Request for Proposal (RFP)
RFP No. 730429
Audit Management Software Solution
PROPOSAL RELEASE DATE: 12/04/2019
PROPOSAL DUE DATE: 12/19/2019*
PROPOSAL DUE TIME: 2:30 PM CST*
SUBMIT ALL PROPOSALS TO:
University of Arkansas
Administration Bldg, Rm 321
1125 W Maple St
Fayetteville, AR 72701
Signature Required For Proposal
Respondent complies with all articles of the Standard Terms and Conditions documents as counterpart to this RFP
document, and with all articles within the RFP document. If Respondent receives the University’s purchase order,
Respondent agrees to furnish the items and/or services listed herein at the prices and/or under the conditions as indicated
in the RFP.
City, State, Zip:
Authorized Signature: _______________________________________
Typed/Printed Name of Signor: ________________________________
*Under no circumstances will late bids be accepted. Failure to deliver by overnight carriers or other such methods
shall not be taken into consideration. Bids MUST arrive and be time-stamped by the Procurement Office, located at
1125 West Maple Street, Administration Building 321, Fayetteville, AR 72701 prior to the time and date specified in
the Request for Proposal. VENDOR NAME, BID NUMBER, AND BID OPENING DATE MUST BE CLEARLY NOTED
ON OUTSIDE OF PACKAGE IN ORDER FOR BID TO BE ACCEPTED.
INTERGOVERNMENTAL/COOPERATIVE USE OF COMPETITIVELY BID PROPOSALS AND CONTRACTS:
In accordance with Arkansas Code Annotated § 19-11-249, any State public procurement unit may participate in any
contract resulting from this solicitation with a participating addendum signed by the contractor and approved by the chief
procurement officer of the procurement agency issuing this solicitation.
MINORITY AND WOMEN-OWNED BUSINESS POLICY:
A. A minority-owned business is defined by Arkansas Code Annotated § 15-4-303 as a business owned by a lawful
permanent resident of this State who is:
Pacific Islander American
A Service-Disabled Veteran as designated by the
United States Department of Veterans Affairs
B. A women-owned business is defined by Act 1080 of the 91st General Assembly Regular Session 2017 as a
business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent
residents of this State.
C. The Arkansas Economic Development Commission conducts a certification process for minority-owned and
women-owned businesses. If certified, the Prospective Contractor’s Certification Number should be included on
the Proposal Signature Page.
D. The AEDC encourages the employment of small business and minority business enterprise pursuant to the
provisions of Part 19 of the Federal Acquisition Regulations.
General Campus Background for University of Arkansas
Founded in 1871 as a land-grant institution, the University of Arkansas, Fayetteville Arkansas (UofA), is the
flagship campus of the University of Arkansas System. Our students represent all 50 states and more than 120
countries. The UofA has 10 colleges and schools offering more than 210 academic programs. As of Fall 2018,
student enrollment totaled approximately 27,778. The faculty count totaled 1,401 and the staff count totaled
3,372. The UofA is one of the nation’s top public research universities and the state’s foremost partner and
resource for education and economic development. Its public service activities reach every county in Arkansas,
throughout the nation, and around the world. The Carnegie Foundation classifies the UofA as having "the
highest possible level of research," placing us among the top 3 percent of colleges and universities nationwide.
1. DESCRIPTION AND OVERVIEW OF RFP
The Board of Trustees of the University of Arkansas, acting on behalf of the University of Arkansas System
(UA) is seeking bid proposals from qualified and reputable vendors to provide an Audit Management
Software Solution pursuant to the specifications, terms and conditions stated in this RFP (Request for
UA is seeking to award a term contract for an Audit Management Software Solution to the vendor that can
provide the best overall value to the University. This value will be determined by UA based on the overall
competence, compliance, format and presentation of each RFP response and in-person presentation, as
A vendor presentation day may be held following the bid due date. Projected timeframe for when
presentations could occur is specified in the “Projected Timetable of Activities” section of this RFP. Please
keep these dates open to schedule a presentation if you are selected to present.
UA expects to achieve the following goals (at minimum) through the selected Respondent:
1. Obtain an audit management software solution to be provided by a qualified vendor.
2. Accountability and desire to work together to form a mutually beneficial long-term partnership.
3. Proactive in communicating and following up on issues and working to find areas of improvement.
4. Achieve cost containment by carrying out a risk based approach that finds the proper balance in
service and cost.
