Administrative Services

The Vendor is required to provide an administrative services contractor to carry out the daily business affairs of the commission.
• Providing the office equipment, computer and compatible software, data backup system, phone and voicemail systems, and personnel the commission consider necessary;
• Providing office space for commission’s records in four file cabinets
• Performing maintenance of commission’s public records in a timely manner pursuant to agency chapter 166, divisions 030, 300, and 350;
• As required by act obtaining and filing with commission a fidelity bond of $50,000.
• Submitting reimbursement request for the cost of this bond;
• Paying, and holding the commission harmless from, all of the contractor's normal operational expenses, including but not limited to salaries, rents, utilities, taxes and fees (such as income, employment, license or others) and other similar expenses;
• Maintaining compliance with all governmental (local, state, or federal) laws and rules applicable to the operation of independent contractor's business.
• Receiving and depositing other funds;
• Preparing payment of commission’s approved expenses for signature by commissioners;
• Preparing periodic quarterly reports on revenue and providing them to agency on a timely basis;
• Maintaining and updating information related hop production to forecast the commission’s future assessment income for budgeting and planning purposes;
• Assisting the chairperson and commissioners with all functions necessary to prepare annual draft budgets pursuant to act, advertise the budget hearing, conduct the budget hearing, and submit required adopted budget materials to agency for authorization;
• Preparing financial reports, state-required year-end financial statements, other reports and related financial records pursuant to act.
• Monitoring commission’s finances monthly and providing both written and verbal reports on monthly commission’s finances (balance sheet, monthly check activity, monthly transactions, revenue & expenditure statement, reconciliations for a checking account, money market/savings accounts) at each commission meeting;
• Alerting commission’s leadership to critical financial occurrences, for example: revenues are less than forecasted in the annual budget or expenses in a budget category will or are being exceeded;
• Obtaining information on marketing trends and commodity values at request of commissions; however, contractor must obtain approval of informational content from commissions before its dissemination;
• Preparing requests to agency for emergency fund transfer;
• Ensuring receipt of commissioner expense reports and preparing reimbursements and their recordkeeping.
- The administrative services contractor carries out the policies, procedures and directives previously approved by the Commission during public meetings.
- Pre-Proposal Conference Date: April 16, 2025
- Questions/Inquires Deadline: April 23, 2025