ESBD_File_341488_RFP #24-06 Campus Store Retail Services.pdf

RFP 24-06 CAMPUS STORE RETAIL SERVICES 1

REQUEST FOR PROPOSALS (RFP) #24-06

FOR MANAGEMENT OF CAMPUS STORE RETAIL SERVICES

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

November 7, 2023 RFP Issue Date

November 15, 2023 Contact Farrah Khalil, Procurement Contact, by 5:00 p.m. CST to register for the Pre-Proposal Meeting and a Site Visits.

November 16, 2023 Virtual Pre-Proposal Meeting (Optional) 2:00 p.m. CST Link details provided with registration.

November 17, 2023 Site Visit (Optional) at 8:30 a.m. CST Location details provided with registration.

November 20, 2023 Site Visit (Optional) at 1:00 p.m. CST Location details provided with registration.

November 21, 2023

Questions and/or Clarifications Deadline:

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

November 29, 2023 Issuance of final addendum, if necessary. Addendum will include responses to Questions from Proposers.

December 19, 2023

Proposal Submission Deadline:

All proposal documents shall be submitted by 2:00 p.m. Central Time in IonWave. Proposals will be digitally opened immediately following time due.

January 2024 (Date/Time TBD) Virtual Presentations / Interviews (top-ranked firms only) “may” be scheduled.

February 2024-March 2024 Recommendation of award and approval to enter into contract.

Award will be announced after approval received.

July 1, 2024 Contract Commencement

IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Farrah Khalil

Buyer, Contracts and Purchasing Services 281-998-6326

Farrah.Khalil@sjcd.edu https://sanjac.ionwave.net/ mailto:Farrah.Khalil@sjcd.edu

RFP 24-06 CAMPUS STORE RETAIL SERVICES 2

GENERAL INFORMATION / PROPOSAL OPTIONS

San Jacinto Community College District (“SJCCD” or “College”) is examining all long-term options for its Campus Store Retail Services and invites your company to submit a sealed proposal for Management of SJCCD Campus Store Retail Services. Campus Store Retail Services, as defined in this Request for Proposal (RFP), include the following:

Option 1: Bookstore (including Convenience and Café Services)

• Central Campus Bookstore

• South Campus Bookstore

• North Campus Bookstore

• San Jac Online

• Bookstore Websites (including, but not limited to, Central Campus/Maritime, South Campus, and

North Campus/Generation Park)

Option 2: Hybrid Model (including Convenience and Café Services) Hybrid Model (i.e., online course materials stores along with on-campus, campus stores) will include the following:

• Central Campus Campus Store

• South Campus Campus Store

• North Campus Campus Store

• San Jac Online

• Campus Store Websites (including, but not limited to, Central Campus/Maritime, South Campus, and

North Campus/Generation Park)

• Online Course Materials Store Services for all SJCCD Academic Programs

• Course Materials Service Centers, located in the Central, South, and North Campus Stores

Contractors are invited to submit Proposals for up to two (2) of the following Options:

Option 1: Bookstore (including Convenience and Café Services) Option 2: Hybrid Model (including Convenience and Café Services)

Contractors may elect to submit Proposals for one (1) Option or two (2) Options.

Contractors who are responding to both Options should focus on Attachments C and D of this RFP and may identify cross-referenced responses in order to be efficient and minimize redundancies.

Contractors who are responding to a single Option should focus on the Attachment that pertains to the Option they are responding to, as follows:

• Contractors responding to Option 1 should focus on “Option 1: Bookstore Proposal Submittal Requirements,” Attachment C of this RFP.

• Contractors responding to Option 2 should focus on “Option 2: Hybrid Model Proposal Submittal Requirements,” Attachment D of this RFP.

RFP 24-06 CAMPUS STORE RETAIL SERVICES 3

PROGRAM GOALS / SCOPE OF WORK / SPECIFICATIONS

1. General

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

2. Program Goals and Requirements

2.1 Program Goals

SJCCD recognizes that the traditional college bookstore business is in a transformational period, and the College intends to be on the cutting-edge of Campus Store Retail Services. Therefore, the College has initiated this RFP Process to seek an innovative and proactive partner to effectively serve the College community. SJCCD’s goal is to provide innovative, state-of-the-art Campus Store Retail Services that will result in the following:

• Improved affordability for SJCCD Students by reducing course materials costs and providing innovative course materials solutions and market share growth through the following:

- Continued organic growth of the Inclusive Access Course Materials Program

- Enhanced collaboration with SJCCD to support SJCCD’s Open Books Program

- Ongoing evaluation of an Equitable Access Course Materials Program

• An improved course materials adoption process

• Enhanced reporting of adoption data, course materials affordability data, and financial data

• SJCCD-Centric Bookstores/Campus Stores (Hybrid Model) at the Central, South, and North campuses

• Customized websites

• Bookstores/Campus Stores that feature innovative retail products and services, including but not limited to, the following:

- Enhancing product selection that appeals to targeted SJCCD markets (e.g., SJCCD students, prospective students, faculty, staff, alumni, families, etc.)

- Refreshing merchandise multiple times throughout the year

- Curating selections of merchandise that appeal to SJCCD Students (e.g., athletic wear, wellness related items, specialty health and beauty aid products, etc.)

