LOT706_CRP30771_Revised_Contract_07.01.2025.pdf

Rev. 1.30.17

Index No.: LOT706 Eff. Date: 07/01/2025* 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.: CRP30771 EFFECTIVE DATES: 07/01/2023 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 Lottery Commission, 615 West Superior Avenue, Cleveland, OH 44133.

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 notify that as a result of mutual agreement between the State of Ohio and the Contractor, this contract is renewed for an additional twelve (12) months, effective 07/01/2025 through 06/30/2026. It is also issued to update the price list and the scope of work effective 07/01/2025. Additionally, it is issued to update the DAS Standard Terms and Conditions, rev. 03.31.2025 effective 07/01/2025.

file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3-31-25.pdf file://s.dasdesktop.isi.oitfs.ohio.gov/DASShares/gsd/purchasing/CONTRACTS/CRP%20Contracts/FORMS/T'c%20AND%20C's/DAS%20Standard_T_C_3-31-25.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 3-6

CONTRACT ITEMS

Cost Summary 7 Contractor Index 8 Summary of Amendments 9

Index No.: LOT706*

SPECIFICATIONS

I. SCOPE OF WORK

This is the scope of work for Data Entry Services of various forms for the Ohio Lottery Commission, 615 West Superior Avenue, Cleveland, OH 44133. Contractor is deemed to have knowledge of the services provided through this contract..

II. *EFFECTIVE DATES

A. The effective dates of this proposal are from July 1, 2025, through June 30, 2026.

B. *COST SUMMARY

1. Document Preparation, Image, Index and Transportation:

a. Estimated cost per image $0.128*

b. Estimated image quantity 1,250,000

c. Pickup/Delivery per mile $1.28*

d. Secure Shredding (State DAS rate) per pound $0.15

TOTAL ESTIMATED COSTS $160,000.00

III. SERVICES PROVIDED

A. APPLICATION

1. Weaver Records Management will provide pick up/delivery any business day except Holidays, upon notification from the Ohio Lottery Commission office.

2. Log all documents into Weaver Records Management tracking log. *if any of the documents contain sensitive or confidential information, commonly referred to as CPI (Confidential Personal Information), such documents will be handled with care and the widely accepted industry standard of data protection.

3. Prepare all documents for Imaging and Indexing by removing paper clips and tape torn documents.

4. All documents are scanned at 300dpi, duplex.

5. Weaver Records Management realizes the importance of accurate data files. We are including in our pricing the verification of all data fields. In all cases, when verifying data, another operator re-keys the data by character.

6. Data Entry is done from the scanned images of all the documents. Weaver Records Management considers the identification of the categories (document type identification) to be a critical factor to the success of the project.

The Lottery will provide written details describing how each box is to be scanned, names of files and subfiles and how documents are to be indexed. Weaver Records Management captures the following data per document type.

Document Type Index

Agent Adjustment Report Date Canceled Agents Agent Number Canceled Agents Paid Accounts Agent Number Miscellaneous Files File Name Retailer Accounts Retailer Name, Agent Number, Date To Be Determined

7. *The services provided, as described in paragraphs 1-6, shall be conducted on-site at Weaver Industries in Akron, OH. None of the preparation, imaging/scanning, indexing or data entry of Lottery documents will be conducted by any Weaver Industries employee off-site or in a remote work status.

B. DATA TRANSFER PROCESS

1. A secure folder directory will be set up on the Weaver Records Management FTP server. Access to this folder structure will be restricted to clients that connect to the server using a Secure FTP connection and presenting proper credentials and password authentication. This connection can be made with Microsoft Edge using HTTPS.

*Update pricing effective 07/01/2025.

SPECIFICATIONS, CONTINUED

2. Compressed files will remain on the Weaver Records Management’s FTP site until they have been successfully processed by the Lottery Commission. If a file transfer is unsuccessful, or a file becomes corrupt and/or is unable to be processed by the Lottery Commission, the file will be retransmitted from the FTP site.

