DOH709_CRP30740_Revised_Contract_03.26.2025.pdf

Rev. 4.19.22

Index No.: DOH709 Eff. Date: 03/26/2025* Page No.: 1

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT FROM COMMUNITY REHABILITATION PROGRAMS

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Document Imaging/Indexing/Data Entry

CONTRACT No.: CRP30740 EFFECTIVE DATES: 06/08/2023 to 06/30/2024 Renewal through 06/30/2026 The Department of Administrative Services (DAS), Office of Procurement from Community Rehabilitation Programs (OPCRP) has accepted the proposal submitted in response to the Contract Number listed above by the certified Community Rehabilitation Program (CRP) and/or the certified Agent of a Community Rehabilitation Program (Agent). The CRP and/or Agent listed herein has been awarded a contract for the services or supplies listed. The respective ordering office contract approval form, contract terms and conditions, pricing schedules, specifications, and any attachments incorporated by reference and accepted by DAS become a part of this Mandatory Contract.

This Mandatory Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

This mandatory contract is available to The Ohio Department of Health, 225 Neilston Street, Columbus, OH, 43215.

This contract award by the Office of Procurement from Community Rehabilitation Program is in accordance with Sections 125.60 to 125.6012 of the Revised Code.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as initially advertised or described.

State agencies may make purchases under this Mandatory Contract up to $2500.00 using the State of Ohio Payment Card. Any purchase that exceeds $2500.00 will be made using the official state of Ohio purchase order (ADM-0523). Any non-state agency, institution of higher education or Cooperative Purchasing member will use forms applicable to their respective agency.

This Requirements Contract and any Amendments thereto are available from the OhioBuys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _______________________________________________________ Kathleen C. Madden, Director Date

* This amendment is issued to update the SOW and cost summary page effective 03/26/2025.

file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3-1-24.pdf file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3-1-24.pdf https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

TABLE OF CONTENTS

PAGE NO.

SCOPE OF WORK

Specifications 3-7

CONTRACT ITEMS

Cost Summary 8 Contractor Index 9 Summary of Amendments 10

Index No.: DOH709*

SPECIFICATIONS

I. SCOPE OF WORK

This is the scope of work for Data Entry Services of various forms for the Ohio Department of Health (ODH), Bureau of Vital Statistics, 225 Neilston Street, Columbus, OH 43215 *and the Ohio Department of Health (ODH), Bureau of Environmental Health and Radiation Protection, 246 N High Street, Columbus, OH 43215. Contractor is deemed to have knowledge of the services provided through this contract. The State of Ohio Department of Administrative Services Standard Terms and Conditions rev. 03.01.2024, including any subsequent changes, shall govern this work.

II. *GENERAL REQUIREMENTS

Information Security Assurances.

The Offeror should provide assurance documentation of the offerors effective design and implemented controls to meet the foundational trust principles of security, confidentiality, integrity, availability, and privacy. Documentation can include, but is not limited to, Statement on Standards for Attestation Engagements (SSAE) No. 18, Service Organization Control 2 Type 2, Health Information Trust Alliance (HITRUST) Certification or Assessment, Federal Risk and Authorization Management Program (FedRAMP) status, StateRAMP status, Payment Card Industry Data Security Standard Attestation of Compliance (PCI-DSS AOC), or other relevant IT security assurance documentation.

III. BUREAU OF VITAL STATISTICS PROJECT-SERVICES PROVIDED

A. EFFECTIVE DATES

The effective dates of this proposal are from July 1, 2024, through June 30, 2025, with an optional contract renewal for year two (2). Contract renewal for year two (2) would be effective July 1, 2025 through June 30, 2026 and would include a 3% increase. This increase is due to cost of living. An amendment will be provided for contract year two (2).

B. PICKUP/ DELIVERY

1. Pickup and delivery will be on * Wednesdays and Fridays (excluding State observed holidays).

2. *Weaver Records Management will pick up the documents at the 4200 Surface Rd location and deliver the documents back to their location of 115 W. Bartges St, Ste 412, Akron, OH 44311.

C. APPLICATION

1. Estimated quantity is as stated per form on Cost Summary..

2. *Weaver Records Management will keep all documents for a period of one (1) year of receiving documents.

3. Weaver Records Management will work in conjunction with ODH to incorporate data editing per specifications provided by ODH.

4. ODH will report any errors and Weaver Industries will address any issues and report back to ODH within 30 days.

D. OUTPUT

1. *Weaver Records Management will enter the data through the online portal, Ohio Department of Health Application Gateway.

2. Credentials will be provided by ODH. Passwords are to be changed every 90 days.

E. MISCELLANEOUS

1. *Weaver Records Management will invoice monthly. The invoices are payable within 30 days of receipt. However, if the invoice should need to be resent then the customer will have 30 days of receipt of a corrected invoice to pay the bill.

