Project Information

Bid Title

Request for Proposal - UAM Bookstore

Issuing Agency

University of Arkansas at Monticello

Location

Arkansas

Published Date

Apr 7, 2026

Closing Date

May 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Request for Proposal - UAM Bookstore

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STATE OF ARKANSAS

University of Arkansas at Monticello

346 University Drive

Monticello, AR 71656

REQUEST FOR PROPOSAL

SOLICITATION DOCUMENT

Solicitation Number: AA252602

SOLICITATION INFORMATION

Solicitation Issued: March 31, 2026

Description:

Agency:

Campus Bookstore Operations

Board of Trustees (the “Board”) of the University of Arkansas for the University of

Arkansas at Monticello (the “University” or “UAM”)

RESPONSE DUE DATE

Proposal Response Due Date: May 8, 2026

Time:

3:00 p.m., Central Time

Proposal submissions for this Request for Proposals must be delivered to the UAM Procurement Office on or

before the submission deadline. Proposals received after the submission deadline may be rejected as

untimely. See Section 1.2 for information regarding Live Bid Openings.

Delivery Address and

RFP Opening Location

Proposal’s Outer

Packaging

DELIVERY OF RESPONSE DOCUMENTS

UAM Finance and Administration

Office of Procurement

346 University Drive

Administration Building, Room 101-A

Monticello, AR 71656

Delivery providers, USPS, UPS, and FedEx deliver mail to the delivery street

address on a schedule determined by each individual provider. These providers will

deliver based solely on the street address. Prospective Contractors assume all

risk for timely, properly submitted deliveries.

Seal outer packaging and properly mark with the following information. If outer

packaging of proposal submission is not properly marked, the package may be

opened for proposal identification purposes.

 Solicitation number

 Date and time of bid opening

 Prospective Contractor's name and return address

DEPARTMENT NAME CONTACT INFORMATION

Department Buyer: Thomas Lafever

Buyer’s Direct Phone Number: 870-460-1722

Email Address:

lafever@uamont.edu

Department Main Number:

870-460-1022

Department Website: https://www.uamont.edu/Fin-Admin/purchasing.html

SECTION 1 – INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Request for Proposal (RFP) is issued by the University of Arkansas at Monticello (UAM) for the UAM

Office of Procurement to obtain pricing and a contract(s) for the Campus Bookstore Operations.

Direct all communications regarding this Solicitation to the Buyer on page one (1) of the RFP.

1.2 LIVE PROPOSAL OPENING

Please attend the proposal opening in person if desired. The sealed proposals will be opened publicly at

University of Arkansas at Monticello, Administration Building Suite 101 Monticello, AR 71656 at 3:00 pm

on May 8, 2026.

1.3 OBJECTIVE AND GOALS

UAM seeks to receive proposals for contracting the operations of the UAM Bookstore.

The University’s objectives for the Bookstore management and operation are listed below. It is expected

that the Contractor shall adopt the following objectives for the management and operation of the

Bookstore:

1. To provide the University community with a full range of merchandise and services expected

from a quality academic bookstore, including textbook rentals and digital textbooks.

2. To have sufficient quantities of textbooks and related supplies and materials, as required or

recommended by the faculty for academic courses, available for purchase by students at the

specific times the items are needed.

3. To ensure that the textbooks and editions of textbooks (whether paper or electronic) specified

by the University are available for sale.

4. To provide a wide selection of current trade, academic and technical literature in support of

required material for the academic disciplines of the University.

5. To offer a significant selection of “soft goods” such as office supplies, incidental household

goods for resident students, personal care items, University emblematic apparel, memorabilia

and other miscellaneous items.

6. To provide timely response to customers requiring special order literature and other such

materials.

7. To provide textbooks and other quality merchandise to the University community under pricing

policies that are both fair and competitive for like or similar quality, as compared to other

university bookstores and also with retail establishments in the surrounding area.

8. To keep apprised to new merchandise of interest to the University community.

9. To minimize out-of-stock situations on textbooks.

10. To provide for efficient customer traffic flow during rush periods and minimize time spent by

customers in waiting lines.

