Administrative Services

The vendor required to provide administrative services for include:
- Telephone, e-mail, and other communication services
•    Provide information to the public on request, create a communication link between licensees and the board, establish and maintain email communication, and maintain the board’s website in a timely manner.
•    Provide dedicated telephone in the name of the board in the contractor's office with service during regular business hours and a minimum of 8:30 am to 4:00 pm cst. Monday through Friday, exclusive of established state holidays. 
•    The telephone number will be listed on the board’s web site and searchable databases.
•    The board will be responsible for operational costs of telephone, fax, website, and other communication services.
- Records
•    Receive all applications for licensure, registration, and requests for renewal and provide access to these records during regular business hours to authorized individuals, as determined by the board.
•    Maintain a secure filing system with separate files for license classifications, disciplinary actions, and other categories as required.
•    Records must be retained and maintained in accordance with state regulations.
•    Develop and maintain a system for record retention that ensures that confidential information will not be improperly released to unauthorized individuals or to the public at large. 
•    The record retention system utilized by the contractor shall be subject to the approval of the board.
•    Develop and maintain database and word processing program capabilities from commercially available software for handling various activities as required to ensure the proper operation of the board.
•    All software programs purchased to support all records and databases generated, along with any records or databases created using these programs, are the property of the board.
•    Maintain records of complaints and board investigations in a secure facility with a record-keeping system separate and apart from all other board records or correspondence.
- Security
•    Maintain a "clean desk policy" with respect to paper records of the board. 
•    At the end of each workday, all correspondence, applicants’ files, licensee files, and disciplinary files or records are to be re-filed and placed in a secure file case or vault. 
•    In no instance should any applicant, licensee, or disciplinary file be left out for any reason.
- General administrative support
•    Function as the "administrative office" for the board by providing general administrative support.
•    identify and provide for an executive director qualified to perform the executive and administrative services described in the included by the board.
•    Providing for the executive and administrative services, the contractor shall provide for the secretarial and clerical services necessary to carry out the board's duties and responsibilities.
•    Familiarize themselves with the statutory authority for the board and refrain from making decisions or recommendations that are in conflict with the governing statute.
•    Provide administrative support necessary to ensure the proper operation of the board, including but not limited to:
o    Handling and routing of general correspondence related to the operation and performance of the board. 
o    Handling complaints and applications for licensure, renewal, registration, and reinstatement as specified in the laws or the rules and regulations of the board. 
o    Organizing files for each applicant, including their application, renewal applications, correspondence, and supporting documents for board review. 
o    Any files requested by the board for review must be complete before being submitted to the board. 
o    Printing, updating, and distributing the most current correspondence of the board to include notices for license renewals, application packets, licenses, registrations, directories, legal notices, etc. 
o    The board will be responsible for printing, postage, and any other costs associated with fulfilling this requirement.
•    Maintain all records of the board and provide access to these records during regular business hours according to policies established by the board.
•    All computer records, including databases and correspondence, will be "backed-up" by utilizing a professional-grade on-line backup program on a regular basis, but on no less than a weekly basis, to ensure security and safety.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 11, 2025