RFP UCA-26-047 Professional Podcast Production Services

Request for Proposal
UCA-26-047
Professional Podcast Production Services
Issue Date:
March 11th, 2026
Proposal Submission Deadline:
April 7th, 2026 - 10:00 a.m. (Central Time)
Submit Proposals To:
University of Central Arkansas
Procurement Office
201 Donaghey Avenue
Wingo Hall 113
Conway, AR 72035

University of Central Arkansas Page 2 of 25
Procurement Office
Request for Proposal (RFP)
RFP Number: UCA-26-047
Table of Contents
Request for Proposal.....................................................................................................................................1
Table of Contents..................................................................................................................................................2
SOLICITATION INFORMATION...............................................................................................................................3
SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION.....................................................................4
SECTION 2 - INFORMATION FOR REQUIREMENTS...................................................................................12
SECTION 3 - CRITERIA FOR SELECTION......................................................................................................13
SECTION 4 - GENERAL CONTRACTUAL ITEMS...........................................................................................15
UCA RIDER.........................................................................................................................................................19
PROPOSAL SIGNATURE PAGE........................................................................................................................20
OFFICIAL BID PRICE SHEET...........................................................................................................................21
DELIVERABLES.................................................................................................................................................21
EO POLICY.........................................................................................................................................................22
COMBINED CERTIFICATION FORM.............................................................................................................. 23
CONTRACTS AND GRANTS DISCLOSURE FORM......................................................................................... 24
University of Central Arkansas Procurement Office
201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/

University of Central Arkansas Page 3 of 25
Procurement Office
Request for Proposal (RFP)
RFP Number: UCA-26-047
UCA PROCUREMENT OFFICE
REQUEST FOR PROPOSAL
SOLICITATION INFORMATION
University's Buyer: Max Raley Buyer's Direct Phone Number: 501-852-0758
Buyer's Email: craley@uca.edu Procurement's Main Number: 501-450-3173
Contract Administrator Paul Gatling Phone Number: 479-640-7278
Email address: pgatling@uca.edu
Bid Number: RFP#UCA-26-047 Solicitation Issued: March 11th, 2026
Description: Professional Podcast Production Services
SUBMISSION DEADLINE FOR RESPONSE
Bid Submission Deadline: April 7th, 2026 by 10:00 a.m Central Standard Time
Bid Opening Date and Time: April 7th, 2026 at 10:00 a.m. Central Standard Time
Deliver proposal submissions for this Request for Proposal to the University of Central Arkansas (UCA) on or before the
designated bid opening date and time. In accordance with Arkansas Procurement Law and Rules, it is the responsibility of
Prospective Contractors to submit proposals at the designated location on or before the bid opening date and time. Proposals
received after the designated bid opening date and time may be considered late and may be returned to the Prospective
Contractor without further review. It is not necessary to return "no bids" to UCA.
DELIVERY OF RESPONSE DOCUMENTS
Delivery Address: University of Central Arkansas
ATTN: Max Raley
201 Donaghey Avenue
Wingo Hall 113
Conway, AR 72035
Delivery providers, USPS, UPS, and FedEx deliver mail to UCA on a schedule determined by
each individual provider. Prospective Vendors assume all risk for timely, properly
submitted deliveries.
Proposal's Outer Seal outer packaging and properly mark with the following information. If outer packaging
Packaging: of proposal submission is not properly marked, the package may be opened for bid
University of Central Arkansas Procurement Office
201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/

