ESBD_File_346074_717-24-710 RFP Campus Bookstore Management Services1.pdf

REQUEST FOR PROPOSALS

Campus Bookstore Management Services

RFP # 717-24-710

DEADLINE FOR SUBMITTAL:

11:00 a.m., Central Standard Time, Tuesday, January 23, 2024

(Proposals received after the date and time specified will not be accepted)

Texas Southern University

PROCUREMENT SERVICES

Attn: Thomas Britt 3100 Cleburne Street

Mack O. Hannah Hall, Suite 333 Houston, Texas 77004 - 4598

T A B L E O F C O N T E N T S

I. Purpose II. Background III. General Information and Requirements

A. Program Objectives B. Scope of Work C. Term D. Requirements of a Proposal E. Proposal Preparation and Submission F. Award G. Schedule

IV. Specific Requirements A. Financial Requirements and Administration B. Operating Requirements C. Services to be Provided by the Bookstore Operation D. Facilities and Equipment E. Personnel F. Purchase of Merchandise and Equipment G. Laws and Regulations

V. Criteria VI. Proposal Evaluation and Award VII. Document Format and Submission VIII. Inquires IX. Accounting, Records, Reports, and Methods of Payment X. Contract Terms, Renewals, Extensions, Cancellations, Termination, Requirements, Additions and Assignment XI. Miscellaneous Information XII. Format for Statement of Proposal XIII. Attachments

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I. PURPOSE

The State of Texas, by and through Texas Southern University (TSU), seeks sealed Proposals from interested firms in order to establish a contract through competitive negotiation for providing Campus Bookstore Management Services in accordance with the specifications contained in this Request for Proposals (RFP).

II. BACKGROUND

Texas Southern University (“TSU”) is an elite, Carnegie R2 Institution and proud to be the premiere producer of diversity for building a talent strong Texas. The Owner one of the largest Historically Black College/University (“HBCU”) in the nation and destined to become the first HBCU with the coveted Carnegie R1 status.

Since its founding in 1927, TSU has evolved from its origins as a small junior college into an elite, nationally competitive, Texas Southern is proud to be one of 11 HBCU’s designated as a Doctoral University of High Research Activity (R2) by The Carnegie Classification of Institutions of Higher Education. Recognized for not only its research, TSU has demonstrated a commitment in every facet of university life from academics to athletics. Texas Southern University currently offers more than 120 undergraduate and graduate programs and concentrations at the baccalaureate, graduate-master, graduate-doctoral, and professional level. These programs are organized into 11 colleges and the campus is situated on more than 150-acres of land in the heart of Houston’s historic Third Ward community.

As the institution celebrates 96 years of providing learners with social and upward mobility through education, the administration has paid tribute to its rich past, while celebrating its present state, and envisioning its future.

Currently, Texas Southern University enrollment is approximately 8,000 students. The institution is currently finalizing a new strategic plan for the campus community. Preliminary strategies and goals contemplate the institution moving to 10,000 students by 2025 and 15,000 students in fall 2030.

Texas Southern University is committed to transforming lives and achieving unprecedented success at an accelerated pace. The Board of Regents, President, Administration, Faculty, and Staff live the mission of TSU everyday through their respective commitment to the students. Texas Southern University is PROUD to be the first public institution in Houston.

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III. GENERAL INFORMATION AND PROPOSAL REQUIREMENTS

A. Program Objectives

The University is seeking a qualified contractor to furnish management, labor, equipment, goods and supplies necessary to manage and operate a professional bookstore that will provide the highest caliber of services to the University community. The University’s overall goal in soliciting a contractor to provide bookstore management services is to create a traditional bookstore operation and to enhance and improve upon the level of financial effectiveness, services and satisfaction currently being provided on campus. It is essential that the Bookstore be managed with maximum sensitivity to the needs and concerns of our students, faculty and staff. Products, prices, and services must promote confidence that the University community is obtaining the best possible combination of quality, customer service and price.

