ESBD_418740_1747169345806_RFP-College Bookstore Services - Final Draft.pdf

Requests

SEALED PROPOSALS

For

CAMPUS BOOKSTORE SERVICES

Due

May 28th, 2025 @ 3:00pm

X:\Purchasing Files-CB\RFP - College Bookstore 2025\RFP-College Bookstore Services - Final Draft.docx

INDEX

CONTENTS PAGE NUMBER

KEY DATES/MEETINGS AND CONTACT INFO

GENERAL INFORMATION/OVERVIEW

SCOPE OF WORK

EVALUATION CRITERIA

PROPOSAL RESPONSE REQUIREMENTS

PROPOSAL FORM

PROPOSED FINANCIAL CONSIDERATIONS

ATTACHMENT A: SALES INFORMATION

ATTACHMENT B: ENROLLMENT NUMBERS

ATTACHMENT C: SAMPLE AGREEMENT

ATTACHMENT D: CERTIFICATION GA-48 27

SERVICES CONTRACT

REPRESENTATIVE INFO

KEY DATES AND MEETINGS

SITE VISITS:

May 12th through 16th, 2025.

Site visits must be completed by 4:00 p.m. on May 16th, 2025.

SITE VISITS CONTACTS:

Clarissa Bueno Director of Purchasing 979-532-6305 buenoc@wcjc.edu

Doug Baumgarten Assistant Director to Facilities Management 979-532-6539 baumgartend@wcjc.edu

PROPOSAL SUBMITTAL

DEADLINE:

May 28th, 2025 @ 3:00 PM

PROPOSAL DELIVERY

LOCATION:

Cynthia Ward Associate VP of Finance/Controller 911 Boling Highway, A-107B Wharton, Texas 77488

BIDDER

PRESENTATIONS:

June 9th and 10th, 2025.

Leading contenders may be invited to make presentations.

(Tentative)

AWARD BY BOARD OF

TRUSTEES:

July 15th, 2025 (Tentative)

EXECUTION OF

CONTRACT:

August 1st, 2025 (Tentative)

ON-SITE START OF

SERVICE:

October 16th, 2025

ALL QUESTIONS RELATED TO THIS RFP ARE TO BE DIRECTED VIA EMAIL TO:

Clarissa Bueno Director of Purchasing buenoc@wcjc.edu

GENERAL INFORMATION/OVERVIEW

The Wharton County Junior College District (the "District") operates two (2) bookstore locations in College owned facilities. One at the main campus in Wharton, Texas and one at our satellite campus located in Richmond, Texas. We are in the early stages of planning a new student center at the main campus in Wharton, Texas, which will feature a bookstore and take the place of our current Wharton campus bookstore. This Request for Proposal (“RFP”) seeks competitive proposals to provide bookstore services (“Services”) at the current locations in Wharton and Richmond, as well as at the planned bookstore in the new main campus student center, which is not yet constructed. Additionally, the selected provider will offer access to our students attending classes at the Bay City and Sugar Land campuses, where there will be no physical bookstore presence.

The Services contract is expected to be for an initial five (5) year term, with an option to renew for no more than two (2) additional five (5) year terms beginning on or about October 16th, 2025. The initial contract term will end on or about October 16th, 2030.

A single company will be selected to provide the Services exclusively at all college locations.

Sealed proposals, one (1) original PLUS five (5) complete copies, to be submitted to the District before the date and time shown on this RFP.

Proposals must be submitted on the forms provided to ensure complete uniformity of wording of all proposals. Proposals shall be delivered or mailed in a sealed envelope, which is to be properly identified with the RFP project name, (RFP-Campus Bookstore Services) and the name and address of Bidder. Any omissions, alterations in wording, conditional clauses, or irregularities of any kind must be indicated in the General terms, Conditions, & Requirements section of this document.

PROPOSALS WILL NOT BE ACCEPTED THAT ARE: NOT SIGNED; NOT DELIVERED TO

THE OFFICE OF THE ASSOCIATE V.P. OF FINANCE/CONTROLLER AT THE SPECIFIED

DATE AND TIME; OR SUBMITTED VIA FACSIMILE TRANSMISSION.

Where so indicated on the Proposal Form, all sums shall be expressed in both words and figures;

in case of a discrepancy between the two, the sums expressed in words shall govern.

The proposal shall be considered an irrevocable offer for a period of ninety (90) days from the date of proposal opening and may not be withdrawn during that period without the consent of the District.

Bidders shall carefully examine the RFP Documents and are encouraged to visit each college location to obtain firsthand knowledge of the existing conditions, project requirements and/or new upcoming projects. Prior to submission of a proposal, Bidder shall have become fully informed as to the nature of the Services, and all other matters that may affect the cost, time of completion and ultimate performance of the Services. Submission of a signed proposal shall constitute acceptance by Bidder of applicable existing site conditions as part of the requirements for the Services. No allowance shall be made subsequently in this connection for any error, omission or negligence on Bidder's part. If Bidder finds that any portion of the RFP requires further information, Bidder must seek such information prior to submitting a proposal. Failing to do so, Bidder must abide by the decision of the District should the necessity for a decision arise after acceptance of the proposal.

