88-270000-BO Bookstore Management Services.pdf

Bookstore Management Services 88-270000-BO

Version May 4, 2026

OFFER

The Purchasing Agency solicits offers for Services and/or goods described in this solicitation. All offers and responses received shall be treated as Offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION

In compliance with this Request for Proposal (RFP), and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified herein.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO

NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for one hundred twenty (120) days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of Central Piedmont Community College shall affix its signature hereto and any subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: Best and Final Offers, if any, Special terms and conditions specific to this RFP, Specifications of the RFP, the Department of Information Technology Terms and Conditions, and the agreed portion of the awarded Vendor’s Offer. A copy of this acceptance will be forwarded to the awarded Vendor(s).

FOR CENTRAL PIEDMONT COMMUNUITY COLLEGE USE ONLY

Offer accepted and contract awarded this date______________, as indicated on attached certification, by_____________________________________ (Authorized representative of Central Piedmont Community College).

STATE OF NORTH CAROLINA REQUEST FOR PROPOSAL NO. 88-270000-BO

Bid Opening Date: October 20, 2026 at 2:00 PM ET

Refer ALL inquiries regarding this RFP to:

Bonnie Ogden bonnie.ogden@cpcc.edu

704-330-6515

Issue Date: September 15, 2026

Commodity Code: 801615 Management Support Services

Purchasing Agency: Central Piedmont Community College

Requisition No.: N/A mailto:bonnie.ogden@cpcc.edu

Version May 4, 2026

TABLE OF CONTENTS

1.0 ANTICIPATED PROCUREMENT SCHEDULE

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

2.2 AGENCY BACKGROUND

2.3 SUMMARY OF PROBLEM STATEMENT

2.4 CONTRACT TERM

2.5 EFFECTIVE DATE

2.6 CONTRACT TYPE

3.0 REQUIREMENTS

3.1 SECURITY REQUIREMENTS

3.2 BUSINESS REQUIREMENTS

4.0 ENTERPRISE IT SPECIFICATIONS

4.1 SITE AND SYSTEM PREPARATION

4.2 EQUIVALENT ITEMS: RESERVED

4.3 ENTERPRISE LICENSING

4.4 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE

4.5 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE: RESERVED

4.6 ARCHITECTURE DIAGRAMS

4.7 SOLUTION ROADMAP

4.8 IDENTITY AND ACCESS MANAGEMENT

4.9 INTEGRATION APPROACH

4.10 DISASTER RECOVERY AND BUSINESS CONTINUITY

4.11 DATA MIGRATION:

4.12 APPLICATION MANAGEMENT

4.13 ACCESSIBILITY

4.14 ENTERPRISE, SERVICES, AND STANDARDS

5.0 BUSINESS SPECIFICATIONS

5.1 GENERAL

5.2 COMMITTMENT TO LOWERING COSTS

5.3 TEXTBOOK SELECTION/ADOPTION

5.4 DASHBOARD AND ANALYTICS

5.5 EQUITABLE ACCESS (EA) DELIVERY SUPPORT (CURRICULUM COURSES ONLY)

5.6 CONTINUING EDUCATION

5.7 COMMUNICATION

5.8 CUSTOMER SUPPORT

5.9 PRICING PROPOSAL/COMMISSION STRUCTURE

5.10 STUDENT COURSE MATERIAL PURCHASING CONSIDERATIONS

5.11 COLLEGE COURSE MATERIAL CONSIDERATIONS

5.12 DIGITAL MATERIAL

5.13 NON-TEXTBOOK COMMERCE ITEMS

5.14 COLLEGE GRADUATION

5.15 BOOKSTORE DELIVERIES

5.16 IMPLEMENTATION OF NEW PROCESSES/SOFTWARE:

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5.17 IT PROCESS SPECIFICATIONS

