Athletic Web Services

"UNIVERSITY\nofARKANSAS\n\nAT PINE BLUFF\n\n1873\n\nREQUEST FOR PROPOSAL\nBID SOLICITATION DOCUMENT\n\nSOLICITATION INFORMATION\n\nUAPB A186 March 11, 2024\n\nAthletic Website Service Term\n\nThe University of Arkansas at Pine Bluff\n\nSUBMISSION DEADLINE FOR RESPONSE\n\nApril 11, 2024 11:00 a.m., CST\n\nDeliver proposal submissions for this Request for Proposal to UAPB Procurement Office on or before the designated bid opening date\nand time. In accordance with Arkansas Procurement Law and Rules, it is the responsibility of Prospective Contractors to submit\nproposals at the designated location on or before the proposal opening date and time. Proposals received after the designated bid\nopening date and time may be considered late and may be returned to the Prospective Contractor without further review. It is not\nnecessary to return \"no bids\" to UAPB.\n\nDELIVERY OF RESPONSE DOCUMENTS\n| UAPB Warehouse\n\nUAPB Procurement Department 1200 North University Drive\nP.O. Box 4979

Hazzard Gym/Annex Building\nPine Bluff, Arkansas 71601\n\n1200 N. University Drive\n\nOffice of Procurement\n\nAdministration Bldg., Room 102\n\nPine Bluff, Arkansas 71601\nDelivery providers, USPS, UPS, and FedEx deliver mail to UAPB street address on a schedule determined by each individual provider.\nThese providers will deliver to UAPB based solely on the street address. Prospective Contractors assume all risk for timely,\nproperly submitted deliveries. Late bids- bids enroute, bids left at locations other than the Office of Procurement by special\ncarrier or other will not be considered if they are not in the Office of Procurement by or before the time as indicated on this IFB\ndocument as \u201cBid Opening Date and Time.\u201d\n\nSeal outer packaging and properly mark with the following information. If outer packaging of bid submission is\nnot properly marked, the package may be opened for bid identification purposes.\n\nSolicitation number\nDate and time of bid opening\nProspective Contractor's name and return address\n\nTHE UNIVERSITY OF ARKANSAS AT PINE BLUFF PROCUREMENT CONTACT INFORMATION\nAlisha Lewis (870) 575-8735\n\nlewisal@uapb.edu (870) 575-4647\n\nhttp://www.uapb.edu/administration/finance_administration/purchasing/bids.aspx\n\n" "Bid Solicitation Document Solicitation No. UABP A183\n\n1.1\n\nSECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION\n\nDo not provide responses to items in this section unless specifically and expressly required.\n\nINTRODUCTION AND BACKGROUND\n\nThe University of Arkansas at Pine Bluff is issuing this Request for Proposal (RFP) to solicit proposals for a term\ncontract for Athletic website services to provide fans and potential recruits with game previews, recaps schedules,\nscores, live, on-demand audio and video services.\n\nThe University of Arkansas at Pine Bluff is a public comprehensive HBCU 1890 Land-Grant Institution. The\nUniversity embraces its land-grant mission of providing cutting edge research, teaching, outreach, and service\nprograms that respond to the social and economic needs of the state and region.\n\nIts mission is to promote and sustain excellent academic programs that integrate quality instruction, research, and\nstudent learning experiences responsive to the needs of a racially, culturally, and economically diverse student\npopulation. Ultimately, the University is dedicated to providing access and opportunity to academically deserving\nstudents and producing graduates who are equipped to excel through their contributions and leadership in a 21st\ncentury national and global community.\n\nThe mission of the Department of Athletics at the University of Arkansas Pine Bluff is to\n\nprovide a competitive intercollegiate sports program, which is in concert with the mission of the University, and to\nprovide a quality education to all students. The University has a long history of excellence in promoting athletic\ncompetition, academic achievement, and personal development in a supportive academic environment.\n\nThe Department strives to maintain this legacy by producing championship caliber teams and players while\nproviding all student athletes with the opportunity and resources to reach the highest potential in all areas of their\nlives. The University and the Department of Athletics are committed to the continuing practices of equitable and fair\ntreatment of all students, staff, including women and minorities.\n\nEmphasis is placed on developing in each student-athlete an appreciation for fair play, good sportsmanship, and a\nhigher level of self-esteem. Pride and respect for the program and the University is actively promoted.