RFP24-001 University Beverage Pouring Rights
| Agency: | Arkansas Tech University |
|---|---|
| State: | Arkansas |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16966527465839745 |
| Posted Date: | Jan 16, 2024 |
| Due Date: | Feb 23, 2024 |
| Solicitation No: | RFP24-001 |
| Source: | Members Only |
| Open Date | Job Description | Status |
|
February 23, 2024 |
OPEN |
Attachment Preview
REQUEST FOR
PROPOSAL 24-001
Arkansas Tech University
Business Services
404 N El Paso Avenue
Russellville, AR 72801
479-968-0269
Bid Number:
Description:
RFP 24-001
SOLICITATION INFORMATION
Beverage Pouring Rights – Russellville and Ozark Campus
Solicitation
Issued:
January 3, 2023
SUBMISSION DEADLINE FOR RESPONSE
Bid Opening Date: February 23, 2024
Bid Opening Time: 4:00 p.m., Central Time
Proposals shall not be accepted after the designated bid opening date and time. In accordance with Arkansas
Procurement Law and Rules, it is the responsibility of vendors to submit proposals at the designated location on or before
the bid opening date and time. Proposals received after the designated bid opening date and time shall be considered
late and shall be returned to the vendor without further review. It is not necessary to return "no bids”.
Delivery Address:
Proposal’s Outer
Packaging:
DELIVERY OF RESPONSE DOCUMENTS
Business Services
404 N El Paso Avenue
Russellville, AR 72801
479-968-0269
Vendors are responsible for delivery of their proposal documents to the university prior to the
scheduled time for bid 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.
Outer packaging must be sealed and should be properly marked with the following information. If
outer packaging of proposal submission is not properly marked, the package may be opened for
bid identification purposes.
• Bid number
• Date and time of bid opening
• Vendor's name and return address
Issuing Officer:
Email Address:
Arkansas Tech
Website:
ARKANSAS TECH CONTACT INFORMATION
Jessica Holloway
Buyer’s Direct
Phone Number:
jholloway@atu.edu
Main Number:
http://atu.edu
479-968-0333
479-968-0269
RFP NO: 24-xxx
Page 2 of 28
SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION
• Do not provide responses to items in this section unless specifically and expressly required
1.1 PURPOSE
The purpose of this Request for Proposal (RFP) is to enter into a Sponsorship and Beverage Pouring Rights
Agreement or Agreements (hereinafter “Agreement”, which will refer to either one agreement or two agreements
should multiple awards be made as described herein), whereby the successful vendor would be granted the
following privileges:
1. Academic/Campus Sponsorship and Beverage Pouring Rights, defined as:
a. Beverage Vending
b. University Dining Service and Other Contracted Sales
2. Athletic Sponsorship and Beverage Pouring Rights
Note: Arkansas Tech Career Center (ATCC) will be excluded from this RFP
1.2 ISSUING OFFICER
The issuing officer is the sole point of contact in the selection process. Vendor questions regarding bid
related matters should be made through the buyer. For question submission procedures see section 1.9
Clarification of RFP and Questions.
1.3 TYPE OF CONTRACT
A. This contract is a term contract that will be awarded to a single vendor.
B. The term of this contract shall be for seven (7) years. The anticipated starting date for the contract is July 1,
2024 with an option to renew for an additional three (3) years.
C. The total contract term shall not be more than ten (10) years.
1.4 BID OPENING LOCATION
Proposals received by the opening time and date shall be opened at the following location:
Business Services
404 N El Paso Avenue
Russellville, AR 72801
479-968-0269
Note: No award will be made at the bid opening. Only names of respondents and a preliminary determination of
proposal responsiveness will be made at the bid opening.
1.5 DEFINITION OF REQUIREMENT
A. The words “must” and “shall” signify a Requirement of this solicitation and that vendor’s agreement to and
compliance with that item is mandatory.
B. Exceptions taken to any Requirement in this Bid Solicitation, whether submitted in the vendor’s proposal or in
subsequent correspondence, shall cause the vendor’s proposal to be disqualified.
C. Vendor may request exceptions to NON-mandatory items. Any such request must be declared on, or as an
attachment to, the appropriate section’s Agreement and Compliance Page. Vendor must clearly explain the
requested exception and should reference the specific solicitation item number to which the exception applies.
(See Agreement and Compliance Page.)
1.6 DEFINITION OF TERMS
A. The buyer has made every effort to use industry-accepted terminology in this Bid Solicitation and will attempt
to further clarify any point of an item in question as indicated in Clarification of Bid Solicitation.
