FB-26-013 RFP Planetarium Upgrade FB-26-013 RFP Solicitation FB-26-013 RFP Technical Response Packet FB-26-013 RFP Financial Proposal Packet FB-26-013 RFP Addendum #1 FB-26-013 RFP Addendum #2 FB-26-013 RFP Q&A

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
Request For Proposal (RFP)
SOLICITATION INFORMATION
Solicitation Number: FB-26-013 Solicitation Issued: February 18, 2026
Description: Turnkey Digital Planetarium System
SUBMISSION DEADLINE FOR RESPONSE
Bid Opening Date: March 23, 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
University of Arkansas at Little Rock
Delivery
Office of Procurement
Address:
University Services Building C100
2801 South University
Little Rock, AR 72204
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.
Bid's Outer
Solicitation number
Packaging:
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
Buyer(s): Noel Johnson Buyer Email: njohnson1@ualr.edu
Main Email: procurement@ualr.edu Main Phone: 501-916-3144
Website: https://ualr.edu/procurement/bids/
Rev. 9/25/2024

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Table of Contents
Section 1 - General Instructions and Information
1.1. Introduction
1.2. Objective and Goals
1.3. Current Environment
1.4. About UA Little Rock
1.5. Type of Contract
1.6. Schedule of Events
1.7. Non-Mandatory Bidders Conference
1.8. OPTIONAL SITE VISIT
1.9. Live Proposal Opening
1.10. University Contract Administrator
1.11. Clarification of RFP Solicitation
1.12. Definition of Terms
1.13. Response Documents
1.14. Additional Terms and Conditions
Section 2 - Requirements & Specifications
2.1. Prospective Supplier Minimum Qualifications
2.2. General Requirements
2.3. Dome Requirements
2.4. Delivery and Shipping of Goods
2.5. 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. Delivery and Shipping of Goods
4.3. Payment and Invoice Provisions

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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 Board of Trustees acting for and on behalf of the University of
Arkansas at Little Rock (UA Little Rock) is soliciting proposals from qualified and experienced suppliers to
provide a turnkey digital planetarium system, including projection, audio, seating, control software,
installation, commissioning, training, warranty, and service, suitable for a 40 ft (12.2 m) diameter planetarium
located in Stabler Hall at the University of Arkansas at Little Rock.
1.2. Objective and Goals
The installation of a digital planetarium system at the University of Arkansas at Little Rock is intended to
create a state-of-the-art immersive learning environment that advances teaching, research, community
engagement, and interdisciplinary collaboration. The system supports the university's mission of applied
learning, scientific discovery, and public outreach while strengthening STEM education infrastructure.
The University's goal is to achieve an operational opening in Fall 2026. However, the University is not
prescribing mandatory completion deadlines within this solicitation. The priority of this project is quality,
safety, system integration, system integrity, and long-term performance. Respondents are expected to
propose realistic implementation timelines that allow for proper design, coordination, installation, testing,
and commissioning to ensure a successful and fully functional deployment.
The University reserves the right to adjust scheduling expectations as necessary to ensure the project is
executed correctly and comprehensively.
1.3. Current Environment
Photos and a floor plan of the existing facility have been provided for reference.
The UA Little Rock Planetarium is a 40-foot (12.2 m) diameter dome facility. The dome surface will be
resurfaced, smoothed, and plastered in advance of system installation. Final surface preparation
specifications will be determined in accordance with the technical requirements and written
recommendations of the selected supplier to ensure optimal system performance.
The selected supplier shall coordinate closely with a General Contractor procured through a separate
university solicitation. Coordination shall include, at a minimum, review and approval of dome surface
preparation specifications, verification of tolerances, environmental conditions, mounting requirements,
penetrations, structural supports, and any other conditions that may affect projection quality or system
functionality. The supplier shall clearly identify all facility requirements necessary to achieve proper
installation, calibration, and long-term performance.

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UNIVERSITY OF ARKANSAS AT LITTLE ROCK
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1.4. 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/.
1.5. Type of Contract
A. As a result of this solicitation, UA Little Rock intends to award a contract to a single supplier.
B. The anticipated starting date for any resulting contract is July 2026. However, the university 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. 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.
1.6. Schedule of Events
A. 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 Date & Time
Release of solicitation February 18, 2026
Bidders Conference March 4, 2026; 3:00 p.m. CST
Questions from Bidders due March 5, 2026
Answers to questions posted* March 9, 2026
Proposal Due Date March 23, 2026 2:00 p.m. CST
Virtual Interviews* April 6 - 7, 2026
Evaluation complete* April 2026
Post Intent to Award and Start of Discussions* April 2026
Award Commences* July 1, 2026
Table A
1.7. Non-Mandatory 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.