- Providing multiple price points and value-priced SJCCD branded merchandise

• Robust Cafés and Convenience Departments within the Bookstores/Campus Stores

• Improve customer satisfaction through the following:

- Cutting-edge retail innovation

- Utilization of technology

- Comprehensive engagement with the SJCCD community

- Proactive marketing strategy, including targeted marketing via social media, increasing web traffic and online sales, etc.

• Increased sales and market share of SJCCD branded merchandise

• A competitive financial contribution to SJCCD, while achieving SJCCD’s qualitative and service goals

2.2 Program Requirements

Campus Store Retail Services Program Requirements can be found in Attachments A and B of this RFP:

Attachment A- Option 1: Bookstore Program Requirements Attachment B- Option 2: Hybrid Model Program Requirements

RFP 24-06 CAMPUS STORE RETAIL SERVICES 4

3. SJCCD / Bookstore Background Information

3.1 Enrollment

Enrollment figures for the past five years are as follows:

FTE Enrollment (Fall)

FTE 2018 2019 2020 2021 2022

Central 6,559 6,536 6,165 5,985 6,033 North 4,138 4,658 4,617 4,918 4,790 South 5,521 6,119 5,581 5,465 5,358 Generation Park - - 795 1,034 899 Total FTE 15,392 16,526 15,661 15,412 15,804

Unduplicated Headcount (Fall)

Unduplicated Headcount 2019 2020 2021 2022 2023 Central * 12,174 2,130 7,941 8,682 9,193 North * 7,281 1,381 5,484 5,689 6,001 South * 10,476 1,026 6,504 7,636 7,786 Generation Park * - - 188 114 184 Fully Online ** 4,179 26,714 12,289 9,498 9,424 Total Unduplicated Headcount 34,110 31,251 32,406 31,619 32,588

Altered operations

COVID

* Includes all unduplicated headcount for campus except fully online.

** Includes all fully online unduplicated headcount. (Student(s) may enroll across multiple campuses to make load.

CourseFinder and SOS give option to search by San Jac Online.

3.2 Academic Calendar

SJCCD operates on Fall and Spring Semesters along with Summer Sessions. Details can be found at:

https://www.sanjac.edu/search/index.php?q=Academic+Calendar

3.3 Facilities

Approximate square footage breakdown for each Bookstore is as follows. Also see “Bookstore Facility Plans,” Attachment E.

CENTRAL CAMPUS BOOKSTORE SPACE SQUARE FOOTAGE

Selling Space 3,381 Office Space 1,457 Shipping/Receiving/Storage Space 9,042 Other 1,551 Total Space 15,431

SOUTH CAMPUS BOOKSTORE SPACE SQUARE FOOTAGE

Selling Space 6,665 Office Space 176 Shipping/Receiving/Storage Space 1,395 Other 96 Total Space 8,332

NORTH CAMPUS BOOKSTORE SPACE SQUARE FOOTAGE

Selling Space 3,165 https://www.sanjac.edu/search/index.php?q=Academic+Calendar

RFP 24-06 CAMPUS STORE RETAIL SERVICES 5

Office Space 140 Shipping/Receiving/Storage Space 1,294 Other 140 Total Space 4,739

3.4 Sales

Bookstore Sales figures (consolidated) for the past five fiscal years are as follows:

Consolidated FY '19 FY '20 FY '21 FY '22 FY '23

TOTAL ($) $8,076,706 $7,972,318 $5,945,882 $7,479,617 $7,951,494

Bookstore Sales figures for each location for the past five fiscal years are as follows:

Central Campus FY '19 FY '20 FY '21 FY '22 FY '23

TOTAL ($) $3,568,079 $3,406,664 $2,310,288 $2,801,668 $2,885,4443

South Campus FY '19 FY '20 FY '21 FY '22 FY '23

TOTAL ($) $2,267,899 $2,503,936 $2,042,812 $2,438,305 $2,693,962

North Campus FY '19 FY '20 FY '21 FY '22 FY '23

TOTAL ($) $2,240,737 $2,061,718 $1,592,781 $2,239,643 $2,372,089

Bookstore Sales figures (consolidated) for the major departments/categories for the past five fiscal years are as follows:

DEPARTMENTS FY '19 FY '20 FY '21 FY '22 FY '23

New Textbooks 4,610,560 5,140,258 4,669,509 1,359,674 1,292,684 Used Textbooks 468,546 315,490 248,129 167,286 144,987 Digital Textbooks 45,286 146,082 205,191 4,036,446 4,518,489 Textbook Rentals 450,798 293,818 169,453 111,251 89,850 Trade Books 28,626 20,106 10,176 23,606 46,141 Café & Convenience 1,079,236 784,427 35,624 693,555 701,153 Computer Products 502,860 458,128 208,160 291,402 335,530 Emblematic Clothing & Gifts

136,622 98,444 32,606 73,217 52,054

Other 177,921 160,101 100,784 162,528 166,298 School Supplies 551,484 525,754 234,657 523,591 569,785 Other Revenue 24,769 29,709 31,592 37,061 34,524

3.5 Financial Aid Sales

Financial Aid sales transactions at the Bookstore for the past three (3) fiscal years are as follows:

FY ’21 FY ’22 FY ’23

Financial Aid Sales $1,162,336 $1,366,633 $1,361,942

3.6 Department Discounts

The Bookstore currently offers a twenty percent (20%) discount on all authorized departmental purchases excluding adopted textbooks, special orders, sale books, discounted merchandise, computer hardware, stamps, health and beauty aids, food snacks, and beverages.

