RFP UCA-26-036 UCAPD Global Safety & Security SaaS Solution

Agency:	University of Central Arkansas
State:	Arkansas
Type of Government:	State & Local
NAICS Category:	541512 - Computer Systems Design Services 541519 - Other Computer Related Services
Posted Date:	Nov 18, 2025
Due Date:	Dec 10, 2025
Solicitation No:	UCA-26-036
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Bid Documents:	Please Login to View Page

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Bid Number:

Description:

UNIVERSITY OF CENTRAL ARKANSAS

PROCUREMENT OFFICE

REQUEST FOR PROPOSAL

SOLICITATION INFORMATION

RFP #UCA-26-036

Solicitation Issued: 11/18/2025

Global Safety & Security SaaS Solution

Bid Submission Deadline:

SUBMISSION DEADLINE FOR RESPONSE

December 10, 2025, by 10:00 a.m. CST

Bid Opening Date and Time: December 10, 2025, at 10:00 a.m. CST

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 Address:

Proposal’s Outer

Packaging:

DELIVERY OF RESPONSE DOCUMENTS

University of Central Arkansas

ATTN: Meghan Cowan

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.

Seal outer packaging and properly mark with the following information. If outer packaging of proposal

submission is not properly marked, the package may be opened for bid identification purposes.

● Bid number

● Date and time of bid opening

● Prospective Contractor's name and return address

University’s Buyer:

Email Address:

Contract

Administrator

UNIVERSITY OF CENTRAL ARKANSAS

Meghan Cowan, Associate Director

Buyer’s Direct Phone Number: 501-450-5013

meghanp@uca.edu

Procurement’s Main Number: 501-450-3173

Christopher Bentley, Deputy Chief of Police

Phone Number: 501-450-3111

Email address: chrisb@uca.edu

Bid Solicitation Document

RFP #UCA-26-036

SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION

1.1 PURPOSE

The University is seeking proposals from qualified vendors to provide a Software-as-a-Service (SaaS) solution that

enables seamless communication and coordination among all stakeholders during safety or security incidents.

The ideal solution should be a powerful yet user-friendly command and control system that enhances the Police and

Emergency Management Teams' ability to assess and respond to situations in real-time. It should allow staff, customers,

visitors, and contractors to quickly request assistance using their smartphones or wearable devices. Additionally, it must

ensure proactive safety management, both during and outside working hours, even in isolated circumstances.

We are looking for a comprehensive platform that integrates all aspects of people safety, security, wellbeing, and incident

management into a single system. This will help us improve operational efficiency and reduce response times in

emergencies.

This specification defines the requirements for a cloud-based Software-as-a-Service (SaaS) solution that provides

comprehensive security features including Personal Safety; Mass Communications; Tactical Communications; Wellbeing

Support; Tip / Incident Reporting; Travel Safety; First Responder Coordination / Management and Vehicle Tracking.

1.2 ENVIRONMENT

1.2.1 SYSTEM REQUIREMENTS/CAPABILITIES OVERVIEW

The GSSS shall provide operators of the system increased situational awareness and efficiency through an integrated

command control interface, replacing the need for multi-product single operating interfaces. The GSSS shall provide,

either directly as a native feature or through a seamless integration, for control and monitoring of multiple physical security

and safety systems such as GPS Tracking, Lone Worker, Mass Communications, Incident Management, Tip Reporting,

Wellbeing support and other systems into an easy-to-use single operator interface (Web client or mobile device view).

1.2.2 ARCHITECTURE

The GSSS shall be a cloud-based service that supports access securely via dedicated mobile applications and up to date

web browsers on workstations, laptops and mobile devices, thus eliminating the need to install, upgrade or support client

and server applications software.

The GSSS architecture shall support an app for both iOS and Android Smartphone devices at a minimum for general

users.

The GSSS shall also support a mobile app on both iOS and Android Smartphone devices which provides situational

awareness and response for the safety Responders.

The architecture must also support a desktop version of the application, preferably deployable as an MSI (Windows

Installer file) that can be administered by a corporate IT Services department.

