Project Information

Bid Title

HVAC System Replacement

Issuing Agency

State Government of Arkansas

Location

Arkansas

Published Date

Jan 13, 2026

Closing Date

Jan 21, 2026

Government Level

State & Local

Status

Closed

Ref. #

MMQB-26-014

Original Source

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Bid Documents

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Project Description

Current Solicitations

Bid Information Bid Number: MMQB-26-014 Agency: Department of Parks and Tourism Opening Date & Time: 01/21/2026 04:00 PM CST Description: HVAC System Replacement Buyer's Email: jennifer.a.dury@arkansas.gov

Bid Documents PDF XLS Other Web MMQB-26-014 - Solicitation Attachments 4 and 5 - Specifications Bid Response Packet Services Contract - SRV-1 Form Performance and Payment Bond Form

Attachment Preview

STATE OF ARKANSAS

Department of Parks, Heritage, and Tourism

1100 North Street

Little Rock, AR 72201

Park Operations Major Maintenance

QUOTE BID SOLICITATION DOCUMENT

Solicitation Number:

Description:

Division/Agency:

SOLICITATION INFORMATION

MMQB-26-014

Date Solicitation Issued:

DeGray Convention Center HVAC System Replacement

Parks Operations

1/13/2026

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Due Date:

1/21/2026

Time:

4:00 P.M., Central Time

Bid responses for this Competitive Bid must be emailed to adpht.procurement@arkansas.gov by the

designated due date and time. Bids received after the submission deadline may be rejected as untimely.

Response email subject line must be Bid Submission for Bid

Your Bid Submission could be misplaced and not considered if the email subject line is anything else.

Location Contact:

Email Address:

Department Website:

Buyer:

Email Address:

Department Website:

PARK CONTACT INFORMATION

Assistant Superintendent - Brad DePriest

brad.depriest@arkansas.gov Telephone Number:

https://adpht.arkansas.gov/

PROCUREMENT CONTACT INFORMATION

Jen Dury

Jennifer.a.dury@arkansas.gov

https://adpht.arkansas.gov/

Telephone Number:

(501) 865-5812

(501) 324-9582

IMPORTANT NOTICES:

Any contract awarded as a result of this solicitation that exceeds $50,000.00 in value is subject to the

Performance and Payment Bond requirements of Ark. Code Ann. §18-44-501et seq., §19-4-1401et seq., and

§22-9-401et seq. The Surety guarantees that the Principal shall comply with Ark. Code Ann. §22-9-301 et seq.

by payment and full compliance with all prevailing hourly wage contract provisions. The bond must be filed in

the county where the work is to be performed

A Purchase Order will be issued to the lowest priced responsive and responsible bidder. Pre-payment or

deposit will not be made for any amount for any reason. Contractor may invoice for 100% of the Purchase

Order amount upon completion and acceptance of the project.

Page 1 of 6

Rev 09/2024

SECTION 1 – GENERAL INFORMATION AND INSTRUCTIONS

1.1 INTRODUCTION

This Quote Bid is issued by the Department of Parks Heritage and Tourism for the Parks Operations

division to obtain pricing and a contract for a Major Maintenance project as detailed in Attachment 4

Specifications and Scope of Work (SOW).

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

1.2 TYPE OF CONTRACT

A. As a result of this Quote Bid, the Department intends to award a contract to a single Contractor (see

Contractor Selection).

B. The anticipated starting date for any resulting contract is within 30 days of Bid Due Date except that

the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar

months. By submitting a signed bid in response to the Quote Bid, the Prospective Contractor

represents and warrants that it will honor its bid as being held open as irrevocable for this period.

1.3 DEFINITION OF TERMS

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

meaning herein.

B. The terms “Quote Bid,” “QB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsive and responsible bidder who submits a bid that meets

the Requirements and criteria set forth in this Solicitation.

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 Bid” means a bid submitted in response to this Solicitation that conforms to all

Requirements, criteria, and Specifications in this QB.

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

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.

