1-DCCC BOOKSTORE RFP 2026.pdf

DELAWARE COUNTY COMMUNITY COLLEGE

Bid on Contract #26-1

Bookstore Operations

Delaware County Community College

901 S. Media Line Road

Media, PA 19063

Bid Opening: March 23, 2026

SECTION 1.

NOTICE TO BIDDERS

Sealed Bids will be received electronically by the Purchasing Office on behalf of the Delaware County

Community College at 901 S. Media Line Road, Media, PA 19063 via PennBid at https://pennbid.bonfirehub.com for the following:

Bid Title: Bookstore Operations

Contract #: 26-1

Bid Opening: Monday, March 23, 2026 at 2:00 pm

The bid will be available via the PennBid Program (https://pennbid.bonfirehub.com) on Monday, March

23, 2026 at 2:00 pm.

Bidding documents are available at no cost via the PennBid Program (https://pennbid.bonfirehub.com).

Bids shall be submitted online via the PennBid Program (https://pennbid.bonfirehub.com) by the date and time indicated in the Request for Proposal along with the Bid security and the other documents required to be submitted as identified herein.

Failure by the Bidder to comply with the Bid documents may result in the rejection of its Bid.

Delaware County Community College reserves the right to reject any and all Bids, to waive immaterial informalities or to accept any Bid which in their opinion will be in the best interest of the College.

Delaware County Community College is an equal opportunity educational institution and does not discriminate based on race, color, national origin, sex or disability, as more fully set forth in the College’s nondiscrimination policy incorporated herein by reference.

No Service Provider may withdraw its Proposal within sixty (60) days after the actual opening of

Proposals.

https://pennbid.bonfirehub.com/ https://pennbid.bonfirehub.com/

SECTION 2.

GENERAL INFORMATION

ABOUT DELAWARE COUNTY COMMUNITY COLLEGE

Delaware County Community College is a public community college serving Delaware and Chester

Counties in Pennsylvania. Founded in 1967, the College is well-respected in meeting the education and training needs of the diverse communities it serves and in developing students’ potential to contribute to a regional workforce and a global society.

With a strategic plan based on Enrollment, Engagement, Equity and Expansion, the College delivers quality, affordable and responsive educational opportunities in a technologically rich and supportive learning environment. The College serves a diverse population of more than 16,000 credit and non-credit students through its six locations, including the 123-acre Marple Campus, as well as through online modalities.

Academics

Accredited by the Middle States Commission on Higher Education, the College offers more than 50 associate degree and 35 certificate programs. Here, students find affordable open admission to higher education and can earn an Associate in Arts (A.A.), Associate in Fine Arts (A.F.A.), Associate in Science

(A.S.) or an Associate in Applied Science (A.A.S.) degree. The College offers dual admission; transfer options to four-year colleges and universities and awards short-term workforce preparation or advancement certificate programs, as well as provides personal enrichment and lifelong learning opportunities. In addition, thanks to strategic partnerships with several universities, associate degree completers can earn a bachelor’s degree in several fields on the College’s Marple Campus.

The College’s faculty members truly care about student success and can provide insights from real world experience in their area of expertise which students value tremendously. Some of our adjunct faculty also teach at the area fouryear colleges and universities.

Student Life & Athletics

One of the hallmarks of the College is the outstanding support services availed to students. Dedicated individuals in Advising, Assessment, Career & Counseling, Disability Services, Library Services, Tutoring, and Transfer Services provide an unparalleled support system. In addition, tailored services for dual enrollment, first-generation and student veterans offer support specific to those populations.

A wide range of 35+ student clubs and organizations are available to students catering to their interests both inside and outside the classroom. A Fitness Center is available on the Marple Campus as well as on-campus dining options.

The College’s athletic teams are collectively known as the Phantoms and compete in Division III of the

National Junior College Athletic Association (NJCAA Region 19) and are members of the Eastern

Pennsylvania Athletic Conference.

The sports teams range from baseball, men’s and women’s basketball, women’s cross country, men’s soccer, track and field, and women’s volleyball.

Commitment to Diversity

As the community’s college, Delaware County Community College is deeply committed to addressing diversity issues. An office of Diversity, Equity & Inclusion was established in 2018 and the Center for

SECTION 2. GENERAL INFORMATION - cont’d

Equity & Social Justice was created in the summer of 2020 amidst times of social unrest across the nation. The Center contributes to dismantling systems of racism and social injustice by providing ongoing opportunities for meaningful dialogue that creates awareness, promotes education and understanding, and leads to transformative change.

Advertising and Marketing Background

The College’s mission is to provide affordable, accessible, and high-quality education and training. Like other higher education sectors, community colleges face emerging challenges. Evolving demographics, shifting students’ needs and behaviors and expanding technologies demand more sophisticated, targeted, flexible marketing plans be developed.

Over the past 16 years, the College has utilized a variety of media outlets to deliver its multi-faceted messages. Advertising tactics have ranged from traditional media, including cable TV, billboards, newspaper, and direct mail to newer media including connected TV, streaming radio, and various programmatic, retargeting and geofencing digital tactics.

