ATTACHMENT B.pdf

TiTAN bOOK STORE OPERATION MANAGEMENT ATTb

1 | Page5

Attachment B

PROPOSAL SUBMITTAL REQUIREMENT FOR EVALUATION

Proposals will be evaluated for completeness, compliance with this RFP, best value to the College, and other qualifications of the Proposers. Proposals considered complete will be evaluated to determine if they comply with the administrative, contractual, and technical requirements of the RFP. If the Proposal is unclear, Proposers may be asked to provide written clarification. Proposals that do not specifically address the scope of work or do not include the complete Proposal Content may be rejected as non‐ responsive.

General Information

a. Provide a general description of your firm, how the firm was started, and plans for future development of the firm.

b. Provide a listing of all principal officers and key executives. National companies must submit the same information for its principal operating officers as well as all regional/district executives and management personnel that shall be assigned to manage or support this account.

d. Provide a listing of all comparable or representative community college accounts within the western United States (Pacific and Mountain Time Zones). Please include the length of time at each campus along with name(s), telephone number(s) and e‐mail addresses for those persons most knowledgeable about your performance.

e. Provide a list of all college or university bookstore contracts your firm has lost (if any) in the last three years along with a contact name, telephone number and e‐mail address for those persons most knowledgeable about your performance. Please include a brief explanation of why you believe you lost the account (i.e., low bid process, change in administration, etc.). Also, please provide any written rationale for the loss provided by the applicable college or university.

Operations Plan

Provide a detailed description of your firm's plan to develop and operate the Bookstore(s), including specific plans for:

a. Suitability of Layout and square footage requirements for current bookstore(s) and warehouse.

b. Type of merchandise that will be sold.

c. How you will deal effectively with the changing types of course materials and changes to the delivery of course materials, including digital course material, digital textbooks, full‐service textbook rental program, incorporation with the college’s LMS or other unique or innovative ways to reduce textbook materials or costs

d. Sample marketing plan.

2 | Page5

e. Social media marketing and promotion strategy that addresses how it will coordinate or integrate with College sites.

f. Types of student activities that will be provided.

g. Plans to develop strong relationships with faculty and your plans to market/promote textbooks to students.

h. Preferred Hours of operation.

i. Service plans for College satellite locations, including courier and delivery services.

j. Customer satisfaction evaluation plan ‐ seek customer feedback at least annually through methods such as customer surveys, student focus groups, faculty focus groups, customer comment cards, secret shopper programs, etc. Customer feedback results shared with College administration.

Course Book and Supplies Ordering Process

a. Describe the process that would be used for faculty to order course books or course related supplies.

b. Describe any resources you have for faculty and staff for assistance in making textbook and course material adoptions.

c. Describe computer/web applications used to submit orders.

d. Provide an academic calendar for the College that shows all critical time requirements for providing course books or supplies. College is on a quarter schedule.

e. Describe the order processing and delivery of how emergency late textbook adoptions will be handled.

f. Describe the process for handling books ordered for classes that are canceled, and the process for handling books ordered by faculty who change their mind after submitting a textbook requisition and want to use a different book.

g. Describe how the college website, financial aid system and LMS will be integrated with any proprietary software, so students can seamlessly acquire their course materials in advance of the first day of class.

h. Describe how are the advance purchases (financial aid deferred billing) are invoiced for payment and integrate directly with College’s SIS to post deferred billing charges to the student accounts

i. Describe your experience and data feed needs to support integration with the College’s SIS

(Ellucian Banner), Financial Aid (Ellucian Banner) and LMS (Moodle).

3 | Page5

j. Describe how student data, faculty data, staff personal data, in‐store technology and e‐ commerce processing will be PCI and certified P2PE compliant. Describe how annual PCI and P2PE certification documentation will be provided.

k. Describe how digital materials will be manage on registration information and refund option

l. Describe how you will permit faculty and students to buy books from the open market freely

Transition Plan

Provide a detailed transition plan. Specifically describe proposed start and completion dates. Please provide adequate details regarding the systems integration components that are critical for implementation.

Personnel Policies and Training

a. Provide staffing plans for the Bookstore,

b. Provide a description of your firm's personnel policies including benefits and expectations.

c. Provide a description of educational, training and career growth and development programs for managers, supervisors, and employees.

d. Provide a description of student employment opportunities.