Requests for clarification or interpretation of RFP documents are to be made in writing to the Purchasing Department, Wharton County Junior College no later than the close of business on May 19th, 2025. Any clarifications or interpretations will be given to all known Bidders in addendum form, and such addenda will be included as part of the Contract Documents. Only written interpretations or corrections by means of an addendum shall be binding. No Bidder should rely upon any information given by any other method.

Each proposal must be accompanied by proof of insurance ("Certificate of Liability Insurance") completed by Bidder's insurance agency. This certifies that all contract requirements for insurance, as stipulated herein, can be met. Failure to provide proof of insurance is evidence of eligibility for award of the contract may be deemed grounds for disqualification of the proposal as non-responsive. In the event Bidder fails to provide the required insurance certificate within ten (10) calendar days after receipt of the Agreement, such failure may be construed by the District as abandonment of the proposal, and the District may annul the award.

The District may make such investigations and conduct interviews as may be deemed necessary to determine the ability of Bidder to provide satisfactory performance in accordance with Proposal documents, and Bidder shall furnish to the District all such information and data for this purpose as the District may request. The District reserves the right to reject any proposal if evidence submitted by a Bidder, or investigation of a Bidder's qualifications, fails to satisfy the District that Bidder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

Any costs incurred by Bidder in responding to this RFP is at Bidder's own expense as a cost of doing business and the District is not liable for reimbursement to Bidder for any expense so incurred, regardless of whether the proposal is accepted.

This RFP is intended to allow Bidders the opportunity to be innovative in their proposal to offer Services at each of the District’s locations identified herein. Each Bidder's proposal must include a detailed description of all aspects of the Services they envision.

A proposal guaranty in the form of a bid bond in the amount of $25,000 must accompany each proposal. The bid bond must be executed by a surety company authorized to conduct business in the State of Texas, and payable unconditionally to the Wharton County Junior College District.

The bid bond is required by the District as evidence of good faith and financial responsibility and as a guarantee that, if awarded the contract, the Bidder will, within ten (10) days following notice of proposal acceptance, enter into an agreement with the District formalizing the relationship. As soon as possible after comparing proposals, the District shall return the bid bond to any Bidder whose proposal is not accepted or until an agreement has been executed.

Approximate space allocations for the bookstores are listed below.

Wharton Campus Store 3,750 square feet

Richmond Campus Store 2,800 square feet

Wharton Campus Store @ New Student Center (currently not constructed; will replace the current Wharton campus store)

2,758 square feet

SITE VISITS MUST BE COMPLETED AS SHOWN ON THE KEY DATES AND MEETINGS

PAGE. THE SITE VISITS ARE SOLELY FOR THE INSPECTION OF THE FACILITIES AND NO

OPERATIONAL OR PROCEDURAL MATTERS WILL BE DISCUSSED BY THE PRESENT

CONTRACTOR OR DISTRICT PERSONNEL. BIDDERS VISITING THE SITES ARE NOT TO

ASK QUESTIONS OF THE CURRENT CONTRACTOR’S STAFF OR DISTRICT PERSONNEL.

Questions that arise during the site inspection are to be submitted in writing as directed herein. Substantial questions will be answered by means of an addendum to be issued shortly thereafter. Bidders are advised that Proposals must be submitted based only on the written Proposal documents or any written addenda thereto. AT NO TIME WILL

VERBAL INSTRUCTIONS MADE IN CONFLICT WITH OR IN ADDITION TO THE WRITTEN

PROPOSAL DOCUMENTS TAKE PRECEDENCE OVER THE WRITTEN PROPOSAL

DOCUMENTS.

SCOPE OF WORK

1. The process the District uses to select a Contractor includes determination of an optimum mix of quality, products, technological capabilities, service capabilities, work history, financial aspects and compliance with the provisions contained in this RFP.

2. The selected contractor will be required to:

(a) Provide the District with a full range of course materials, new textbooks, used textbooks, digital textbooks, custom published materials, open educational resources (OER), inclusive access course materials (if requested), textbook rentals, general books, bestsellers, faculty-authored books, reference books, art supplies, school supplies, computer/technology products, computer supplies, peripherals, course related supplies, general merchandise, emblematic clothing, emblematic gifts, convenience items, graduation-related merchandise, and other services expected from a college bookstore. The district strongly encourages Proposals that include any additional products or services that can be offered to enhance value to students and the WCJC community; generate traffic into the bookstore and assist with transitioning from a traditional college bookstore to a destination center offering state-of-the-art bookstore services.

(b) Make available, on a timely basis, sufficient quantities of textbooks and other instructional materials required by the District for credit and continuing education courses.

(c) Sale textbooks, supplies and materials at reasonable prices consistent in the industry.

Proposed percentage of markup by type of product is part of this RFP.

(d) Establish and maintain a used book program that includes buyback of books on the campuses and acquisition of books from wholesalers and other sources.

(e) Ensure out-of-stock situations with textbooks and other instructional materials be minimized and addressed promptly. It is not acceptable to have our students waiting a week after class to receive their course material.

(f) Create, develop and maintain bookstore web sites for the sale of textbooks and develop a registration integration program that automatically populates based on the courses/sections in which they are enrolled.

(g) Assure good use of space and provide sufficient resources for efficient customer traffic flow during rush periods.

(h) Maintain effective communication with the District, including students, faculty staff and administrators.

(i) Routinely provide to the District information related to new editions of textbooks, textbook availability, sales and promotions and changes in the bookstore and publishing industries.

