BBB 5 Year Administrative Services RFP FINALv2.pdf

Request for Proposals Administrative Management and Logistical Support for

Alabama Professional Bail Bonding Board

This Request for Proposals (RFP) is issued in accordance with the requirements of Section 41-4- 133 of the Code of Alabama (1975). This RFP does not constitute an offer to enter into a contract; rather it is a formal request for proposals from qualified and professional respondents. The submissions may serve as the foundation for subsequent negotiations leading to a potential contract or agreement.

Part I Introduction and Purpose

The Alabama Professional Bail Bonding Board (herein referred to as the Board) licenses and regulates the bail bonding industry in Alabama and operates under the authority of the Code of Alabama 1975, § 15-13-200 to § 15-13-219. It is the Board’s responsibility to establish standards for licensure in the practice of bail bonding in the State of Alabama, thus serving the safety, health, and welfare of the public as well as the integrity of the profession. Those standards established by the Board are set forth in the license requirements, license renewal requirements, and the disciplinary procedures set by law for bail bonding in the State of Alabama. The Board currently licenses around 975 individuals and entities. The Board currently has nine (9) members, however, after October 1, 2026, the Board will consist of eleven (11) members, and meets at least four (4) times per year. It is the intent of the State of Alabama and the Board to solicit proposals for an Administrative Services Contract to provide administrative management, legislative monitoring, and logistical support services to the Board.

Part II Question and Proposal Submission Instructions

Proposals must be submitted in the official name of the firm or individual under which business is conducted and must be signed by a person duly authorized to legally bind the person, partnership, company or corporation submitting the proposal. Electronic signatures are accepted per Alabama Code Section 8-1A-7. The proposal document should include the official business address as well as an email address for a primary contact. At the time a proposal is submitted, the firm or individual under whom business is conducted must hold all applicable licenses and comply with all Federal and State laws, rules, and regulations, to include applicable business licenses. The intended awardee must be completely registered in Alabama Buys to be awarded a contract or Purchase Order.

1) Question Submission

a) Questions must be received by August 24, 2026, 5:00 PM CST. All questions must be submitted via email to rfp.questions@procurement.alabama.gov. The email subject line must include the solicitation number and title. Questions and answers will be posted via amendment to the RFP in Alabama Buys.

mailto:rfp.questions@procurement.alabama.gov

2) Proposal Submission

a) Proposals submitted by interested parties must be uploaded electronically through

Alabama Buys no later than September 8, 2026, 4:30 PM CST (the “Submission Deadline”).

i) Electronic submissions must include a complete proposal uploaded in Alabama Buys.

ii) Electronic submissions are preferred; however, if a Contractor is unable to submit an electronic proposal, requirements for physical submissions are outlined in the RFP Standard Terms and Conditions.

iii) It is the sole responsibility of the Contractor to ensure submissions are received by the specified deadline.

Part III Anticipated Timetable

August 24, 2026 Question Submission Deadline

September 8, 2026 Proposal Submission Deadline

Part IV Requirements of Submission

Each proposal must be submitted per the submission instructions in Part II, Question and Proposal Submission Instructions and include the following:

1) A statement of qualifications or a summary of relevant experience in providing administrative and logistical support services as defined in Part VII, Scope of Work Including Office Facilities.

2) The Contractor should provide documentation of successful management of boards to include duration, board size and quantity of licenses issued annually. If Contractor does not have experience in managing professional boards, contractors should submit a minimum of three (3) professional references, and any other pertinent documentation to demonstrate qualifications. Any public documents available to the Board may be used to evaluate experience or qualifications, whether included in received proposals or not.

3) A statement indicating which computer database, word processing, and accounting systems, if needed, will be used for maintaining and managing the Board's records.

a. A description of the management system to be utilized by the Contractor

b. A description of the security measures that would be used to protect the Board's electronic files and records.

4) A detailed description of the physical facilities and equipment being proposed to the

Board, to include seating capacity, parking capacity, office equipment, and other items addressed in Part VII Scope of Work including Office Facilities.

5) The Contractor must provide documentation demonstrating bookkeeping experience and/or experience and proficiency in state accounting requirements.

6) The Contractor must provide a cost proposal that includes an annual fee, broken into twelve (12) equal monthly payments, for the performance of services set forth in Part VII, Scope of Work Including Office Facilities. The Contractor should not include travel and miscellaneous expenses as it is defined in Part VI General Requirements, 7(d) Invoice and Payment Information.

7) A copy of the Contractor’s current business license.

8) A copy of the Contractor’s current liability insurance as defined in Part VII Sope of Work including Office Facilities.