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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://ualr-edu.zoom.us/j/83612984796
Meeting ID: 836 1298 4796
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.
1.8. OPTIONAL SITE VISIT
A. Should a vendor desire a site visit, an optional site visit may be arranged by requesting an appointment
with the site visit coordinator.
B. Site visits must be scheduled not less than 48 hours in advance of the desired visit. No site visits shall be
permitted after
C. The site visit coordinator's contact information
a. Dr. Gregory Guisbiers
b. Email: gxguisbiers@ualr.edu
c. Phone: Number: 501.916.5925
D. The site visit address:
a. Planetarium, Fribourgh Hall, ground floor. 2801 South University Avenue, Little Rock
1.9. Live Proposal Opening
Use the information below to view the proposal opening online.
Zoom Meeting Link: https://ualr-edu.zoom.us/j/86790710260
Meeting ID: 867 9071 0260
Dial-In Information: 877 853 5257 US Toll-free
888 475 4499 US Toll-free
1.10. University Contract Administrator
A. The Contract Administrator shall serve as UA Little Rock'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 university personnel to assist with the
administration of the contract.
1.11. 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 the university as deemed appropriate. The university's consolidated, written response is anticipated to
be posted on the university's website by the close of business on the date provided in Table A.

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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, the university 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 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.
E. Only an addendum written and authorized by the university 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.
1.12. 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 words "UA Little Rock," "university," "campus," "UALR," and "University of Arkansas at Little Rock"
are used synonymously in this document.
g. The terms "Request for Proposal," "RFP," "Bid," and "Solicitation" are used synonymously in this
document.
h. The words "Hiring department," "user(s)," "requestor," and "departments" are used synonymously in
this document to mean the end user requesting service.
i. "Redacted" means the retroactive editing, censoring, or obscuring of parts of a document to remove
confidential or otherwise sensitive material.
j. "Business Day" means Monday through Friday, 8:00 AM to 4:30 PM Central Time, excluding State
Holidays
k. "State Holiday" means the following days during the year when State Offices are closed:
Christmas Day New Year's Day
Christmas Eve Thanksgiving Day
Dr. Martin Luther King Jr.'s Veteran's Day
Birthday George Washington's Birthday and
Independence Day Daisy Gatson Bates Day
Labor Day Memorial Day

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
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l. Any day otherwise designated by public proclamation by the President of the United States, or the
Governor of the State of Arkansas as a legal holiday is a State Holiday.
1. If any State Holiday falls on a Saturday, Saturday and the preceding Friday are both State
Holidays.
2. If any State Holiday falls on a Sunday, Sunday and the following Monday are both State Holidays.
m. Central Time is the time zone for Little Rock, AR. Therefore, all meetings and deadlines will be based
on Central Time.
n. "State" means the State of Arkansas.
o. "Standard Terms and Conditions" means the UA System Procurement Terms and Conditions.
p. "Solicitation Terms and Conditions" refers to the University of Arkansas at Little Rock's solicitation
terms and conditions located on the UA Little Rock Procurement Services website:
https://ualr.edu/procurement/bids/.
1.13. Response Documents
Do not include any other documents or ancillary information, such as a cover letter or promotional/
marketing information.
Printed responses should be formatted no larger than 8.5" x 11", fully recyclable (i.e., no plastic covers, plastic
tabs, etc.), and bound with glue, staples, or thread (i.e., perfect bound, saddle stitching, etc.). Metal or plastic
coil binding is not allowed. Responses must be submitted in the English language.
A. Technical Response Packet
Prospective suppliers shall utilize the Technical Response Packet to submit their responses.
a. The Original Technical Proposal Packet should be clearly marked "Original" and must be received on
or before the proposal opening date and time.
b. The packet must include the following:
1. Original signed Proposal Signature Page
2. Original signed Proposed Subcontractors Form, if applicable
3. Response to Information for Evaluation section
4. Recommended Options Form, if applicable
5. Other documents and information expressly required in this solicitation
c. The following items, which must be submitted before a contract award to the prospective
supplier, may also be included with the prospective supplier's proposal.
1. EO 98-04: Contract and Grant Disclosure Form
2. Copy of prospective supplier's Equal Opportunity Policy.
3. Voluntary Product Accessibility Template (VPAT), if applicable.
d. Do not include pricing in the technical response packet.
B. Financial Proposal Packet
Prospective respondents should utilize the Financial Proposal Packet posted with the solicitation
document and submit it separately from the Technical Response Packet.
a. Any management fees or costs should be disclosed on the financial packet.
b. All pricing must be proposed in U.S. dollars and cents.
c. Pricing document packet should be clearly marked "Pricing."