(j) Market bookstore services to the students and the community by use of effective advertising and promotional techniques.

(k) Employ a District Manager with responsibility for only the District bookstores. Staff each bookstore with an adequate number of experienced and knowledgeable personnel.

(l) Special Events--The Bookstore shall support special events (e.g., lectures, readings, speakers, student events, etc.) on campus by selling books and WCJC emblematic merchandise at WCJC events, if requested by the College.

3. This RFP and the requirements listed herein are not intended, nor shall they be construed to include every detail of the Services to be provided by the successful Bidder. As such, the successful Bidder will be required to exercise a high standard of care and attention to the District's requirements. Such care shall include:

(a) Proactively providing expert consulting and advisory services for providing the

Services and related procedures and processes that will assist the District on issues related to day to day operations, long range planning and advancements in technology.

(b) Proactively advising the District as to appropriate products, procedures or practices that may enhance or improve the quality and delivery of its bookstore operations.

(c) Assurance that the District complies with all new State and Federal Laws regarding college bookstore operations including proper notices and required textbook information for students.

(d) Assurance that the quality of Services will be provided in a professional and timely manner.

(e) Proactively working with the District in evaluating and enhancing Services including, but not limited to, product quality, merchandising, marketing, promotions, customer service, operating hours, customer surveys and development of a comprehensive understanding of the College environment.

5. One objective of this RFP is for all companies to base their proposals on the same criteria.

However, for this RFP, alternatives may be offered, but the District at its sole option, may consider or reject any alternatives. Bidders are encouraged to be innovative in their proposals. Ideas which may lead to enhanced operations and reduced costs to students will be welcomed, even though the specific condition may not be addressed in the RFP.

EVALUATION CRITERIA

The successful vendor will be able to clearly show the most attractive financial package to the College while providing an excellent value to the students. They will also be able to prove their ability to provide quality service through a documented history of superior service to other institutions while also demonstrating their ability to provide innovative solutions and options to help control the cost of student textbooks.

Reputation and demonstration of competence, experience and prior success operating bookstores for a college campus

15%

Financial Benefits to the college

40%

Ability to operate the college bookstores in line with the terms of the agreement

20%

Quality, variety, availability and costs of books and other goods and services that can be offered to the college campus students and college community

25%

Total 100%

THE DISTRICT RESERVES THE RIGHT TO ACCEPT OR REJECT ANY OR ALL

PROPOSALS OR PARTS THEREOF AND NEGOTIATE AND AWARD A CONTRACT TO

BEST SERVE THE INTERESTS OF THE DISTRICT.

PROPOSAL RESPONSE REQUIREMENTS

Company History and Background

1. Provide a brief history, description, qualifications and experience in managing college bookstores.

2. Provide the names of key persons who would be assigned to this account, with details of their background, education, and experience relative to accounts similar to the District.

3. Provide a complete client list that includes length of service sales volume, and the name and telephone number of the administrator responsible for the bookstore. Identify at least four (4) clients with bookstores similar in nature to WCJC Bookstores

4. Provide a list of all college accounts that were canceled or not renewed during the past three (3) years, including the reason for termination. Include length of service, sales volume, and the name and telephone number of the administrator responsible for the bookstore.

5. Describe any characteristics or capabilities that make your Company uniquely qualified to be awarded the contract to provide the services to the District.

Staffing/Personnel

6. Bookstore Organization Chart: Provide your company’s staffing plan and reporting structure for the WCJC’s bookstores. Also, any information on proposed positions assigned to each College bookstore and the services you will provide for each College location. (if different)

7. Describe in detail your company’s:

(a) Personnel policies

(b) Hiring policies, including your company’s required qualifications for the Bookstore

Manager

(c) Background check program and policies

(d) Compensation program, including incentive programs, etc.

(e) Benefit programs (e.g., health insurance, disability insurance, vacation plan, paid holidays, retirement, etc.)

(f) Commitment and plan to hire student employees.

(g) Educational and training programs for personnel.

(h) Corporate support services and regional management support.

Operations and Customer Service

8. Describe your company’s operations/management plan for the WCJC Bookstores, which includes the following:

(a) Operating hours, after/evening hours and how you plan to work with the District to meet the students’ needs at each separate campus bookstore.

(b) How you plan to distribute material to our other campus’s that do not have an actual bookstore; Bay City and Sugar Land locations. How will you meet the needs of those students’ who do not have the physical bookstore to walk in to?

9. Describe in detail your company’s strategy to provide excellent customer service at the

District’s Bookstores.

Facility Investment/Facility Plan

10. Describe your company’s financial commitment to provide funding for build out, fixtures and equipment for our current bookstores (Wharton main campus and Richmond campus)? Also, state your willingness to collaborate and provide financial commitment with WCJC and our architects for the build out, furnishings, fixtures and equipment for our new bookstore that will eventually replace the current Wharton main campus bookstore?

11. Describe your plans to provide bookstore renovations at each location, including changes to the facility, new fixtures and furnishings, equipment, floor coverings, paint, and other improvements. State your proposed expenditures for renovations at each College. The proposal must show the minimum amount to be spent at each college for bookstore renovations and must include a schedule for completion of renovations. If actual expenditures for renovations are less than the amounts proposed, the difference will be remitted to the District.

