Common use of Document Format Clause in Contracts

Document Format. Unless explicitly provided in this SOW, all tasks/reports must be provided in a format compatible with CCHCS standard applications at the time of Agreement award (i.e., Microsoft Office). For all tasks/reports identified, the format and content must be preapproved by CCHCS. Electronic versions must be stored in a project designated central repository and remain the sole property of CCHCS. The delivery media must be compatible with the project storage devices. Any reports or work products submitted to CCHCS under this agreement must be compliant with the Americans with Disabilities Act (ADA) Standards for Accessible Design by meeting Web Content Accessibility Guidelines (WCAG) 2.0, or a subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success criteria. Acceptance Criteria Contractor will work directly with the CCHCS Contract Manager, or designee, who will assign tasks associated with the scope of services listed herein. Tasks will be considered complete after review from the CCHCS Contract Manager, or designee. Assignments will be within the scope outlined herein and reviewed by the CCHCS Contract Manager, or designee. Tasks are considered complete after a quality assurance process is completed and approved by designated reviewers. Performance and timeliness of all associated Agreement tasks will be monitored via the submission of weekly status reports and meetings. Status and actual hours will be reported on a weekly basis for the assigned tasks. Each task will be tracked via the appropriate program/project schedule and budget to monitor progress towards the completion of the tasks and milestones. Tasks and/or Deliverables Not Meeting Requirements Should the work performed or work product produced by the Contractor fail to meet the minimum requirements of this Agreement, the following resolution process is employed, except as superseded by other binding processes. Tasks that do not meet contractual requirements are returned to the Contractor as incomplete. The Contract Manager shall notify the Contractor in writing, within five business days after receipt of each task/deliverable or after completion of each phase of service, of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor. The Contractor shall, within five business days after initial problem notification, respond to the CCHCS Contract Manager by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to the CCHCS Contract Manager’s initial problem notification within the required time limits may result in immediate Agreement termination. In the event of such termination, the State shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted and approved prior to termination. The CCHCS Contract Manager shall, within five business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether they accept or reject the explanation and/or plan. If the CCHCS Contract Manager rejects the explanation and/or plan, the Contractor submits a revised corrective action plan within three business days of notification of rejection. Failure by the Contractor to respond to the CCHCS Contract Manager’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate Agreement termination. In the event of such termination, CCHCS shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted and approved prior to termination. The Contract Manager shall, within three business days of receipt of the revised corrective action plan, notify the Contractor in writing whether the revised corrective action plan proposed by the Contractor is accepted or rejected. Rejection of the revised corrective action plan may result in immediate Agreement termination. In the event of such termination, CCHCS shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted prior to termination. Problem Escalation The parties shall deal in good faith and attempt to resolve potential disputes informally as set for in General Provisions GSPD 401IT. The parties acknowledge and agree that certain problems or issues may arise, and that such matters shall be brought to the CCHCS Contract Manager’s attention. Problems or issues shall normally be reported in regular status reports. However, there may be instances where the severity of the problems justifies escalated reporting. To this extent, the CCHCS Contract Manager will determine the level of severity, and notify the appropriate CCHCS personnel. The CCHCS personnel notified, and the time period taken to report the problem or issue shall be at a level commensurate with the severity of the problem or issue. The CCHCS personnel include, but are not limited to the following: First level, the CCHCS Contract Manager, or designee Second level, Deputy Director Evaluation of Contractor The CCHCS Contract Manager, or designee, will complete a written evaluation of the Contractor’s performance for all contracts $500,000 or more and related to an IT project following the contract term end date. The evaluation shall be prepared on the Post Evaluation for IT Services Contract (STD 971) and a copy will be sent to the California Department of Technology (CDT). CCHCS will have the option to perform this evaluation for any IT Service contract regardless of dollar value or relation to an IT Project. Assumption and Constraints Work hours for the Agreement must be consistent with CCHCS normal business hours 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding State holidays. Contractor will be scheduled by the CCHCS Contract Manager, or designee, and assigned to work a maximum of 