Roofs and Gutter Replacement

STATE OF ARKANSAS
Department of Parks, Heritage, and Tourism
1100 North Street
Little Rock, AR 72201
Park Operations Major Maintenance
QUOTE BID SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Solicitation Number: MMQB-26-022 Date Solicitation Issued: March 6, 2026
Description: Roofs and Gutter Replacement
Division/Agency: Parks Operations
SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS
Bid Due Date: March 17, 2026 Time: 4:00 p.m., Central Time
Bid responses for this Competitive Bid must be emailed to adpht.procurement@arkansas.gov by the
designated due date and time. Bids received after the submission deadline may be rejected as untimely.
Response email subject line must be Bid Submission for Bid MMQB-26-022.
Your Bid Submission could be misplaced and not considered if the email subject line is anything else.
PARK CONTACT INFORMATION
Location Contact: Steve Raney
Email Address: Steve.Raney@arkansas.gov Telephone Number: (501) 242-6400
Department Website: https://adpht.arkansas.gov/
PROCUREMENT CONTACT INFORMATION
Buyer: Jen Dury
Email Address: jennifer.a.dury@arkansas.gov Telephone Number: (501) 324-9582
Department Website: https://adpht.arkansas.gov/
IMPORTANT NOTICES:
Any contract awarded as a result of this solicitation that exceeds $50,000.00 in value is subject to the
Performance and Payment Bond requirements of Ark. Code Ann. 18-44-501et seq., 19-4-1401et seq., and
22-9-401et seq. The Surety guarantees that the Principal shall comply with Ark. Code Ann. 22-9-301 et seq.
by payment and full compliance with all prevailing hourly wage contract provisions. The bond must be filed in
the county where the work is to be performed
A Purchase Order will be issued to the lowest priced responsive and responsible bidder. Pre-payment or
deposit will not be made for any amount for any reason. Contractor may invoice for 100% of the Purchase
Order amount upon completion and acceptance of the project.
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Rev 09/2024

SECTION 1 - GENERAL INFORMATION AND INSTRUCTIONS
1.1 INTRODUCTION
This Quote Bid is issued by the Department of Parks Heritage and Tourism for the Parks Operations
division to obtain pricing and a contract for a Major Maintenance project.
Direct all communications regarding this Solicitation to the Buyer on page one (1) of the Quote Bid.
1.2 TYPE OF CONTRACT
A. As a result of this Quote Bid, the Department intends to award a contract to a single Contractor (see
Contractor Selection).
B. The anticipated starting date for any resulting contract is within 30 days of Bid Due Date except that
the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar
months. By submitting a signed bid in response to the Quote Bid, the Prospective Contractor
represents and warrants that it will honor its bid as being held open as irrevocable for this period.
1.3 DEFINITION OF TERMS
A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same
meaning herein.
B. The terms "Quote Bid," "QB," and "Solicitation" are used synonymously in this document.
C. "Prospective Contractor" means a responsive and responsible bidder who submits a bid that meets
the Requirements and criteria set forth in this Solicitation.
D. "Requirement" means a term, condition, provision, deliverable, Specification, or a combination
thereof, that is obligated under the Solicitation, resulting contract, or both.
E. "Responsive Bid" means a bid submitted in response to this Solicitation that conforms to all
Requirements, criteria, and Specifications in this QB.
F. "Shall" and "must" mean the imperative and are used to identify Requirements and Specifications.
G. "Specification" means any technical or purchase description or other description of the physical or
functional characteristics, or of the nature, of a commodity or service. "Specification" may include a
description of any Requirement for inspecting, testing, or preparing a commodity or service for
delivery.
H. "State" means the State of Arkansas. When the term "State" is used herein to reference any
obligation of the State under a contract that results from this Solicitation, that obligation is limited to
the Department using such a contract.
1.4 CONTRACTOR SELECTION
A. If it is in the best interest of the State to do so, award will be made to the responsive and responsible
Prospective Contractor determined to have submitted the lowest priced Responsive Bid, based on
the Official Bid Price amount entered on the Bid Signature Page.
B. The State reserves the right to determine that received costs from any vendor are unreasonable (too
high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the
offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is
potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,
and the offeror may be removed from consideration for a solicitation, at the sole discretion of the
State.
C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and
responsible Prospective Contractor if:
1. All bids received from responsive and responsible bidders exceed available funding; or
2. It appears that additional savings to the state may result from negotiation.
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D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,
responsive and responsible Prospective Contractor.
1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or
until such time the State determines negotiations are no longer in the best interest of the state.