Our target audiences include prospective students (high school age, and adults), guest students, high school guidance counselors and administration/staff, business/industry partners, and alumni.

SECTION 3.

INSTRUCTIONS TO BIDDERS

1. INTRODUCTION

Delaware County Community College is soliciting Bids for Auditing Services in accordance with the following information and guidelines. This Bid is part of a competitive procurement process which will best serve the interests of the College and will provide firms with a fair opportunity for their services to be considered. This Bid states the instructions for submitting Bids, the procedures and criteria by which a Service Provider will be selected and general contractual terms and requirements the College will include in any resulting contract.

2. DEFINITIONS

As used throughout this document, the following terms shall have the meaning as set forth below:

A. The term "College" shall refer to Delaware County Community College.

B. The term “Bid” or “Proposal” in singular or plural form shall refer to this document and the requirements contained herein.

C. The term "Bidder" or "Bidders" shall refer to those firms submitting Bids to perform the services described herein.

D. The term "Contractor" shall refer to the Successful Bidder to whom the Contract has been awarded by the College Board of Trustees.

E. The term “Contract” or “Agreement” shall refer to the final binding arrangement entered into between the College and Contractor as a result of this Bid.

3. TIMELINE FOR SUBMISSION, REVIEW AND AWARD OF BID

ACTION DATE

Release Bid to Contractors March 23, 2026

Deadline for Submission of Questions* April 6, 2026

Deadline for Submission of Bid* April 20, 2026

Review of Bids by College April 27, 2026

Award of Contract, if any, by Board of Trustees May 4, 2026

4. BIDDERS’ REPRESENTATION

Bidders, by the act of submitting their Bid, represent that:

A. They have read and understand the Proposal documents and their Bid is made in accordance therewith;

B. They have familiarized themselves with the conditions under which the work will be done;

C. Their Bid is based upon the requirements described in the Bid documents without exception unless exceptions are clearly stated in the response.

5. METHOD OF RESPONDING

The College invites electronic Bids on the following: "Contract No. 26-1 Bookstore Operations” for

Delaware County Community College located at 901 S. Media Line Road, Media, PA via PennBid at https://pennbid.bonfirehub.com. Prices listed must be for all work described in the Specifications.

SECTION 3. GENERAL CONDITIONS - cont’d

6. RECEIPT AND OPENING OF BIDS

A. Delaware County Community College, Media, Pennsylvania, 19063 invites Bids in the form attached hereto which must be signed by the Bidder and uploaded into the PennBid project portal. Unsigned Bids will not be considered. Bids will be received via PennBid

(https://pennbid.bonfirehub.com) until 2:00 p.m. on Monday, April 20, 2026.

B. The College may consider informal any Bid not prepared or submitted in accordance with the provisions hereof and may waive informalities or reject any and all Bids. A Bid may be withdrawn or modified at any time within PennBid prior to the due date and time identified in the Invitation for Bids. No Bidder may withdraw its Bid within sixty (60) days after the actual date and time of the Opening thereof.

C. Bids shall be submitted online via the PennBid Program (https://pennbid.bonfirehub.com) by the date and time indicated in the Invitation for Bids along with the Bid security and the other documents required to be submitted as identified herein.

D. In the event of a discrepancy between “Unit Price” and “Total Price”, “Unit Price” will govern.

7. PROCEDURE FOR SUBMISSION OF QUESTIONS/CLARIFICATIONS

Bidder shall submit all questions about the meaning or intent of the Bidding Documents via the “Ask a Question” feature in PennBid no later than 2:00 p.m. on Monday, April 6, 2026.

8. MODIFICATION OR WITHDRAWAL OF BID

A. No Bid may be modified, withdrawn, or canceled for sixty (60) calendar days following the time and date designated for the receipt of Proposals.

B. Prior to the time and date designated for receipt of Bids, Proposals may be modified or withdrawn within PennBid.

C. Withdrawn Bids may be resubmitted in PennBid up to the time designated for the receipt of

Proposals provided that they are then in full conformance with the information contained herein.

9. QUALIFICATION OF BIDDER

The College may make such investigation as it deems necessary to determine the ability of the Bidder to perform the work, and the Bidder shall furnish to the College all such information and data for this purpose as the College may request. The College reserves the right to reject any Bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the College that such Bidder is properly qualified to carry out the obligations of the Contract and to complete the work contemplated therein.

Conditional Bids will not be accepted.

10. BID OWNERSHIP

All Bids submitted become and remain the property of the College and, as such, are considered public information. Unless certain pages or specific information are specifically marked “proprietary” and qualify as such, the College shall make available to any person requesting information through the

College’s processes for disclosure of public records, any and all information submitted as a result of this Bid without obtaining permission from any Bidder to do so.