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Procurement Office
Request for Proposal (RFP)
RFP Number: UCA-26-047
SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION
1.1 Scope of Work
The University of Central Arkansas seeks to identify a qualified vendor to provide professional podcast production services to support
institutional storytelling, alumni engagement, and external outreach. The challenge is ensuring consistent, high-quality audio and video
production while maintaining efficiency, scalability, and brand alignment.
1.1.1 Deliverables
1. Full Service Podcast Production
a. Production
i. Recording
b. Post-production
i. Audio and video editing
c. Distribution
i. Delivery to multiple platforms
1. Spotify
2. Apple Podcasts
3. YouTube
2. Services may include:
a. On-site/remote recording support
b. Ongoing production consultation
3. Additional Deliverables may include:
a. Branding assets
b. Episode graphics
c. Transcripts/captions
d. Technical guidance on publishing and analytics
1.1.2 Performance Expectations
Performance expectations may include:
1. Production Schedules
2. Technical quality standards
3. Timely delivery of finished episodes
Additional measures may include:
1. Responsiveness
2. Reliability
3. Consistency
4. Audience growth
5. Engagement metrics
6. Overall satisfaction
1.2 CURRENT ENVIRONMENT
UCA currently produces a podcast through a contracted vendor using in-studio recording, with coordination led by Paul Gatling, who is
based in North West Arkansas and works for the UCA Advancement Division. Gatling manages content planning, guest coordination, and
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201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/

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Procurement Office
Request for Proposal (RFP)
RFP Number: UCA-26-047
marketing, while production tasks are outsourced.
1.2.2 CURRENT TECHNICAL ENVIRONMENT
1. Standard audio/video recording equipment
2. Editing software
3. Distribution platforms for Spotify, Apple Podcasts, and YouTube
The "base solution" must describe/identify/include all products/services to fulfill the scope of this RFP. However,
there may be additional products/services/ enhancements/add-ons that have not been requested in the scope of the
RFP but will be required for the respondent's product or service to fulfill the scope of the RFP. If so, the respondent
must identify and describe these additional products/services in their technical proposal as the "base solution." Any
additional products/ services/ enhancements/add-on components that are not required to fulfill the scope of the
RFP, these products/services must be identified and described in your technical proposal as well as your cost
proposal documents and labeled in each proposal so that the university can easily and clearly identify what is
included in your technical base solution and what is included in your cost base solution. This information will aid in
the evaluation process along with providing a complete understanding of your offer contents.
1.3 TYPE OF CONTRACT
A. As a result of this RFP, UCA intends to award a contract to a single vendor.
B. The anticipated starting date for any resulting contract is April 8th, 2026. By submitting a signed proposal in response to the
RFP, the Prospective Contractor represents and warrants that it will honor its proposal as being held open as irrevocable for
this period.
C. The initial term of a resulting contract shall be for 6 months upon mutual agreement by the Awarded Contractor and UCA, the
contract may be renewed by UCA for up to one (1) year or portions thereof, not to exceed a total aggregate contract term of
seven (7) consecutive years or a total aggregate contract term allowable by Arkansas law.
1.4 ISSUING UNIVERSITY
UCA's Procurement Office, is the issuing office, and the sole point of contact throughout this solicitation. All questions,
comments, submissions, or other contact during the solicitation schedule shall be directed to the university buyer ONLY, as
listed on page three (3) of this solicitation.
1.5 BID OPENING LOCATION
Proposals will be opened at the following location:
University of Central Arkansas
Procurement Office
201 Donaghey Avenue
Wingo Hall 113
Conway, AR 72035
1.6 ACCEPTANCE OF REQUIREMENTS
A. A Prospective Contractor must unconditionally accept all Requirements in the Requirements Section(s) of this RFP to be
considered a responsive Prospective Contractor.
B. A Prospective Contractor's proposal shall be disqualified if a Prospective Contractor takes exceptions to any Requirements in
the Requirements Section(s) of this RFP.
University of Central Arkansas Procurement Office
201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/

