UCA-27-033 RFP Mitigation Services

UNIVERSITY OF CENTRAL ARKANSAS
PROCUREMENT OFFICE
201 DONAGHEY AVENUE
WINGO HALL 113
CONWAY, AR 72035
REQUEST FOR PROPOSAL
On-Call Mitigation Services
RFP UCA-27-033
PROPOSALS MUST BE RECEIVED BEFORE:
10:00 A.M. Central Time on Tuesday, October 6, 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 mitigation services including, but not
limited to, fire, mold and water as needed on the University campus and properties.
1.2 Issuing Officer
Pam Giblet, Construction and Contract Manager
Phone: (501) 450-3156 Email: pgiblet@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
Kevin Carter, Associate Vice President for Facilities
Phone: (501) 450-5382 Email: kacarter@uca.edu
1.4 Anticipated Procurement Timetable
RFP Issued September 3, 2026
Questions emailed to Issuing Officer September 10, 2026 3:00 p.m.
Answers posted to the website:
www.uca.edu/purchasing September 17, 2026
Proposals Due Date as listed on Page 1 of this
RFP document
Completion of proposal review October 12, 2026
Finalist Presentations, if
necessary Week of October 19
Contractor Commences Performance December 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
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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 and Interview
Proposers that submit responsive proposals and receive the highest technical and cost points
will be designated as Finalists. Proposers selected for final evaluation may be required to make
an oral presentation to the evaluation committee. The presentations will be scheduled after the
Technical Proposal and Cost 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 of past projects and proposed
responses to hypothetical scenarios. Proposers will be strictly limited to the time allotted.
Points will be deducted if presentations exceed the allotted time. The highest-scoring company
based on presentations and interviews will be selected for negotiations. If an agreement cannot
be reached, the university reserves the right to negotiate with the next highest-ranked
company.
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.
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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 October 6, 2026, at 10:00 a.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
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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.
SECTION 2 SCOPE
1.0 Clarification
This chapter describes the scope of work to be completed under this proposed contract.
Vendor is asked to include a detailed response to each point addressed in this section. Address
each point and make any necessary explanation or qualification. Vendor is to respond in order
and refer to the section number key point in section.
2.1 Functional Specifications
The University of Central Arkansas is seeking proposals from vendors to provide mitigation
services for UCA properties. The Contractor shall be on-call and available to respond 24 hours a
day and seven (7) days a week to provide all appropriate emergency remediation services
within 1 hour of an emergency service call.
A. Statement of capabilities including equipment and staffing
B. List your years of experience in the industry and years of ownership of company
C. State or Industry Certifications
D. Services include, but are not limited to:
1. Water/Wastewater Extraction
2. Structural Drying and/or Floor Drying (wood, carpet, and vinyl)
3. Sewage Clean-up and Remediation
4. Structure Dehumidification and Cleaning
i. Floor, Carpet and Rug Cleaning, disinfecting and sanitizing
5. Contents:
i. Contents Manipulation - Moving, removal, inventory, pack out and
temporary on-site or off-site storage of furniture, appliances, electronics,
etc.
ii. Contents Drying and Treatment - Including but not limited to
sterilization, sanitization, deodorization, etc.
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6. Mold Remediation, as needed
7. Deodorize/Odor Removal
8. Antimicrobial Treatment
2.2 Project Management
The proposal should detail how the vendor has made and will make available sufficient personnel
resources to respond quickly to various types and scopes of projects.
1. State the name, title or position, telephone number, and email address of the individual
who is proposed as the first contact.
2. Disclose who within the firm will have prime responsibility and final authority for the work
under the proposed contract. Name other individuals providing services on the project.
3. The proposal should detail the following labor rules:
a. Overtime;
b. Work minimums per day; and
c. Rules regarding breaks.
2.3 UCA Shall
Not in any way be liable for any cost, liability, damage or injury, including cost of suit and
reasonable expenses of legal services, claimed or recovered by any person whomsoever or
whatsoever as a result of any operations, works, acts, or omissions performed by the Vendor,
its agents, or employees.
2.4 UCA's Remedies for Default
In the event of default by the vendor, UCA may terminate this contract by submitting thirty (30)
days' notice in writing to the Vendor notice of intention to terminate. In the alternative, UCA
may elect to keep the contract in force and work with the Vendor to cure the default. UCA's
decision to terminate will be at their sole discretion based on a determination of what is in the
best interest of the University.
The failure by either party to exercise any right or rights accruing to it by virtue of the breach of
any covenant, condition or agreement herein by the other party shall not operate as a waiver of
the exercise of such right or rights in the event of any subsequent breach by such other party,
nor shall such other party be relieved thereby from its obligations under the terms hereof.
No director, officer, agent, or employee of either party hereto shall be charged personally or
held contractually liable by or to the other party under any term or provision of this contract or
of any supplement, modification or amendment to this contract because of any breach thereof
or because of its or their execution or attempted execution of the same.
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2.5 Contracting Information
Any subsequent contract is made for the sole and exclusive benefit of UCA and the Vendor,
their successors and assigns, and is not made for the benefit of any third party.
In the event of any ambiguity in any of the terms of this contract, it shall not be construed for
or against any party hereto on the basis that such party did or did not author the same.
Any subsequent contract, which is the entire agreement between the parties hereto,
supersedes any prior agreements, understanding, warranties or promises between the parties
hereto, whether written, spoken, or implied from the conduct of the parties hereto.
