Specifications include, but are not limited to: A. Office Space and Communications 1. Office Facilities 1.1 Provide administrative offices and in-house conference space for meetings as needed by the Board. Facilities should be located in the State of Alabama, preferably in the Montgomery metropolitan area. The Board reserves the right to visit and inspect all operations of the Contractor dedicated to the Board’s business at any time during the Contractor’s regular working hours. 1.2 Office facilities should include, but are not limited to, standard office equipment: desks, chairs, tables, etc.; file server, computers, copier; phone system, and other equipment normally required to conduct such business. 2. Telephone, E-mail, Web Site and Other Communications Services 2.1 Contractor shall 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 communication to all Board members, as well as licensees and the public; create, establish, and maintain the Board’s web site in a timely manner. The contractor will provide wireless service, but the Board will own its own web site and database. 2.2 Contractor will provide telephone equipment with the Board having a phone and fax line in the name of the Board and in the Contractor's offices with service during regular business hours, Monday through Friday exclusive of established State Holidays; fax line to operate 24 hours a day seven days a week. The administrator will provide a dedicated staff member that will answer the Boards calls between 8am and 5pm.The telephone number will be listed on the Board’s web site and searchable database for the name, “Alabama Private Investigation Board.” The board will be responsible for operational cost of telephone, fax, web site and other communication services. 2.3 Mail shall be checked Monday through Friday with the exception of established State Holidays. 2.4 As part of the administrative service contract, at no cost to the Board, the administrator will supply a dedicated card printer and blanks, that will print a CR80 PVC White Graphic Quality Card that will print front and back of the card in full color with ability a to program a magnetic strip. In addition, the printer and its software can store and create a database. B. Records and Correspondence Concerning Applicants, Registrants and Disciplinary Actions The Contractor will act as the primary clearinghouse and repository for all correspondence, records, and actions of the Board. 1. Correspondence The Contractor will receive all correspondence submitted in the name of the Board and provide access to such correspondence during the regular business hours to authorized individuals as determined by the Board. The Contractor will provide secretarial services and routinely prepare responses to correspondence. Board correspondence requiring action by Board members will be forwarded to the appropriate Board member(s) or the entire Board as necessary in a manner to be determined by the Board. 2. Records and Cybersecurity The Contractor will receive all applications for licensure and requests for renewal and provide access to these records during regular business hours to authorized individuals, as determined by the Board. The Contractor shall: 2.1 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. All filing cabinets for these records will be purchased as needed by the Board and become the property of the Board. 2.2 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 and maintain insurance coverage for any negligent release of information. The record retention system utilized by the Contractor shall be subject to approval of the Board. 2.3 Develop and maintain Microsoft compatible database and word processing program capabilities from commercially available software for handling applications, licenses, renewals, and notices as required to ensure the proper operation of the Board. Use of other proprietary software programs with limited availability will not be considered. All software programs purchased to support Board activities are the property of the Board. All records and databases generated by the use of aforementioned programs are the property of the Board. 2.4 Maintain records of complaints and Board investigations in a secure facility separate and apart from all other Board records and correspondence. Maintain individual records in database format for applications, annual renewals, continuing education data and other information as required for all persons licensed by the Board. The Contractor shall not disclose any information concerning any applicant’s license or licensee’s file except as required by the Board members or as directed by them. 2.5 Maintain database file(s) suitable for the preparation of an annual directory of all licensees. 2.6 Follow best commercial practices in regard to network and cybersecurity, which shall, at a minimum, include the standards set forth in Exhibit "A". 3. Security 3.1. The contractor must maintain a “clean desk policy” with respect to all records of the Board. At the end of each workday, all correspondence, applicant’s files, licensees’ files,disciplinary files and other records are to be re-filed and placed in a secure, lockable case or vault. Should any applicant file be removed from the Board office for any reason, a chain of custody document must be affixed to said file, and a transmittal certificate must be retained for that file by the Contractor in the Board office. The Contractor will provide security monitoring for the office facility. 3.2 The Contractor will provide camera surveillance of Board records and limit access to record area in accordance with FBI/ALEA security procedures and agreements while those agreements are in effect.
