by County, provide copies of any images stored in
this file server.
8.2.24 Contractor shall upload the scanned images and their indices into the data
repository within one (1) week of pick-up of the documents/records from County
at the agreed upon fee Contractor shall transmit this data within 5 business days in
the format specified by County.
8.2.25 County shall import the data repository into County’s SIRRAS system on a
regular basis as determined and specified by County.
8.2.26 Contractor shall retain the data repository until notified by County.
8.2.27 Contractor shall provide all information, support and assistance necessary for the
importation of the data repository into County system. Contractor will validate the
sufficiency of the data delivered by FTP to the staging server maintained by
County after each transmission session. Contractor will notify Department of
incomplete delivery due to technical access issues.
8.3

DISTRICT ATTORNEY DOCUMENTS
8.3.1

District Attorney documents to be imaged consist of several types of records,
which include the following:
8.3.1.1

Felony Case File (FCF) consists of a file folder containing single
and/or double-sided paper, forms, cards, and photographs of varying
sizes, type of paper and color.

8.3.1.2

Misdemeanor Case File (MCF) consists of a file folder containing
single and/or double-sided paper, forms, cards, and photographs of
varying sizes, type of paper and color.

8.3.1.3

Investigation Case File (ICF) consists of a file folder containing single
and/or double-sided paper, forms, cards, and photographs of varying
sizes, type of paper and color.

8.3.2

Case Files may occasionally contain various forms of media that are not
appropriate for imaging, i.e., audio tapes, CDs, sealed envelopes, etc. Contractor
must separate these items from the Felony, Misdemeanor and Investigation Case
Files and return them to the DA’s Archive Facility on the next scheduled weekly
document pick-up and return. Items must be identified specifically as to the case
folder to which they belong, and all returns must be accompanied by a log sheet of
returned items.

8.3.3

Contractor shall separate all photographs from the Felony, Misdemeanor and
Investigation Case Files after the document has been imaged and verified, while
Contractor will store the remaining portions of those records for destruction as
instructed by the DA. All photographs will be returned to the DA’s Archive
Facility on the next scheduled weekly document pick-up and return, but only after

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they have been imaged and verified. Such photographs must be identified as to the
case to which they belong to enable the DA to associate the photographs with the
case files.
8.3.4

Contractor shall store all District Attorney non-returned documents and packages
in a secure facility with limited auditable access, for a period of six (6) months, if
images have already been scanned, indexed and verified, commencing on the date
of pick-up from County facilities by Contractor, or until the imaged record is
successfully imported into District Attorney’s Document Management System,
whichever comes later.

8.3.5

8.3.6

Contractor is required to furnish a listing of all boxes and case numbers which are
eligible for destruction on a monthly basis and the department will match this
listing and furnish contractor with box id’s and case numbers to be queued for
examination prior to destruction. Upon review and approval of the queued items
the department will approve the destruction event schedule and contractor will
proceed. Items held or failing review will delay the destruction until resolved by
department and contractor.

8.3.7

Contractor shall contact County's Project Manager for the District Attorney
immediately in the event of damage to any case file.

8.3.8

District Attorney Document Imaging Preparation
The District Attorney’s current total monthly average workload totals about 1.5
million pages. Due to minimal staff from January through June the average
workload totals shall be reduced to about 1.2 million pages. The workload
breakdown is as follows:
Document Report

Avg No.
Avg.No.
Avg No.
Boxes/Month Packages/Box Pages/Pkg Avg
No. Images

Felony Case File

1,220/1000

Misdemeanor Case File

Investigation Case File

Loose Papers

1,200

The District Attorney plans to image Felony Case Files as a first priority.
Misdemeanor and Investigation Case Files may be imaged once all of the
priority files have been processed.

** Boxes containing loose papers will be forwarded for imaging on an
infrequent, as-needed basis.
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8.3.9

Preparation of documents for imaging shall include, but not be limited to, the
following:
i.

Inserting separator for each new case record;

ii.

Removing paper clips and/or staples;

iii.

Arranging papers if necessary;

iv.

Repairing pages if torn, bent or otherwise damaged, if necessary;

Straightening pages; and

vi.

Separating Case File Jackets from documents found in the file.

8.3.10 Contract shall prepare exception report for documents that are in such poor
condition that they cannot be scanned or those reports that were written in pencil.
Contractor’s quality control section shall review imaged documents to ensure
accuracy prior to transmission of images to County.
8.3.11 Contractor shall not in any way modify, delete, insert, alter, transform and/or add
to the information contained in any document and/or package in any form or by
any means, unless specified herein.
8.3.12 Document Imaging and Document Enhancement
Contractor shall image documents contained in the various packages according to
the following specifications
8.3.12.1

Documents shall be imaged at a minimum resolution of 200 DPI.

8.3.12.2

Image format shall be Bitonal Group IV TIFF.

8.3.12.3

8.3.12.4

Both sides of documents shall be imaged, excluding blank pages.
Contractor shall image the front, insides and back of all Case File
Jackets.

8.3.12.5

Contractor shall index each record according to County’s
specifications.

8.3.12.6

Contractor shall verify all scanned images to ensure complete image
capture.

8.3.12.7

Contractor shall de-skew and rotate images as necessary.

8.3.12.8

Contractor shall verify all index information to ensure accurate
retrieval of the imaged data.

8.3.12.9

Contractor’s Contract Manager shall coordinate all pick-up and
delivery of source media and converted data.

8.3.13 Indexing of Packages

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8.3.13.1

County will provide Contractor with the following package types and
other packages, as needed that are designated by the applicable
County’s Project Manager for document imaging services:
i. Felony Case File (FCF)
ii. Misdemeanor Case File (MCF)
iii. Investigation Case File (ICF)
iv. Loose Papers (LSP)

8.3.13.2

Contractor shall create indices for all imaged documents in accordance
with the following specifications:
8.3.13.2.1 Felony and Misdemeanor Case File packages shall have a
data value placed in the following index fields:
i.

Defendant_Last_Name – 20 CHAR

ii.

Defendant_First_Name – 15 CHAR

iii.

DA_Case_Number – 8 Numeric

iv.

Court_Case_Number – 8 CHAR

Folder_Type – 3 CHAR (FCF, MCF)

8.3.13.2.2 Investigation Case File packages will contain one or more
documents, each of which shall have a data value placed in
the following index fields:
i.

Investigation_File _Number – 12 CHAR

ii.

Investigator_Last_Name – 20 CHAR

iii.

Investigator_First_Name/Initial – 15 CHAR

iv.

Date_Closed – mmddyyyy

Date_Reopened – mmddyyyy

vi.

Folder_Type – 3 CHAR (ICF)

8.3.13.2.3 Loose Paper documents shall have data values placed in the
following index fields:
i.

Defendant First_Name – 20 CHAR

ii.

Defendant Last_Name – 15 CHAR

iii.

DA_Case_Number – 8 Numeric (If folder type =
FCF or MCF)

iv.

Court_Case_Number – 8 CHAR (If folder type =
FCF or MCF)

Investigation_File_Number – 12 CHAR (If folder
type = ICF)

vi.

Folder_Type – 3 CHAR (FCF, MCF, ICF)

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8.3.14 During the indexing process, Contractor shall verify each page to ensure quality
images. Documents that require rescanning shall be taken out of the indexing
queue and placed in rescanning area.
8.3.15 In the event that the District Attorney’s staff is not able to produce an
index/transmittal sheet of all packages sent to Contractor, Contractor may produce
an index/transmittal sheet of documents in the particular box.
8.3.16 Upon completion of the indexing process, including verification, Contractor will
separate returned documents from non-returned documents.
8.3.17 Contractor shall create images and indices according to the following
specifications:
8.3.17.1

Imaged documents and associated index information created for
County shall be placed on Contractor’s secured server accessible by
FTP. This server must have an internet connection equivalent to T1 or
better.

8.3.17.2

Image Document Files shall be created to TIFF Group 4 Multi-Page
standards. Each package (Felony, Misdemeanor, and Investigation
Case Files) will contain one or more documents. Each document will
contain one or more pages related as a singled entity. For example, a
single Felony Case File Package may contain multiple documents, and
each of those documents may contain multiple pages. It is not
necessary to create one image file per document, but each image file
will represent no more than one package/case file. An image file may
contain multiple documents if this makes the scanning process more
efficient. Contractor will be required, however, to break large packages
into multiple image files to achieve acceptable image retrieval
performance.

8.3.17.3

Contractor will be required to create the image files and associated
index files according to a published format that can be provided as
input to an import utility used by County; the format specifics will be
provided to Contractor before work commences. An example is the
“msb” format used by Kofax or another “mass scan batch” file, though
the actual convention used may be different.

8.3.17.4

Each folder at the folder level will contain indices based upon the
folder type.

8.3.18 Contractor shall develop a software database repository of images and indices in a
format as specified in Section 8.3.13 (Indexing of Packages) above.
8.3.19 Contractor shall store this repository of images and indices on a computer server
accessible by FTP, which shall be accessible and importable via on-line and/or online Internet secured access to County. Contractor shall make the repository
available to County upon request. Contractor shall also provide County online
web access or self-contained compact disks (CDs) of imaged documents that are
not yet available to County due to the importation/ validation process, for the sole
purpose of meeting public document requests.
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8.3.20 Contractor shall be solely responsible for all hardware, software, and related
services required for the complete process of creating and maintaining the data
repository. These services shall also include software and hardware maintenance
including, but not limited to, any equipment and/or software upgrades and/or
enhancements and back up and recovery.
8.3.21 Contractor shall provide County on-line and/or Internet secured access to the data
repository on a twenty-four (24) hours a day, seven (7) days a week basis.
8.3.22 Contractor shall upload the scanned images and their indices into the data
repository within one (1) week of pick-up of the documents/records from County.
8.3.23 County shall import the data repository into County’s system on a regular basis.
8.3.24 Contractor shall retain the data repository for a minimum of thirty (30) days after
County has imported the data repository.
8.3.25 Contractor shall provide all information, support and assistance necessary for the
importation of the data repository.
8.4

PROBATION DEPARTMENT DOCUMENTS
8.4.1

Probation will provide Contractor with the following documents to be imaged:
8.4.1.1

Pretrial Packets (PRP) from Pretrial Services Division consist of
stapled packets of documents pertaining to the pretrial investigation of
a defendant. The packet contains uniform 8.5”x11” white bond pages,
including, but not limited to, information and comment sheets,
interview records, court reports, investigative reports, criminal history
records, and evaluation and assessment forms. Additional pages that
are not 8.5” X 11” format may be included in the files.

8.4.1.2

Probation’s Budget and Fiscal Files consist of a file folder with
fasteners containing information regarding the restitution/
reimbursement requirements of a defendant/minor.
8.4.1.2.1

An Adult Restitution File (ARF) may include, but is not
limited to, the file folder itself, arrest reports, court reports,
court orders, victim and loss lists, letters to victims,
financial assessments, financial change reports, comment
sheets and related forms, letters, faxes, checks, invoices,
and photographs. The documents may be on single or
double-sided paper of varying sizes, thickness, finishes, and
color.

8.4.1.2.2

A Juvenile Restitution File (JRF) may include, but is not
limited to, the file folder itself, arrest reports, court reports,
court orders, victim and loss lists, letters to victims,
financial assessments, financial change reports, comment
sheets and related forms, letters, faxes, checks, invoices,
and photographs. The documents may be on single or
double-sided paper of varying sizes, thickness, finishes, and
color.

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8.4.1.2.3

8.4.2

A Juvenile Reimbursement File (JRB) may include, but is
not limited to, the file folder itself, court orders, Debtor
letters, Account setup confirmation sheet, financial
statements, pay stubs, tax forms, assessment forms, debtor
letters, Chart of Detainment cost, Minor’s detainment dates,
Minor’s court history, Financial evaluation notification
letters, Personal checks, Accounts Receivable transaction
forms, and refund memos. The documents may be on single
or double-sided paper of varying sizes, thicknesses,
finishes, and color.