RFP 24-06 CAMPUS STORE RETAIL SERVICES 6

3.7 Faculty / Staff Discounts

The Bookstore currently allows full-time faculty and staff a fifteen percent (15%) discount on all merchandise available at the Bookstore excluding adopted textbooks, special orders, sale books, discounted merchandise, computer hardware, stamps, HBAs, food snacks, and beverages.

3.8 Tender Types / Campus Card

The Bookstore accepts cash, personal checks, major credit cards, bank debit cards, PayPal, Apple Pay, financial aid charges, campus card, department charges, and gift cards.

3.9 Campus Events

The Bookstore supports the mission of SJCCD by providing products and services that support campus events (e.g., Orientation, Graduation, etc.).

3.10 Graduation Merchandise

The Bookstore sells graduation regalia to SJCCD Students, Faculty, and Staff. In addition, the Bookstore offers a variety of graduation products for purchase (e.g., diploma frames, graduation announcements, etc.).

4. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts.

However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor may be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

5. Special Requirements

All contractors, subcontractors or company representatives working at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

6. Contract Terms & Conditions

The Contract Terms & Conditions will apply to both RFP Options.

6.1 Term

a. Contract Term. The term (“Term”) of the Contract (contract to be prepared by SJCCD and signed by

SJCCD and the selected contractor) will be for five (5) years beginning July 1, 2024, and ending on June 30, 2029. SJCCD shall have the option to renew the Contract for three (3) additional one (1) year renewal terms (each a “Renewal Term”).

RFP 24-06 CAMPUS STORE RETAIL SERVICES 7

6.2 Termination

The Contract shall contain the following clauses with respect to termination:

a. Termination With Cause. The contractor shall perform in accordance with the terms and conditions as stated herein and in accordance with the highest standards and commercial practices for operation of the Bookstore. If the contractor shall fail to fulfill or perform any material obligation of the contractor under the contract (to be established upon the selection of a contractor) and such failure shall continue for thirty (30) days following written notice (the "Default Notice") from SJCCD to the contractor informing the contractor of its failure to fulfill or perform said material obligation, SJCCD may terminate the Contract by providing the contractor with written notice (the "Termination Notice").

b. Termination Without Cause. SJCCD may terminate the Contract without cause at any time by providing the contractor with one hundred-fifty (150) days written notice.

c. Termination For Bankruptcy/Insolvency. SJCCD may terminate the Contract immediately upon written notice to the contractor if the contractor becomes (i) insolvent; (ii) seeks protection under any bankruptcy, receivership, trust deed, creditors arrangement, composition or comparable proceeding;

or (iii) proceedings in bankruptcy or insolvency are instituted against the contractor, a receiver is appointed, or if any substantial part of the contractor’s assets is the object of attachment, sequestration or other type of comparable proceeding, and such proceeding is not vacated or terminated within thirty

(30) days after its commencement or institution.

d. Termination For Non-Payment Of Commission/Other Payments. SJCCD may terminate the Contract immediately upon written notice to the contractor if the contractor fails to make timely commission payments and other payments due to SJCCD, as required by the Contract.

e. Property Upon Termination. The contractor agrees that upon expiration, termination, or non-renewal of the Contract, the Store Improvements shall remain the property of SJCCD.

6.3 Contract Administrator

a. Contract Administrator. SJCCD’s Director of Auxiliary Services and Operations, or designee, will be the

Contract Administrator, for any contract that results from this RFP.

6.4 Contract Award / Agreement

a. If SJCCD accepts a Proposal, a contract will be prepared by SJCCD, and signed by SJCCD and the contractor. A contract shall include many of the terms and conditions included in the sample Contract Terms & Conditions, found in the Attachments Tab in IonWave.

7. Inventory Purchase & Equipment Use Requirements The Inventory Purchase & Equipment Use Requirements shall apply to both RFP Options.

7.1 Inventory Purchase

The selected contractor shall purchase the Bookstore’s current inventory at the current contractor’s cost.

The selected contractor shall purchase the Bookstore’s inventory as follows:

• New textbooks that have been adopted for an upcoming semester or session shall be purchased by the contractor up to the quantity of anticipated enrollment at the actual cost to the current contractor (i.e., publisher’s invoice cost).

RFP 24-06 CAMPUS STORE RETAIL SERVICES 8

• Used textbooks that have been adopted for an upcoming semester or session shall be purchased by the contractor up to the quantity of anticipated enrollment at the current new textbook retail price, less the standard industry purchase cost factor (i.e., fifty percent (50%) as of November 2023).

• All general books (e.g., trade books, reference books, technical books, etc.) in clean and saleable condition and less than twelve (12) months old, shall be purchased by the contractor at invoice cost.

• All general merchandise purchased by the current contractor in the twelve-month period prior to the contract start date shall be purchased by the contractor at invoice cost. General merchandise includes, but is not limited to, art supplies, school and office supplies, computer peripherals, computer supplies, general merchandise, emblematic merchandise, emblematic clothing, gifts, greeting cards, convenience items, health and beauty aids (HBAs), graduation merchandise, etc.

7.2 Inventory Payment

The selected contractor shall pay the current contractor for the Bookstore’s inventory within thirty (30) days from the commencement of the Contract.