1.2.3 COMPLIANCE AND STANDARDS

The system shall comply with the following standards:

● ISO 27001 for Information Security Management Systems (ISMS)

● SOC 2 Type II for security, availability, and confidentiality

● GDPR or equivalent act for data privacy and protection

● WCAG 2.2 AA for accessibility of the system for end users

Bid Solicitation Document

RFP #UCA-26-036

1.2.4 TECHNICAL REQUIREMENTS

a) Implementation Plan/Timeline

Provide a detailed implementation plan that includes a timeline with dates of initiation and completion.

Include all requirements, if any, for university resources that must be used for each step of implementation.

b) Detailed Work Plan

Provide a detailed work plan that should include all tasks, clear deliverables, target dates for each task, and

any on-site visits required to perform the services, if required.

c) Maintenance/Support Agreement

Provide maintenance and support agreement that must include, but not limited to, any upgrades, updates,

enhancements, new releases, etc., to the product released during the term of the contract. Must detail what

is contained in the maintenance/support agreement, to include descriptions of service level offerings and

licensing considerations as well as what if any downtime is needed for maintenance and upgrades.

d) Training Plan

Provide a training plan, including any initial and ongoing technical training on the proper use of the software

solution and on any upgrades, updates, enhancements, and new releases during the term of the contract.

Training must be sufficient to enable technical individuals designated by UCA to fully understand, test,

validate, use tools for, and operate and instruct others as to the features, functions, capabilities, and

maintenance of the software. Clarify training provided onsite and/or virtually for users that is included in the

proposal and is not an extra cost.

e) Quality Assurance Plan

Submit a Quality Assurance Plan that supports all core responsibilities of the RFP describing how the

respondent will ensure the quality of services being provided, how it will identify inappropriate service, how it

will correct identified problems, and how it will respond to issues of service and quality.

f) Additional Functionality Services

Additional enhancements that may benefit the application., i.e., any specifications for future expansion, or for

features or capabilities that will likely be needed by the university at some time in the future may be

submitted. Products under development to meet these future needs should be referenced with anticipated

release dates.

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 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 March 1, 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 four (4) years. Upon mutual agreement by the Awarded

Contractor and UCA, the contract may be renewed by UCA for up to three (3) additional years 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

Bid Solicitation Document

RFP #UCA-26-036

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 period. shall be directed to the

university buyer ONLY, as listed on page one (1) 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 Prospective Contractor must unconditionally accept all Requirements in the Requirements Section(s) of this RFP

to be considered a responsive Prospective Contractor.

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.

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:

Bid Solicitation Document

RFP #UCA-26-036

i. Technical Proposal response to Section 1.2 - 1.2.5 and the Information for Requirements and

Evaluation sections. Proposal response must be in the English language. Proposal shall not

exceed 50 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 electronic copy, must be separately

sealed from the Technical Proposal Packet and should be clearly marked as “Pricing”. A

Prospective Contractor shall not include any pricing in the hard copies or electronic copies of

their Technical Proposal Packet.

iii. Response to the Deliverables sheet.

c. One (1) electronic copy of the Technical Proposal Packet, on flash drive. Electronic copies must

clearly identify the company name and project. Do not send electronic copies via email or fax.

d. One (1) redacted (marked “REDACTED”) copy the original Technical Proposal Packet, on flash drive.

Do not send electronic copies via email or fax.

2. The following items should be submitted in the original Technical Proposal Packet.

a. EO 98-04 Disclosure Form (attached).

b. Copy of Prospective Contractor’s Equal Opportunity Policy (attached).

c. Voluntary Product Accessibility Template (VPAT). (See Technology Access 1.24)

d. Combined Certifications for Contracting with the State of Arkansas (attached).

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 4:00 p.m., Central Time on or before November 21, 2025, 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 November 24, 2025 at 4:00 p.m. If Prospective Contractor questions are

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

RFP UCA-26-036 UCAPD Global Safety & Security SaaS Solution

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