11. COSTS ASSOCIATED WITH BID PREPARATION

The College is not responsible for costs incurred by any Bidders in the generation of submission of

Bids, visits to the College, presentations made to College personnel or designees, documentation provided to College personnel or designees, production of marketing literature, or any other costs incurred while participating in this Bid process.

12. TIME OF COMPLETION

The Contractor must agree to complete work in accordance with the following schedule: A. Contract award, if any, to be made May 4, 2026. Award of the Contract to be in the form of a Purchase Order.

B. Commencement of service on or before, July 1, 2025.

13. CONDITIONS OF WORK

Each Bidder must inform himself fully of the conditions related to the project and will be presumed to have inspected the site and to have read and be thoroughly familiar with the plans and contract documents (including all addenda). Failure to do so will not relieve the Contractor of their obligation to furnish all the material and labor necessary to carry out the provisions of his Contract. Insofar as possible, the Contractor, in carrying out his work, must employ such methods or means as will not cause any interruption of or interference with the work of the College or any other Contractor.

14. METHOD OF AWARD

The College reserves the right to reject any or all Bids. That Bid which the Board of Trustees, in the exercise of their discretion, considers best under the circumstances, may be accepted. The College reserves the right to accept a single item, or group of items and not necessarily all items Bid. The

College will make award kind, quality, and material being equal, to the lowest responsible Bidder.

Notice of award will be in the form of a Purchase Order.

15. POINT OF CONTACT

For purposes of this contract, all contact shall be made through the “Ask a Question” feature in

PennBid. Under no circumstances are Bidders permitted to contact staff, faculty or other related constituency for purposes associated with this Bid. Questions may also be submitted through the

PennBid portal.

16. COMPLIANCE WITH LAW

This Bid and subsequent Contract(s) are subject to all laws, regulations, and executive orders of the

State of Pennsylvania. Any clause(s) which does not conform to such laws, regulations and executive orders shall be considered void.

17. ASSIGNMENTS

The Contractor shall not assign the whole or any part of this contract or any monies due or to become due hereunder without the written consent of the College.

18. DEFECTIVE WORK

The Contractor shall promptly replace and re-execute any defective work as determined by the

College in accordance with the Contract. The Contractor shall bear the full expense of such replacement. Should the Contractor refuse to replace or re-execute work rejected by the College, the

College shall have the right to purchase said product or service on the open market with any difference in price being charged back to the Contractor.

19. ADDENDA AND INTERPRETATIONS

In the case of any ambiguity, inconsistency, error or omission in any of the Bid documents, or a conflict between a provision in the documents and a Federal, State, County or Municipal law or governmental regulation, the Bidder is required to draw such to the attention of the College via the

“Ask a Question” feature in PennBid. The College will in turn clarify the situation as to the true interpretation thereof through the issuance of an ADDENDUM. Addenda will only be issued via the

PennBid portal. Bidders who have registered with and downloaded documents from PennBid will be notified by email when an addendum has been posted in PennBid. The College will not be held responsible for any oral instructions. If the Bidder fails to draw any such matters to the attention of the College as outlined herein, his Bid will be conclusively presumed to have been based upon the interpretation which may subsequently be given by the College, or if such conflict is with a law or regulation, the Bid is conclusively presumed to be predicated upon full compliance therewith.

20. TAXES

The College is exempt from State Sales and Use Tax involved in the completion of work under this

Contract and this should not be included in the Bid. The College’s exemption does not preclude the

Contractor from paying taxes on material purchased for use in completion of this project. The

Contractor shall pay all Social Security and Unemployment taxes and be responsible for Withholding taxes and any other Local, State or Federal requirements in this regard.

21. INDEMNIFICATION

The Contractor shall indemnify and hold harmless the College, its employees and agents from any and all claims, actions or demands arising from the acts or omissions of the Contractor, its employees or agents in the performance of its obligations under this or any subsequent contract or agreement and doing business as authorized herein, including costs, attorney fees and expenses incurred by reasons thereof.

22. NAME BRAND ITEMS

Whenever name brand items are listed, the words “acceptable alternate” are implied even though not expressly stated.

SECTION 4.

GENERAL CONDITIONS

1. BIDDER ACCOUNTABILITY

Bidders will be held strictly to their proposal.

2. BIDDER DESIGNEE

Each Bidder shall designate a person who is thoroughly familiar with the Bid proposal and who may be contacted during regular business hours to act as liaison between the Bidder and the

College.

3. ALTERNATES

Items as specified in this Bid are generally of the quality and characteristics desired by the

College. Alternates of equal specifications may be submitted. After the time of Bid opening and before the College makes an award, these alternates will be reviewed to determine their comparability to the items specified. Bidders wishing to submit substitutes to those items specified should do so by listing the brand names and catalog number on the Bid Form or on a

"noted" attachment to the Bid Form. Brochures or "cuts" along with shop drawings must be submitted which illustrate and give specifications on the substituted items. Failure to comply may result in rejection of Bid. Bidders offering substitutes should have samples available on short notice.

4. ACCEPTANCE OF PRODUCT/SERVICE

Bidders should offer the latest models and model numbers available. No used or reconditioned items will be accepted.

