FB-24-004: Pouring Rights, Sponsorship, and Food Vending Services FB-24-004 Pouring Rights and Sponsorship and Vending Services RFP Financial Proposal Packet Solicitation Terms and Conditions Technical Response Packet Addenda No. 1 FB-24-004 Q&A
| Agency: | University of Arkansas at Little Rock |
|---|---|
| State: | Arkansas |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14856169311372598 |
| Posted Date: | Apr 23, 2024 |
| Due Date: | May 10, 2024 |
| Solicitation No: | FB-24-004 |
| Source: | Members Only |
| Closing Date/Time | Information/Description | Award Letter | Award Status |
| May 10, 2024 @ 3 PM |
FB-24-004: Pouring Rights, Sponsorship, and Food Vending Services
FB-24-004 Pouring Rights and Sponsorship and Vending Services RFP Financial Proposal Packet Solicitation Terms and Conditions Technical Response Packet Addenda No. 1 FB-24-004 Q&A |
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Procurement Services
University of Arkansas at Little Rock
2801 S. University Ave., Little Rock, AR 72204-1099 | (O)501.916.3144 | (F)501.916.3425
Solicitation Number:
REQUEST FOR PROPOSAL (RFP)
SOLICITATION INFORMATION
FB-24-004
Solicitation Issued: 3/27/2024
Description:
Pouring Rights and Sponsorship and Vending Services
SUBMISSION DEADLINE FOR RESPONSE
Bid Opening Date: 4/23/2024
Bid Opening Time: 3:00, PM CST
Per Arkansas Procurement Law and Bid Rules, it is the supplier’s responsibility to submit bids at the designated
location on or before the bid opening date and time. Bid submissions received after the designated bid opening
date and time may be rejected as untimely. Procurement Services shall return them to the supplier without
review. It is not necessary to return "no bids.”
Delivery
Address:
DELIVERY OF RESPONSE DOCUMENTS
University of Arkansas at Little Rock
Office of Procurement
University Services Building C100
2801 South University
Little Rock, AR 72204
Bid’s Outer
Packaging:
Suppliers are responsible for delivering their bid documents to the University of Arkansas at Little
Rock on or before the scheduled bid opening time. Postage service providers—USPS, UPS, and
FedEx—deliver mail to our offices based on our street address. Supplier assumes all risk for timely
and properly submitted deliveries.
Seal the outer packaging and mark it with the following information.
● Solicitation number
● Date and time of bid opening
● Prospective supplier's name and return address
Improperly marked packages may be opened for identification purposes.
Buyer:
Main Email:
Website:
UA LITTLE ROCK PROCUREMENT SERVICES CONTACT
Noel Johnson
Buyer Email: njohnson1@ualr.edu
procurement@ualr.edu
Main Phone: 501-916-3144
https://ualr.edu/procurement/bids/
BID NO: FB-24-004
UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
Page 2 of 30
Table of Contents
Section 1 - General Instructions and Information.......................................................................................................3
1.1. Introduction.......................................................................................................................................................................3
1.2. Objective and Goals......................................................................................................................................................... 3
1.3. Vending Services Minimum Qualifications....................................................................................................................3
1.4. Current Environment....................................................................................................................................................... 3
1.5. About UA Little Rock.........................................................................................................................................................4
1.6. Type of Contract................................................................................................................................................................4
1.7. Schedule of Events........................................................................................................................................................... 4
1.8. Non-Mandatory Virtual Bidders Conference................................................................................................................ 5
1.9. Live Proposal Opening..................................................................................................................................................... 5
1.10. University Contract Administrator............................................................................................................................... 5
1.11. Clarification of RFP Solicitation.....................................................................................................................................5
1.12. Definition of Terms.........................................................................................................................................................6
1.13. Response Documents.................................................................................................................................................... 7
1.14. UA Little Rock Solicitation Terms and Conditions......................................................................................................8
1.15. UA System Procurement Terms and Conditions....................................................................................................... 8
Section 2 - Requirements & Specifications...................................................................................................................9
2.1. Pouring Rights and Sponsorship.................................................................................................................................... 9
2.2. Food/Snack Vending.......................................................................................................................................................15
2.3. Requirements for Any Resultant Contract.................................................................................................................. 18
Section 3 - Selection...................................................................................................................................................... 21
3.1 Selection Process.............................................................................................................................................................21
3.2 Technical Proposal Score............................................................................................................................................... 21
3.3 Cost Score.........................................................................................................................................................................22
3.4 Grand Total Score............................................................................................................................................................22
3.5 Anticipation to Award..................................................................................................................................................... 23
3.6 Prospective Supplier’s Acceptance of Evaluation Technique.................................................................................... 23
Section 4 - General Terms and Conditions................................................................................................................. 24
4.1. Acceptance of Requirements........................................................................................................................................24
4.2. Payment and Invoice Provisions.................................................................................................................................. 24
Section 5 - Attachments............................................................................................................................................... 26
BID NO: FB-24-004
UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
Page 3 of 30
Section 1 - General Instructions and Information
Do not respond to items in this section unless specifically and expressly required
1.1. Introduction
The University of Arkansas at Little Rock (UA Little Rock) is soliciting proposals from qualified and
experienced suppliers to provide services for the sale, distribution, and merchandising of beverages, vending
machine food/snacks.
