REQUEST FOR PROPOSAL

RFP 18-09

For

FACILITY MANAGEMENT
SERVICES

RELEASED ON:
02/19/18

DUE ON:
03/26/18
 TABLE OF CONTENTS

Section 1- lntroduction
1.1 Purpose 5
1.2 About Henderson State University 6
1.3 Our Mission and Vision 6
1.4 Overview of the RFP Process 6
1.5 Transition/Existing Employees 7
1.6 Schedule of Events 7
1.7 Point of Contact 7
1.8 Definition of Terms 7
1.9 Contract Term 8
1.10 Cancellation/Termination 8

Section 2- General Information and Instructions

2.1 Restrictions on Communicating with Staff 8
2.2 Mandatory Contractor Qualification Criteria 8
2.3 Failure to Comply with Submission Instructions 8
2.4 Rejection of Proposals; Right to Waive Immaterial
Deviation 9
2.5 HSU's Right to Amend and/or Cancel the RFP 9
2.6 Cost of Preparing Proposals 9
2.7 Continued Validity of Proposals 9
2.8 Submitting Questions 9
2.9 Mandatory Site Visit 9
2.10 Preparing a Response 9
2.11 "Hard Copy" and Electronic Copies Required 9
2.12 Electronic Copies 10
2.13 Submitting the Response 10

Section 3- Specifications and Requirements

3.1 Contractor Information 10
3.2 Assignment 10
3.3 Contractor’s Liability Insurance 11
3.4 Security/Confidential Information 12
3.5 Equal Opportunity 12
3.6 Sexual Harassment 12
3.7 Smoking Policy 12
3.8 Work Permission Requirement 13
3.9 Contract Management 13
3.10 Contractor’s Uniforms and Identification 13
3.11 Contractor Energy Conservation 13
3.12 Proposal Requirements 14
3.13 Access to Records 18
3.14 Permits and Licenses 18
3.15 Proposal Evaluation, Negotiations, and Award 18
3.16 Negotiations of Proposals and/or Cost Factors 18
3.17 Selection and Award 18
3.18 Site Visits and Oral Presentations (Optional) 18

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Section 4- Physical Plant Service Requirements
4.1 Management Organization 18
4.2 Normal Hours and Emergencies 18
4.3 Subcontractors 19
4.4 Major vs. Minor Repairs 19
4.5 Building Drawings 19
4.6 Facilities Audit 19
4.7 Set Up/Moving Services 20
4.8 Supplies 20

Section 5- Maintenance Service Requirements

5.1 Maintenance Services 20
5.2 Buildings Serviced 20
5.3 Project Management 20
5.4 Exterior Building Inspection, Maintenance and Repair 20
5.5 Interior Building Inspection, Maintenance and Repair 20
5.6 Equipment & Systems Operation 21
5.7 Heating and Air Conditioning 21
5.8 Food Service and Kitchen Equipment 21
5.9 Vehicle Fleet 22
5.10 Plumbing 22
5.11 Fire Protection Systems 22
5.12 Fountain and Swimming Pools 22
5.13 Electrical Systems 22
5.14 Painting 22
5.15 Preventive Maintenance 23
5.16 Warehouse Management 23
5.17 Miscellaneous Services 23

Section 6- Custodial Service Requirements

6.1 Custodial Services 23
6.2 Buildings Serviced 23
6.3 Residence Halls 24
6.4 Academic and General Purpose Building Services 25

Section 7- Grounds Maintenance Requirements

7.1 Grounds Services 27

Section 8- University Responsibilities

8.1 Henderson State University’s Responsibilities 29

Section 9- General Terms and Conditions

9.1 Legal Considerations 29
9.2 Public Disclosure 29
9.3 Ethical Standards Law 29
9.4 Term of the Contract 30
9.5 Termination of Contract 30
9.5.1 Termination of Default 30
9.5.2 Termination for Convenience 31
9.5.3 Termination for Unavailability of Funds 31
9.6 Procedure on Termination 31
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 9.6.1 Termination Claims 32
9.7 Vendor as Independent Contractor 32
9.8 Force Majeure 32
9.9 Disputes 32
9.10 Confidentiality of Information 32
9.11 Public Disclosure 33
9.12 Inspection of Work Performed 33
9.13 Subcontracts 33
9.14 Indemnification 33
9.15 Employment Practices 34
9.16 Waiver 34
9.17 State Property 34
9.18 Contract Severability 34
9.19 Attorney’s Fees 35
9.20 Environmental Protection Act Compliance 35
9.21 Liability 35
9.22 Records Retention 35
9.23 Access to Vendor’s Record 35

Other Requirements 36-44

Appendix A - Campus Map 45

Appendix B - Campus Building Schedule 46-48
Appendix C - List of Buildings to be serviced (Note – Apartments are not shown on this list) 49-50

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Introduction

1.1 Purpose
The Purpose of this Request for Proposal (RFP) is to establish a contract with one qualified
Contractor to provide support in the management and operations of the physical plant entirely at
Henderson State University (HSU), as further described in this RFP.

HSU believes that its physical plant including facility maintenance, grounds and custodial services
are more than essential services among its educational responsibilities and activities. These
services are a contributing force in the continuing well-being and academic progress of the
University's community members in their academic and residential areas of campus. A successful
physical plant is expected to offer quality and courteous maintenance, grounds and cleaning
services provided by well-trained and experienced personnel, enhancing positive public relations
while utilizing economically sound operating practices. All programs should support an
awareness of the priorities of recycling and waste reduction, as well as energy and natural
resource conservation.

Henderson State University intends to award the bid to the Contractor that is most responsive to
its needs and offers the best operational program with a realistic, economical fiscal investment
with a commitment to regular performance evaluation. Contractors are encouraged to
demonstrate how their expertise and resources will contribute to the long range planning and
upkeep of the facilities and grounds and include specific benchmarks and data regarding funding
information (i.e. dollars per square foot per year) and other best practices and benchmarks in the
facilities management field. All contracted services at the university are considered to be an
integral part of the campus. All contractors are encouraged and expected to become involved in
our Community and take an ownership interest in our mission.

It is expected that the selected Contractor will exhibit a commitment to regular evaluation of
performance through the development of key performance indicators and that performance will
be continually measured against benchmarks. These measures must include evaluation of work
quality, operational efficiency and faculty, staff and student satisfaction levels.

Henderson State University requests bid proposals for the following services:
• Facilities Management (management of physical plant operations)
• General Facility Maintenance
• Grounds Maintenance
• Custodial Services

For each of these services, HSU requests bid proposals for a full service contract with contractors
providing all staff and human resource support services for that team. HSU requests that a full service
contract include the guarantee that all current non­management employees of be given an opportunity
to transfer to the contractor's payroll with no loss in seniority and or decline in wage rates or benefits.
The welfare of current employees is a major consideration in the evaluation of any proposals received.

The proposal should include specific contractor-provided budget support for the operations
along with the expected university budget support of operations. In addition to the requested
submittals, proposals may include alternates not requested under an "Alternates" section of the
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proposals. Henderson State University reserves the right to select or reject any and all voluntary
alternates.

1.2 About Henderson State University

Founded in 1890 as Arkadelphia Methodist College, we are the only one of Arkansas’s nine public
universities that is now named for an individual—Charles Christopher Henderson, a Trustee and
prominent Arkadelphia businessman. We are one of only two originally established as a four-year,
degree-conferring institution; and we’re the second oldest state university in Arkansas.

Henderson’s first class included 110 students, who were taught by 10 faculty members. From
1929 to 1967 the university was known as Henderson State Teachers College, which is one reason
our education programs are among the most respected in the region to this day.

Throughout our history, throughout the six different names under which we have operated, and
throughout the tenures of the 17 presidents who have guided Henderson, our mission and goal
has remained steadfast… to provide the best possible university education throughout Arkansas
and beyond. To learn more about our history, visit the University Archives
http://www.hsu.edu/OurCampus/AboutHenderson/index.html.

1.3 Our Mission and Vision

Vision
Henderson will be recognized as a national model for bridging the liberal arts and professional
aspirations, producing well-rounded graduates who are leaders in their careers and communities

Mission
Located in the heart of southwest Arkansas, Henderson State University is a public institution serving
as a vital educational and cultural center for the local community, region and state. Founded as a
private institution in 1890, Henderson has a strong liberal arts heritage that is the base of over
seventy- five undergraduate and graduate programs, earning the university its status as Arkansas’s
public liberal arts university.

Henderson offers a quality education guided by a faculty and staff who are committed to excellence
and dedicated to serving a diverse student body from across Arkansas, over twenty-five other states,
and a number of foreign countries. The university encourages scholarly and creative activities in a
caring, person atmosphere that reflects the university’s motto for over a century: “The School with a
Heart.”

Influenced by its distinctive history, the mission of Henderson State University is to provide a learning
environment that prepares students for a lifetime of intellectual and personal growth in a global
society. The Henderson experience bridges students’ academic aspirations to career success by
integrating professional studies and the liberal arts.

Detailed information about Henderson State University’s strategic plan is available at

http://www.hsu.edu/strategicplan/index.html.

1.4 Overview of the RFP Process

The objective of the RFP is to select a qualified Contractor to provide the goods and services

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outlined in this RFP to Henderson State University. This RFP process will be conducted to gather
and evaluate responses from Contractors for potential award. All qualified Contractors are invited
to participate by submitting responses, as further defined below.

1.5 Transition/Existing Employees

It is the intention of HSU to allow for the transition of existing employees to continued employment
with the Contractor, unless terminated for Contractor policy violations or unless the employee resigns.

1.6 Schedule of Events

The schedule of events set out herein represents Henderson State University's best estimate of
the schedule that will be followed. HSU reserves the right to adjust the proposed dates on an as
needed basis with or without notice.

Description Date Time

Release of RFP 02/19/18
Deadline for written 02/28/18 5:00 p.m. CT
questions sent via email to the
Point of Contact
Contractors’ Pre-Bid Meeting One week prior TBD
includes a short walking tour to bid deadline
of facilities. Each prospective
contractor is allowed three
(3) persons maximum on tour
and meeting. Photographs
will be permitted during this
walking tour.
Responses to written 03/7/18 5:00 p.m. CT
questions
Proposals due/Close Date and 03/26/18 5:00 p.m. CT
Time
Bid Presentation on campus Week of TBD
(by invitation) 04/09/18
Final Evaluation (on or about) 04/16/18
Notice of Intent to Award* 04/16/18
[NOIA] (on or about)
Negotiations with Identified 04/30/18 TBD
Contractor completed
Contractor begins work (on or 07/01/18 N/A
about)

1.7 Point of Contact

Tim Jones, Director of Purchasing
870-230-5117 phone, 870-230-5486 fax, jonest@hsu.edu email.

1.8 Definition of Terms

Any special terms or words which are not identified in this RFP Document may be identified
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separately in one or more attachments to the RFP.

1.9 Contract Term

The initial term of the contract(s) shall be one (1) year with up to six (6), one year renewals for a
maximum of seven years total. The effective date of the initial contract shall be July 1, 2018
through June 30, 2019.

1.10 Cancellation/Termination
If the Contractor defaults in its agreement to provide personnel or equipment to HSU’s
satisfaction, or in any other way fails to provide service in accordance with the contract terms,
HSU shall promptly notify the Contractor of such default and if adequate correction is not made
within ten (10) business days, HSU may take whatever action it deems necessary to provide
alternate services and may, at its option, immediately cancel this contract by providing written
notice to the Contractor. Except for such cancellation with cause by HSU, either HSU or the
Contractor may terminate this contract by giving sixty (60) days advance written notice to the
other party. Cancellation does not release the Contractor from its obligation to provide goods or
services per the terms of the contract during the notification period.