5. DELIVERY COSTS

Any expense involved in labor, freight, unloading, and/or return of goods connected with any order resulting from this Bid shall be at the Bidder's expense.

6. CANCELLATION OF CONTRACT

In the event that any of the provisions of these Contract documents are violated by the Contractor or his subcontractors, the College may cancel the order and in good faith contract another firm to complete the contract and hold the original Contractor responsible for all costs to the College for the completion of said order. This amount not to exceed the fair market value for such work.

7. PAYMENT FOR SERVICES

Neither the final certificate of payment nor any provision in the Contract documents, nor partial or entire use of the equipment, by the College shall constitute an acceptance thereof if not in accordance with these documents, or relieve the Contractor of liability in respect to any expressed warranties or responsibilities for faulty materials or workmanship. The Contractor shall promptly remedy any defects without cost to the College.

8. REFERENCES

Firm must submit with their Bid a list of at least three (3) references that have entered into an agreement for services similar to that which is specified herein within the previous twenty-four

(24) months. The reference list should include (1) the name of the organization (2) a contact person and phone number (3) description of services including year(s).

SECTION 4. GENERAL CONDITIONS - cont’d

9. BIDDER STABILITY

The Contractor shall have been operating continuously under the same company name for a minimum of three (3) years.

10. HOLD HARMLESS

The Contractor shall hold and save harmless the College and its officers, agents, and employees from liability of any nature or kind including cost and expenses for or on account of any patented or unpatented invention, process article, or appliance manufactured or used in the performance of the contract. The Contractor will protect the College from any cost and expenses pertaining to the fulfillment of the contract. It is mutually agreed and understood without exception that the contract prices shall include all royalties or cost arising from use of such design, services, or materials in any way involved in the Bid item/s.

11. PAYMENT FOR EXTRA SERVICES

Except as otherwise provided in this contract, no payment for extra services shall be made unless such extras and the price thereof have been authorized in writing by the College.

12. DISPUTES

Any disputes concerning the question of fact arising under this contract, not disposed of by agreement, shall be decided by the College who shall reduce the decision to writing and furnish a signed copy to the Contractor. Such decisions shall be final and conclusive.

13. PROVISIONS SEVERABLE

Each provision of this Contract is severable from the whole, and if one provision is held to be invalid, the remaining provisions shall remain in effect.

14. WAIVER OF RIGHTS

No delay or failure by the College to enforce any of the provisions of the Contract or to exercise any right therein granted shall be deemed a waiver thereof or limitation in any respect on the right of the College then and thereafter to enforce all provisions of this Contract and to exercise any such right.

15. ASSIGNMENT OF CONTRACT

Contractor shall not assign this Contract, in whole or in part, or enter into any subcontract for the performance of any work contracted for, without first obtaining the written consent of the

College, and then only subject to such conditions as the College may prescribe.

16. POSSIBLE AWARD WITHOUT DISCUSSION

Bidders are hereby notified of the possibility that award of this Contract may be made without discussion of Proposals received and hence, Proposals should be submitted initially in the most favorable terms, from a price and technical standpoint, which the Bidder can submit to the

College.

17. AUTHORITY TO BIND PROPOSAL

Each Bid shall identify the individual(s) having authority to contractually bind the Bidder to a

Contract. It shall also name the person to be contacted both during the period of evaluation and for prompt Contract administration upon award of the Contract. This information is to include:

Name, Title, Address, Telephone Number and Fax Number. In the absence of a designee named

SECTION 4. GENERAL CONDITIONS - cont’d by the Bidder, it is assumed that the individual signing the Bid Form has the authority to bind the

Bidder to a Contract.

18. DISCRIMINATION

The Contractor agrees not to discriminate against any client, employee or applicant for employment or for services, because of race, creed, color, national origin, gender, ethnic background, or age with regard to, but not limited to, the following: employment upgrading;

demotion or transfer; recruitment or recruitment advertising; layoffs or termination; rates of pay or other forms of compensation; selection for training; rendition of services. It is further understood that any Contractor who is in violation of this clause shall be barred forthwith from receiving awards of any kind from the College, unless a satisfactory showing is made that discriminatory practices have terminated and that a recurrence of such acts is unlikely.

SECTION 5.

REQUEST FOR PROPOSAL

1. INTENT/PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals from bookstore vendors in order to establish a formal agreement for providing Bookstore Operations for Delaware County

Community College (“DCCC” and/or “College”) for five (5) fiscal years: 2026-2027, 2027-2028, 2028-2029, 2029-2030 and 2030-2031 (July 1 to June 30), for the College. the College and the vendor can mutually agree to renew the contract beyond the original 5-year period.

2. OVERVIEW

Our mission at DCCC is to facilitate learning by providing quality educational programs and services that are student-focused, accessible, comprehensive, and flexible to meet the educational needs of the diverse communities it serves. In doing so, the College will enable its students to develop themselves to the limit of their desires and capabilities and to be successful.

