5-RFP - Interstate Park Facility Use Lease - REBID - SOW.pdf

Request for Proposal (RFP) for

Interstate Park - Facility Use Lease REBID

City of Little Rock, Arkansas

City of Little Rock Interstate Park – Facility Use Lease REBID

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4510

This bid solicitation was issued by the City of Little Rock Procurement Division

Product or Service Interstate Park –

Facility Use Lease

REBID

Department Parks &

Recreation

Release to Prospective

Vendors 08/25/25 Time 10:30 AM

Proposal Due Date 09/22/25 Time 10:30 AM

Deadline for Vendor Questions 09/15/25 Time 10:30 AM

Tentative Proposal Evaluation Date 10/06/25

Pre-Bid Discussion Meeting

N/A

Bid Opening Teams Meeting

09/22/2025

11:00 AM

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?conte xt=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca- 5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d

Tentative Consensus Meeting

09/29/25

Procurement Website Little Rock Business Portal | City of Little Rock

The City of Little Rock has issued this Request for Proposal (RFP) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid document.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://www.littlerock.gov/business/little-rock-business-portal/

The City of Little Rock actively supports small, minority and/or women-owned businesses to promote growth and sustainability.

Bidders must submit responses to this request online at LRProcure on or before the designated due date and time. Any responses received after this deadline will be considered late and returned to the Bidder without further review.

Responses should comply with all requirements stated in this bid request. If a conflict is found to apply to a key term (for example, quantity or type of work to be done) of this bid, the Bidder's response shall be disqualified at the City of Little Rock's sole discretion.

The City reserves the right to revise the RFP before the proposal submission deadline. If the City needs to make changes or revisions, it will put it in an "addendum" document and post it online in Bonfire. Only questions and answers in an addendum shall be considered part of the RFP.

The City has worked hard to make sure this request is correct, but it is up to you to check everything carefully because the City and its team are not responsible if there are mistakes or missing information.

The responsibility for determining the full extent of the exposure to risk and verifying all information herein shall rest solely on those parties’ making proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this RFP, nor shall they be responsible for any Bidders or representatives' failure to verify the information herein and to determine the full extent of that exposure.

1. Background – City of Little Rock

Little Rock is the State Capital and the largest city in Arkansas. It was chartered in 1835 and is in the central part of the state, approximately 135 miles west of Memphis, Tennessee. The city has a population of 202,591 according to the 2020 census certified by the Arkansas State Treasurer. The 2025 operating budget revenues as approved by Ordinance No. 22079 are $338,231,579 including the General Fund revenue budget of $263,108,099.

It is also a major cultural, economic, and governmental center in central Arkansas. Several cultural institutions are in Little Rock, such as the Arkansas Museum of Fine Arts, the Arkansas Repertory Theatre, the Arkansas Symphony Orchestra, The Museum of Discovery, William J. Clinton Presidential Library & Museum, and the Mosaic Templars Cultural Center, including a diverse array of outdoor recreational opportunities.

2. Definitions

The City has made every effort to use industry-accepted terminology in this solicitation and will further clarify any point or item in question as indicated in the Questions and Clarifications section.

a) The words “must” and “shall” signify a requirement of this solicitation and that vendor’s agreement to and compliance with that item is mandatory.

b) “Prospective Vendor” means a person who submits a bid in response to this solicitation.

https://account.bonfirehub.com/login?flow=d07483ac-ae06-48ec-b504-3bf624cf49ef

c) “Vendor” means a person who sells or contracts to sell commodities and/or services.

d) “Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to this RFP.

e) “Bid Submission Requirement” means a task a Prospective Vendor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

f) “Requirement” means a specification that a Vendor’s product and/or service must perform during the term of the contract. These specifications will be distinguished by using the term “shall” or “must” in the requirement.

g) “City” means the City of Little Rock, Arkansas. When the term “City” is used herein to reference any obligation of the City under a contract that results from this solicitation.

3. Desired Outcome

To lease all football fields and associated football facilities at Interstate Park, located at 3900 S. Arch St., Little Rock, AR 72206.

4. Scope of Services

4.1 Goal

To lease all football fields and associated football facilities at Interstate Park, located at 3900 S. Arch St., Little Rock, AR 72206.