3. A method will be used to ensure that duplicate processing does not occur at Weaver Records Management. All files will be given a unique name to specify a given output file.

4. The Lottery must verify the scanned data within thirty (30) days of receipt. Weaver Records Management will keep a backup of work for six (6) months after acceptance of work by the Lottery. Weaver Records Management will work in conjunction with the Lottery to incorporate data editing per the specifications in Section III.A.6. above.

5. The Lottery will report any errors to Weaver Records Management as soon as possible, which will be addressed by Weaver Records Management within ninety (90) days.

6. Data Transfer Exceptions

. Any Document Types not conforming to the criteria in Section III.A.6. will be extracted from the container prior to scanning. The Lottery will be notified, and remedial measures will be determined as soon as practicable.

This procedure also includes damaged, illegible or otherwise unable to be scanned items.

7. Storage of Documents After Scanning

. After scanning, all documents will be returned to their original container, subject to Section III.B.a.. The original containers will be stored and secured in a Lottery approved area.

C. *MISCELLANEOUS

1. Weaver Records Management requires a purchase order before the start of work. The invoices are payable within 30 days.

2. *Weaver shall invoice the Lottery for services. The invoice will contain Weaver’s name and address and will refence the Ohio Lottery Commission, with the billing address at 615 W. Superior Ave., Attn: Finance, 4th Floor, Cleveland, Ohio 44113. Such invoices shall be itemized and verified by the Lottery for accuracy. After receipt, verification and approval of a proper invoice, as defined by Ohio Admin. Code §126-3-01(A)(5), payment will be made pursuant to Ohio Admin. Code §126-3-01. Unless otherwise directed by the Lottery, invoices shall be directed via email to invoices@ohio.gov.

3. Any changes to the specifications will require the written approval of the Lottery Commission and Weaver Records

Management.

4. Weaver Records Management will contact the Lottery Commission if the estimated contract cost is expected to exceed the estimated total shown on the Cost Summary form.

5. Contract Contacts

Weavers Records Management Kerrina Pettigrew Kerrina.Pettigrew@weaverindustries.org

Ohio Lottery Commission Margaret Tomaro Margaret.Tomaro@lottery.ohio.gov

Ian Litherland Ian.Litherland@lottery.ohio.gov

*Update scope of work by adding Section III., C., 2. Effective 07/01/2025.

mailto:Kerrina.Pettigrew@coleman-data.com mailto:Margaret.Tomaro@lottery.ohio.gov mailto:Ian.Litherland@lottery.ohio.gov

SPECIFICATIONS, CONTINUED

IV. *DAS SPECIFICATIONS

A. The State of Ohio Department of Administrative Services Standard Terms and Conditions rev. 03312025, and OPCRP LEADS/CJIS Special Terms and Conditions 03212022, including any subsequent changes, shall govern this work.

B. *All requirements of the OPCRP LEADS/CJIS Special Terms and Conditions 03312025 shall be met at the inception of this Contract and maintained or the duration of this Contract including any subsequent renewals. Any lapse in these requirements by the contractor will be considered breach of contract and cause for the termination of this Contract at the discretion of The State of Ohio, Department of Administrative Services, Office of Procurement Services, from the Community Rehabilitation Program..

*Update Department of Administrative Services Standard Terms and Conditions rev. 03312025, effective 07/01/2025.

LEADS CJIS Security Language, Special Ts & Cs

For CRP Supplier Contracts when an agency initiates this requirement

(3/21/2022)

LEADS CJIS SECURITY

LEADS (Law Enforcement Automated Data System) requires all personnel who have access to unencrypted CJI (Criminal Justice Information) including those individuals with physical and or logical access to devices that store, process or transmit unencrypted CJI/ LEADS.

