FB-26-016 RFP SaaS Virtual Campus Tours and Interactive Map Platform FB-26-016 RFP Solicitation FB-26-016 RFP Technical Response Packet FB-26-016 RFP Financial Proposal Packet FB-26-016 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-26-016 Solicitation Issued: 3/9/2026
Description: SaaS Virtual Campus Tour and Interactive Map Platform
SUBMISSION DEADLINE FOR RESPONSE
Bid Opening Date: 4/6/2026 Bid Opening Time: 4:00 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: Nancy Riethoff Buyer Email: nriethoff@ualr.edu
Main Email: procurement@ualr.edu Main Phone: 501-916-3144
Website: https://ualr.edu/procurement/bids/
Rev. 9/25/2024

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 2 of 16
Table of Contents
Section 1 - General Instructions and Information
1.1. Introduction [Complete section]
1.2. Objective and Goals [Complete or remove section]
1.3. Current Environment [Complete or remove section]
1.4. About UA Little Rock
1.5. Type of Contract
1.6. Schedule of Events
1.7. Non-Mandatory Bidders Conference
1.8. Live Proposal Opening
1.9. University Contract Administrator
1.10. Clarification of RFP Solicitation
1.11. Definition of Terms
1.12. Response Documents
1.13. Additional Terms and Conditions
Section 2 - Requirements & Specifications
2.1. Prospective Supplier Minimum Qualifications
2.2. General Requirements
2.3. 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 [Delete this section if the solicitation is not for a good or commodity]
4.3. Payment and Invoice Provisions

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 3 of 16
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 (UA Little Rock) is soliciting proposals from qualified and
experienced suppliers to provide a comprehensive SaaS Virtual Campus Tour and Interactive Map platform..
1.2. Objective and Goals
The university seeks to implement a turn-key, accessible virtual tour solution that enhances student
recruitment and orientation of our space. A primary goal is to leverage a "Self-Service" implementation model
where the University provides all primary photography and tour data to reduce initial setup costs and
expedite the launch timeline.
1.3. Current Environment
The university currently manages campus information across various platforms and seeks to centralize the
360 degrees tour experience into a single, robust Content Management System (CMS) that allows for independent
UA Little Rock maintenance and expansion.
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/.
For campus maps, please see https://ualr.edu/about/campus/.
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 June 1, 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. The initial term of a resulting contract will be for three (3) years. Upon mutual agreement by the supplier
and university, the contract may be renewed by UA Little Rock for up to four (4) additional one-year terms
or portions thereof, for a total aggregate contract term of seven (7) consecutive years.
D. 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.

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 4 of 16
Event Description Date & Time
Release of solicitation 3/9/2026
Bidders Conference 3/16/2026 @ 11:00 AM CST
Questions from Bidders due 3/17/2026
Answers to questions posted* 3/19/2026
Proposal Due Date 4/6/2026 @ 4:00 PM CST
Demonstrations* 4/9/2026 - 4/13/2026
Evaluation complete* 4/14/2026
Post Intent to Award and Start of Discussions* 4/15/2026
Recommended award submitted for legislative approval* 4/16/2026 if applicable
Final legislative review* TBD
Award Commences* 6/1/2026
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.
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 11:00 am CST for a bidders conference. See Table A for the date and time
of the conference.
Zoom Registration Link:
https://ualr-edu.zoom.us/meeting/register/yMoVnYrDQKWwoqg_mEuY_w
Meeting ID: 851 9348 6215
Passcode: 889314
Registration Required
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. Intentionally omitted.
1.9. Live Proposal Opening
Use the information below to view the proposal opening online.

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 5 of 16
Zoom Meeting Link:
https://ualr-edu.zoom.us/j/85912127182?pwd=7Mrej0YbS3DDOdlaqgbpPfmqOfWmI0.1
Meeting ID: 859 1212 7182
Meeting Passcode: 568153
Dial-In Information: 877 853 5257 US Toll-free
888 475 4499 US Toll-free
1.10. University Contract Administrator
A. Jonathan Coleman, hereinafter referred to as 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.
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.

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 6 of 16
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
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:

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 7 of 16
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."
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.

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 8 of 16
Section 2 - Requirements & Specifications
Do not respond to items in this section unless specifically and expressly required.
2.1. Prospective Supplier Minimum Qualifications
2.1.1. Suppliers must have successfully implemented similar virtual tours at a minimum of ten (10)
accredited colleges or universities of comparable size.
2.1.2. The platform must provide a native integration that supports automated data transmission to Slate
CRM.
2.1.3. The solution must be fully compliant with WCAG 2.1 Level AA standards and provide a current VPAT.
2.1.4. Suppliers must have been in business for at least three (3) years.
2.1.5. The platform must maintain a 99.9% uptime guarantee.
2.1.6. Support for at least 100 tour stops with unlimited tours, tour groups, and separate tours accessible
via unique URLs.
2.1.7. Dynamic "Call-to-Action" (CTA) buttons that link to Slate forms, capable of passing tracking
parameters (UTMs) directly to student records managed by the university.
2.1.8. UA Little Rock retains exclusive ownership of all photography, video, AI-generated translations, and
student lead data; the vendor must provide an export of this data within 30 days of contract
termination.
2.2. General Requirements
The supplier shall provide a SaaS-based platform that includes the following core functionalities:
A. Virtual Tour & Content Delivery
a. Interactive audio guides utilizing a library of AI-generated voice options to improve accessibility and
engagement.
b. A robust Content Management System allowing at least five (5) named users to edit, update, expand,
and maintain content independently without vendor intervention.
c. A 3D interactive map covering main and off-campus areas, featuring turn-by-turn wayfinding and
point-to-point direction sharing.
d. Responsive design for mobile devices and multi-language capabilities with the ability to add
unlimited new languages at no additional hosting cost.
e. The platform should allow UA Little Rock to provide all 360 degrees media and primary tour data, which the
vendor will then host and help organize into the initial build.
f. The platform must support personalization labels and dynamic content filtering on the homepage
and within tour stops to curate the experience based on prospective student interests or
demographics.
B. CRM Integration (Slate)
a. The platform must provide a native integration that supports automated data transmission to Slate.
b. Customizable Call-to-Action (CTA) buttons that link to Slate and capture visitor data directly into the
CRM.