4.2 Terms of Award

A. This bid shall be awarded, on an all or none basis, to the lowest responsive and qualified bidder who meets all specified requirements.

B. The term of this agreement will be for a period of three (3) years, unless earlier terminated in accordance with the terms set forth herein. Upon mutual agreement, the contract may be extended.

C. The vendor must have a business license to operate in the State of Arkansas.

D. Bidder must provide a signed copy of the Combined Certification for Contracting with the City of Little Rock form prior to contract award.

E. The City reserves the right to reject any and all bids and to waive any informality or irregularity in any bid.

F. The City of Little Rock Treasury Management Division will determine validity of all business licenses.

4.3 Minimum Qualifications

To be considered for selection, your proposal must meet the guidelines and follow the format outlined in the Technical Proposal Elements section of this document. Your proposal must show that you can do everything the City is requesting.

A. Management Experience: Lessee must have demonstrated experience operating recreational park facilities.

B. Financial Stability: Lessee must provide proof of financial resources and a potential plan for ongoing park improvements, if needed.

C. Community Engagement: Lessee shall provide seasonal recreational activities that benefit and involve residents.

D. Statement of Qualifications (SOQ): The statement of qualifications shall include the following, but not limited to:

1. License to Practice in the State of Arkansas. Proof of current business license shall be included that the business and all assigned professional staff are properly licensed or registered to practice in Arkansas.

2. Company Background and Experience. The Bidder shall state the size of the business and the office location from which the work on this project will be performed. This section shall also establish the Bidder’s ability to satisfactorily perform the required work through past successes that demonstrate competency in the services to be performed, strength and stability of the organization, and staff expertise in meeting the expectations. The City may request additional information or clarification.

3. Staff Qualifications. Identify management staff, including partners, managers, other supervisors, and specialists, who would be assigned to the project. Provide information and resumes on the experience of each person, including information on relevant continuing professional education for the past three (3) years and membership in professional organizations relevant to the performance of this project. Nonprofit organizations must include a board members list.

4. Organizational Chart. Provide an organizational chart for the portion of your business that will be involved with the project, complete with names and titles. On the chart mark the persons who will be involved in this project.

5. Business Operation. If the Bidder has operated under any other names within the last ten (10) years, provide those business names.

6. Ownership Changes. If the Vendor anticipates any mergers, ownership transfer, management reorganization, or departure of key personnel within the next twelve (12) months, describe the anticipated changes and how that could impact work on this project if awarded the contract.

7. Cover Letter: Tell the City why you are the best choice. A signed cover letter briefly stating the Bidder’s understanding of the work to be done and a statement as to why the firm believes it to be the best qualified to perform the work.

8. Executive Summary: Write a brief narrative describing the proposal.

4.4 General Requirements

These requirements are the basic things you must have or do to be considered for the work. If you don’t meet these requirements, you won’t be allowed to move forward.

A. Lease Payment. Lessee agrees to pay the City an annual facility lease fee for the use of the football field at Interstate Park. The City shall invoice Lessee for the full amount of the annual lease fee each December, with payment due in full by January 15th of the following year. In addition to the annual lease fee, Lessee agrees to collect and remit to the City a facility fee per ticket sold for each game hosted at the Facility. The facility fee collected for each game shall be calculated and remitted to the City by the 15th day of the month following the game(s) during which tickets are sold.

• Failure to remit the annual lease fee or the facility fee by the due dates may result in late fees and penalties, as well as potential termination of contract.

B. Ticket Sales and Facility Fee. In addition to the lease payment, Lessee agrees to charge a facility fee on each ticket sold during any game held at the Facility. This facility fee shall be remitted to the City on or before the 15th day of each month following any game(s) during which tickets were sold.

C. Use of Facility. Lessee shall use the facility primarily for the purpose of conducting football games, team practices, youth programs, community charity events, and small festivals. Any use of the Facility outside of the purposes outlined above shall require prior written approval from the City. Lessee shall ensure that all events and activities conducted at the Facility comply with applicable laws, regulations, and City ordinances.

D. Facility Upkeep and Field Improvements. Lessee shall be solely responsible for the ongoing upkeep, maintenance, and repairs of the football field and all associated facilities at Interstate Park for the duration of the agreement. This responsibility includes but is not limited to:

• Regular maintenance of the playing field, including mowing, watering, aeration, and any necessary turf or sod replacement.