DCCC is not seeking a traditional client/vendor relationship but a true partnership. We encourage creative solutions that focus on a strategic partnership, including:

A. Market leadership.

B. Best practices.

C. Next-generation solutions.

D. Solution feature/functionality.

E. Deployment and training.

F. Ongoing service excellence.

G. Technology and service requirements.

H. Financial investment.

3. KEY FACTS

Delaware State College Fall Headcount Enrollment History

Fall

Fall 2022 Fall 2023 Fall 2025

Total Students 9,143 8,369 8,191 7,928

Full-time Equivalent (FTE’s) 5,714 5,566 5,530 5,362

Total Credits 72,544 66,797 66,363 64,344

For many years, bookstore services at Delaware County Community College have been provided through a contracted arrangement. In addition to being the book and class supplies source for students and faculty across our campuses, the Campus Bookstore Operations (bookstore) is also a source for college apparel and other merchandise/retail services. The bookstores range from 495 – 2950 square feet, some including an office and all including a sales floor.

The College’s bookstores are located:

A. Marple Campus – In Founders Hall, on the ground floor next to the cafeteria

B. Downingtown Campus – On the Ground floor

C. Southeast Center – On the Ground floor across from the culinary kitchen

These campuses houses food service, a variety of student services offices, and conference facilities.

SECTION 5. REQUEST FOR PROPOSAL - cont’d

4. GENERAL REQUIREMENTS

Delaware County Community College is seeking a qualified vendor that will support our institutions’ mission by providing a full-service Bookstore with the highest caliber of services and lowest cost possible for the College community. The Bookstore must be operated with maximum sensitivity to the needs and concerns of our students, faculty, and staff. Products, prices, and services must promote confidence that the College community is obtaining the best possible combination of quality, customer service, and value. Data security measures must be compliant with industry standards and regulatory requirements including but not limited to role base security, encryption at rest and in transit, and MFA protected access. Solution must also meet FERPA, GLBA Safeguards Rule, ADA & accessibility compliance, SOC2, and PA State and Federal Requirements.

5. CONTRACT TERM

The initial term of any contract that results from this RFP (contract) will be for a five (5) year period beginning no later than July 1, 2026. The contract may be extended for up to four (4) subsequent one

(1) year terms if the College determines that service and financial performance of the vendor are satisfactory and if contract extension is in the best interest of the College. The maximum contract period including extension will be nine (9) years, at which time the contract will again be subject to competitive evaluation.

6. VENDOR SELECTION

The partner awarded the business will be selected based on offering the greatest benefit to DCCC, not just the lowest price. In addition, vendors will not be disadvantaged for proposing solutions that do not provide ALL required system functionality.

7. VENDOR PRESENTATIONS

Vendors should be prepared to conduct a presentation if requested. Presentations will provide vendors the opportunity to explain the functional and technical capabilities of their system and services.

Vendors should also be prepared to answer detailed questions regarding their proposals. DCCC will provide a detailed agenda for the presentation.

The information contained in this RFP is proprietary to DCCC and must be treated by vendors as confidential. The information is to be used by each vendor only for the purpose of preparing a response. The information may not be used or shared with other parties for any other purpose without our written permission. Upon request, DCCC will sign a mutual non-disclosure agreement.

8. SCOPE OF SERVICES

The College is soliciting proposals for Campus Bookstore Operations that demonstrate a commitment to excellence in higher education. The intent is to award a contract to a qualified vendor that will provide quality management and operation of book and merchandising/retail services on the College’s

3 campus; Marple, Downingtown, and Southeast Center, as well as have online services for extended campus and online students.

The College is seeking a long-term partner who will:

A. support the educational mission of the College by providing efficient and effective course material services to students and faculty

B. provide affordable educational materials that are competitive with other retail locations and online purchasing services

C. create customer-centric, innovative retail environments that maximize sales.

9. SPECIFIC REQUIREMENTS

A. Company History / Qualifications

• The vendor shall be knowledgeable about the changing College bookstore trends, new technologies, legislation, new marketing ideas, new merchandise, and changes evolving throughout the general bookstore industry. The vendor shall incorporate programs of action in response to these changes and trends into the College bookstore operation and services, as deemed applicable to the College bookstore market segment.

• A detailed description of the vendor’s background, experience, and qualifications to operate a

College bookstore. The vendor must provide a list of six college references of which three must be community colleges where the vendor has operated for a minimum of 3 years, or is currently operating a bookstore, preferably similar in student body size to Delaware County

Community College. References must include the name and address of facility, full time student enrollment, dates of service, and contact person’s name, telephone number, and email.

B. Textbook, Reference & Trade book Offerings:

The vendor shall provide in the operation of the Bookstore various course materials. Please provide details in your proposal how you will address the following categories:

• All required, recommended, and suggested textbooks and course materials – new, used, custom editions specified by the faculty or other designated departmental representatives;

• Digital and e-textbooks strategies;

• Textbook rentals;

• Other educational materials and supplies used by Delaware County Community College students.

