Specifications include, but are not limited to: The Vendor’s Responsibilities The Vendor shall: 1. Maintain a physical address as the mailing address and will provide the physical facility in North Carolina, that is open to the public and physically accessible to the public, to house the Board’s operation to include an office facility with adequate space for the assigned staff, files, equipment, in-house storage, and off-site storage. A conference room must be available for meetings of the board, committees, auditor, or board attorney. The conference room must hold at least 20 people. 2. Staff the office from 8 am to 5 pm each State Business Day. With the Board’s approval, the office may open as late as 9 am so long as the office remains open for nine hours each State business day. Two days a week the office shall remain open from 9 am until 8 pm. 3. Provide the standard office equipment needed by the staff assigned to the contract, including personal computers, a suite of software applications compatible with Microsoft Office, laser printers, photocopies, scanners, facsimile machines, and telephones; 4. Obtain and maintain, at the Board’s expense, adequate dedicated telephone and facsimile lines in the Board’s name that can be transferred to successor management companies. 5. Obtain and maintain, at the Board’s expense, an email address in the Board’s name that can be transferred to successor management companies. 5.1.1. AUTOMATION: The Vendor shall be responsible for continuing the automation of the application process for licensing and for renewals of licenses. The Vendor shall also continue to automate all required forms that applicants and licensees are required to submit, including supervision forms. The automation process shall be current and regularly updated according to industry standards. The Vendor shall also be responsible for automating the complaint process. 5.1.2. DATA MANAGEMENT/WEBSITE MAINTENANCE: The Vendor shall: 1. Maintain, update and manage current and accurate files on all licensees, former and current, in the data base and as paper files, as required by law and the Board’s record retention schedule. 2. Maintain and manage all files on applications for licensure in the data base and as paper files, as required by law and the Board’s record retention schedule. 3. Maintain and manage all complaints against licensees in the data base and as paper files, as required by law and the Board’s record retention schedule. 4. Protect the Board's electronic and paper records from unauthorized access and disclosure. 5. Maintain data on potential licensees in the applicant’s file as information is received, as required by law and the Board’s record retention schedule. 6. Mail forms and letters as required relative to complaints, licensure and renewal, and general correspondence. Inquiries from mail and emails to the Board office must be maintained in accordance with the record retention schedule. 7. Maintain data in hard files as well as electronic files where information is updated weekly and stored offsite for protection of the Board’s data, pursuant to the Board’s record retention schedule. The Vendor’s staff will be responsible for keeping the website properly up to date and accurate.
