New Restrictions on Promotional Items

Effective August 5, 2025, Arkansas Act 943 prohibits state agencies, including UA Little Rock, from purchasing promotional items manufactured in the People’s Republic of China. Items received in violation of this law will be returned and will not be paid for.

Definitions and Examples:

Promotional items, broadly defined as one or more items purchased to promote or advertise the agency. A non-exhaustive list of examples is included below, but the definition of “promotional items” is intentionally broad:

  • Bumper Stickers
  • Clothing Items
  • Key Chains
  • Mugs
  • Pens
  • Pins

Formal Bids (Over $75,000)

All purchases exceeding $75,000 must be completed as a formal bid through Procurement Services, with a minimum processing time of sixty (60) days.

Competitive Quote Bid (Up to $75,000)

A competitive quote bid must be completed for all promotional items, excluding cooperative purchases, prior to ordering. Departments are given the delegation to solicit competitive quote bids up to $75,000 (including freight but excluding sales tax). Procurement Services is available to assist in processing these bids if departments do not have the time or qualified staff.

Cooperative Contract (Any Amount)

Cooperative buying allows the university to make purchases for goods and services from contracts that have already been bid or negotiated for the benefit of the university. Staples Promotional Products is an approved cooperative contract available for the university to use for the purchasing of promotional products without requiring a bid, regardless of cost. This is not a mandatory contract.

To complete a Staples Promotional purchase, complete the steps below:

  1. Contact Staples Promotional Products and request a quote referencing the E&I contract number for your requested items.
    1. For more information and to receive the contracted discount rate, contact the Account Manager, Jessica Morrison 913-319-4711, or [email protected].
  2. Create a requisition in Workday, with the quote as an attachment, to Procurement Services.

Licensed and Trademarked Items

Logoed print materials, such as brochures, flyers, stationery, and other printed items that display the university’s name, logo, or marks, do not require the use of a licensed vendor. However, in accordance with university policy, UA Little Rock Print Services must be given the first right of refusal for all print projects.

All artwork or design incorporating the university’s name, logo, or marks must be reviewed and approved by the Office of Communications and Marketing before production. Departments should ensure that all designs meet university branding and visual identity standards.

Departments are required to submit all print requests to UA Little Rock Print Services before contacting Procurement Services for assistance with a bid. If Print Services is unable to fulfill a request, written documentation of their declination should be included in the request to Procurement Services.

For additional information or to request a quote, contact UA Little Rock Print Services at 501-569-3260.

Promotional Items

Promotional items are items purchased for distribution to employees, students, or the general public and may include pins, buttons, pens, tee shirts, sweatshirts, and plaques. UA Little Rock has been authorized to purchase items for promotional purposes by special language in the agency’s appropriation acts. Further direction can be found in the OSP Policies on Promotional Items.

All purchases for promotional items, regardless of cost or method of procurement (P-Card or requisition), must be processed with a competitive quote bid, cooperative contract, or formal bid.

  • Cooperative Contract If taking advantage of the Staples Promotional cooperative contract, only one quote is needed.
  • Competitive Quote Bid and Formal Bid Using the licensed supplier list, obtain three quotes from three different companies.

*Please Note: If a P-Card will be used for the purchase, the Office of Communications should first provide written approval of the artwork. For a requisition, use the promotional items requisition type so that communications can approve the design.