UCA-27-016 House Rigging and Technical Labor Services

Location:	Arkansas
Posted:	Aug 5, 2026
Due:	Aug 14, 2026
Agency:	University of Central Arkansas
Type of Government:	State & Local
Category:	63 - Alarm, Signal, and Detection Systems L - Technical Representative Services R - Professional, Administrative and Management Support Services S - Utilities and Training Services
Solicitation No:	UCA-27-016
Publication URL:	To access bid details, please log in.

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UNIVERSITY OF CENTRAL ARKANSAS

PROCUREMENT OFFICE

201 DONAGHEY AVENUE

WINGO HALL 113

CONWAY, AR 72035

REQUEST FOR PROPOSAL

House Rigging & Technical Labor Services

RFP UCA-27-016

PROPOSALS MUST BE RECEIVED BEFORE:

1:30 P.M. Central Time on Friday, August 14th, 2026

Proposal Delivery and Opening Location

University of Central Arkansas

201 Donaghey Avenue

Wingo Hall 113

Procurement Office

Conway, AR 72035

PROPOSALS WILL BE ACCEPTED UNTIL THE TIME AND DATE SPECIFIED

ABOVE. THE PROPOSAL ENVELOPE MUST BE SEALED AND PROPERLY MARKED WITH THE PROPOSAL

NUMBER, DATE AND HOUR OF PROPOSAL OPENING AND COMPANY'S RETURN ADDRESS

SECTION 1 ADMINISTRATIVE OVERVIEW

1.1 Purpose

The University of Central Arkansas (the “University”) is issuing this Request for Proposal

(“RFP”) for the purpose of seeking vendors to provide stage labor and audio/backline/

equipment rental services for performance events at the Reynolds Performance Hall located on

the University campus.

1.2 Issuing Officer

Rebecca Kee, Associate Director of Procurement

Phone: (501) 450-5013 Email: rkee@uca.edu

The Issuing Officer is the sole point of contact from the date of release of this request for

proposals until the selection of the successful respondent. Respondents wishing to submit

questions and requests for clarification should contact the Issuing Officer in writing.

1.3 Contract Administrator

Amanda Horton, Director of Public Appearances

Phone: (501) 450-3682 Email: ahorton@uca.edu

1.4 Anticipated Procurement Timetable

RFP Issued

Questions emailed to Issuing Officer

Answers posted to the website:

www.uca.edu/purchasing

Proposals Due

Completion of proposal review

Finalist Presentations via Zoom

if necessary

Contractor Commences Performance

July 16, 2026

July 23, 2026 at 3:00 p.m.

July 30, 2026

Date as listed on Page 1 of this

RFP document

August 21, 2026

Week of August 24

September 1, 2026

1.5 Submission of Proposals

No later than the date and time listed on page 1 of this RFP document, one (1) original (marked

“original”) hard copy, one (1) electronic copy on a flash drive (clearly identified with company

name and RFP number), and one (1) redacted electronic copy of the proposal on a flash drive

(marked “redacted”) to be submitted to:

University of Central Arkansas

Procurement Office

201 Donaghey Ave. Wingo Hall 113

Conway, AR 72035

Addendum or amendments, if any, shall be signed, dated and included with the respondent’s

proposal submission. Failure to do so may be cause for the rejection of the proposal.

COST PROPOSAL MUST BE INCLUDED UPON SUBMISSION BUT SEALED SEPARATELY. DO NOT

INCLUDE IN ELECTRONIC COPIES. Cost Proposal must be enclosed in a separate sealed

envelope and marked as such. Any reference to cost(s) included with the technical/business

proposal will result in offeror’s proposal being rejected. The technical/business proposal will

be evaluated prior to the cost proposal contents being reviewed.

All proposals must be executed by an authorized officer of the proposer and must be held firm

for acceptance for a minimum period of 90 days after the opening date.

Addenda or amendments, if any, should be signed, dated and included with the respondent’s

proposal submission. Failure to do so may be cause for rejection of the proposal.

Acceptance of request for proposal issued by the Director of Procurement indicated by

submission of a proposal by responder, will bind responder to the terms and conditions herein

set forth, except as specifically qualified in any addendum issued in connection therewith. Any

alleged oral agreement or arrangement made by a responder with any agency or Director of

Procurement, or an employee of the campus will be disregarded.