General Information and Instructions

2.1 Restrictions on Communicating with Staff

From the issue date of this RFP until the intended award is announced, Contractors are not
allowed to communicate for any reason with any of the University staff, students, or
administration except through the Point of Contact named above. HSU reserves the right to reject
the proposal of any Contractor violating this provision.

2.2 Mandatory Contractor Qualification Criteria

HSU must be assured that the selected Contractor has all of the resources to qualify and
successfully perform under the contract. This includes, but is not limited to:
• District management residing in or near the State of Arkansas,
• And at least 3 current client references that HSU may contact, including one in Arkansas
(if applicable), where the contractor is providing services that are in scope to the
requirements of the University.
• Adequate number of personnel with required skills,
• Availability of appropriate equipment in sufficient quantity to meet the on-going needs of
operations,
• Financial resources sufficient to complete performance under the contract, including
financial statements of the last 2 years.

2.3 Failing to Comply with Submission Instructions, Proposal Understanding

Proposals received after the identified due date and time or submitted by any other means than
those expressly permitted by the RFP will not be considered. Proposals must be complete in all
respects, as required in each section of this RFP. By submitting a proposal, the Contractor agrees
and assures that the specifications are understood and are adequate, and the Contractor accepts
the terms and conditions herein. Any exception must be noted in the Contractor's response.

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2.4 Rejection of Proposals; Right to Waive Immaterial Deviation
HSU reserves the right to reject any or all proposals, to waive any irregularity or informality in a
proposal, and to accept or reject any item or combination of items, when to do so would be to the
advantage of HSU. It is also within the right of HSU to reject proposals that do not contain all
elements and information requested in this RFP. A proposal will be rejected if the proposal
contains any defect or irregularity and such defect or irregularity constitutes a material deviation
from the RFP requirements, which determination will be made by HSU on a case-by-case basis.

2.5 HSU's Right to Amend and/or Cancel the RFP

HSU reserves the right to amend this RFP prior to the end date and time. Amendments will be
made in writing. EACH CONTRACTOR IS INDIVIDUALLY RESPONSIBLE FOR REVIEWING
ADDENDA AND ANY OTHER POSTED DOCUMENTS AND MAKING ANY NECESSARY OR
APPROPRIATE CHANGES AND/OR ADDITIONS TO THE CONTRACTOR 'S RESPONSE. Finally, HSU
reserves the right to cancel this RFP at any time.

2.6 Costs for Preparing Proposals

Each proposal should be prepared simply and economically, avoiding the use of elaborate
promotional materials beyond those sufficient to provide a complete presentation. The cost for
developing the proposal and participating in the procurement process is the sole responsibility of
the Contractor. HSU will not provide reimbursement for such costs, whatsoever.

2.7 Continued Validity of Proposals

All Proposals shall state that the offer contained therein is valid for a minimum of one hundred
twenty (120) days from the date of opening. This assures that Contractor's proposal is valid for a
period of time sufficient for thorough consideration.

2.8 Submitting Questions

All questions concerning this RFP must be submitted in writing via email to the Point of Contact.
Questions other than those submitted in writing will not be accepted. Only written responses
will be binding. All Contractors must submit questions by the deadline identified in the Schedule
of Events for submitting questions.

2.9 Mandatory Site Visit

Each Respondent is required to make an on campus site visit, at their own expense, at least one
week prior to the due date (closing date), a maximum of three (3) representatives, please.
Contact Tim Jones to set up an appointment. HSU reserves the right to consider any
representative arriving late to be "not in attendance." Therefore, all Contractors are strongly
encouraged to arrive early to allow for unexpected travel contingencies.

2.10 Preparing a Response

The Contractor must ensure its response is accurate and readily understandable. The
Contractor must label its response as listed in the RFP so that HSU can easily organize and
navigate the Contractor's response.

2.11 "Hard Copy" and Electronic Copies Required

Contractor must provide the following number of copies:
Five (5) hard copies, one (1) Original (must be marked “Original”), and five (5) USB flash drives.
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Submissions should be NO more than 100 pages

In the event of a discrepancy/conflict between a hard copy and an electronic version, the electronic
version will govern.

2.12 Electronic Copies

The Contractor must use caution in creating electronic files. If HSU is unable to open an electronic
file due to a virus or because the file has become corrupted. The Contractor’s proposal may be
considered incomplete and disqualified from further consideration. The Contractor must use
commonly accepted software programs to create electronic files.

2.13 Submitting the Response

Mark the outside of shipping package as follows:

Bid # RFP 18-09

Name of Company
Point of Contact for Company, Email address and Phone Number

The Contractor's complete proposal must be received on or before the due date and time at
the following location:
Mailing address: Office of Purchasing Physical Address: Office of Purchasing
1100 Henderson Street 1098 Presidents Drive
HSU Box 7894 Womack Hall 208
Arkadelphia, AR 71999-0001 Arkadelphia, AR 71999

All proposals will be time stamped by HSU upon receipt. Proposals received after the due
date and time will not be evaluated.

Specifications and Requirements

3.1 Contractor Information

The Contractor will provide the company name, company address and the name, telephone number,
and email address of the person or persons authorized to represent the company regarding all
matters related to the proposal.

3.2 Assignment
Neither party of the contract shall assign the contract without the prior written consent of the
other, nor shall the Contractor assign the right to any proceeds from the performance of the
contract without the prior written consent of the University. In furnishing services, the Contractor
shall be acting as an independent Contractor in relation to the University. The manner in which the
services are performed shall be controlled by the Contractor; however, the nature of the services
and the results to be achieved shall be specified by HSU. The Contractor is not to be deemed an
employee or agent of the University and has no authority to make any binding commitments or
obligations on behalf of HSU except as expressly provided herein. This clause of the Contract does
not prevent the University from requiring Contractor to have its employees follow normal rules
and guidelines for work performance, discipline and safety or from requiring Contractor to perform
the requirements of this Contract satisfactorily.
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3.3 Contractor's Liability Insurance
If awarded a contract, the Contractor shall procure and maintain insurance which shall protect the
Contractor and Henderson State University (as an additional insured) from any claims for bodily
injury, property damage, or personal injury covered by the indemnification obligations set forth in the
contract throughout the duration of the contract. The Contractor shall procure and maintain the
insurance policies at the Contractor's own expense and shall furnish to HSU an insurance certificate
listing HSU as certificate holder and as an additional insured. The insurance certificate must
document that the Commercial General Liability insurance coverage purchased by the Contractor
includes contractual liability coverage applicable to this contract.

Contractor is required to maintain the following insurance coverage's during the term of

the contract: Insurance Type Coverage Limit

1. Commercial General Liability $10 Million per Occurrence or more

(HSU endorsed as additional insured)
2. Automobile Liability $1 Million per Occurrence; Combined Single
Limit (Any/All autos including owned, leased,
non-owned and hired vehicles.)
3. Workers Compensation Statutory Benefits; $1 Million Employers
Liability;
$1 Million Occupational Disease
(In compliance with applicable state law)

4. Sexual Misconduct/Abuse Liability $1 Million per Occurrence ; $5 Million in aggregate

(Can be included in Commercial General Liability
Insurance)
5. Employee Dishonesty/Crime $2 Million Blanket Bond (Include theft of property,
monies and securities of client, its
employees, students, faculty, visitors and
guests)
6. Products Liability $5 Million per Occurrence
(HSU endorsed as additional insured)
7 Environmental/Pollution Liability $5 Million per Occurrence
(HSU endorsed as additional insured)

Henderson State University shall be named as additional insured on the Commercial

General Liability, Products Liability, and Environmental/Pollution Liability Insurance.
Certificates of insurance for all of the above insurance shall be filed with the HSU prior to
the date of performance. Said certificates, in addition to proof of coverage, shall contain a
statement requiring the written notification of HSU in the event of cancellation of any of
the Contractor's required policies at least thirty days before such cancellation.

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As additional named insured and certificate holder, HSU should be included as follows and
certificates should be sent to the following address annually:
Henderson State University – Purchasing Department
1100 Henderson Street – HSU Box 7894
Arkadelphia, AR 71999-0001

3.4 Security/Confidential Information

The Contractor is required to screen all employees for on-site operations for prior criminal
records of violence, acts against women or children, perversion or similar acts that could put
members of the Henderson State University community at risk. HSU reserves the right to
screen all contractor employees appointed to on-site operations, including independent
background checks. HSU reserves the right to bar access to the campus to individuals deemed
to be a threat to the campus community. Verification of employment background checks shall
be provided to the Director of Human Resources of Henderson State University.

Contractor must complete driving record checks on all new hires that will use Contractor’s and/or
University vehicles and disclose those records to HSU. HSU may also request drug testing for
Contractor employees at its discretion. The campus is a drug free, alcohol free, and smoke free
workplace, and HSU reserves the right to request the removal of any Contractor employee from
campus, at will. The Contractor must agree to comply with the request.

Contractor shall be responsible for all keys issued to them and his/her employees. All
doors and windows shall be closed and locked upon completion of cleaning or maintenance
operations in the area. Contractor and his/her employees shall not disturb papers or
personal effects on desks, and shall not open drawers or cabinets, or use any office
equipment including but not limited to telephones, computers, radios or televisions. No
unauthorized person or persons shall accompany Contractor's personnel conducting work
under this contract.

3.5 Equal Opportunity

HSU is an equal opportunity employer. It is the policy of HSU to offer equal educational and
employment opportunities to all persons without discrimination on the basis of race, color,
religion, sex, age, sexual orientation, national origin, disability or veteran status.

3.6 Sexual Harassment

The University is committed to providing a positive environment for all students and staff.
Sexual harassment, whether intentional or not, undermines the quality of this educational
and work climate. Failure of the contractor, its employees, and/or subcontractors to comply
with the University's policy regarding sexual harassment could result in termination of this
contract without advance notice. Further information regarding this policy is available from
the Director of Human Resources of Henderson State University.

3.7 Smoking Policy

The Contractor must comply with the University's non-smoking policy. Smoking is not
permitted on campus. The Contractor shall be responsible for the implementation and
enforcement of this requirement with respect to its employees and subcontractors.

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3.8 Work Permission Requirement
The Contractor agrees and acknowledges that its employees and agents, employees, as well as
any subcontractor or subcontractors’ personnel, working on the contract must be a citizen of
the United States, or must be lawfully admitted for residence and be permitted to work in the
United States under the immigration and naturalization Act 8 U.S.C. 101, et seq.

3.9 Contract Management

Henderson State University's Vice President for Finance and Administration shall be HSU’s
authorized representative in all matters pertaining to the amendment or modification of this
contract. HSU reserves the right to appoint a designee to manage the contract for HSU. The VP
for Finance and Administration or designee shall have free access to the materials and the work
performed at all times for measuring and inspecting the work. The Contractor is to afford the
VP or designee all necessary access and assistance for so doing, including all files.
All supervision of the Contractor's or Physical Plant HSU employees, including employees of any
subcontractor shall be done by the Contractor. Employees are subject to the Contractor's policies
as well as the policies of the University.

3.10 Contractor’s Uniforms and Identification

The Contractor shall require its employees to wear distinctive uniform clothing and shall
assure that every employee is in uniform no later than ten working days from the date an
employee first enters on campus. Employees shall wear appropriate, seasonal uniforms. The
uniform shall have the Contractor's name, easily identifiable, affixed thereupon in a
permanent manner. The color or color combination of the Contractor's uniforms worn on
campus must be approved, in advance, by the Administrator. Unless the performance of a
particular task requires otherwise, the Contractor's employees shall be required to maintain
an appearance that is neat and clean, and reflects favorably upon both the Contractor and
Henderson State University.