7.3 Inventory Purchase At End Of Contract

At the termination, expiration or non-renewal of the Contract, SJCCD or a subsequent contractor shall purchase the Bookstore inventory from the contractor in the same manner as outlined in Section 7.1 of this RFP. All national textbook rental titles shall be collected by the contractor at the termination of the Contract and will be the property of the contractor.

7.4 Furniture, Fixtures, And Equipment

The selected contractor shall have the option to use the existing furniture, fixtures, and equipment located within the Bookstore that are owned by the College at the commencement of the Contract. Any SJCCD-owned furniture, fixtures, and equipment in the Bookstore which the contractor decides to no longer use in the operation of the Bookstore shall be turned over to SJCCD.

The contractor shall be responsible to maintain any furniture, fixtures, and equipment located within the Bookstore at its expense. At the expiration, termination, or non-renewal of the Contract, the contractor shall return any SJCCD-owned furniture, fixtures, and equipment used, to SJCCD in the same condition as at the commencement of the Contract, excepting normal wear and tear.

With respect to the furniture, fixtures, and equipment provided by the College, SJCCD makes no implied or express warranties, including, but not limited to, the implied warranties of functionality and fitness for a particular purpose. Unless otherwise specifically agreed, all SJCCD furniture, fixtures, and equipment offered for the contractor’s use is supplied in “as is” condition and the contractor shall use it at their own risk. The listing of furniture, fixtures, and equipment inventory shall be incorporated into the Contract between the contractor and SJCCD.

RFP 24-06 CAMPUS STORE RETAIL SERVICES 9

EVALUATION CRITERIA

An Evaluation Committee will review all Proposals according to the Criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Option 1: Bookstore

RESPONSE TO RFP

ATTACHMENT C

SECTION

Factor Points

3.1, 3.18 ACCEPTANCE OF REQUIREMENTS/

EXCEPTIONS TO THE RFP 5

3.2, 3.3, 3.4, 3.19, 3.20 FINANCIAL 30

3.5 OPERATIONS 10

3.6 CUSTOMER SERVICE 5

3.7 STAFFING/PERSONNEL 5

3.8, 3.9, 3.10 COURSE MATERIALS 25

3.11, 3.12, 3.14 GENERAL MERCHANDISE / MARKETING 10

3.13 CONVENIENCE STORE/CAFÉ SERVICES 15

3.15 WEBSITE/TECHNOLOGY 5

3.16 TRANSITION PLAN 5

3.17 COMPANY HISTORY & BACKGROUND 5

Total 120

Option 2: Hybrid Model

RESPONSE TO RFP

ATTACHMENT D

SECTION

Factor Points

4.1, 4.18 ACCEPTANCE OF REQUIREMENTS/

EXCEPTIONS TO THE RFP 5

4.2, 4.3, 4.4, 4.19, 4.20 FINANCIAL 30

4.5 OPERATIONS 10

4.6 CUSTOMER SERVICE 5

4.7 STAFFING/PERSONNEL 5

4.8, 4.9, 4.10 ONLINE COURSE MATERIALS STORE (COURSE

MATERIALS PROGRAM) 25

4.11, 4.12, 4.14 GENERAL MERCHANDISE / MARKETING 10

4.13 CONVENIENCE STORE/CAFÉ SERVICES 15

4.15 WEBSITE/TECHNOLOGY 5

4.16 TRANSITION PLAN 5

4.17 COMPANY HISTORY & BACKGROUND 5

Total 120

RFP 24-06 CAMPUS STORE RETAIL SERVICES 10

The College’s Evaluation Committee will evaluate and rank each submittal based on the criteria detailed above. The highest rated proposer(s) evaluated by the Committee may be invited to presentations / interview with the Evaluation Committee. If interviews occur, they will be evaluated on the following criteria:

Presentation / Interview Max Points

Presentation 15

Interview / Q&A 15

Total 30

If interviews are held, the final score for selection of a firm will be obtained by combining the Evaluation Committee’s total points of the qualifications, financials, and interviews as follows:

Qualifications and Financials 120 points maximum Interviews 30 points maximum Total 150 points maximum

RFP 24-06 CAMPUS STORE RETAIL SERVICES 11

PROPOSAL RESPONSE REQUIREMENTS

All Proposal response requirements must be submitted through IonWave. The system does not allow a Proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

1. Written Proposal

Written Proposal shall be submitted as a Response Attachment in IonWave and shall include responses to the following:

• Contractors responding to Option 1: Bookstore Proposal Submittal Requirements, Attachment C of this RFP.

• Contractors responding to Option 2: Hybrid Model Proposal Submittal Requirements, Attachment D of this RFP.

Written Proposals shall be a single PDF document.

Include a coversheet that includes your firm’s name, representative, and contact information.

2. References

Include references in the Attributes tab in IonWave for the following:

a. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three (3) years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

b. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

RFP 24-06 CAMPUS STORE RETAIL SERVICES 12

List of Response Attachments:

Include the following documents in the Response Attachments tab in IonWave.

Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Sales Projections Spreadsheets or Financial Bid Form Document. Include any value-added services your company provides, such as training and maintenance. If these services are not included in the price proposal, clearly indicate the respective fees for these additional services. Any costs not explicitly stated in a proposal response shall not be charged to the College.

