RFP11212025 - Commencement Production

Agency:	University of Arkansas
State:	Arkansas
Type of Government:	State & Local
Posted Date:	Dec 8, 2025
Due Date:	Jan 15, 2026
Solicitation No:	RFP11212025
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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Request for Proposal (RFP)

RFP No. 11212025

Commencement Production

RFP RELEASE DATE: November 21, 2025

OPTIONAL PRE-PROPOSAL: December 11, 2025 2:30 PM CST

What Means? Via teams

PROPOSAL DUE DATE:

PROPOSAL DUE TIME:

BID OPENING EVENT:

January 15, 2026*

2:30 PM CST*

2:30 PM CST

SUBMIT ALL PROPOSALS TO: UA Formal Bid Submission

(NOTE: Take care to choose the CORRECT BID NUMBER from the dropdown menu.)

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.

Respondent Name:

Mailing Address:

City, State, Zip:

Telephone:

Email:

Authorized Signature: _______________________________________

Date: ______________

Typed/Printed Name of Signor: ________________________________

Title: ______________

*Under no circumstances will late bids be accepted.

Bid opening event will be conducted at the date and time specified via Microsoft Teams. Notice of bid opening event

will be posted on HogBid once the Teams meeting is set up.

INTERGOVERNMENTAL/COOPERATIVE USE OF COMPETITIVELY BID PROPOSALS AND

CONTRACTS:

In accordance with Arkansas Code Annotated § 19-11-249, any State public procurement unit, including any University

of Arkansas System campus or unit, may participate in any contract resulting from this solicitation upon approval by the

issuing agency and with a participating addendum signed by the contractor.

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

comprises 10 colleges and schools offering an internationally competitive education for undergraduate and graduate

students in more than 270 academic programs. The UofA contributes new knowledge, economic development, basic and

applied research, and creative activity while also providing service to academic and professional disciplines. As of Fall

2023, student enrollment totaled approximately 32,140. The faculty count totaled 1,490 and the staff count totaled 3,350.

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 among only 3 percent (3%) of universities in

America that have the highest level of research activity.

1. DESCRIPTION AND OVERVIEW OF RFP

This Request for Proposal (“RFP”) has been issued by the Office of the Registrar and the Commencement

Committee to select a vendor who will provide the production services necessary for first-class and professional

commencement ceremonies for the University of Arkansas. The vendor selected must be professional and

collaborate effectively with all other entities and staff involved with the production of commencement ceremonies.

This proposal should be for a seven year period beginning with the ceremonies in May of 2026 and concluding with

the ceremonies in December 2032.

As currently planned for May 2026 ceremonies, there will be six ceremonies in Bud Walton Arena with three

ceremonies each day on May 8th and May 9th and running from around 8:30 a.m. to 6:30 p.m. each day. Load-in

and setup for Bud Walton ceremonies will begin Monday of that week to ensure that setup is ready for event

rehearsals to occur on Thursday.

As currently planned for May 2026 ceremonies, there will be five ceremonies in Barnhill Arena with two

ceremonies on May 8th (Noon – 4:00 p.m.) and three ceremonies on May 9th (9:30 a.m. – 5:30 p.m.) Load-in and

setup for Barnhill ceremonies will begin Monday of that week to ensure that setup is ready for event rehearsals to

occur on Thursday.

As currently planned for December 2026 ceremonies, there will be two ceremonies in Bud Walton Arena on

Saturday, December 12th with the first beginning at 8:30 a.m. and the second ending around 3:00 p.m. Load-in and

setup for December ceremonies will begin on Tuesday of that week to ensure that setup is ready for event rehearsals

to occur on Friday.

The University of Arkansas expects to achieve the following goals (at minimum) through the selected vendor:

1. Responsive and courteous customer service

2. Proactive approach to identifying and resolving potential problems

3. Ability to listen and respond effectively to our needs

4. Ability to produce a series of professional events while being conscientious of cost containment needs

2. SCOPE OF WORK

The University is issuing this Request for Proposal (“RFP”) to solicit proposals for a term contract for a vendor to

produce our Spring and Fall commencement ceremonies pursuant to specifications, terms, and conditions stated in

this RFP. This includes video, lighting, and audio services as needed for professional and first-class ceremonies.

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:

• Reference Appendix I Official Bid Price Sheet

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.

• Reference Appendix II for format.

5. OPTIONAL PRE-PROPOSAL

An optional conference call will be held by the University of Arkansas on the date, time, and through means as

specified on the cover sheet of this RFP document. The purpose of the conference will be to provide a forum for

bidders to obtain clarification about the RFP prior to finalizing their responses.

Questions should be submitted to the contact listed below in advance of the scheduled conference for preparation

purposes to make the best use of time during discussion. Respondents who anticipate responding to this RFP are

required to participate in this pre-proposal conference to discuss information and clarifications. Proposals will NOT

be considered from Respondents who have not participated in the mandatory pre-proposal conference.

To participate in the optional pre-proposal meeting, provide contact information to Ed Beadles ebeadles@uark.edu

no later than 4:30 PM CST, December 10, 2025. That information will be used to create an MS Teams invitation.

Ed Beadles Procurement Manager

ebeadles@uark.edu

6. 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.

7. PROJECTED TIMETABLE OF ACTIVITIES

The following schedule will apply to this RFP, but may change in accordance with the UA's needs:

11-21-2025

12-08-2025

12-11-2025

RFP released to prospective respondents

4:30PM CST – Initial round of questions accepted to be addressed at the Pre-

Proposal Conference

2:30 PM CST Optional Pre-Proposal Conference

12-19-2025

01-08-2026

01-15-2026

01-22-2026

01-23-2026

01-30-2026

02-05-2026

Upon Intent to Award TBD*

Upon Contract Approval:

4:30 PM CST - Last date/time UA will accept questions

Last date UA will issue an addendum

Proposal Submission Deadline and Bid Opening Event 2:30 PM CST

Note: Attendance of 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.

Respondent Presentations (if necessary)

Best and Final offers will be issued

2:30 PM Best and Final offer responses due

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.

8. 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 four (4) years, with option to renew at

the end of the contract term for three (3) additional years, for a combined total of seven (7) years (or 84 months).

The University of Arkansas may terminate this Agreement without cause, at any time during the Term (including

any renewal periods), by giving the other party thirty (30) days advance written notice of termination. Additionally,

in the event of non-appropriation of funds necessary to fulfill the terms and conditions of this Agreement during any

period of the Term (including any renewal periods), the parties agree that this Agreement shall automatically

terminate without notice.

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.

9. GENERAL INFORMATION FOR RESPONDENTS

9.1 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: Ed Beadles, Procurement Manager

Office of Business Services

Email ebeadles@uark.edu

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.

9.2 Agency Employees and Agents

Contractor shall be responsible for the acts of its employees and agents while performing services pursuant to the

terms of any Contract. 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.

9.3 Tobacco Free Campus

Smoking and the use of tobacco products (including cigarettes, e-cigarettes, cigars, pipes, smokeless tobacco, and

other tobacco products) by students, faculty, staff, contractors, and visitors, are prohibited at all times on and within

all property, including buildings, grounds, and facilities, owned or operated by UA, including all vehicles on UA

property.

9.4 Disputes

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 jurisdiction and venue for any litigation or proceeding that may

arise out of or in connection with any Contract. The Respondent acknowledges, understands and agrees that any

claims, demands, suits, or 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 mediation or arbitration of any

disputes or to the payment of attorney fees, court costs or litigation expenses.

9.5 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 hold harmless UA and all its trustees,

officers, employees, volunteers, students, 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.

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

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

RFP11212025 - Commencement Production

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