The Contractor will ensure that its employees wear proper and neat-appearing footwear
while working on the University’s premises. Cost consideration will be taken into account for
safety requirements of clothing worn by employees. All Contractor/subcontractor employees
working under this Contract shall be identified by a distinctive nameplate, emblem, or patch
attached in a prominent place on an outer garment. All Contractor employees will wear
identification badges approved by the Administrator. Cost of Contractor's employee badges
will be borne by the Contractor.

3.11 Contractor Energy Conservation

Contractor shall participate in the energy conservation activities of the University:
1. Train personnel to conserve energy by turning off unneeded equipment and lights.
2. Allow only authorized personnel to adjust the controls for heating, ventilation and
air conditioning systems and report evidence of tampering with these systems to the
Administrator or designee. Allow adjustment to controls for heating, ventilation and
air conditioning systems in accordance with the university’s energy savings contract.
3. Instruct Contractor employees in utilities conservation practices, and require them to
operate under conditions, which preclude waste of the University’s furnished utilities. The
Contractor's instructions and programs shall include, but not be limited to, the following: a.
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 using lights in areas only where work is actually being performed. b. Turning off water
faucets, valves and equipment after required usage has been accomplished.

3.12 Proposal Requirements

This section contains the detailed requirements and related services for Facilities Management.

HSU has determined that it is best to define its own needs, desired operating objectives, and
desired operating environment as expressed in the following pages. HSU will not tailor these
needs to fit a particular solution Contractors may have available; rather, the Contractors shall
propose to meet HSU’s' needs as defined in this RFP. All claims shall be subject to demonstration.
Contractors are cautioned that conditional proposals, based upon assumptions, may be deemed
non-responsive.

Tab 1: Executive Summary

How does Contractor proposal plan to provide, satisfy, and exceed the RFP requirements?
How does Contractor best align with the mission and vision of Henderson State
University? The Summary should outline the programs, service commitments, proposed
staffing levels and a description of the resources and investment the Contractor will make
to ensure successful operation of the program.

Tab 2: Company Overview and References

A brief history of your company's presence in the services included in proposal, especially as
it relates to the higher education market, including revenue level, number of current
accounts, years in business, number and make up of staff.

Evidence that your company has a minimum of three (3) years of successful business
experience performing comparable services to those under this RFP. Provide a list of your
company's current educational clients. For those clients in the state of Arkansas, include the
following information:
• Name and address of the organization
• Name and title of client contact
• Telephone number of client contact
• Date that service began

Former clients: Provide a list of companies where your company's services have been
terminated (either by your company or by the client) within the past three (3) years. For
those companies in the state of Arkansas, include the following information:
• Name and address of the organization
• Name and title of client contact
• Telephone number of client contact
• Date and reason for termination

Copies of your company's audited financial statements, including balance sheet, income
statement and statement of cash flows, for the past two (2) fiscal years.

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Tab 3: Staff & Program
Implementation Staff-
Provide a Personnel Plan that includes the following:
• A complete program operating plan that includes an organizational chart and
supporting information that illustrates the proposed staffing plan for each operation
on a daily, weekly, and monthly basis for all type of positions included in the proposal
(maintenance, custodial, grounds and management). HSU requests data on specific
staffing levels (contractor provided), assigned disciplines, employee qualifications for
the positions, full-time/part-time status, process for staffing and adjustments, etc.
• The organizational chart should also include the District and Corporate levels for your
company. Note the physical office location of the first level of external management
responsible for this proposed operation and a schedule for on-site inspections/visits.
• Summary of the fringe benefits program proposed for employees under the
Contractor.
• Basic employee policies and procedures to include methods for hiring, promotion,
evaluation, termination and other personnel policies;
• Explanation of your company's capacity for hiring and developing personnel at the
management level;
• Discussion of any program services to be sub-contracted;
• Discussion of how proposed staffing adjustments by the Contractor will be
communicated and mutually agreed upon;
• Discussion of any circumstances that would lead to additional billing for staffing from
the Contractor.

Resumes for the proposed site manager(s) and key management staff for this account.
Include any assistant managers with responsibility for operations and any other managerial
level positions along with resumes. Resumes should include education, experience,
background, specific professional accomplishments and any special qualifications.

Description of proposed methods for assuring that your company's employees maintain
satisfactory performance levels. Include any incentives or reward programs used to motivate
employees.

Program Implementation Plan-

Provide a plan for implementation of the proposed program with a timeline and information
that will assure a smooth, professional and organized transition. Please include what
circumstances will lead to additional billing for program services from the Contractor.

Tab 4: Financial

Include a financial outline that provides the University with a detailed description of
charges to HSU and other specific costs/charges to be included in the program plan. An
annual physical plant operating budget projection for HSU should be included. This budget
projection should include a cost allocation between HSU and Contractor.

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 Provide a list of equipment required to perform the services and identify who shall be
responsible for securing and maintaining the equipment. Other information to include
should address the following topics:
• List any preferred equipment suppliers
• Plan for adding additional equipment when needed and to replace any equipment not
working properly
• Plan for determining ownership of replacement equipment

HSU is interested in balancing efficiency with quality work/study/living environments by

controlling the total cost for physical plant operations including maintenance, grounds and
custodial services while maintaining and ultimately improving the quality of the services
and plant. The Contractor's response should indicate how its program and management
assistance with budget projections, controlling costs and evaluating results can assist in
achieving this objective.

Contractor will be responsible for absorbing any remaining financial commitments in

HSU’s current facilities management contract.

Contractor should detail any specific investment in the university physical plan that would
be included in the proposed facilities management contract.

Tab 5: Program Operations & Systems

Include a discussion of the Contractor's program features including a description of the

Contractor's computerized management systems, operating procedures, quality control
systems and communication tools. Specifically, please include information related to:
• Maintenance Methods - Indicate if the Contractor will develop its own method used
in providing maintenance services. If so, explain how the methods will be developed
(combination of materials, equipment, frequency, operator training, etc.) and how
they are coordinated with maintenance recommendations provide by the
manufacturer of major campus equipment.
• Preventative Maintenance - HSU seeks a computerized Preventative Maintenance
program that will cover all aspects of campus facilities. This program should produce
reports, help extend the life of the equipment, track costs, parts and labor, incorporate
all new facilities and equipment and meet manufacturer specifications on said
equipment.
• Work Orders - The Contractor's computerized programs should include a well-
defined, yet simple work order system. This would include a database for tracking
labor and material costs for specific tasks. Some information to include would address
the ease of use by campus personnel; who supplies the hardware for the system; who
is responsible for on-going upgrades and replacements, etc. Indicate how work orders
will be prioritized and how the timeliness of completion will be monitored. The work
order system must include functionality for communicating with faculty, staff and
students for submission and monitoring of work orders.
• Professional Resources - HSU seeks assistance in planning facility upgrades and

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 repairs and in locating replacement parts for outdated or non-compliant equipment
and facilities. Some additional information to include would address what general
resources the Contractor would make available concerning these issues, on
recommending new equipment and renovation/constructions to meet regulations.
• Roads and Grounds - Provide information as to programs and capabilities in
management of this campus component.
• Systems Support - Please provide specific resources the Contractor would make
available to respond to issues related to the following areas:
1) Alarms and Monitoring
2) Building Monitoring Systems
3) Communication Systems and radios for plant operations
4) Fire, Safety and Security
5) Environmental Health and Safety
6) APPA Standards
7) Selection of Specialized Equipment (Utility Vehicles, Bucket Trucks or High
Lift Devices, Lawn Mowers, etc.)
• Custodial Methods - Indicate if the Contractor will develop its own method used in
providing custodial services. If so, explain how the methods will be developed
(combination of materials, equipment, frequency, operator training, etc.) and how
they are coordinated with the cleaning and maintenance recommendations provide
by the manufacturer of materials, e.g. floor, wall, ceiling materials and finishes.
• Standards and Inspection - Provide the Contractor's internal quality assurance
program, including samples of any inspection/quality audit forms used as part of any
district/regional/corporate visitations. Describe follow up procedures for customer
complaints including what will be done to assure that the same problems are not
repeated. Indicate a plan for ongoing as well as periodic customer service monitoring.
• Procurement of Disposables - Provide the Contractor's plan or expectations of HSU
for the procurement of disposables (i.e. toilet paper, garbage bags).

Tab 6: Training Programs

Provide a description of training and recognition/incentive/motivation programs for

management and hourly associates (contractor provided and/or college staff). The
objective is to improve efficiency while simultaneously reducing expenses and improving
quality of services.

Responses should succinctly outline the training resources available to and used by the
Contractor along with a description of the scope of training material available. Include how
training is administered and how many training hours (per year) are allotted for continuing
employees. Indicate if training materials, awards, etc. are budgeted as a specific expense.

Tab 7: Accountability and Performance Monitoring

The Contractor must demonstrate a commitment to continuous improvement in the

quality of delivered services. Provide a description of performance measures that will be
identified to continually monitor performance in all service areas against expectations.
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3.13 Access to Records
The books, records, documents and accounting procedures and practices of the Contractor
relevant to this contract shall be subject to examination by HSU and /or Agency of the State of
Arkansas.

3.14 Permits and Licenses

The successful Contractor shall have, maintain and post (as required) valid and appropriate
permits and licenses for complying with City and State regulations , meet all codes, pay promptly
all charges and fees and give all notices necessary and incidental to the due and lawful operation
at HSU.

3.15 Proposal Evaluation, Negotiations, and Award

The objective of the evaluation process is to identify the proposal which represents the best
value to HSU based on a combination of technical and cost factors. Based on the results of the
initial evaluation, HSU may or may not elect to negotiate technical and/or cost factors as further
described in the RFP. Once the evaluation process has been completed (and any negotiations
HSU desires to conduct have occurred), the apparent successful Contractor(s) will be required to
enter into discussions with HSU to resolve any exceptions to HSU’s contract.

3.16 Negotiations of Proposals and/or Cost Factors

HSU possesses discretionary authority to conduct negotiations as it deems appropriate. The
objective of negotiations is to obtain the Contractor's best terms. Negotiations are at HSU’s
discretion; therefore Contractor should submit its best response and NOT assume Contractor will
be granted an opportunity to negotiate.

3.17 Selection and Award

The Contractor with whom HSU is able to reach agreement as to contract terms will be selected for
award.

3.18 Site Visits and Oral Presentations (Optional)

HSU reserves the right to conduct site visits or to invite Contractors to present their proposal to
the Evaluation Team.

Physical Plant Service Requirements

4.1 Management Organization

The Contractor will provide an experienced Facilities Management Director who reports directly
to Vice President for Finance and Administration. In addition, the Contractor will provide a
Supervisor for each major function; Maintenance, Custodial Services, and Landscaping and
Groundskeeping. For individual divisional contracts, the Contractor will provide a Director for
the specific division to report to the Facilities Management Director.

4.2 Normal Hours and Emergencies

Maintenance and custodial services are required to be on-call 24 hours per day seven days per
week. A Work Control Center will be required to be staffed Monday-Friday 8:00 am 5 :00 pm.
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Currently, most physical plant staff for all divisions work 7:00 AM to 3:00 PM or 8:00 AM to 5:00
PM Monday- Friday. Custodial Staff typically work 5:30AM to 2:30PM. There will be some
degree of flexibility.

A university campus is active 24 hours/day and 7 days/week during regular academic terms. It
is expected that the Contractor will provide essential support for evening and weekend activities
in addition to the typical work schedules outlined in this section.

During emergencies, or under emergency conditions, the Contractor may be directed to perform
services other than those scheduled within the building or area being serviced. The Contractor
must respond immediately to all emergency service calls. Emergency work may be required
after normal working hours, weekends, holidays, etc.

The Contractor is responsible for water vacuuming in the event of a water line break or other
water problems. The Contractor will be required to reassign people from other duties as required
to handle water vacuuming (wet vac) work and the placement of dehumidifiers.