8.4.1.3

Adult Probation Files (APF) from Central Records contain documents
that may include, but are not limited to, the file folder itself, arrest
reports, supervision and investigation court reports, court orders,
miscellaneous court documents, financial and payment records,
assessments, miscellaneous forms, computer print-outs, cards,
probationer report-in records, miscellaneous handwritten documents,
and photographs. The documents may be on single or double-sided
paper of varying sizes, thicknesses, finishes, and color. A file may be
several inches thick. Adult Probation files may include embedded
subsidiary case files. All embedded cases must be captured and
appropriately indexed for Probation Department research.

8.4.1.4

Juvenile Probation Files (JPF) from Central Records contain
documents that may include, but are not limited to, the file folder
itself, arrest reports, supervision and investigation court reports, court
orders, miscellaneous court documents, financial and payment records,
assessments, miscellaneous forms, computer print-outs, cards,
probationer report-in records, miscellaneous handwritten documents,
and photographs. The documents may be on single or double-sided
paper of varying sizes, thicknesses, finishes, and color. A file may be
several inches thick. Juvenile Probation files may include embedded
subsidiary case files. All embedded cases must be captured and
appropriately indexed for Probation Department research.

Probation Document Imaging Preparation
The Probation’s monthly average workload projected from all Probation sites
totals about 600,000 pages. Current estimated workload breaks down as follows:

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Avg No.
Boxes/
Month

Avg.No.
Packages
/Files
Per Box

Avg No.
Pages Per
Package/File
(Avg. No.
Images)

Pretrial Packets – PRP

300

Adult Probation Files – APF

120

Juvenile Probation Files – JPF

120

100

Adult Restitution Files – ARF

Juvenile Restitution Files – JRF

30+

Juvenile Reimbursement Files – JRB

60-120

Document/Folder – File Type

8.4.3

Contractor shall employ a computerized production tracking methodology that can
provide user with batch/box location within the complete capture through release
process. When requested, contractor shall produce queries showing the files
currently in their possession as well as files that have already been scanned.

8.4.4

Preparation of documents for imaging shall include but not be limited to the
following:
i.

Insert separator for each new record/file;

ii.

Remove fasteners, paper clips and/or staples;

iii.

Repair pages if torn, bent or otherwise damaged, if necessary;

iv.

Straighten pages;

Prepare exception report for documents that are in such poor condition that
they cannot be scanned or those reports that were written in pencil.

8.4.5

Contractor shall not in any way modify, delete, insert, alter, transform and/or add
to the information contained in any document and/or package in any form or by
any means, unless specified herein.

8.4.6

Document Imaging and Document Enhancement
Contractor shall image documents contained in the various packages according to
the following specifications:
8.4.6.1

Documents shall be imaged at minimum resolution of 200 DPI.

8.4.6.2

Image format shall be Bitonal Group IV TIFF.

8.4.6.3

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8.4.6.4

Each electronic file shall support an unlimited number of images.
Example: 100 pages equal 100 images that will be converted to one
electronic file.

8.4.6.5

Both sides of documents and all sides of file folders shall be imaged,
excluding blank pages/sides.

8.4.6.6

Contractor will be required to create the image files and associated
index files according to a published “msb” (mass scan batch) format
used by Kofax for scan batch” file as input to an import utility used by
County; the format specifics will be provided to Contractor before
work commences. The use of this format results in a standard ASCII
batch file and may be comma delimited.

8.4.7

Contractor shall verify all scanned images to ensure complete image capture.

8.4.8

Contractor shall de-skew and rotate images as necessary.

8.4.9

Contractor shall verify all index information to ensure accurate retrieval of the
imaged data.

8.4.10 Final Image files must be identified, labeled and indexed to facilitate location of
image.
8.4.11 Contractor’s Contract Manager shall coordinate all pick-up and delivery of source
media and converted data.
8.4.12 Indexing of Files and Packets
County will provide Contractor with the following file and packet types:
i.

Adult Probation Folders (APF)

ii.

Juvenile Probation Folders (JPF)

iii.

Adult Restitution File (ARF)

iv.

Juvenile Restitution File (JRF)

Juvenile Reimbursement File (JRB)

vi.

Pretrial Packet (PRP)

8.4.13 Contractor shall create indices for all imaged documents, in accordance with the
following specifications:
8.4.13.1

Central Records – Adult Probation Folders shall be indexed using:
i. Folder_Type – 3 Char (value = APF)
ii. Probation_Identifier – 9 Char (Adult X-Number value= X in first
position followed by 8 numeric)
iii. Last_Name* - 20 Char
iv. First_Name* - 15 Char
v. Court_Case_Number – 13 Char

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8.4.13.2

Central Records – Juvenile Probation Folders shall be indexed using:
i. Folder_Type – 3 Char (value =JPF)
ii. Probation_Identifier – 7 Char (Juvenile PDJ Number value= P or 0
(zero) in first position followed by 7 numerics)
iii. Juvenile Automated Index Number (JAIN) – 8 Char
iv. Last_Name* - 30 Char
v. First_Name* - 30 Char
vi. Court_Case_Number – 7 Char

8.4.13.3

Pretrial Services packets shall be indexed using:
i. Folder_Type – 3 Char (value = PRP)
ii. PT_Application_Number - 11 Char
iii. Last_Name* - 20 Char
iv. First_Name* - 15 Char

8.4.13.4

Budget and Fiscal Services Adult Restitution files shall be indexed
using:
i. Folder_Type – 3 Char (value=ARF)
ii. Probation_Identifier - 9 Char (Adult X-Number value=X in first
position followed by 8 numerics)
iii. CARS_TTC_ACCT_Nmbr – 8 Char
iv. Last_Name* - 20 Char
v. First_Name* - 15 Char
vi. Court_Case_Number – 13 Char

8.4.13.5

Budget and Fiscal Services Juvenile Restitution files shall be indexed
using:
i. Folder_Type – 3 Char (value=JRF)
ii. CRS_Document_Number - 12 Char
iii. Probation_Identifier – 7 Char (Juvenile PDJ Number value=P or 0
(zero) in first position followed by 7 numerics)
iv. Last_Name* - 30 Char
v. First_Name* - 30 Char
vi. Court_Case_Number – 7 Char

8.4.13.6

Budget and Fiscal Services Juvenile Reimbursement Files shall be
indexed using:
i. Folder_Type – 3 Char (value=JRB)

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ii. CARS_TTC_ACCT_Nmbr – 7 Char
iii. Probation_Identifier – 8 Char (Juvenile PDJ Number value=P or 0
(zero) in first position followed by 7 numerics)
iv. Last_Name* – 30 Char
v. First_Name*– 30 Char
vi. Court_Case_Number – 7 Char
*

Contractor will always look on documents to use a person’s name. In the
event that only a business name is available, Contractor will index using
First and Last Name as on document.

8.4.14 Contractor shall verify all index information to ensure accurate retrieval of the
imaged data.
8.4.15 During the indexing process, Contractor shall verify each page to ensure quality
images. Documents that require rescanning shall be taken out of the indexing
queue and placed in rescanning area.
8.4.16 In the event that the Probation staff is not able to produce an index/transmittal
sheet of all packages sent to Contractor, Contractor may produce an
index/transmittal sheet of documents in the particular box.
8.4.17 Upon completion of the indexing process, including verification, Contractor will
separate returned documents from non-returned documents.
8.4.18 Contractor shall create images and indices according to the following
specifications:
8.4.18.1

Imaged documents and associated index information created for
County shall be placed on Contractor’s secured server accessible by
secured FTP. This server must have an internet connection equivalent
to T1 or better located behind a firewall. The secured server must
contain up-to-date anti-virus software as well as up-to-date security
patches for its operating system and associated applications.
Contractor must regularly query the FTP site and ensure that files that
have been transmitted by Contractor are received on the Probation
Department FTP site.

8.4.18.2

Image Document Files shall be Bitonal Group IV TIFF Multi-Page
standards. Each package (Arrest Report, Court Report, Case File, and
Financial Collections Files) will contain one or more documents. Each
document will contain one or more pages related as a singled entity.
For example, a single Case File may contain multiple documents, and
each of those documents may contain multiple pages. It is not
necessary to create one image file per document, but each image file
will represent no more than one package/case file. An image file may
contain multiple documents if this makes the scanning process more
efficient. Contractor will be required, however, to break large packages

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into multiple image files to achieve acceptable image retrieval
performance.
8.4.18.3

8.4.18.4

Each folder at the folder level will contain indices based upon the
folder type.

8.4.19 Contractor shall develop a software database repository of images and indices in a
format as specified in Section 8.4.12 (Indexing of Files and Packets) above.
8.4.20 Contractor shall store this repository of images and indices on a secured computer
server accessible by secure FTP which shall be accessible and importable via online and/or on-line Internet secured access to County. The secured server must
contain up-to-date anti-virus software as well as up-to-date security patches for its
operating system and associated applications.
8.4.21 Contractor shall make the repository available to County upon request. Contractor
shall also provide County online web access or self-contained compact disks
(CDs) of imaged documents that are not yet available to County due to the
importation/validation process, for the sole purpose of meeting public document
requests.
8.4.22 Contractor shall be solely responsible for all hardware, software and related
services required for the complete process of creating and maintaining the data
repository. These services shall also include software and hardware maintenance
including, but not limited to, any equipment and/or software upgrades and/or
enhancements and back-up and recovery.
8.4.23 Contractor shall provide County on-line and/or Internet secured access to the data
repository on a twenty-four (24) hours a day, seven (7) days a week basis.
8.4.24 Contractor shall upload the scanned images and their indices into the data
repository within one (1) week of pick-up of the documents/records from County.
8.4.25 County shall import the data repository into County’s system on a regular basis.
8.4.26 Contractor shall retain the data repository for a minimum of thirty (30) days after
County has imported the data repository.
8.4.27 Contractor shall provide all information, support and assistance necessary for the
importation of the data repository into County system. Contractor will validate
the sufficiency of the data delivered by FTP to the staging server maintained by
County after each transmission session. Contractor will notify Department of
incomplete delivery due to technical access issues.
8.5

RESCANNING DOCUMENTS

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8.6

8.5.1

Images that do not meet quality standards are taken out of the regular imaging and
scanning queues and placed in the rescanning area.

8.5.2

The original hard copy documents are retrieved from the appropriate box.

8.5.3

The scanners will be adjusted to accommodate the individual documents and
scanned.

8.5.4

All rescanned images are verified and returned to the indexing area.

PUBLIC DEFENDER DOCUMENTS
8.6.1

Public Defender documents to be imaged consist of several types of records,
which include the following:
8.6.1.1

Felony Case File (FCF) may or may not consists of a file folder
containing single and/or double-sided paper, forms, cards, and
photographs of varying sizes, type of paper and color.

8.6.1.2

Misdemeanor Case File (MCF) may or may not consists of a file
folder containing single and/or double-sided paper, forms, cards, and
photographs of varying sizes, type of paper and color.

8.6.1.3

Do Not Destroy Case File (DNDCF) may or may not consists of a file
folder containing single and/or double-sided paper, forms, cards, and
photographs of varying sizes, type of paper and color.

8.6.1.4

Juvenile Case File (JCF) may or may not consists of a file folder
containing single and/or double-sided paper, forms, cards, and
photographs of varying sizes, type of paper and color.

8.6.2

Contractor shall pick up documents and packages for scanning from the Public
Defender Archive Facility on Thursdays between 2:00 – 4:00 p.m. weekly.

8.6.3

Case Files may occasionally contain various forms of media and photographs that
are not appropriate for imaging, i.e., audio tapes, CDs, sealed envelopes, original
photographs, Polaroid photographs, photographs printed on 8 1/2” by 11” bond
paper, etc. Contractor must separate these items from the Felony, Misdemeanor,
Do Not Destroy and Juvenile Case Files and place items in a Public Defender
provided sealable plastic bag, Contractor shall fill out a Public Defender NonScannable Inventory Form, make a copy of form, place form in the case file under
the title sheet, place the original form in the sealable plastic bag, and return them
to the Public Defender’s Archive Facility on the next scheduled weekly document
pick-up and return.