• Cleaning and upkeep of locker rooms, restrooms, concession areas, and spectator areas to ensure that they are maintained in a clean, safe, and sanitary condition.

• Routine maintenance and repair of all electrical, plumbing, and HVAC systems as needed.

• Removal of trash, debris, and any waste materials generated by the Lessee’s use of the Facility.

• Conducting any necessary repairs or improvements to ensure the Facility remains in compliance with applicable safety, health, and building codes.

• Lessee is permitted to make structural improvements and modifications to the Facility to enhance its usability and functionality for games, practices, and events, subject to prior written approval by the City of Little Rock.

E. Additional Improvements. Lesse improvements shall become the property of the City upon the expiration or termination of the agreement unless otherwise agreed upon in writing.

The improvements may include but are not limited to:

• Lessee may install additional bleachers and/or a grandstand to increase the seating capacity of the facility. Plans for such installations must include detailed drawings and specifications and be submitted to the City for review and approval prior to the commencement of any construction. All seating additions must comply with applicable safety regulations and building codes.

• Lessee may install additional lighting systems for evening and nighttime events, including but not limited to field lighting, pathway lighting, and parking area illumination.

• Lessee is responsible for ensuring that the lighting installation does not cause undue light pollution or disturbance to neighbor properties. All lighting installations must comply with relevant safety standards and be approved by the City before installation.

• Lessee may construct or modify gates and entry points around the stadium to improve access control and ticketing for events. All gates and entry modifications must be submitted for approval by the City and must meet safety, security, and accessibility requirements, including compliance with the Americans with Disabilities Act (ADA).

• All proposed improvements outlined above must be submitted in writing to the City for review and approval before any construction or installation begins. Each submission must include:

a. A detailed description of the proposed improvement, including purpose, scope, and impact on existing structures or the playing surface.

b. Architectural or engineering drawings, as applicable, outline of the design and placement of the improvements.

c. A proposed timeline for the commencement and completion of the improvements.

d. Certification from a licensed contractor or engineer that the improvements meet applicable building codes and safety regulations.

• The City shall review and respond to each submission within thirty (30) days of receipt. If the City does not respond within this period, the proposed improvements shall be deemed approved.

a. Lessee shall bear all costs associated with the design, permitting, construction, and installation of any improvements or modifications to the Facility. The Lessee shall also be responsible for obtaining any necessary permits, licenses, or approvals required for such improvements.

b. Lessee shall indemnify and hold the City harmless for any claims, damages, or losses arising from the construction, installation, or presence of the improvements, including but not limited to damages to persons or property.

• Lessee is responsible for the upkeep, maintenance, and repair of any improvements made to the Facility during the term of the agreement. This includes ensuring that all seating, lighting, and gate systems remain in safe working order and are inspected regularly to prevent safety hazards.

• In the event that any improvements become unsafe or require substantial repair, the Lessee must take corrective action promptly to address the issue. Upon the expiration or termination of the agreement, the Lessee shall have the option to remove any non-permanent improvements installed during the term, provided such removal does not cause damage to the facility. If the Lessee does not remove such improvements, they shall become the property of the City without any further compensation to the Lessee. Any damages caused to the facility as a result of the removal of improvements must be repaired by the Lessee at its own expense within thirty (30) days of the removal. Failure to do so shall result in the City completing the repairs and billing the Lessee for the cost of such repairs.

• By submitting a bid response to the City, the Lessee acknowledges its understanding of its responsibilities regarding facility upkeep and improvements, and the City retains its rights to approve and oversee improvements to ensure compliance with city regulations and community standards.

• Assignment and Subleasing. Lessee shall not assign, transfer, or sublease any interest in the facility use agreement or the rights and obligations hereunder, either in whole or in part, without the prior written consent of the City of Little Rock. Any attempted assignment or sublease without such prior written consent shall be deemed null and void and may constitute grounds for termination of agreement by the City.

a. In the event that the Lessee desires to assign the agreement or sublease any portion of the Facility, the following conditions must be met prior to obtaining the City's consent:

• Lessee must submit a written request to the City at least sixty (60) days prior to the proposed effective date of the assignment or sublease. This request must include the name, address, and business details of the proposed assignee or sublessee, as well as a detailed description of the intended use of the facility.

