05_-_Exhibit_1_-_Specifications_and_Map.pdf
PDF 830 KB Posted
- Attached to
- Answering Service
- Solicitation number
- EV00000702
- Issued by
- Tulsa County, Hobart City, Oklahoma
About this file
This document is an Exhibit of Specifications for an Answering Service contract with the Oklahoma Medical Examiner's Office (OCME), covering death notification call center services. The specifications outline requirements for a supplier to provide after-hours phone coverage for two regional offices - the Central Office in Oklahoma City and the Eastern Office in Tulsa - serving specific Oklahoma counties and districts. The service must rapidly gather and relay death notification information within 5 minutes to on-call investigators, with coverage during non-operational hours (evenings, weekends, and state holidays) and potential emergency coverage during regular business hours.
The contract requires the call center supplier to develop a detailed training program for personnel, create a specific script for collecting death notification information, and ensure strict confidentiality through non-disclosure agreements. Call operators must log detailed call records, transmit shift records to the Central Office, and follow Privacy Act procedures. The attached district map shows the geographic coverage areas, which include multiple counties divided into numbered districts across Oklahoma. Key operational requirements include maintaining two main phone lines, providing immediate investigator notification, and having a backup plan for system failures or communication difficulties.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 03_-_Attachment_B_General_Terms.docx | DOCX document | |
| 09_-_OMESFormCP004.pdf | ||
| 01_-_Agency_Bid_Instructions.pdf | ||
| 02_-_Attachment_A-agency.pdf | ||
| 04_-_Attachment_D_IT_Terms.pdf | ||
| 06_-_Exhibit_2_-_Price_Template.pdf | ||
| 07_-_Exhibit_3_-_Bidder_Reference_Worksheet.pdf | ||
| 08_-_OMESformCP076.pdf |
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Text version
Exhibit 1 - Specifications
1. Information must be gathered and relayed within 5 minutes of initial death notification to the on-call investigator or responsible office. See attached Map for area of coverage.
2. The two main phone lines will be rolled over or transferred to the Answering Service at closing and taken back during operational business office hours. The supplier must be able to provide coverage during non-operational office hours. (Operational office hours are generally Monday-Friday from 8am CST until 4:30pm CST. The office is closed evenings, weekends and state holidays) Occasionally, the supplier may be required to provide coverage during regular business hours in the event an emergency, weather event or staff shortage.
a. Central Office (Oklahoma City) coverage area is District 1, 2, 3, 4, 8, Oklahoma County, Cleveland county (see provided coverage map).
b. Eastern Office (Tulsa) coverage area is District 5, 6, 7, Creek county, Wagoner county and Tulsa county.
3. Supplier should provide a detailed description of the training Call Center personnel will receive prior to being placed into service.
4. Supplier must provide a script that will collect the following information:
a. A point of contact name and call back number from who reported the death notification.
b. Identify the location or country where deaths occurred.
c. Contact appropriate death investigator on call.
d. Log records of calls and who was notified complete with date, time and information flow.
e. Transmit records of the time period involved at the end of each shift to the
Central Office (Oklahoma City).
f. No additional information will be collected.
5. All call operators must sign a non-disclosure agreement stating they will not discuss any information with outside sources or social media outlets. All “Privacy Act” procedures must be followed when dealing with outside callers asking for information on all cases.
6. Supplier must provide an alternate plan of action in case of system failure or inability to contact the Medical Examiner’s Investigator.
File details come from the government source that posted it. Updated .