5.18 TRANSITION PLAN AND TIMELINE

5.19 PAYMENT SCHEDULE

6.0 EVALUATION

6.1 SOURCE SELECTION

6.2 EVALUATION CRITERIA

6.3 BEST AND FINAL OFFERS (BAFO)

6.4 POSSESSION AND REVIEW

7.0 VENDOR INFORMATION AND INSTRUCTIONS

7.1 GENERAL CONDITIONS OF OFFER

7.2 GENERAL INSTRUCTIONS FOR VENDOR

7.3 INSTRUCTIONS FOR OFFER SUBMISSION

8.0 OTHER REQUIREMENTS AND SPECIAL TERMS

8.1 UTILITIES

8.2 COLLEGE PUBLICATIONS AND CAMPUS PRINTING RELATIONSHIP

8.3 ACCOUNTING RECORDS, ACCESS, AUDITING AND REPORTING

8.4 VENDOR UTILIZATION OF WORKERS OUTSIDE OF U.S

8.5 FINANCIAL STATEMENTS

8.6 FINANCIAL RESOURCES ASSESSMENT, QUALITY ASSURANCE, PERFORMANCE

AND RELIABILITY: RESERVED

8.7 VENDOR’S LICENSE OR SUPPORT AGREEMENTS

8.8 RESELLERS: RESERVED

8.9 DISCLOSURE OF LITIGATION: RESERVED

8.10 CRIMINAL CONVICTION

8.11 SECURITY AND BACKGROUND CHECKS

8.12 ASSURANCES

8.13 CONFIDENTIALITY OF OFFERS

8.14 PROJECT MANAGEMENT

8.15 MEETINGS

8.16 OVERSIGHT

8.17 RECYCLING AND SOURCE REDUCTION

8.18 SPECIAL TERMS AND CONDITIONS: RESERVED

8.19 AGENCY TERMS AND CONDITIONS: RESERVED

ATTACHMENT A: DEFINITIONS

ATTACHMENT B: DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

ATTACHMENT C: DESCRIPTION OF OFFER

ATTACHMENT D: COST PROPOSAL

ATTACHMENT E: VENDOR CERTIFICATION FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: REFERENCES

ATTACHMENT H: FINANCIAL REVIEW FORM

ATTACHMENT I: CERTIFICATION OF CONFIDENTIAL INFORMATION

ATTACHMENT J: CERTIFICATE OF INSURANCE REQUIREMENTS

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ATTAHCMENT K: SALES SUMMARY FY24 AND FY25

ATTAHCMENT L: BOOKSTORE SITE LOCATION INFORMATION

ATTAHCMENT M: ACADEMIC YEAR 2025-2026 FULL ADOPTION LIST

1.0 ANTICIPATED PROCUREMENT SCHEDULE

The Agency Procurement Agent will make every effort to adhere to the following schedule:

Action Responsibility Date

RFP Issued Agency 09/15/26

Written Questions Deadline Potential Vendors 9/22/26

Agency’s Response to Written Questions/ RFP Addendum Issued

Agency 9/25/26

Offer Opening Deadline Vendor(s) 10/20/26

2:00 PM ET

Public Opening Via Microsoft Teams https://teams.microsoft.com/meet/240981936194552?p=UQ olSxdgsoGpypWYcm or Dial in by phone +1 929-346-6957,,237440206# United States, New York City Find a local number Phone conference ID: 237 440 206#

Agency 2:15 PM ET

Offer Evaluation Agency Beginning 10/21/26

Selection of Finalists Agency TBD

Oral Presentations and/or Product Demonstrations by Finalists (Optional – Only if requested by the College – Not all vendors may be invited to a provide a presentation or demonstration).

Selected Vendors TBD

Negotiations with Finalist(s) Agency designees and selected Vendor(s)

TBD

Best and Final Offers Deadline from Finalist(s) Selected Vendors TBD

Contract Award Agency On or around 3/1/2027

Protest Deadline Responding Vendors 15 days after award

2.0 PURPOSE OF RFP

2.1 INTRODUCTION

The purpose of this RFP is to solicit Offers for managed bookstore services, onsite and online, in addition to the sale of school “Spirit Shop” merchandise. These services must include a combination of traditional physical bookstore locations and online bookstore operation. The successful Vendor is required to operate a minimum of two (2) physical locations; one at Central Piedmont’s Central Campus and one at Central Piedmont’s Levine Campus (see addresses below)Vendors are https://teams.microsoft.com/meet/240981936194552?p=UQolSxdgsoGpypWYcm https://teams.microsoft.com/meet/240981936194552?p=UQolSxdgsoGpypWYcm tel:+19293466957,,237440206 https://dialin.teams.cloud.microsoft/2a7e444b-d345-4a15-aab2-e3bae4dfc897?id=237440206 encouraged to visit the current bookstore sites during regular hours of operation.

Campus Location Physical Address Central Campus bookstore 1141 Elizabeth Avenue, Charlotte, NC 28204 Levine Campus bookstore 2800 Campus Ridge Road Matthews, NC 28105

2.2 AGENCY BACKGROUND

Founded in 1963, Central Piedmont Community College has eight locations (six campuses and two centers) throughout Mecklenburg County, North Carolina, offering nearly 300 degrees, diploma, and certification programs; customized corporate training; market-focused continuing education; and special interest classes. The College’s six campus locations are listed below.

Campus Address Cato 8120 Grier Road, Charlotte, NC 28215 Central 1201 Elizabeth Avenue, Charlotte, NC 28204 Harper 315 West Hebron Street, Charlotte, NC 28273 Harris 3210 CPCC Harris Campus Drive, Charlotte, NC 28208 Levine 2800 Campus Ridge Road, Charlotte, NC 28105 Merancas 11920 Verhoeff Drive, Huntersville, NC 28078

As one of the largest community colleges in North Carolina, Central Piedmont enrolls over 52,000 students annually across all programs. The College is highly accessible and convenient to people of all ages who want a real-world, affordable, hands-on education that will transform their lives. At a fraction of the cost of a four-year institution, Central Piedmont is also a smart investment. Students learn by doing, receiving a combination of technical and soft skills training from quality faculty who prepare them to enter the workforce and make a difference in their family, business, community, and world

2.3 SUMMARY OF PROBLEM STATEMENT

As a large college with many degree, diploma and certificate programs, it is critical that the College offers efficient and effective bookstore services onsite and online for students, faculty and staff. The College is not able to provide this service in-house and; therefore, to fulfill this imperative, the College must contract with a qualified Vendor specializing in bookstore management services.

2.4 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award.

The term shall be there (3) years with two (2) optional renewal periods of one (1) year and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains the option to extend the Agreement, as needed, at its sole discretion.