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

1. Written Proposal:

Option 1: Bookstore Proposal Submittal Requirements, Attachment C of this RFP

Option 2: Hybrid Model Proposal Submittal Requirements, Attachment D of this RFP

2. Conflict of Interest Form

3. Proof of Insurance Requirements

4. Federal Vendor Certification Form

5. Exceptions to Terms and Conditions (optional)

6. Additional Costs Not Included in Pricing (optional)

RFP 24-06 CAMPUS STORE RETAIL SERVICES 13

ATTACHMENT A

OPTION 1: BOOKSTORE PROGRAM REQUIREMENTS

1A. Operations

1.1 Operations Requirements

a. Location/Program. Bookstore Services, as defined in this RFP, include the following:

• Central Campus Bookstore

• South Campus Bookstore

• North Campus Bookstore

• Bookstore Websites

• Course Materials Services for all SJCCD Academic Programs

b. SJCCD Rights Re: Bookstore Facilities. SJCCD will have the right to add, remove, or modify the size of the Bookstore facilities if SJCCD deems such additions, removals, or modifications to be in the best interest of SJCCD.

c. Bookstore Name. The name of the Bookstore shall be as follows:

• The San Jacinto College Bookstore

SJCCD and/or the contractor may determine another name that is mutually agreed upon.

d. Contractor Duties/Responsibilities. The contractor shall operate the Bookstore on its own credit and shall furnish at its own expense, all merchandise, equipment, labor, supplies, and services required to perform its duties and responsibilities as required by SJCCD.

e. Products And Services. The contractor shall provide SJCCD 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, greeting cards, convenience items, café services, health and beauty aids (HBAs), special order services, graduation-related merchandise, and other services expected from a college bookstore.

SJCCD strongly encourages Proposals that include any additional products or services that can be offered to enhance value to students and the SJCCD 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.

f. Right To Operate Bookstore. The contractor shall have the right to operate the Bookstores serving the SJCCD community. However, the SJCCD Administration may authorize the sale of certain items by approved vendors, student groups, or SJCCD organizations.

The contractor must recognize that SJCCD is focused on course materials affordability for

SJCCD Students. As part of this focus, SJCCD will continue to explore all options regarding the digital delivery of course materials and course content, including Open Educational Resources, Inclusive Access, Equitable Access, etc. It is SJCCD’s intent that the selected contractor will bring value-added programs and services with respect to digital delivery and/or other innovative course materials programs and services.

RFP 24-06 CAMPUS STORE RETAIL SERVICES 14

g. College Authority Re: Product Offerings. The contractor shall withdraw from display or sale, any item or items, which SJCCD requests not be displayed or sold.

h. Beverage Product Offerings. All Bookstore beverage product offerings need to be approved by the SJCCD Administration. The College has a Pouring Rights Agreement with Keurig/Dr.

Pepper.

i. Website/Social Media. The contractor shall manage and operate a unique Bookstore Website as described in Attachment A, Section 1O, 1.15c, including a unique social media program for the Bookstore.

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

k. Fixtures/Equipment For Special Events. The contractor shall, at its sole expense, provide any necessary fixtures or equipment (e.g., cart, tent, POS terminal, mobile POS, etc.) to sell emblematic or general merchandise at designated special events (e.g., campus events, student events, etc.) to capitalize on sales opportunities at SJCCD.

l. Trash Removal/Recycling. The contractor shall participate in SJCCD’s recycling program. The contractor shall remove all trash and recyclable materials and place them in the proper recycling containers as designated on campus.

m. Environmental/Sustainability Practices. The contractor shall utilize environmentally friendly practices in its operation of the Bookstore and shall abide by all SJCCD environmental/sustainability practices.

n. Reporting Requirement. The contractor shall report to SJCCD’s Director of Auxiliary Services and Operations, for matters pertaining to the Contract. The contractor’s Regional Manager shall meet with SJCCD’s Director of Auxiliary Services and Operations, or designee, on a quarterly basis, at a minimum, to review performance.

o. Licensing, Permits, Taxes. The contractor shall, at its sole expense, procure and keep in effect all necessary permits and licenses required for its performance under the Contract, and shall post or display in a prominent place such permits and/or notices as are required by law. The contractor shall pay for any and all taxes and assessments attributable to the operation of the Bookstore provided herein, including, but not limited to, sales taxes, excise taxes, payroll taxes, and federal, state, and local income taxes.

p. COVID-19/Pandemic. The contractor shall adhere to SJCCD’s policies (current and future) regarding COVID-19 or any other Pandemic. The contractor shall have in place the necessary plans to operate the Bookstore in compliance with federal, state, and local requirements in response to COVID-19 or in response to any other health-related issues.

1B. Customer Service

1.2 Customer Service Requirements

a. Customer Service Expectations. The contractor shall provide excellent customer service at the Bookstore, including processing customers efficiently in-store and online.