4.3 Subcontractors
It is assumed that "specialty” outside subcontractors will be required in limited circumstances.
Contractor must provide oversight and management. Contractor will request proposals for
services and provide HSU with a minimum of three proposals for any contract that shall exceed
$2,500. HSU will pay and establish contracts directly with the subcontractor for these services.
Currently , qualified subcontractors are used to provide the following services : elevator
maintenance and repair, elevator inspections , interior and exterior pest and rodent control,
termite treatment , alarm tests and inspections, fire extinguisher and fire suppression
maintenance, chiller and cooling tower maintenance, alarm monitoring, waste hauling, and grease
trap maintenance.

4.4 Major vs. Minor Repairs

"Major Repairs" and "Major Projects" will be defined as any repair or project that exceeds a cost
of $5,000.00. Therefore any "Minor Repair" or "Minor Project" would be any repair or project
with a cost under $5,000.00. The Contractor's staff will be expected to perform any minor
repairs and assist in any major repairs that are within the Contractor’s scope of work. All major
repairs and projects will require approval from HSU before the work is initiated.

4.5 Building Drawings

The Contractor is responsible for managing and maintaining the drawings of the various buildings
on campus existing at the time of contract as well as any rendered during the contractual term.

4.6 Facilities Audit

A Facilities Audit will be performed and submitted to HSU at commencement of the contract and
every three (3) years. The initial audit will be due within six months of contract start date.
Sufficient detail is required to develop a comprehensive maintenance and capital plan and budget.
This audit should include specifications and ages of facilities and equipment maintained. It should
also include a listing of any deferred maintenance.
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4.7 Set Up/Moving Services
Contractor will be responsible for event set ups and furniture moving. This includes coordinating
and meeting with Event Scheduling and other appropriate HSU staff and faculty. There are
approximately 600 setups on campus throughout the year and very few off campus
moves/setups. Examples are: Alumni Weekend, Parents Weekend, Homecoming Weekend,
commencement ceremonies, etc. Additionally, there are set ups and furniture moving from offices
and classrooms to the storage areas.

4.8 Supplies
Contractor must supply all cleaning supplies and equipment. Contractor must supply all custodial
equipment to include but not limited to vacuums, floor machines, mops, buckets, ringer, etc.
Contractor will replace or repair equipment as necessary.

Contractor must supply all tools and equipment for building and operations maintenance, and
landscaping maintenance that may be necessary to complete contracted services. Contractor will
replace or repair equipment as necessary.

Maintenance Service Requirements

5.1 Maintenances Services

The following Maintenance Services are required: Project Management, Exterior Building
Maintenance and Repair, Interior Building Maintenance and Repair, Equipment & Systems
Operation, Heating and Air Conditioning, Food Service and Kitchen Equipment Repair, Plumbing,
Electrical Systems, Preventive Maintenance and Miscellaneous Services.

5.2 Buildings Serviced

All university facilities will be included in the contract. These include the main campus, community
education center, Simonson Field Station, and Landmark Building.

5.3 Project Management

Contractor will provide appropriate staff to manage contracts for the entire Plant Operation and
Maintenance function.

5.4 Exterior Building Inspection, Maintenance and Repair

Contractor must conduct visual inspections of all building exterior areas, and provide a written
report annually. Inspections shall include, but are not limited to the building structures, exterior
lighting, interior of below grade space for evidence of water penetration, roofing, flashing, edge
strips, drains, gutters, awnings, balconies and roofs. The Contractor is responsible for minor
repairs and for reporting areas needing major repairs.

5.5 Interior Building Inspection, Maintenance and Repair

Contractor must also conduct visual inspections of all building interiors. Interior building
maintenance and repairs must be carried out based on a combination of activities which include
the formal inspections, preventive maintenance actions and demand repair work as well as
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routine inspections. These inspections and maintenance shall include, but is not limited to tile,
vinyl flooring, carpet, plaster and gypsum wallboard, acoustical ceiling tile, signage, doors, trim,
windows, window coverings, lighting, fixtures, hardware, wallpaper and paint.

5.6 Equipment & Systems Operation

Contractor must operate all building systems. In addition, Contractor must inspect and record the
conditions of all systems and components that have local alarms, indicators, and gauges.
Contractor shall take the necessary actions to maintain their normal condition or necessary
corrective actions to return them to normal condition or to reverse a trend toward an abnormal
condition. All actions shall be in accordance with recommendations of each system manufacturer.

5.7 Heating and Air Conditioning

Contractor shall be responsible for the operation, minor repair, and preventive maintenance for
all the heating and cooling systems, subsystems, and components. All heating and cooling
equipment shall be operated in accordance with State, local and Federal laws, regulations, and
permits.

Contractor will provide qualified HVAC Technician(s), with experience in heating, heat transfer,
refrigeration theory, water treatment and purification systems. Contractor personnel will remain
current with technological improvements and advances in engineering and design of high and
low temperature hot water heating systems, water cooling systems, and water treatment
systems.

Contractor personnel shall be thoroughly knowledgeable of all new EPA regulations regarding
reclaiming refrigerant from air conditioning, refrigeration and freezer systems. Contractor
personnel shall provide all minor and routine repair services such as replacing pumps, belts, wall
units, thermostats, etc.

As a part of ongoing construction and renovation activities, warranties are provided to HSU on
numerous systems and components of the campus. Contractor's maintenance services shall be
coordinated with such warranties and/or other maintenance agreements. In addition, Contractor
shall initiate requests for warranty and/or service agreement work.

A preventive maintenance program shall be prepared and scheduled maintenance activities shall
be conducted according to manufacturer's instructions. Examples of scheduled maintenance
includes, but is not limited to such functions as inspecting and cleaning or changing fan coil units,
filters, condensers, pressure relief valves, steam traps, pumps, belts and strainers.

5.8 Food Service and Kitchen Equipment

HSU outsources its Dining Services, and the current Contractor is Sodexo Operations, LLC. The
Facility Contractor will interface with the Food Service Contractor and is responsible for all
structural repairs to, and maintenance of, the building and fixed equipment (including attached
lighting fixtures, air conditioning, and ventilation equipment) required for Dining Services. Major
repair and/or replacement of certain food service equipment will be provided by HSU or Sodexo
Operations, LLC. All lubrication of food service and kitchen equipment shall be in accordance
with manufacturer guidelines and USDA requirements. Inspections of food service equipment

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shall include checking for proper operations and correct temperature and performing minor
adjustments and maintenance procedures shall be performed according to manufacturer’s
recommendations. It is Sodexo Operations, LLC’s responsibility to operate the equipment
properly, to maintain it in good working order, and to notify Physical Plant Services of necessary
repairs.

5.9 Vehicle Fleet

Contractor shall provide necessary transportation to carry out all contracted services. This will
include but is not limited to trucks, vans, golf carts, utility carts and trailers. It will be the sole
responsibility of the contractor to insure, maintain and fuel all vehicles. Contractor will also be
required to assist in the management and maintenance of HSU vehicles. This is to include, but is
not limited to transporting vehicles for service and repairs, fueling vehicles, maintaining service
logs and vehicle usage scheduling.

5.10 Plumbing
Contractor shall provide for plumbing maintenance and repair activities. Major repairs or system
renovations will be contracted for by HSU. Contractor shall generally be responsible for
unclogging drains or toilets and repairing or replacing certain fixtures or valves.

5.11 Fire Protection Systems

Maintenance on the fire protection systems (sprinklers) shall consist of monthly inspections
conducted by Contractor personnel. Annual inspections are conducted by an outside contractor
coordinated by the Contractor. Inspections will be performed on the condition of all components
for corrosion and rust by an outside contractor. Major system inspections shall be performed by
a certified fire protection systems contractor contracted for by HSU.

5.12 Fountain and swimming pools

Contractor shall provide routine and minor maintenance for the outside fountain (located at main
entrance to campus). The fountain will be kept clean and free of algae and debris. Major repairs or
renovations shall be contracted for by HSU.

Contractor shall provide routine and minor maintenance for swimming pools located on campus
(Wells Center, Ridge Point Apartments, and Reddie Villas). Swimming pools will be kept clean and
free of algae and debris. Major repairs or renovations shall be contracted for by HSU.

5.13 Electrical Systems

Contractor shall be responsible for operation, maintenance and repair of the power and wiring
systems and components that are utilized. Regularly scheduled maintenance functions shall
include checking transformers, panels, breakers, switch gear, bypass circuits and wires.
Contractor shall work with local utility to ensure proper power supply, distribution, energy
conservation and billing. The Contractor is responsible for implementing the Energy Management
Plan, to be prepared by HSU.

5.14 Painting
Contractor will provide painting as required for routine touch up or painting projects
throughout the year. A maintenance schedule shall be kept to ensure high traffic areas such as
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entrances, lobbies, doors and corridors are properly maintained in a timely manner.

5.15 Preventive Maintenance

Contractor is responsible for preparing and maintaining the complete and detailed preventive
maintenance schedule for all components maintained by Contractor. Contractor's preventive
maintenance program will minimize equipment or system breakdown or failure. If a
manufacturer's written preventive maintenance instructions and schedule does not exist,
Contractor must develop a preventive maintenance instruction and schedule.

5.16 Warehouse Management

The Contractor will provide the management of the storage areas including inventory control and
organization.

5.17 Miscellaneous Services

The following miscellaneous services are required:
 Provide coverage for special events at nights and on weekends by request.
 Schedule and supervise annual elevator maintenance.
 Maintenance of all local codes including NFPA 25 and OSHA reporting/recording
guidelines.
 Project Management assistance on renovation and new construction
projects, as requested by HSU.
 Coordination of campus recycling program.
 Coordination and oversight of campus solid waste management, including
dumpster placement and management during student move in and out.
 Hazard Communication program covering chemicals handled by Facilities
Management personnel.
 Miscellaneous moving of equipment and/or furniture.
 Residence hall inspections, at check in and check out for Fall, Spring and Summer
terms.
 Management of monthly utilities billing including electric, water and gas.
Contractor will track usages and budgets, and report monthly billings to the
Accounts Payable department.

Custodial Service Requirements

6.1 Custodial Services

The following Custodial Services are required: Project Management, Residence Halls, Academic and
General Purpose Buildings, and Miscellaneous Services

6.2 Buildings Serviced

All university facilities will be included in the contract. These include the main campus, community
education center, Simonson Field Station, and Landmark Building.

Exterior cleaning of all buildings must be included. All outdoor areas must be free of debris.

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 6.3 Residence Halls
Contractor must clean the following areas in the residence halls:

Contractor must schedule custodial services during the day time and will provide coverage during
regular working hours of the client. Contractor uses a team cleaning approach where possible.
Areas where team cleaning is not advised will be cleaned by individual team members.

Entrance ways, lobbies, lounges, corridors, stairwells, laundry rooms and kitchens will be cleaned
daily. Contractor must empty, clean and damp wipe all receptacles with a disinfectant cleaner and
remove waste paper and rubbish from the premises. Contractor must vacuum rugs and carpet.
Contractor must dust mop and spot damp mop hard surface floors. Miscellaneous duties include,
but are not limited to: cleaning furniture, fixtures, spot cleaning carpet, rugs, walls, doors, entrance
glass and partitions, and removing tape from doors, windows, and walls. In kitchen areas,
countertops will be cleaned as well as microwave ovens and stove tops. Ovens will be cleaned over
summer break and as needed through the school year.

Contractor must clean public or community rest rooms and shower rooms daily. Contractor must
mop floors with a disinfectant cleaner. Clean and polish all mirrors, fixtures, and enameled
surfaces. Contractor must disinfect all basins, urinals, and bowls using non-abrasive cleaner.
Contractor must empty and sanitize all receptacles and damp wipe them with a disinfectant
cleaner and remove waste paper and rubbish from the premises. Miscellaneous duties include, but
are not limited to: washing all partitions, tile walls, to include grout and outside surfaces of all
dispensers and receptacles with a disinfectant cleaner. Contractor must restock toilet tissue, hand
soap, and towel dispensers. Contractor must scrub and disinfect all shower walls floors, to include
grout, doors and curtains to remove soap scum and mildew.