12. For any equipment and fixtures you provide, give a detailed description and specifications of the changes to the present floor space, utility or heating, ventilating and air-conditioning (“HVAC”) services needed to accommodate the proposed equipment and fixtures. If no changes are required, state in your proposal that the present facility and utility requirements are adequate for the proposed equipment and fixtures and no changes are needed. In your proposal, please indicate any changes to the Facilities you desire, and equipment or fixtures you propose to provide.

Course Material Programs

13. Describe your company’s plan to develop and implement an active strategic plan to protect course materials market share. Include your company’s plans to develop strong relationships with faculty, market and promote course materials to WCJC Students, and provide comprehensive course materials services to WCJC Students and Faculty, including, but not limited to, the following:

(a) Registration integration

(b) Custom publishing

(c) OER

(d) Digital delivery

(e) Textbook rental

(f) Used textbooks

(g) Distance learning

14. Provide a list showing Community Colleges in Texas where you currently provide eBooks

& bookstore services primarily through pre-negotiated contracts with publishers.

15. Describe trends in the bookstore and publishing industries, including:

(a) Publishers’ policies relating to returns of unsold textbooks.

(b) Potential changes in the bookstore service model related to the delivery of textbooks and other materials due to technological advancements and rising costs.

(c) Online textbook competition.

(d) Rising costs of textbooks and the impact of increasing costs on sales.

(e) Impact of bundling & textbook access codes.

(f) Impact of legislation on bookstore operations.

(g) Custom publishing.

(h) Copyright issues.

(i) What is your experience regarding “first day ready programs” for students?

16. Provide a list of the major textbook publishers and other suppliers with which you have ongoing business relationships. Show the name and telephone number of a contact person at each company who can address the historical and current status of your business relationship.

17. Describe your ability and willingness to post textbook information (including authors, titles, editions, publishers and ISBNs) on your web site and in bookstores.

Course Material Adoption Tool

18. Describe your company’s Course Materials Adoption Tool, including the following:

(a) Adoption Tool overview

(b) Database search

(c) Adoption reporting

(d) Adoption Training Program for designated WCJC personnel

Course Materials Affordability/Pricing Policies

19. Describe your company’s plan to address the pricing concerns of students at the District.

Include a detailed description of your company’s Price Match Guarantee Program, Price Comparison Software, dynamic pricing, or similar programs that your company will implement in order to provide value, compete with online booksellers, and increase market share.

20. Provide a detailed description of your company’s Policies including, but not limited to, the following:

(a) standard shipping charges

(b) standard shipping delivery times

(c) expedited shipping charges

(d) expedited shipping delivery times

(e) free shipping program(s)- include your company’s commitment to free in-store pickup, along with other free shipping programs your company offers

(f) free shipping delivery times

(g) any additional promotional programs your company has implemented to reduce course materials shipping costs

(h) refund policies including requirements

(i) refund deadlines for all sales categories

(j) buyback policies including the percentages paid on the selling prices of textbooks

21. Describe the circumstances and give examples of when the shipping of textbooks from publishers or other providers will NOT be expedited at contractor's expense.

General Merchandise

22. Describe your company’s plan to sell emblematic/logo merchandise at multiple price points, including details regarding your company’s value-priced merchandise program.

23. Provide a detailed description of your company’s plan to increase the sales of other merchandise such as: supplies, computer/technology, convenience, graduation merchandise, backpacks, graduation regalia, etc.

Marketing Strategy

24. Describe your marketing, promotion, communication and education programs to accomplish the following:

(a) Inform the campus communities of bookstore policies and procedures

(b) Enhance customer relations with students, faculty, staff and community members

(c) Notify students and faculty of scheduled textbook buybacks, refund deadlines, returns of textbooks to publishers and promotions

(d) Notify instructional departments regarding the availability of new editions of textbooks and new editions pending

(e) Enhance sales

(f) Participate in campus events and activities at WCJC organized by other campus entities (clubs, etc.), and/or your company’s plans to create your own campus events and activities in order to generate additional sales.

Technology/Website

25. Describe your policies and procedures for charging textbooks and other educational materials to students authorized to make purchases from the bookstores through financial aid programs. Most financial aid funding is currently handled by the College by transmitting a student file containing their aid to the bookstore where it is viewed as a credit for student use. The College currently uses the Ellucian SCT Banner system and is in the process of switching to the cloud (SaaS: Software-as-a-Service).

(a) If awarded the contract, describe how you will, within the first TWO MONTHS of operation, provide the programming and development of the interface with the District's internet based registration system so that students can obtain books at the time they register. Identify the cost to the District, if any that may be associated with the development of this function.

(b) Describe how this function will be developed and identify the key features, including:

secure automated data exchange between the District's web registration system and the Contractor’s web bookstore order system, on-line payment processes with direct mail delivery or in store pick-up, book reservations, book search capabilities and payment security methods which are compliant with industry standards.

(c) Provide a list of references, (Banner System Preferred) where your company has developed or participated in the development of similar on-line web bookstore interfaces.

26. Describe your current technological experience regarding use of the internet, intranet, interface with Datatel Financial or other financial systems. Describe your experience in establishing and maintaining links between the registration process and the sale of textbooks and other instructional materials. Include in your description how you use or plan to use technology to order books, reserve books, provide digital delivery of instructional materials, and communicate with students, faculty and administration.