In its provision of books, supplies, and materials, the vendor will prepare (in a form acceptable to the College) and distribute electronically to faculty members requisitions for such books, supplies, and materials for each semester. The College will make reasonable efforts to see that each vendor’s bookstore management is given timely notice by faculty members or authorized designees of the books, supplies, and materials requested for all courses offered, as follows:

• For the Spring semester, beginning in January

• For the Summer sessions, beginning in May

• For the Fall semester, beginning in late August

The vendor shall provide timely reports to faculty members of the status of their orders for books, supplies, and other materials for their respective courses, including items discovered to be unavailable, delayed in delivery, new editions, etc. The vendor shall not be responsible for books or other items not being ready for sale to students due to failure of faculty members to submit timely order requests.

However, the vendor shall make every reasonable effort to supply items requested even when requests are not timely.

The vendor shall make every possible effort to increase used book sales at the College by retaining used books purchased at the College, if required for the following semester, and by purchasing or acquiring used books from other bookstores and / or companies if necessary.

The vendor shall provide for the sale of textbooks and other educational materials required for any location that the College holds classes.

The vendor shall maintain a high-quality reference inventory that is current, relative, and supportive of the curriculum and interests of the faculty, students, and staff of the College. The vendor must be responsive to advice relative to the stocking of reference books suggested by the College faculty members.

The vendor shall promote academic and scholarly events as appropriate.

C. Marketing & Promotions:

• The vendor shall provide special promotions frequently throughout each year of the contract and will be expected to support new student orientation and other on-campus programs.

• The vendor shall provide in the proposal a list of the promotions that will be provided during the academic year.

• Identify the ways in which the vendor will utilize social media and other technology advancements in the promotion of the Delaware County Community College Bookstore.

D. Website / Online Sales:

o The vendor shall develop a professional website which allows online purchases. As a minimum, the website offered must be comparable to the present Bookstore website. The vendor’s website must be ADA compliant.

o The website must allow students the option of purchasing or renting textbooks online, for pickup in the Bookstore or for direct shipment to the student, with Delaware County

Community College receiving credit for the sale. The website should also be used as a means to market Delaware County Community College merchandise and products to students, alumni, parents, prospective students, and others.

E. Merchandising:

• The vendor shall offer a selection of “soft goods”, such as school and office supplies, Delaware County Community College emblematic apparel, memorabilia, spirit items, computer supplies and software, technical supplies, and other quality items under pricing policies that are both fair and competitive for like or similar quality as compared to other brick & mortar bookstores and retail establishments in the surrounding area.

• The vendor shall have exclusive rights to operate the full-service Bookstore located at the

College, offering all goods and services normally found in college bookstores and any such additional services as may be required by the College during the term of the contract.

• Delaware County Community College reserves the right to recommend merchandise to be sold in the bookstore and to request the removal of merchandise for sale in the bookstore which the College considers offensive or inappropriate.

• It is important to Delaware County Community College that the bookstore’s merchandise assortment be tailored to our campus community. Vendor must describe the level of decision making that will be granted to the on-site management team when selecting products to be offered for sale in the College Bookstore.

• The vendor must coordinate with the Enrollment Management and Student Services representatives related to the specific dates and deadlines for graduation attire ordering and delivery and shall provide special order service and other such sale services, such as class ring, cap and gown, commencement announcements, as are requested by Delaware County

Community College.

• Describe how the vendor intends to work with the Athletic Department.

• The vendor must comply with Title IV financial aid regulations when handling any transactions involving student financial aid refunds.

D. Personnel:

• The Bookstore manager(s) assigned to the bookstore by the vendor must be approved by

Delaware County Community College. Subsequent changes in these assignments are to be made by the vendor only after prior consultation with, and approval of the College. The person selected by the vendor to manage the Bookstore is to have extensive experience in the management of bookstore service in a College community. This person must be a good communicator, a proven leader and must exhibit the ability to deal effectively with College students, faculty, and staff.

• Delaware County Community College reserves the right to request replacement of the

Bookstore Manager for good cause as determined by the College or for actions considered to be not in the best interests of the College. Such actions will be taken only after consultation with contract administrators.

• Vendor employees must strictly adhere to campus regulations regarding personal behavior and all other rules and regulations of the College.

E. Customer Service & Communications:

• In order to determine that superior customer service is being provided to Delaware County

Community College, a method to assess customer service shall be agreed upon by the College and the vendor.

• The Bookstore Manager or his/her designee is expected to meet periodically with Deans, Chairpersons, and other faculty members and/or administrators. The purpose of these meetings is to keep an open line of communication open among the parties for the ultimate benefit of the students.

F. Technology:

• Indicate the systems and procedures proposed for use in the following Bookstore functions or areas:

o Textbook and course materials management o Merchandise management o Student financial aid o Campus Debit Card o General / trade book management

• Provide information about your automated point of sale (POS) system for recording, verifying, and reporting sales, including a brief description of automated system features.