Public rest rooms will be checked and cleaned as required on Saturday and trash will be removed.

Resident Rooms
Contractor must clean resident rooms after move outs and/or before weekly camps from May through
August, other summer resident events, and before check in. Cleaning will consist of removing trash and
litter, cleaning furniture, fixtures, walls, windows and cleaning carpet or stripping and refinishing hard
surface floors. Contractor must arrange furniture in rooms where needed.

There are several events that require multiple cleanings in the summer. Contractor will clean resident
rooms after conferences and camps. Cleaning will consist of removing trash and litter, spot clean
furniture, fixtures, walls, windows, carpet and tile.

Prior to opening of residence halls (in August) there will be a building inspection with the
Contractor manager and each resident director one week after the conference season followed by
a "white glove" crew who will be assigned to each resident director by Contractor to fulfill final
custodial/maintenance needs prior to opening of the residence halls.

Private bathrooms should be cleaned during Christmas and Spring Breaks, after move outs
and/or before weekly camps from May through August, other summer resident events, and
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before check in. Anytime an occupied, private room is entered throughout the school year
(including Christmas and Spring Break), more than one custodian should be present. In private
bathrooms, the contractor must mop floors with a disinfectant cleaner.

Clean and polish all mirrors, fixtures, and enameled surfaces. Contractor must disinfect all basins,
urinals, and bowls using non-abrasive cleaner. Contractor must empty and sanitize all receptacles
and damp wipe them with a disinfectant cleaner and remove waste paper and rubbish from the
premises. Miscellaneous duties include, but are not limited to: washing all partitions, tile walls, to
include grout and outside surfaces of all dispensers and receptacles with a disinfectant cleaner.
Contractor must scrub and disinfect all shower walls floors, to include grout, doors and curtains to
remove soap scum and mildew.

In the common area spaces cleaning will consist of removing trash and litter, cleaning furniture,
fixtures, walls, windows and vacuuming and cleaning carpet or sweeping and mopping hard
surface floors.

Project Work
Contractor must shampoo carpets and strip, scrub, and refinish hard surface floors on a
scheduled basis. Contractor must polish all hard surface floors commensurate with daily traffic to
maintain a good appearance at all times. Miscellaneous project duties include, but are not limited
to: washing exterior windows that are easily reachable by Contractor's on-site personnel and
pressure washing walkways and balconies. Contractor must clean ovens in kitchen areas on a
semi-annual basis.

Trash should be removed once over the weekend from Residence Hall receptacles.

Contractor will extract carpet in medium to high traffic areas as required to maintain a neat and
clean appearance a minimum of four times per year.

Contractor will work with Residence Life to replace mattresses on a cyclical

maintenance program. Contractor will arrange each room according to plan.

Contractor will clean and extract upholstered furniture according to manufacturer requirements
a minimum of twice per year.

6.4 Academic and General Purpose Building Services

Contractor must clean these facilities as to not disturb office or academic personnel. Certain
buildings should be cleaned prior to 8:00 AM. Contractor must clean the following areas in the
academic and general purpose buildings:

Public Areas (Daily Five (5) Days Per Week)

Entrance ways, lobbies, lounges, corridors and stairwells will be cleaned daily. Contractor will
empty; clean and damp wipe all receptacles with disinfectant cleaner and remove waste paper
and rubbish from the premises.
Contractor will vacuum rugs and carpet. Contractor will dust mop and spot damp mop hard
surface floors. Miscellaneous duties include, but are not limited to: dusting and vacuuming

25
furniture and fixtures, spot cleaning carpet, rugs, walls, doors, entrance glass and partitions
removing tape from doors, windows, and walls.

Rest Rooms (Daily Five (5) Days Per Week)

Contractor must mop and scrub floors with a disinfectant cleaner. Contractor will clean and polish
all mirrors, fixtures, and enameled surfaces. Contractor will disinfect all basins, urinals, and bowls
using a non-abrasive cleaner. Contractor will empty and sanitize all receptacles, damp wipe them
with a disinfectant cleaner and remove waste paper and rubbish from the premises. Miscellaneous
duties include, but are not limited: to washing all partitions, tile walls, and outside surfaces of all
dispensers and receptacles with a disinfectant cleaner. Contractor will restock toilet tissue, hand
soap and towel dispensers.

Office Areas (Daily Five (5) Days Per Week)

Contractor will empty, clean and damp wipe all waste receptacles with a disinfectant cleaner and
remove waste paper and rubbish from the premises. Contractor will vacuum rugs and carpet.
Contractor will dust mop and spot damp mop hard surface floors. Contractor will clean all water
coolers. Miscellaneous duties include, but are not limited to: dusting furniture to include desks,
credenzas, lamps and mini blinds; fixtures, window sills, spot clean carpet, rugs, walls, doors,
entrance glass and partitions.

Classrooms (Daily Five (5) Days Per Week)

Contractor will empty; clean and damp wipe all waste receptacles with a disinfectant cleaner and
remove waste paper and rubbish from the premises. Contractor will clean and erase all chalk
boards, white boards and chalk trays. Contractor will vacuum all carpet, and dust mop and spot
damp mop all hard surface floors. Straighten furniture in an orderly fashion according to plan.
Miscellaneous duties include, but are not limited to: dusting furniture to include desks and mini
blinds; fixtures, window sills, spot clean carpet, rugs, walls, door entrances, glass and partitions.
Classrooms scheduled to be used by evening programs will be spot cleaned prior to 5:45 PM,
Monday-Friday.

Laboratories (Daily Five (5) Days Per Week)

Contractor will empty; clean and damp wipe all waste receptacles with a disinfectant cleaner and
remove waste paper and rubbish from premises. Contractor will dust mop and spot damp mop all
hard surface floors in the lab areas. Contractor will clean and erase all chalk boards and chalk
trays. Miscellaneous duties include, but are not limited to: dusting furniture, fixtures, window
sills, spot cleaning carpet, rugs, walls, door entrances, glass and partitions. Classrooms scheduled
to be used by evening programs will be spot cleaned prior to 5:45 PM, Monday­ Friday.

Dining Areas
The Food Service Contractor is responsible for the routine cleaning of its food service areas.
Contractor is responsible for routine cleaning of floors in dining areas. Contractor representatives
will assist and provide guidance to the Food Service Contractor either when asked or when
requested by HSU.

Project Work
Contractor will shampoo carpets and strip, scrub, and refinish hard surface floors on a scheduled
26
basis. Contractor will polish all hard surface floors commensurate with daily traffic to maintain a
good appearance at all times.

Miscellaneous project duties include, but are not limited to: dusting bookshelves in the library
(library personnel must remove books), washing exterior windows (a minimum of twice
annually) and pressure washing walkways and balconies.

Note: Special weekend cleaning services may be required for Saturday classes, athletic and
special weekend events, when adequate notice will be given. Trash removal should occur once
over each weekend.

Grounds Maintenance Requirements

7.1 Grounds Services

HSU includes approximately 150 acres requiring mowing and intensive care. A detailed review of
the areas to be maintained will be conducted during the campus visit by the proposing
contractors. Routine services will consist of the following:

Mowing
The season will dictate the frequency of mowing. Contractor will maintain grass at appropriate
heights. Included in this task shall be the maintenance of mowing equipment to assure clean and
even cutting, prevention of rutting of turf by equipment , avoidance of scalping and the avoidance
of damage to trees and shrubs . If clippings are present on paved areas after mowing, paved areas
shall be swept or blown.

Trimming
Contractor will trim grass on lawns at the heights and on the frequencies of mowing.

Edging
Contractor will edge turf along sidewalks, driveways, and curbs on the same frequencies of
mowing. Properly edged turf shall not extend over curbs, sidewalks and driveways.

Fertilization
Fertilization and pest control, including fire ants, will be the responsibility of the Contractor.
Fertilization is to be done on an as needed basis to keep turf and other landscaping plants healthy.

Athletic Fields
The Athletic Fields should be properly maintained according to appropriate guidelines.

Weed Control
Contractor will keep grounds free of weeds by cultural control or timely application of
appropriate herbicides, to control grass and weeds on walks, drives and parking lots.

Tree, Shrub and Ground Cover Maintenance

All beds and planters containing exposed soil shall be cultivated and mulched. Contractor will
keep planting beds and tree rings free of weeds by manual removal or by the timely application

27
of herbicides. Contractor shall maintain hedges at an appropriate height and shall hand prune
when necessary to facilitate new growth.
Contractor will regularly prune trees and shrubs as required. Work will be accomplished by
persons who have been trained by a Contractor Landscaping Technician.

Mulch
All beds shall be mulched at least once annually or as necessary in order to maintain a fresh,
clean bed presentation. Mulch will be provided by Contractor.

Gardens and Plantings

The Contractor will maintain the established gardens/landscaping and follow guidelines
established in Master Plan. All major landscaping services and all major grounds projects are
Contractor managed. The Contractor will provide and plant perennials, annuals, and bushes. Tree
removal will be done within the capabilities of Contractor's on-site staff.

Parking Lot Maintenance

Contractor will oversee surface parking lot maintenance, which is to include, regular
maintenance walk-throughs, replacement of lights, re-striping, spot pressure washing, the
management of monthly sweeping (which may be provided in-house or out-sourced if approved
by HSU), and the management of annual complete pressure washing.

Pavements
Contractor will inspect all paved surfaces regularly and patch or repair as required. Major repair
or renovation projects will be approved in advance by HSU. All paved areas will be kept clean.

Trash Removal
The Contractor will be responsible for all cost associated with trash removal and recycling. Trash
removal services are Contractor managed. Contractor personnel will be responsible for transporting
trash to dumpsters and recycled trash to the appropriate collection site on and off campus.

Leaf Removal
Contractor will remove leaves from beds, roof tops & gutters and drains as
needed.

Irrigation System
Monthly irrigation maintenance and repair will be Contractor managed. Contractor will make all
repairs needed to lawn irrigation.

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University Responsibilities

8.1 Henderson State University Responsibilities

• HSU shall furnish adequate outside refuse containers and service for removal of
refuse.
• HSU shall provide an office and adequate storage space.
• HSU will provide necessary telephone extensions and local telephone service to the
Contractor.
• HSU will be responsible for its utility systems, their maintenance and cost,
exclusive of cost resulting from Contractor negligence.
• HSU will provide reasonable security to protect any and all Contractor equipment
and supplies against damage, theft or vandalism. It will be understood between
both parties that the University will be held blameless and without liability for any
loss or damage to or act(s) of vandalism against any equipment on property of HSU
regardless of the cause of such loss, damage or act(s) and for any suit for product
liability.
• HSU will be responsible for the repairs and maintenance of furnishings and large
equipment that is owned by HSU.
• HSU will be responsible for the removal of trash from the campus collection
points (from dumpsters and roll off containers).
• HSU will be responsible for the cost of re-keying and replacing lock cylinders if
HSU chooses to change its locks campus-wide.

General Terms and Conditions

9.1 Legal Considerations
Any contract resulting from the award of this RFP shall be construed according to the laws
of the State of Arkansas. Any legal proceedings against the University regarding this
request for proposal or any resultant contract shall be brought in the Arkansas State Claims
Commission. Any legal proceedings against vendor shall be brought in the State of
Arkansas administrative or judicial forums. Venue will be Clark County, Arkansas.

9.2 Public Disclosure

Failure to make any disclosure required by Governor’s Executive Order 98-04, or any
violation of any rule, regulation, or policy adopted pursuant to that Order, shall be a
material breach of the terms of this contract. Any vendor, whether an individual or entity,
who fails to make the required disclosure or who violates any rule, regulation, or policy
shall be subject to all legal remedies available to the agency.

