FB-ASMSA-24-001 Request for Proposal - Facilities Management Services FB-ASMSA-24-001 Addenda #1 Q & A FB-ASMSA-24-001 Floor Plan - Student Life Center Floor Plan - Dorm and Chaple Floor Plan - Pine Street Floor Plan - RLB Floor Plan - CIC Floor Plan - Admin Building
| Agency: | University of Arkansas at Little Rock |
|---|---|
| State: | Arkansas |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14856169321461580 |
| Posted Date: | Apr 23, 2024 |
| Due Date: | Oct 13, 2024 |
| Source: | Members Only |
| Closing Date/Time | Information/Description | Award Letter | Award Status |
| October 13, 2024 @ 10:00 AM CST |
FB-ASMSA-24-001
Request for Proposal - Facilities Management Services FB-ASMSA-24-001 Addenda #1 Q & A FB-ASMSA-24-001 Floor Plan - Student Life Center Floor Plan - Dorm and Chaple Floor Plan - Pine Street Floor Plan - RLB Floor Plan - CIC Floor Plan - Admin Building |
Pending | Pending |
Attachment Preview
Arkansas School for Mathematics, Sciences
& the Arts
200 Whittington Ave
Hot Springs, AR 71901
REQUEST FOR PROPOSAL
RFP Number: FB-ASMSA-24-001
Service: ASMSA Facilities Management
Date Issued: 09/21/2023
Type of Contract: Term
Buyer: Desiree Taggard
Proposal Opening Date: 10/09/2023
Proposal Opening Time: 10:00 AM Central Time
PROPOSALS WILL BE ACCEPTED UNTIL THE TIME AND DATE SPECIFIED ABOVE. THE PROPOSAL ENVELOPE,
INCLUDING THE OUTSIDE OF OVERNIGHT PACKAGES, MUST BE SEALED AND SHOULD BE PROPERLY
MARKED WITH THE RFP NUMBER, DATE AND HOUR OF RFP OPENING AND VENDOR'S RETURN ADDRESS.
The University of Arkansas at Little Rock is conducting this RFP on behalf of the Arkansas School for
Mathematics, Sciences & the Arts. Vendors are responsible for delivery of their proposal documents to the
Arkansas School for Mathematics, Sciences and the Arts prior to the scheduled time for opening of the particular
RFP. When appropriate, vendors should consult with delivery providers to determine whether the proposal
documents will be delivered to the ASMSA street address prior to the scheduled time for RFP opening. Delivery
providers, USPS, UPS, and FedEx deliver mail to our street address on a schedule determined by each individual
provider. These providers will deliver to our offices based solely on our street address.
MAILING ADDRESS:
Attn: Purchasing
ASMSA
200 Whittington Ave
Hot Springs, AR 71901
VIRTUAL BID OPENING:
Registration in advance is required for this meeting:
Meeting ID: 916 4140 1435
Meeting Registration Link:
https://asmsa.zoom.us/meeting/register/tJUrc-
isrjouGdFiIUmDn2uCQPYRTYbzi_Gk
TELEPHONE NUMBER: 501-569-3144
Company Name:
Name (type or print):
Address:
Telephone Number:
E-Mail Address:
Business Designation
(check one):
Individual [ ]
Partnership [ ]
Title:
City:
Fax Number:
State:
Zip Code:
Sole Proprietorship [ ]
Corporation [ ]
Public Service Corp [ ]
Government/ Nonprofit [ ]
ARKANSAS SCHOOL FOR MATHEMATICS, SCIENCES, AND THE ARTS
REQUEST FOR PROPOSAL
RFP NO: FB-ASMSA-24-001
Page 2 of 29
EXECUTION OF PROPOSAL
Upon signing this RFP, the firm certifies that:
1. He/She has read and agrees to the requirements set forth in this RFP, including specifications, terms,
standard conditions, and any pertinent information regarding the services being requested.
2. Unless otherwise noted and explained, the services and qualifications of the responding company meet
or exceed all of the requirements specified within the Request for Proposal.
3. The firm will comply with all specifications and requirements as specified herein.
4. As an officer of this organization, I am duly authorized to certify the information provided herein is
accurate and true.
5. Firm shall comply with all State and Federal Equal Opportunity and Non-Discrimination requirements and
conditions of employment in addition to all federal, state, and local laws.
