ASMSA FB-26-003 RFP On-Call Electrical Services ASMSA FB-26-003 RFP Solicitation...

Agency:	University of Arkansas at Little Rock
State:	Arkansas
Type of Government:	State & Local
NAICS Category:	238210 - Electrical Contractors and Other Wiring Installation Contractors 541330 - Engineering Services 541611 - Administrative Management and General Management Consulting Services 541990 - All Other Professional, Scientific, and Technical Services
Posted Date:	Dec 4, 2025
Due Date:	Jan 8, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Arkansas School for Mathematics,

Sciences, & the Arts

Solicitation Number:

200 Whittington Ave, Hot Springs National Park, AR 71901 | (O)501.662.5106

Request For Proposal (RFP)

SOLICITATION INFORMATION

ASMSA FB-26-003 RFP

Solicitation Issued: 12/4/2025

Description:

ASMSA On-Call Electrical Services

SUBMISSION DEADLINE FOR RESPONSE

Bid Opening Date: January 8, 2026

Bid Opening Time: 2:00 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 OF RESPONSE DOCUMENTS

Delivery

Address:

University of Arkansas at Little Rock

Office of Finance - Administration Building

200 Whittington Ave.

Hot Springs, AR 71901

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.

Bid’s Outer

Packaging:

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.

UA LITTLE ROCK PROCUREMENT SERVICES CONTACT

The University of Arkansas at Little Rock is conducting this RFP on behalf of the Arkansas School for

Mathematics, Sciences & the Arts.

Buyer:

Main Email:

Website:

Stephen Malec

malecs@asmsa.org

https://ualr.edu/procurement/bids/

Buyer Email:

Main Phone:

malecs@asmsa.org

501-622-5106

Rev. 9/25/2024

BID NO: ASMSA FB-25-002

Arkansas School for Mathematics, Sciences, and the Arts

REQUEST FOR PROPOSAL

Table of Contents

Section 1 - General Instructions and Information

1.1 Introduction

1.2 Objective and Goals

1.3 Current Operations

1.4 Type of Contract

1.5 Schedule of Events

1.6 Non-Mandatory Bidders Conference

1.7 Live Proposal Opening

1.8 ASMSA Contract Administrator

1.9 Clarification of RFP Solicitation

1.10 Definition of Terms

1.11 Response Documents

1.12 Additional Terms and Conditions

Section 2 - General Instructions and Information

2.1 General Requirements

2.2 Service Availability and Response Time

2.3. Work Authorization and Documentation

2.4 Materials, Equipment, and Tools

2.5 Safety and Compliance

2.6 Licensing and Insurance

2.7 Invoicing and Payment

2.8 Performance Standards

Section 3 – Selection

3.1 Selection Process

3.2 Technical Proposal Score

3.3 Cost Score

3.4 Grand Total Score

3.5 Discussions

3.6 Anticipation to Award

3.7 Prospective Supplier’s Acceptance of Evaluation Technique

Section 4 - General Terms and Conditions

4.1. Acceptance of Requirements

4.2. Payment and Invoice Provisions

4.3. On-Site Regulations

Page 2 of 15

BID NO: ASMSA FB-25-002

Arkansas School for Mathematics, Sciences, and the Arts

REQUEST FOR PROPOSAL

Page 3 of 15

Section 1 - General Instructions and Information

Do not respond to items in this section unless specifically and expressly required

1.1. Introduction

The purpose of this Request for Proposal (RFP) is to enter into a contract with a qualified and licensed

electrical contractor to provide on-call electrical maintenance, repair, and installation services at the Arkansas

School for Mathematics, Sciences, and the Arts (ASMSA), located in Hot Springs National Park, Arkansas. The

successful vendor shall furnish all labor, materials, equipment, supervision, and expertise required to

maintain safe and efficient electrical systems across campus facilities on an as-needed basis.

1.2. Objective and Goals

ASMSA seeks to ensure continuous, reliable electrical service throughout all academic, residential, and

administrative facilities. The objective of this RFP is to establish a responsive, professional, and qualified

contractor capable of performing work efficiently, adhering to all applicable National Electrical Code (NEC),

Arkansas State Electrical Code, and OSHA standards.

Primary goals include:

 Timely response to electrical service calls, including emergencies.

 Preventive maintenance and inspection of existing electrical systems.

 Installation, repair, and replacement of electrical infrastructure.

 Compliance with all safety, environmental, and campus operational requirements.

 Transparent communication and documentation of all work performed.

1.3. Current Operations

ASMSA’s facilities and infrastructure are managed by Phil Grace, Director of Facilities and Information

Technology, who oversees all campus systems, including electrical, mechanical, and IT operations. Joe

Meredith, Maintenance Manager, leads daily maintenance activities and coordinates on-call service requests

to ensure timely response and compliance with safety and performance standards.

ASMSA campus includes academic buildings, dormitories, laboratories, and administrative facilities that rely

on stable and efficient electrical systems. The selected contractor will support ASMSA’s maintenance team in

providing reliable on-call electrical services to maintain operational continuity and safety.