Indicate what type of back-up system or procedures are to be utilized in case the system is temporarily inoperative. Indicate compatibility of point-of-sale system with Delaware County

Community College’s ERP system, Ellucian.

G. Bookstore Policies:

• The vendor will be required to operate the Bookstore in the proposed Bookstore location on a

12-month basis, based on Delaware County Community College’s academic calendar which is published on its website at: https://catalog.dccc.edu/calendar/calendar.pdf The College reserves the right, upon consultation with the vendor, to establish or change the service hours, plans or other methods of operation of the Bookstore.

• The vendor shall operate according to the following pricing policies:

o All new paperbacks and trade books shall be sold at prices no higher than the publisher’s suggested retail prices.

o Textbook Pricing Policy shall be clearly stated.

o All other merchandise shall be marked up to reflect a normal gross profit margin for the bookstore industry or as pre-priced.

• Delaware County Community College may request and shall receive from the vendor proof that the above pricing policies are being followed. Information shall be provided by the vendor at the earliest possible time following its receipt of the College’s request.

• The vendor must provide for charge sales of books, supplies, and all other merchandise to students, faculty, and staff through major credit cards. The vendor shall also provide for charge sales to College Departments where appropriate. The vendor shall accept personal checks from students, faculty, and staff in a reasonable amount in payment for purchases, subject to appropriate identification.

https://catalog.dccc.edu/calendar/calendar.pdf

• The vendor shall post, in conspicuous places, bookstore policies concerning refunds, buybacks, exchanges, rentals and discounts, etc. The vendor shall provide a refund policy that is developed with students’ welfare in mind to encourage repeat business. The vendor shall purchase used books from the students, faculty and others at the College based on a schedule that is practical and convenient to both the Bookstore and the College community according to the following policy:

o If the vendor has a faculty order indicating that a book will be a course adoption for the following semester, it will pay no less than fifty percent (50%) of the purchase price. A lesser amount may be paid only if copies required for faculty orders are filled or if a book is in unusually poor condition.

o If the vendor does not have information as to the future use of a book or if the book will not be used a following semester, or will shortly be replaced by a revision announced by the publisher, the vendor shall pay the price listed for the book in a textbook guide which the College and the vendor agree to use for this purpose. The vendor shall operate the Bookstore on a schedule that accommodates the academic calendar of Delaware County Community College. As a minimum, operating hours are to be from 8:00 AM until 4:00 PM Monday through Friday. The College may request other operating hours to accommodate peak buying periods, and special events. The vendor should make every effort to operate the Bookstore during such hours. Changes in the operating hours described above must be approved by the

College.

o The vendor shall provide the benefit of a minimum ten percent (10%) discount to departments, faculty, and staff of the College for authorized sales of office and school supplies sold in the Bookstore. These sales shall not be considered a part of gross sales.

• The vendor shall prosecute individuals for acts of property damage, theft of merchandise or money, or fraudulent acts as the College should reasonably request and, if the College should so request, shall cooperate with the College in the prosecution of such individuals. The vendor shall not have College students arrested by public authorities or prosecuted without prior consultation with the College’s Public Safety & Security office.

H. Facilities & Equipment:

• The Bookstore operated by the vendor shall be operated in the proposed Bookstore space.

The vendor must provide design documents for the space which must be approved by the

College prior to any renovations taking place. The vendor shall provide all office machines, equipment, and supplies required for the efficient conduct of business.

• All renovations and finishing out, including color selections is subject to prior written approval by the College.

• Delaware County Community College will be responsible for major structural repairs to the space used by the vendor, provided that such repairs are not required as a result of the actions of the vendor, its agents, or employees.

• Delaware County Community College will provide all utilities to the space used by the vendor including:

o Heat, light, utilities, and air conditioning as is reasonably required for operation of the Bookstore.

• To the best of its knowledge, Delaware County Community College is not aware of any health or environmental problems which currently exist or are likely to develop in the physical facility which houses the Bookstore. The College shall be responsible for remedying promptly any health or environmental problems at the Bookstore, other than those caused by the vendor, and notifying the vendor accordingly.

• Agents and employees of the vendor working in the Bookstore will be provided access to parking lots utilized by Delaware County Community College employees under the policies of the College’s Public Safety & Security office.

• The vendor shall cooperate with Delaware County Community College’s Public Safety &

Security office and with other College officials in the provision of security for the Bookstore.

The vendor shall be responsible for maintaining intrusion alarms and other security systems deemed necessary for the space used by the Bookstore operation.

I. Financial Requirements & Administration:

• The vendor shall have complete responsibility for the financial administration of the bookstore facility. Such responsibilities include, but are not limited to, ordering books and merchandise, billings, and collections from third parties, processing payments for all goods, acceptance and deposit of all funds, reconciliation of accounts, preparation of annual financial reports and all other such activities that may apply.

• The vendor shall supply its most current, certified year-end balance sheet and income statement and any other documentation necessary to demonstrate its capability to perform the agreement resulting from this solicitation without assistance from any outside source(s).