6. Firm shall disclose any possible conflict of interest with the Arkansas School for Mathematics, Sciences &
the Arts or the University of Arkansas at Little Rock, including, but not limited to, any relationship that
would cause a conflict of interest with any ASMSA or UALR employee. Response shall disclose if a
known relationship that would cause a conflict of interest exists between any principal or employee of
your firm and any ASMSA or UALR employee. If no relationship exists that would cause a conflict of
interest, this should also be stated below. Failure to disclose such a relationship may result in
cancellation of a purchase and/or contract as a result of your response.
a. No Known Relationship Exists _________________
b. Relationship Exists (Please Explain) ________________________________________________
7. The RFP packet is broken into several sections as follows:
a. Response form: First page and Execution of Proposal form.
b. Section 1 (Specific Requirements): All requirements regarding service being requested.
c. Section 2 (Information for Evaluation): Questions for firms to respond to in their RFP response.
d. Section 3 (Response Instructions and Evaluation Criteria): Information on how to put together the
RFP response and the criteria that will be evaluated.
e. Section 4 (General Information): General procurement information and terms.
f. Section 5 (Standard Terms and Conditions)
Signature:
USE INK ONLY. UNSIGNED RESPONSES WILL NOT BE CONSIDERED
ARKANSAS SCHOOL FOR MATHEMATICS, SCIENCES, AND THE ARTS
REQUEST FOR PROPOSAL
RFP NO: FB-ASMSA-24-001
Page 3 of 29
SECTION 1: SPECIFIC REQUIREMENTS
1.1 INTRODUCTION
This Request for Proposal (RFP) is issued by The Board of Trustees of the University of Arkansas, and University of
Arkansas at Little Rock referred as “University” acting for and on behalf of the Arkansas School for Mathematics,
Sciences and the Arts (“ASMSA”), is seeking Requests for Proposal for Facility Management Services hereafter
referred as ASMSA.
1.2 ISSUING OFFICER
The issuing officer is the sole point of contact in the selection process. Vendor questions regarding RFP
related matters should be made through the buyer, Desiree Taggard at 501-569-3144 or via email at
dltaggard@ualr.edu See section 1.4 Clarification of RFP and Questions for question submission procedures.
1.3 TYPE OF CONTRACT
The contract will be a four (4) year term contract from the date of award. Upon mutual agreement by the
contractor and ASMSA, the contract may be renewed on a year-to-year basis, for up to three (3) additional one
(1) year terms or a portion thereof. In no event shall the total contract term be more than seven (7) years.
1.4 CLARIFICATION OF RFP AND QUESTIONS
If additional information is necessary to enable firms to better interpret the information contained in the RFP, written
questions may be sent to the buyer assigned to this RFP. Answers to verbal questions may be given as a matter of
courtesy and must be evaluated at firm’s risk. Questions should be sent to Desiree Taggard at dltaggard@ualr.edu.
1.5 PRE-RFP SITE VISIT
Site Visit Scheduling Information
The vendor may perform an optional visit the site(s) of the proposed work and inspect the equipment/site to be
operated prior to submitting their RFP offering. On-site tour and inspection shall be coordinated with Joe Meredith
by contacting ASMSA at 501-622-5103. Inspection tours shall be conducted during normal working hours.
Operation of ASMSA cannot be disrupted while touring the site. The purpose of the visit is to acquaint the vendors
with any and all conditions at the site(s).
The Vendor shall not be relieved from assuming all responsibility for properly estimating the difficulties and cost of
performing the services required in this specification because of failure to investigate the conditions or be aware of
all the information concerning the services to be performed.
1.6 PRICING
All charges must be included in the Pricing Proposal. To allow time to evaluate proposals prices must be valid
for 120 days following RFP opening. Pricing must be listed by building (found in Section 1.24 C under equipment).
The following buildings and equipment (found in section 1.24 C) will no longer be serviced following the first
contract year, pricing listed in pricing proposal will need to be adjusted once these buildings have been vacated
and released to the property owner: Old Hospital Complex – Former Dormitory, Cedar Street Building,
Student Union, Library Storage.
Bidder(s) must include ALL pricing information in their Pricing Proposal ONLY and must clearly mark
said page(s) as pricing information. The electronic version of the Pricing Proposal must also be sealed
separately from the electronic version of the technical proposal.
NOTE:
1. ASMSA will not be obligated to pay any costs not identified on the Pricing Proposal.
2. Any cost not identified by the successful Vendor but subsequently incurred in order to achieve successful
operation will be borne by the Vendor.
ARKANSAS SCHOOL FOR MATHEMATICS, SCIENCES, AND THE ARTS
REQUEST FOR PROPOSAL
RFP NO: FB-ASMSA-24-001
1.7 SCHEDULE OF EVENTS
Page 4 of 29
ID
Event Description (Letter of the Law)
1
Release of RFP
2
Site Visit
3
RFP Submission deadline
4
Evaluation complete*
5
Award Commences*
*Anticipated Dates
Date
09/21/2023
Optional
As listed on page one of this
solicitation document
10/10/2023
12/01/2023
1.8 PROJECT BACKGROUND
As part of its operations, it is necessary that the ASMSA provide a high level of facility maintenance services for the
Facilities it operates to ensure that the staff, students and community users of these Facilities have a safe, healthy,
functional and legally compliant environment that makes a positive contribution to the educational processes,
business processes and community uses conducted within those Facilities.