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Procurement Office
Request for Proposal (RFP)
RFP Number: UCA-26-047
1.7 DEFINITION OF TERMS
A. The University has made every effort to use industry-accepted terminology in this Bid Solicitation and will attempt to
further clarify any point of an item in question as indicated in Clarification of Bid Solicitation.
B. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law and used herein have the same
definitions herein as specified therein.
C. "Prospective Contractor" means a person who submits a proposal in response to this solicitation.
D. "Contractor" means a person who sells or contracts to sell commodities and/or services.
E. The terms "Request for Proposal", "RFP," "Bid Solicitation," and "Solicitation" are used synonymously in this document.
F. "Responsive proposal" means a proposal submitted in response to this solicitation that conforms in all material respects to
this RFP.
G. "Proposal Submission Requirement" means a task a Contractor must complete when submitting a proposal response.
These requirements will be distinguished by using the term "shall" or "must" in the requirement.
H. "Requirement" means a specification that a Contractor's product and/or service must perform during the term of the
contract. These specifications will be distinguished by using the term "shall" or "must" in the requirement.
1.8 RESPONSE DOCUMENTS
A. Original Technical Proposal Packet
1. The following items are Proposal Submission Requirements and must be submitted in the original Technical
Proposal Packet.
a. Original signed Proposal Signature Page.
b. One (1) original hard copy of the proposal response which includes:
i. Technical Proposal response to Section 1.2 and the Information for Requirements and Evaluation
sections. The proposal response must be in the English language. The proposal shall not exceed 100
pages.
ii. Response to the Official Bid Price Sheet. Pricing must be proposed in U.S. dollars and cents
The Official Bid Price Sheet, including the hard copy and one electronic flash drive copy,
must be separately sealed from the Technical Proposal Packet and should be clearly marked
as "Pricing".
Prospective Contractors shall not include any pricing in the hard copies or electronic copies
of their Technical Proposal Packet.
iii. Response to the Deliverables sheet.
2. The following items should be submitted in the original Technical Proposal Packet.
a. EO 98-04 Disclosure Form. (See Standard Terms and Conditions, #27. Disclosure)
b. Copy of Prospective Contractor's Equal Opportunity Policy. (See Equal Opportunity Policy 1.21)
c. Combined Certifications for Contracting with the State of Arkansas
d. Contract and Grants Disclosure Form
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201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/

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Request for Proposal (RFP)
RFP Number: UCA-26-047
DO NOT include any other documents or ancillary information, such as a cover letter or
promotional/marketing information.
1.9 ORGANIZATION OF RESPONSE DOCUMENTS
A. It is strongly recommended that Prospective Contractors adhere to the following format and suggestions when preparing
their Technical Proposal response.
B. The original Technical Proposal Packet and all copies should be arranged in the following order.
Proposal Signature Page
Deliverables sheet
E.O. 98-04 - Contract Grant and Disclosure Form
Equal Opportunity Policy
Voluntary Product Accessibility Template (VPAT)
Combined Certifications for Contracting with the State of Arkansas
1.10 CLARIFICATION OF BID SOLICITATION
A. Submit any questions requesting clarification of information contained in this Bid Solicitation in writing via email by 10:00
a.m., Central Standard Time on or before March 13th, 2026, to the UCA Buyer as shown on page one (1) of this Bid
Solicitation.
1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the
question refers.
2. Prospective Contractors' written questions will be consolidated and responded to by the University. The University's
consolidated written response shall be posted the university website at
www.uca.edu/procurement on March 16th, 2026 at 10:00 a.m. If Prospective Contractor questions are unclear or
non-substantive in nature, the University may request clarification of a question(s) or reserves the right not to
respond to that question(s).
B. The Prospective Contractor should notify the UCA Buyer of any term, condition, etc., that precludes the Prospective
Contractor from submitting a compliant, responsive proposal. Prospective Contractors should note that it is the
responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and
conditions of the contract, prior to the submission of a proposal.
C. Prospective Contractors may contact the University's buyer with non-substantive questions at any time prior to the bid
opening.
D. An oral statement by UCA shall not be part of any contract resulting from this solicitation and may not reasonably be relied
on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by UCA.
E. Prospective Contractors entering into a contract with UCA shall comply with all the terms and conditions contained
herein as well as Arkansas State law.
1.11 PROPOSAL SIGNATURE PAGE
A. An official authorized to bind the Prospective Contractor(s) to a resultant contract must sign the Proposal Signature
Page included in the Technical Proposal Packet.
B. Prospective Contractor's signature on this page signifies Prospective Contractor's agreement to and compliance with all
requirements of this RFP, and that any exception that conflicts with a requirement or Proposal Submission Requirement
of this Bid Solicitation shall cause the Prospective Contractor's proposal to be disqualified.
1.12 SUBCONTRACTORS
University of Central Arkansas Procurement Office
201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/