Nothing in this contract shall be construed as in any way limiting the general powers of UCA to
fully exercise their governmental functions or their obligations under any bond covenants or
federal state or local laws, rules or regulations.
2.6 Contract Period and Compensation
The term of the contract shall commence upon notification of the award and continue until
completion of the scope of work. All other conditions set forth in the University's standard
Services Contract apply.
If at any time during the course of the contract the Contractor does not meet the terms of the
contract, the contract can be terminated by the University of Central Arkansas.
Again, proposer shall provide a detailed schedule that represents realistic, but aggressive
completion dates. Acceptance is defined as the mutual agreement by the University and the
Contractor of the acceptance of the criteria as specified in the contract. Both this Request for
Proposal and the successful offeror's response to this Request for Proposal will be considered
contractual components.
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SECTION 3 REQUIREMENTS
3.0 Evaluation Criteria
The selection of a company to provide mitigation services will be based on the company's
qualifications as presented in its proposal, overall price and cost to the University, the
experience and success of the company in providing services and support to similar public
sector clients and the company's ability to provide the services outlined in this Request for
Proposal.
The proposals will be evaluated and awarded points based on a comparative formula of relative
weighting as detailed below:
Criteria Weight
Qualifications 40%
Experience and performance providing services of similar nature 20%
Staffing 10%
Respondent's cost proposal (Section 1 & 2) 30%
Total 100%
The following approach will be used in evaluating the proposals:
* Review of the technical proposals
* Contact selected references
* Select finalist(s)
* Schedule presentations of finalists if needed
* Select the vendor
The third phase will be the opening of the cost proposal by the UCA Procurement Department,
and review by the evaluation committee appointed by the University of Central Arkansas. The
cost will be awarded based on the total cost listed in Section 1 and 2 of the Cost Proposal.
The awarding of points will be determined by the following formula:
a/b x c = d (Dividing lowest price (a) by the next lowest price (b) and multiplying by the total
points for cost (c) will equal the number of cost points awarded (d). The effect of the formula is
to ensure that the lowest proposal receives the maximum number of points and each of the
other proposals receives proportionately fewer points based on proposed bid price.
Those that are selected as Finalist will be scored on their presentation including software
demonstration, presentation, response to questions, overall team qualifications, project
approach, remaining on topic and staying in the allotted, designated amount of time.
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3.1 Experience, Qualifications, and References
The proposal must detail the respondents' familiarity and proven experience with this type of
contract and demonstrate the ability to serve the University's needs for services associated
with these activities. The respondent must detail its familiarity and ability to provide quality
service meeting industry and governmental guidelines. Furnish background information about
your firm, including date of founding, legal form (i.e., sole proprietorship, partnership, LLC,
corporation/state of incorporation), locations of corporate headquarters, and the primary
office that will service UCA, number and locations of any other satellite offices, principal lines of
business, number of employees, days/hours of operation, and other pertinent data. Disclose
any conditions (e.g., bankruptcy or other financial problems, pending litigation, planned office
closures, impending merger) that may affect your ability to perform contractually. Certify that
the firm is not debarred, suspended, or otherwise declared ineligible to contract by any federal,
state, or local public agency.
Describe your firm's experience and qualifications for providing the required services to UCA.
Specifically highlight those qualifications that distinguish you from your competitors. The focus
should be on recent experiences within the last five (5) years that are relevant, to the scope of
work outlined in this RFP. Firm's history should include:
A. Documentation of vendor's experience
B. Expertise vendor can provide as it relates to public higher education clients
C. Summary listing of previous successful projects similar to this RFP in size, scope, and
complexity
D. Key staff who will be assigned to the project who have requisite skills and abilities to
meet all requirements of this RFP including resumes.
E. Subcontractors used, if any
F. What is your customer retention rate and how is this measured?
G. Provide case studies for a maximum of three existing clients similar to UCA including details of
how your services met their needs, issues that came up during the project and how the issues
were resolved.
H. Provide references for a maximum of three of your current customers from other governmental
agencies.
I. Has your company recently merged with, acquired or sold to other companies or do you have
plans to do so? Please explain.
3.2 Project Understanding
The proposal must specify the respondent's capability to perform the work requested. The
proposal should provide detailed plans for meeting the objectives of the contract to include,
time frames for services, and each activity and requirement to be used in achieving those
objectives. A description of resources available to the University, staff dedicated to account
(with credentials) as well as other point of contact and troubleshooting options should be
included as well.
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3.3 Services Provided
All services to be performed and materials to be produced under the contract will be
accomplished in consultation with and under the direction of the University. All procedures
developed and products provided under the contract will be subject to final approval by the
University. All records and data pertaining to the contract will remain the property of the
University. The Vendor will conduct meetings with University staff in Conway, AR as necessary
to complete the project. Vendor shall include all pertinent pricing schedules and information, so
as to completely communicate the cost of the vendor's proposed services.
3.4 Cost
All charges associated with the work to be performed shall be included on the Official Bid Price
Sheets and shall be valid for 90 days following the bid opening. The Official Bid Price is to be
used as an example should the university need all of the services and equipment for an twenty-
four hour period.
3.5 Staffing and Project Organization
A. Identify the key personnel from your firm who would be assigned to the project. Include
a brief description of the number of years with your firm, qualifications, professional
certifications, job functions, and office location(s).
B. Describe the ongoing service team and include a simple organization chart that clearly
delineates communication and reporting relationships among the project staff.
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