2. Negotiations are conducted at the sole discretion of the State.
E. A contract is not effective prior to final award being made by the State; some contracts may be
subject to Legislative review prior to final award.
1.5 RESPONSE DOCUMENTS
A. All bids must be submitted to the adpht.procurement@arkansas.gov before the submission deadline
on page one (1) of the QB.
B. before the submission deadline on page one (1) of the QB.
1. The following are Bid Submission Requirements and ALL must be submitted for a response to
be considered responsive:
a. Fully completed, legible and Signed Bid Signature Page; signature may be ink or digital.
b. Proposed Subcontractors Form (See Bid Response Packet, page 3).
c. Completed and Signed Site Visit Verification Form.
d. Official Bid Price Sheet. All pricing must be submitted exclusively on the Official Bid Price
Sheet. Failure to utilize the official bid price sheet or to provide pricing for each applicable
line item may result in the bid being deemed non-responsive.
e. Official Bid Price must be proposed in U.S. dollars and cents.
f. Official Bid Price must be a firm offer, and adjustments may be negotiated prior to contract
award. The State has the right to approve or deny any request for a price adjustment.
g. State and local sales taxes should not be included in the bid price.
2. Prospective Contractors should not include any other documents or ancillary information, such
as a cover letter or promotional/marketing information.
C. Prospective Contractors shall not alter any language in Solicitation document(s) or Official Bid
Signature Page provided by the State.
D. Prospective Contractors' bids cannot be altered or amended after the bid opening except as
permitted by law or rule.
E. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor's
bid response.
F. Prospective Contractors may submit multiple bids.
G. The following items, which must be submitted prior to a contract award to the Prospective
Contractor, may also be included with the Prospective Contractor's bid response:
1. EO 98-04 Contract & Grant Disclosure Form (See SRV-1, section 11)
2. Combined Certifications Form completed and signed. (See SRV-1, section 11)
SECTION 2 - SPECIFICATIONS AND REQUIREMENTS
See Attachment 1 Scope of Work (SOW) and Specifications and Attachment 2
Performance Standards.
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SECTION 3 - SOLICITATION TERMS AND CONDITIONS
3.1. ACCEPTANCE OF REQUIREMENTS
A. A Prospective Contractor's past performance with the State may be used to determine if the
Prospective Contractor is responsible (OSP Rule R1:19-11-235).
1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.
B. A single Prospective Contractor must be identified as the prime contractor.
1. The prime Contractor shall be responsible for the resulting contract and jointly and severally
liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.
C. By submitting a bid, the Prospective Contractor represents and warrants:
1. That the prices in the bid have been arrived at independently, without any collusion with
another competing Prospective Contractor.
a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment,
and can be referred to the Attorney General's officer for investigation and appropriate legal
action (Arkansas Code Annotated 19-11-240 and 19-11-245).
2. That the Prospective Contractor has not retained a person to solicit or secure the resulting
contract upon an agreement or understanding for a commission, percentage, brokerage, or
contingent fee, except for retention of bona fide employees or bona fide established
commercial selling agencies maintained by the Prospective Contractor for the purpose of
securing business.
D. Qualifications, services, and commodities must meet or exceed the required Specifications as set
forth in the Solicitation.
3.2. GENERAL TERMS AND CONDITIONS
A. The Contractor must be registered as a vendor to receive payment and may register online by
visiting ark.org/vendor/index and clicking the Start Here button.
B. All payments to the Contractor under a resulting contract shall be made exclusively through ACH
(Automated Clearing House) direct deposit.
1. The Contractor shall provide the necessary banking information, including account number,
routing number, and any other details required to facilitate ACH direct deposits.
2. The Contractor shall be responsible for ensuring that the provided banking information is
accurate and up to date. Any delays or errors in payment caused by incorrect or outdated
information provided by the Contractor shall not be the responsibility of the Department.
3. The Department will process payments according to the agreed payment schedule, and all
payments made via ACH direct deposit shall be considered as duly received upon successful
transmission to the Contractor's designated bank account.
C. Pursuant to Arkansas State Procurement Law, the Contractor shall certify that, unless they offer to
provide the goods or services for at least twenty percent (20%) less than the lowest certifying
Prospective Contractor:
1. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of Israel (Arkansas Code Annotated 25-1-503),
2. They are not engaged in and shall not, during the aggregate term of the resulting contract,
engage in a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry (Arkansas Code
Annotated 25-1-1102).