RFP 24-06 CAMPUS STORE RETAIL SERVICES 15

b. Nametags/Identification Tags. The contractor shall ensure that all SJCCD Bookstore employees wear nametags/identification tags.

c. Image Of The Bookstore. The contractor shall operate the Bookstore in a manner that reflects the image and reputation, and supports the mission of SJCCD. The contractor, shall become involved in the academic, cultural, and social environment at SJCCD and take advantage of opportunities to offer special merchandising, marketing, and/or assistance based upon the ongoing and unique activities of SJCCD.

d. Support Of Student Organizations. The contractor shall cooperate to whatever reasonable extent possible to assist and support student organizations and student activities with respect to Bookstore services and merchandise.

e. Customer Feedback. The contractor shall seek customer feedback on a regular basis through methods that include, but are not limited to, customer surveys, student focus groups, customer comment cards, secret shopper programs, etc. Customer feedback results shall be shared with the SJCCD Administration for evaluation and input.

f. Hours Of Operation. Hours of operation shall be defined by SJCCD in conjunction with the contractor. Hours of operation shall be extended during the beginning of each semester, and to support special programs and events as necessary (e.g., welcome week, campus events, etc.). Changes to the defined hours of operation must be approved by SJCCD. During all hours of operation, including peak business hours and extended hours of operation, the contractor shall staff the Bookstore adequately to provide the level of service required by

SJCCD.

g. Online Customer Service Support. The contractor shall provide comprehensive online customer service support, including, but not limited to, the following:

• 24/7 customer service support via the Bookstore Website (e.g., staffed call hours, live chat customer service assistance, etc.)

• Customer friendly website (i.e., ease of use, clear and concise navigation, etc.)

• Rapid response time to problem resolution

h. Refund Policy. The contractor’s refund policy shall be sensitive to the needs of SJCCD Students and customers.

i. Bookstore Advisory Committee. The College may establish a Bookstore Advisory Committee comprised of Faculty, Students, and Administrators. The contractor’s Bookstore Manager shall meet up to four (4) times per year with the Bookstore Advisory Committee and with the SJCCD Administration to review Bookstore operations. The contractor’s Regional Manager shall attend at least one (1) Bookstore Advisory Committee meeting per semester. Further, the contractor’s Bookstore Manager shall work cooperatively with the Committee and with College Administration in the development and improvement of Bookstore programs, merchandise selection, services, and policies. The contractor shall make every reasonable effort to comply with requests from the Committee and from the SJCCD Administration to improve the program, services, and policies. The Bookstore Manager or his/her designee shall meet periodically with deans, department heads, and other faculty members.

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1C. Staffing / Personnel

1.3 Staffing / Personnel Requirements

a. Staffing. The contractor shall be responsible, at its sole cost and expense, to employ all personnel necessary for the efficient operation of the Bookstore in accordance with the requirements established by SJCCD.

b. Organization Chart/Staffing Level. Prior to Contract commencement, the contractor shall present its organization chart/staffing level for the Bookstore to SJCCD for discussion and approval to ensure there will be sufficient on-site staff to provide the required level of service.

Changes or reductions to the agreed-upon staffing level shall require discussion with, and approval by SJCCD.

c. Manager. The Manager assigned to the Bookstore by the contractor must be approved in advance by the SJCCD Administration. Subsequent changes in assignments will be made by the contractor only after prior consultation with, and approval by SJCCD. SJCCD expects management continuity (i.e., limited turnover of the Manager) in order for the contractor to meet the expectations and requirements of SJCCD.

d. Student Employees. The contractor shall fill employment opportunities with students, when appropriate.

e. Employee Conduct. The contractor shall be responsible for the actions of its employees, agents, and independent contractors hereunder and for the payment of all taxes, wages, benefits and other costs associated with such persons. While on SJCCD’s premises, all employees, agents, and independent contractors of the contractor shall comply with all applicable College policies and procedures. The contractor shall be required to remove any such employee, agent, or independent contractor from the Bookstore at SJCCD’s request.

f. Employment Laws. The contractor shall comply with all state and federal employment laws and requirements.

g. ADA. The contractor shall comply with the Americans with Disabilities Act (ADA).

h. Background Checks. The contractor shall assume all liability arising out of, and is solely responsible for, conducting background checks per SJCCD’s specifications for all of the contractor’s employees, agents, or independent contractors.

1D. Course Materials Program

1.4 Course Materials Program Requirements

a. Comprehensive Course Materials Services. The contractor shall provide comprehensive course materials services and shall work closely with SJCCD to support all Academic Programs.

b. Academic Freedom. SJCCD shall have academic freedom regarding the selection of course materials, and the contractor shall provide all adopted materials on a timely basis.

c. Responsibility For The Collection Of Course Materials Adoptions. The contractor shall be responsible for the collection and compilation of course materials adoptions and shall provide course materials to students at SJCCD. The contractor shall provide course materials, including all required, recommended, or suggested course materials and supplies, including

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textbooks, OER course materials, inclusive access course materials, coursepacks, software, and materials published or distributed electronically.

d. Course Materials Quantities/Timeliness. The contractor shall provide sufficient quantities of course materials, custom-published materials, OER course materials, software, and related academic supplies and materials, as required by SJCCD for course work. Course materials shall be available for purchase by students on a timely basis according to the schedule established by SJCCD.

e. Distance Learning/Online Courses. The contractor shall provide course materials services for

SJCCD’s current or future distance learning/online courses and other programs, as desired by

f. Custom-Published Materials. The contractor shall provide custom-published materials (i.e., coursepacks). This includes the securing of copyright clearances in compliance with all copyright laws, production/printing, and sales.

g. Textbook Rental Program. SJCCD is committed to providing a textbook rental program in order to reduce the cost of course materials to students. The contractor shall maximize the availability of textbook rentals for SJCCD Students and shall provide a textbook rental program.

h. Used Textbook Program. SJCCD is committed to providing a used textbook program in order to reduce the cost of course materials to students. The contractor shall maximize the availability of used textbooks for SJCCD Students.

i. Digital Course Materials/Innovative Course Materials Delivery Mechanisms. The contractor shall provide a non-exclusive digital delivery program that addresses the changing types of course materials, including providing digital course materials, digital textbooks, etc. The contractor shall work with the SJCCD Administration and Faculty to determine the best possible options for the introduction of new technology and delivery mechanisms.

j. Open Educational Resources/Open Books Program. The contractor shall provide access to

OER course materials to support academic programs, as needed/required, if requested by SJCCD, and shall accommodate the adoption of OER as requested by SJCCD Faculty.