• The vendor shall secure and pay for all federal, state, and local licenses and permits required for the Delaware County Community College Bookstore operations provided for herein. The

College will cooperate with the vendor in obtaining all licenses and permits and will execute such documents as shall be reasonably necessary or appropriate for such purposes. The vendor shall pay for any and all taxes and assessments attributable to the operation of the

College Bookstore provided herein including but not limited to sales taxes, excise taxes, payroll taxes, and federal, state, and local income taxes.

• The vendor will be granted the right to use Delaware County Community College’s name, logo and seal for reproducing and imprinting stationary, soft goods, notebooks, pens, pencils, jewelry and similar items acceptable to the College, provided that the College’s name is not used for product endorsement.

• The vendor shall pay to the College a commission percentage based on gross sales as defined herein. The vendor shall specify this commission percentage in its proposal.

• Gross sales shall be defined as all collected sales at the Bookstore, including textbook rentals and all sales from the bookstore website: less voids, refunds, sales tax, discounted departmental sales, handling fees associated with non-return of rental textbooks, campus debit card fees, computer hardware, eBook readers, discounted faculty/staff sales, pass-through income, bookstore issued scholarship sales, merchandise sales at less than a 20% gross margin such as computer hardware as reasonably determined by the vendor, and other merchandise mutually designated as non-commissionable. When the vendor sells digital content as an agent, the vendor’s agency fee shall be the applicable gross sales for such digital content.

• Applicable payments as set in the vendor’s proposal shall be made quarterly by the vendor to

Delaware County Community College and shall be paid within 30 days after the close of the quarter in which they were earned. The final payment for any year shall be made within thirty

(30) days after the end of the applicable contract year and will include any adjustments required by the percentage of gross sales formula set forth in the vendor’s proposal.

• Each payment shall be accompanied by a detailed statement of its computation, and the vendor shall furnish supporting documentation to the College upon request.

• Delaware County Community College shall have full access at all times to the Bookstore accounting records, including all cash registers at the Bookstore being used by the vendor, with or without notice. Cash register control totals will be used to verify the cash sales reported. All cash registers or point of sale equipment utilized by the vendor in the College

Bookstore shall have non-changeable grand totals.

• The vendor shall maintain complete and accurate accounts and records, in accordance with nationally accepted bookstore industry standards, of all revenues, cost of goods, salaries and benefits, and all other expenses in connection with the College Bookstore operation provided under the terms of the contract. All such accounts and records shall be retained by the operation and may be inspected and reviewed by the College.

• On termination of the contract, commissions will be paid to the College on sales up to the final day the Bookstore is operated under the contract. The commission due the College for any portion of a contract year shall be calculated on a percentage basis.

• The vendor shall provide property and casualty insurance covering the vendor’s equipment and other personal property in the Bookstore. The College will provide property and casualty insurance, under the College’s policy, covering Bookstore space and fixtures and equipment owned by the College.

• Any invoices submitted by the vendor to the College must include a complete and detailed breakdown of charges, including, but not limited to, student identification number, course/class information and the dollar amount associated with each charge.

J. Purchase of Merchandise & Inventory:

• Upon commencement of this contract, the vendor shall purchase bookstore inventory then currently on hand using the following terms:

o New Textbooks

▪ All new textbooks (in quantities not exceeding normal course requirements) formally adopted for the following term and on hand at the time of inventory will be purchased by the vendor at the College’s cost.

▪ All excess textbooks not accepted for return will be purchased by the vendor at the current wholesale price.

o Used Textbooks

▪ At the time of inventory, all used textbooks on hand that are formally adopted for the following term (in quantities not exceeding normal course requirements) will be purchased at the College’s cost.

▪ All excess adopted used textbooks will be purchased by the vendor at the current wholesale price.

o Trade, Paperbacks, Technical and Reference Books

▪ All trade, paperback, technical and reference books in clean and saleable condition, less than six (6) months old, will be purchased by the vendor at the

College’s cost.

▪ Books not in clean and saleable condition will be set aside and purchased by the vendor at a mutually agreeable price.

o School Supplies and General Merchandise

▪ This category includes all items not previously mentioned, including art, office, and general supplies, stationary and greeting cards, etc.

▪ All of the above supplies and merchandise in clean and saleable condition, up to a six (6) month supply, will be purchased by the vendor at the College’s cost.

▪ Items not in clean and saleable condition will be set aside and purchased by the vendor at a mutually agreeable price.

• The vendor will pay the College for all inventory in two equal payments: 50% within sixty

(60) days after the completion of a physical inventory, and 50% within one hundred and twenty (120) days after the completion of that inventory.

• Upon the commencement of the contract, the vendor and the College will perform an inventory of the College’s equipment, which will be used by the vendor in the bookstore. The inventory will note the condition of the equipment, as agreed upon by the College and the vendor.

• Upon the termination of the contract, the College will purchase, or require the replacement vendor to purchase, bookstore inventory then on hand from the…