8.6.4

Contractor shall store all Public Defender non-returned documents and packages
in a secure facility with limited auditable access, for a period of six (6) months, if
images have already been scanned, indexed and verified, commencing on the date
of pick-up from County facilities by Contractor, or until the imaged record is
successfully imported into Public Defender’s Document Management System,
whichever comes later. If so chosen by the Public Defender, Contractor shall
return all documents and packages to the Public Defender Archive Facility after
scanning, whereby no storage by Contractor is required. When documents and

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packages are delivered to Public Defender, Contractor shall provide Public
Defender with a report of the returned documents and packages.
8.6.5

Contractor shall deliver all non-returned documents after the required storage to a
bonded and licensed Document Shredding Firm for disposal. The Document
Shredding firm may be a subcontractor to Contractor. Approval of subcontract
with a Document Shredding firm will be subject to the Subcontracting provisions
Paragraph 47 (Subcontracting) of the base Contract. If so chosen by the Public
Defender, Contractor shall provide document shredding services at the Public
Defender Archive Facility. Public Defender will contact Contractor so Contractor
can arrange for such shredding services.

8.6.6

Public Defender Document Imaging Preparation
Preparation of documents for imaging shall include but not be limited to the
following:
8.6.6.1

Public Defender shall prepare and attach a bar-coded separator for
each new case record.

8.6.6.2

Contractor shall straighten pages.

8.6.6.3

Contractor shall Separate Case File Jackets from documents found in
the file.

8.6.6.4

Contractor shall not scan Do Not Destroy Case File Jackets; therefore,
the jacket should not be cut in half. County will make copies of Do
Not Destroy Case File Jackets and place them inside file for scanning.

8.6.6.5

All photographs in Felony, Misdemeanor, Do Not Destroy, and
Juvenile Case Files that are not classified as Non-Scannable Items
shall be scanned in Color format.

8.6.6.6

If any problems with case files are encountered such as missing title
sheets, box inventory report not reflective of actual case files in box, or
a mix of Do Not Destroy Case Files and any other type of Case Files,
Contractor will place case file in the front of box, provide County with
a report of such problems, and return box to the Public Defender’s
Archive Facility on the next scheduled weekly document pick-up and
return.

8.6.7

Contractor shall prepare exception report for documents that are in such poor
condition that they cannot be scanned or those reports that were written in pencil.

8.6.8

Contractor shall not in any way modify, delete, insert, alter, transform and/or add
to the information contained in any document and/or package in any form or by
any means, unless specified herein.

8.6.9

Document Imaging and Document Enhancement
Contractor shall image documents contained in the various packages according to
the following specifications:
8.6.9.1

Documents shall be imaged at a minimum resolution of 200 DPI.

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8.6.9.2

Image format shall be Bitonal Group IV TIFF, except for those
documents that contain thumb prints or that contain content other than
text. Such documents will be scanned as TrueColor TIFF images with
jpeg compression.. Final output file shall be in multi-page TIFF,
incorporating all Bitonal and color images.

8.6.9.3

8.6.9.4

Both sides of documents shall be imaged, excluding blank pages.
Contractor shall image the front, insides and back of all Case File
Jackets except for Do Not Destroy Case File Jackets.

8.6.9.5

Contractor shall index each record according to County’s
specifications.

8.6.9.6

Contractor shall verify all scanned images to ensure complete image
capture.

8.6.9.7

Contractor shall de-skew and rotate images as necessary.

8.6.9.8

Contractor shall verify all index information to ensure accurate
retrieval of the imaged data.

8.6.9.9

Contractor’s Contract Manager shall coordinate all pick-up and
delivery of source media and converted data.

8.6.10 Indexing of Packages
8.6.10.1

County will provide Contractor with the following package types and
other packages, as needed that are designated by the applicable
County’s Project Manager for document imaging services:
i. Felony Case File (FCF)
ii. Misdemeanor Case File (MCF)
iii. Do Not Destroy Case File (DNDCF)
iv. Juvenile Case File (JCF)

8.6.10.2

Contractor shall create indices for all imaged documents in accordance
with the following specifications:
8.6.10.2.1 Felony and Misdemeanor and Do Not Destroy Case File
packages shall have a data value placed in the following
index fields:
i.

PDRS_CASE_NO – 12 CHAR

ii.

PDRS_DOB – 10 CHAR

iii.

PDRS_PET_FILE_DATE – 10 CHAR

iv.

PDRS_REC_ID – 10 INT

PDRS_DEF_FNAME – 15 CHAR

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vi.

PDRS_DEF_LNAME – 20 CHAR

vii.

PDRS_COURT_DIST – 3 CHAR

viii.

PDRS_DEF_NO – 2 CHAR

ix.

PDRS_VOL_NO – 4 CHAR

PDRS_VOL_TYPE – 2 CHAR

8.6.10.2.2 Juvenile Case File packages shall have a data value placed
in the following index fields:
i.

PDRS_CASE_NO – 12 CHAR

ii.

PDRS_JAIN – 10 INT

iii.

PDRS_DOB – 10 CHAR

iv.

PDRS_PET_FILE_DATE – 10 CHAR

PDRS_REC_ID – 10 INT

vi.

PDRS_DEF_FNAME – 15 CHAR

vii.

PDRS_DEF_LNAME – 20 CHAR

viii.

PDRS_SEQ_NO – 4 INT

ix.

PDRS_PETITION_SEQ – 1 CHAR

PDRS_VOL_NO – 4 CHAR

xi.

PDRS_VOL_TYPE – 2 CHAR

8.6.11 During the indexing process, Contractor shall verify each page to ensure quality
images. Documents that require rescanning shall be taken out of the indexing
queue and placed in rescanning area.
8.6.12 Upon completion of the indexing process, including verification, Contractor will
separate returned documents from non-returned documents. If County requires all
documents returned, Contractor will prepare a report of documents to be given to
County upon delivery.
8.6.13 Contractor shall create images and indices according to the following
specifications:
8.6.13.1

8.6.13.2

Image Document Files shall be created to Bitonal Group IV TIFF
Multi-Page standards. Each package (Felony, Misdemeanor, Do Not
Destroy and Juvenile Case Files) will contain one or more documents.
Each document will contain one or more pages related as a singled
entity. For example, a single Felony Case File Package may contain
multiple documents, and each of those may contain multiple pages. It

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is not necessary to create one image file per document, but each image
file will represent no more than one package/case file. An image file
may contain multiple documents if this makes the scanning process
more efficient. Contractor will be required, however, to break large
packages into multiple image files to achieve acceptable image
retrieval performance.
8.6.13.3

8.6.13.4

Each folder at the folder level will contain indices based upon the
folder type.

8.6.14 Contractor shall develop a software database repository of images and indices in a
format as specified in Section 8.6.10 (Indexing of Packages) above.
8.6.15 Contractor shall store this repository of images and indices on a computer server
accessible by FTP, which shall be accessible and importable via on-line and/or online Internet secured access to County. Contractor shall make the repository
available to County upon request. Contractor shall also provide County online
web access or self-contained compact disks (CDs) of imaged documents that are
not yet available to County due to the importation/ validation process, for the sole
purpose of meeting public document requests.
8.6.16 Contractor shall be solely responsible for all hardware, software, and related
services required for the complete process of creating and maintaining the data
repository. These services shall also include software and hardware maintenance
including, but not limited to, any equipment and/or software upgrades and/or
enhancements and back-up and recovery.
8.6.17 Contractor shall provide County on-line and/or Internet secured access to the data
repository on a twenty-four (24) hours a day, seven (7) days a week basis.
8.6.18 Contractor shall upload the scanned images and their indices into the data
repository within one (1) week of pick-up of the documents/records from County.
8.6.19 County shall import the data repository into County’s system on a regular basis.
8.6.20 Contractor will provide County with an image count report upon delivery of
images to the data repository.
8.6.21 County will provide a report to Contractor authorizing the delivery of scanned
documents and packages once the importing of data has been successful if
Contractor is not storing such documents and packages.
8.6.22 Contractor shall retain the data repository for a minimum of thirty (30) days after
County has imported the data repository.

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8.6.23 Contractor shall provide all information, support and assistance necessary for the
importation of the data repository.
8.6.24 If County has an emergent file scanning request, County shall email, telephone,
and provide Contractor with file by 3:30 p.m. Contractor shall scan file and
import data into County’s data repository by the following day.
8.7

ALTERNATE PUBLIC DEFENDER DOCUMENTS
8.7.1

Alternate Public Defender documents to be imaged consist of several types of
records, which include the following:
8.7.1.1

Felony Case File (FCF) consists of a file folder containing single
and/or double-sided paper, forms, cards, and photographs of varying
sizes, type of paper and color.

8.7.1.2

Misdemeanor Case File (MCF) consists of a file folder containing
single and/or double-sided paper, forms, cards, and photographs of
varying sizes, type of paper and color.

8.7.1.3

Investigation Case File (ICF) consists of a file folder containing single
and/or double-sided paper, forms, cards, and photographs of varying
sizes, type of paper and color.

8.7.2

Case Files may occasionally contain various forms of media that are not
appropriate for imaging, i.e., audio tapes, CDs, sealed envelopes, etc. Contractor
must separate these items from the Felony, Misdemeanor and Investigation Case
Files and return them to the Alternate Public Defender’s Archive Facility on the
next scheduled weekly document pick-up and return.

8.7.3

Contractor shall separate all photographs from the Felony, Misdemeanor and
Investigation Case Files after the document has been imaged and verified, while
Contractor will store the remaining portions of those records for destruction as
instructed by the Alternate Public Defender. All photographs will be returned to
the Alternate Public Defender’s Archive Facility on the next scheduled weekly
document pick-up and return, but only after they have been imaged and verified.

8.7.4

Contractor shall store all Alternate Public Defender non-returned documents and
packages in a secure facility with limited auditable access, for a period of six (6)
months, if images have already been scanned, indexed and verified, commencing
on the date of pick-up from County facilities by Contractor, or until the imaged
record is successfully imported into Alternate Public Defender’s Document
Management System, whichever comes later.

8.7.5

8.7.6

Alternate Public Defender Document Imaging Preparation

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Preparation of documents for imaging shall include, but not be limited to, the
following:
8.7.6.1

Alternate Public Defender shall prepare and attach a bar-coded
separator for each new case record.

8.7.6.2

Within each case record, Alternate Public Defender shall prepare and
insert bar-coded section separators.

8.7.6.3

Contractor shall remove paper clips and/or staples.

8.7.6.4

Contractor shall arrange papers if necessary.

8.7.6.5

Contractor shall repair pages, if torn, bent or otherwise damaged, if
necessary.

8.7.6.6

Contractor shall straighten pages.

8.7.6.7

Contractor shall separate Case File Jackets from documents found in
the file.

8.7.7

Contractor shall prepare exception report for documents that are in such poor
condition that they cannot be scanned or those reports that were written in pencil.

8.7.8

Contractor shall not in any way modify, delete, insert, alter, transform and/or add
to the information contained in any document and/or package in any form or by
any means, unless specified herein.

8.7.9

Document Imaging and Document Enhancement
Contractor shall image documents contained in the various packages according to
the following specifications:
8.7.9.1

Documents shall be imaged at a minimum resolution of 200 DPI.

8.7.9.2

Image format shall be Bitonal Group IV TIFF.

8.7.9.3

8.7.9.4

Both sides of documents shall be imaged, excluding blank pages.
Contractor shall image the front, insides and back of all Case File
Jackets.

8.7.9.5

Contractor shall index each record according to County’s
specifications.

8.7.9.6

Contractor shall verify all scanned images to ensure complete image
capture.

8.7.9.7

Contractor shall de-skew and rotate images as necessary.

8.7.9.8

Contractor shall verify all index information to ensure accurate
retrieval of the imaged data.

8.7.9.9

Contractor’s Contract Manager shall coordinate all pick-up and
delivery of source media and converted data.

