Request for Proposal (RFP)
Higher Education Video Production Services
PROPOSAL RELEASE DATE: 02/27/2020
PROPOSAL DUE DATE: 03/31/2020
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.
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 Graduate School &
International Education, is seeking bid proposals from qualified and reputable vendors with extensive experience in the higher
education market to provide professional video production and micro-marketing/lead website development.
UA is seeking to award a term contact to a vendor to create 15-18 video assets and accompanying video-hosting platform
(micro-marketing/lead website) designed to assist in the recruitment and retention of graduate and international students.
The data, specifications, and administrative requirements outlined herein are intended to serve as a general guideline for
each proposal. Each firm is expected to submit a fully detailed proposal, which adequately describes the advantages and
benefits which UAF would realize by accepting its proposal.
UA expects to achieve the following goals (at minimum) through the selected Respondent:
1. Obtain engaging video content for use in personalized recruitment tools to be provided by a qualified vendor.
2. A detailed project management plan describing how the vendor would collaborate with the Graduate School
& International Education recruitment and communications teams. Describe how your company would
interface with and expand the capabilities of these in-house teams. The plan should delineate roles
and workflows and describe how collaborative efforts are managed, tracked and accounted.
3. Accountability and desire to work together to form a mutually beneficial long-term partnership
4. Proactive in communicating and following up on issues and working to find areas of improvement
5. Achieve cost containment by carrying out an 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 video recruitment and marketing vendor pursuant to
the specifications, term and conditions stated in this RFP. This would include pre-production support and collaboration, on-site
video production of 15-18 videos, two rounds of post-production editing, development of a web-based hosting
platform/micro-marketing lead website, on-going technical support, as well as other creative services associated with this project.
Video production may include (but is not limited to) recording interviews, lectures, and stock footage on location at the University
of Arkansas, editing and adding graphics to those videos to Graduate School & International Education specifications and
delivering a cohesive, professional finished project.
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 180
days following the bid Proposal due date and time.
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 three (3) years, with
option to renew at the end of the term.
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:
Procurement Coordinator firstname.lastname@example.org
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
or visually impaired with access to information technology purchased in whole or in part with state funds.
Instructure expressly acknowledges and agrees that state funds may not be expended in connection with
the purchase of information technology unless that system meets the statutory requirements found in 36
C.F.R. § 1194.21, as it existed on January 1, 2019 (software applications and operating systems) and 36
C.F.R. § 1194.22, as it existed on January 1, 2019 (web‐based intranet and internet information and
applications), in accordance with the State of Arkansas technology policy standards relating to
accessibility by persons with visual impairments.
ACCORDINGLY, CONTRACTOR SHALL EXPRESSLY REPRESENT AND WARRANT to the State of
Arkansas through the procurement process by submission of a Voluntary Product Accessibility Template
(“VPAT”) or similar documentation to demonstrate compliance with 36 C.F.R. § 1194.21, as it existed on
January 1, 2019 (software applications and operating systems) and 36 C.F.R. § 1194.22, as it existed on
January 1, 2019 (web‐based intranet and internet information and applications) that the technology
provided to the State for purchase is capable, either by virtue of features included within the technology,
or because it is readily adaptable by use with other technology, of:
‐ Providing, to the extent required by Arkansas Code Annotated § 25‐26‐201 et seq., as
amended by Act 308 of 2013, equivalent access for effective use by both visual and non‐visual
‐ Presenting information, including prompts used for interactive communications, in formats
intended for non‐visual use;