B. The words “bidder” and “vendor” are used synonymously in this document.
C. The terms “Request for Proposal”, “RFP” and “Bid Solicitation” are used synonymously in this document.
RFP NO: 24-xxx
Page 3 of 28
1.7 RESPONSE DOCUMENTS
A. Original Proposal Packet
1. The original Proposal Packet must be received on or before the bid opening date and time.
2. The Proposal Packet should be clearly marked “Original” and must include the following:
a. Original signed Proposal Signature Page. (See Proposal Signature Page.)
b. Original signed Agreement and Compliance Pages. (See Agreement and Compliance Pages.)
c. Original signed Proposed Subcontractors Form, if applicable. (See Subcontractors.)
d. Proposal response to the Information for Evaluation section included in the Proposal Packet.
e. Other documents and/or information as may be expressly required in this Bid Solicitation.
3. The following items should be submitted in the original Proposal Packet.
a. EO 98-04 Disclosure Form.
b. Copy of Vendor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)
B. Financial Consideration Proposal.
1. Vendor’s original pricing proposal must be submitted in hard copy format.
2. Vendor must also submit one (1) electronic copy of the pricing proposal, on a flash drive, preferably
in PDF.
3. The pricing proposal, including the hard copy and electronic copy, must be separately sealed from
the Proposal Packet and should be clearly marked as “Pricing”. Vendor must not include any pricing
in the hard copies or electronic copies of their Proposal Packet.
C. Additional Copies and Redacted Copy of the Proposal Packet
In addition to the original Proposal Packet and the Financial Proposal, the following items should be submitted:
1. Additional Copies of the Proposal Packet
a. Seven (7) complete hard copies (marked "COPY") of the Proposal Packet.
b. All additional hard copies and electronic copies must be identical to the original hard copy. In
case of a discrepancy, the original hard copy shall govern.
2. One (1) redacted (marked “REDACTED”) copy the original Proposal Packet, preferably on a flash
drive. (See Proprietary Information.)
3. One (1) redacted (marked “REDACTED”) copy the original Financial Consideration Packet, preferably
on a flash drive. (See Proprietary Information.)
1.8 ORGANIZATION OF RESPONSE DOCUMENTS
A. It is strongly recommended that vendors adhere to the following format and suggestions when preparing their
Proposal response.
B. The original Proposal Packet and all copies should be arranged in the following order.
• Proposal Signature Page.
• All Agreement and Compliance Pages.
• Signed Addenda, if applicable.
• E.O. 98-04 – Contract Grant and Disclosure Form.
• Equal Opportunity Policy.
• Other documents and/or information as may be expressly required in this Bid Solicitation. Label
documents and/or information so as to reference the Bid Solicitation’s item number.
• Proposal response to the Information for Evaluation section of the Proposal Packet.
1.9 CLARIFICATION OF RFP AND QUESTIONS
A. Any questions requesting clarification of information contained in this Bid Solicitation must be submitted in
writing via email by 4:00 p.m., Central Time on or before January 23, 2024 to the buyer as shown on page
one (1) of this Bid Solicitation.
1. For each question submitted, vendor should reference the specific solicitation item number to which
the question refers.
2. Vendors’ written questions will be consolidated and responded to by the University. The University’s
consolidated written response is anticipated to be posted to the Procurement Services website by the
close of business on January 30, 2024.
B. Vendors may contact the buyer with non-substantive questions at any time prior to the bid opening.
RFP NO: 24-xxx
Page 4 of 28
C. No oral statement by the University is part of any contract resulting from this solicitation and may not
reasonably be relied on by any vendor as an aid to interpretation unless it is reduced to writing and expressly
adopted by the University.
1.10 PROPOSAL SIGNATURE PAGE
A. An official authorized to bind the vendor(s) to a resultant contract must sign the Proposal Signature Page
included in the Proposal Packet.
B. Vendor’s signature on this page shall signify vendor’s agreement that either of the following shall cause the
vendor’s proposal to be disqualified:
1. Additional terms or conditions submitted intentionally or inadvertently.
2. Any exception that conflicts with a Requirement of this Bid Solicitation.
1.11 AGREEMENT AND COMPLIANCE PAGES
A. Vendor must sign all Agreement and Compliance Pages relevant to each section of the Bid Solicitation
Document. The Agreement and Compliance Pages are included in the Proposal Packet.
B. Vendor’s signature on these pages shall signify agreement to and compliance with all Requirements within the
designated section.
1.12 PRE-BID MEETING
There will be a mandatory pre-bid meeting on January 18, 10:00 am, CST, located at 404 N El Paso, Business
Services. The purpose of this meeting is to visit University locations relative to the beverage program and to
provide further clarification as may be required. Please hold all questions until this meeting. Questions that
bidders may have after the pre-bid meeting must be submitted in writing no later than the referenced date in
section 1.9 Clarification of RFP and Questions.
1.13 FINANCIAL CONSIDERATION PROPOSAL PRICING
A. Vendor(s) must include all pricing in the Financial Consideration Proposal only. Any cost not identified by the
successful vendor but subsequently incurred in order to achieve successful operation shall be borne by the
vendor.
B. To allow time to evaluate proposals, financial proposals must be valid for 120 days following the bid opening.
C. The Financial Proposal, including the hard copy and electronic copy, must be separately sealed from the
Proposal Packet and should be clearly marked as “Financial Proposal”.