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8.7.10 Indexing of Packages
8.7.10.1

County will provide Contractor with the following package types and
other packages, as needed that are designated by the applicable
County’s Project Manager for Document Imaging Services:
i. Felony Case File (FCF)
ii. Misdemeanor Case File (MCF)
iii. Investigation Case File (ICF)
iv. Loose Papers (LSP)

8.7.10.2

Contractor shall create indices for all imaged documents in accordance
with the following specifications:
8.7.10.2.1 Felony and Misdemeanor Case File packages shall have a
data value placed in the following index fields:
i.

Defendant_Last_Name – 20 CHAR

ii.

Defendant_First_Name – 15 CHAR

iii.

DA_Case_Number – 8 Numeric

iv.

Court_Case_Number – 8 CHAR

Folder_Type – 3 CHAR (FCF, MCF)

8.7.10.2.2 Investigation Case File packages will contain one or more
documents, each of which shall have a data value placed in
the following index fields:
i.

Investigation_File _Number – 13 CHAR

ii.

Investigator_Last_Name – 20 CHAR

iii.

Investigator_First_Name/Initial – 15 CHAR

iv.

Date_Closed – mmddyyyy

Date_Reopened - mmddyyyy

vi.

Folder_Type – 3 CHAR (ICF)

8.7.10.2.3 Loose Paper documents shall have data values placed in the
following index fields:
i.

Defendant First_Name – 20 CHAR

ii.

Defendant Last_Name – 15 CHAR

iii.

DA_Case_Number – 8 Numeric (If folder type =
FCF or MCF)

iv.

Court_Case_Number – 8 CHAR (If folder type =
FCF or MCF)

Investigation_File_Number – 12 CHAR (If folder
type = ICF)

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vi.

Folder_Type – 3 CHAR (FCF, MCF, ICF)

8.7.11 During the indexing process, Contractor shall verify each page to ensure quality
images. Documents that require rescanning shall be taken out of the indexing
queue and placed in rescanning area.
8.7.12 In the event that the Alternate Public Defender’s staff is not able to produce an
index/transmittal sheet of all packages sent to Contractor, Contractor may produce
an index/transmittal sheet of documents in the particular box.
8.7.13 Upon completion of the indexing process, including verification, Contractor will
separate returned documents from non-returned documents.
8.7.14 Contractor shall create images and indices according to the following
specifications:
8.7.14.1

8.7.14.2

Image Document Files shall be created to Bitonal Group IV TIFF
Multi-Page standards. Each package (Felony, Misdemeanor, and
Investigation Case Files) will contain one or more documents. Each
document will contain one or more pages related as a singled entity.
For example, a single Felony Case File Package may contain multiple
documents, and each of those documents may contain multiple pages.
It is not necessary to create one image file per document, but each
image file will represent no more than one package/case file. An image
file may contain multiple documents if this makes the scanning process
more efficient. Contractor will be required, however, to break large
packages into multiple image files to achieve acceptable image
retrieval performance.

8.7.14.3

8.7.14.4

Each folder at the folder level will contain indices based upon the
folder type.

8.7.15 Contractor shall develop a software database repository of images and indices in a
format as specified in Section 8.7.10 (Indexing of Packages) above.
8.7.16 Contractor shall store this repository of images and indices on a computer server
accessible by FTP, which shall be accessible and importable via on-line and/or online Internet secured access to County. Contractor shall make the repository
available to County upon request. Contractor shall also provide County online
web access or self-contained compact disks (CDs) of imaged documents that are
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not yet available to County due to the importation/ validation process, for the sole
purpose of meeting public document requests.
8.7.17 Contractor shall be solely responsible for all hardware, software, and related
services required for the complete process of creating and maintaining the data
repository. These services shall also include software and hardware maintenance
including, but not limited to, any equipment and/or software upgrades and/or
enhancements and back-up and recovery.
8.7.18 Contractor shall provide County on-line and/or Internet secured access to the data
repository on a twenty-four (24) hours a day, seven (7) days a week basis.
8.7.19 Contractor shall upload the scanned images and their indices into the data
repository within one (1) week of pick-up of the documents/records from County.
8.7.20 County shall import the data repository into County’s system on a regular basis.
8.7.21 Contractor shall retain the data repository for a minimum of thirty (30) days after
County has imported the data repository.
8.7.22 Contractor shall provide all information, support and assistance necessary for the
importation of the data repository.
9.0

PERFORMANCE REQUIREMENTS SUMMARY
A Performance Requirements Summary (“PRS”), specified in Schedule B.2 (Performance
Requirements Summary), lists the required services that will be monitored by County during the
term of this Contract. All listings of services used in the PRS are intended to be completely
consistent with the Contract and the SOW, and are not meant in any case to create, extend,
revise, or expand any obligation of Contractor beyond that defined in the Contract and the SOW.
In any case of apparent inconsistency between services as stated in the Contract and the SOW
and this PRS, the meaning apparent in the Contract and the SOW will prevail. If any service
seems to be created in this PRS which is not clearly and forthrightly set forth in the Contract and
the SOW, that apparent service will be null and void and place no requirement on Contractor.
If Contractor’s performance does not conform to the requirements of this Contract, County will
have the option to apply the following non-performance remedies:
9.1

CORRECTIVE ACTION PLAN
To require Contractor to implement a formal corrective action plan, subject to approval
by County. In the plan, Contractor must include reasons for the unacceptable
performance, specific steps to return performance to an acceptable level, and monitoring
methods to prevent recurrence.

9.2

PAYMENT OPTIONS
To reduce payment to Contractor by a computed amount based on the penalty fee(s) in
the PRS.

9.3

CONTRACT OPTIONS
To reduce, suspend or cancel the Contract for systematic, deliberate misrepresentations or
unacceptable levels of performance.

9.4

COMPLIANCE FAILURE

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Failure of Contractor to comply with or satisfy the request(s) for improvement of
performance or to perform the neglected work specified within ten (10) days shall
constitute authorization for County to have the service(s) performed by others. The entire
cost of such work performed by others as a consequence of Contractor’s failure to
perform said service(s), as determined by County, shall be credited to County on
Contractor’s future invoice.
This Section 9.0 does not preclude County’s right to terminate the Contract upon ten (10)
days written notice with or without cause, or as otherwise provided in Paragraph 49
(Termination for Convenience) of the base Contract.

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ATTACHMENT A.1 – PARTICIPATING AGENCIES

ATTACHMENT A.1
PARTICIPATING AGENCIES
Contractor shall provide Document Imaging Services under the Contract for the following Agencies, as
elected by County:
1.
2.
3.
4.
5.

District Attorney
Probation Department
Sheriff Department
Public Defender
Alternate Public Defender

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ATTACHMENT A.2 – PICKUP AND RETURN LOCATIONS

ATTACHMENT A.2
PICKUP AND RETURN LOCATIONS
Contractor shall use the following locations to perform pickups and returns pursuant to the Contract:

DISTRICT ATTORNEY LOCATIONS

PROBATION LOCATIONS

SHERIFF LOCATIONS

PUBLIC DEFENDER LOCATIONS

ALTERNATE PUBLIC DEFENDER LOCATIONS

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EXHIBIT B – PRICING SCHEDULE

EXHIBIT B
PRICING SCHEDULE
Contractor shall provide the Document Imaging Services as described in Exhibit A (Statement of
Work) and the Contract at the fixed unit prices specified in this Exhibit B below. No other costs or outof-pocket expenses shall be paid to Contractor under the Contract. Payments shall be made on the
invoices for approved deliverables only.
All required hardware, software, materials, other costs or out-of-pocket expenses and Contractor’s site
expenses for the Document Imaging Services are the responsibility of Contractor and are included in
the fixed unit price.
Contractor shall be paid the fixed unit price for Document Imaging Services on a per service basis,
which includes the cost for meeting all requirements of this Contract, including but not limited to,
document preparation, imaging, enhancing the image, indexing, uploading of images onto County
systems, online availability/storage, downloading onto CD’s/DVD’s, with the exception of the specific
priced items listed below, and other Services set forth in Exhibit A (Statement of Work).
Contractor shall provide the Services under this Contract at the fees and prices specified below.

DOCUMENT

PRICE COMPONENT

PRICE
0 Indices

Exhibit A

Cost per Image

$0.0288

Exhibit A

Cost per Color Photograph Conversion

$0.0395

Exhibit A

Cost per Self Contained Compact Disk (CD) or Digital
Video Disk (DVD) with Images Pending Importation

$3.00

Exhibit A

Cost for Direct Web Access to Images Pending
Importation

Included

Exhibit A

Cost Per Document Search Prior to Image Availability
Above 25 Search Requests per Week

Included

Exhibit A

Cost per Index/Transmittal Sheet Created for Box
Arriving Without One

$0.75

Exhibit A

Monthly Cost per Box for Storage

$0.195

Exhibit A

Cost per lb. for Document Destruction

$0.06

1-3
Indices
$0.0298

4-6
Indices
$0.0308

NOTE: No purchase by Contractor of additional hardware, software, building space or other assets or
expenditure by County will be required in order for Contractor to fulfill its obligations under the
Contract. All pricing herein reflects usage of Contractor's capital assets and building facilities located
in Los Angeles County.
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SCHEDULE B.1 – CONTRACT DISCREPANCY REPORT
SCHEDULE B.1
CONTRACT DISCREPANCY REPORT
TO:
FROM:
DATES:

PREPARED:
RETURNED BY CONTRACTOR:
ACTION COMPLETED:

DISCREPANCY PROBLEMS:

Signature of County Representative

Date

CONTRACTOR RESPONSE (Cause and Corrective Action):

Signature of Contractor Representative

Date

COUNTY EVALUATION OF CONTRACTOR RESPONSE:

Signature of County Representative

Date

COUNTY ACTIONS:

CONTRACTOR NOTIFIED OF ACTION:

Signature of County Representative

Date

Signature of Contractor Representative

Date

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SCHEDULE B.2 – PERFORMANCE REQUIREMENTS SUMMARY
SCHEDULE B.2
PERFORMANCE REQUIREMENTS SUMMARY
REQUIRED
SERVICE

STANDARD

METHOD OF
MONITORING

DEDUCTION FOR SUBSTANDARD
PERFORMANCE

Maintain required
insurance, bonds and
licenses

Current at all
times

Periodic inspection

$2500.00 each month for each month out of
compliance; if not corrected after 60 days,
cancellation of Contract

Appropriate
identification of
Contractor staff

Current at all
times

On-site monitoring and
periodic inspection

$1000.00 for each employee not in compliance

Maintain
confidentiality of
information

At all times

Periodic inspection

$2000.00 per instance, immediate removal of
culpable employee; indemnification to County for
any loss or costs suffered by County

Maintain a secure
work environment

Current at all
times

On-site monitoring and
periodic inspection

$1000.00 for non-performance

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EXHIBIT C – SCHEDULE OF WORK

EXHIBIT C
SCHEDULE OF WORK
ID

Task Name

Duration

120days

1 SOURCECORP/LA County Project Plan - TOTAL DAYS
2

20days
15days
10days
20days

3 Initiation
4 Create Statement of Work
5 Sign SOW
6 Negotiate / Sign MSA (contract)
7 Sign Contract
8

40days
5days
5days
35days
5days
15days

9 Analysis
10 Identify Project Team Members
11 Kickoff Meeting
12 Refine Business Requirements
13 Review and acceptance of Business Requirements
14 Develop Technical Requirements
15

70days
30days
15days
15days
5days
5days
5days

16 LA County Dept 1
17 Configure
18 Unit Test
19 System Test
20 UAT
21 Pilot
22 Go-Live
23

60days
20days
15days
15days
5days
5days
5days

24 LA County Dept 2
25 Configure
26 Unit Test
27 System Test
28 UAT
29 Pilot
30 Go-Live
31

55days
20days
15days
15days
5days
5days
5days

32 LA County Dept 3
33 Configure
34 Unit Test
35 System Test
36 UAT
37 Pilot
38 Go-Live
39

50days
20days
15days
15days

40 LA County Dept 4
41 Configure
42 Unit Test
43 System Test

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EXHIBIT C – SCHEDULE OF WORK
5days
5days
5days

44 UAT
45 Pilot
46 Go-Live
47

50days
20days
15days
15days
5days
5days
5days

48 LA County Dept 5
49 Configure
50 Unit Test
51 System Test
52 UAT
53 Pilot
54 Go-Live
55
56 Operations

duration
30days
70days
30days

57 H/R
58

Background Checks Implementation Team

Background checks Operations Team

60 Training
61
62 Controlling

duration
duration
duration
duration
duration

63 Project Team Meetings
64 Project Status Reports
65 Issues / Risk Tracking and Management
66 Project Schedule Reviews
67 Change Control Processes
68

20days
15days
12days
5days

69 Closing
70 Transition to CRM/Account Manager
71 Issues/Risk log close out
72 Lessons Learned Review
* Project plan is subject to assumptions listed in the Assumptions Tab

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EXHIBIT D – CONTRACTOR'S EEO CERTIFICATION
EXHIBIT D
CONTRACTOR'S EEO CERTIFICATION
____________________________________________________________________________________
Company Name
____________________________________________________________________________________
Address
____________________________________________________________________________________
Internal Revenue Service Employer Identification Number

GENERAL
In accordance with provisions of the County Code of the County of Los Angeles, Contractor certifies and
agrees that all persons employed by such firm, its affiliates, subsidiaries and holding companies are and will
be treated equally by the firm without regard to or because of race, religion, ancestry, national origin, age or
sex and in compliance with all anti-discrimination laws of the United States of America and the State of
California.