SJCCD Faculty are encouraged to adopt OER (Open Educational Resources) or low cost course materials. The San Jacinto College Open Books Program is guided by the College and works in collaboration with the Bookstore. The Open Books Program is an initiative to help students save money on textbooks. The Open Books Program is focused on "affordable learning" and works with faculty to identify quality low or no cost resources for students, which allows them to focus on learning and not the expense of textbooks. There are three (3) levels of the Open Books Program:

• Open Books No Cost (OER)

• Open Books Low Cost ($50 or less)

• Open Books Plus (Inclusive Access)

Total Open Books Course Sections for Fall 2022, Spring 2023, and Summer 2023 represented 5,717 (57.4%) of Total Sections (9,958) Adopted.

k. Inclusive Access Course Materials Program. The contractor shall operate an Inclusive Access

Course Materials Program at SJCCD, as defined by SJCCD. SJCCD expects the contractor to

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implement a strategy for continued growth of this Program, if requested by SJCCD. The contractor’s Inclusive Access Course Materials Program must have the ability for students to opt-out in a manner that is customer friendly and readily visible to students on the Bookstore Website.

l. Equitable Access Course Materials Program. SJCCD may evaluate an Equitable Access Course

Materials Program at some point during the Contract. The contractor shall implement an Equitable Access Course Materials Program at SJCCD, if requested by SJCCD. The contractor’s Equitable Access Course Materials Program must have the ability for students to opt-out in a manner that is customer friendly and readily visible to students on the Bookstore Website.

m. Online Course Materials Ordering. The contractor’s website for the Bookstore shall include, but not be limited to, the ability for customers to order and reserve textbooks/course materials.

n. Students With Disabilities. The contractor shall provide required course materials services to students with disabilities through collaboration with SJCCD.

o. HEOA/Other Laws. The contractor shall work with SJCCD to ensure compliance with the

Higher Education Opportunity Act (HEOA) and all other relevant state, federal, and local laws, rules, and regulations. The contractor must make publicly available the list the costs of course materials, including materials in the Open Books Program, when registration information is available to view, per the requirements of 87 (R) HB 1027.

p. Desk Copies. SJCCD prohibits the purchase and sale of complimentary/desk copies by the

Bookstore.

q. Buyback. The contractor shall buy back books from students at not less than 50% of the original textbook purchase price for textbooks that have been adopted for an ensuing semester/term. (i.e., If a textbook was purchased new and has been readopted, then the Bookstore shall pay the student not less than 50% of the original new textbook retail price during buyback. If a textbook was purchased used and has been readopted, then the Bookstore shall pay the student not less than 50% of the original used textbook retail price during buyback.) Textbooks that have not been adopted for an ensuing semester/term shall be purchased at a minimum of the current wholesale price, established by national used book wholesalers and published in one (1) of the current national used book wholesale buying guides.

1E. Course Materials Adoption Tool

1.5 Course Materials Adoption Tool Requirements

a. Adoption Solicitation And Collection. The contractor, working with designated SJCCD personnel, shall make every effort to obtain early course materials adoption commitments in order to ensure course materials availability and to maximize the quantity of textbooks purchased from students for resale at the Bookstore. The contractor shall provide timely reports to designated SJCCD personnel and faculty members concerning the status of their adoptions.

b. Course Materials Adoption Tool. The contractor, at its sole expense, shall provide SJCCD with a comprehensive state-of-the-art Course Materials Adoption Tool. The Adoption Tool shall include, but not be limited to, (i) providing designated SJCCD personnel the ability to submit

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textbook adoptions online and (ii) ensuring that SJCCD Students will be able to obtain their complete list of textbooks, course materials, and course-related supplies.

Database Search. The Adoption Tool must include a robust search capability to locate books and other materials from all sources, and display information (i.e., availability, formats, price, etc.) about course materials to users.

Adoption Reporting Capabilities. The Adoption Tool must include, at a minimum, the following reporting capabilities:

• Historical adoption data and reports

• Overall adoption numbers and percentages for a semester/term

• Adoption numbers and percentages per course for a semester/term

• Adoptions without required course materials

• Adoption compliance reports (with ability to sort by date, course, department, etc.)

• Other adoption reports as requested by SJCCD

c. SJCCD Rights Re: Adoption Data. Course materials adoption data, whether received in paper form, electronically, or otherwise, provided to the contractor by designated SJCCD personnel, is the property of SJCCD. The contractor shall provide course materials adoption data and/or adoption forms to SJCCD within forty-eight (48) hours of SJCCD’s request for copies of such adoption data and/or adoption forms.

d. Course Materials List. At the end of each semester/term, the contractor shall provide SJCCD with a complete Course Materials List for that semester/term in electronic format. The Course Materials List shall include course, section, instructor, author, title, ISBN, edition, publisher, and retail price (including the cost of materials in the Open Books Program).