27. The contractor shall provide state-of-the-art technology (e.g., computer system, point-of-sale system, inventory management system, technology necessary to comply with HEOA, alternative technology for course materials, etc.) to deliver the desired level of service.

The contractor shall own and operate, and shall be responsible for all expenses associated with, all technology and systems necessary to operate the Campus Store.

28. The contractor’s systems shall have the ability to interface, at the contractor’s sole expense, with current and/or future College systems. The College currently utilizes Brightspace and Banner.

29. The contractor shall manage and operate a unique Campus Store/OCMS Website customized for WCJC. The website shall conform to the College’s design guidelines and link to and from the College’s Website. The website shall include, but not be limited to, the ability for customers to order and reserve textbooks, general books, and general merchandise. The website shall offer registration integration, and the ability for faculty to submit textbook adoptions online. The website shall be mobile friendly, allowing customers to navigate from all devices. All aspects of the website, including products sold (whether by the contractor or by a third-party vendor), links to and/or from the websites, and advertising accepted, shall require the College’s prior written approval. Third-party vendors on the website must be preapproved by the College’s Administration.

30. The Campus Store/OCMS Website includes the website, e-commerce platforms, and web-based services the contractor will create and maintain to support the WCJC Campus Store. The College shall be the sole owner of all rights, title, and interest in all existing and future URLs related to the WCJC Campus Store Website.

31. To ensure all possible steps are taken to secure student, faculty, staff, and customer personal data, all in-store technology and e-commerce processing must be PCI compliant with the current PCI Data Security Standards and/or subsequent updates. The contractor must provide a statement acknowledging they are in PCI Compliance and going forward will continue to provide any PCI Certification documentation that may be required annually.

Credit card processing must be through a third-party and must be encrypted. The contractor shall ensure that its employees do not write credit card information down on paper or keep files of credit card information and that no credit card information is stored in any system on campus. All systems used to access or process College data must implement multi-factor authentication (MFA), strong password policies, and encrypted communications.

32. The contractor agrees that all processes fall within FERPA guidelines and must be approved by the FERPA compliance officer at WCJC.

33. The contractor shall notify the College promptly of any security breach that results in the unauthorized access, disclosure, or misuse of customer data. The contractor shall, within twenty-four (24) hours of discovery, report to the College any use or disclosure of customer data not authorized in writing by the customer. The contractor’s report to the College shall identify: (i) the nature of the unauthorized use or disclosure, (ii) the customer data used or disclosed, (iii) who made the unauthorized use or received the unauthorized disclosure, if known, (iv) what the contractor has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure, (v) what corrective action the contractor has taken or shall take to prevent future similar unauthorized use or disclosure, and (vi) such other reasonable information as requested by the College. The above provisions shall be extended by contract to all subcontractors used by the contractor who are provided access to customer data by the contractor. All customer data must be kept confidential and shall not be shared or sold by the contractor.

34. The contractor shall warrant that the products or services to be provided under the

Contract comply with the accessibility guidelines of “Section 508 of the Rehabilitation Act of 1973,” and the “Web Content Accessibility Guidelines (WCAG) 2.0 or 2.1 whichever is applicable as of the date of the Contract, Level AA Conformance” published by the World Wide Web Consortium, www.w3.org, at http://www.w3.org/TR/WCAG20/. The contractor agrees to promptly respond to and resolve any complaint arising during the term of the warranty period regarding accessibility of its products or services which is brought to its attention. The contractor shall provide confirmation to WCJC within ninety (90) days of receiving any such complaint that the complaint has been fully resolved and shall recertify compliance upon WCJC’s request.

35. TX-RAMP Requirements. If the technology solution is a Software as a Service cloud computing service, as defined in Government Code Section 2054.0593(a), that stores or processes sensitive data other than what is needed for login capability, additional security and compliance requirements may apply. WCJC office of Information Technology is responsible for determining the sensitivity of data stored or processed by the third-party application. The contractor is responsible for pursuing and demonstrating compliance with TX-RAMP, and the College is responsible for ensuring compliance per Texas Government Code 2054.003(13).

Transition Plan

36. Provide a tentative schedule and transition plan for implementation of Services, assuming the contract is awarded by August 1st, 2025 and on-site Services commence on or about October 16th, 2025.

(a) Describe the required or assumed WCJC resources necessary for an efficient and effective transition.

(b) Describe your company’s Technology Implementation Plan, including, but not limited to, the following:

Systems integration/collaboration with the WCJC Administration

Staff training

Equipment installation

Bookstore Website implementation

Online Adoption Tool implementation

(c) Describe your company’s corporate support during the first ninety (90) days of the transition including, but not limited to, the following:

Regional Manager Coverage/Site Visits - Provide the schedule for Regional Manager site visits during the first ninety (90) days.

Bookstore Operations and Customer Service Staff Training

(d) Miscellaneous/Other. Provide any additional information relevant to the transition.

Financial Reporting

37. What is your fiscal year?

38. What type of management reports will be routinely provided? What other types of reports are available, and at what cost if any?

39. Provide a copy of your audited financial report for your most recent fiscal year and provide any other financial information that will give evidence of your ability to perform if awarded a contract. Include in a sealed envelope only with your ORIGINAL proposal.