CERTIFICATION
YES

1. Contractor has a written policy statement prohibiting
discrimination in all phases of employment.

(

)

(

)

2. Contractor periodically conducts a self-analysis or
utilization analysis of its work force.

(

)

(

)

3. Contractor has a system for determining if its employment
practices are discriminatory against protected groups.

(

)

(

)

4. When problem areas are identified in employment practices,
Contractor has a system for taking reasonable corrective
action to include establishment of goal and/or timetables.

(

)

(

)

Signature

Date

Name and Title of Signer (please print)

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EXHIBIT E – COUNTY'S ADMINISTRATION
EXHIBIT E
COUNTY'S ADMINISTRATION
I. COUNTY'S CONTRACT ADMINISTRATOR
Name:
Title:
Address:

Felix Basadre
ISAB. Assistant Director
12750 Center Court Drive Suite 500
Cerritos CA 90703
Telephone:
562-403-6505
Facsimile:
N/A
E-Mail Address:
fbasadre@isab.lacounty.gov
II. COUNTY'S PROJECT MANAGERS
COUNTY'S PROJECT MANAGER – ALTERNATE PUBLIC DEFENDER
Name:
Title:
Address:

Jordan Yerian
Division Chief
320 West Temple Street, Room 35
Los Angeles, CA 90012
Telephone:
(213) 893-2024
Facsimile:
(213) 633-0976
E-Mail Address:
jyerian@apd.lacounty.gov
COUNTY'S PROJECT MANAGER – DISTRICT ATTORNEY
Name:
Title:
Address:

Charlie Bedell
Chief, Property Management and Support Services Division
201 North Figueroa Street, Suite 1300
Los Angeles, CA 90012
Telephone:
(213) 202-760
Facsimile:
(213) 202-6088
E-Mail Address:
cbedell@da.lacounty.gov
COUNTY'S PROJECT MANAGER – PROBATION
Name:
Title:
Address:

Zandra Carruthers
Director
320 W. Temple Street Room- 180
Los Angeles, CA 90012
Telephone:
(213) 974-9035
Facsimile:
(213) 229-0640
E-Mail Address:
Zandra.carruthers@probation.lacounty.gov

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EXHIBIT E – COUNTY'S ADMINISTRATION
COUNTY'S PROJECT MANAGER – PUBLIC DEFENDER
Name:
Title:
Address:

Cynthia Sidhu
Information Systems Supervisor II
11701 Alameda St., Suite 3171
Lynwood, CA 90262
Telephone:
(323) 357-5292
Facsimile:
(323) 357-6813
E-Mail Address:
csidhu@pd.lacounty.gov
COUNTY'S PROJECT MANAGER – SHERIFF
Name:
Title:
Address:

Guninder Singh
Assistant Director, Bureau Operation, Sheriff
12440 E. Imperial Hwy, Suite 400
West, Norwalk, CA 90650
Telephone:
562-345-4430
Facsimile:
323-415-2546
E-Mail Address:
gksingh@lasd.org

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EXHIBIT F – CONTRACTOR'S ADMINISTRATION
EXHIBIT F
CONTRACTOR'S ADMINISTRATION
I. CONTRACTOR'S CONTRACT ADMINISTRATOR
Name:
Title:
Address:

Jeff Meshinsky
Sr. Dir. – Government Services
20500 Belshaw Avenue
Carson, CA 90746-3506
Telephone:
619-843-2086
Facsimile:
N/A
E-Mail Address:
jeffmeshinsky@srcp.com
II. CONTRACTOR'S PROJECT MANAGER [IF NECESSARY]
Name:
Title:
Address:

___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
Telephone:
_______________________________
Facsimile:
_______________________________
E-Mail Address:
_______________________________

III. CONTRACTOR'S OFFICE
Address:

Sourcecorp BPS Inc.
20500 Belshaw Avenue
Carson, CA 90746-3506

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EXHIBIT G
EMPLOYEE ACKNOWLEDGMENT, CONFIDENTIALITY
AND

ASSIGNMENT AGREEMENT

HOA.625606.1

EXHIBIT G
EMPLOYEE ACKNOWLEDGMENT,
CONFIDENTIALITY AND ASSIGNMENT AGREEMENT
PROJECT NAME ______________________________________________________________
CONTRACTOR/EMPLOYER NAME _____________________________________________
LOS ANGELES COUNTY AGREEMENT NAME/NUMBER___________________________
_____________________________________________________________________________________

GENERAL INFORMATION
The organization identified above ("Contractor") is under contract ("Contract") to provide certain services
("Services") to the County of Los Angeles (“County”). The County requires each employee of this Contractor
performing services under this Contract to understand his/her obligations with respect to the personal and
proprietary data with which he/she will be in contact, and to acknowledge such obligations by executing this
Employee Acknowledgment, Confidentiality and Assignment Agreement.

EMPLOYEE STATUS ACKNOWLEDGMENT
I understand and agree that the above-referenced Contractor is my sole employer for purposes of the abovereferenced Contract. I understand and agree that I must rely exclusively upon my employer for payment of salary
and any and all other benefits payable to me or on my behalf by virtue of my performance of work pursuant to the
above-referenced Contract.
I understand and agree that I am not an employee of the County for any purpose whatsoever and that I do not have
and will not acquire any rights or benefits of any kind from the County by virtue of my performance of work
under the above-referenced Contract. I understand and agree that I do not have and will not acquire any rights or
benefits from the County pursuant to any agreement between any person or entity and the County of Los Angeles.
I understand and agree that I may be required to undergo a background and security investigation(s). I understand
and agree that my continued performance of services under the above-referenced Contract is contingent upon my
passing, to the satisfaction of the County, any and all such investigations. I understand and agree that my failure to
pass, to the satisfaction of the County, any such investigation shall result in my immediate release from performance
under this Contract and/or any future contracts.

CONFIDENTIALITY AGREEMENT
My work may be concerned with services provided by the County, and, therefore I may have access to
confidential data and information pertaining to private individuals and/or entities receiving such services. I may
also have access to proprietary information belonging to other organizations doing business with the County. The
County has a legal obligation to keep confidential all such data and information in its possession, especially data
and information concerning health, criminal and welfare recipient records. I understand that, by virtue of my
involvement in County work, I too must protect the confidentiality of such data and information. I understand
that I must sign this agreement to be eligible to perform work for my employer under the County Contract. I have
read this agreement and have taken due time to consider it prior to signing.
I agree not to disclose to, nor reproduce for the benefit of, any unauthorized person any data or information
obtained while performing work under the above-referenced Contract between my employer and County. I agree
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to forward all requests for disclosure or copying of any such data or information in my possession or care to my
immediate supervisor. The parties hereby acknowledge and agree that no obligation of confidentiality applies to
residual knowledge learned (such as ideas, concepts know-how or techniques) and experience gained by me as a
result of performing the Services. In addition, nothing herein shall prevent me or Contractor from providing to
others similar services to the Services, subject to any obligations of confidentiality.
I agree to protect from loss and to keep confidential all health, criminal and welfare recipient records and all data,
information and materials pertaining to persons and/or entities receiving services from the County, design
concepts, algorithms, programs, formats, documentation, Contractor’s proprietary information, and all other
original materials produced, created or provided to or by me under the above-referenced Contract. I agree to
protect these confidential materials against disclosure to other than my employer or County employees who have
a need to know the information. I agree that if proprietary information supplied by other County vendors is
provided to me during this employment, I shall keep such information confidential.
I agree to report to my immediate supervisor any and all unauthorized disclosures or copying of confidential or
proprietary data or information, whether accidental or intentional, and whether by myself and/or by any other
person, of which I become aware. I agree to return all confidential data, information and materials to my
immediate supervisor upon completion of the above-referenced Contract, or termination of my employment with
my employer, whichever occurs first.

SIGNED:

__________________________ _____ DATE:

____/____/____

PRINTED:

__________________________ _____ POSITION________________________________

ASSIGNMENT OF PROPRIETARY RIGHTS
As used in this agreement, “Works” means (i) any inventions, trade secrets, ideas, original works of authorship or
Confidential Information (as defined below) that I conceive, develop, discover or make in whole or in part during
my employment with Contractor which relates to the Contract, (ii) any inventions, trade secrets, ideas, original
works of authorship or Confidential Information (as defined below) that I conceive, develop, discover or make in
whole or in part during or after my employment with Contractor which are made through the use of any of
Contractor’s equipment, facilities, supplies, trade secrets or time, or which result from any work I perform for
Contractor, and (iii) any part or aspect of any of the foregoing. “Confidential Information” means all information
or material disclosed to or known by me as a consequence of my employment with Contractor, including third
party information or information disclosed by County that Contractor treats as confidential, and any information
disclosed to or developed by me or embodied in or relating to the Works.
All Works shall belong exclusively to Contractor whether or not fixed in a tangible medium of expression.
Without limiting the foregoing, to the maximum extent permitted under applicable law, all Works shall be
deemed to be “works made for hire” under the United States Copyright Act, and Contractor shall be deemed to be
the author thereof.
If and to the extent any Works are determined not to constitute “works made for hire,” or if any rights in the
Works do not accrue to Contractor as a work made for hire, I irrevocably assign and transfer to Contractor to the
maximum extent permitted by law all right, title and interest in the Works, including but not limited to all
copyrights, patents, trade secret rights, and other proprietary rights in or relating to the Works. Without limiting
the foregoing, I irrevocably assign and transfer to Contractor all economic rights to the Works, including without
limitation the exclusive and unrestricted right to reproduce, manufacture, use, adapt, modify, publish, distribute,
sublicense, publicly perform and communicate, translate, lease, import, export, transfer, convey and otherwise
exploit the Works.