9.3 Ethical Standards Law

As an agency of the State of Arkansas, the University is bound by and will comply and
require compliance with the “Ethics in Public Contracting Laws” found in Arkansas Code
Annotated (ACA), Section § 19-11-701 et seq. Definitions of terms used in this law can be
found in Section §19-11-701 of the ACA. Any violation of these ethics laws can result in the
cancellation of any contract with the University.

29
9.4 Term of the Contract
The contract period begins approximately July 1, 2018 with a maximum term of seven (7)
years or June 30, 2025. By mutual agreement, the University and the vendor may elect to
extend the contract for the full maximum of seven years, in one or two-year increments or
any portion thereof, but not less than monthly increments, at the contract compensation
rate for those renewal periods. In no case will the Contract be extended to a period greater
than seven years from the day the contract is signed by the University. The University shall
notify the vendor at least sixty (60) days prior to the end of each annual contract period or
extension thereof if the University intends to renew the contract. If notification is not
made, the contract will terminate at the end of the contract period or current extension
thereof.

In the event that the anticipated term of this contract extends beyond the current biennial
period, the contract will be terminable on the part of the University without cause at the end
of the current biennial period. However, the university may agree to continue the contract
but in no case will any renewal, automatic or otherwise, cause the contract to continue
beyond a biennial period for which the contract is renewed.
Any services or products on contract accepted by the state must be paid for but does not
obligate the university to continue the contract beyond the end of a biennial period.

9.5 Termination of Contract

The contract resulting from this request for proposal shall be subject to the following
termination provisions. The University may terminate the contract:

A. For default

B. For convenience

C. For unavailability of funds

9.5.1 Termination for Default

The University may terminate this contract, when the University determines that the
vendor or any subcontractor has failed to satisfactorily perform its contractual duties and
responsibilities and is unable to cure such failure within a reasonable period of time
specified by the University, taking into consideration the gravity and nature of the
default. Such termination shall be referred to herein as “Termination for Default”.
In the event of Termination for Default, the University may procure, upon such terms and
in such manner as the University may deem appropriate, supplies or services similar to
those terminated, and the vendor shall be liable to the University for any excess costs for
such similar supplies or services. In addition, the vendor shall be liable to the University
for administrative costs incurred by the University in procuring such similar supplies or
services.
In the event of Termination for Default, the Vendor shall be paid for those deliverables,
which have been delivered to the University. Payments for completed deliverables
delivered to and approved by the University shall be at the contract price. Payment for
partially completed deliverables delivered to and not yet approved by the University shall
be an amount determined by the University.
The rights and remedies of the University provided in this clause shall not be exclusive and
are in addition to any other rights and remedies provided by law or under the contract.

30
9.5.2 Termination for Convenience
The University may terminate performance of work under the contract in whole or in part
whenever the University shall reasonably determine that such termination is in the best
interest of the University.
Upon receipt of notice of termination for convenience, the vendor shall be paid the
following:

• At the contract price (s) for completed deliverables delivered to and accepted by the
University;

• At a price mutually agreed by the vendor and the University for partially completed
deliverables.

9.5.3 Termination for Unavailability of Funds

In the event that funds for the contract become unavailable, the University shall have the
right to terminate the contract without penalty and upon the same terms and conditions as
a Termination for Convenience. Availability of funds will be determined at the sole
discretion of the University.

9.6 Procedure on Termination

Upon delivery by certified mail or any delivery requiring signature to the vendor of a
Notice of Termination specifying the nature of the termination and the date upon which
such termination becomes effective, the vendor shall:

· Stop work under the contract on the date and to the extent specified in the Notice of Termination;

· Place no further orders or subcontracts for materials or services;

· Terminate all orders and subcontracts to the extent that they relate to the performance of work
terminated by the Notice of Termination;

· Assign to the University in the manner and to the extent directed by the Contract Administrator
all of the right, title, and interest of the vendor under the orders or subcontracts so terminated, in
which case the University shall have the right, in its discretion, to settle or pay any or all claims arising
out of the termination of such orders and subcontracts.

· With the approval or ratification of the Contract Administrator, settle all outstanding liabilities
and all claims arising out of such termination of orders and subcontracts, the cost of which would be
reimbursable in whole or in part, in accordance with the provisions of the contract;

· Transfer title to the University (to the extent that the title has not already been transferred) and
deliver in the manner, at the time, and extent directed by the Contract Administrator, all files,
processing systems (excluding equipment and operating systems), data manuals, or other
documentation, in any form, that relate to the work terminated by the Notice of Termination;

· Complete the performance of such part of the work as shall not have been terminated by the
Notice of Termination;

· Take such action as may be necessary, or as the Contract Administrator may direct, for the
protection and preservation of the property to the contract which is in the possession of the vendor
and in which the University has or may acquire an interest.

31
The vendor shall proceed immediately with the performance of the above obligations
notwithstanding any delay in determining or adjusting the amount of any item of
reimbursable price under this clause.

9.6.1 Termination Claims

After receipt of a Notice of Termination, the vendor shall submit to the Contract
Administrator any termination claim in the form and with the certification prescribed by
the Contract Administrator. Such claims shall be submitted promptly. The vendor and the
University may agree upon the amounts to be paid to the vendor by reason of the
termination of work pursuant to this article. The contract shall be amended accordingly.
In the event of the failure of the vendor and the University to agree in whole or in part as to
the amounts with respect to costs to be paid to the vendor in connection with the
termination of work pursuant to this article, the University shall determine on the basis of
information available, the amount, if any, due to the vendor by reason of termination and
shall pay to the vendor the amount so determined.
The vendor shall have the right of appeal, as stated under Disputes, for any such
determination made by the Contract Administrator.

9.7 Vendor as Independent Contractor

It is expressly agreed that the vendor and any subcontractors and agents, officers, and
employees of the vendor or any subcontractors in the performance of this contract shall act
in an independent capacity and not as officers or employees of the University. It is further
expressly agreed that this contract shall not be construed as a partnership or joint venture
between the vendor or any subcontractor and the University.

9.8 Force Majeure

Neither party will be liable for any failure to perform if the failure to perform the contract
arises out of causes beyond the control and without the fault of negligence of the
party. Such causes may include, but are not restricted to, acts of Nature, fires, quarantine
restriction, strikes, epidemics, and freight embargoes. In all cases, the failure to perform
must be beyond the control and without fault or negligence of the party.

9.9 Disputes
Any dispute concerning performance of the contract shall be decided by Henderson State
University through its head of Purchasing who shall reduce his/her decision to writing and
serve a copy to the vendor. Henderson State University’s decision will be final pursuant to
ACA § 19-11-246. Pending final determination of any dispute hereunder, the vendor shall
proceed diligently with the performance of the contract and in accordance with the
Directors or the University’s direction.

9.10 Confidentiality of Information

The vendor shall treat all information, and in particular, information relating to recipients
and providers, which is obtained by it through its performance under the contract as
confidential information to the extent that confidential treatment is provided under State
and Federal law, and shall not use any information so obtained in any manner except as
necessary for the proper discharge of its obligations and securing of its rights hereunder.

32
9.11 Public Disclosure
Upon signing of the contract by all parties, the terms of the contract shall become available
to the public, pursuant to the provisions of ACA § 25-19-101 et seq. unless subject to lawful
exemption.

9.12 Inspection of Work Performed

Henderson State University, or their authorized representatives shall, at all reasonable
times, have the right to enter into vendor’s premises, or such other places where duties
under the contract are being performed, to inspect, monitor, or otherwise evaluate the
quality, appropriateness, and timeliness of work being performed.
The vendor and all subcontractors must provide access to all reasonable facilities and
provide assistance, if deemed necessary by the requesting agency/personnel. All
inspections and evaluations shall be performed in such manner as will not unduly delay
work.

9.13 Subcontracts
The contractor is fully responsible for all work performed under the contract. The
contractor may, with the consent of the University, enter into written subcontract(s) for
performance of certain of its functions under the contract. The vendor shall not enter into
any written subcontract without the prior written consent of HSU Administration.
No subcontract, which the vendor entered into with respect to performance under the
contract, shall in any way relieve the vendor of any responsibility for performance of its
duties.
The contractor shall give the HSU Administration immediate notice in writing by certified
mail or any action or suit filed and prompt notice of any claim made against the contractor
by a subcontractor or vendor which, in the opinion of the vendor, may result in litigation
related in any way to the contract or the State.

9.14 Indemnification
The vendor agrees to indemnify, defend, and hold harmless the University, its officers,
agents and employees from

· Any claims, losses or injuries to the person or property, resulting from services rendered by a
subcontractor, person, or firm, performing or supplying services, materials, or supplies in connection
with the performance of the contract.

· Any claims, losses or injuries to the person or property to any person or firm injured or damaged
by the erroneous or negligent acts, including without limitation disregard of Federal or State
regulations or statutes, of the vendor, its officers, employees, or subcontractors in the performance of
the contract.

· Any claims, losses or injuries to the person or property resulting to any person or firm injured or
damaged by the vendor, its officers, employees, or subcontractors by the publication, translation,
reproduction, delivery, performance, use, or disposition of any data processed under the contract in a
manner not authorized by the contract, or by Federal or State regulations or statutes.

· Any failure of the vendor, its officers, employees, or subcontractors to observe Arkansas and
applicable Federal laws, including but not limited to labor laws and minimum wage laws.

33
9.15 Employment Practices
The vendor shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, national origin, age (except as provided by law),
handicap or other protected status. The vendor must take affirmative actions to ensure
that employees, as well as applicants for employment, are treated without discrimination
because of their protected status.
Such action shall include, but not be limited to, the following:

· Employment

· Promotion

· Demotion or transfer

· Recruitment or recruitment advertising

· Layoff or termination

· Rates of pay or other forms of compensations, and

· Selection of training, including apprenticeship.

The vendor agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of the clause.
The vendor shall, in all solicitations or advertisements for employees placed by or on behalf
of the vendor; state that all qualified applicants will receive consideration for employment
without regard to protected status.
The vendor shall comply with all state and federal nondiscrimination laws and regulations.

9.16 Waiver
No covenant, condition, duty, obligation, or undertaking contained in or made a part of the
contract will be waived except by the written agreement of the parties, and forbearance or
indulgence in any other form or manner by either party in any regard whatsoever shall not
constitute a waiver of the covenant, condition, duty, obligation, or undertaking to be kept,
performed, or discharged by the party to which the same may apply; and until complete
performance or satisfaction of all such covenants, conditions, duties, obligations, and
undertakings, any other party shall have the right to invoke any remedy available under the
law or equity, notwithstanding any such forbearance or indulgence.

9.17 State Property

The vendor shall be responsible of the proper custody and care of any State owned
property furnished for vendor’s use in connection with the performance of this contract
and the vendor will reimburse the State for its loss or damage, normal wear and tear
expected.

9.18 Contract Severability

If any provision of the contract (including items incorporated by reference) is declared or
found to be illegal, unenforceable, or void, then both the University and the vendor shall be
relieved of all obligations arising under such provision; however, if the remainder of the

34
contract is capable of performance, it shall not be affected by such declarations or finding
and shall be fully performed.

9.19 Attorney’s Fees

In the event that either deems it necessary to take legal action to enforce any provision of
the contract, in the event the State prevails, the vendor agrees to pay all expenses of such
action, including attorney’s fees and costs at all stages of litigation as set by the court or
hearing officer. Legal action shall include administrative proceedings.