2. ODH reserves the right to make any changes to the estimated quantity of forms, due to the possibility of sudden changes in their system procedures.

*Update scope of work by adding Section II. effective 03/26/2025.

SPECIFICATIONS CONTINUED

3. Weaver Records Management will contact ODH of the estimated number of documents is expected to exceed the estimated contract amount.

F. COST PAGES

Data Entry: July 1, 2024, through June 30, 2025

FORM DATA ENTRY

CHAR/RECORD

ESTIMATED

QUANTITY

COST PER

RECORD

ESTIMATED COST

DIVORCE 147 55,000 $0.547 $30,085.00

MARRIAGE 167 90,000 $0.622 $55,980.00

TOTAL ESTIMATED CONTRACT COSTS PER YEAR $86,065.00

Data Entry: July 1, 2025, through June 30, 2026

FORM DATA ENTRY

CHAR/RECORD

ESTIMATED

QUANTITY

COST PER

RECORD

ESTIMATED COST

DIVORCE 147 55,000 $0.563 $30,965.00

MARRIAGE 167 90,000 $0.641 $57,690.00

TOTAL ESTIMATED CONTRACT COSTS PER YEAR $88,655.00

Transportation: July 1, 2024, through June 30, 2025 Day Location Miles Cost per

Mile Annual Miles ESTIMATED

COST

ONCE A

MONTH

TO/FROM

AKRON

250 $1.236

13,000 $16,068.00

Transportation: July 1, 2025, through June 30, 2026

Mile

Annual Miles ESTIMATED

COST

ONCE A

MONTH

TO/FROM

250 $1.273

13,000 $16,549.00

OTHER SERVICE COSTS: July 1, 2024, through June 30, 2025

OTHER SERVICE COSTS:

COST PER ESTIMATED

QUANTITY

ESTIMATED

COST

RECORDS STORAGE – Per box/per month $1.03 120 boxes $123.60 SECURE DOCUMENT DESTRUCTION – Per lb./DS State rate

$0.15 1,800lbs $270.00

OTHER SERVICE COSTS: July 1, 2025, through June 30, 2026

QUANTITY

ESTIMATED

COST

RECORDS STORAGE – Per box/per month $1.06 120 boxes $127.20 SECURE DOCUMENT DESTRUCTION – Per lb./DS State rate

$0.15 1,800lbs $270.00

IV. BUREAU OF ENVIRONMENTAL HEALTH AND RADIATION PROTECTION PROJECT-SERVICES PROVIDED

A. PICK UP/ DELIVERY

1. Pickup/delivery will be done by ODH. Weaver Industries will be notified by ODH when agency requests a pickup/delivery to be made by Weaver Industries. Pickup/delivery will exclude State observed holidays.

2. Weaver Records Management will receive the documents at the 115 W Bartges St, Akron, OH 44311. When pickup/delivery is requested by ODH, documents will be picked up from 246 North High Street, Columbus, OH 43215.

3. Weaver Records Management will upload the electronic data through the established FTP Ohio Department of Health site.

B. APPLICATION

1. Estimated quantity is as stated per form on Cost Summary.

2. Index fields of Date, Project, Location.

3. Weaver Records Management will test for customer acceptance prior to any change in specifications.

4. Ohio Department of Health, Bureau of Environmental Health and Radiation Protection must verify the data within

30 days of receipt. Weaver Records Management will keep a backup of work for six months after acceptance of work by the Ohio Department of Health, Bureau of Environmental Health and Radiation Protection.

5. Weaver Records Management will work in conjunction with ODH to incorporate data editing per specifications provided by ODH.

6. ODH will report any errors and Weaver Industries will address any issues and report back to ODH within 90 days.

C. OUTPUT

All the data will be uploaded to the established ODH FTP site.

D. MISCELLANEOUS

1. Weaver Records Management will invoice monthly/or with each delivery. The invoices are payable within 30 days. However, if the invoice should need to be resent then the customer will have 30 days of receipt of a corrected invoice to pay the bill.

2. ODH reserves the right to make any changes to the estimated quantity of forms, due to the possibility of sudden

3. Weaver Records Management will contact ODH if the estimated number of documents is expected to exceed the estimated contract amount.