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I expressly approve any and all modifications, uses, publications and other exploitation of the Works that
Contractor or any successor or transferee of Contractor may elect to make, and I expressly agree that no such
modifications, uses, publications or exploitations will or may cause harm to my honor or reputation, or will be
deemed to constitute a distortion or mutilation of the Works.
I agree to provide any assistance reasonably requested by Contractor, now and in the future, to obtain United States
or foreign letters patent and copyright registrations covering inventions and original works of authorship belonging
or assigned to Contractor. I shall execute any transfers of ownership of letters patent or assignments of copyrights
or other proprietary rights transferred or assigned hereunder (including short form assignments intended for
recording with the U.S. Copyright Office, the U.S. Patent and Trademark Office or any other entity). If Contractor
is unable for any reason whatsoever, including my mental or physical incapacity, to secure my signature to apply
for or to pursue any application for any United States or foreign letters patent or copyright registrations or on any
document transferring or assigning any patent, copyright or other proprietary right that I am obligated to transfer or
assign, I irrevocably designate and appoint Contractor and its duly authorized officers and agents as my agent and
attorney in fact, to act for and on its behalf and stead to execute and file any such applications and documents and
to do all other lawfully permitted acts to further the prosecution and issuance of letters patent or copyright
registrations or transfers or assignments thereof or of any other proprietary rights with the same legal force and
effect as if executed by me. This appointment is coupled with an interest and is irrevocable.
This agreement shall be construed in accordance with the provisions of Section 2870 of the California Labor Code
(the text of which follows) relating to inventions made by an employee. Accordingly, this agreement is not
intended and shall not be interpreted to assign to or vest in Contractor any of my rights in any inventions
developed entirely on my own time without using Contractor’s equipment, supplies, facilities, or trade secret
information, except for those inventions that either relate at the time of conception or reduction to practice of the
invention to Contractor’s business or the actual or demonstrably anticipated research or development of
Contractor, or result from any work I performed for Contractor.
California Labor Code Section 2870. Employment Agreements; Assignment of Rights
(a)

(b)

Any provision in an employment agreement which provides that an employee shall assign or offer to
assign any of his or her rights in an invention to his or her employer shall not apply to an invention that
the employee developed entirely on his or her own time without using the employer’s equipment,
supplies, facilities, or trade secret information except for those inventions that either:
(1)

Relate at the time of conception or reduction to practice of the invention to the employer’s
business or actual or demonstrably anticipated research or development of the employer; or

(2)

Result from any work performed by the employee for the employer.

To the extent a provision in an employment agreement purports to require an employee to assign an
invention otherwise excluded from being required to be assigned under subdivision (a), the provision is
against the public policy of this state and is unenforceable.

I expressly acknowledge and agree that I wish to remain anonymous and not to have my name or any pseudonyms
used in connection with any Works, goods or services I provide under this agreement or the above referenced
Contract.
I acknowledge that violation of this agreement may cause irreparable harm to County, which may not be
compensated by monetary damages, and may subject me to civil and/or criminal action and that the County of Los
Angeles may seek all possible legal and equitable redress, including, without limitation, injunctive relief.
SIGNED:

__________________________ _____ DATE:

____/____/____

PRINTED:

_______________________________ POSITION: _______________________________

HOA.625595.1

DOCUMENT IMAGING SERVICES

G-4

JULY 2009

EXHIBIT H
CONTRACTOR EMPLOYEE JURY SERVICE
TITLE 2 ADMINISTRATION
CHAPTER 2.203.010 THROUGH 2.203.090
Page 1 of 3

2.203.010 FINDINGS.
The board of supervisors makes the following findings. The county of Los Angeles allows its permanent, full-time employees
unlimited jury service at their regular pay. Unfortunately, many businesses do not offer or are reducing or even eliminating
compensation to employees who serve on juries. This creates a potential financial hardship for employees who do not receive
their pay when called to jury service, and those employees often seek to be excused from having to serve. Although changes
in the court rules make it more difficult to excuse a potential juror on grounds of financial hardship, potential jurors continue
to be excused on this basis, especially from longer trials. This reduces the number of potential jurors and increases the burden
on those employers, such as the county of Los Angeles, who pay their permanent, full-time employees while on juror duty.
For these reasons, the county of Los Angeles has determined that it is appropriate to require that the businesses with which
the county contracts possess reasonable jury service policies. (Ord. 2002-0015 § 1 (part), 2002)

2.203.020 DEFINITIONS.
The following definitions shall be applicable to this chapter:
A.

“Contractor” means a person, partnership, corporation or other entity which has a contract with the county or a
subcontract with a county contractor and has received or will receive an aggregate sum of $50,000 or more in any
12-month period under one or more such contracts or subcontracts.

“Employee” means any California resident who is a full-time employee of a contractor under the laws of California.

“Contract” means any agreement to provide goods to, or perform services for or on behalf of, the county but does
not include:
1.

A contract where the board finds that special circumstances exist that justify a waiver of the requirements of
this chapter; or

A contract where federal or state law or a condition of a federal or state program mandates the use of a
particular contractor; or

A purchase made through a state or federal contract; or

A monopoly purchase that is exclusive and proprietary to a specific manufacturer, distributor, or reseller, and
must match and inter-member with existing supplies, equipment or systems maintained by the county
pursuant to the Los Angeles County Purchasing Policy and Procedures Manual, Section P-3700 or a
successor provision; or

A revolving fund (petty cash) purchase pursuant to the Los Angeles County Fiscal Manual, Section 4.4.0 or a
successor provision; or

A purchase card purchase pursuant to the Los Angeles County Purchasing Policy and Procedures Manual,
Section P-2810 or a successor provision; or

A non-agreement purchase with a value of less than $5,000 pursuant to the Los Angeles County Purchasing
Policy and Procedures Manual, Section A-0300 or a successor provision; or

A bona fide emergency purchase pursuant to the Los Angeles County Purchasing Policy and Procedures
Manual, Section PP-1100 or a successor provision.

HOA.625606.1

DOCUMENT IMAGING SERVICES

H-1

JULY 2009

EXHIBIT H
CONTRACTOR EMPLOYEE JURY SERVICE
TITLE 2 ADMINISTRATION
CHAPTER 2.203.010 THROUGH 2.203.090
Page 2 of 3
D.

“Full time” means 40 hours or more worked per week, or a lesser number of hours if:
1.

The lesser number is a recognized industry standard as determined by the chief administrative officer, or

The contractor has a long-standing practice that defines the lesser number of hours as full time.

“County” means the county of Los Angeles or any public entities for which the board of supervisors is the governing
body. (Ord. 2002-0040 § 1, 2002: Ord. 2002-0015 § 1 (part), 2002)

2.203.030 APPLICABILITY.
This chapter shall apply to contractors who enter into contracts that commence after July 11, 2002. This chapter shall also
apply to contractors with existing contracts which are extended into option years that commence after July 11, 2002.
Contracts that commence after May 28, 2002, but before July 11, 2002, shall be subject to the provisions of this chapter only
if the solicitations for such contracts stated that the chapter would be applicable. (Ord. 2002-0040 § 2, 2002: Ord. 2002-0015
§ 1 (part), 2002)

2.203.040 CONTRACTOR JURY SERVICE POLICY.
A contractor shall have and adhere to a written policy that provides that its employees shall receive from the contractor, on an
annual basis, no less than five days of regular pay for actual jury service. The policy may provide that employees deposit any
fees received for such jury service with the contractor or that the contractor deduct from the employees’ regular pay the fees
received for jury service. (Ord. 2002-0015 § 1 (part), 2002)

2.203.050 OTHER PROVISIONS.
A.

Administration. The chief administrative officer shall be responsible for the administration of this chapter. The chief
administrative officer may, with the advice of county counsel, issue interpretations of the provisions of this chapter
and shall issue written instructions on the implementation and ongoing administration of this chapter. Such
instructions may provide for the delegation of functions to other county departments.

Compliance Certification. At the time of seeking a contract, a contractor shall certify to the county that it has and
adheres to a policy consistent with this chapter or will have and adhere to such a policy prior to award of the
contract. (Ord. 2002-0015 § 1 (part), 2002)

2.203.060 ENFORCEMENT AND REMEDIES.
For a contractor’s violation of any provision of this chapter, the county department head responsible for administering the
contract may do one or more of the following:
1. Recommend to the board of supervisors the termination of the contract; and/or,
2. Pursuant to chapter 2.202, seek the debarment of the contractor. (Ord. 2002-0015 § 1 (part), 2002)

HOA.625606.1

DOCUMENT IMAGING SERVICES

H-2

JULY 2009

EXHIBIT H
CONTRACTOR EMPLOYEE JURY SERVICE
TITLE 2 ADMINISTRATION
CHAPTER 2.203.010 THROUGH 2.203.090
Page 3 of 3

2.203.070 EXCEPTIONS.
A.

Other Laws. This chapter shall not be interpreted or applied to any contractor or to any employee in a manner
inconsistent with the laws of the United States or California.

Collective Bargaining Agreements. This chapter shall be superseded by a collective bargaining agreement that
expressly so provides.

Small Business. This chapter shall not be applied to any contractor that meets all of the following:
1.

Has ten or fewer employees during the contract period; and,

Has annual gross revenues in the preceding twelve months which, if added to the annual amount of the
contract awarded, are less than $500,000; and,

Is not an affiliate or subsidiary of a business dominant in its field of operation.

“Dominant in its field of operation” means having more than ten employees and annual gross revenues in the preceding
twelve months which, if added to the annual amount of the contract awarded, exceed $500,000.
“Affiliate or subsidiary of a business dominant in its field of operation” means a business which is at least 20 percent owned
by a business dominant in its field of operation, or by partners, officers, directors, majority stockholders, or their equivalent,
of a business dominant in that field of operation. (Ord. 2002-0015 § 1 (part), 2002)

2.203.090 SEVERABILITY.
If any provision of this chapter is found invalid by a court of competent jurisdiction, the remaining provisions shall remain in
full force and effect. (Ord. 2002-0015 § 1 (part), 2002)

HOA.625606.1

DOCUMENT IMAGING SERVICES

H-3

JULY 2009

EXHIBIT I

SAFELY SURRENDERED BABY LAW

HOA.625606.1

DOCUMENT IMAGING SERVICES

I-1

JULY 2009

222

los Angeles County:
SAFE 1 877 222 9723
In Los
Cou~y: 1 877 BABY SAFE18n
. ..

Sa.f£
~surrendered
Safi~Sur.r.ender.ed
BalJ]
Bab, Law

Www.babysafela.org
www.b3bys.."lfela,org

How does It
it work?
i. unable or
A d.i.~
clistr... ,~ pum,
par""t who is
unwi
Iling 10
In <:ore
by an
leg.>lly.
un"illing
<;:Ire for ..a t,.
baby
can legally.
,,fely surrender.
confidenriilly,
confidcnti>lJy. :IIld
and ~dy
.urrtndrr ..
b.by
baby within
,,~thin lh,,,,,
thr.:e day.
da)', (72 hour.)
bour') of
birrh.
bahy Ill""
musr be lund.d
handed 10
o.n
birth. The baby
'0 an
CJ:uployce at"
at l\ ho.pilal
ho,pitul 0.
fue ,ta,ion
,taWOlL in
ill
("",plO)"""
or ii'e
Lo.
Allg<:ko County.
flo, long.,
IQug a, ,h"
Lo' Angeles
Co=cy. As
the
I>tby
.ho"~ no sign of abmeo,
baby .ho,,~
.bwe or n~ea.
ncglccr.

C8lllomla's
california's Safety
safely Surrendered
allow$ parents
parenls or
Baby Law allows

with lawful
other persons,
pel'8Ol'l8, WitI'lI8WfuI
custody, which means anyone
cuslody,
to whom the parent has
haS given

permission to confidentially
surrender 8a baby. As long
lOng as
88

the baby is
Is three days (72

01 age or younger and
hours) of
has not been abused or

neglected. the baby may be
neglected,
surrendered without
wIthoUt fear of

prOHCUtion.
arrest or prosecution.

Il()
name or other infonn
ioforJ]);:'I:til')n
no n.me
.. ion is
i,
required.
(>Ise ,h.,
Ihe f"'''''
paren' changes
hlo
reqllir~. In <:>«>
chang<t hi,
",.
,he
or hcr
her Illiud
w.i.ud at al.tcr
a later date "l,d
WJd "'a.",
' ....
tbe
baby
back. ".ff "iU
use "racdelS
bohy bock.
will II..,
c.d.... [0
'0 help
connea diem
... ch o,h
connecr
them. ,o
to each
orher. One
buuk' "'iU
will be plac.ed
pl>c.t:d on
uti
hra,de'
On ,he
rhe bohy...
bahy. and
•, m.,ching
bncd.. will be given '0
me
matching bracelec
to the
p....
lll Or other surreLlde~ing
.urrcndnill& .Jul,.
parent
adull.

,,,IT

da,.,

"'H.