PROPOSAL FORM FOR RFP BOOKSTORE SERVICES

PROPOSAL OF__________________________________________________________

Name of Company

To: Wharton County Junior College District Attention: Cynthia Ward, Associate V.P. of Finance/Controller 911 Boling Highway, A-107B Wharton, Texas 77488

The undersigned Bidder, having examined the proposal documents and become familiar with the requirements and conditions in connection with the proposed agreement to provide bookstore services ("Services") for the Wharton County Junior College District ("District"), hereby proposes to provide the Services in accordance with this proposal. Unless specifically stated otherwise in this proposal, the undersigned Bidder will comply with all provisions of the Request for Proposals provided by the District and will comply with the following

1. Bidder must disclose the name(s) of any of its employees, officers, directors, subcontractors, or agents who may also be a member of the Board of Trustees, or an employee or agent of the District. Further, Bidder must disclose the name of any District employee or Board of Trustees member, who has, directly or indirectly, any financial interests in Company or any of its branches. Submit this information on an attachment to the Proposal Form which is to be titled "Disclosure of Interest" and include the person's name, position, and the extent of financial or other interest the person(s) has in Bidder's business affairs.

2. Bidder hereby acknowledges that it understands that persons submitting a response to this

RFP must comply with all applicable laws, ordinances, rules and regulations including the provisions of the State of Texas Local government Code Chapter 176. As applicable, the person submitting a response to this RFP must complete and submit a Conflict-of-Interest Questionnaire form (“CIQ”) in a format approved by the Texas Ethics Commission. The form is to be sent to the Associate V.P. of Finance/Controller. A copy of the form can be found at the Texas Ethics Commission web site.

3. Bidder hereby acknowledges that in accordance with Section 44.034 of the Texas Education

Code, a person or business entity that enters into a contract with the Wharton County Junior College District must give advance notice to the District if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Furthermore, the Owner may terminate a contract with a person or business entity if the Owner determines that the person or business entity failed to give this notice or misrepresented the conduct resulting in the conviction. This requirement does not apply to a publicly held corporation.

4. Requests for clarification or interpretation of the RFP must be made in writing not later than the close of business on the date specified herein. In the event an addendum is issued, the Purchasing Department will communicate the information to all bidders that have requested a packet. Any addendum will be included as part of the Contract Documents. Bidders shall acknowledge receipt of addenda in the spaces provided on the Proposal Form. Only written interpretations or corrections by means of an addendum shall be binding. No Bidder shall rely upon any information given by any other method.

5. In submitting this Proposal, Bidder acknowledges that time is of the essence and, subject to any mutually agreed changes, if Bidder is selected as the Contractor, Bidder agrees to execute and return signed copies of the Bookstore Services Agreement (“Agreement”), and certificates of insurance, to the District’s Purchasing Department within ten (10) calendar days after receipt of the copies of the Agreement. The Agreement shall be in substantially the same form as the sample provided herein.

6. If Bidder fails to sign the Agreement and/or provide the required insurance certificate within ten (10) calendar days after receipt of the Agreement, such failure may be construed by the District as abandonment of the Project, and the District may annul the award. By reasons of the difficulty of determining accurately the amount of damages accruing to the District by reason of Bidder's failure to execute the Agreement and provide the bonds and/or certificate of insurance, the Bid Bond accompanying the Proposal shall be the agreed amount of damages which the District will suffer by reason of such failure. The filing of a Proposal will be interpreted as an acceptance of this provision.

7. Bidder understands, acknowledges and agrees:

(a) That Bidder has not and will not offer, give, agree to give to any person, or solicit, demand, accept, or agree to accept from another person, a bribe, or unlawful gift, benefit, advantage, gratuity, payment or an offer of employment in connection with or arising from this RFP or subsequent contract or Subcontract.

(b) That this Proposal is made without previous understanding, agreement or connection with any person, firm, or corporation making a Proposal on the same project, and is in all respects fair and without collusion, fraud or unlawful acts.

(c) That the person whose signature appears below is the owner, partner or corporate officer of the Company and is legally empowered to bind the Company in whose name the Proposal is entered.

8. Assumption of Contract: If awarded a contract, Bidder agrees to execute an agreement and provide a certificate of insurance within ten (10) calendar days of receipt of written notice of acceptance of this Proposal by the District unless otherwise stated herein.

9. Exceptions to RFP or Sample Agreement: Bidder must indicate below whether it takes any exceptions to the RFP or Sample Agreement. Exceptions are to be listed on a sheet titled "Exceptions to RFP or Sample Agreement" and attached to this Proposal. IF EXCEPTIONS

ARE TAKEN, BIDDER MUST INDICATE WHETHER IT WOULD REFUSE TO SIGN THE

AGREEMENT IF THE EXCEPTION IS NOT ACCEPTED. If Bidder indicates "No Exceptions" it affirms acceptance of the provisions and requirements of the RFP and the Sample Agreement. Check one of the following as applicable:

__________ NO EXCEPTIONS ___________ EXCEPTIONS ARE ATTACHED

10. PROPOSAL CHECK LIST

The following information is enclosed with this proposal: (Mark applicable box)

Yes No

Bid bond in the amount of $25,000.00 in a sealed envelope (WITH

ORIGINAL PROPOSAL ONLY)

Bidder’s Proposed Financial Considerations in a sealed envelope

(WITH ORIGINAL PROPOSAL ONLY)

Certificate of Liability Insurance (WITH ORIGINAL PROPOSAL

ONLY)