9) A copy of the Memorandum of Understanding’s cover and signature pages documenting enrollment in the E-Verify Program for Employment Verification.

a. The E-Verify must consist of the E-Verify MOU first page, the signature page, the page that includes the TIN number, and any Company profile pages that may be applicable must be attached to the Proposal with signatures in ink and/or legally proper electronic signatures. The Company ID number on each page cannot be written. It will be imprinted on the E-Verify MOU after the US Department of Homeland Security has verified the information.

10) Completed State of Alabama Disclosure Statement.

a. The State of Alabama Disclosure Statement can be located at https://procurement.alabama.gov/supplier-resources

Part V Term of Agreement

This contract shall be for a term of twelve (12) months with the option to renew for four (4) additional 12-month periods. The initial contract and renewals must be reviewed and approved by the Chief Procurement Officer, the Contract Review Committee, and the Governor before being effective. Renewals must have all required signatures and must be submitted in a timely manner to account for full execution prior to renewal date.

The provisions, conditions, and terms of any awarded contract are dependent upon the availability of funds to the Board. If insufficient funds are available for the services requested herein, termination of the contract may be required.

The Contractor must attend Board training provided by the Alabama Public Examiners for the duration of the contract. When seeking a renewal of the contract, the Contractor must submit proof of training to the Chief Procurement Officer.

Notwithstanding any provision to the contrary, this contract may be terminated immediately for cause. Cause shall mean theft, defalcation, unprofessional behavior, misuse and/or abuse of alcohol, drugs, or any act of fraud or misrepresentation.

At each annual renewal the Contractor may request, and the Board may approve at their discretion, an increase in the compensation of the yearly contract up to five percent (5%) per year without resoliciting such contract. Decreases in the contract amount can be implemented at any time upon Contractor’s notice to the Board.

Part VI General Requirements

1) General Experience The Contractor shall possess a working knowledge of the laws affecting state licensure boards in the State of Alabama. It is preferred that the Contractor have a general understanding of the operation of the issuing board and be able to sufficiently represent the Board to individuals, groups, and at meetings.

It is preferred that the Contractor have experience, training, or is willing to be trained in the usage of STAARS, Alabama Buys, Microsoft, State Budgeting, and any other systems that are listed or described in this RFP.

The Contractor shall have no unresolved prior findings from either Sunset Review Audit Report(s) or Legal Compliance Audit Report(s) as related to the management of the issuing Board that are within the control of the Contractor, as determined by the most recent publicly posted reports available at the close of the solicitation.

2) Conflicts of Interest The Contractor for the Board shall provide professional services utilizing the highest standard of ethics under the laws of the State of Alabama and should exercise special care to avoid any conflicts of interest in providing these services.

3) Professional Code of Conduct The Contractor and its employees represent the Board and must always conduct themselves professionally while performing their duties. They must also avoid any actions that could harm the Board’s professional reputation.

The Contractor will work as directed by the Board and will not act unilaterally on behalf of the Board.

4) Status It is understood that neither the Contractor nor his/her employees are state employees and, as such, are not entitled to the merits of the State Merit System under this contract.

5) Ethics and Nepotism Law Compliance In compliance with Executive Order 726, Contractor agrees to comply with the Alabama Ethics Law in Chapter 25 of Title 36, Code of Alabama 1975, and the nepotism law in Alabama Code Section 41-1-5 as if Contractor were a full-time agency head and public employee of the State of Alabama. To that end, and without limiting the duty set forth in the preceding sentence:

i. In compliance with Executive Order 726, Contractor agrees to comply with the Alabama Ethics Law in Chapter 25 of Title 36, Code of Alabama 1975, and the nepotism law in Alabama Code Section 41-1-5 as if Contractor were a full-time agency head and public employee of the State of Alabama. To that end, and without limiting the duty set forth in the preceding sentence:

ii. Contractor agrees to participate in the “online educational review” of the Alabama Ethics Law offered by the Ethics Commission pursuant to Alabama Code Section 36-25-4.2(e) within 30 days of the effective date of this contract unless Contractor has previously participated in the review within the preceding two years. Thereafter, Contractor agrees to participate in the online training at least once every two years while this contract is in effect. Contractor shall maintain evidence of completion of the review in the Board’s files while this contract is in effect.

iii. Contractor agrees to file a statement of economic interests pursuant to Alabama Code Section 36-25-14 as if Contractor were a full-time public employee serving as a supervisor.

iv. Contractor agrees and acknowledges that this contract may be terminated immediately upon a finding by the Board that it reasonably appears the Contractor violated the requirements in this paragraph.