It is the responsibility of the customer agency to initiate the necessity for this requirement during scope of work and contract terms and conditions discussions with the Department of Administrative Services (DAS) Office of Procurement Services (OPS), prior to contract award.

The following is a breakdown of the requirements:

Contract Agreement: A locally developed agreement between a government entity and a private contractor or vendor that defines the requirements of unescorted, unencrypted, access to CJI (Criminal Justice Information) and the adherence to the LEADS, CJIS Security Policies, and the FBI CJIS Security Addendum.

Each private contractor/vendor employee who works pursuant to the contract/engagement shall acknowledge, by signing the CJIS SA Certification page, abide by all aspects of the CJIS Security Addendum, and successfully complete these requirements prior to performing this work, including substitutes or replacements.

Background Check: To verify identification, a state of residency and national fingerprint-based record checks shall be conducted prior to granting access to CJI.

Security Training: Security awareness training shall be required within six months of initial assignment and biennially thereafter. Vendor personnel shall complete security awareness training in CJIS Online (www.cjisonline.com) at level one and two. See below:

5.2.1.1 Level One Security Awareness Training

At a minimum, the following topics shall be addressed as baseline security awareness training for all personnel who have unescorted access to a physically secure location:

1. Individual responsibilities and expected behavior with regard to being in the vicinity of CJI usage and/or terminals.

2. Implications of noncompliance.

3. Incident response (Identify points of contact and individual actions).

4. Visitor control and physical access to spaces—discuss applicable physical security policy and procedures, e.g., challenge strangers, report unusual activity, etc.

5.2.1.2 Level Two Security Awareness Training

In addition to 5.2.1.1 above, the following topics, at a minimum, shall be addressed as baseline security awareness training for all authorized personnel with access to CJI:

1. Media protection.

2. Protect information subject to confidentiality concerns — hardcopy through destruction.

3. Proper handling and marking of CJI.

4. Threats, vulnerabilities, and risks associated with handling of CJI.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.cjisonline.com%2F&data=04|01|Wayne.McCulty%40das.ohio.gov|0995b23b93904136599608d9e66f64df|50f8fcc494d84f0784eb36ed57c7c8a2|0|0|637794188371817464|Unknown|TWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D|3000&sdata=WODz8HruVMK6kG5iw5fcIBPAWFuyLTI9FsD9LvkO7ag%3D&reserved=0

Index No.: LOT706*

COST SUMMARY

OHIOlBUYS

PRODUCT

CODE

UNSPSC

CODE ITEM PRICE PER

CRP30771-1 81112005

Document Imaging/Indexing/Data Entry, The Ohio Lottery Commission, 615 West Superior Avenue, Cleveland, OH 44133.

$0.128 each*

CRP30771-2 80161508

Document Shredding, The Ohio Lottery Commission, 615 West Superior Avenue, Cleveland, OH 44133.

0.15 per pound*

CRP30771-3 78121603

Document Pickup/Delivery, The Ohio Lottery Commission, 615 West Superior Avenue, Cleveland, OH 44133.

1.28 per mile*

Submit Invoices to:

The Ohio Lottery Commission 615 West Superior Avenue Cleveland, OH 44133

*Update price list effective 07/01/2025.

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO: CRP30771

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 07/01/2025

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 twelve (12) months, effective 07/01/2025 through 06/30/2026. It is also issued to update the price list and the scope of work effective 07/01/2025. Additionally, it is issued to update the DAS Standard Terms and Conditions, rev. 03.31.2025 effective 07/01/2025.

2 01/01/2025 This amendment is issued to update the scope of work effective 01/01/2025.

1 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 twelve (12) months, effective 07/01/2024 through 06/30/2025. It is also issued to update the price list, scope of work and to add a summary of amendments page effective 07/01/2024. Additionally, it is issued to update the DAS Standard Terms and Conditions, rev. 03/01/2024 effective 07/01/2024.

CONTRACT FOR: Document Imaging/Indexing/Data Entry