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Request for Proposal (RFP)
RFP Number: UCA-26-047
Subcontractors shall not be included for this solicitation.
1.13 PRICING
A. Prospective Contractor(s) shall include all pricing on the Official Bid Price Sheet(s) only. If any cost is not included by the
successful Contractor but is subsequently incurred in order to achieve successful operation, the Contractor shall bear this
additional cost.
B. To allow time to evaluate proposals, prices must be valid for 90 days following the bid opening.
C. The Official Bid Price Sheet, including the hard copy and one electronic flash drive copy, must be separately sealed from
the Technical Proposal Packet and should be clearly marked as "Pricing". DO NOT submit any ancillary information not
related to actual pricing on the Official Bid Price sheet or in the sealed pricing package.
1.14 PRIME CONTRACTOR RESPONSIBILITY
A. Multiple vendor collaborative submissions shall not be accepted. A single Prospective Contractor must be identified as
the prime Contractor.
B. The prime Contractor shall be responsible for the contract and jointly and severally liable with any of its subcontractors,
affiliates, or agents to the University and the State of Arkansas for the performance thereof.
1.15 INDEPENDENT PRICE DETERMINATION
A. By submission of this proposal, the Prospective Contractor certifies, and in the case of a joint proposal, each party thereto
certifies as to its own organization, that in connection with this proposal:
The prices in the proposal have been arrived at independently, without collusion.
No prior information concerning these prices has been received from, or given to, a competitive company.
B. Evidence of collusion warrants consideration of this proposal by the Office of the Attorney General. All Prospective
Contractors shall understand that this paragraph may be used as a basis for litigation.
1.16 PROPRIETARY INFORMATION
A. Submission documents pertaining to this Bid Solicitation become the property of the University and the State of Arkansas
and are subject to the Arkansas Freedom of Information Act (FOIA).
B. In accordance with FOIA and to promote maximum competition in the State competitive bidding process, the State may
maintain the confidentiality of certain types of information described in FOIA. Such information may include trade secrets
defined by FOIA and other information exempted from the Public Records Act pursuant to FOIA.
C. Prospective Contractor may designate appropriate portions of its response as confidential, consistent with and to the extent
permitted under the Statutes and Rules set forth above, by submitting a redacted copy of the response.
D. By so redacting any information contained in the response, the Prospective Contractor warrants that it has formed a good
faith opinion having received such necessary or proper review by counsel and other knowledgeable advisors that the
portions redacted meet the requirements of the Rules and Statutes set forth above.
E. Under no circumstances shall pricing information be designated as confidential.
F. One (1) complete copy of the submission documents from which any proprietary information has been redacted should be
submitted on a flash drive in the Technical Proposal Packet. Do not submit documents via email or fax.
G. Except for the redacted information, the redacted copy must be identical to the original hard copy, reflecting the same
pagination as the original and showing the space from which information was redacted.
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201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/