1.6 Presentation

Proposers that submit responsive proposals, and receive the highest technical scores, will be

designated as Finalists. Proposers selected for final evaluation may be required to make an oral

presentation via Zoom to the evaluation committee. The presentations will be scheduled after

the Technical Proposal review process is completed. Such presentations provide an opportunity

for Proposers to clarify their proposal and ensure mutual understanding. If necessary, the

Issuing Officer will schedule date and time for any required presentations. Shortlisted vendors

should prepare thorough presentations that fully outline their proposed system. Proposers will

be strictly limited to the time allotted. Points will be deducted if presentations exceed the

allotted time.

1.7 Rejection of Proposals

This solicitation does not commit the University of Central Arkansas to award a contract, to pay

any costs incurred in the preparation of a proposal, to procure or contract for the articles of

goods or services. The institution reserves the right to accept or reject any or all proposals

received as a result of this request, or to cancel in part or in its entirety this proposal if it is in

the best interest of the University. Failure to furnish all information may disqualify a

respondent.

1.8 Contracting Condition

The successful offeror and any entity or person directly or indirectly controlled by, under

common control with, or controlling the offeror will not acquire any interest, direct or indirect,

which would conflict in any manner or disagree with the performance of its services hereunder.

The contractor further covenants that in the performance of the contract no person having any

such known interest shall be employed. No official or employee of the State and no other public

official of the Federal Government who exercises any functions or responsibilities in the review

or approval of the undertaking or carrying out of the project shall, prior to the completion of

the project, voluntarily acquire any personal interest, direct or indirect, in this contract or

proposed contract.

1.9 Term of the Contract

The University is interested in an initial three (3) year contract. By mutual agreement, the

University and the contractor may elect to extend the contract for maximum of seven (7) years.

1.10 Public Opening of Proposals

A public opening of all submitted proposals will be held on August 14, 2026, at 1:30 p.m. CST at

the:

University of Central Arkansas

Procurement Department

201 Donaghey Ave. Wingo Hall 113

Conway, AR 72035

ANY CONFIDENTIAL, PROPRIETARY, COPYRIGHTED OR FINANCIAL MATERIAL SUBMITTED BY

RESPONDENTS, MUST BE MARKED AS SUCH AND SUBMITTED UNDER SEPARATE COVER. ALL

SUBMITTALS BY PROPOSERS WILL BE AVAILABLE FOR REVIEW TO THE EXTENT PERMISSIBLE,

PURSUANT TO THE ARKANSAS FREEDOM OF INFORMATION ACT 25-19-10-1 ET SEQ.

1.11 Contract Awarding and Signing

Contract awarding and signing will be contingent upon the University of Central Arkansas

receiving advice from approving authorities if necessary. The contract will be an incorporation

of the contents of the RFP as well as negotiated terms and conditions.

1.12 Proposal Evaluation

The University of Central Arkansas Evaluation Committee and the Director of Procurement will

evaluate all proposals to ensure all requirements are met. The contract will be awarded based

on the proposal that receives the highest cumulative point total as defined in the evaluation

criteria.

1.13 Protest of Award

Within fourteen (14) days after the date that the proposer knew or should have known of the

cause giving rise to protest, the prospective offeror must file a formal written notice of that

protest with the Vice President of Finance. Failure to do so shall constitute a waiver of any

rights to administrative decision under ACA Section 19-11-244. Further details on protesting

awards may be obtained by contacting the Issuing Officer.

1.14 Payment and Invoice Provisions

All invoices shall be forwarded to the University of Central Arkansas Accounts Payable

Department, and must show an itemized list of charges by type of equipment, service, etc.

Payment will be made in accordance with applicable State of Arkansas accounting procedures

upon written acceptance by UCA Contract Administrator.

1.15 Intergovernmental/Cooperative Use of Proposal and Contract

In accordance with Arkansas Code §19-11-249, this proposal and resulting contract is available

to any college or university in Arkansas that wishes to utilize the services of the selected

proposer, and the proposer agrees, they may enter into an agreement as provided in this RFP.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

UCA-27-016 House Rigging and Technical Labor Services

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