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 9 of 16
C. Security, Data Privacy & Architecture
a. The platform must support Single Sign-On (SSO) via Microsoft Entra ID (Azure AD) for at least five (5)
university "Editor" accounts using UA Little Rock credentials.
b. Suppliers must provide a detailed System Architecture Diagram illustrating data flows between the
tour, the map, and Slate.
c. All data transmissions must be encrypted via TLS 1.2 or higher; data at rest must also be encrypted.
d. Suppliers must provide a current SOC 2 Type II report and describe their system monitoring and
retry logic for API failures.
e. The suppliers must guarantee compliance with FERPA regarding any prospective student data
captured through the platform.
D. Performance Standards & Support
a. Supplier will outline in detail a technical implementation period that accounts for UA Little Rock
providing all primary photography and data.
b. The platform should maintain a 99.9% uptime guarantee during campus business hours of 8:00 am -
5:00 pm CST.
c. The suppliers should provide quarterly success sessions to review analytics (usage and prospects
gained) and share optimization recommendations.
d. Provision of ad-hoc training sessions for five (5) staff editors at no additional cost to UA Little Rock.
E. Optional Services (Pricing Note: This section will be treated as an optional add-on)
a. Future Matterport Integration
i. Bidders should describe their capability to host up to 50 Matterport (or Matterport equivalent)
scenes featuring 3D layouts and measurement tools for dorm rooms.
b. Service Level Agreement option opportunities should be listed in detail.
2.3. Performance Standards
State law requires that qualifying contracts for services include Performance Standards to measure the
overall quality of services provided. The university's Performance Standards are outlined in Table B.
A. Performance Standards identify expected deliverables, performance measures, or outcomes and define
the acceptable standards a supplier should meet to avoid assessment of damages.
B. The university may be open to Performance Standards negotiations before the contract award, before
the commencement of services, or throughout the contract duration.
C. The university shall have the right to modify, add, or delete Performance Standards throughout the
contract's term should the university determine it is in its best interest to do so.
D. Any changes or additions to performance standards will be made in good faith following accepted
industry standards and may include the input of the supplier to establish reasonably achievable
standards.

UNIVERSITY OF ARKANSAS AT LITTLE ROCK
REQUEST FOR PROPOSAL
BID NO: FB-26-016 Page 10 of 16
E. All changes made to the Performance Standards shall become an official part of the contract.
F. Performance Standards shall continue throughout the term of the contract.
G. Failure to meet the minimum Performance Standards as specified may result in the assessment of
damages.
H. If a Performance Standard is not met, the supplier will have the opportunity to defend or respond to the
insufficiency.
I. The university shall have the right to waive damages if it determines there were extenuating factors
beyond the supplier's control that hindered performance. In these instances, the university shall
determine the performance acceptability.
J. Should any compensation be owed to the university due to the assessment of damages, the supplier
should follow the direction of the university regarding the required compensation process.
SERVICE CRITERIA ACCEPTABLE RANGE DMG FOR INSUF. PERFORMANCE
Adherence to university Reference standard terms and May be cause for termination of
requirements conditions, and all articles of RPF contract
Scope of Work Reference Scope of Work and May be cause for termination of
Objectives of solicitation, contract
Description, Overview, and
Proposal Requirements
Key Performance 85% effectiveness in relationship to May be cause for termination of
Indicators Key Performance Indicators contract
Table B
Section 3 - Selection
Do not provide responses to items in this section unless specifically and expressly required.
3.1 Selection Process
A. UA Little Rock will review each Technical Proposal Packet to verify submission requirements have been
met. Technical Proposal Packets that do not meet submission requirements may be disqualified and may
not be evaluated.
a. The university may conduct cost checks based on the cost submitted by each prospective supplier
on the completed Pricing response.
b. Prospective suppliers submitting responsive proposals with a proposed cost that falls twenty-five
percent (25%) or more from the average submitted cost may be asked to justify their submitted cost.
c. Should the university request clarification and/or additional cost information, prospective suppliers
shall provide clarification and/or additional information as specified by the request.
B. A university-appointed evaluation committee will evaluate and score the Information for Evaluation
section of qualifying Technical Proposals. See Table C for the scoring scale.
a. Members of the Evaluation Committee will individually review and evaluate proposals and complete
an Individual Score Worksheet for each proposal.
b. After individual evaluations are complete, the Evaluation Committee will meet to discuss their
ratings. At this consensus scoring meeting, each member will be allowed to discuss his or her rating
for each evaluation criterion.