Administrative Services

The vendor required to provide administrative services for include:
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 suitable storage space for the board’s paper records. 
•    It is preferred that the contractor have a place to meet in city with licensees and applicants as needed, access to a conference room with enough seating to accommodate all seven (7) members of the board, staff, attorney, and members of the public for board meetings. 
•    The minimum amount of office space to accommodate document storage for the board is one hundred (100) square feet. 
•    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 seven (7) 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 telephone number will be listed on the board’s web site and searchable databases under the name agency
•    The board will be responsible for operational costs of telephone, fax, website, and other communication services. 
•    Mail will be checked weekly. 
•    The board will be responsible for postal and mailing costs associated with sending and receiving mail.
3. Correspondence
•    The contractor will act as the primary clearing house and repository for all correspondence, records, and actions of the board. 
•    The contractor will receive all correspondence submitted in the name of the board and provide access to such correspondence during regular business hours to authorized individuals, as determined by the board. 
•    Provide clerical services and routinely prepare responses to correspondence. 
•    Board correspondence requiring action by board members will be forwarded to the appropriate board member(s) in a manner to be determined by the board.
4. Records
•    The contractor will 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. 
•    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. 
•    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. 
•    Use of other proprietary software programs or programs with limited availability will not be considered. 
•    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. 
•    The contractor shall 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. 
•    Individual records in database format for applications, annual renewals, and other information as required for all persons licensed by the board. 
•    The contractor shall not disclose any information concerning any applicant's or licensee’s file except as required to board members or as directed by them.
5. General administrative support
•    The "administrative office" for the board by providing general administrative support. 
•    Provide for an executive director qualified to perform the executive and administrative services described in the included work. 
•    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.
•    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. 
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.
o    Adhering to the state’s procurement laws for the purchase of supplies and services as well as to the policies, procedures, and regulations of the state of comptroller’s office and executive budget office for provision of services, supplies, and equipment necessary for carrying out the board’s responsibilities. 
o    This includes but is not limited to communications services, printing services, graphic arts services, mail services, office supplies, and equipment, etc. 
o    Following all applicable state rules and regulations to include timely submission of applicable contracts, renewals, and amendments to the legislative contract oversight committee to ensure no lapses due to processing delays. 
o    Attending board meetings. 
o    The board currently meets four (4) times per year during normal business hours. 
o    Performing any additional tasks necessary for the board’s operations.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: December 22, 2025