2.5 EFFECTIVE DATE

This solicitation, including any Exhibits, or any resulting contract or amendment shall not become effective nor bind the State until the appropriate State purchasing authority/official or Agency official has signed the document(s), contract or amendment; the effective award date has been completed on the document(s), by the State purchasing official, and that date has arrived or passed. The State shall not be responsible for reimbursing the Vendor for goods provided nor Services rendered prior to the appropriate signatures and the arrival of the effective date of the Agreement. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the Agreement.

2.6 CONTRACT TYPE

Indefinite Quantity Agency Specific Contract – Pursuant to 9 NCAC 6B.0701, this solicitation will establish an indefinite quantity agency specific contract between a Vendor and the State. The quantity of Goods or Services that may be used by the State is undetermined. An estimated quantity based on history or other means may be used as a guide but shall not be a representation by the State of any anticipated purchase volume under any contract made pursuant to this solicitation.

The State reserves the right to make partial, progressive or multiple awards where it is advantageous to award separately by items; where more than one supplier is needed to provide the contemplated specifications as to quantity, quality, delivery, service, geographical areas; or where other factors are deemed to be necessary or proper to the purchase in question.

3.0 REQUIREMENTS

Requirement means, as used herein, a function, feature, or performance that the system must provide. If the vendor cannot meet the requirements, the vendor’s offer will not be evaluated.

3.1 SECURITY REQUIREMENTS

Requirement Solution meets the Requirement

(Indicate Yes or No)

Details (Provide any relevant supporting details.)

a. Solution must support secure login and authentication standards, with support for Security Assertion Markup Language (SAML) and/or Microsoft Entra single sign on

(SSO).

b. Solution must ensure that security patches for vulnerabilities published by the platform Vendor or otherwise (Common Vulnerabilities and Exposures (CVE)) are applied with timing appropriate to their severity as defined by the Common Vulnerability Scoring System (CVSS) or similar.

3.2 BUSINESS REQUIREMENTS

Requirement Solution meets the

Requirement (Indicate Yes or No)

Details (Provide any relevant supporting details.)

a. Vendor itself must operate a minimum of two (2) physical bookstore locations.

b. Vendor must offer equitable access program pricing for curriculum courses.

Note: Continuing education courses are not part of the program.

c. Vendor must offer both digital and physical course materials

d. Vendor must use FA-Link provided by Trimdata in conjunction with Ellucian’s Colleague

e. Vendor’s platform must integrate with the LMS using the latest versions of standard protocols like Learning Tools Interoperability (LTI)

1.3 and OAuth2.

4.0 ENTERPRISE IT SPECIFICATIONS

Specification means, as used herein, a detailed description that documents the function and performance of a system or system component.

The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only processes, configurations, materials and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the State, Vendor shall supply proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver alternate or substitute Services, products, goods or other Deliverables. Alternate or substitute Services, products, goods or Deliverables may be accepted or rejected in the sole discretion of the State; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the State that the function, characteristics, performance and endurance will be equal or superior to the original Deliverables specified.

4.1 SITE AND SYSTEM PREPARATION

Vendors shall provide the Purchasing State Agency complete site requirement specifications for the Deliverables, if any. These specifications shall ensure that the Deliverables to be installed or implemented shall operate properly and efficiently within the site and system environment. Any alterations or modification in site preparation, which are directly attributable to incomplete or erroneous specifications provided by the Vendor and which would involve additional expenses to the State, shall be made at the expense of the Vendor.

4.2 EQUIVALENT ITEMS: RESERVED

4.3 ENTERPRISE LICENSING

In offering the best value to the State, Vendors are encouraged to leverage the State’s existing resources and license agreements, which can be viewed here:

https://it.nc.gov/resources/statewide-it-procurement/statewide-it-contracts

a) Identify components or products that are needed for your solution that may not be available with the State’s existing license agreement.

b) Identify and explain any components that are missing from the State’s existing license agreement.

c) If the Vendor can provide a more cost effective licensing agreement, please explain in detail the agreement and how it would benefit the State.

4.4 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE

Bookstore Management Services will be required to receive and securely manage data that is classified as HIGH. Refer to the North Carolina Statewide Data Classification and Handling policy for more information regarding data classification. The policy is located at the following website:

https://it.nc.gov/document/statewide-data-classification-and-handling-policy.

To comply with State Security Standards and Policies, all State agencies must perform annual security and risk assessments on their information systems using NIST 800-53 controls. This requirement also applies to all Vendor-provided, agency-managed Infrastructure as a Service (IaaS), Platform as a Service (PaaS), and Software as a Service (SaaS) solutions that handle data classified as Medium Risk (Restricted) or High Risk (Highly Restricted).

a) Upon request, Vendors must provide a current independent third-party security assessment report before contract award, in accordance with subparagraphs (i)–(ii). Vendors are encouraged to submit such reports at the time of offer submission.

(i) Preferred Reports: A FedRAMP certification, SOC 2 Type 2, or a completed Higher

Education Community Vendor Assessment Toolkit (HECVAT), dated within the last 12 months, is required for any solution handling Medium or High Risk data.

(ii) Alternative Reports: Vendors unable to provide one of the preferred assessments may submit a completed Central Piedmont security questionnaire with an explanation.