What ir
wanIs
if a parenl
parent wants
Ihe baby back?
the
Parcnc.s wbo
ch:lIlge ,htir
their mind, an
<::In
Parelll'
who Ghange
!.<gin
proces. of r«l;llini"g
begin ,he
<.he pro"""<
rcc.laU.ni.ug tbrir
their
clOy<. Tbese
parent'
baby ,,1,hin
boby
,,;thi o 14 day"
Th~PJr"""
should
r.o. Angeles Cowuy
.hould <:ill
call the
<.h Lo.
County
D.:p.nm,-,,"
DeparuneLlt ofaUldr~~,
of Childrcm aud
and F:unily
Famil
&rv:ices.,
Services
at 1-800-$40.4000.
1·800·540-1000.

Does the parent or surrendering
adult have to tell
lell anything to
the people taking the baby?
N<>.
0_ Ilowev.".,
Ilowever. hospi,.l
hospiral or fire ""ion
.smrion
pcr><>IUlc!
a!J,; Ihe
lurr,,,,dcri"j; V""y
persooncl will ask
the ,uITcndcciug
pany
'0 fill ""I
Oil' a
quesrionnaire dQil1'ed
designed to
'0
.. 'l"e"ionoair"
goth.".
hi"OfJ'
gather imponuu
imporr:uu medical hiseory
infornl1'ioo,
whiGh il
information. which
i vcry
very u,di,l
useful i"
in
caring for th"
Theques,ionn.ire
",ring
,he baby. The
quesrionna.ire
includes,a "autp<:d
I'awp«l mum
rerum "mdoJX'
owdope aud
and
illclud",
can be ,em
sent in ...
Rr 11 huer 'ime
(Une.

I.,,,,

What happens to the baby?
wiU be ""amine<!
and given
giv""
The baby will
examined :md
mrdical If''''lf,,,,uI.
rd",,,,, from
lnL-dic:J
lrC<\CUleul. Upon
Upou rdoase
,h"
,<>ci.1 worle.-.
,be hospit.1.
haspirnl. ,oci.1
workers immedi"ely
immediarely
pIa"" ..the
baby i".
in n ,,,[e:lIld
bome
phe<:
h e b.J,y
~"and Joving
10vUq; Ill)"'"
>.od begin
adoplio.a pro=<.
prO«'l"
and
b.:gin the .dopuon

What happens 10
to the parent
or surrendering adult?
0,,<,<: Ihe
Ouee
the I,,,,,n,
parCLlt or lurr"udtTi"g
l\trNnderiu~
"ltdr "'ff""d"",
,um",der< the
rhe bahy
baby to
ro ho'pirnl
.d"l,
h""pital
or fire ....,ion
"arion per.onnel,
personnel. ,her
ther m1Y
may
rime.
leave at any 'ime,
Ie"'e

Why is California
Calilornia doing this?

Can only a parent
bring in the baby?

"'0" ca,..

o. While
\'(filile in IDOS< <:.as"" a pareor
No.
p.ren' will
"ill
the b.by,
La.w allow, other
orber
bring in th"
baby. the
lhe Law
people 10
'0 bring in th"
the baby
ba.by j[
they have
p<'Ople
if 0.1''1'
I."ful
lawful cunody.
custody.

h.""

the parent or surrendering
Does Ute
to cali
call before
adult have 10
bringing in the baby?
No. A paren'
parent or ,,,,,,,,,d,,ring
,urrendering aduh
adulr an
can
bring in
hour. a day,
ill"a. b3h)'
baby 3Jly1iUlt.
aurUtne. 24 ho"r<"

7 day, •a week.
week••,
p.renl or
a kmg
lone. a,
as ,h"
the porCP'
'''IT,,,,drrillg .duh
.dull ,,,m,,,d,,,,
babr
,urrcoders tbe
the baby
surrcndering
10
>om<»,,,, '-iJo
,,'bo "'Url"l
hO'pi',,",
lU .omoooc
work at
al Ihe
the ho..pital
or
tire ".,inn.
$ca.non_
o' fiT<

'[he purpo,e
the,!).fely
.rely Sur"",de<ed
urrendered
'!1-."
p"'po'" of the
from
Baby Law is
B.by
i, '0 protea
protec' babies
babi... from
lxing
Iheir
being abauOOued,
al>:mdoucd, hUrl
hUrl or
Or killed
killcxl br
by ,itar
p.>.renlS.
may bave heud
p.1tenc.s. You m:J.y
b=d tragi<:
'ragic
.tocies
babi", ler,
'tori", of Ix,bies
Left in duIllp'I.....
dump" en Or
public bathroornt.
barhrooms. "Il,";r
Thdr p.rco" m.y
publie
have
b<...oc.u WIder
Uildcr severe
emouomJ
have h"cn
>eVere "",olional

p""""

dUlre!
lno,hc"1'$ may
mal' I""""
bav.;.hiddcu
Wltr"".. ll,e
TI,C 11100.1":,,
hiddcu
their pregnancies.
pregnancies, fearful of who[
wha' would
h.ppen if thcir fan>ill'"
tamilies found Out.
out.
happen
Il«all,e t""Y
afr.l.id .n<l
and h.d
nO
Were .fnid
h.<I no
l3ecause
,hey were
ODn or
[0 tilln
tLl[.D for
rO[ hdp,
bdpl they
tht'y
0""
Or nowhere
nowh",,, 10
.bando;ned ,h";r
.bandoned
,heir h.bies.
babies. Ab.ndoning.
Abandoning.
baby
b.,hy i, illegal and places the baby in

",",,:me
il ,,,,01,
multi in
"""ome Ua.ug(T.
danger. Too <lflen,
of""" it
the baby',
dead," The Safely
b.b)", death.
a£ Iy
urn:nd<£"d Baby Law
prevc:nrs Ihi,
LIllis
Sur",r><i,K<!
law 1'''''''''''
lfag".,Jy
""~ happening
again;o
rragedy from cv""
h.ppening .gain
In
c.Jjfornia.
Ciliforoia.

baby's story
A babys
'0

E...l)'
0" April 9, 2005.
200$, a healthy baby boy"""
,.rely
Early iIllhe
in the Illorn,;"g
UJuuu.ng ou
boy wa> ..
cly 'lllT,-",dered
surrendered to nu,.,es",
uu".. at H",l.>or.
Hc,,-borUClA
/"'ledical em,."..
woman who brougl1t
bro"ght [he
h",pi,a1 idmrilied
h."elf.,
baby', .unt
UCLA Medical
Center. The
Th.e wom.m
the baby [0
to 'he
the ho,piCLi
id""rified h.,.,eIf
as ,be
the b.,by'••um
aod ..",red
• ..,cd [be
baby', mOlh",
10 brinl;
boby 10
l1-.e .aWl'
a,,,,' .......
W.l.$ given.
""d
rhe baby
mother h.d
had ..ked
asked her to
brioe. th"
,he baby
[0 ,he
,h ho'piul
bosphaJ on her
h. r behalf. 11",
given a
bra~.<'J« ,,1,h
"ilh •a n"mber
Ihe .nld«
lhe haby;
boby; ,hi,
oolll" id""nl'''''tion
the
hlllceler
number nu'Ghing
m~rcbinf; the
anklel pldced
placed on rbe
thls wnuld provid~
provide $Ol1le
idcorillcatioo in ,h~
the evenl
event lh"
modo<T ehlmged
hrr mind about
o.bo"l $urreudering
'''lTet,drri,,& tho
Ih~bo.by
,he baby in
ill the 14-day
14.-day por:iod
]>criod allowed by
mother
clmngcd her
baby and wi,hed
wished 10 ."""'-im
reclaim the
b)' [he
the
law.
'rbe ",n,
wi,h a0 medical 'l"es,ionnoire
"'o"ld h.ve
have the
Law. 'n,e
aunt \Va> al..,
also provided with
quenionna.ire and
opd .aid
said ,he
she would
'he moth.".
mower mmple<e
complete and
iUld mail bod
hock in
ped relUrn
heal[hr and fuU.I<rm.
wa, pLaced
placed
the ......
scamped
retum ...vdope
CLlvdopc provided. The baby WI<
was ",,>.mined
examined by medial
mcdic.U ""ff
staff and pronounced healthy
full-teem. He was
thOl h.d
had b«n
Children. and family
wi,h a loving family
funily that
been .ppro,-ed
approved '0
to .dopr
adopt him by lhe
the Dcpartm<';ll[
Dep.rtmet>t of Qilldren
Parni!y Scrvi"",
e..vicc..
with

w:a,

HOA.625606.1

DOCUMENT IMAGING SERVICES

I-2

JULY 2009

•

HOA.625606.1

DOCUMENT IMAGING SERVICES

I-3

JULY 2009

1.11

i.Como tunciona?
funciona?
l~
FJ

I . Entrega
I' •
J'
l.Que es la ley de
de

...

:.,
: .

, ,
I

•

La Ley de Entrega de 8eb8s
Bebes sln
sin
Pellgro de california
calfomla permite
permlle Ia
la
conIIdenc:lal de un recien
red8n
entrega confldenclal

nacldo por
naeldo
par par1e
parte de sus padres u
ettaS
otras personas con custodia legal,

pod",lmad,e am
dificul."k< que
quo no
padro/mad,,'
ron dihcul",des
nO
ruidu de
de.<u
moitn
pu<'tb"
puedo 0 no quic",
quie... coid..
su "'ci"n
nacid<:>
mtregark> en
on forma
f<:>m>.log.l.
nacido pl>C<lc
puede enrcegarlo
1<1'_1.
confidencial y >egu...
rre. di..
confid<""i.1
"'gu'" denrm
dontro de
do los
k.. ncs
di'"
(72 hom)
dol n..:;mi""t<>.
horas} del
nacimiento. fJ hdx'
beb<' debe ...,
enrregado
en'pbdo de <...
cualquier
lqu;",
<nt"'l't'd<>.a un crnpk:ul<:>
<:> <...
,td de
do bomho""
hmpitll
bombero. dd
del Cond.oo
ond.do
ho'pitllio
<u"rrel
do
hd><! no
<1< Lo.
Loo ,1,"5"1<0.
Angel"". Sicmprc
iem pre 'luc
'1ue <l
eI Ixlx'
p......
m. signos J"
n<glig<lIcia, 110
no
presenre
de ob"",
abuso "0 negligenci•.
sera. n",('("sana
seli
n«cs;;uio sumini.srrar
.umilli""" nombrC'.s
r>"'nb.... ni
illf",m..i6n alguna.
.Igu".. Si'i d
informaci6n
eI p:ulr<!m:ulrc
padre/madre
ca",bia
,1<, opini6n I""'",no.mem<
posR'riormenre y d=.
dcKa
<ambi. de
a.<u lxb<'.
hob:'. 10'
I<>s trnbajadores
rrabooj:ul"",.
mouper'"
recuperar a.u
u,ili....Ii" b.;>;U]....
urili7Min
br=leres p>.'"
para po<k,
puder ,oj"""l.ulos.
vincuhrlo .
l~
b.=k", y <l
EI hd><!
beb6 lin=!
lIevar:i un bra1;1.le'"
d
pad...
/ma"'< 00 dadul",
padre/m.dre
cI .dulm que 10 .m...gu<
e"'regue
moibir.i
re ibim un b...,.k",
brJ"''''''' ig...
igu.l.l.

r12

"or

etecIr cualquler persona a qulen
es declr
qulan

i.Que pasa si el padre/madre
desea recuperar a su bebe?

los padres Ie hayan dado permlso.

Lo, padres
que "",,,bien
cambi.n de "pini6"
opini6n
l.<>s
pad.., 'I....
pued<n
proccso de rod.mar.
red.lllor •
pueden ",m.nu,
co",.nzor d pro<e.<o
nacid" dcnrro
dentrQ de 10,
di",.
•'uu moitn
reeien nacido
10' 14 dl...