40 hours per week. Contractor employee may be required to work over the maximum 40 hours stated herein to successfully provide the services described in the SOW. Any hours worked over the maximum must be specifically agreed to by the parties herein and authorized by the CCHCS Contract Manager, or designee. No overtime pay will be authorized for Contractor’s performance under the Agreement. Contractor shall ensure availability of Contractor personnel to perform the requirements of the Agreement at all times during the period described above. The entire SOW (including all exhibits) and accepted Offer will be made a part of the Contract in its entirety. Any modifications to the SOW will be mutually agreed upon by the Contractor and CCHCS and shall require a formal Agreement amendment. The work location will be at CCHCS Headquarters located in Elk Grove, California, or at another designated location within the greater Sacramento area. Remote access may be granted, with prior approval by CCHCS, from a location within a two-hour radius, to ensure availability of personnel. CCHCS, in its sole discretion, reserves the right to require Contractor to substitute personnel, add, reduce, or cancel a personnel’s performance of services at any time. CCHCS and Contractor are mutually obligated to keep open channels of communications to ensure successful performance of the Agreement. Both parties are responsible for communicating any potential problems or issues to CCHCS DCIO, or designee, and the Contractor, respectively, within one business day of becoming aware of said problems. Contractor certifies that it has appropriate systems and controls in place to ensure that State funds will not be used in performance of the Agreement for the acquisition, operation, or maintenance of computer software in violation of copyright laws. Contractor Personnel Changes If a Contractor’s person becomes unable to perform duties due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor shall make every reasonable effort to provide suitable replacement personnel. The proposed personnel must meet all criteria and be evaluated as specified in RFO #SD22-00150, and approved by CCHCS’ ITSD, Contracts unit prior to commencing work. Contractor must submit to the ITSD, Contracts Unit, in advance, the following: Résumé for the proposed personnel; Completed Proposed Personnel Reference Form (RFO SD22-00150, Attachment I); Completed Mandatory Qualifications Form – Including TDDC -MSA Qualifications (RFO SD22-00150, Attachment J); Completed Desirable Qualifications Form (RFO SD22-00150, Attachment K); and Copy of degrees and certifications necessary to satisfy education requirements. CCHCS shall be allowed to interview proposed personnel and verify references and qualifications. If the change is approved, a Contractor Personnel Change form will be prepared and routed for acceptance by the CCHCS Contract Manager, or designee. Replacement personnel shall not automatically receive the hourly rate of the staff(s) or position(s) being replaced. CCHCS and the Contractor shall negotiate the hourly rate of any replacement personnel to the Agreement. The hourly rate negotiated shall be dependent, in part, upon the experience and individual skills of the proposed replacement personnel. The negotiated hourly rate shall not exceed the hourly rate for that position, as set forth in the Agreement. CCHCS reserves the right to reject the Contractor’s proposed personnel. If any of the proposed personnel is rejected, the Contractor shall work diligently to promptly provide a qualified replacement to CCHCS for approval within 20 business days of the rejection.

Document Format. Unless explicitly provided in this SOW, all tasks/reports must be provided in a format compatible with CCHCS standard applications at the time of Agreement award (i.e., Microsoft Office). For all tasks/reports identified, the format and content must be preapproved by CCHCS. Electronic versions must be stored in a project designated central repository and remain the sole property of CCHCS. The delivery media must be compatible with the project storage devices. Any reports or work products submitted to CCHCS under this agreement must be compliant with the Americans with Disabilities Act (ADA) Standards for Accessible Design by meeting Web Content Accessibility Guidelines (WCAG) 2.0, or a subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success criteria. Acceptance Criteria Contractor will work directly with the CCHCS Contract Manager, or designee, who will assign tasks associated with the scope of services listed herein. Tasks will be considered complete after review from the CCHCS Contract Manager, or designee. Assignments will be within the scope outlined herein and reviewed by the CCHCS Contract Manager, or designee. Tasks are considered complete after a quality assurance process is completed and approved by designated reviewers. Performance and timeliness of all associated Agreement tasks will be monitored via the submission of weekly status reports and meetings. Status and actual hours will be reported on a weekly basis for the assigned tasks. Each task will be tracked via the appropriate program/project schedule and budget to monitor progress towards the completion of the tasks and milestones. Tasks and/or Deliverables Not Meeting Requirements Should the work performed or work product produced by the Contractor fail to meet the minimum requirements of this Agreement, the following resolution process is employed, except as superseded by other binding