11. To meet the bookstore needs of the patrons with various disabilities. ADA requirements must

be adhered to in all aspects of the management and operation of the Bookstore.

12. To provide employment opportunities for students.

13. To become involved in the academic, cultural, and social environment of the University, taking

advantage of opportunities to offer special merchandising and other assistance based upon the

University’s ongoing and unique activities.

14. To be familiar with and discuss provisions of the Higher Education Opportunity Act of 2008, Text

Book Division, as well as State of Arkansas Act 175 of 2007 related to regulation of textbook

sales and prompt notice of adoption of textbooks for state-supported institutions of higher

education.

15. To provide the option of online purchasing of textbooks and other merchandise.

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NOTE: Office Supplies for all Departments of UAM will not be purchased from the UAM

Bookstore. The State of Arkansas offers a contract for these supplies.

1.4 BACKGROUND AND CURRENT ENVIRONMENT

The University consists of the main campus in Monticello, the UAM College of Technology-Crossett,

and the UAM College of Technology-McGehee. The Monticello location provides both

undergraduate and graduate degree programs to residential and commuting students. The Crossett

and McGehee locations provide technical programs as well as a variety of college-transferable

courses. The University has an all campuses operating budget (educational and general/auxiliary) of

approximately $51 million. All facilities of the University of Arkansas at Monticello campus(s) are

tobacco free.

The University’s fall semester begins usually in mid August of each year. The current Bookstore is

operated by Follett, and reports to the Business Manager. Previous gross sales for July 1, 2024 to June

30, 2025 are approximately $875,000. Current year is expected to be approximately the same. The

Bookstore contains approximately 2,376 square feet of retail space and 753 square feet of storage and

office space. Current hours of operation are 8:00 A.M. to 4:00 P.M. Monday – Friday.

1.5 TYPE OF CONTRACT

A. As a result of this RFP, UAM intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is July 1, 2026, except that the actual contract

start date may be adjusted unilaterally by UAM for up to three (3) calendar months. By submitting a

signed proposal in response to the RFP, the Prospective Contractor represents and warrants that it

will honor its proposal as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and UAM, the contract may be renewed for up to six (6) additional one-year terms or

portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

1.6 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same

meanings herein.

B. “Prospective Contractor” means a responsible offeror who submits a proposal in response to this

Solicitation.

C. The terms “Request for Proposal,” “RFP,” and “Solicitation” are used synonymously in this document.

D. “Requirement” means a term, condition, provision, deliverable, Specification, or a combination

thereof, that is obligated under the Solicitation, resulting contract, or both.

E. “Responsive Proposal” means a proposal submitted in response to this Solicitation that conforms in

all material respects to this RFP.

F. “Shall” and “must” mean the imperative and are used to identify Requirements.

G. “Specification” means any technical or purchase description or other description of the physical or

functional characteristics, or of the nature, of a commodity or service. “Specification” may include a

description of any Requirement for inspecting, testing, or preparing a commodity or service for

delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any

obligation of the State under a contract that results from this Solicitation, that obligation is limited to

the Department using such a contract.

1.7 SOLICITATION SCHEDULE

For informational purposes, a Solicitation Schedule is provided below; however, dates listed and noted

with an asterisk (*) are anticipated dates only and are subject to change at the discretion of the State. All

times are listed in Central Time.

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TABLE A: TENTATIVE SOLICITATION SCHEDULE

ACTIVITY

RFP Release to Prospective Contractors

Deadline for Prospective Contractor Questions

Answers to Questions Posted to Website Location

Proposal Due Date

Committee Evaluations Period

Post Anticipation to Award*

Award Contract*

DATE

March 31, 2026

April 13, 2026, 4:30 p.m.

April 17, 2026

May 8, 2026

May 11-May 15, 2026

May 18, 2026

June 1, 2026

1.8 CLARIFICATION OF SOLICITATION

A. Submit questions requesting clarification of information contained in this Solicitation via email to the

Buyer on page one (1) of the RFP by the date and time listed in Table A.

1. For each question submitted, Prospective Contractor should reference the specific Solicitation

item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and responded to by the State as

deemed appropriate. The State’s consolidated written response is anticipated to be posted to the

Solicitation posting by the close of business on the date provided Table A. If Prospective

Contractor questions are unclear or non-substantive in nature, the State may request clarification

of a question(s) or decline to answer.

