ESBD_474524_1766025638973_Preproposal Sign In Sheet 12.17.2025.pdf

This is a Preproposal Sign-In Sheet for East Texas A&M University Procurement Services' Bookstore Operations Request for Proposal (RFP B260002). The document records attendees at the mandatory pre-proposal conference scheduled for December 17, 2025, at 10:00 a.m. at the university's Rayburn Student Center in Commerce, Texas, with a site visit following the meeting. The project encompasses comprehensive bookstore management services for the main campus location (4,433 square feet) and three off-site locations in Dallas, Mesquite, and Corsicana, including textbook sales and rentals, licensed merchandise, academic supplies, inventory management, personnel oversight, and online ordering capabilities. Written questions from prospective bidders are due by January 5, 2026, with answers to be posted by January 13, 2026. Proposals must be submitted through the online portal by 3:00 p.m. Central Time on February 3, 2026, followed by vendor presentations anticipated for the week of February 23, 2026. The initial contract term is five years with an option to renew for an additional five-year period, with an expected contract start date of June 3, 2026.

The financial structure includes an annual exclusivity fee, a one-time signing bonus, and graduated commission rates based on sales volume with guaranteed minimum annual commissions. The selected vendor must purchase existing bookstore inventory at cost and provide collaborative transition support from the current Bibliu system. Insurance requirements are substantial, mandating workers' compensation, commercial general liability of $1,000,000 per occurrence, automobile liability, and $5,000,000 umbrella liability coverage. The university will provide utilities, telephone services, and space, while the vendor assumes operational costs including janitorial services and repairs. HUB (Historically Underutilized Businesses) subcontracting is permitted, though a subcontracting plan is required only if subcontractors are utilized. Proposals must include detailed qualifications, management plans, financial proposals, and references from three similar projects.