• The City reserves the right to approve or deny any request for assignment or subleasing in its sole discretion.

• The City may consider factors such as the financial stability of the proposed assignee or sublessee, the impact on the community, the compatibility of the proposed use with the City's objectives for Interstate Park, and any other factors deemed relevant by the City. The City’s decision to approve or deny any such request shall be provided in writing to the Lessee.

• In the event that the City consents to an assignment or sublease, such consent shall not relieve the Lessee of its obligations to the agreement. Lessee shall remain fully liable for the performance of all terms, conditions, and covenants of the agreement, including but not limited to the payment of lease fees, facility fees, and adherence to maintenance responsibilities. Lessee shall be responsible for ensuring that any assignee or sublessee comply with all terms and conditions of the agreement.

5. Insurance

5.1 Lessee shall, at its own expense, secure and provide proof of insurance to the City not less than ten

(10) days prior to the commencement of the agreement and shall keep in force at all times during the term of the agreement.

5.2 Comprehensive general liability insurance policy in a form acceptable to the City, including public liability and property damage, covering its activities hereunder, in an amount not less than One Million Dollars ($1,000,000) for bodily injury and One Million Dollars ($1,000,000) for property damage, including blanket contractual liability and independent contractors. The foregoing general liability insurance policy shall not contain exclusions from coverage relating to the following participants’ legal liability activities or issues related to the Event hereunder: sporting events, camps, and charity events;

Comprehensive automotive bodily injury and property damage insurance in form acceptable to the City for business use covering all vehicles operated by Licensee, its officers, directors, agents and employees in connection with its activities hereunder, whether owned by Licensee, the City, or otherwise, with a combined single limit of not less than One Million Dollars ($1,000,000) (including an extension of hired and non- owned coverage.

6. Performance Metrics and Contract Management

6.1 The City seeks to collaborate with the Vendor and other stakeholders to enhance accountability and contract management, improve results, and adjust the delivery of products and/or services based on learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. How many events and what type of events?

Department Records

Monthly Dept. of Parks & Recreation

Annually

2. How many facility users for each event?

Department Records

Monthly Dept. of Parks & Recreation

Annually

3. Vendor Performance Report (Ad-hoc)

Vendor Performance Review Form

As Needed – At Least Once Per Contract

City of Little Rock Procurement Division

Annually

4. Vendor Performance Review

Bonfire Annually City of Little Rock Procurement Division

Annually

7. Contract Management

7.1 Communication Plan

A. To manage this contract and the goals outlined in sections herein, the City will collect performance data and regularly discuss performance metrics with selected Vendors.

B. The Vendor update meeting shall occur monthly at an agreed-upon time and date. Upon mutual agreement, the parties may move this meeting if necessary to avoid scheduling conflicts, holidays, or similar occurrences. Any changes or cancellations to a meeting shall be communicated at least twenty-four (24) hours in advance.

7.2 Joint Ventures

A. A joint proposal submitted by two or more Vendors is acceptable.

1. In the event of a joint venture, documentation must be submitted with the proposals identifying all participating business entities.

2. Prior to award, a binding agreement between the participants must be provided. The City will recognize both companies as one entity.

3. The City shall have a single point of operational contact with the entity that is formed pursuant to this provision.

4. Two companies with the same physical address or with a single point of operational contact will be considered one entity.

5. In efforts to meet the Mayor’s initiative to increase spending, it is highly recommended that joint ventures include small, minority and/or women-owned businesses.

7.3 Procurement Selection Team

A. All responses will be scored by the Evaluation Selection Committee appointed by the Mayor and City Manager. The score will be based on the overall responsiveness to the SOQ requirements, and the reference accounts provided.

B. Pursuant to Arkansas Code § 19-11-802, qualifications and performance data for Vendors who meet the City’s minimum qualifications for this professional service will be kept on file for one

(1) year and evaluated to select the most qualified Vendor for a particular project, as City projects are initiated.

C. The City shall have the right, in its sole discretion, to determine what constitutes a minor deviation or informality and to waive minor deviations and informalities.