B. Scope of Work

1. During the term of the Contract between the University and the Contractor, the Contractor shall operate the

University Bookstore, in accordance with the requirements, terms, specifications, conditions, and provisions hereinafter contained.

2. Contractor shall provide the University with the services usually expected of a top-quality University bookstore.

C. Term

The Contract shall commence before the start of Fall semester (approximately July 2024) NOTE: We need to start contract to ensure the store is ready for Summer Registration and New Student Orientation and continue for a period of five (5) years. If it is deemed to be of mutual benefit to both parties, the University and the Contractor can mutually agree to renew the Contract beyond the original five-year period for up to an additional 2 years (one year at a time).

D. Requirements of a Proposal

In order to be considered responsive to this RFP, the Contractor must include and/or acknowledge, all of the following in their proposal.

1. RFP Cover Sheet

Return of the RFP cover sheet, signed and filled out as required.

2. Addenda Written addendum may be issued prior to the bid/proposal opening which may modify, supplement or interpret any portion of this Request. No verbal or written information from other sources are authorized as representing the University.

3. Equal Opportunity Statement The University believes in equal opportunity practices which conform to both the spirit and the letter of all laws against discrimination and is committed to non- discrimination because of race, creed, color, sex, age, national origin, or religion. To be considered for inclusion as a supplier under this agreement, the bidder must include a statement of the Contractor’s commitment to Equal Opportunity Employment.

4. Exceptions

Summary of any specifications, requirements, terms, conditions, and provisions in the University’s RFP that the Contractor will not conform to.

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5. Authorization Signature of authorized officer of the Contractor, with names of each person signing typed or printed below the signature.

6. Textbook Pricing Policy

The textbook pricing policy intended to be followed by the Contractor.

o Student Needs Low-cost options for textbooks may include price-matching, rentals, digital textbooks, used books, and better buyback programs.

o Faculty Needs

Easy process for ordering textbooks Solutions that make it easier for students to purchase textbooks from the bookstore, including working with the Financial Aid Department to ensure easy use of book vouchers before the semester.

Price match guarantees and increased access to digital textbooks.

7. Campus-Life Needs Merchandise that aligns with our campus community style and increases school spirit.

Discount programs that encourage community members to shop. For example, discounts for faculty and staff personal and departmental purchases, gameday, celebrations for a sporting event win, and during significant campus events like recruitment events, new staff orientation, commencement, new student orientation, Homecoming, Spring Fest, etc.

Hours of operations that align with campus culture and events with increased foot traffic on-campus.

Funds to remodel the bookstore space—providing new opportunities to engage community engagement.

8. Athletic Needs Online store Scholarship opportunities

9. Complete Client List

A list of stores where the Contractor is currently operating a college or university bookstore. For each location on a college or university campus, indicate the length of time the Contractor has held the contract for the operation of the bookstore, and provide the name, address, and telephone number of a college or university official with the authority over the bookstore operation who can be contacted concerning the operation of the bookstore while under the management of the Contractor.

10. Automation Plan

An automation plan for the management of the Bookstore. For each area to be automated, Contractor is to provide a brief description of what the automated system will do.

11. Internal Systems

A description of internal systems of the Contractor for:

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

b. Recording, checking, and reporting sales.

c. Control of cash and refunds.

d. Internal audit.

12. Used Textbooks

A description of the Contractor’s access to wholesale used books.

13. Management Structure An organizational chart showing the management structure of the Contractor with a description of the qualifications and credentials and the location of both upper-level management and regional management

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14. Corporate Support Description of corporate support services and programs that will be included by the Contractor.

15. Personnel Policies and Training

Description of Contractor’s personnel policies and educational or training programs for managers, supervisors, and employees.

16. Customer Service

Methods the Contractor will utilize to ensure customer satisfaction with the bookstore services provided.

17. Policies / Programs / Procedures Indicate the policies / programs / procedures proposed for use in the operation of the Bookstore in the areas listed below:

a. Buy-back of books

b. Refunds

c. Faculty/staff discounts

d. Special orders – e.g., caps/gowns; rings; commencement invitations

e. Maintenance of all required course books in stock

f. Methods for securing titles, publishers, and quantities from University faculty.