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D. Pursuant to Arkansas Procurement Law, the Contractor shall certify that the Contractor does not
knowingly employ or contract with illegal immigrants and that the Contractor shall not knowingly
employ or contract with illegal immigrants during the aggregate term of any contract with the State or
any of its departments, institutions, or political subdivisions (Arkansas Code Annotated 19-60-105).
E. The Contractor shall invoice the State as required by the Department and should not invoice the
State in advance of delivery and acceptance of any commodities or services (Arkansas Code
Annotated 19-4-1206).
1. The Contractor should invoice the agency by an itemized list of charges. The Department's
purchase order number and/or the contract number should be referenced on each invoice.
2. Payment will be made in accordance with applicable State of Arkansas accounting procedures
upon acceptance of commodities and services by the Department.
3. Payment will be made only after the Contractor has successfully satisfied the Department as to
the reliability and effectiveness of the commodities or services purchased as a whole.
F. The Contractor should be able to accept the State's authorized VISA Procurement Card
(p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the
State when accepting the p-card as a form of payment.
G. The Prospective Contractor shall certify that they are not a company owned in whole or with a
majority ownership by the government of the People's Republic of China (a "Scrutinized Company")
and that they do not and shall not during the aggregate term of the resulting contract employ a
Scrutinized Company as a contractor (Arkansas Code Annotated 25-1-1203).
H. This QB incorporates all terms of the Form SRV-1
1. A Prospective Contractor's bid may be rejected if a Prospective Contractor takes exception to
any terms, conditions, or Requirements in this QB.
I. The Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if
selected as the Contractor.
1. Items may only be modified if the legal requirement is satisfied and approved by the State during
negotiations.
3.3. INSPECTION AND ACCEPTANCE
A. The State may inspect all work and commodities delivered, tendered, or identified to the State as
being procured under a resulting contract to determine whether they conform to the contract.
1. The State's right to inspection may be exercised at any reasonable place and time and in any
reasonable manner, as determined in the State's reasonable discretion, prior to acceptance of
and payment for any commodities procured under a resulting contract.
2. If the work or commodities are found to be conforming as the result of inspection, the State will
bear the cost of inspection, if any.
3. If any of the work or commodities are found to be non-conforming, the State:
a. May elect to recover expenses of inspection, if any, from the Contractor and the Contractor
shall bear the cost
b. The Contractor shall be responsible for the cost of any retrieval, return, or disposal of the
commodities. Payment for commodities does not constitute acceptance of the commodities
as conforming to the contract if the State has not had a reasonable opportunity to inspect
the commodities or in the event of Contractor's fraud or concealment of defects.
B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.
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C. The Contractor shall include a total satisfaction return policy for all products and shall not impose
any liability on the State for such returns.
3.4. PROPRIETARY INFORMATION
A. The release of public records is governed by the Arkansas Freedom of Information Act (Arkansas
Code Annotated 25-19-101 et. seq.).
B. Submission documents pertaining to the Solicitation become the property of the State and may be
subject to the Arkansas Freedom of Information Act (FOIA).
C. In accordance with FOIA, and to promote maximum competition in the State competitive sealed
bidding, the State may maintain the confidentiality of certain types of information described in FOIA.
Such information may include trade secrets and other information exempted from public disclosure
pursuant to FOIA.
D. Under no circumstances will pricing information submitted in response to an invitation for sealed bids
be designated as confidential after the sealed bids have been opened.
E. Consistent with and to the extent permitted under FOIA, any Prospective Contractor may designate
appropriate portions of a bid as confidential by submitting a redacted copy of the bid. By so redacting
any information contained in the bid, the Prospective Contractor warrants that, after having received
such necessary or proper review by counsel or other knowledgeable advisors, it has formed a good
faith opinion that the portions redacted are not considered public records under FOIA.
F. If a Prospective Contractor deems part of the information contained in a response not to be a public
record, the Prospective Contractor should submit one (1) complete copy of the submission
documents from which any proprietary or confidential information has been redacted in their bid
response. Except for the redacted information, the redacted copy must be identical to the original
copy, reflecting the same pagination as the original and showing the space from which information
was redacted.
G. The Prospective Contractor is responsible for identifying all proprietary information and for ensuring
the electronic copy is protected against restoration of redacted data.
H. The redacted copy will be open to public inspection under the FOIA without further notice to the
Prospective Contractor. If the State deems redacted information to be subject to a public record
request under FOIA, the State will endeavor to notify the Prospective Contractor prior to release of
the redacted record.
I. The State has no liability to a Prospective Contractor with respect to the disclosure of Prospective
Contractor's confidential or proprietary information ordered by a court of competent jurisdiction
pursuant to FOIA or other applicable law.
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