The successful Pouring Rights and Sponsorship supplier would be granted the following exclusive privileges:
● Academic/Campus Sponsorship and Beverage Pouring Rights, defined as:
○ Beverage Services
○ Beverages for University Dining Service and Other Contracted Sales
● Athletic Sponsorship and Beverage Pouring Rights
The successful vending supplier(s) would be granted the following privileges:
● Food/Snack Vending
The university hopes to establish relationships that will complement the many new and exciting initiatives
currently underway and those in the future as well.
Note: Supplier(s) may submit proposals for, (1) Pouring Rights and Sponsorship ONLY, (2) Vending
food/snack products ONLY, or (3) all services and products being requested through this solicitation.
1.2. Objective and Goals
Exclusive Pouring Rights and Sponsorship Partnership Goal
Establish a long-term agreement and partnership with a nationally recognized beverage supplier to enhance
current operations and service levels while maximizing financial support to the university. The supplier will
work with the university to promote beverage sales with a complete selection of high-demand current and
future products provided through state-of-the-art equipment and quality service.
Food/Snack Vending Partnership Goal
Establish mutually beneficial relationships with suppliers offering food/snack vending and isonotonic
beverages to improve the overall campus experience for students, faculty, and staff. The supplier will work
with the university to optimize product offerings and vending locations so as to maximize profits, and will
provide products using state-of-the-art equipment and quality service.
1.3. Vending Services Minimum Qualifications
Minimum qualifications are required for a Proposer to be eligible to submit a Bid Response. Your Bid
Response must address the minimum qualifications and demonstrate how you meet them. Those that
are not responsive to these qualifications shall be rejected without further consideration.
Successful Proposers to this RFP must be able to meet or exceed the following minimum
qualification:
A. Have a minimum of five (5) years’ experience providing vending machine sales and service to a
variety of locations that is relative in size to the scope of works outlined in this RFP.
1.4. Current Environment
The university has approximately 2,230 full time and part time academic and administrative staff, 190
Graduate Assistants, and an enrollment of approximately 7,150 undergraduate and graduate students. The
university is also home to eStem High School which has approximately 500 students. The campus living
facilities currently houses approximately 930 students with a capacity for 1,400 students across four (4)
BID NO: FB-24-004
UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
Page 4 of 30
residence halls and one (1) 400 room apartment complex. The university campus also contains more than 50
educational and general buildings.
The university currently has a dining services agreement with Sodexo.
1.5. About UA Little Rock
UA Little Rock is a metropolitan research university that provides access to quality education through flexible
learning and unparalleled internship opportunities. At UA Little Rock, we prepare our students to be
innovators and responsible leaders in their fields. Committed to its mission, UA Little Rock is a driving force in
Little Rock’s thriving cultural community and a significant component of the city and state’s growing profile as
a regional leader in research, technology transfer, economic development, and job creation.
For more information on the university, please see ualr.edu/about/.