2. SCOPE OF WORK
UA is issuing this RFP to solicit Proposals for a term contract for a qualified audit management software
solutions vendor pursuant to the specifications, terms and conditions stated in this RFP. This would include
implementation services for the Internal Audit Office, which currently consists of ten staff members. Audits
are conducted to evaluate policy and regulatory compliance, financial controls, operational efficiency and
controls, cost savings, information technology, security, and other areas as needed to minimize risks. The
Internal Audit Office requires a fully functional solution. Vendor will be required to provide training on the
proposed system as well as ongoing support and service including system upgrades, fixes, and
enhancements. The solution will encompass all requirements to automate the audit process including
electronic workpapers, reporting issue tracking, project scheduling, timekeeping, risk assessment, data
analytics, and a documentation library.
3. COSTS / PRICING
Respondents must provide detailed/itemized retail pricing for each individual component, and/or the overall
system, as listed on the Official Bid Price Sheet provided within this RFP document (see Appendix II). If
pricing is dependent on any assumptions that are not specifically stated on the Official Price Sheet, please
list those assumptions accordingly on a separate spreadsheet and show detailed pricing.
Any additional pricing lists should remain attached to the Official Price Sheet for purposes of accurate
evaluation. Pricing must be valid for one hundred twenty (120) days following the bid Proposal due date
and time. Upon bid award, all pricing and/or discounts must be firm for a period of two (2) years.
UA will not be obligated to pay any costs not identified on the Official Price Sheet. Respondents
must certify that any costs not identified by the Respondent, but subsequently incurred in order to achieve
successful operation of the service, will be borne by the Respondent. Failure to do so may result in
rejection of the Proposal.
4. RESPONDENT REFERENCES
Respondents must provide a minimum of three (3) references, preferably in higher education, (including
the organization’s name, address, persons to contact, telephone numbers, and email addresses) located
in the continental United States currently served by respondent. References are to be parties who can
attest to the qualifications relevant to providing services requested. UA reserves the right to contact any
references provided to evaluate the level of performance and customer satisfaction. See Appendix I for
5. RESPONDENT’S RESPONSIBILITY TO READ RFP
It is the Respondent's responsibility to thoroughly examine and read the entire RFP document, including
any and all appendices. Failure of Respondents to fully acquaint themselves with existing conditions or
the amount of goods and work involved will not be a basis for requesting extra compensation after the
award of a Contract. This engagement is separate from any other engagement bidder may be currently
pursuing with the University of Arkansas. Interpretation by and of the University of Arkansas is final.
6. PROJECTED TIMETABLE OF ACTIVITIES
The following schedule will apply to this RFP, but may change in accordance with the UA's needs:
Upon Award TBD)*
Upon Contract Approval:
RFP released to prospective respondents
4:00 PM CST - Last date/time UA will accept questions
Last date UA will issue an addendum
Proposal submission deadline 2:30 PM CST
Note: Attendance at RFP opening is not required. No award will be made. Only
names of respondents, and a preliminary determination of proposal
responsiveness, will be made at this time.
Vendor Presentations (if necessary)
Notice of Intent to Award
Contract Negotiations Begin (upon intent to award)
Service to Commence (upon final legislative approval, if applicable)
*UA places a value on all elements of this RFP. As such, after evaluation of Proposals and selection of
Contractor(s), the UA reserves the right to further negotiate with the selected respondent on any or all
elements, and to award accordingly.
7. CONTRACT TERM AND TERMINATION
The term (“Term”) of any resulting Contract will begin upon date of Contract award. If mutually agreed
upon in writing by the Contractor and UA, the term shall be for an initial period of one (1) year, with option
to renew on an annual basis for six (6) additional years, for a combined total of seven (7) years (or 84
a) If at any time the services become unsatisfactory, UA will give thirty (30) days written notice to the
Contractor. If at the end of the thirty (30) day period the services are still deemed unsatisfactory, the
Contract shall be cancelled by UA, Office of Business Affairs. Additionally, the Contract may be
terminated, without penalty, by UA without cause by giving thirty (30) days written notice of such
termination to Contractor.
b) Upon award, the agreement is subject to cancellation, without penalty, either in whole or in part, if
funds necessary to fulfill the terms and conditions of this Contract during any biennium period of the
Term (including any renewal periods) are not appropriated.
c) In no event shall such termination by UA as provided for under this section give rise to any liability on
the part of UA, its trustees, officers, employees or agents including, but not limited to, claims related to
compensation for anticipated profits, lost business opportunities, unabsorbed overhead,
misrepresentation, or borrowing. UA’s sole obligation hereunder is to pay Contractor for services
ordered and received prior to the date of termination.
The terms, conditions, representations, and warranties contained in the Contract shall survive the
termination of the Contract.