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

h. Pricing

i. General book selections

j. Inventory purchase terms

18. Other

We utilize Blackboard for our LMS (Learning Management System) and Ellucian for our SIS

19. The Tiger1Card is the official TSU identification card for all students, faculty, staff, contractors, employees and visitors. This card is required ID for all. The card comes with multi-functionalities and serves as a meal plan card, debit card for meals, copier, bookstore purchases, and building and parking lot access.

E. Proposal Preparation and Submission

1. Prospective Contractors are instructed to deliver two complete copies of the bid and proposal, enclosed in one sealed box or other package, also include a USB Flash Drive in a manner that assures receipt by 11:00 a.m., January 23, 2024.

2. Proposals may be withdrawn or amended at any time prior to the closing date and time.

3. Proposals shall be signed by an authorized representative of the Contractor. All information requested should be submitted. Failure to submit all information requested may result in the University requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals, which are substantially incomplete or lack key information, may be rejected by the University. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

4. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

5. Follow-up questions and requests may be made by the University to help clarify information provided in a proposal. The University may choose to ask one, some or all proposers follow-up questions, at its full discretion, and the questions may vary among proposers.

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F. Award

1. Award will be made to the Contractor who is determined by the University to best meet the needs and objectives of the University community. Contractors are encouraged to propose innovations. The University reserves the right to reject any or all proposals if they are in its discretion judged unacceptable, to waive any technical or formal defect therein, to accept or reject any part of any proposal, and to award the Contract to other than the Contractor proposing the highest commission return according to its own judgment of its best interest.

2. In awarding the Contract, the University will consider several factors in combination in evaluating the proposals submitted. These factors will include the following which are not listed in order of importance:

a. Contractor’s record of performance and service in higher education bookstore operations.

b. Contractor’s conformance to RFP’s specifications, requirements, terms, conditions, and provision.

c. Contractor’s response to University’s objectives.

d. Contractor’s pricing and refund policies.

e. Service aspects of Contractor’s proposal.

f. Commission returns to the University.

g. Customer relations in existing Contractor operated bookstores.

h. Personnel aspects of Contractor’s proposal.

i. Contractor’s ability to render satisfactory service in this instance.

j. Review of recommendations with respect to Contractor’s bookstore operations at other similar universities and colleges.

k. Extent of Contractor’s size, credit standing, financial record, stability, and management.

3. Contractors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the University and/or be invited to meet with University officials for clarification and questions.

The University will schedule the time and location for these presentations. Oral presentations are an option of the University and may or may not be conducted.

4. After proposals have been reviewed, visits may be made to selected institutions under contract with

Contractors to assist the University in its choice of Contractor.

5. Additional information may be requested while bids and proposals are under consideration.

6. The successful Contractor will be notified of the award in writing.

G. Schedule

EVENT DATE

Issue RFP / ESBD Posting Date December 20, 2023 Deadline for Submission of Questions January 4, 2024 RFP Submission January 23, 2024

**Please Note** This schedule is subject to change. In the event that the schedule does change, all bidders will be notified by addendum, which will become part of the Request for Proposal.

IV. SPECIFIC REQUIREMENTS

In order to achieve the goals of the University’s Bookstore program, the contractor shall adopt the following objectives in managing the Bookstore:

1. To provide the University community with a full range of merchandise and services expected from a quality academic Bookstore.

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2. To have sufficient quantities of textbooks and related supplies and materials, as required or recommended by the faculty for academic courses, available for purchase by students at the specific times the items are needed.

3. To ensure that the specific requested editions of texts are available for sale.

4. To minimize out-of-stock situations on textbooks.

5. To provide a wide selection of current trade, academic, and technical literature in support of required material for the academic disciplines of the University.

6. To adhere to and be sensitive of the University’s high moral culture, and to structure merchandise offerings consistent with the University’s Honor Code and Dress Standards. Institutions' website for catalog Contains further information about the Honor Code and Dress Standards.