8. Selection and Award Process

8.1 Request for Proposals are scored in a 2-part proposal process that includes a technical proposal and a pricing proposal. Both technical and pricing will be submitted at the same time.

A. The total score for each Vendor will be used to determine the ranking responses.

1. Overall Summary

Total Grand Score will be calculated based on a weighted score (1,000-point scale) between the technical score and pricing score.

Maximum Points Possible Technical Proposal 700 Pricing Proposal 300 Maximum Grand Score 1,000

9. Evaluation Process

The inquiry made through this RFP implies no obligation on the part of the City.

9.1 This RFP does not constitute an offer or a contract with any Bidder or other party.

9.2 The City reserves the right to reject any or all proposals, in whole or in part, and to waive any informality in proposals received, deemed to be in the best interest of the City or to accept or reject all or any part of any Proposal.

9.3 The City may reject any proposal that is not responsive to all the material and substantial terms, conditions, and performance requirements of this RFP.

9.4 Proposals shall be in English.

9.5 Reference Checks

The City may employ a process of contacting references provided through the Bidder’s proposal.

The City reserves the right to conduct reference checks at any point in the evaluation process, and to contact other known clients beyond just those references provided.

9.6 Clarification and Discussion of Proposal

The City may request clarifications and conduct discussions with any Bidder that submits a proposal, including requesting additional information. The City reserves the right to select the proposal that it believes is the most responsive as determined by the Evaluation Selection Committee, which will best serve the City business and operational requirement considering the evaluation criteria set forth.

9.7 Technical Proposal Elements

A. The Technical Proposal outlines the Bidder’s qualifications and proposed plan for addressing the requested item(s) or service(s).

B. Technical Proposals should specifically address each of the elements listed under the Technical Proposal Subsection Category matrix below.

1. In each category, items and questions have been assigned a maximum point value of points. The total point value for each category is reflected in the table below as the Maximum Raw Score Possible.

2. The City has assigned Weighted Percentages to each category according to its significance.

C. Subsections and Scoring

Technical Proposal Subsection

Maximum Raw

Points

Weighted Percentage

Final Points

Available Management Experience 25 25% 250 Financial Stability 25 25% 250 Community Engagement 50 50% 500 Total Technical Score 100 100% 1000

D. Calculation of Technical Score

1. The Final Score will be calculated based on the following formula:

2. In each sub-section, items and/or questions have been assigned a maximum value of five

(5) points. The scoring rubric for the five (5) point scale is listed below.

Rating Rating Category

Response in Technical Proposal Confidence

Excellent Meets the requirements. Outstanding knowledge, creativity, ability, or other exceptional characteristics. Extremely well written and thorough.

Very High

Good Meets the requirement. Better than merely acceptable. High

3 Acceptable Meets the requirement. Acceptable quality. Moderate

2 Marginal Does not meet the requirement. Inadequate. Low

1 Poor Does not meet the requirement. Inferior. Very Low

0 Unacceptable Does not meet the requirement. Blank or unresponsive. No Confidence

D. The Bidder’s weighted scores for each category will be added to determine the Total Technical

Score for the Proposal.

a. Responses that do not receive a minimum weighted score of 420 may not move forward in the bid process.

b. Pricing information shall not be included in the Technical Proposal.

• Pricing information includes any information by which the cost is set out, may be computed, or may be compared to that of another Vendor, for example

• “At no additional cost;”

• “Free of charge;”

• “For an additional fee.”

c. Pricing information includes any information by which the cost is set out, may be computed, or may be compared to another Vendor.

(A/B) x C = D A = Actual Raw Points Received B = Maximum Raw Points C = Final Points Available D = Final Technical Score Received

d. Failure to follow this guideline in any manner will result in disqualification of the proposal

E. Evaluation Criteria

Category 1. Management Experience Maximum Points

Possible

1.1 Describe past community engagement projects managed by the organization or team leads.

• High scoring proposals will demonstrate experience in management operations overseeing recreational activities.

1.2 Provide a list to include the tools and systems used for planning, tracking, communication, and coordination.

• High scoring proposals will provide a detailed list of tools and systems used for planning, tracking, communication, and coordination of previous recreational activities.