Vendors awarded a contract on this basis must provide one of the preferred. Submission will be a material condition of the contract.

b) Scope Limitations: An IaaS provider’s certification or report cannot be substituted for a SaaS provider’s certification unless explicitly allowed by a written agreement, and only if the IaaS certification clearly covers the SaaS solution.

The selected vendor must maintain current SOC 2 Type II or HECVAT certification for the duration of the contract and provide updated reports annually or upon significant solution or organizational changes. The College reserves the right to request supporting information or clarification as part of its ongoing cybersecurity review.

4.5 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE: RESERVED

4.6 ARCHITECTURE DIAGRAMS

The two architecture diagrams are required at the time of offer submission:

• Network Architecture Diagram

• Technology Stack Diagram

Diagrams must clearly depict:

• Hosting model (SaaS, College-hosted, cloud-hosted)

• Network segmentation and routability (VLAN-aware, DHCP/DNS compatible)

• Integration points and APIs

• Identity and access components

• Security controls and encrypted protocols (HTTPS, SSH, SMBv3) https://it.nc.gov/resources/statewide-it-procurement/statewide-it-contracts https://it.nc.gov/document/statewide-data-classification-and-handling-policy

The solution must be compatible with a hybrid cloud environment using Microsoft Azure virtualization standards, including om-prem virtual machines, and support current versions of Microsoft Windows Server or Red Hat Enterprise Linux where applicable.

There may be additional architectural diagrams requested of the vendor after contract award. This will be communicated to the vendor by the agency as needed during the project.

4.7 SOLUTION ROADMAP

A Solution Roadmap defines the vision and strategic elements of the solution. The Solution Roadmap is a plan of action for how a Solution will evolve over time. The roadmap content should include:

• Planned functional releases and high-level timeline

• Technical architecture evolution

• Scalability strategy

• Update and patching mechanisms

• Description of how customer feedback is collected and incorporated into solution enhancements

Solutions should support:

• Vendor-guided implementation with an ITS project request

• Automated delivery of firmware and software updates via enterprise application management platforms (e.g., Intune, Jamf, SCCM) or native over-the-air (OTA) mechanisms

4.8 IDENTITY AND ACCESS MANAGEMENT

The proposed solution must externalize identity and access management and support State-approved IAM protocols.

At a minimum, the solution must:

• Support SAML 2.0 and/or Microsoft Entra ID (Azure AD) Single Sign-On

• Provide role-based access control (RBAC)

• Support group-based role provisioning via SCIM, Entra ID, or API integration

• Require SSO for administrative access when supported

• Enforce multi-factor authentication (MFA) for any local administrative accounts

• Adhere to the principle of least privilege and segregation of duties

4.9 INTEGRATION APPROACH

The proposed solution shall describe the solution’s ability to interoperate with other enterprise systems, including:

Supported integration methods:

• Ellucian Ethos integration

• API integration using REST

• Flat file integration

• LTI 1.3

Identify the standards supported, integrations platforms, adaptors, APIs, and the like. Provide details on the data required in a typical implementation and describe how we could expect the solution to interact with our SIS (Ellucian Colleague) and LMS (D2L Brightspace). The College will transition to Canvas during the contract term, expected summer 2027.

4.10 DISASTER RECOVERY AND BUSINESS CONTINUITY

Describe the proposed solution capabilities related to the following areas:

• Disaster Recovery Plan (DRP), including RPO and RTO support

• System backup strategies

• Failover procedures

• Frequency and scope of disaster recovery testing

• Business Continuity Plan (BCP) alignment

• Incident response coordination during disasters

Regular data backups and robust recovery mechanisms are required to ensure data integrity and availability.

4.11 DATA MIGRATION:

Describe approaches available for data conversion and/or data migration to load current data into proposed solution, including:

• Tools or services used to load existing data

• Support for structured and non-proprietary data formats

• Data validation and integrity controls

4.12 APPLICATION MANAGEMENT

Describe how the proposed solution provide:

• Monitoring and reporting on system performance metrics

• User and administrative account management

• Audit logging related to system and data access

• Vulnerability management and timely patching

• Continuous security monitoring and alerting

• Secure delivery of updates and patches

4.13 ACCESSIBILITY

Describe how the proposed solution complies with industry accessibility standards.

Provide product documentation that demonstrates how the proposed solution is digitally accessible or if not fully accessible, provide the roadmap with timeline for remediation.

Standards include:

• W3C Web Accessibility Initiative - Web Content Accessibility Guidelines (WCAG) 2.1: https://www.w3.org/TR/WCAG21/

• Section 508: https://www.section508.gov/

• Voluntary Product Accessibility Template

(VPAT®): https://www.itic.org/policy/accessibility/vpat The Vendor must provide documentation demonstrating accessibility compliance or a defined remediation roadmap with timelines.