1.4 CONTRACTOR SELECTION

A. If it is in the best interest of the State to do so, award will be made to the responsive and responsible

Prospective Contractor determined to have submitted the lowest priced Responsive Bid, based on

the Official Bid Price amount entered on the Bid Signature Page.

B. The State reserves the right to determine that received costs from any vendor are unreasonable (too

high for the requirements of the subject solicitation) or unrealistic (too low to reflect the ability of the

offeror to meet the requirements of the solicitation). When it is determined by the State that pricing is

potentially unrealistic or unreasonable, the State may request an offeror to clarify elements of pricing,

and the offeror may be removed from consideration for a solicitation, at the sole discretion of the

State.

C. If the State so chooses, negotiations may be conducted with the lowest-bidding, responsive and

responsible Prospective Contractor if:

1. All bids received from responsive and responsible bidders exceed available funding; or

Page 2 of 6

2. It appears that additional savings to the state may result from negotiation.

D. If negotiations fail to result in a contract, the State may negotiate with the next lowest-bidding,

responsive and responsible Prospective Contractor.

1. The negotiation process may be repeated until an acceptable lower bid price is negotiated, or

until such time the State determines negotiations are no longer in the best interest of the state.

2. Negotiations are conducted at the sole discretion of the State.

E. A contract is not effective prior to final award being made by the State; some contracts may be

subject to Legislative review prior to final award.

1.5 RESPONSE DOCUMENTS

A. All bids must be submitted to the adpht.procurement@arkansas.gov before the submission deadline

on page one (1) of the QB.

1. The following are bid submission Requirements and ALL must be submitted for a response to

be considered responsive:

a. Fully completed, legible and Signed Bid Signature Page; signature may be ink or digital.

b. Official Bid Price must be proposed in U.S. dollars and cents.

c. Official Bid Price must be a firm offer and adjustments may be negotiated prior to contract

award. The State has the right to approve or deny any request for a price adjustment.

d. State and local sales taxes should not be included in the bid price.

e. Proposed Subcontractors Form SRV-1

f. Combined Certifications Form completed and signed.

g. EO 98-04 Contract & Grant Disclosure Form

h. Completed and Signed Site Visit Verification Form

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

as a cover letter or promotional/marketing information.

B. Prospective Contractors shall not alter any language in Solicitation document(s) or Official Bid

Signature Page provided by the State.

C. Prospective Contractors’ bids cannot be altered or amended after the bid opening except as

permitted by law or rule.

D. As requested, Prospective Contractors shall provide clarification regarding Prospective Contractor’s

bid response.

E. Prospective Contractors may submit multiple bids.

SECTION 2 – SPECIFICATIONS AND REQUIREMENTS

See Attachment 4 Specifications and Scope of Work (SOW) and Attachment 5

Performance Standards.

SECTION 3 – SOLICITATION TERMS AND CONDITIONS

3.1. ACCEPTANCE OF REQUIREMENTS

A. A Prospective Contractor’s past performance with the State may be used to determine if the

Prospective Contractor is responsible (OSP Rule R1:19-11-235).

Page 3 of 6

1. Bids submitted by Prospective Contractors determined to be non-responsible will be rejected.

B. A single Prospective Contractor must be identified as the prime contractor.

1. The prime Contractor shall be responsible for the resulting contract and jointly and severally

liable with any of its subcontractors, affiliates, or agents to the State for the performance thereof.

C. By submitting a bid, the Prospective Contractor represents and warrants:

1. That the prices in the bid have been arrived at independently, without any collusion with

another competing Prospective Contractor.

a. Collusion violates Arkansas Procurement Law and can lead to suspension, debarment,

and can be referred to the Attorney General’s officer for investigation and appropriate legal

action (Arkansas Code Annotated § 19-11-240 and 19-11-245).

2. That the Prospective Contractor has not retained a person to solicit or secure the resulting

contract upon an agreement or understanding for a commission, percentage, brokerage, or

contingent fee, except for retention of bona fide employees or bona fide established

commercial selling agencies maintained by the Prospective Contractor for the purpose of

securing business.

D. Qualifications, services, and commodities must meet or exceed the required Specifications as set

forth in the Solicitation.