\n\n1.2 _ TYPE OF CONTRACT\n\nA. Asaresult of this RFP, the Department intends to award a contract to a single contractor.\n\nB. Term Dates. The original term (Original Term) of the Contract shall commence on May 1, 2024, and shall\ncontinue until April 30, 2028, unless earlier terminated or cancelled in accordance with the Contract or some\nother writing agreed to and signed by the parties, but in no event may the Original Term exceed a period of four\n(4) consecutive years from the effective date of the Original Term, unless exempt from Ark. Code Ann. 8 19-11-\n238(c)(1). By written agreement of the parties, the term ofthe Contract may be extended or renewed for\nadditional time beyond the Original Term. This allows for a total possible term (Total Possible Term) beyond the\nContract\u2019s Original Term, as defined in the following paragraph.\n\nC. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the Contractor and\n\nDepartment, the contract may be renewed by UAPB for up to six (6) additional one-year terms or portions\nthereof, not to exceed a total aggregate contract term of seven (7) consecutive years.\n\nPage 2 of 26\n" "Bid Solicitation Document Solicitation No. UABP A183\n\n1.3\n\n1.4\n\n1.5\n\n1.6\n\n1.7\n\nSOLICITATION SCHEDULE\n\nFor informational purposes, a Solicitation Schedule is provided below; however, dates listed and noted\nwith an asterisk (*) are anticipated dates only and are subject to change at the discretion of the\nUniversity.\n\nRFP Release to Prospective Contractors March 11, 2024\nDeadline for Prospective Contractor Questions March 26, 2024, 12:00 P.M. CST\nDeadline for UAPB to respond to questions March 29, 2024, 4:00 P.M. CST\nProposal Due Date April 11, 2024, 11:00 A.M.\nALC Review* TBD\n\nAward Contract* MAY 1, 2024\n\nISSUING AGENCY\nUAPB, as the issuing office, is the sole point of contact throughout this solicitation process.\n\nPROPOSAL LOCATION\nBids will be opened at the following location:\n\nUAPB PROCUREMENT OFFICE\n1200 North University Drive, Admin. Bldg., Room 102\nPine Bluff, AR 71601\n\nACCEPTANCE OF REQUIREMENTS\nA. A Prospective Contractor must unconditionally accept all requirements in the Requirements Section(s) of the\nRFP to be considered a responsive Prospective Contractor.\n\nB. A Prospective Contractor\u2019s bid will be rejected if a Prospective Contractor takes exceptions to any\nRequirements in the Requirements Section(s) of this RFP.\n\nDEFINITION OF TERMS\n\nA. The UAPB Procurement Official has made every effort to use industry-accepted terminology in this Bid\nSolicitation and will attempt to further clarify any point of an item in question as indicated in Clarification of Bid\nSolicitation.\n\nB. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law and used herein have the\nsame definitions herein as specified therein.\n\nC. \u201cProspective Contractor\u201d means a person who submits a bid in response to this solicitation.\n\nD. \u201cContractor\u201d means a person who sells or contracts to sell commodities and/or services.\n\nE. The terms \u201cRequest for Proposal\u201d, \u201cRFP\u201d, \u201cBid Solicitation,\u201d and \u201cSolicitation \u201c are used synonymously in thius\ndocument.\n\nF. \u201cResponsive proposal\u201d means a proposal submitted in response to this solicitation that conforms in all material\n\nrespects to this RFP.\n\nPage 3 of 26\n" "Bid Solicitation Document Solicitation No. UABP A183\n\nG. \u201cProposal Submission Requirement\u201d means a task a Prospective Contractor must complete when submitting a\nproposal response. These requirements will be distinguished by using the term \u201cshall\u201d or \u201cmust\u201d in the\nrequirement.\n\nH. \u201cRequirement\u201d means a specification that a Contractor\u2019s product and/or service must perform during the term\nofthe contract. These specifications will be distinguished by using the term \u201cshall\u201d or \u201cmust\u201d in the requirement.\n\nI. \u201cUAPB\u201d means the University of Arkansas at Pine Bluff. When the term \u201cUAPB? is used herein to reference any\nobligation of the university under a contract that results from this solicitation, that obligation is limited to UAPB\nagency using such a contract.\n\nJ. \u201cUniversity\u201d or \u201cOwner\u201d Shall be interpreted to mean the University of Arkansas Board of Trustees acting\nfor and on behalf of the University of Arkansas at Pine Bluff\n\n1.8 _RESPONSE DOCUMENTS\nA. All proposals must be typewritten in single spaced, size 11 Arial or Times New Roman font on standard 8 % x\n11 paper (larger paper is permissible for charts, spreadsheets, etc.) with appropriated binding and tabs that\nindex each section. Margins shall be set at 1\u201d on all sided ofthe pages. Pages must be numbered.