E. COST PAGES

Image/Index: July 1, 2024, through June 30, 2025

FORM ESTIMATED

QUANTITY

COST PER

RECORD

ESTIMATED

COST

Environmental Health And Radiation Protection Image/Index – Regular Documents

115,000 $0.15 $17,250.00

Environmental Health And Radiation Protection Image/Index – Large Documents

5,000 $0.20 $1,000.00

TOTAL ESTIMATED CONTRACT COSTS PER YEAR $18,250.00

Image/Index: July 1, 2025, through June 30, 2026

FORM ESTIMATED

QUANTITY

COST PER

RECORD

ESTIMATED

COST

Environmental Health And Radiation Protection, Image/Index – Regular Documents

115,000 $0.155 $17,825.00

Environmental Health And Radiation Protection, Image/Index – Large Documents

5,000 $0.206 $1,030.00

TOTAL ESTIMATED CONTRACT COSTS PER YEAR $18,855.00

Transportation: July 1, 2024, through June 30, 2025

Mile

Annual Miles ESTIMATED

COST

ONCE A

MONTH

TO/FROM

250 $1.236

13,000 $16,068.00

Transportation: July 1, 2025, through June 30, 2026

Mile

Annual Miles ESTIMATED

COST

ONCE A

MONTH

TO/FROM

250 $1.273

13,000 $16,549.00

OTHER SERVICE COSTS: July 1, 2024, through June 30, 2025

QUANTITY

ESTIMATED

COSTS

RECORDS STORAGE – Per box/per month $1.03 40 boxes $41.20 SECURE DOCUMENT DESTRUCTION – Per lb./DS State rate

$0.15 800lbs $120.00

OTHER SERVICE COSTS: July 1, 2025, through June 30, 2026

QUANTITY

ESTIMATED

COSTS

RECORDS STORAGE – Per box/per month $1.06 40 boxes $42.40 SECURE DOCUMENT DESTRUCTION – Per lb./DS State rate

$0.15 800lbs $120.00

V. *BMCFH/CMH FORMS - SERVICES PROVIDED

A. PICK UP/ DELIVERY

Pickup/delivery once weekly by Weaver Records Management from ODH at 246 North High Street, Columbus, OH 43215. Pickup/delivery will exclude State observed holidays.

B. APPLICATION

1. Weaver Records Management will train with ODH on procedures to manually enter data.

2. The estimated quantity is 2500 CMH1500 claim forms per week.

3. ODH will report any errors to Weaver Records Management for quality improvements.

*Add Section V. BMCFH/CMH FORMS-SERVICES PROVIDED effective 03/26/2025.

C. MISCELLANEOUS

1. Weaver Records Management will invoice monthly. The invoices are payable within 30 days. However, if the invoice should need to be resent, then the customer will have 30 days of receipt of a corrected invoice to pay the bill.

2. ODH reserves the right to make any changes to the estimated quantity of forms, due to the possibility of sudden

*Add Section V. BMCFH/CMH FORMS-SERVICES PROVIDED effective 03/26/2025.

COST SUMMARY

OHIO BUYS

PRODUCT

CODE

UNSPSC

CODE ITEM PRICE PER

CRP30740-1 81112005 Vital Statistics, Data Entry, Divorce Form $0.547 each

CRP30740-3 81112005 Vital Statistics, Data Entry, Marriage Form $0.622 each

CRP30740-9 81112005 Vital Statistics, Record Storage (per box/per month) $1.03 per month

CRP30740-10 81112005 Vital Statistics, Secure Document Destruction $0.15 per pound

CRP30740-4 78121603 Transportation Fee $1.236 per mile

CRP30740-5 81112005

Environmental Health And Radiation Protection, Image/Index

– Regular Documents

$0.15 each

CRP30740-6 81112005

Environmental Health And Radiation Protection, Image/Index

– Oversized Documents

$0.20 each

CRP30740-7

78131804

Environmental Health And Radiation Protection, Storage (per box/per month

$1.03 per box/per month

CRP30740-8 80161508

Environmental Health And Radiation Protection, Shredding

$0.15 per pound.

*CRP30740-11 81112005

BMCFH/CMH Forms

$32.00 per hour

*Add new item effective 03/26/2025.

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO: CRP30740

OAKS ID:0000073189

Weaver Industries 520 South Main Street, Suite 2441 Akron, OH 44311

TERMS: Net 30 Days

CONTRACTOR’S CONTACT:

Kerrina Pettigrew Telephone: (330) 400-3898 Email: jjohnson@weaverindustries.org mailto:jjohnson@weaverindustries.org

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date Description

3 03/26/2025 This amendment is issued to update the SOW and cost summary page effective 03/26/2025.

2 07/01/2024

This amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twenty-four (24) months, effective 07/01/2024 through 06/30/2026. It is also issued to update the price list, scope of work, and to update the DAS Standard Terms and Conditions, rev. 03/01/2024 effective 07/01/2024.

1 01/17/2024

This amendment is issued to notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twenty-four (24) months, effective 07/01/2024 through 06/30/2026. It is also issued to update the price list, scope of work, and to update the DAS Standard Terms and Conditions, rev. 03/01/2024 effective 07/01/2024.