3.2. GENERAL TERMS AND CONDITIONS

A. The Contractor must be registered as a vendor to receive payment and may register online by

visiting ark.org/vendor/index and clicking the Start Here button.

B. All payments to the Contractor under a resulting contract shall be made exclusively through ACH

(Automated Clearing House) direct deposit.

1. The Contractor shall provide the necessary banking information, including account number,

routing number, and any other details required to facilitate ACH direct deposits.

2. The Contractor shall be responsible for ensuring that the provided banking information is

accurate and up to date. Any delays or errors in payment caused by incorrect or outdated

information provided by the Contractor shall not be the responsibility of the Department.

3. The Department will process payments according to the agreed payment schedule, and all

payments made via ACH direct deposit shall be considered as duly received upon successful

transmission to the Contractor’s designated bank account.

C. Pursuant to Arkansas State Procurement Law, the Contractor shall certify that, unless they offer to

provide the goods or services for at least twenty percent (20%) less than the lowest certifying

Prospective Contractor:

1. They are not engaged in and shall not, during the aggregate term of the resulting contract,

engage in a boycott of Israel (Arkansas Code Annotated § 25-1-503),

2. They are not engaged in and shall not, during the aggregate term of the resulting contract,

engage in a boycott of an Energy, Fossil Fuel, Firearms, or Ammunition Industry (Arkansas Code

Annotated § 25-1-1102).

D. Pursuant to Arkansas Procurement Law, the Contractor shall certify that the Contractor does not

knowingly employ or contract with illegal immigrants and that the Contractor shall not knowingly

employ or contract with illegal immigrants during the aggregate term of any contract with the State or

any of its departments, institutions, or political subdivisions (Arkansas Code Annotated § 19-60-105).

Page 4 of 6

E. The Contractor shall invoice the State as required by the Department and should not invoice the

State in advance of delivery and acceptance of any commodities or services (Arkansas Code

Annotated § 19-4-1206).

1. The Contractor should invoice the agency by an itemized list of charges. The Department’s

purchase order number and/or the contract number should be referenced on each invoice.

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

upon acceptance of commodities and services by the Department.

3. Payment will be made only after the Contractor has successfully satisfied the Department as to

the reliability and effectiveness of the commodities or services purchased as a whole.

F. The Contractor should be able to accept the State’s authorized VISA Procurement Card

(p-card) as a method of payment. Price changes or additional fee(s) must not be levied against the

State when accepting the p-card as a form of payment.

G. The Prospective Contractor shall certify that they are not a company owned in whole or with a

majority ownership by the government of the People's Republic of China (a “Scrutinized Company”)

and that they do not and shall not during the aggregate term of the resulting contract employ a

Scrutinized Company as a contractor (Arkansas Code Annotated § 25-1-1203).

H. This QB incorporates all terms of the Form SRV-1

1. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to

any terms, conditions, or Requirements in this QB.

I. The Prospective Contractor agrees and shall adhere to all terms, conditions, and Requirements if

selected as the Contractor.

1. Items may only be modified if the legal requirement is satisfied and approved by the State during

negotiations.

3.3. INSPECTION AND ACCEPTANCE

A. The State may inspect all work and commodities delivered, tendered, or identified to the State as

being procured under a resulting contract to determine whether they conform to the contract.

1. The State’s right to inspection may be exercised at any reasonable place and time and in any

reasonable manner, as determined in the State’s reasonable discretion, prior to acceptance of

and payment for any commodities procured under a resulting contract.

2. If the work or commodities are found to be conforming as the result of inspection, the State will

bear the cost of inspection, if any.

3. If any of the work or commodities are found to be non-conforming, the State:

a. May elect to recover expenses of inspection, if any, from the Contractor and the Contractor

shall bear the cost

b. The Contractor shall be responsible for the cost of any retrieval, return, or disposal of the

commodities. Payment for commodities does not constitute acceptance of the commodities

as conforming to the contract if the State has not had a reasonable opportunity to inspect

the commodities or in the event of Contractor’s fraud or concealment of defects.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. The Contractor shall include a total satisfaction return policy for all products and shall not impose

any liability on the State for such returns.

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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