\n\n1. The following items are Proposal Submission Requirements and must be submitted in the original\nTechnical Proposal Packet\n\na.\nb.\n\nOriginal signed Proposal Signature Page. (See Technical Proposal Packet.)\nOne (1) original hard copy of the proposal response which includes:\n\nI. Technical Proposal response to the information for Evaluation section included in the Technical\nProposal Packet. Proposal response must be in the English language.\nii. Response to the Official Bid Price Sheet. Pricing must be proposed in the U.S. dollars and cents\n\nOne (1) original hard copy of the Official Bid Price Sheet. Pricing must be proposed in U.S. dollars\nand cents.\n\n2. The following items should be submitted in the original Bid Response Packet as a hard copy and as an\nelectronic copy, preferably on a flash drive and in PDF format.\n\na.\n\nb.\n\ne.\n\nf.\n\nOne (1) copy of the Official Bid Price Sheet,\n\nEO 98-04 Disclosure Form. (See Standard Terms and Conditions, #27. Disclosure.)\n\nCopy of Prospective Contractor\u2019s Equal Opportunity Policy. (See Equal Opportunity Policy.)\nSigned addenda, if applicable\n\nW-9 Form\n\nCombined form for Boycotts and Illegal Immigrant Certification\n\n3. DO NOT include any other documents or ancillary information, such as a cover letter or\npromotional/marketing information.\n\nB. Additional Copies and Redacted Copy of the Technical Proposal Packet and Official Bid Price Sheet\nIn addition to the original Technical Proposal Packet and the Official Bid Price Sheet, the following items\n\nshould be submitted.\n\nPage 4 of 26\n" "Bid Solicitation Document Solicitation No. UABP A183\n\n1. Additional Copies of the Technical Proposal Packet\na. Four (4) complete hard copy (marked *COPY\u201d) ofthe Technical Proposal Packet.\nb. One (1) electronic copy of the Technical Proposal, preferably on flash drive and in PDF format.\nCDs will also be acceptable. Do not send electronic copies via email on fax.\nc. All additional hard copies and electronic copies must be identical to the original hard copy. In\ncase of a discrepancy, the original hard copy governs.\nd. IFUAPB requests additional copies of the proposal, the copies must be delivered within the\ntimeframe specified in the request.\n2. Additional Copies of the Official Bid Price Sheet\na. Prospective Contractor should also submit one (1) electronic copy of the Official Bid Price Sheet,\npreferably on a flash drive and in PDF format. A CD will also be acceptable. Do not send\nelectronic copies via email or fax.\ni. The Official Bid Price Sheet, including the hard copy and electronic copy, must be\nseparately sealed from the Technical Proposal Packet and should be clearly marked as\n\u201cPricing\u201d. Prospective Contractor shall not include any pricing in the hard copies or\nelectronic copies of their Technical Proposal Packet.\n\n3. One (1) redacted (marked \u201cREDACTED\u201d) copy the original Technical Proposal Packet, preferably on a\nflash drive and in PDF format. A CD will also be acceptable. Do not send electronic copies via email or\nfax. (See Proprietary information.)\n\n4. CLARIFICATION OF BID SOLICITATION\na. Submit any questions requesting clarification of information contained in this Bid Solicitation in writing via email\nby 4:00 p.m., Central Time on or before 3/26/2024 to the UAPB official as shown on page one (1) of this Bid\nSolicitation.\n\ni. For each question submitted, Prospective Contractor should reference the specific\nsolicitation item number to which the question refers.\n\nii. Prospective Contractors\u2019 written questions will be consolidated and responded to by\nUAPB. If Prospective Contractor questions are unclear or non-substantive in nature,\nUAPB may request clarification of a question(s) or reserves the right not to respond to\nthat question(s).\n\nb. The Prospective Contractor should notify the UAPB official of any term, condition, etc., that precludes the\nProspective Contractor from submitting a compliant, responsive proposal. Prospective Contractors should note\nthat it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those\nrelating to the terms and conditions of the contract, prior to the submission of a bid.\n\nc. Prospective Contractors may contact the UAPB official with non-substantive questions at any time prior to the\nbid opening.\n\nd. An oral statement by UAPB will not be part of any contract resulting from this solicitation and may not\nreasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing\nand expressiy adopted by UAPB.\n\ne. Prospective Contractors entering into a contract with UAPB shall comply with all the terms and conditions\ncontained herein.\n\n5. SUBCONTRACTORS\n\nPage 5 of 26\n"