Administrative Services

The vendor is required to provide administrative management, legislative monitoring, and logistical support services to the board.
- Provide documentation of successful management of boards to include duration, board size and quantity of licenses issued annually.
1. Office facilities
• Provide administrative office space to include on-site conference space for meetings and special meetings as needed by the board, as well as no less than 300 sf storage space for the board’s paper records.
• It is preferred that the contractor have a place to meet with licensees and applicants as needed, access to a conference room with enough seating to accommodate members of the board, staff, attorney, and members of the public for board meetings. 
• The board reserves the right to visit and inspect all facilities and operations of the contractor dedicated to the board's business at any time during the contractor’s regular working hours.
• Office facilities should include standard office equipment normally required to conduct the business of the board, to include dependable internet connectivity and sufficient electrical power. general office supplies should also be included.
• Office facilities will preferably include sufficient parking for accommodating all five board members.
2. 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 and fax lines 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 fax line is to operate 24 hours per day, seven days a week.
• The board will be responsible for operational costs of telephone, fax, website, and other communication services.
3. Correspondence
• The primary clearing house and repository for all correspondence, records, and actions of the board.
• Provide clerical services and routinely prepare responses to correspondence.
4. Records
• 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.
• A secure filing system with separate files for license classifications, disciplinary actions, and other categories as required. 
• Official 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.
• Develop and maintain database and word processing program capabilities from commercially available software, if possible, for handling various activities as required to ensure the proper operation of the board.
• Use of other proprietary software programs or programs with limited availability will not be considered without prior approval by the board.
• Utilize a digital accounting software that has the capacity to track income and expenses and produce financial reports for the board, comptroller’s office, examiners and other state offices requesting or requiring reports.
5. General administrative support
• Function as the "administrative office" for the board by providing general administrative support.
• Provide for an executive director qualified to perform the executive and administrative services
• Prepare and disseminate notices, agendas, and minutes for meetings of the board in a timely manner and as required by law.
• 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.
• 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: July 7, 2025