Administrative Services

The Vendor is 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.
•    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.
2. Telephone, e-mail, and other communication services
•    Provide information to the public on request in accordance with applicable state law, create a communication link between registrants and the board, to include, but not limited to electronic renewal of licenses; establish and maintain e-mail communications to all board members, as well as licensees and the public; create, establish, and maintain the board’s website in a timely manner.
•    The board will own its own website and database.
•    Provide dedicated telephone and fax lines in the name of the board in the contractor's office with service during regular business hours of 8:00 a.m. until 3:30 pm Monday through Thursday and 8:00 a.m. until 12:00 p.m. on Friday, exclusive of established state holidays.
•    The voicemail and 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 board of licensure. 
•    The board will be responsible for operational costs for website and state email services. 
•    The board is responsible for telephone and fax services, and any other communication services.
3. 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. 
•    Official records must be retained and maintained in accordance with state regulations and approved authority.
•    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 authority and 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.
4. 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
•    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
•    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    Requiring licensed companies to maintain current liability insurance. 
o    Developing, processing, and handling applications for the licensing of companies on an annual basis. 
o    Processing and evaluating all individual applications of employees of licensed companies—including fees, training, and criminal history. 
o    Issuing company permits and individual photo I.D. cards on an annual basis.
o    Individual I.D. cards must be produced on a data card id express photo imaging identification system or equivalent.