B. The Prospective Contractor should notify the Buyer of any term, condition, etc., that precludes the

Prospective Contractor from submitting a compliant, Responsive Proposal. Prospective Contractors

should note that it is the responsibility of the Prospective Contractor to seek resolution of all such

issues, including those relating to the terms and conditions of the contract, prior to the submission of

a proposal.

C. Prospective Contractors may contact the Buyer with non-substantive questions at any time prior to

the proposal opening.

D. An oral statement by UAM will not be part of any contract resulting from this Solicitation and may not

reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced

to writing and expressly adopted by UAM.

E. Only an addendum written and authorized by the State will modify the Solicitation.

1.9 RESPONSE DOCUMENTS

A. Original Technical Proposal Packet

1. Prospective Contractors shall utilize the Technical Proposal Packet to submit their responses.

2. The following items are proposal submission requirements and must be submitted as a

hardcopy part of a Prospective Contractor’s proposal response.

a. Original signed Proposal Signature Page. Signature may be ink or digital.

b. One original hardcopy of the Technical Proposal response to the Information for Evaluation

section included in the Technical Proposal Packet, which must be in the English language.

c. One original hardcopy of the completed Official Solicitation Price Sheet.

i. Include a sealed envelope with the cost information, clearly labeled “Cost Proposal” with

the material mentioned above. Vendors who fail to submit a cost separately will be

considered non-responsive.

ii. Pricing must be proposed in U.S. dollars and cents.

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iii. Quantities stated are estimates only and are not guaranteed. Prospective Contractor

must submit unit price on the estimated quantity and unit of measure specified.

 The State may order more or less than the estimated quantity on term contracts, and

the Contractor shall sell to the university quantities ordered at no more than the

submitted price.

iv. If pricing documents do not allow for accurate pricing, Prospective Contractor should

notify the Buyer at least seventy-two (72) hours before the proposal opening time.

v. Prices must be firm offers and adjustments may be negotiated at the time of contract

renewal/annually/quarterly.

 A request for a price increase must include supporting documentation demonstrating

that the increase in contract price is based on an increased cost to the Contractor

and that the proposed pricing is still competitive in the marketplace. The State has

the right to approve or deny any request for a price adjustment.

vi. Discount from list pricing is not acceptable unless requested elsewhere in the

Solicitation.

vii. State or local sales taxes should not be included in the price. Trade discounts should be

deducted from the unit price and the net price should be shown in the Pricing Response.

viii. State law requires that the proposal be submitted no later than the date and time

specified in this RFP. Vendors mailing proposals should allow a sufficient mail delivery

period to ensure timely receipt of their proposals by the above office.

ix. Any proposals received after the publicly scheduled opening date and time will be

immediately disqualified. Prior to the RFP award, all proposals shall be guaranteed and

binding for a period of not less than ninety (90) days past the proposal submission

deadline (opening date).

d. Proposed Subcontractors Form (see SRV-1, section 14)

e. Copy of Prospective Contractor’s Equal Opportunity Policy.

i. Pursuant to Arkansas Code Annotated § 19-60-104, OSP requires a Prospective

Contractor bidding on a state contract to submit a copy of the Prospective Contractor’s

Equal Opportunity (EO) Policy.

ii. Prospective Contractors not required by law to have an EO Policy must submit a written

statement to that effect.

3. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s proposal:

a. EO 98-04: Contract and Grant Disclosure Form.

b. Voluntary Product Accessibility Template (VPAT), if applicable.

4. Prospective Contractors should not include any other documents or ancillary information, such

as a cover letter or promotional/marketing information.

B. Additional copies

1. In addition to the original Technical Proposal Packet, the following items should be submitted:

a. Five (5) complete hardcopies (marked “COPY”) of the Technical Proposal Packet.

b. One (1) electronic copy of the Technical Proposal Packet.

c. One (1) electronic copy of the Official Solicitation Price Sheet.

d. One (1) redacted (marked “REDACTED”) copy of the original Technical Proposal Packet if

applicable (see Proprietary Information).

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