9.20 Environmental Protection Act Compliance

The vendor shall be in compliance with all applicable standards, orders, or requirements
issued under Section 305 of the Clear Air Act (42 USC 1857 (h)), Section 508 of the Clear
Water Act (33 USC 1368), Executive Order 11738, and Environmental Protection Agency
regulations (40 CFR Part 15) which prohibit the use under nonexempt Federal contracts,
grants or loans of facilities included on the EPA list of Violating Facilities. The vendor shall
report violations to both the State of Arkansas and to the U.S. EPA Administrator for
Enforcement.

9.21 Liability
In the event of non-performance of contractual obligation by the vendor or his agents
which result in the determination by Federal authorities on non-compliance with Federal
regulations and standards, the vendor will be liable to the University in full for all penalties,
sanctions and disallowance assessed against the University.

9.22 Records Retention

In accordance with Federal regulation, the vendor agrees to retain all pertinent records for
five (5) years after final payment is made under this contract or any related subcontract. In
the event any audit, litigation or other action involving these pertinent records is started
before the end of the five (5) year period, the vendor agrees to retain these records until all
issues arising out of the action are resolved or until the end of the five (5) year period,
whichever is later.

9.23 Access to Vendor’s Records

In accordance with Federal regulation governing contracts in excess of $10,000, the vendor
consents to the required access to pertinent records. This access will be granted upon
request, to State or Federal Government entities or any of their duly authorized
representatives. Access will be given to any books, documents, papers or records of the
vendor, which are directly pertinent to any services performed under the contract. The
vendor additionally consents that all subcontracts will contain adequate language to allow
the same guaranteed access to the pertinent records of subcontractors.

35
NOTE: The successful Respondent will enter into a Technical/General Service Contract
that will require approval prior to any work conducted. Respondents may find more
information on Act 557 and its requirements at this link: (see “Act 557 Reporting
Requirements”) http://www.dfa.arkansas.gov/offices/procurement/Pages/default.aspx

See the following link for the form that will be completed at contract execution:

https://www.dfa.arkansas.gov/procurement/technical-and-general-services-tgs/

The Performance Standards that are required under Act 557 are included for reference
purposes.

SERVICE PERFORMANCE STANDARDS

Act 557 requirements. This chart of Performance Standards is provided for reference only.
No response is required at this time.

Service Criteria Acceptable Performance Compensation/Damages

Adherence to University Reference standard terms, Termination of Contract. This

Requirements Conditions (Section 3), and all termination clause will apply for
articles of RFP insufficient performance of
services by vendor at the sole
discretion of Henderson State
University.
Reference Sections
Provision of Services Service Requirements 9.5.1 & 9.5.2 of RFP
Sections 4, 5, 6, & 7

36
State of Arkansas Requirements
Act 157 of 2007 of the Arkansas Regular Legislative Session requires that any business or
person responding to a Request for Proposal (RFP) certify, prior to the award of the
contract, which they do not employ or contract with any illegal immigrants. Bidders are to
certify online at:

https://www.ark.org/dfa/immigrant/index.php/user/login

This is a mandatory requirement. Failure to certify may result in rejection of your

proposal, and no award will be made to a vendor who has not so certified.

If you have any questions, please call the Purchasing Department at 870-230-5117.

Thank you.

Tim Jones
Director of Purchasing

*******************************************************************************************
***

TO BE COMPLETED BY BUSINESS OR PERSON SUBMITTING RESPONSE:

Please check the appropriate statement below:

_______ We have certified on-line that we do not employ or contract with any
Illegal immigrants
Date on-line certification completed: ________________________

_______ We have NOT certified on-line at this time, and we understand that
no contract can awarded to our firm until we have done so.
Reason for non-certification: ______________________________

Name of Company: ___________________________________________

Signature: ___________________________________________

Name & Title: ___________________________________________

(printed or typed)

Date: ___________________________________________

37
RESTRICTION OF BOYCOTT OF ISRAEL CERTIFICATION

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.

By signing below, the Contractor agrees and certifies that they do not boycott Israel and
will not boycott Israel during the remaining aggregate term of the contract.

If a company does boycott Israel, see Arkansas Code Annotated § 25-1-503.

Contract Number

AASIS Number *Henderson State University will provide number.

Description

Contractor

Contractor Signature: __________________________________ Date: ____________

38
Restriction of Boycott of Israel – Arkansas Code Annotated § 25-1-503

Prior to award of any contract/purchase order with a value of $1,000 or greater, the
successful bidder/contractor must certify in writing that the bidder/contractor is not
currently engaged in, and agrees that for the aggregate term of the contract will not
engage in, a boycott of Israel.
Prior to issue of any contract/purchase order with a value of $1,000 or greater, the
issuing Agency shall obtain a written statement from the intended awardee that the
intended awardee does not currently engage in, and agrees for the aggregate term of
the contract, that they will not engage in a boycott of Israel.
Agencies should require the successful bidder/contractor to fill out, sign and date (in ink)
and return the “RESTRICTION OF BOYCOTT OF ISRAEL CERTIFICATION” form
located on the Office of State Procurement website under FORMS/REPORTING –
Solicitation Templates/Boycott of Israel Certification Form. This signed certification
must be attached to the AASIS contract/purchase order or a printed version must be
kept in the bid report.

If the contractor violates the above certification or is found to not be in compliance

during the term of the contract, the state may require the contractor to remedy the
violation within 60 days of discovery of that violation. Failure to remedy the violation
within the 60 day period may result in termination for breach of contract, and the
contractor may be liable to the State for the State’s actual damages.
*This rule applies to written contracts only and is to be applied prospectively. Any
written contract entered into prior to August 1, 2017 does not require certification.
**Certification is required at the time a written contract is entered into. Renewals or
extensions of contracts do not require certification.
***Exceptions: This Rule does not apply to: (1) A company that fails to meet the
requirements under Act 710 subdivision (a)(1) of this section but offers to provide the
goods or services for at least twenty percent (20%) less than the lowest certifying
business; or (2) Contracts with a total potential value of less than one thousand dollars
($1,000).

39
 ATTENTION BIDDERS
Act 2157 of 2005 of the Arkansas Regular Legislative Session requires that any business or person bidding,
responding to a request for proposal or qualifications, or negotiating a contract with the state for professional
or consultant services, submit their most current equal opportunity policy (EO Policy).

Although bidders are encouraged to have a viable equal opportunity policy, a written response stating
the bidder does not have such an EO Policy will be considered that bidder’s response and will be
acceptable in complying with the requirement of Act 2157.

This is a mandatory requirement when submitting an offer as described above.

Should you have any questions regarding this requirement, please contact my office by calling (870) 230-
5117.

Sincerely,

Tim L. Jones

Tim L. Jones, APO

HSU Director of Purchasing

--------------------------------------------------------------------------------------------------------------------------------------------
-----------

To be completed by business or person submitting response: (check appropriate box)

__________ EO Policy Attached [this is mandatory, if available]

__________ If an EO Policy cannot be provided – a written signed and dated statement

must accompany this page indicating, ‘No EO Policy is available.’

Company Name
Or Individual: _______________________________________________

Title: __________________________Date: ______________________

Signature: _________________________________________________

MINORITY BUSINESS POLICY: Minority participation is encouraged this all procurements by state
agencies. "Minority" is defined by Arkansas Code Annotated § 1-2-503 as "black or African American,
Hispanic American, American Indian or Native American, Asian, and Pacific Islander". The Arkansas
Economic Development Commission conducts a certification process for minority businesses. Bidders
unable to include minority-owned business as subcontractors "may explain the circumstances preventing
minority inclusion".

Check minority type: □ African American □ Hispanic American □ American Indian

□ Native American □ Asian □ Pacific Islander □ Disabled Veteran

Arkansas Economic Development Commission certification (if available) #: ___________________

40
Contracts and Grant Disclosure
Respondents are hereby notified that:
a. Disclosure is required to be a condition of any present or future subcontract for which the
total consideration is greater than twenty‐five thousand dollars ($25,000.00).
b. The Contractor shall require any present or future subcontractor, for which the
subcontract amount is greater than $25,000.00, to complete and sign the Contract
and Disclosure and Certification. The contractor shall ensure that any agreement,
current or future between the contractor and a subcontractor for which the total
consideration is greater than $25,000.00 shall contain the following:
Failure to make any disclosure required by Governor Executive Order 98‐04, or any
violation of any rule, regulation or adopted pursuant to that Order, shall be material
breach of the term of this subcontract. The party who fails to make the required disclosure or
who violates the rule, regulation, or policy shall be subject to all legal remedies available to the
contractor.
c. The Contractor shall transmit a copy of the subcontractor’s disclosure form to the
agency and a statement containing the dollar amount of the subcontract within ten
(10) days upon receipt of subcontractor’s disclosure

http://www.dfa.arkansas.gov/offices/procurement/Documents/contgrantform.pdf

41
CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION

Failure to complete all of the following information may result in a delay in obtaining a contract, lease, purchase agreement, or grant award with any Arkansas State Agency.

IS THIS FOR:

TAXPAYER ID NAME:
Goods? Services?
Both?

YOUR LAST NAME: FIRST NAME: M.I.:

ADDRESS:

CITY: STATE: ZIP CODE: --- COUNTRY:

AS A CONDITION OF OBTAINING, EXTENDING, AMENDING, OR RENEWING A CONTRACT, LEASE, PURCHASE

AGREEMENT, OR GRANT AWARD WITH ANY ARKANSAS STATE AGENCY, THE FOLLOWING INFORMATION MUST BE
DISCLOSED:

F ORI NDIVIDUALS*
Indicate below if: you, your spouse or the brother, sister, parent, or child of you or your spouse is a current or former: member of the General Assembly, Constitutional Officer, State
Board or Commission Member, or State Employee:
What is the person(s) name and how are they related to you?
Mark (√) Name of Position of Job Held For How Long? [i.e., Jane Q. Public, spouse, John Q. Public, Jr., child, etc.]
Position Held [senator, representative, name of
board/ commission, data entry, etc.] From To Person’s Name(s) Relation
Current Former
MM/YY MM/YY

General Assembly

Constitutional Officer

State Board or Commission

Member
State Employee

42
Contract and Grant Disclosure and Certification Form

Failure to make any disclosure required by Governor’s Executive Order 98-04, or any violation of any rule, regulation, or policy adopted
pursuant to that Order, shall be a material breach of the terms of this contract. Any contractor, whether an individual or entity, who fails to
make the required disclosure or who violates any rule, regulation, or policy shall be subject to all legal remedies available to the agency.

As an additional condition of obtaining, extending, amending, or renewing a contract with a state agency I agree as follows:

1. Prior to entering into any agreement with any subcontractor, prior or subsequent to the contract date, I will require the
subcontractor to complete a CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM. Subcontractor shall mean any person
or entity with whom I enter an agreement whereby I assign or otherwise delegate to the person or entity, for consideration, all, or
any part, of the performance required of me under the terms of my contract with the state agency.

2. I will include the following language as a part of any agreement with a subcontractor:

Failure to make any disclosure required by Governor’s Executive Order 98-04, or any violation of any rule, regulation, or policy adopted pursuant
to that Order, shall be a material breach of the terms of this subcontract. The party who fails to make the required disclosure or who

43
 violates any rule, regulation, or policy shall be subject to all legal remedies available to the contractor.
3. No later than ten (10) days after entering into any agreement with a subcontractor, whether prior or subsequent to the contract
date, I will mail a copy of the CONTRACT AND GRANT DISCLOSURE AND CERTIFICATION FORM completed by the subcontractor and a
statement containing the dollar amount of the subcontract to the state agency.

I certify under penalty of perjury, to the best of my knowledge and belief, all of the above information is true and correct and that I agree to
the subcontractor disclosure conditions stated herein.