Trojan Athletics
Trojan Athletics currently sponsors 15 varsity sports programs including 8 women’s and 7 men’s sports.
Women’s sports include basketball, cross country, golf, indoor track and field, outdoor track and field, soccer,
swimming and diving, and volleyball. Men’s sports include baseball, basketball, cross country, golf, indoor
track and field, outdoor track and field and wrestling.
1.6. Type of Contract
A. As a result of this solicitation, UA Little Rock intends to award each contract a four (4) year initial contract
with up to three (3) annual renewals to at least two (2) but no more than three (3) suppliers.
B. The total contract term for any resulting contract shall not exceed seven (7) university fiscal years.
C. The anticipated starting date for any resulting contract is July 1, 2024. However, the university may adjust
the contract start date for up to three calendar months.
D. Pursuant to Arkansas Code Annotated § 19-11-249, any campus, unit or division of the university of
Arkansas System or any college or university in Arkansas will be eligible to acquire from the successful
purchaser or bidder goods or services that are the subject of this procurement, on all of the terms and
conditions contained in any contract issued under this solicitation.
E. By submitting a signed proposal in response to this solicitation, the prospective supplier represents and
warrants that it will honor its proposal as being held open as irrevocable after this period.
1.7. Schedule of Events
For informational purposes, UA Little Rock is providing a Solicitation Schedule of Events; however, dates
listed and noted with an asterisk (*) are anticipated dates only and are subject to change at the discretion of
the university.
Event Description
Release of solicitation
Virtual Bidders Conference
Questions from Bidders due
Answers to questions posted*
Proposal Due Date
Interviews*
Date & Time
March 27, 2024
April 9, 2024 @ 9:00 AM CST
April 11, 2024
April 15, 2024
April 23, 2024 @ 3:00 PM CST
Date TBD
BID NO: FB-24-004
UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
Page 5 of 30
Evaluation complete*
Post Anticipation to Award and Start of Discussions*
Legislative Review*
Award Commences*
Table A
May 2024
May 2024
May/June 2024
July 2024
1.8.
1.9.
1.10.
1.11.
Non-Mandatory Virtual Bidders Conference
UA Little Rock will host a bidders conference to provide additional information and clarification regarding the
solicitation.
A. The conference will take place on the date and time listed in Table A.
B. The conference is important to prospective respondents to understand the tasks a respondent shall
complete when submitting a proposal.
C. Use the Zoom registration link below to register and attend.
Zoom Registration Link:
https://ualr-edu.zoom.us/j/82791751041?pwd=Nnd5Uk9Xb3A3czd3MlB0QmdReG9KUT09
Meeting ID:
827 9175 1041
Passcode:
047686
Dial-In Information: 877 853 5257 US Toll-free
888 475 4499 US Toll-free
D. The issuing buyer will post any updates from the bidders conference on the bid page.
Live Proposal Opening
Use the information below to view the proposal opening online.
Zoom Meeting Link:
https://ualr-edu.zoom.us/j/83489995282?pwd=bEhSR3ZNOWNLM2trUXMvR3YyMjhsdz09
Meeting ID:
834 8999 5282
Passcode:
981315
Dial-In Information: 877 853 5257 US Toll-free
888 475 4499 US Toll-free
University Contract Administrator
A. Lisa Shellito-Benbrook, Administrative Operations Manager, hereinafter referred to as the Contract
Administrator, shall serve as UA Little Rock’s representative and administrator of any resultant
contract(s).
B. The Contract Administrator shall manage all aspects of the contractual relationship to ensure that the
Supplier's total performance is per the contractual commitments and that the obligations of the Supplier
under the terms and conditions of the contract are being fulfilled.
C. The Contract Administrator shall work with the Supplier throughout the contract term. The Contract
Administrator shall transmit all instructions, questions, approvals, and special requests concerning the
contract. The Contract Administrator may designate other university personnel to assist with the
administration of the contract.
Clarification of RFP Solicitation
A. Submit any questions requesting clarification of information contained in this solicitation via email to the
buyer no later than the date and time listed in Table A. Questions will be consolidated and responded to
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
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