Financial statements (WITH ORIGINAL PROPOSAL ONLY)

Conflict-of-Interest Questionnaire form (“CIQ”)

Response to questions and submittal information

List of references

Exceptions to the Request for Proposals or Sample Agreement, if.

any, and any Bidder forms which Bidder would require the District to execute, if the Bidder’s proposal is accepted

One (1) original PLUS five (5) complete copies of the Proposal(s), including submittal information. Original is to be marked "Original" and copies as "Copy"

11. ADDENDA: (if they apply) Bidder hereby acknowledges receipt of the following Addenda to the RFP, the provisions and requirements of which have been taken into consideration in the preparation of this proposal:

Addenda Numbers: # # # # #

12. BIDDER CERTIFICATION. The undersigned, on behalf of Bidder, certifies that this proposal is made without previous understanding, agreement or connection with any person, firm, or corporation making a proposal on the same project, and is in all respects fair and without collusion, fraud or unlawful acts.

It is further certified that the person whose signature appears below is the owner, partner or corporate officer of the Company and is legally empowered to bind the Company in whose name the proposal is entered.

Submitted this _____________ day of _______________, 2025 by and for the Company identified as follows:

COMPANY:

STREET ADDRESS:

CITY/STATE/ZIP:

SIGNATURE:

PRINTED NAME:

OWNER/PARTNER/OFFICER

TITLE:

TELEPHONE #:

EMAIL:

PROPOSED FINANCIAL CONSIDERATIONS

Name of Company

COMMISSION PAYMENTS—SHOW AS A PERCENTAGE OF ANNUAL GROSS SALES

Any guaranteed annualized amount:

0 to 1 Million Dollars:

1 to 2 Million Dollars:

In excess of 2 Million Dollars:

Please describe any other proposed commission schedule that may not fit in the structure above in the box below:

New Textbook Pricing (state the standard percentage and show formula below)

Used Textbook Pricing (percent of new textbook price)

Discount for District Purchases if any (identify exclusions below)

New textbook pricing formula:

Textbook buyback: Show percentage paid on the selling price:

For trade books, supplies and other products to be sold in the bookstores, attach a detailed explanation as to how prices will be determined:

Identify any exclusions to commission payments:

Identify any exclusions to discounts for District purchases:

Funding for renovations:

Other financial considerations: Up-front payment, annual guarantee, student scholarships and/or other financial incentives:

ATTACHMENT A

Approximate Bookstore Sales by Campus

Year Wharton Sales Richmond Sales Total Sales

2020 $629,434.54 $726,531.08 $1,355,965.62

2021 $653,789.07 $620,797.05 $1,274,586.12

2022 $586,240.23 $549,347.37 $1,135,587.60

2023 $520,600.78 $537,502.05 $1,058,102.83

2024 $500,026.36 $500,294.25 $1,000,320.61

*Sales are approximate and for informational purposes only. This is not to be construed as a guarantee of sales volume.

ATTACHMENT B

Enrollment History

Fall 2022 Spring 2023 Fall 2023

Campus Headcount Semester

Hours Headcount Semester

Hours Headcount Semester Hours

Sugar Land 1,709 14,192 1,396 11,322 1,719 13,638

Wharton 1,352 13,036 1,151 11,096 1,362 13,472

Richmond 1,003 8,197 925 7,416 1,192 9,753

Bay City 140 1,285 136 1,263 141 1,167

Distance Ed 2,282 13,580 1,937 11,655 2,213 12,986

High School/

Dual Credit 705 3,436 640 3,025 826 4,868

Grand Total 7,191 53,726 6,185 45,777 7,453 55,884

Spring 2024 Fall 2024 Spring 2025

Campus Headcount Semester Hours Headcount Semester

Hours Headcount Semester Hours

Sugar Land 1,398 10,656 1,492 12,318 1,266 9,274

Wharton 1,174 11,053 1,322 12,916 1,153 10,787

Richmond 1,014 7,830 1,174 10,075 1,021 8,344

Bay City 133 1,189 182 1,676 159 1,389

Distance Ed 1,982 11,615 2,086 12,548 2,003 12,561

High School/

Dual Credit 733 3,904 917 5,343 855 4,793

Grand Total 6,434 46,247 7,173 54,876 6,457 47,148

*The information above was provided by the WCJC Institutional Research Department.

*Headcount is duplicated between campuses.

ATTACHMENT C

SAMPLE AGREEMENT

The District prefers to use the attached Agreement, which includes all Attachments and the General Terms, Conditions and Requirements, in conjunction with the award of a contract with the selected company. AS PART OF YOUR RESPONSE TO THIS RFP, YOU MUST IDENTIFY, IN WRITING, ANY EXCEPTIONS OR ADDITIONS YOU MAY HAVE TO THE PROVISIONS OF

THE AGREEMENT, ATTACHMENTS AND GENERAL TERMS, CONDITIONS AND

REQUIREMENTS. YOU MUST INDICATE WHICH, IF ANY, OF THE EXCEPTIONS YOU TAKE

MUST BE ACCEPTED AS A CONDITION TO YOUR SIGNING THE AGREEMENT IF YOU ARE

RECOMMENDED FOR AWARD. Any desired changes are to be specific and cite the applicable section. If none, so indicate in your response.

Acceptance of the General Terms, Conditions and Requirements of the Agreement is considered as a major factor in the selection of the successful contractor.