processes. Tasks that do not meet contractual requirements are returned to the Contractor as incomplete. The Contract Manager shall notify the Contractor in writing, within five business days after receipt of each task/deliverable or after completion of each phase of service, of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor. The Contractor shall, within five business days after initial problem notification, respond to the CCHCS Contract Manager by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to the CCHCS Contract Manager’s initial problem notification within the required time limits may result in immediate Agreement termination. In the event of such termination, the State shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted and approved prior to termination. The CCHCS Contract Manager shall, within five business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether they accept or reject the explanation and/or plan. If the CCHCS Contract Manager rejects the explanation and/or plan, the Contractor submits a revised corrective action plan within three business days of notification of rejection. Failure by the Contractor to respond to the CCHCS Contract Manager’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate Agreement termination. In the event of such termination, CCHCS shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted and approved prior to termination. The Contract Manager shall, within three business days of receipt of the revised corrective action plan, notify the Contractor in writing whether the revised corrective action plan proposed by the Contractor is accepted or rejected. Rejection of the revised corrective action plan may result in immediate Agreement termination. In the event of such termination, CCHCS shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted prior to termination. Problem Escalation The parties shall deal in good faith and attempt to resolve potential disputes informally as set for in General Provisions GSPD 401IT. The parties acknowledge and agree that certain problems or issues may arise, and that such matters shall be brought to the CCHCS Contract Manager’s attention. Problems or issues shall normally be reported in regular status reports. However, there may be instances where the severity of the problems justifies escalated reporting. To this extent, the CCHCS Contract Manager will determine the level of severity, and notify the appropriate CCHCS personnel. The CCHCS personnel notified, and the time period taken to report the problem or issue shall be at a level commensurate with the severity of the problem or issue. The CCHCS personnel include, but are not limited to the following: First level, the CCHCS Contract Manager, or designee designee. Second level, CCHCS Deputy Director Evaluation of Contractor The CCHCS Contract Manager, or designee, will complete a written evaluation of the Contractor’s performance for all contracts $500,000 or more and related to an IT project following the contract term end date. The evaluation shall be prepared on the Post Evaluation for IT Services Contract Chief Information Officer (STD 971) and a copy will be sent to the California Department of Technology (CDTDCIO). CCHCS will have the option to perform this evaluation for any IT Service contract regardless of dollar value or relation to an IT Project. Assumption and Constraints Work hours for the Agreement must be consistent with CCHCS normal business hours 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding State holidays. Contractor will be scheduled by the CCHCS Contract Manager, or designee, and assigned to work a maximum of 40 hours per week. Contractor employee may be required to work over the maximum 40 hours stated herein to successfully provide the services described in the SOW. Any hours worked over the maximum must be specifically agreed to by the parties herein and authorized by the CCHCS Contract Manager, or designee. No overtime pay will be authorized for Contractor’s performance under the Agreement. Contractor shall ensure availability of Contractor personnel to perform the requirements of the Agreement at all times during the period described above. The entire SOW (including all exhibits) and accepted Offer will be made a part of the Contract in its entirety. Any modifications to the SOW will be mutually agreed upon by the Contractor and CCHCS and shall require a formal Agreement amendment. The work location will be at CCHCS Headquarters located in Elk Grove, California, or at another designated location within the greater Sacramento area. Remote access may be granted, with prior approval by CCHCS, from a location within a two-hour radius, to ensure availability of personnel. CCHCS, in its sole discretion, reserves the right to require Contractor to substitute personnel, add, reduce, or cancel a personnel’s performance of services at any time. CCHCS and Contractor are mutually obligated to keep open channels of communications to ensure successful performance of the Agreement. Both parties are responsible for communicating any potential problems or issues to CCHCS DCIO, or designee, and the Contractor, respectively, within one business day of becoming aware of said problems. Contractor certifies that it has appropriate systems and controls in place to ensure that State funds will not be used in performance of the Agreement for the acquisition, operation, or maintenance of computer software in violation of copyright laws. Contractor Personnel Changes If a Contractor’s person becomes unable to