D. Vendor must not include any pricing in the hard copies or electronic copies of their Proposal Packet. Should
hard copies or electronic copies of their Response Packet contain any pricing, the response shall be
disqualified.
E. Failure to complete and submit a Financial Consideration Proposal shall result in disqualification.
F. All proposal pricing must be in United States dollars and cents.
1.14 PRIME CONTRACTOR RESPONSIBILITY
A. Single and joint vendor proposals and multiple proposals by vendors are acceptable. However, a single vendor
must be identified as the prime contractor in each proposal. The prime contractor will be responsible for the
contract and will be the sole point of contact with regard to the software and/or services described herein.
B. The Vendor shall not assign the contract in whole or in part or any payment arising there from without the prior
written consent of Arkansas Tech.
C. The Contractor shall give Arkansas Tech immediate notice, in writing, by certified mail of any action which, in
the opinion of the Contractor, may result in litigation related in any way to the contract or Arkansas Tech.
1.15 INDEPENDENT PRICE DETERMINATION
A. By submission of this proposal, the vendor certifies, and in the case of a joint proposal, each party thereto
certifies as to its own organization, that in connection with this proposal:
• The prices in the proposal have been arrived at independently, without collusion.
• No prior information concerning these prices has been received from, or given to, a competitive
company.
B. Evidence of collusion shall warrant consideration of this proposal by the Office of the Attorney General. All
vendors shall understand that this paragraph may be used as a basis for litigation.
1.16 PROPRIETARY INFORMATION
A. All Bidders should understand that Arkansas Tech is subject to the Freedom of Information Act (FOIA).
RFP NO: 24-xxx
Page 5 of 28
B. Arkansas Tech will rely on a Freedom of Information Act (FOIA) exemption to withhold all information
contained in any submitted bid document to the Owner until the notice of intent to award has been completed.
C. Arkansas Tech will also rely on an FOIA exemption to withhold the certified bid tabulation until after the notice
of intent to award has been completed. After that time and pursuant to Arkansas statute, bid information will be
available for public review upon FOIA request.
D. All Bidders are hereby advised that any information that they may consider to be confidential or proprietary and
would give a competitive advantage if disclosed, should be identified, along with a statement as to whether or
not a claim of confidential or proprietary privilege is being asserted. If such information is later sought by a
FOIA request, the Bidder will be allowed to justify its claim of privilege and Arkansas Tech will assess the
validity of said claim in advance of any release.
1.17 CAUTION TO VENDORS
A. Prior to any contract award, all communication concerning this Bid Solicitation must be addressed through the
buyer.
B. Vendor must not alter any language in any solicitation document provided by the University.
C. All official documents and correspondence related to this solicitation shall be included as part of the resultant
contract.
D. Proposals must be submitted only in the English language.
E. The University shall have the right to award or not award a contract, if it is in the best interest of the University
to do so.
F. Vendor must provide clarification of any information in their response documents as requested by the buyer.
G. Qualifications and proposed goods or services must meet or exceed the required specifications as set forth in
this Bid Solicitation.
H. Vendors may submit multiple proposals.
1.18 REQUIREMENT OF ADDENDUM
A. This Bid Solicitation shall be modified only by an addendum written and authorized by the University.
B. An addendum posted within three (3) calendar days prior to the bid opening shall extend the bid opening and
may or may not include changes to the Bid Solicitation.
C. Only written addenda are part of the bid packet and should be considered.
1.19 AWARD PROCESS
A. Contracts and purchases will be made or entered into with the more responsible bidder meeting
specifications.
B. When more than one item is specified in the proposals, the University reserves the right to determine
the low bidder either on the basis of the individual items or on the basis of all items included in its Request
for Proposals, or as expressly stated in the Request for Proposals.
C. A written purchase order or contract award mailed, or otherwise furnished, to the successful bidder within
the time of acceptance specified in the solicitation results in a binding contract without further action by
either party. The contract shall not be assignable by the vendor in whole or part without the written
consent of the University.
1.20 MINORITY BUSINESS POLICY
A. Minority is defined by Arkansas Code Annotated § 15-4-303 as a lawful permanent resident of this State who is:
• African American
• Pacific Islander American
• American Indian
• A Service-Disabled Veterans as
• Asian American
designated by the United States
• Hispanic American
Department of Veteran Affairs
• Women- Owned Businesses
B. The Arkansas Economic Development Commission conducts a certification process for minority businesses and
disabled veterans. The vendor’s Certification Number should be included on the vendor’s Proposal Signature
Page.
1.21 EQUAL OPPORTUNITY POLICY
A. In compliance with Arkansas Code Annotated § 19-11-104, the University is required to have a copy of the
vendor’s Equal Opportunity (EO) Policy prior to issuing a contract award.
B. EO Policies may be submitted in electronic format to the buyer, but should also be included as a hardcopy
accompanying the solicitation response.
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