8. GENERAL INFORMATION FOR RESPONDENTS
8.1 Distributing Organization
This RFP is issued by the Office of Business Affairs at UA. The University Purchasing Official is the sole
point of contact during this process. Only written communication is considered formal and can be supported
throughout this process.
Respondent Questions and Addenda: Respondent questions concerning all matters of this RFP
should be sent via email to:
Ellen Ferguson, Procurement Coordinator
Office of Business Services
Questions received via email will be directly addressed via email, and compilation of all questions and
answers (Q&A), as well as any revision, update and/or addenda specific to this RFP solicitation will be
made available on HogBid, the UA bid solicitation website: http://hogbid/. During the time between the bid
opening and contract award(s), with the exception of Respondent’s questions during this process, any
contact concerning this RFP will be initiated by the issuing agency and not Respondent. Specifically, the
persons named herein will initiate all contact.
Respondents shall not rely on any other interpretations, changes, or corrections. It is Respondent's
responsibility to thoroughly examine and read the entire RFP document and any Q&A or addenda to this
RFP. Failure of Respondents to fully acquaint themselves with existing conditions or information
provided will not be a basis for requesting extra compensation after the award of a Contract.
8.2 Agency Employees and Agents
Contractor shall be responsible for the acts of its employees and agents while performing services
pursuant to the Agreement. Accordingly, Contractor agrees to take all necessary measures to prevent
injury and loss to persons or property while on the UA premises. Contractor shall be responsible for all
damages to persons or property on and off campus caused solely or partially by Contractor or any of its
agents or employees. Contractor’s employees shall conduct themselves in a professional manner and
shall not use UA’s facilities for any activity or operation other than the operation and performance of
services as herein stated. UA reserves the right to deny access to any individual. The following conduct
is unacceptable for Contractor’s employees and agents: foul language, offensive or distasteful comments
related to age, race, ethnic background or sex, evidence of alcohol influence or influence of drugs,
refusal to provide services requested, refusal to make arrangements for additional services needed and
general rudeness. Contractor shall require standard criminal background checks on all employees of the
Contractor’s business in advance of the performance of any on-campus duties. Employees whose
background checks reveal felony convictions of any type are to be either removed from all support
activities on the UA campus or reported to UA for review and approval in advance of the performance of
any on-campus duties.
8.3 Tobacco Free Campus
Smoking and the use of tobacco products (including cigarettes, cigars, pipes, smokeless tobacco, and
other tobacco products), as well as the use of electronic cigarettes, by students, faculty, staff, contractors,
and visitors, are prohibited at all times on and within all property, including buildings, grounds, and
Athletic facilities, owned or operated by UA and on and within all vehicles on UA property, and on and
within all UA vehicles at any location.
Contractor and UA agree that they will attempt to resolve any disputes in good faith. Contractor and UA
agree that the State of Arkansas shall be the sole and exclusive venue for any litigation or proceeding that
may arise out of or in connection with this Contract. The Respondent acknowledges, understands and
agrees that any actions for damages against UA may only be initiated and pursued in the Arkansas Claims
Commission, if at all. Under no circumstances does UA agree to binding arbitration of any disputes or to
the payment of attorney fees, court costs or litigation expenses.
8.5 Conditions of Contract
Contractor shall at all times observe and comply with federal and Arkansas State laws, local laws,
ordinances, orders, and regulations existing at the time of or enacted subsequent to the execution of the
Contract which in any manner affect the completion of work. Contractor shall indemnify and save
harmless UA and all its trustees, officers, employees and agents against any claim or liability arising from
or based upon the violation of any such law, ordinance, regulation, order or decree by an employee,
representative, or subcontractor of the Contractor. Contractor shall also obtain a full and properly
executed release, indemnification, and hold harmless agreement of UA, its trustees, officers, employees,
agents and volunteers, in a form acceptable to University, from each customer. Contractor shall retain
the release from each customer for a minimum period of three (3) years, and furnish copies of any and all
releases to UA upon its request.
To the extent Contractor shall have access to, store or receive student education records, Contractor
agrees to abide by the limitations on use and re-disclosure of such records set forth in the Family
Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g, and 34 CFR Part 99. Contractor
agrees to hold student record information in strict confidence and shall not use or disclose such
information except as authorized in writing by UA or as required by law. Contractor agrees not to use the
information for any purpose other than the purpose for which the disclosure was made. Upon
termination, Contractor shall return or destroy all student education record information within thirty (30)
When procuring a technology product or when soliciting the development of such a product, the State of
Arkansas is required to comply with the provisions of Arkansas Code Annotated § 25‐26‐201 et seq., as
amended by Act 308 of 2013, which expresses the policy of the State to provide individuals who are blind