Affordability, Merchandise Policies, Programs and Procedures

Describe your firm's policies, pricing, programs, or procedures proposed for use with respect to the following:

a. Rental and buy‐back of books.

b. Please also address your views about the following:

The College has committed to being a leader in offering courses that incorporate no‐cost/low‐cost materials to reduce student expenses. Consequently, the College supports faculty members selecting no‐cost/low‐cost materials relevant for their courses and have the academic freedom to use these resources. Moreover, the successful Proposer will be obligated to support this usage at minimal or no additional expense and as easily as possible.

c. Plans for coordinating course materials production through the College print shop.

d. Inclusive Access capabilities.

e. Customization services (custom‐published materials, i.e., course packs, digital course packs) to have material from various sources be printed, bound, and sold, including securing copyright clearances in compliance with all copyright laws, production/printing, and sales).

f. Non‐exclusive digital delivery program that addresses the changing types of course materials, including providing digital course materials, digital textbooks.

g. Returns and Refunds (including online).

4 | Page5

h. Faculty/staff/student discounts or incentives.

i. Donations to fund student tuition through College’s Foundation.

j. Process/procedure for departments and student clubs purchasing merchandise.

k. Donations to support student organizations, department, and campus events and others interested in the College.

l. Special orders ‐ e.g., customer requests, rings, etc.

m. Process and procedure for Veterans and other students who have third parties paying for textbooks and supplies.

n. Maintenance of all required course books in stock and in multiple formats: digital, rental, new, used.

o. Methods for collecting faculty requisitions (securing titles, publishers, and quantities from

College faculty).

p. New categories of merchandise, if any, to be added for sale.

q. Pricing (including markup on cost and margins for all categories of merchandise sold), and price match options.

r. Detailed description of contractor’s Price Match Guarantee Program.

s. Payment methods/tender types the website accepts for student orders.

t. General book selections.

u. Access and supply of wholesale used books.

v. Purchase terms and conditions for your acquisition of current inventory.

w. Customer service capabilities, including available modes of contact (i.e., phone, email, text, online). Outline your delivery methods, shipping terms, shipping options and costs for online ordering.

x. Bookstore website and ordering process, including, but not limited to, the following elements:

ease of ordering, customer support information, order acknowledgement and order tracking.

y. New technology‐ e.g., Computers, laptops, tablets, software, book rentals, course packs, print on demand. Also describe other technology changes that may occur over the term of the contract.

z. Provision of Lane Transit District bus passes and Student ID cards each term to students through the bookstore(s) in accordance with College policies and procedures. Note that these items may be subsidized by College so that students will pay a discounted rate or receive services at no cost.

Academic Freedom

College faculty members are entitled to academic freedom. Specifically, each faculty member is entitled to and responsible for protecting freedom in the classroom in discussion and presentation of the subject

5 | Page5 matter. Please indicate how you will ensure that textbooks and related materials selected by faculty members will be made available.

Internal Systems

Provide a description of internal system of your firm for:

a. Inventory controls for textbooks, trade books, and general merchandise.

b. Process for allowing students to charge textbooks to their College student account, financial aid, collections, and bad debt write off/reserve.

c. Process for redemption of outstanding College bookstore gift cards and gift certificates.

Financial Proposal and Pro Forma Statements

a. Financial Proposal: Provide a financial proposal with terms and conditions for an initial contract.

b. Pro Forma: Submit three‐year and five‐year pro forma budget for the bookstore operations.

c. Other Incentives: Describe any other incentives/considerations that will be provided to the

College. Please include donations of merchandise (retail value), gift card/textbook scholarships, etc., to support various student events/activities, departments, programs, events, etc., on campus.

d. Capital Investments: Describe any capital contributions Proposer would make towards any renovations proposed.

Data and Reporting

Describe data analytics and reporting that will be provided to the College on a recurring basis (monthly, quarterly, annually), including data such as the following:

a. Sales by Category/Department (all locations) including commissionable and non‐ commissionable sale,

b. Total Sales.

c. Sales by Location.

d. Commission Paid to the College.

e. Dollar Amount of "Retail Textbook Buyback."

f. Dollar Amount of "Wholesale Textbook Buyback."

g. Website Sales.

Additional Information

Provide any additional information on your firm, vision for the Bookstores, or other pertinent information for consideration by the College.

6 | Page5

Evaluation Criteria

Evaluation Criteria Matrix Maximum points possible

Proposer Experience and Qualifications 15 Points

Project Methodology and Structure 20 Points

Reference 10 Points

Product Design and Capabilities towards Lane Community College 25 Points

Social Responsibility 10 Points

Financial/Cost Proposal 20 Points

Sub total 100 points

Interview (If held) 40 points

Grand total 140 points