1F. Course Materials Affordability / Pricing Policies

1.6 Course Materials Affordability / Pricing Policies Requirements

a. Course Materials Affordability. SJCCD is extremely committed to making course materials affordable to SJCCD Students. The contractor’s course materials pricing policies should be innovative and prices cannot exceed the pricing policy requirements as described in Section 1F, 1.6b, c, and d of this RFP.

b. Pricing Policies-Course Materials. The contractor shall adhere to the following course materials pricing policy:

• "List-Priced" new textbooks shall be sold at no greater than the list price.

• "Pre-Priced" new textbooks shall be sold at no higher than the pre-price.

• "Net-Priced" new textbooks shall be sold at no higher than a twenty-five percent (25%) gross profit margin.

• "Net-Priced" bundled packages of course materials (i.e., textbook, workbook, CD, passcode, etc., bundled together) shall be sold at no higher than a twenty-five percent (25%) gross profit margin.

• Adopted Course-related supplies, including kits, shall be sold at no higher than a twenty percent (20%) gross profit margin.

• Digital course materials sold by publishers to the contractor at net-price shall be sold at no higher than a twenty percent (20%) gross profit margin.

• Digital course materials sold by publishers to the contractor via the agency fee pricing model shall be sold at no higher than the retail price established by the publisher.

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(Note: Some digital course materials shall be sold at less than a twenty percent (20%) gross margin. See definition of Pure Digital Course Materials Gross Sales, Section 1N, 1.14b., of this RFP.)

• Used textbooks shall be sold at no higher than seventy-five percent (75%) of the current new textbook retail price.

• Coursepacks and custom-published materials (i.e., materials requiring copyright permissions) shall be sold at no higher than a twenty-five percent (25%) gross profit margin.

• Textbook rentals shall be rented at competitive national prices, and on average shall not exceed fifty percent (50%) of the new textbook retail price.

c. Inclusive Access Course Materials. Course content available through an Inclusive Access

Program shall be sold at no higher than a twenty percent (20%) gross profit margin.

d. Surcharges. There shall be no add-ons or surcharges to cover items including, but not limited to, freight, handling, publisher re-stocking fees, digital access fees, etc. (i.e., Pricing policy formulas shall be applied to the actual price listed on the publisher's invoice in order to determine the selling price of a particular textbook/course material.)

e. SJCCD Audit Rights. SJCCD shall have the right to audit the contractor's records, vendor invoices, and publisher invoices, to verify adherence to the established pricing policies. The contractor shall provide copies of vendor/publisher invoices to SJCCD within two (2) business days of SJCCD’s request.

f. Shipping. The contractor shall provide free shipping incentives throughout the year; or if shipping charges apply, the contractor shall establish fair and reasonable shipping charges.

g. Free Shipping For In-Store Pickup. The contractor shall provide free shipping for in-store pickup of customer orders.

1G. General Merchandise Pricing Policies

1.7 General Merchandise Pricing Policies Requirements

a. Pricing Policy-General Books. The contractor shall sell trade books, reference books, and other non-textbooks at no more than the publisher’s list price, or if there is no list price, at prices competitive in the local area and competitive in the college bookstore industry.

b. Pricing Policy-General Merchandise. The contractor shall sell all other merchandise (e.g., clothing, giftware, supplies, etc.) at prices competitive in the local area and competitive in the college bookstore industry. The contractor shall provide emblematic/logo merchandise at multiple price points, and must include value-priced merchandise.

c. Value-Priced General Merchandise. The contractor shall provide emblematic merchandise at multiple price points, and must provide value-priced merchandise in the Bookstore and on the Bookstore Website.

1H. General Merchandise

1.8 General Merchandise Requirements

a. General Merchandise Selection. The contractor shall provide a full range of general merchandise including emblematic clothing, emblematic gifts, computer/technology products, RFP 24-06 CAMPUS STORE RETAIL SERVICES 21 general books, reference books, novelty gifts, school supplies, course-related supplies, greeting cards, convenience items, health and beauty aids (HBAs), special order services, graduation-related merchandise, and other services expected from a college bookstore.

b. Emblematic Clothing And Gifts. The contractor shall promote and brand SJCCD by offering a broad selection of emblematic clothing and gifts that comply with SJCCD’s current and/or future licensing requirements, design guidelines, and requirements for branded products and usage of the SJCCD seal, marks, and logo, etc. The contractor shall provide exceptional value to customers by offering high quality products and services at fair prices and multiple price points, including value-priced merchandise.

c. General Books/Reference. The contractor shall provide a selection of general books, bestsellers, reference books and SJCCD faculty-authored books.

d. Course-Related Supplies. The contractor shall provide sufficient quantities of all course-related supplies (e.g., nursing kits, lab supplies, etc.) as requested by SJCCD.

e. New Product Lines/First-To-Market Programs. The contractor shall continually expand and introduce new product lines and first-to-market programs that appeal to customers (i.e., students, faculty, staff, visitors, etc.) and generate traffic into the Bookstore and to the website.

f. Graduation Merchandise.