Signature___________________________________________Title____________________________Date_________________

Vendor Contact Person________________________________Title____________________________Phone No._________

Agency use only

Agency Agency Agency Contact Contract
Number______ Name___________________ Contact Person________________Phone No.___________ or Grant No._____

44
45
Buildings
1 Arkansas Hall - is a two-story building that contains a 965-seat auditorium as well as a 162-seat studio
theatre, dance studio, HTV studio, classrooms and offices for the communication and theatre arts department
2 Art Annex - houses art studios and Jabs for various art classes including ceramics and photography.
3 Art Studio, a brick duplex, provides additional space for the art department and houses the Jane Ross
Photo Collection, a photography studio, a conference room, and a faculty studio.
4 B a p t i s t Collegiate Ministries - is a Baptist Collegiate Ministries (BCM) is a Christian ministry focused on
college students and supported by local Southern Baptist Churches.
5 Barkman House -is a two-story transitional Greek-Gothic design that was constructed around 1860 and is
listed inthe National Register of Historic Places. Barkman House provides offices for Development and Alumni
Services.
6 Bettye Wallace Tennis Center - Betty Wallace Tennis center, whose namesake has played a leading role in
the promotion of women's athletics in Arkansas and throughout the nation, provides a coaches office and
storage space for the tennis program.
7 Blackmon House provides offices and instruction space for the music department.
8 Caddo
9 Caplinger Airway Science Academic Center - is a two-story classroom building which houses the aviation
department, mathematics and computer science department (mathematics is located in Evans Hall), military
science department, and the Testing Center.
10 Captain Henderson House Bed and Breakfast - provides lodging and meeting space for university and
public use. The home was built in 1876 by the namesake of Henderson State University and is listed inthe
National Register of Historic Places. The two-story mansion exhibits both Queen Anne and neo-classical style.
11 Carpenter-Haygood S t a d i u m - one of the best athletic fields in Arkansas, provides athletic dressing
rooms, a press box, and seating for 9,600 people.
12 The Centurium - located on the south lawn, was presented by the Student Government Association and the
student body during the 1990 Centennial Celebration.
13 Dining Facility is a newly constructed building of almost 22,000 square feet, the dining facility houses the
campus cafeteria and Aramark Food Service management offices. This spacious, modern facility is open to
students, employees, and quests.
14 Dunn Student Recreation Center - this new facility includes three basketball courts, an elevated in-door
walking track, a state-of-the-art weight room, a cardiovascular room, a multipurpose room, an activities area, a
bouldering wall, intramural sports and various other wellness opportunities. The Student Government
Association proposed funding of the facility through a special student fee.

15 East Hall - is a three-story co-ed residence hall housing 174 residents.

16 Education Center - a two-story structure, houses classrooms, faculty and administrative offices,
conference rooms, and the Davis-Baker Preschool for Teachers College, Henderson. The University
Multimedia Learning Center is located on the first floor.
17 Edwards House - houses the Ronald E. McNair Postbaccalaureate Achievement Program and the TRIO
administrative offices.
18 Evans Hall - is a two-story building that houses classrooms, computer laboratories, offices for the
mathematics and computer science department (computer science is located in Caplinger).
19 Field House - provides offices and team facilities for baseball, softball, tennis, cross country and golf, and

46
also provides locker rooms for visiting officials and teams.
20 Formby Athletic Center - contains weight and training facilities for student athletes, and offices and team
facilities for the football program.
21 Foster Hall Technology Center - a three-story structure, provides the latest in technology at the first floor
student leisure lounge, and houses classrooms, training rooms, labs, conference rooms, and office space for
Communication and Computer Services and the Disability Resource Center on the second and third floor.
22 Garrison (Martin B.) Activity and Conference Center - the hub of university activities and information,
provides meeting space for university and other organizations. The center houses The Oracle student newspaper,
The Star yearbook, KSWH FM 99.9 radio station, Reddie Cafe, Reddie Bookstore, campus Post Office and Central
Stores, student lounge areas racquetball courts, computer lab, conference and meeting rooms and lecture hall.
Offices for Student Government Association; Student Activities Board; University lntramurals; The Center for
Student Success and Transition; The Center for Career Development; and the Office of the Director of the
Garrison Center are located in the center.
23 Harvey House
24 Hickory House - houses the Educational Opportunity Center, Talent Search, and Veterans Upward Bound.
2 5 H o r t o n H o u s e - houses the Offices of University Police.
26 Huie Library - is a three-story structure that contains almost one-half million items and which provides
access to over 100 on-line databases to support teaching and research.
27 Huneycutt House - provides office and lab space for the University of Arkansas Archeological Survey
Research Station located at Henderson State.
28 International Student Center - is a three-story building that provides limited student housing and houses the
Office of International Programs.
29 Jane Ross House - provides office, classroom, and library space for the Center for Language Proficiency and
the ESL Program.
30 McBrien Hall - a three-story structure, provides offices, classrooms, labs, and conference rooms for
English, foreign languages and philosophy; psychology; sociology; and social sciences, and houses
administrative offices for Ellis College of Arts and Sciences.
31 Meier House - houses Student Support Services.
32 Mooney Hall - provides classrooms, laboratories, and offices for the School of Business, Small Business and
Technology Development Center, Student Health Services, and the University Counseling Center.
33 Newberry Hall - is an eight-story residence hall housing 350 students.
34 Newberry House - a two-story brick colonial design, used as the president's home.
35 Nursing Building - this new 11,000 square-foot building provides classrooms, a computer lab, skills labs,
faculty offices, conference rooms, and a seminar room for the nursing department.
36 Oliver House - provides office and classroom space for the South Arkansas Math and Science Center.
37 Pedestrian Bridge - provides safe passageway over Highway 7 (10th Street) to link the east and west sides of
campus.
38 Physical Plant - contains the physical plant administrative offices and storage.
39 Proctor Hall - provides laboratories, lecture and discussion rooms for the Department of Family and
Consumer Sciences.
40 Reynolds (Donald W.) Science Center - provides a planetarium, greenhouse, laboratories, lecture halls,
classrooms, and the offices for the physics department, biology department, and chemistry department.
41 Ross Pool House - provides additional classroom space for the Center for Language Proficiency and the ESL
Program.
42 Russell Fine Arts Center - is a two-story building that provides instructional, studio and performance
facilities, offices for the fine arts, and houses the Harwood Recital Hall and the Russell Fine Arts Gallery.

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43 Smith/Garner House - houses the Henderson State University Foundation.
44 Smith Hall - is an eight-story structure housing 350 residents.
45 Sturgis Hall (Roy and Christine) - The Honors College is a three-story structure that provides classrooms, laboratories, and
offices and student housing for the Honors College.
46 Wells Building - houses training rooms, campus gymnasium, swimming pool, classrooms and offices for instruction in health,
physical education, recreation, and athletic training and houses the director of athletics administrative offices and team facilities
for basketball, swimming, and volleyball.
47 Wesley Foundation
48 West Hall - is a three-story residence hall housing 174 students.
49 Whispering Oaks - is a privatized apartment complex that provides efficiency, two-bedroom, and four­ bedroom
apartments with a total housing capacity of 288 residents. (Now Ridge Pointe)
50 Womack Hall - a three-story structure, provides administrative offices for the President, and Provost/Vice Presidents for
Academic Affairs, Finance and Administration, and Student and External Affairs. Also housed in Womack Hall are offices for
Admissions and University Relations, Assessment, Business Office, Financial Aid, General Counsel, Graduate School, Human
Resources, Institutional Research, Public Relations, Purchasing, Registrar, and Residence Life.

Buildings
Here are five buildings that are not on the current list and are to be included in this agreement.

1. Ramsauer House – 327 N. 11th – office

2. Bowen House – 611 N. 12th – office
3. Football Building – next to the Formby Athletic Center
4. Apartments – (1) Wilson Street – 87,060 Square feet, (2) Russell Dr. 99,102 Square feet

Please note that the following buildings are not to be a part of this agreement.

1. Baptist Collegiate Ministries

2. Blackmon House
3. Horton House
4. Missionary Baptist Student Fellowship
5. Oliver House
6. Wesley Foundation

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 Facilities Audit Program – List of Buildings to be serviced
Building and Land Summary Report - FAP #3

Institution: Henderson State University

The Main Campus

Building Name Major Use Year Built

Barkman House Storage Miscellaneous Storage Bldgs 1900
Capt. Henderson House Power Plants 1910
Delores Brumfield White so· Economy Building 1998
Reynolds C h e m i c a l S t o r a g e Miscellaneous Storage Bldgs 1999
Sturgis Hall Hotel 2001
Arkansas Hall Office (Maximum 4 Floors) 1947
Art Annex Classroom 1972
Art Studio Classroom 1940
Aviation Educational Facility Classroom 2006
Barkman House Office (Maximum 4 Floors) 1900
Baseball Press Box Warehouse 2011
Bettye Wallace Tennis Center Office (Maximum 4 Floors) 2008
Blackmon House Office (Maximum 4 Floors) 1950
Caddo Boiler Miscellaneous Storage Bldgs 19.99
Caddo Cafeteria Student Center (Unions) 1947
Caplinger Airway Science Classroom 1996
Capt. Henderson House Hotel 1915
Capt. Henderson Storage Miscellaneous Storage Bldgs 2002
Car Shed Miscellaneous Storage Bldgs 1969
Carpenter-Haygood S t a d i u m HPER 1969
Charles 0. Dunn Recreation Cen Gymnasium 2008
Clay Storage Miscellaneous Storage Bldgs 1989
East Hall Hotel 2006
Education Center Office (Maximum 4 Floors) 2000
Edwards House Office (Maximum 4 Floors) 1956
Equipment Shed Miscellaneous Storage Bldgs 1985
Evans Hall Classroom 1951
Field House Classroom 1968
Formby A t h le t ic Center Classroom 2002
Foster Hall Technology Center Office (Maximum 4 Floors) 1937
Garrison Center Student Center (Unions) 1940
Greenhouse (Reynolds) Greenhouse (Contract) 1999
Harvey House Office (Maximum 4 Floors) 1960
Hickory House Office (Maximum 4 Floors) 1950
Horton H o u s e Office (Maximum 4 Floors) 1947
Huie Library library 1967
Huneycutt House Classroom 1961
International House College Dorm 1991
Jane Ross Garage Warehouse 1956
Jane Ross House Classroom 1956
Jane Ross Pool House Classroom 1991
Maintenance Shops Physical Plant Facilities 1969
McBrien Hall Classroom 1963
Meier House Office (Maximum 4 Floors) 1915
Mooney Hall Office (Maximum 4 Floors) 1933
New Cafeteria Student Center (Unions) 2012
Newberry Hall College Donn (4+ Floors) 1968
Newberry House Office (Maximum 4 Floors) 1950
Nursing Building Classroom 2008
Oliver House Office (Maximum 4 Floors) 1966
Photo Lab Laboratory 1989
Physical Plant Warehouse Warehouse 2003

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 Facilities Audit Program
Building and Land Summary Report – FAP #3

Institution: Henderson State University

The Main Campus

Building Name Major Use Year Built Total E and G Auxiliary

Power Plant Power Plants 1937 4,120 4,120 0
Proctor Hall Classroom 1938 4,711 4,711 0
Reynolds Science Center Laboratory 1939 74,097 74,097 0
Russell Fine Arts Center Classroom 1964 40,741 40,741 0
Simonson Biological Field Stat Classroom 2010 7,551 7,551 0
Smith Hall College Donn {4+ Floors) 1965 89,019 0 80,019
Turrentine House Residence Type 4 1964 1,533 1,533 0
Warehouse Warehouse 1969 9,148 9,148 0
Wells HPER HPER 1972 84,224 64,148 20,076
West Hall Hotel 2006 43,194 0 43,194
Womack Office (Maximum 4 Floors} 1937 35,031 35,031 0

Number of Buildings: 63 1,162,675 673,017 489,658

Total Acreage: 153

Maintained Acreage: 153

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