Orange County NC Website
Browse       Search
Page- <br /> NC SERA ICE AGREEMENT <br /> D. In order to deter thefts,Contractor will stagger the dates of mailing of coupons by date and zip code according to <br /> instructions from the County. <br /> E. Performance of service will be conducted in a manner to ensure the confidentiality of information,data, <br /> instruments,documents,studies,and reports given to Contractor to use or prepare for the County. <br /> F. Issuance Documentation will include: <br /> 1. Daily Issuance Control Register <br /> 2. Daily Drive Cards <br /> 3. Mass Mail Issuance Control Registers <br /> 4. Monthly Mass Mail Issuance Drive Cards <br /> 5. Cashiers Daily Reconciliation Report <br /> 6. Notice of Mail Return <br /> G. Contractor accomplishes daily balancing of vault and maintains perpetual inventory records. <br /> H. Contractor will place one stuffer per quarter at no charge to the County. Any additional stuffers will be placed at <br /> five cents($0.05)each. <br /> I. Approved vault storage for coupons while in the possession of Contractor. The vault is equipped with electronic <br /> motion sensors which are monitored 24 hours per day when facility is closed <br /> III. LIABILITY: <br /> In as much as the County is liable to the State of North Carolina and U.S.D.A.for any unauthorized coupon <br /> issuances or coupon thefts and for any coupon shortages or losses,while in their constructive possession,including, <br /> but not limited to,loss due to erroneous mailings,the Contractor agrees that it shall be liable to the County in <br /> like manner and amount and shall hold the County harmless from claims of the State arising from any such cause;the <br /> Contractor further agrees: <br /> A.That it will maintain in full force and effect during the term of this contract,or any renewal or extension thereof, <br /> such insurance or bond,and m such amount,as the County may require to indemnify the County against any theft <br /> of coupons while they are in the actual constructive possession of the Contractor,its agents and employees,and <br /> against any loss or shortage of coupons or other loss arising out of any act or omission of the Contractor,its <br /> agents and employees. <br /> B.That if the County suffers any loss of any shortage or reduction in coupons by reason of arty act or omission of <br /> the Contractor,its agents or employees,the County,may recover the value of its losses by requiring that the <br /> Contractor pay the amount of such loss;but in no event shall the amount recovered by the County hereunder <br /> exceed its losses. <br /> C.In the event of cancellation or nonrenewal of the policy,the County shall be given thirty(30)days prior written <br /> notice. <br /> IV. AUDITS AND PROCEDURES: <br /> As required,the Contractor will allow on-site reviews,audits,and inspections by County,State,or Federal staff <br /> and comply with their procedural requirements. Any deviations from Federal or State guidelines and procedures <br /> by either Contractor or County must have both the State office and FNS PRIOR approval. <br /> County and Contractor agree to use an alternative issuance method in the month following report of Postal loss <br /> above the tolerance level and return to regular mail issuance in the month following successful resolution of <br /> Postal problems. <br />