1.4. Type of Contract

A. This is a term contract that will be awarded to a single supplier.

B. The anticipated starting date for any resulting contract is February 1, 2026. However, ASMSA may adjust

the contract start date for up to three calendar months. 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.

C. The initial term of a resulting contract will be for two (2) years.

D. The aggregate contract term shall not exceed seven (7) years.

BID NO: ASMSA FB-25-002

Arkansas School for Mathematics, Sciences, and the Arts

REQUEST FOR PROPOSAL

Page 4 of 15

1.5. Schedule of Events

A. For informational purposes, a schedule of events is provided below; however, dates listed and noted with

an asterisk (*) are anticipated dates only and are subject to change at the discretion of ASMSA and UA

Little Rock.

Event Description

Release of solicitation

Bidders Conference

Questions from Bidders due

Answers to questions posted*

Proposal Due Date

Interviews*

Evaluation complete*

Post Intent to Award and Start of Discussions*

Recommended award submitted for legislative approval*

Final legislative review*

Award Commences*

Table A

Date & Time

December 4, 2025

December 15, 2025 @ 2PM CST

December 19, 2025

January 5, 2026

January 8, 2026 @ 2 PM CST

January 16, 2026*

January 19, 2026*

January 21, 2026*

January 22, 2026*

February 2026*

March 2026*

1.6. Non-Mandatory Bidders Conference

ASMSA 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. Prospective respondents may attend the conference via zoom.

Please join us via Zoom at [time] CST for a bidders conference. See Table A for the date and time of

the conference.

Zoom Registration Link: https://asmsa.zoom.us/j/92081366079

Meeting ID:

856 7521 0910

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.

1.7. Live Proposal Opening

Use the information below to view the proposal opening online.

Zoom Meeting Link:

https://asmsa.zoom.us/j/94719395575

BID NO: ASMSA FB-25-002

Arkansas School for Mathematics, Sciences, and the Arts

REQUEST FOR PROPOSAL

Page 5 of 15

1.8. ASMSA Contract Administrator

A. The Contract Administrator, shall serve as ASMSA’s representative and administrator of this contract.

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 ASMSA personnel to assist with the

administration of the contract.

1.9. 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

by ASMSA as deemed appropriate. ASMSA’s consolidated, written response is anticipated to be posted on

ASMSA’s website by the close of business on the date provided in Table A.

a. For each question submitted, the prospective supplier should reference the specific solicitation item

number to which the question refers.

b. If a prospective supplier’s questions are unclear or non-substantive, ASMSA may request clarification

of a question(s) or decline to answer.

B. The prospective supplier should notify the buyer of any term, condition, etc., that precludes the

prospective supplier from submitting a compliant, responsive proposal. Prospective suppliers should

note that it is their responsibility to seek resolution of all such issues, including those relating to the

terms and conditions of the contract, before submitting a proposal.

C. Prospective suppliers may contact the buyer with non-substantive questions at any time prior to the

proposal opening.

D. An oral statement by UA Little Rock or ASMSA will not be part of any contract resulting from this

solicitation. It may not reasonably be relied on by any prospective supplier as an aid to interpretation

unless it is expressly adopted in writing by UA Little Rock and ASMSA.

E. Only an addendum written and authorized by ASMSA will modify the solicitation.

a. An addendum posted within three (3) calendar days prior to the proposal opening may extend the

proposal opening and may or may not include changes to the solicitation.

1.10.

Definition of Terms

A. The buyer has made every effort to use industry-accepted terminology in this solicitation and will further

attempt to clarify any point of an item in question as indicated in the clarification of this bid solicitation.

a. The words “bidder,” “proposer,” “contractor,” and “supplier” are used synonymously in this document

and mean a responsible offeror who submits a proposal in response to this solicitation.

b. “Responsive Proposal” means a proposal submitted in response to this solicitation that conforms in

all material respects to this solicitation.

c. “Shall” and “Must” mean the imperative and are used to identify requirements.

d. “Requirement” signifies a requirement of the proposal and that the supplier’s agreement to and

compliance with that item is mandatory.

e. “Specification” means any technical or purchase description or other description of a commodity or

service's physical or functional characteristics or nature. “Specification” may include a description of

any requirement for inspecting, testing, or preparing a commodity or service for delivery.

f. The terms “Request for Proposal,” “RFP,” “Bid,” and “Solicitation” are used synonymously in this

document.

g. The words “Hiring department,” “user(s),” “requestor,” and “departments” are used synonymously in

this document to mean the end user requesting service.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Closing Date/Time	Information/Description	Award Letter	Award Status
January 8, 2026 @ 2:00 p.m. CST	ASMSA FB-26-003 RFP On-Call Electrical Services ASMSA FB-26-003 RFP Solicitation ASMSA FB-26-003 RFP Technical Response Packet ASMSA FB-26-003 RFP Financial Proposal Packet

ASMSA FB-26-003 RFP On-Call Electrical Services ASMSA FB-26-003 RFP Solicitation ASMSA FB-26-003 RFP Technical Response Packet ASMSA FB-26-003 RFP Financial Proposal Packet

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