perform duties due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor shall make every reasonable effort to provide suitable replacement personnel. The proposed personnel must meet all criteria and be evaluated as specified in RFO #SD22-00150, and approved by CCHCS’ ITSD, Contracts unit prior to commencing work. Contractor must submit to the ITSD, Contracts Unit, in advance, the following: Résumé for the proposed personnel; Completed Proposed Personnel Reference Form (RFO SD22-00150, Attachment I); Completed Mandatory Qualifications Form – Including TDDC -MSA Qualifications (RFO SD22-00150, Attachment J); Completed Desirable Qualifications Form (RFO SD22-00150, Attachment K); and Copy of degrees and certifications necessary to satisfy education requirements. CCHCS shall be allowed to interview proposed personnel and verify references and qualifications. If the change is approved, a Contractor Personnel Change form will be prepared and routed for acceptance by the CCHCS Contract Manager, or designee. Replacement personnel shall not automatically receive the hourly rate of the staff(s) or position(s) being replaced. CCHCS and the Contractor shall negotiate the hourly rate of any replacement personnel to the Agreement. The hourly rate negotiated shall be dependent, in part, upon the experience and individual skills of the proposed replacement personnel. The negotiated hourly rate shall not exceed the hourly rate for that position, as set forth in the Agreement. CCHCS reserves the right to reject the Contractor’s proposed personnel. If any of the proposed personnel is rejected, the Contractor shall work diligently to promptly provide a qualified replacement to CCHCS for approval within 20 business days of the rejection.

Document Format. Unless explicitly provided in this SOW, all tasks/reports must be provided in a format compatible with CCHCS standard applications at the time of Agreement award (i.e., Microsoft Office). For all tasks/reports identified, the format and content must be preapproved by CCHCS. Electronic versions must be stored in a project designated central repository and remain the sole property of CCHCS. The delivery media must be compatible with the project storage devices. Any reports or work products submitted to CCHCS under this agreement must be compliant with the Americans with Disabilities Act (ADA) Standards for Accessible Design by meeting Web Content Accessibility Guidelines (WCAG) 2.0, or a subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success criteria. Acceptance Criteria Contractor will work directly with the CCHCS Contract Manager, or designee, who will assign tasks associated with the scope of services listed herein. Tasks will be considered complete after review from the CCHCS Contract Manager, or designee. Assignments will be within the scope outlined herein and reviewed by the CCHCS Contract Manager, or designee. Tasks are considered complete after a quality assurance process is completed and approved by designated reviewers. Performance and timeliness of all associated Agreement tasks will be monitored via the submission of weekly status reports and meetings. Status and actual hours will be reported on a weekly basis for the assigned tasks. Each task will be tracked via the appropriate program/project schedule and budget to monitor progress towards the completion of the tasks and milestones. Tasks and/or Deliverables Not Meeting Requirements Should the work performed or work product produced by the Contractor fail to meet the minimum requirements of this Agreement, the following resolution process is employed, except as superseded by other binding processes. Tasks that do not meet contractual requirements are returned to the Contractor as incomplete. The Contract Manager shall notify the Contractor in writing, within five business days after receipt of each task/deliverable or after completion of each phase of service, of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor. The Contractor shall, within five business days after initial problem notification, respond to the CCHCS Contract Manager by submitting a detailed explanation describing precisely how the identified services and/or products actually adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to the CCHCS Contract Manager’s initial problem notification within the required time limits may result in immediate Agreement termination. In the event of such termination, the State shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted and approved prior to termination. The CCHCS Contract Manager shall, within five business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether they accept or reject the explanation and/or plan. If the CCHCS Contract Manager rejects the explanation and/or plan, the Contractor submits a revised corrective action plan within three business days of notification of rejection. Failure by the Contractor to respond to the CCHCS Contract Manager’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate Agreement termination. In the event of such termination, CCHCS shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted and approved prior to termination. The Contract Manager shall, within three business days of receipt of the revised corrective action plan, notify the Contractor in writing whether the revised corrective action plan proposed by the Contractor is accepted or rejected. Rejection of the revised corrective action plan may result in immediate Agreement termination. In the event of such termination, CCHCS shall pay all amounts