Slempre
tenga tras
Ires
S1empre que eI
el bebe tanga
dlas (72 horas) de vlcIa
vida 0
0 menos.
manos, y

no haya sufrido
III
suftldo abUso
abuso nl

Uom...1
!:st",
I:"to' pod'<s
padres deberJn
dd"'r.\Jl Ilamar.1
Departamento J"
de S<-rvieios
D.pa,,""'."ro
Sctvici"" para Ninos
N"ifi"" y
Familia, (Dcpntm.nt
(Depamnent "fChild
of Children
and
hmili.,
..." .1Id
Cond.do d.
Los
F.,mily
rvices) del C"nd.d<>
do l.<>s
hmily.Ser"';<..)
Angcksall.SOO.540.4000.
Angel'
. . al 1.800·540.4000.

negigencla. pUeden
pueden entregar aJ
negHgencla,
al
recIlln naddo
sln temar
tamar de ser
reclen
naeido sin

arrestados 0 procesados.

i.Es necesario que el padre/
madre 0
0 adulto diga algo
alga a las
personas que reciben al bebe?

No,
No. Sin
'in emba,go.
embargo, deI pc'$QOal
personal del hmpit>l"
ho'pi",1
cuarrel de homho"",
bomlxros Ie
• b pc..o".
persona
cumel
k pedim
pedir.i .1.
que entregue
<ntregue.J
Ikne un
al hcb:'
beb<' que Ilene
cucstionaJio
Fin.lidad de .«ob••
rccabar
cue"i""a.i" con
c"n b 1i".liJ.d
.m<e<d.",<s
import>nt<s.
anrecedente' m<'diros
",<'di os im
por",nrcs. qu<
que
rcsultsn de {;fan
<;"l.Iid.Qr len
""ulu"
u'" urilidad
u,;lid.d para
1"''' cuiJ.,r
del
beb<'. EJ
ucsrionario induye
dol hob<.
fJ cueni"n",i"
induy. un sob,.
c"n
p"'al p>.g:ul<>
ron d
cI sello
dlo po.<",1
pagado p>.'"
p.... .nvi.trl<>.n
enviarl cn
utrQ momento.
m<:>monto.
o[:ro

1,,,,,,
w.

i.Que pasara con
i.Qua
can el bebe?

sem

l~
k brinUar:in
b,ind"lin
EJ bob<'
beb<' ..1i .""min.d"
euminado y Ie
atenci6n m"dica.
m~di .... Cu:mdo
C....,d<> kIe den
.Ita dd
dcn deI alra
del
OIenci6n
ho'pital.
,ociale
hmpi'ol, 10.
los ,rr.bajado,",
••hajad"rco "",iab
inm.dimm.nt<
ubic..in.J
inmediaramente ubiearin
al hob<.n
heb<' en un
hog••
<sali bien
bi.n ",endid".
hogar "gurQ
s<:guro dondc
donde eStar:l
a«ndido. y
.. c<)mmud
d pr<>Ccs<>
d< ad<:>pci<ln.
Se
com'n~.ar:l d
proeoo dc
adopei6n.

i.Que pasara con el padre/madre
o adulto que entregue
enlregue al bebe?

Un.
pod.co <> .dul.<)
Una vu
VC7. que
quc los padres
adulto .....yan
hayan
<nt gad".1
beb:'.1
h""p,tal"
cllrregado
.1 bel><'
aJ pcr",,,.1
personal del ho'pital
°
ecu.rr.1
ttel de romho""',
bomheros. pued.n
pueden i,..
irsc en
cu.JquitJ
cualquier mom.m".
momento.

i.Por que se esta haciendo esto
en California? ?

i.Solo los padres podran lIevar
iSolo
al recien
recian nacido?

I..
La lin"lidad
fi"alid.d d.lt
de 10 l.cy
Ley de Entl'l:ga.
Entrega <Ie
de Bc:bU
Beb6
Pdigro e,
<. pro[egcr
p,otege"1os
par. quc
quo
.in Peligro
a los hob:'s
beb<'s par.!

I", c.lso,
No. Sii bien en la
Ia m.yo,ra
mayo ria d.
de 10
'os
son los
padrQ 10,
I". que lIe""n.l
10. padres
IIc""n .1 bel>..'.
bebe, la
permite que otras PC"""'"
persOllas 10
I h.gan
hagan
Icy p"rmirc
1; 'im'"
/;t/I<I/ NI,i<>di"
rwrodill l'lal.
l.glIl.
'i

I."imad",,,
0
no ...
"a11n .b>tIdon.d<».
abandonado,. 1.5timado,
mucrro, po<'us
por ,u. padrcs.
",u<nos
pad.... Usted
UstcJ
probabkm<nt< haya escu
e..uch.d<>
pmbablemente
hado hiSlo<i.,
hi'roria'
oobrc ""b<',
bob:'s abandonado,
>band"".dos en
tligi...
rr.\gicas sobre
e"
basu rero, O.n
0 en banos
publi os. Lo.
Lo, pad.....
padres
bnios publi<"".
basu",,""
de eso.
bobts p",ba.bkmelllc
hayan ....d<>
d.
eso, hebes
prob blem nte hay:."
es do
p=ndo por
po< dificulrade'
dilicult.J.. emoeional.s
<mocion.ks
p...ndo
gmves. Lis
madr.,
ultado
gra......
Us m.d
.... pueden
pu.den haber
habo, ",ult"""
'u cmb....
<",boo..:<o. po<
quo pp....I••
su
por lOmO••
remor " k.
10 que
arIa sii
sus
fumilias se cnte:C;;Irilll_
sUS f.mi!i>....
<ntor...n. AbandonarOll
Abandon••"" •3
'us beb<'s
bobc. PO<<ju.
mi.d" y no ten;,n
su
porque l<ni:1O
t nian miedo
renfan
pedi' .yud•.
EJ ab.nd"oo
t",di••a qu;""
nadie
quie" pedir
.yuda. EI
abando"o
n:Kido <s
de un ...citn
recien oacido
es ik!}"1
ile.gal y I"'ne.1
po"e al hcb:'
beb<'
<n
un••,i'uaci6n
irudci6n de
extremo. Muy
<0 una
do peligro
pcligro e"'",mo.
01 .band
.banoooo
mucrt<
•a ",.nudo
me" udo d
no p'<>VO<a
provoca It
la muerte
de En,~.
6~, .in
dell>cW.
del
bebe. La ley
Ley d.
Entre!;" de Bebes
'in
Pdigro
Pe\igro impidc
impide que ,·ud......
vudva a uced<r
uccder <s"
e>ra
tragcJi. en C.lifomi•.
tragedi.
CaJifomia.

'I""

C,ulll red!?, "'icido se merece III oportllllid,;d,
de {('lIer m/fl vid" Sit/fldl1b/e. Si tliguiei, fji~"'j"
lISted cO/loce estn pe1lStllIdo ell tlbmldollflr 1111/1
recitllullcido. illjOnl1ele que time ah'tls
opciolles. 11"51" {res di"s (72 homs) despues del
l111dmiell{o. 51! puede f'Ulreglll' lUI redlll lI11ddo
III persol1lt! de elM/quier Ilospilill 0 martel de
bomberos dell'olldlldo de l.os Angeles.

:. :

I;'

i.los
i.Los padres 0
0 el adulto que
entrega
l1amar
enlrega al bebe
beba deben lIamar
antes de lIevar al bebe?
lo. El
EI padrclllladre
() adult"
adult pu<de
pued, lIevar
1'10.
p>.d,cln,.d", <)
II."••
•al11>cW
<n eualquicr
moment<>. I.. 24
beb<' en
cu.lquier Illornenro,
1,,,,,,,
del dio.lo,
d< It
sen,.".,
horns dol
di•• 10, 7 di.. de
Ia ",man••
,i.mp...
bob<'.a un
,ie",p'" y eu.nd"
emndo .",roguen
enrreguen ••u
a ", beb<'
<mpleado del hmpit>l"
elllpleado
hospi~al 0 cuand
cuarrel dc
de
hombo",•.
bombeco.I.

,,o.

Historia de un bebe
A la maii.n.
Iuwhle.a la'
A
manana 'empr.no
<emprn.no del dia
dr. 99 de .h,il
abriJ de 2005, '"
se entregO
entreg6 Un
un m:iClI
reeien nacido ..
saludable
las enfermera'
e"fermeras del
Harbor-UCLA Medical
enrer. b1.:1 muj<r
muJcr quc
Ib'6 cI
rccien ""rid<:>.1
nacido .1 hospi,.l
hQ'piral '"
sc dio a «><>Oc."
COnt>cer OOnto
como b
ria del
H.rbor-UCLA
Mcdic.ol Center.
que 1lcv6
eI .cc;en
I. d'
bel>..'.
hospit>1 en >u
<mregamn aalla••d.
i> un
bcbe, y dijo'lue
dijo quc la
I. madre kIe habfa
habla IxJido
pedido '1ue
que lb·a",.1
Ilcvarn. "I hdK.1
bebe al hospiral
5U nombre.
nombrc. I.e
Lc cntrcgaron
hraz.l<te
un numcro
nurnero qu"
roin<idfa 000
del hebe:
o "'tvi"a
identificoci6n "n
bra:1.aletc oon
ron lin
que coineidla
con IJ
Ia l'"l",r.
pul,cr" dc.l
bebe; ...
csto
se/'Viri. oomo
com idcntificaei6n
en

Col><>

de 'lue
qlle I. madre

c.lmbiar. de "pini6o
COli rcspe<:ro.
cmrcg.>
beht y dccidicra reeupcrarlo
m:uperarlo demmdel
period<> de 14 dias
clJnbiara
opini.6n con
respect<> a I. en
rega del bebe
dentro del periodo
dlas que pe.mitc
permit cst>
csta
Icy. T"mbiCn
"rambien ledieron
a la da
un cucstionario
C1.lcstionario medico.
medico, yell.
madre 10
lIenari. y 10
enviarla de vudra
vuelra dentro
demm del ..,breooo
sobce con
k dicron .1.
tfa Un
y ella dijo que I.
I~ ",adre
k.1I"""d.
locnvi....
franque<> pagado quc
que Ie h.h"n
I~ pe
pc""""l
m&lico examin6
0<".",in6.1lbeb<!
beht y '"
que esmba
<staha ..
saJudahl"
y.a term;oo
FJ heW
frn.nqueo
h.b"'n d.do. EJ
n.J medico
5C dctermioo
dctcnnin6 quc
J ludablc y
rermin . EJ
bcbe fue
foe
ubic.od"
bu"". f.milia
ya h.hi,
'I'robad.l'.r.
odoptarlo I",r
I:.",ili...
ubicado con una buena
fumilia 'l"e
quc yo
habla .id"
5ido aprobada
pam .doptarlo
pot d Del'.".m<"'''
Dcp.rramcnro de Sctvicios
/'Vieio> 1"''''
para Nino. y l'amili...

HOA.625606.1

DOCUMENT IMAGING SERVICES

I-4

JULY 2009

EXHIBIT J
CONFIDENTIALITY OF CORI INFORMATION
Criminal Offender Record Information (CORI) is that information which is recorded as the result
of an arrest, detention or other initiation of criminal proceedings including any consequent
proceedings related thereto. As an employee of _______________________________________
during the legitimate course of your duties, you may have access to CORI. The Information
Systems Advisory Body (ISAB) has a policy of protecting the confidentiality of Criminal
Offender Record Information.
You are required to protect the information contained in case files against disclosure to all
individuals who do not have a right-to-know or a need-to-know this information.
The use of any information obtained from case files or other related sources of CORI to make
contacts with probationers or their relatives, or to make CORI available to anyone who has no
real and proper reason to have access to this information as determined solely by the Probation
Department is considered a breach of confidentiality, inappropriate and unauthorized.
Any _______________________________________ employee engaging in such activities is in
violation of the ISAB's confidentiality policy and will be subject to appropriate disciplinary
action and/or criminal action pursuant to Section 11142 of the Penal Code.
I have read and understand ISAB's policy concerning the confidentiality of CORI records.

______________________________________
(Signature)
______________________________________
Name (Print)
______________________________________
Title
______________________________________
Date

The executed agreement shall be forwarded to County's Contract Administrator at the address
listed in Exhibit E (County's Administration) on or immediately after the Effective Date, but in
no event later than the date the undersigned first performs work under the Agreement.

HOA.625606.1

DOCUMENT IMAGING SERVICES

J-1

JULY 2009

The Habeas Citebook: Prosecutorial Misconduct Side