1.3 Describe the strategy for ensuring accountability and transparency throughout the engagement process.

• High scoring proposals will provide a strategy for ensuring accountability and transparency throughout the engagement process of recreational activities.

Category 2. Financial Stability Maximum Points

Possible

2.1 Provide a description of how the organization is funded (e.g., grants, donor support, fee-for-service).

• High scoring proposals will provide a description of how the organization is funded (e.g., grants, donor support, fee-for-service).

2.2 Provide evidence that the organization has the financial resources to initiate and sustain the project.

• High scoring proposals will provide evidence that the organization has the financial resources to initiate and sustain the project.

Category 3. Community Engagement Maximum Points

Possible

3.1 Provide examples of past community engagement activities. 5

• High scoring proposals will provide examples of past community engagement activities.

3.2 Provide proposed engagement strategies. 5

• High scoring proposals will provide examples of proposed engagement strategies.

3.3 Provide proposed seasonal recreational activities. 5

• High scoring proposals will provide examples of proposed seasonal recreational activities.

9.8 Pricing Proposal

The committee will look at the prices after the technical score has been reviewed. The proposal with the lowest price will get the most points for cost.

A. Once the Technical Score is finalized, the pricing proposals are opened, the maximum amount of cost points will be given to the proposal with the lowest total.

B. The amount of cost points given to the remaining proposals will be allocated by using the following formula:

(A/B) x C = D COST POINT CALCULATION A = Lowest Pricing Proposal B = Pricing Proposal C = Maximum Points for Pricing Proposal D = Final Pricing Score Received

9. Acceptance of Evaluation Technique

A. You must follow all the rules for how your bid will be judged. By submitting in a bid, you understand and agree that the evaluation selection committee will decide how good your bid is.

Bidder must agree to all evaluation processes and procedures as defined in this solicitation.

Submission of a Responsive Bid signifies the Bidder’s understanding and agreement that subjective judgments will be made during the evaluation and scoring of the responses.

10. Contract

10.1 Negotiations

A. If the City so chooses, negotiations may be conducted with the highest-ranking prospective Vendor. Negotiations are conducted at the sole discretion of the City.

B. If negotiations fail to result in a contract, the City may begin the negotiation process with the next highest ranking prospective Vendor. The negotiation process may be repeated until the anticipated successful Vendor has been determined, or until such a time the City decides not to move forward with an award.

10.2 Issuance of Contract

A. Any resultant contract of this bid solicitation is subject to City approval processes which may include board review.

10.3 Cooperative Use

A. The City of Little Rock, as the issuing office for this solicitation, shall be the lead agency for this contract. Other governmental entities may participate in any contract resulting from this solicitation that falls under its scope of work throughout the life of the contract.

B. The vendor shall agree to offer the same pricing, terms, and conditions to participating governmental entities as outlined in this solicitation.

C. There is no obligation for any agency to purchase from the awarded contractor, nor does it guarantee any additional orders will result. However, it does allow entities at their discretion, to make use of the City of Little Rock’s competitive procurement process directly from the awarded contractor. All purchases made shall be understood to be transactions between that entity and the awarded vendor.

9.6 The City of Little Rock shall not assume liability or obligation on behalf of any other governmental entity that may use any contract resulting from this solicitation. All purchases and payment transactions shall be made directly between the vendor and the requesting entity.

11. Inquiries and Submission Instructions

11.1 The responsive bid must be submitted through online bidding at LRProcure .

11.2 For any system-related questions, technical errors or help, please contact Bonfire Technical

Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST.

11.3 For all other assistance, staff is available at (501) 371-4560. Bidder acknowledges that support may not be readily available the day of or the hours/minutes prior to a bid closing date/time.

11.4 All responsive bids will be subject to public information pursuant to the Arkansas Freedom of

Information Act.

Opening Bid Teams Meeting link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?co http://www.littlerock.bonfire.hub.com/ mailto:support@gobonfire.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d ntext=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca- 5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d

12. Terms and Conditions

All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock Standard Terms and Conditions for Bidders and the online Bonfire Terms & Conditions.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTJhYzcxMjUtMDA3ZC00ZGQ1LWI3ZjgtYzgwZWZlZmJlYjI5%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://www.bonfire.com/terms-and-conditions/