due to the Contractor at the CCHCS Contract Manager’s direction for all work accepted prior to termination. Problem Escalation The parties shall deal in good faith and attempt to resolve potential disputes informally as set for in General Provisions GSPD 401IT. The parties acknowledge and agree that certain problems or issues may arise, and that such matters shall be brought to the CCHCS Contract Manager’s attention. Problems or issues shall normally be reported in regular status reports. However, there may be instances where the severity of the problems justifies escalated reporting. To this extent, the CCHCS Contract Manager will determine the level of severity, severity and notify the appropriate CCHCS personnel. The CCHCS personnel notified, and the period of time period taken to report the problem or issue shall be at a level commensurate with the severity of the problem or issue. The CCHCS personnel include, but are not limited to the following: First level, the CCHCS Contract Manager, or designee Second level, CCHCS Deputy Director Evaluation of Contractor The CCHCS Contract Manager, or designee, will complete a written evaluation of the Contractor’s performance for all contracts $500,000 or more and related to an IT project following the contract term end date. The evaluation shall be prepared on the Post Evaluation for IT Services Contract Chief Information Officer (STD 971) and a copy will be sent to the California Department of Technology (CDTDCIO). CCHCS will have the option to perform this evaluation for any IT Service contract regardless of dollar value or relation to an IT Project. Assumption and Constraints Work hours for the Agreement must be consistent with CCHCS normal business hours 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding State holidays. Contractor will be scheduled by the CCHCS Contract Manager, or designee, and assigned to work a maximum of 40 hours per week. Contractor employee may be required to work over the maximum 40 hours stated herein to successfully provide the services described in the SOW. Any hours worked over the maximum must be specifically agreed to by the parties herein and authorized by the CCHCS Contract Manager, or designee. No overtime pay will be authorized for Contractor’s performance under the Agreement. Contractor shall ensure availability of Contractor personnel to perform the requirements of the Agreement at all times during the period described above. The entire SOW (including all exhibits) and accepted Offer will be made a part of the Contract in its entirety. Any modifications to the SOW will be mutually agreed upon by the Contractor and CCHCS and shall require a formal Agreement amendment. The work location will be at CCHCS Headquarters located in Elk Grove, California, or at another designated location within the greater Sacramento area. Remote access may be granted, with prior approval by CCHCS, from a location within a two-hour radius, to ensure availability of personnel. CCHCS, in its sole discretion, reserves the right to require Contractor to substitute personnel, add, reduce, or cancel a personnel’s performance of services at any time. CCHCS and Contractor are mutually obligated to keep open channels of communications to ensure successful performance of the Agreement. Both parties are responsible for communicating any potential problems or issues to CCHCS DCIO, or designee, and the Contractor, respectively, within one business day of becoming aware of said problems. Contractor certifies that it has appropriate systems and controls in place to ensure that State funds will not be used in performance of the Agreement for the acquisition, operation, or maintenance of computer software in violation of copyright laws. Contractor Personnel Changes If a Contractor’s person becomes unable to perform duties due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor shall make every reasonable effort to provide suitable replacement personnel. The proposed personnel must meet all criteria and be evaluated as specified in RFO #SD22-00150, and approved by CCHCS’ ITSD, Contracts unit prior to commencing work. Contractor must submit to the ITSD, Contracts Unit, in advance, the following: Résumé for the proposed personnel; Completed Proposed Personnel Reference Form (RFO SD22-00150, Attachment I); Completed Mandatory Qualifications Form – Including TDDC -MSA Qualifications (RFO SD22-00150, Attachment J); Completed Desirable Qualifications Form (RFO SD22-00150, Attachment K); and Copy of degrees and certifications necessary to satisfy education requirements. CCHCS shall be allowed to interview proposed personnel and verify references and qualifications. If the change is approved, a Contractor Personnel Change form will be prepared and routed for acceptance by the CCHCS Contract Manager, or designee. Replacement personnel shall not automatically receive the hourly rate of the staff(s) or position(s) being replaced. CCHCS and the Contractor shall negotiate the hourly rate of any replacement personnel to the Agreement. The hourly rate negotiated shall be dependent, in part, upon the experience and individual skills of the proposed replacement personnel. The negotiated hourly rate shall not exceed the hourly rate for that position, as set forth in the Agreement. CCHCS reserves the right to reject the Contractor’s proposed personnel. If any of the proposed personnel is rejected, the Contractor shall work diligently to promptly provide a qualified replacement to CCHCS for approval within 20 business days of the rejection.