4.14 ENTERPRISE, SERVICES, AND STANDARDS

The following enterprise standards apply to all proposed solutions and services:

Enterprise Security and Risk

• Data encryption at rest and in transit using industry-standard algorithms

• Vendor BitSight score of 700 or higher

• Documented incident response plan, including notification procedures

• Disclosure of any data breaches or significant security incidents within the past five years

• Regular independent security assessments and third-party due diligence

• Adequate cyber insurance coverage

• Physical security controls for applicable infrastructure

• Contractual security obligations (indemnification, liability, reporting)

Compliance and Data Governance

• Compliance with all applicable regulations, including:

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.w3.org%2FTR%2FWCAG21%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463390497%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=e02p3b8aB5KB1xe2s6LB3ksZyRtoo09MCHTXDzO5E6Q%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463398992%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=pzgUTV7chyDcngdl6SvQJ3tAIz7RLJvSY02jf8A4SRg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.itic.org%2Fpolicy%2Faccessibility%2Fvpat&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463405831%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=5PxuYxDYvzebQ0oJ4qLv%2BXmBS25YhqJa3ms9L3r8c8c%3D&reserved=0 o FERPA o GLBA o GDPR o PCI DSS o HIPAA (as applicable)

• College data must be stored within the United States

• Defined data retention policies

• Secure data deletion or anonymization with written proof of deletion within 24 hours when applicable

Platform and Endpoint Standards

• Endpoint applications must support:

o Windows 11 o macOS / iPadOS within one major version of current vendor release

• No requirement for end users to have local administrator access

• Compatibility with enterprise management platforms (e.g., Intune, Jamf)

• Support for Citrix or Azure Virtual Desktop (if virtualization is required)

• Enterprise licensing models only (no individual credit-card subscriptions)

Networking and Infrastructure

• Wi-Fi support for:

o 802.1x or WPA2-PSK o 802.11ac (Wi-Fi 5)

• Wired networking support:

o 100/1000 Mbps RJ-45 Ethernet o PoE+ power requirements not to exceed 30W

• Must be routable across VLANs and compatible with enterprise DNS and DHCP

Support and Services

• Vendor-provided technical support with defined SLAs and escalation paths

• Vendor-provided end-user and technical documentation

• Vendor-provided implementation and configuration assistance

• Ongoing security training and awareness for vendor staff

5.0 BUSINESS SPECIFICATIONS

Specification means, as used herein, a detailed description that documents the function and performance.

The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and that only processes, configurations, materials and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the State, Vendor shall supply proof of compliance with the specifications. Vendor must provide written notice of its intent to deliver alternate or substitute Services, products, goods or other Deliverables. Alternate or substitute Services, products, goods or Deliverables may be accepted or rejected in the sole discretion of the State; and any such alternates or substitutes must be accompanied by Vendor’s certification and evidence satisfactory to the State that the function, characteristics, performance and endurance will be equal or superior to the original Deliverables specified.

Currently the College does not utilize a campus card for payments at the bookstore or other campus vendors.

The College does not have any direct agreements directly with publishers.

The College owns 3 sets of smart lockers, located on the Harris, Harper, and Merancas campuses. At this time, these lockers are utilized only by the bookstore. The current bookstore vendor fulfills orders and delivers to the applicable locker system. The Vendor awarded this contract is also expected to fulfill orders at the lockers at the three campuses listed above, as well as at the lockers planned for the Cato campus, if the Vendor does not include a physical location at that campus in their proposal. At this time, campuses with a physical bookstore do not have smart lockers.

Useful information for Vendor’s responses can be found on the following webpages:

https://www.cpcc.edu/student-experience/bookstores-and-supplies https://www.nccommunitycolleges.edu/about-us/data-reporting/data-dashboards-page/ https://www.cpcc.edu/student-experience/bookstores-and-supplies/included-textbook-access https://www.cpcc.edu/events/buy-supplies-financial-aid.

5.1 GENERAL

During the term of the Contract between the College and the Vendor, the Vendor shall operate the Central Piedmont Bookstores (also referred to as “campus stores”) according to the outlined requirements and terms. The Vendor is expected to offer high-quality bookstore services both onsite and online. The College aims to offer textbooks at the lowest possible price to students and anticipates options lower than standard pricing for both digital and physical course materials. The College seeks to work with the Vendor to develop strategies that reduce costs for textbooks and course materials through options like new, used, rental, digital formats, course packets, an equitable access program, and other innovative solutions. Bidders are encouraged to present creative proposals that could enhance course materials, even if specific conditions are not detailed in the requirements.

5.2 COMMITTMENT TO LOWERING COSTS

Central Piedmont is dedicated to reducing the escalating costs of textbooks. Clearly describe in detail Vendor’s strategies toward that objective, including but not limited to the following:

a) Providing cost comparison information during the textbook adoption process, which should include at a minimum, details on Open Educational Resources (OER) as well as offerings from multiple publishers and material formats.

b) Assessing the profit margins associated with textbooks, course materials, and general merchandise to keep costs down. Vendor to include cost margins in Attachment D: Cost Proposal.

c) Implementing measures that ensure students have access to the lowest possible prices for course materials.

d) Offering required textbooks in a variety of formats, including new, used, rental options, e-textbooks, and downloadable versions.

e) Establishing earlier adoption deadlines for textbooks to improve material availability and secure lower pricing.

f) Introducing separate bundling of instructional materials so that students are not compelled to purchase unnecessary items, such as access codes or workbooks, that are not integral to the course.

g) Prohibiting any gifts or payments from publishers that may unduly influence textbook selection decisions for the College.