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C. Recommended Response Documents
In addition to the Technical Response Packet and the Financial Proposal Packet, the following items
should be submitted on a flash drive as PDF files.
a. One (1) PDF copy of the Technical Response Packet.
1. Information for Evaluation should be a separate file on the PDF.
b. One (1) PDF copy of the Financial Proposal Packet.
c. One (1) redacted copy (marked "REDACTED") of the original Technical Response Packet. See
Proprietary Information in Solicitation Terms and Conditions for more information.
d. If the university requests additional copies, they must be delivered within twenty-four (24) hours of
the request.
1. All additional copies must be identical to the original hard copy.
2. In case of a discrepancy, the original hard copy shall govern.
1.14. Additional Terms and Conditions
A. This solicitation incorporates all of the UA Little Rock Solicitation Terms and Conditions located on the UA
Little Rock Procurement Services website here: https://ualr.edu/procurement/bids/.
a. Any special terms and conditions included in this solicitation shall override the UA Little Rock
Solicitation Terms and Conditions.
B. Any purchase or contract as a result of this solicitation incorporates all the UA System Procurement
Terms and Conditions as posted here:
https://www.uasys.edu/system-office/finance-and-administration/procurement/.
a. Any special terms and conditions included in this solicitation shall override the UA System
Procurement Terms and Conditions.

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Section 2 - Requirements & Specifications
Do not respond to items in this section unless specifically and expressly required.
2.1. Prospective Supplier Minimum Qualifications
A. Supplier must have been in continuous business for a minimum of 5 years, providing professional
audiovisual, planetarium, or immersive visualization systems.
B. Supplier shall provide a list of completed digital planetarium or full-dome immersive projection system
installations with at least one project of comparable scale ( 30 ft dome or 6K full-dome resolution).
C. A minimum of three (3) completed projects is required, and all projects must have been completed within
the last seven (7) years.
D. Selected supplier must coordinate with the selected general contractor and other appropriate personnel
through project completion.
2.2. General Requirements
The following requirements are the minimum requirements unless otherwise stated. The specifications
below identify required performance standards for the digital projection system and all associated
equipment and software. Compliance shall be evaluated based on both the stated technical specifications
and the resulting final image quality as projected onto the dome surface. Where any specification is unclear,
subject to interpretation, or in question, the prospective supplier must be able to substantiate compliance
through appropriate documentation, calculations, and/or demonstrated performance.
All electrical, conduit, and facility-related requirements necessary for installation shall be clearly identified in
the respondent's implementation plan.
A. Projection and Sound Systems
a. Projection System
i. Digital cove or segmented projection system suitable for full-dome immersive content
ii. Minimum effective system resolution: 8K (full-dome). Specifically, resolution of 8K x 8K or
equivalent hemispherical pixel count, across the dome
iii. Minimum number of projectors: Bidder shall specify and justify the quantity based on dome
size and resolution
b. Projectors (Each projector shall meet or exceed):
i. Contrast ratio: 150,000:1 (native or dynamic; method to be specified)
ii. Brightness: 3,000 lumens per projector (Bidder must also specify total system brightness at
the dome surface)
iii. Light source: Solid-state (laser or equivalent)
iv. Minimum light source lifetime: 20,000 hours
v. Lens: Suitable for dome projection; motorized focus preferred
vi. Color performance: Uniform color reproduction across all projectors
vii. Noise level: Suitable for quiet presentation environments
c. Redundancy and spares
i. Critical spare components must be included (minimum list to be specified by bidder)
ii. Bidder shall list all critical spare components and justify their relevance.
iii. System shall maintain acceptable visual continuity during live operation in the event of a single
projector failure