The final form and content of the agreement will be based on mutually agreed terms, conditions, requirements and consideration.

ATTACHMENT D

Certification of Compliance with Executive Order GA-48

Pursuant to Executive Order GA-48, issued by Governor Greg Abbott on November 19, 2024, the Supplier certifies that neither the company, nor any of its holding companies, subsidiaries, or affiliates, is:

A. Listed in Section 889 of the 2019 National Defense Authorization Act (NDAA); or B. Listed in Section 1260H of the 2021 National Defense Authorization Act (NDAA); or C. Owned by the government of a country on the U.S. Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4; or D. Controlled by any governing or regulatory body located in a country on the U.S.

Department of Commerce's foreign adversaries list under 15 C.F.R. § 791.4.

The Supplier further certifies that it does not engage in any contractual, business, or operational activities that would otherwise grant access, control, or influence to an entity meeting any of the above-listed criteria.

If at any time during the term of the contract, the Supplier becomes aware of any such affiliation or activity, it shall immediately notify Wharton County Junior College. The contract may be subject to termination, and the Supplier may face legal action as deemed necessary by the College.

By signing below, the Supplier acknowledges and certifies compliance with this requirement:

Company Name

Signature of Authorized Official

Title of Authorized Official Date

BOOKSTORE SERVICES CONTRACT

1. Engagement of Contractor: The Wharton County Junior College hereby engages __________________ to operate and provide services for its bookstore.

2. Original Term, Renewal of Agreement, Termination and Assignment: This agreement shall govern the relationship between Wharton County Junior College and _____________________ for the period October 16th, 2025 through October 16th, 2030 and renewals for no more than 2 additional 5 year terms, unless terminated by either party giving one hundred twenty (120) days written notice to the other prior to the 10-16-2030 renewal date. Notice of desire to modify this agreement shall be sent in writing by certified mail to Cynthia Ward, Associate V.P. of Finance/Controller for Wharton County Junior College, 911 Boling Highway, Wharton, Texas 77488 and to (vendor’s representative) Wharton County Junior College may cancel this agreement for any of the following causes:

(a) If vendor fails to perform satisfactorily any part of this agreement.

(b) If the Bookstore fails to have an adequate stock of textbooks and supplies available for sales, this being within reason.

(c) If the Bookstore is not staffed and managed adequately.

(d) If vendor fails to properly ring up and report sales.

3. Acceptance and Return of Equipment and Facilities: Vendor shall inspect facilities for bookstore operation and accept them as adequate for operation. An inventory of all equipment and fixtures shall be taken jointly in the presence of representatives of Wharton County Junior College and Vendor. Vendor shall agree to return to Wharton County Junior College at the expiration of the contract the bookstore premises and all equipment furnished by Wharton County Junior College in the condition in which received except for ordinary wear and tear and except for the extent that said premises or equipment may have been lost or damaged by fires, flood or other unavoidable occurrence.

4. Wharton County Junior College Provides:

(a) Heat, light, utilities and air conditioning as is reasonably required for operation.

(b) Offices, furniture, file cabinets, campus telephone, safes, office machines currently available for bookstore use. Vendor may choose to use its own equipment at its own expense.

(c) All equipment repairs and building and equipment maintenance service for premises.

(d) Trash, garbage, and extermination services.

(e) Routine security services

5. Vendor Provides:

(a) All renovations, alterations, changes or modifications to the existing facilities. Said changes shall have the prior written approval of Wharton County Junior College.

(b) Maintenance and repair of all existing fixtures and equipment. Any additional fixtures or equipment required will be purchased at the expense of the Vendor.

(c) Routine custodial services

6. Insurance: Vendor shall procure at its own expense and maintain during the existence of the contract, the following policies of insurance:

(a) Workmen’s Compensation and Employer’s Liability Insurance and such insurance as may be required under applicable State statutes.

(b) Comprehensive Public Liability Insurance subject to $3,000,000 limits.

(c) Property Damage Liability Insurance in the amount of $1,000,000.

(d) Motor Vehicle Liability Insurance with limits of $100,000 per person, $300,000 per occurrence and $50,000 property damage.

At the request of Wharton County Junior College, Vendor shall obtain and deliver certificates evidencing such insurance from its insurers. Vendor shall save and hold harmless Wharton County Junior College from claims which may arise in connection with the operation of the Bookstore facilities specified herein and sales of products or performance of any service under this contract or injuries or death caused by Vendor vehicles on and immediately adjacent to the premises.

These policies shall name Wharton County Junior College as co-insured and shall contain covenants requiring thirty (30) days written notice to Wharton County Junior College before cancellation, reduction, or other modification of coverage. These policies shall be primary and non-contributing with any insurance carried by Wharton County Junior College and shall contain a severability of interests clause in respect to gross liability, protecting each name insured as though a separate policy has been issued to each.

In the event that Vendor fails to maintain and keep in force insurance as herein provided, Wharton County Junior College shall have the right to cancel and terminate the agreement forthwith and without notice.

7. Compliance With All Laws: Vendor shall comply with all laws, ordinances, rules, orders and regulations of federal, state and municipal governments, and of any and all of their departments, divisions, bureaus and subdivisions applicable thereto.

8. Management and Staff: Vendor shall staff the bookstore with experienced and qualified managerial and clerical personnel.