Renovation of an educational facility in Arkadelphia, Arkansas. Completed plans call for the renovation of a educational facility.

Deadline for Questions on Proposal September 29, 2025 Responses to Questions posted on the website October 6, 2025. Henderson State University (the "University") is issuing this Request for Proposal ("RFP") for roofing contractors for the HSU campus. We have developed a format for preparing proposals to simplify the university's task of evaluating them. Failure to adhere to this format or to omit any of the required information will result in your firm's proposal being disqualified. The contract will be awarded to the vendor, firm, contractor, offeror, or proposer ("vendor") who best satisfies the University's needs at optimum cost and service performance. Cost will not be the sole criterion for determining the contract award. Vendors shall state the purchase price of each line item in the Proposal Packet. The University shall issue a firm, fixed-price contract for the services resulting from this RFP. Henderson State University is one of the multiple components of the Arkansas State University System. If another campus desires to utilize the services of the selected provider, and the provider agrees, they may agree as provided in this RFP. The data, specifications, and administrative requirements outlined herein are general guidelines for each proposal. Each firm is expected to submit a fully detailed proposal that adequately describes the advantages and benefits the University would realize by accepting its proposal. INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND CONTRACT: In accordance with Arkansas Code 19-11-249, this proposal and resulting contract are available to any college or university in Arkansas that wishes to utilize the services of the selected proposer, and if the proposer agrees, they may agree as provided in this RFP. The required services are to commence November/December, 2025, and unless terminated sooner, shall continue in force for an initial period of five (5) years with the option to extend for two one-year extensions, in accordance with the original terms of the contract upon mutual agreement in writing. In order to simplify the University's task of evaluating all of the proposals we have developed a format in which all proposals must be prepared. Failure to adhere to this format or omitting any of the information that is required may result in your firm's proposal being disqualified. The contract will incorporate the contents of the RFP as well as any negotiated terms and conditions. Vendors should note the following regarding the University's contracting authority and amend their documents accordingly. Failure to conform to these standards will result in rejection of the proposal. This contract shall be governed by and constructed in accordance with the laws of the state of Arkansas. Henderson State University is an agency of the state of Arkansas and the state and its agencies are protected from suit by sovereign immunity. Nothing in this contract is intended to nor shall it waive this sovereign immunity. Any provision of this contract in conflict with the laws of the state of Arkansas is null and void. The Bidder shall indemnify and hold harmless the University, its officers, and its employees from all claims, suits, actions, damages, and costs of every nature and description arising out of or resulting from the contract or the provision of services thereunder. The University will cooperate with the Bidder in the defense of any action or claim brought against Bidder seeking damages or relief for any loss, expense, damage, liability, claim, or demand either at law or in equity for actual or alleged injuries to persons or property arising from any negligent actor omission by the University or its employees or agents in performance of this contract. The University also will cooperate in good faith with the Bidder should the Bidder present any claims of the aforementioned nature against the University to the Arkansas State Claims Commission and will make reasonable effort to expedite any hearing or other action before the Commission. However, the University reserves the right to assert in good faith any and all claims and defenses available to it in any such proceedings before the Commission or other appropriate forum. If the University so chooses, it shall also have the right to enter into discussions or negotiations with the qualifying vendor(s) to further define contractual details. All such discussions shall be conducted at the sole discretion of the University and may be conducted at any lawful time of the University's choosing. The University shall solely determine the items to be discussed or negotiated. If discussions or negotiations fail to result in a contract, the negotiation process may be repeated until an anticipated successful vendor(s) has been determined or an award made, or until such time the University decides not to move forward with an award. Henderson State University seeks roof repairs/maintenance for buildings on the Arkadelphia campus and surrounding buildings managed by HSU's campus facilities management team. Due to State of Arkansas construction project bidding requirements, the award of a roof repair/maintenance contract does not guarantee the award of a roof replacement contract. Roof Repairs are considered as, but not necessarily limited to, the following: 1. Replacing any missing shingles. a. Contractor and maintenance personnel will coordinate/schedule this work to provide sufficient notice to occupants if necessary. b. Contractor will provide shingles and match existing as possible. 2. Patching of flat roofs. a. Contractor and maintenance personnel will coordinate/schedule this work to provide sufficient notice to occupants if necessary. b. Contractor will coordinate with property management team/maintenance personnel before making repairs that require labor exceeding two hours of work and/or $500.00 of materials. 3. The contractor will provide the University an itemized cost and materials specification/cost proposal for all non-routine repairs such as: a. Flashing replacement and repairs. b. Roof drain maintenance exceeding two hours of work or more than $500 in materials. c. Roof jack, roof vent, or other roof penetration repairs exceeding two hours or $100 in materials. 4. Total roof replacement for the following buildings. a. Arkansas Hall b. Sturgis. The selected roofing contractor(s) will respond within two hours for active leaks, or 24 hours for roof repairs not resulting in a leak, at the standard hourly rate, when called between 7:00 am and 3:00 pm Monday through Friday, excluding government holidays recognized by the State of Arkansas. The roofing contractor will provide emergency response within two hours at the afterhours rate for calls outside the standard window of 7:00 am to 3:00 pm Monday through Friday. Emergency response on holidays recognized by the State of Arkansas will be charged at the after-hours rate. Due to the State of Arkansas construction project bidding requirements, the award of a roof repair/maintenance contract does not guarantee the award of a roof replacement contract. Event bid description: Each proposer must utilize the Proposal Packet to submit their proposal. The following items are Proposal Submission Requirements and must be submitted as a hardcopy and electronic copy in the original Proposal Packet. A. Original signed Proposal Signature Page. (See Proposal Packet.) 1. One (1) original hardcopy and (1) electronic copy of the proposal response which includes: a. Proposal response to the Information for Evaluation section included in the Proposal Packet. Proposal response must be in the English language. b. Official Solicitation Price Sheet. The University reserves the right to reject any or all proposals, or any portion thereof, and re-advertise if deemed necessary. Awards will be made to the proposer whose proposal conforms to the RFP and, in the sole judgement of the University, will be the most advantageous to the University. The following should be used as a working guide for planning purposes. Henderson State University reserves the right to adjust this timetable as required during the course of the process. Henderson State University reserves the right to reject late proposals, any and all proposals, or waive any irregularities or informalities during the Request for Proposal process. No proposal may be withdrawn for a period of thirty (30) days after the closing date for submission.