Contractor agrees to pay liquidated damages to the Board in the amount of $2,000 per violation for each actual violation of the requirements in this paragraph.

6) Independent Contractor

a. The Contractor is an independent Contractor. Neither the Contractor nor its agents or employees shall be deemed employees of the State of Alabama or of the Board. The Contractor shall have no power or authority to bind or otherwise obligate the Board in any manner, except that the Board shall make payment to the Contractor for services and expenses incurred as provided herein.

7) Invoice and Payment Information

a. Payment will be approved by the Board’s authorized representative for services performed upon submission of a monthly invoice.

b. Payments will be made monthly in arrears.

c. Payment shall be made only to the Contractor, and the Board shall have no obligation to any other person or corporation for expenses incurred by the Contractor. The Contractor has no authority to make any contracts, oral or written, in the name of the Board.

d. The awarded Contract will include a provision for travel and miscellaneous expenses incurred in carrying out services set forth in Part VII, Scope of Work

Including Office Facilities. The Contractor will be reimbursed for Board-related travel, food, lodging, educational expenses as well as various other expenses as may be incurred on behalf of and approved by the Board as such expenses are incurred. Travel reimbursement will be paid at the same rate as state employees for in-state and out-of-state travel. Invoices for expenses related to travel and miscellaneous expenses should be submitted to the Board for approval and payment within 30 days of date of occurrence.

Part VII Scope of Work including Facility Requirements

The Contractor will provide the following services:

1) Office Facilities

a. Provide administrative office space to include on-site conference space for meetings and special meetings as needed by the Board, as well as 100 sq. ft. for document storage for the Board’s paper records. It is preferred that the Contractor have a place to meet in Montgomery with licensees and applicants as needed, access to a conference room with enough seating to accommodate members of the Board, staff, attorney, and members of the public for board meetings. The minimum number of seats for any given Board meeting is 20, plus additional seating for the public.

b. 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.

c. 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.

d. Office facilities will preferably include sufficient parking for accommodating all eleven (11) Board members as of October 1, 2026.

2) Telephone, E-mail, and Other Communication Services

a. The Contractor will provide information to the public on request, create a communication link between licensees and the Board, establish and maintain e-mail communication, and maintain the Board’s website in a timely manner.

b. The Contractor will provide dedicated telephone 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 telephone number will be listed on the Board’s web site and searchable databases under the name “Alabama Professional Bail Bonding Board”. The Board will be responsible for operational costs of telephones, website, and other communication services.

c. The Contractor will maintain a mailing address through the United States Postal Service for Montgomery, Alabama, in the name of the “Alabama Professional Bail Bonding Board”. Mail will be checked Monday through Friday. The Board will be responsible for postal and mailing costs associated with sending and receiving mail.

3) Correspondence

a. The Contractor will act as the primary clearing house and repository for all correspondence, records, and actions of the Board.

b. 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 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

a. 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.

b. The Contractor shall 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.

c. The Contractor shall 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.

d. The Contractor shall 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.

e. 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.

f. The Contractor shall maintain individual records in database format for applications, annual renewals, and other information as required for all persons and entities 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.

g. The Contractor shall maintain database file(s) suitable for the preparation of a directory of all licensees.

5) Security

a. The Contractor must maintain a "clean desk policy" with respect to paper records of the Board. At the end of each workday, all correspondence, applicants’ files, licensee files, and disciplinary files or records are to be re-filed and placed in a secure file case or vault. In no instance should any applicant, licensee, or disciplinary file be left out for any reason. Should any applicant file be removed from the Board’s possession for any reason, a chain of custody document must be affixed to said file, and a transmittal record must be retained by the Contractor for that file.

6) General Administrative Support

a. The Contractor will function as the "Administrative Office" for the Board by providing general administrative support. The Contractor will provide for an Executive Director qualified to perform the executive and administrative services described in the included scope of work. In addition to 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.

b. The Contractor should familiarize themselves with the statutory authority for the Board and refrain from making decisions or recommendations that are in conflict with the governing statute.

c. The Contractor will prepare and disseminate notices, agendas, and minutes for meetings of the Board in a timely manner and as required by law.

d. The Contractor will provide administrative support necessary to ensure the proper operation of the Board, including but not limited to:

(1) Handling and routing of general correspondence related to the operation and performance of the Board.

(2) Handling complaints and applications for licensure, renewal, registration, and reinstatement as specified in the laws or the rules and regulations of the Board.

(3) Organizing files for each applicant, including their application, renewal applications, correspondence, and supporting documents for Board review. Any files requested by the Board for review must be complete before being submitted to the Board.

