Specifications include, but are not limited to: 1.0 Office Space and Communications 1.1 Office Facilities 1.1.1 Provide administrative office space and on-site conference space for meetings and special meetings, as needed by the Board preferably located in the City of Montgomery. 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. 1.1.2 Office facilities should include, but are not limited to, standard office equipment normally required to conduct the business of the Board. 1.2 Telephone, E-mail, and Other Communications Services 1.2.1 Contractor will provide information to the public on request, create a communication link between registrants and the Board, establish and maintain e-mail communication, and maintain the Board’s website in a timely manner. 1.2.2 Contractor will provide for a dedicated telephone and fax line in the name of the Board in the Contractor's office with service during regular business hours and a minimum of 8:00 AM to 5:00 PM local time 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 "ALABAMA SECURITY REGULATORY BOARD". The Board will be responsible for operational costs of telephone, fax, web site, and other communication services. 1.2.3 Contractor will maintain a mailing address through the United States Postal Service, in the name of the "ALABAMA SECURITY REGULATORY BOARD." Mail will be checked regularly. The Board will be responsible for postal and mailing costs associated with sending and receiving mail. 2.0 Correspondence and Records Concerning Applicants, Registrants, and Disciplinary Actions The Contractor will act as the primary clearing house and repository for all correspondence, records, and actions of the Board. 2.1 Correspondence 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. The Contractor will provide secretarial services and routinely prepare responses to correspondence. Correspondence requiring action by Board members will be forwarded to the appropriate Board member(s) in a manner to be determined by the Board. 2.2 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. The Contractor shall: 2.2.1 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. Filing must hold 100 cu.ft. of documents and equipment used for events. 2.2.2 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. The record retention system utilized by the Contractor shall be subject to the approval of the Board. 2.2.3 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 by use of the aforementioned programs are the property of the Board. 2.2.4 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. 2.2.5 Maintain 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. 2.2.6 Maintain database file(s) suitable for the preparation of an annual directory of all licensees.