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RFP Number: UCA-26-047
H. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring the electronic
copy is protected against restoration of redacted data.
I. The redacted copy will be open to public inspection under the Freedom of Information Act (FOIA) without further
notice to the Prospective Contractor.
J. If a redacted copy of the submission documents is not provided with Prospective Contractor's response packet, a copy of the
non-redacted documents, with the exception of financial data (other than pricing), will be released in response to any
request made under the Arkansas Freedom of Information Act (FOIA).
K. If the State deems redacted information to be subject to FOIA, the Prospective Contractor will be contacted prior to
release of the documents.
L. The University has no liability to a Prospective Contractor with respect to the disclosure of Prospective Contractor's
confidential information ordered by a court of competent jurisdiction pursuant to FOIA or other applicable law.
1.17 CAUTION TO PROSPECTIVE CONTRACTORS
A. Prior to any contract award, address all communication concerning this Bid Solicitation through the UCA buyer.
B. Do not alter any language in any solicitation document provided by UCA or the State of Arkansas.
C. Do not alter the Official Bid Price Sheet.
D. All official documents and correspondence related to this solicitation become part of the resultant contract.
E. UCA has the right to award or not award a contract, if it is in the best interest of UCA to do so.
F. As requested, provide clarification regarding Prospective Contractor's proposal response to UCA buyer.
G. Qualifications and proposed services must meet or exceed the required specifications as set forth in this Bid Solicitation.
H. Prospective Contractors may submit multiple proposals. Each submitted proposal must be submitted separately and must
follow the requirements contained within this solicitation.
1.18 REQUIREMENT OF ADDENDUM
A. Only an addendum written and authorized by UCA will modify this Bid Solicitation.
B. An addendum created within three (3) calendar days prior to the bid opening may extend the bid opening and may or may
not include changes to the Bid Solicitation.
C. UCA shall distribute addendum to appropriate Prospective Contractor(s).
1.19 AWARD PROCESS
A. Successful Contractor Selection
The Grand Total Score for each Prospective Contractor, which is the sum of the Technical Score and Cost Score, shall be
used to determine the ranking of proposals. The University may move forward to negotiations with those responsible
Prospective Contractors determined, based on the ranking of the proposals, to be reasonably susceptible of being selected
for award.
B. Negotiations
1. If the University so chooses, negotiations may be conducted with the highest ranking Prospective
Contractor(s). Negotiations are conducted at the sole discretion of the University.
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Request for Proposal (RFP)
RFP Number: UCA-26-047
2. If negotiations fail to result in a contract, the University may begin the negotiation process with the next highest
ranking Prospective Contractor. The negotiation process may be repeated until the anticipated successful
Contractor has been determined, or until such time the University decides not to move forward with an award.
C. Anticipation to Award
1. Once the anticipated successful Contractor has been determined, the anticipated award period shall begin.
2. The winning vendor shall be notified by the University. Non-awarded Prospective Contractors shall NOT be notified
of award. Prospective Contractors may inquire to the buyer listed on page 1 of this solicitation.
3. UCA may waive the policy of Anticipation to Award when it is in the best interest of the University.
D. Issuance of Contract
1. Any resultant contract of this Bid Solicitation is subject to State of Arkansas's approval processes which may include
Legislative review.
2. UCA's University Procurement Official will be responsible for the solicitation and award of any resulting contract.
1.20 EQUAL OPPORTUNITY POLICY
A. In compliance with Arkansas Code Annotated 19-11-104, UCA is required to have a copy of the anticipated Contractor's
Equal Opportunity (EO) Policy prior to issuing a contract award.
B. The submission of an EO Policy is a one-time Requirement. Contractors are responsible for providing updates or changes to
their respective policies, and for supplying EO Policies upon request to other State agencies that must also comply with this
statute.
C. Prospective Contractors who are not required by law to have an EO Policy must submit a written statement to that effect.
1.21 PROHIBITION OF EMPLOYMENT OF ILLEGAL IMMIGRANTS
A. Pursuant to Arkansas Code Annotated 19-11-105, Contractor(s) providing services shall certify with UCA and OSP that they
do not employ or contract with illegal immigrants.
B. A Prospective Contractor agrees and certifies that they do not employ or contract with illegal immigrants. If selected, the
Prospective Contractor certifies that they will not employ or contract with illegal immigrants during the aggregate term of a
contract.
1.22 RESTRICTION OF BOYCOTT OF ISRAEL
A. Pursuant to Arkansas Code Annotated 25-1-503, a public entity shall not enter into a contract with a company
unless the contract includes a written certification that the person or company is not currently engaged in and
agrees for the duration of the contract not to engage in, a boycott of Israel.
1.23 PAST PERFORMANCE
In accordance with provisions of State Procurement Law, specifically OSP Rule R5:19-11-230(b)(1), a Prospective Contractor's
past performance with the State may be used to determine if the Prospective Contractor is "responsible". Proposals submitted
by Prospective Contractors determined to be non-responsible will be disqualified.
1.24 TECHNOLOGY ACCESS
A. 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. The Prospective Contractor expressly
University of Central Arkansas Procurement Office
201 Donaghey Avenue | Wingo Hall 113 | Conway, AR 72035
https://uca.edu/procurement/