5.3 TEXTBOOK SELECTION/ADOPTION

The selection of course textbooks is an academic matter determined by the Deans, Associate Deans, and Department Chairs of the College. Vendor will develop an adoption process that aligns with the College's internal processes, allowing sufficient time for procuring materials, both physical and digital, https://www.cpcc.edu/student-experience/bookstores-and-supplies https://www.nccommunitycolleges.edu/about-us/data-reporting/data-dashboards-page/ to minimize student cost. The Vendor’s adoption process should be clear, efficient, and user-friendly for a straightforward user experience. Vendor will provide initial and ongoing training for key stakeholders regarding this process. The College will supply Vendor with necessary course material information by mutually agreed-upon book adoption deadlines.

Please demonstrate Vendor’s process for each of the following:

a) Open Educational Resources (OER) support.

b) Textbook selection dashboard availability with features supporting pricing transparency, addition comparisons and alternative options.

c) Designation of specific book versions/editions

d) Linking e-textbooks to classes for student access.

e) Delivery of physical textbooks.

f) Support for custom textbooks: Support for course bundles created by faculty (i.e. packet of materials, articles, outside resources, etc. assembled for a course by faculty).

g) Distribution of digital textbook versions for students. (e.g. Access codes vs. LMS link vs.

Publisher platform access, etc.)

h) Review of all adoptions with leadership from applicable divisions across the college, included by not limited to Academic Affairs and Financial & Auxiliary Services.

5.4 DASHBOARD AND ANALYTICS

Vendor to provide an online ordering system for faculty members and continuing education instructors. This system should include multiple search options to help users find instructional materials, assign these materials, save user preferences, and streamline the course material ordering process. Specifically, describe how Vendor’s platform can meet the following:

a) Role-based adoptions (e.g. adoptions entered by instructors, department Chairs, and Deans).

b) Administrative oversight and approval process.

c) Capability to filter specifically for OER materials.

d) Email notifications and timeline reminders.

e) Historical sales comparisons with relevant disaggregation by course, campus, program, etc.

f) Default selection of the most recent adoption.

g) Reporting and Dashboard capabilities (including but not limited to missing adoptions, sales percentages of course materials, digital material open rates, course select, instructor, etc.

h) Dashboard and reports made available for faculty, department chairs, AD’s and Deans.

i) Report export options

5.5 EQUITABLE ACCESS (EA) DELIVERY SUPPORT (CURRICULUM COURSES ONLY)

The College adopted an equitable access program model in Spring 2024 for all curriculum students, which includes dual enrollment students. The College had nearly 60,000 students enrolled across all programs in the 2025-2026 academic year, with 57% of those students enrolled in curriculum programs.

Over the course of the program, opts out have remained low, with the average opt out rate for Fall 2025, Spring 2026 and Summer 2026 of .5%. The program includes required course materials but does not include kits, uniforms, or supply items. The program is a digital first program, with an average 72.5% usage of digital products for Fall 2025, Spring 2026 and Summer 2026. While the program is digital first, there are certain courses or programs that require printed materials for various reasons.

Outline how Vendor’s platform supports equitable access programs, allowing curriculum students to pay a flat fee per credit hour for required learning materials and access textbooks on or before the first day of the term.

a) Describe how students can access course materials in various formats. Describe Vendor’s integration process with Learning Tools Interoperability (LTI)

b) Describe how faculty will access the student view to assist students who may be experiencing difficulties accessing course materials.

c) Describe, in detail, the student and College opt-out process for equitable access materials, including how opt-out deadlines are set and the College’s ability to manage these options. In general, the College desires to stop opt outs at the 10%, or census date, of each individual course section

d) Describe the student opt out experience (i.e. where do students start the opt out process, what information do students receive after opting out, can the students opt back in, etc.)

e) Describe Vendor’s opt out process, including if opt outs must be done for the entire semester or can be completed per course. The College offers 16-week courses,12-week courses, 14-week courses, 8-week courses, and 4-week courses. The proposal should also address if the Vendor offers an automated opt out process versus a manual opt out process.

f) Options for digital access duration and permanent access to course materials should be included

g) Provide a timeline for EA pricing, including price review, market price comparisons, and other applicable EA policies. The College desires to have pricing review completed for the coming fall, spring, and summer semesters by March 1 of each year. The College will review and approve all proposed EA pricing prior to implementation each year. The Vendor shall engage in annual EA cost negotiations with the College to establish mutually agreed-upon pricing. No EA pricing changes or new cost structures may be implemented without written approval from the College.

h) Explain options for opt-out reporting to the College.

i) Explain how students repeating a course or taking a second course with the same materials can avoid paying for the materials twice

j) Describe how Vendor will initially train and provide ongoing support for faculty and staff regarding the equitable access program.

k) The college desires to keep EA program pricing as low as possible for students. Vendor must provide per credit hour pricing in Attachment D.

5.6 CONTINUING EDUCATION

The College’s continuing education courses are excluded from the Equitable Access program. Any proposed solution must not include or assume participation of Continuing Education courses in Equitable Access. Vendors should base all responses, pricing, implementation plans, and project assumptions accordingly.

a) Describe how continuing education students access their required course materials, whether physical or digital, on or before the first day of the term.

b) Describe how students can access course materials in various formats. Describe Vendor’s integration process with Learning Tools Interoperability (LTI)

c) Describe how faculty will access the student view, or other options, to assist students who may be experiencing difficulties accessing course materials.

d) Options for digital access duration and permanent access to course materials should be included

e) Explain how students repeating a course or taking a second course with the same materials can avoid paying for the materials twice.