(4) Printing, updating, and/or distributing the most current correspondence of the Board to include notices for license renewals, application packets, licenses, registrations, directories, legal notices, etc. The Board will be responsible for printing, postage, and any other costs associated with fulfilling this requirement.

(5) 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 Alabama Comptroller’s Office and Executive Budget Office for provision of services, supplies, and equipment necessary for carrying out the Board’s responsibilities.

This includes but is not limited to communications services, printing services, graphic arts services, mail services, office supplies, and equipment, etc.

(6) 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.

(7) Attending Board meetings. The Board currently meets four (4) times per year during normal business hours. However, the Board may require Special Called meetings from time to time.

(8) Performing any additional tasks necessary for the Board’s operations.

e. The Contractor will maintain all records of the Board and provide access to these records during regular business hours according to policies established by the Board. All computer records, including databases and correspondence, will be "backed-up" by utilizing a professional-grade on-line backup program on a regular basis, but on no less than a weekly basis, to ensure security and safety.

At least one copy of all computer records will be kept off-site at a secure facility to be determined by the Board.

(1) All data provided by the Board to the Contractor to accomplish the purposes of this Contract shall be made available to the Board upon its request, in the form and format reasonably requested by the Board. Ownership, control, title, and any other manner of authority over such data will remain the sole property of the Board and/or become property of the Board upon receipt and acceptance. The Contractor shall not possess any means of authority or assert any lien or other right against or to any such data.

(2) Contractor will not use such data provided by the Board to accomplish the purposes of this Contract for any purpose not expressly authorized by the Board. Contractor will fully comply with all appliable laws, regulations, and reasonable requests of the Board with respect to the protection and transfer of such data.

(3) Contractor shall notify the Board as soon as practical regarding any suspected breach of this Data Control and Ownership clause that involves any data provided by the Board to the Contractor to accomplish the purposes of this Contract, to include, but not limited to, a suspected breach of any applicable law or regulation.

f. The Contractor will receive all revenue due and owing to the Board in the form of license fees, application fees, or any other fees or payment in accordance with the laws and regulations of the State of Alabama and transmit such funds to the State Treasurer in a timely manner so as to comply with audit standards.

g. The Contractor will establish an independent set of computer-based accounting books or records when needed and in accordance with the laws and regulations of the State of Alabama and, together, with the Alabama Department of Finance, provide any necessary bookkeeping services for the Board. Commercially available computer accounting programs may be used by the Contractor if needed but must be approved in advance by the State Treasurer and State Auditor. The accounting program procured, and records generated by said program are the property of the Board.

h. The Contractor will prepare and submit a financial report broken down by month for review by the Board at regularly scheduled or special called Board meetings utilizing data from the state accounting system. Should an audit be scheduled, the Contractor will be responsible for providing all information requested by the Examiners of Public Accounts.

i. The Contractor will prepare budget, financial, and performance reports to be sent to the State Budget Officer in accordance with current requirements;

maintain a record of continuing education earned for all licensees; post any other information as required by the Board in the performance of its duties in each registrant's file; keep licensees informed as to their status before the Board; and perform other tasks as requested by the Board.

j. The Contractor will prepare and submit on behalf of the Board through the state’s electronic program the annual budget and spending plan, operations plan, performance reports, and any other reports and documents as may be required.

k. The Contractor will maintain liability insurance to protect the Board from any loss or irregularity incurred by the Contractor dealing with the maintenance, storage, and handling of applicant records, licensee records, complaints, and disciplinary actions pending before or resolved by the Board, and any other records or files maintained by the Contractor on behalf of the Board. The Board must be listed as an additional insured on the policy. The amount of the liability insurance must be at least $1 million.

l. The Contractor will assist the Board in promulgation and adoption of rules in compliance with provisions of Sections 15-13-200 through 15-13-219 of the Code of Alabama.

m. The Contractor will assist the Board in the development of continuing education and license renewal requirements in accordance with the statutory requirements set forth in Sections 202, 209 – 213 of the Code of Alabama.

n. The Contractor will submit changes in legislation and/or the rules and regulations of the Board to the Legislative Reference Service in accordance with state law.

o. The Contractor will perform other duties as requested and agreed upon by the Board, i.e., provide logistical support for regular and emergency meetings of the Board, monitor legislation introduced in the Alabama Legislature, consult with the Board’s legal counsel as needed, and perform any other work necessary to ensure the continued operation of the Board.

Part VIII Proposal Evaluation

The criteria provided below will be used to evaluate the proposal based on the requirements of this RFP.

Evaluation Criteria

Qualifications and Experience- 40%

Proposed Management System- 15%

Facilities- 15%

Cost- 30%