1.9 SCOPE OF SERVICES
The primary objective of the RFP is to ensure the excellence of Facility Management Services for
ASMSA located in Hot Springs, AR. The successful contractor will, in conjunction with ASMSA, assure
management of all facility related work whether self performed, subcontracted or provided
by another agency source is maintained within the scope of the proposed RFP. These specifications
are intended to preserve the integrity of the school and business offices operation at ASMSA.
The vendor will provide examples of the Safety, Job Skill, and other training programs offered
to its employees. All required training for compliance with OSHA, MSDS, and other regulatory agencies
is the responsibility of the vendor. Records of the training will be made available for the inspection
of the agency's management.
1.10 INSURANCE REQUIREMENTS
The vendor shall maintain liability insurance and shall file certificates of insurance with ASMSA prior to
commencement of work. Insurance policies shall be written by a company or companies authorized to do business
in the State of Arkansas. The limits of liability of such insurance shall be written for not less than the following limits:
A. Workers Compensation
Workers Compensation as required by the State of Arkansas
B. Comprehensive General Liability (including Premises-Operations; Independent Contractors’ Protective;
Products and Completed Operations; Broad Form Property Damage):
1. Bodily Injury - $1,000,000.00 each occurrence, $1,000,000.00 aggregate.
2. Property Damage - $1,000,000.00 each occurrence, $1,000,000.00 aggregate.
a.
Products and Completed Operations Insurance shall be maintained for a minimum period
of (1) one year after final payment $1,000,000.00 aggregate.
ARKANSAS SCHOOL FOR MATHEMATICS, SCIENCES, AND THE ARTS
REQUEST FOR PROPOSAL
RFP NO: FB-ASMSA-24-001
Page 5 of 29
b.
Property Damage Liability shall provide X, C, and U coverage
c.
Broad Form Property Damage coverage shall include Completed Operations
C. Contractual Liability
1. Bodily Injury - $1,000,000.00 each occurrence, $1,000,000.00 aggregate.
2. Property Damage - $1,000,000.00 each occurrence, $1,000,000.00 aggregate.
D. Personal Injury, with Employment Exclusion deleted, $1,000,000.00 aggregate
1. Comprehensive Business Automobile Liability (including Owned, Non-Owned, and Hired Vehicles)
Bodily Injury and Property Damage – combined single limit of $500,000 per occurrence.
NOTE: Failure to file certificates or acceptance by ASMSA of certificate of insurance which do not
indicate the specified coverage shall in no way relieve the vendor of his responsibility for maintaining
adequate insurance.
1.11 PERFORMANCE BOND REQUIREMENTS
In order to assure full performance of all obligations imposed on a vendor by contracting with ASMSA, the selected
vendor will be required to provide a performance security in an amount of at $50,000 performance bond within 14
calendar days from date of receipt of the written notification of the intent to award a proposal. The form of security
required shall be a performance bond in the name of “Board of Trustees of the University of Arkansas acting for and
on behalf of Arkansas School for Mathematics, Sciences and the Arts”. Such as is usually and customarily written
and issued by surety companies licensed and authorized to do business in Arkansas or a cashier's/certified check.
An irrevocable letter of credit from an Arkansas bank is also acceptable. The UALR Agency Purchasing Official
shall award the contract upon acceptance of the performance security.
If a vendor fails to deliver the required performance security, the proposal shall be rejected and the contract shall be
awarded to the provider of the next ranked proposal. In the event of a breach of contract, either through quality
problems, late delivery, substitutions, non-performance, or other areas within the control of the vendor, the UALR
Agency Purchasing Official will notify the vendor in writing of the default and may assess reasonable charges
against the vendor's performance security. If, after notification of default, the vendor fails to remedy ASMSA
damages within ten (10) working days, the UALR Agency Purchasing Official may initiate procedures for collection
against the vendor's performance security.
In the event of default, and in order to achieve the greatest economy for ASMSA, the UALR Agency Purchasing
Official may choose the next highest ranked proposal, re-advertise for proposals, negotiate a purchase, or complete
any other action consistent with the purchasing laws. The performance security will be released at the end of the
contract period.
1.12 TRAINING
The Company must have a company-wide, in-place comprehensive training program to include formal skill level
upgrade training, recurring training, refresher training, and remedial training. The training program must include
formal training courses and on-the-job training.
1.13 QUALITY CONTROL PROGRAM
The Company must have a company-wide Quality Control program that includes training and participation of all
employees. The Company’s Quality Control program will be submitted as part of the proposal.
1.14 SAFETY PROGRAM
The Company shall have a company safety program that addresses the hazards associated with the
scope of services requested and include the safety program as part of the proposal.
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