5.7 COMMUNICATION

The Vendor must establish effective communication channels to inform students about various information.

a) Describe the methods and the circumstances under which the Vendor communicates with students

b) Communication with students: The Vendor must establish effective communication channels to inform students about required and optional course materials, any changes to material requirements, available purchasing options, store operating hours, special events, and other pertinent information. Describe Vendor’s approach to communication with students to ensure effective communication channels. Please provide examples of communications used at other campuses. Describe Vendor’s proposed communication to students about the ability to opt out of the equitable access program, should they so choose, the timing of these communications, and the amount of communication occurring prior to the opt out deadline

c) Describe the types of communications that are sent to students (order notifications, promotional emails, book buy back dates, etc.)

d) Describe how Vendor establishes effective communication channels to inform students about required and optional course materials, any changes to material requirements, available purchasing options, store operating hours, special events, and other pertinent information.

e) Describe Vendor’s approach to communication channels with students to ensure effective communication. Please provide examples of communications used at other campuses.

f) Describe how a student or college employee joins the Vendor marketing list related to promotional emails.

g) Describe the process and timeline for providing notification to the student and faculty that a material is backordered, no longer available, or delivery will be delayed.

h) Email communications should be addressed to a college provided email address to avoid email being marked as spam.

i) Vendor will provide an inventory of the date and content of all mass communications with students to the Colleges Communications Advancement and External Engagement (CAEE) department.

j) Describe the Vendor’s process for scheduling promotions, both in-store and online, including time of the year, communication strategy, etc.

5.8 CUSTOMER SUPPORT

Central Piedmont's multi-campus structure, which includes fully online options, offers a variety of programs that serve the Charlotte area and its surrounding communities. Ensuring equal access to services at each location is essential. Address the following within Vendor’s proposal:

a) The process for placing adoptions and book orders within a multi-campus system

b) Return policies and procedures

c) Providing a high level of customer support, including pickup options and online services for faculty and students. The College currently utilizes a locker system on campuses without a physical bookstore location. Vendor must provide delivery to the locker systems on the campuses without a physical bookstore

d) Coordination with College Information Technology Services (ITS) department when troubleshooting access and/or adoption issues as well as locker system issues.

e) Describe support channels provided to students, faculty or other users to track reported support requests or incidents.

f) Describe the availability of support services outside of regular business hours including evenings and weekends.

g) Coordination with the Vendor who supplies Smart Lockers on troubleshooting issues as they arise.

h) Assisting students in locating required materials using user-friendly methods both in store and virtually.

i) Utilize the College’s service management platform to track and resolve issues submitted by faculty.

j) A dedicated contact for troubleshooting such as related to dashboards, reporting and other issues.

k) Describe opportunities for multilingual support services.

l) Describe standard response times for different types of issues that arise.

5.9 PRICING PROPOSAL/COMMISSION STRUCTURE

a) Financial Return: Describe the financial return Vendor will provide for the operation of bookstore, including but not limited to the following:

(i) Definition of commissionable sales broken out by category (course materials, general merchandise, technology, etc.).

(ii) The commission schedule expressed as a percentage of Commissionable Sales.

(iii) Any alternative options for structuring commission, including but not limited to things such as scholarship funds, capital improvement investments, signing bonuses, payments toward or for FA Link, etc.

b) Payments to Vendor:

(i) Describe the proposed payment schedules related to payment for the Equitable Access

(EA) program. For example, Vendor will provide invoices to the College XX number of days after the drop date or census date for the course selection, and the College will provide payment(s) XX number of days after receiving the invoice.

(ii) Describe in detail the anticipated reconciliation process between the Equitable Access billing and the College’s billing/charges.

(iii) For billing related to the EA program the College desires billing be based on section-level enrollment at the 10% date/census date. Detailed bills must be delivered in Excel format to the College’s business office

(iv) Explain options for opt-out reporting to the College.

(v) Indicate if there will be a single dedicated vendor representative or team with which the

College will work on reconciliation issues.

(vi) Describe the proposed payment schedules related to payment for Non-Equitable Access program charges. For example, Vendor will provide invoices to the College XX number of days after the drop date or census date for the course selection, and the College will provide payment(s) XX number of days after receiving the invoice.

(vii) During the transition process, Vendor will work with the incumbent to purchase branded merchandise.

5.10 STUDENT COURSE MATERIAL PURCHASING CONSIDERATIONS

Course textbooks and other materials are a critical component of the education process. To ensure student success, it is imperative that students receive required materials, as identified below, in a timely, efficient, and cost-effective manner. Students' should have the ability to access and purchase these course materials no later than 14 days prior to the commencement of the semester. Describe in detail Vendor’s strategies and cost effectiveness approach for achieving this objective. For the College’s full adoption list for the 2025-2026 academic year, see ATTACHMENT M.

(i) Physical textbooks

(ii) E-textbooks or other immediately downloadable materials

(iii) Lower cost unbound paper materials

(iv) Bundles or course packs

(v) Rental materials

(vi) Used book options

(vii) Customizable books, comparable to offerings from publishers

(viii) Online purchasing options with delivery, in-store, or smart locker pickup alternatives

(ix) Price matching availability

(x) The ability of students to view their remaining financial aid balance in the online store

Efficiency in fulfillment: Describe Vendor’s processes and safeguards that minimize delays or backlogs in the delivery of course materials.

Alternatives for backordered materials: Vendor to provide options, such as e-text versions, for any materials that are backordered or delayed. Describe Vendor’s alternative options when materials are backordered.

Shipping Policy & Shipping Options: Describe Vendor’s shipping policy and Vendor’s comprehensive solution for shipping various course materials, kits, and supplies to students enrolled in any program offered at the College. Include shipping options, methods, locations, etc. Any associated costs shall be included in ATTACHMENT D: COST PROPOSAL.

Return Policy: Provide a detailed description of the refund policy for all course materials, including new and used textbooks, bundled packages, course packs, rental textbooks, and general merchandise. Include refund options, methods, locations, etc. Any associated costs shall be included in ATTACHMENT D: COST PROPOSAL.

Certain academic programs and courses may necessitate additional supplies and purchases beyond traditional textbooks. This may include specific apparel or uniforms and equipment for programs including, but not limited to, public safety, nursing, automotive, and welding programs. Describe how Vendor handles any additional supplies and purchases.

5.11 COLLEGE COURSE MATERIAL CONSIDERATIONS

The Vendor will facilitate the purchase of course materials and supplies utilizing financial aid, scholarships, and sponsorships, applicable to both in-store and online transactions. Describe how Vendor will address the following:

a) The integration of student charges with the Ellucian Colleague system, detailing how these charges are exported and posted to the student's account receivable account.

b) The specific details included in the charge export, such as categories for books, merchandise, and consumables.

c) The frequency and method of the export process, whether it occurs in real-time or through daily batch processing.

d) The invoicing procedure for billing the College, including frequency, such as monthly or quarterly.

(i) The reporting format will need to be in excel.

(ii) The report will be detailed (in excel/csv) and include summary level data (in pdf).

e) Describe Vendor’s ability to restrict purchases with financial aid funds in the store or online.

(For example: laptops, convenience items, backpacks, supplies, etc. that exceed the College’s set threshold amount.)

5.12 DIGITAL MATERIAL

Describe how Vendor’s platform supports digital versions of textbooks and other required course materials. Include at a minimum the following:

a) Ways in which digital learning tools and resources can be accessed on mobile devices.

b) Details of how offline reading capabilities are supported.

c) Any available annotation tools, such as highlighting, note-taking, bookmarks, etc.

d) How students can easily access digital learning tools and resources for different classes in a single location. If multiple platforms are utilized to access books based on the publisher, please explain how students will access their materials.

e) How digital learning tools and resources are integrated into the Learning Management System (LMS) and identify the standards utilized, such as Learning Tools Interoperability (LTI) and Application Programming Interface (API).

f) Describe what LTI integrations are needed for the Vendor to provide publisher content

g) Describe in detail how students will access materials through the LMS on different publisher platforms

5.13 NON-TEXTBOOK COMMERCE ITEMS

The Vendor will have a non-exclusive right to sell convenience store items such as food, health and beauty products, and other miscellaneous items. The College does not allow the sale of alcohol or tobacco products. Describe any convenience store items beyond traditional course materials Vendor proposes to provide. Examples of such items may include but are not limited to the following:

a) Educational supplies, notebooks, and office supplies.

b) Trade books, magazines, stationery, and desk or room accessories.

c) Computers and accessories, Chromebooks, etc.

d) Bus passes

e) College-branded clothing, gift items, class and alumni rings, and jewelry.

f) Any items featuring a College emblem, mascot, logo, or identifying marks.

g) The rental and/or sale of graduation caps and gowns as well as commencement invitations.

Vendor shall provide a complete description of any other merchandise, products, or retail offerings it proposes to sell or make available under this Agreement.

Describe any promotional discounts available for students, faculty, staff, veterans or other populations.

5.14 COLLEGE GRADUATION

Vendor will be responsible for ordering, receiving and distribution of the graduation caps and gowns, as well as commencement invitations. Vendor shall seek affordable options when purchasing these items. The College may choose to have the costs covered solely by students, or alternatively, the College may fully fund them for students. The College and Vendor will collaborate at the appropriate time to coordinate these efforts. Vendor will attend graduation ceremonies for sale of graduation related items. Describe Vendor’s approach to meeting the College’s expectations regarding Graduation.

5.15 BOOKSTORE DELIVERIES

Vendor is responsible for arranging delivery, unloading, receiving, and storage of merchandise in College provided locations. Vendor must also coordinate these functions with other College contractors and departments as necessary. Central Piedmont will not take any responsibility for receiving or handling these shipments. Describe Vendor’s approach to coordination of merchandise deliveries.

Central Campus deliveries are accepted on Pease Lane in coordination with Security and Facilities Services. Levine Campus deliveries are typically delivered through the front door or at the loading dock in coordination with Security.

5.16 IMPLEMENTATION OF NEW PROCESSES/SOFTWARE:

The Vendor shall provide the College with advance notice and the opportunity to review and approve any changes that may materially affect services provided to the College. Describe the Vendor’s approach to planning, communicating, and executing major changes—including software deployments, feature releases, and process updates—that impact digital course materials, the EA program, or other services requiring stakeholder engagement and institutional approval.

Include how Vendor will coordinate with the College Liaison, College Information Technology…