7. To offer a significant selection of “soft goods” such as office supplies, incidental household goods for the resident student, personal care items, University emblematic apparel, memorabilia, and other miscellaneous items.

8. To provide timely response to customers requiring special order literature and other such materials.

9. To provide textbooks and academic materials at reasonable and fair prices.

10. To provide other quality merchandise to the University community under pricing policies that are both fair and competitive for like or similar quality, as compared to other college and University bookstores and also with retail establishments in the surrounding area.

11. Scholarship Program that demonstrates a commitment to supporting students.

12. Space and programming with the bookstore that creates opportunities to bring in authors and host small events.

13. Create innovative and user-friendly processes for faculty and students in ordering and purchasing textbooks and other course materials.

14. Develop a bookstore space and experience that supports traditions, bolsters school spirit, and enhances student and community engagement.

15. Provide merchandise that supports the HBCU campus culture, alumni, family, and friends.

16. Develop an online Athletic Fan Store that provides exclusive merchandise and fosters school spirit.

17. Serve as an engaged and active campus partner by finding solutions that support students who identify as first-generation and low-income.

18. Make the on-campus bookstore the first stop for faculty, staff, students, and alumni TSU needs.

19. To keep apprised of new merchandise of interest to the University community.

20. To provide for efficient customer traffic flow during rush periods and minimize time spent by customers in waiting lines.

21. To provide employment opportunities for the University’s students.

22. To become involved in the academic, cultural, and social environment of the University, taking advantage of opportunities to offer special merchandise and other assistance based upon the University’s ongoing and unique activities.

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A. Financial Requirements and Administration

1. Financial Responsibility. The Contractor shall have complete responsibility for the financial administration of the bookstore facility. Such responsibilities include, but are not limited to, ordering books and merchandise, billings and collections from third parties, processing payments for all goods, acceptance and deposit of all funds, reconciliation of accounts, preparation of annual financial reports and all other such activities that may apply.

2. Licenses, Permits, and Taxes.

a. The Contractor shall secure and pay for all federal, state, and local licenses and permits required for the University Bookstore operations provided for herein. The University will cooperate with the Contractor in obtaining all licenses and permits and will execute such documents as shall be reasonably necessary or appropriate for such purposes. The Contractor shall pay for any and all taxes and assessments attributable to the operation of the University Bookstore provided herein including but not limited to sales taxes, excise taxes, payroll taxes, and federal, state, and local income taxes.

b. The Contractor will be granted the right to use the University’s name, logo and seal for reproducing and imprinting stationary, soft goods, notebooks, pens, pencils, jewelry and similar items acceptable to the University, provided that the University’s name is not used for product endorsement.

3. Commission. The Contractor shall pay to the University a commission percentage based on net sales as defined herein. The Contractor shall specify this commission percentage in its Proposal.

4. Gross Sales. Gross sales shall be defined as all collected sales at the Bookstore less voids, refunds, sales tax, discounted sales, such as departmental sales, discounted faculty/staff sales, pass-through income, etc.

B. Specific Operating Requirements

1. Operating Schedule. The Contractor will be required to operate the Bookstore in the University Student Center on a 12-month basis. The University reserves the right, upon consultation with the Contractor, to establish or change the service hours, plans or other methods of operation of the Bookstore.

2. Merchandising. The University reserves the right to recommend merchandise to be sold in the Bookstore and to request the removal of merchandise for sale in the Bookstore which the University considers offensive or inappropriate.

3. Operating Material. The Contractor shall provide all office machines, equipment, and supplies required for the efficient conduct of business.

4. Merchandising Rights. The Contractor shall have exclusive rights to operate the full-service Bookstore located at the University, offering all goods and services normally found in University bookstores and any such additional services as may be required by the University during the term of the contract. The University shall grant the Contractor the right to sell University licensed products.

C. Specific Services to Be Provided by The Bookstore Operation

1. The Contractor shall stock in sufficient quantity, display, and offer for sale:

a. All required, recommended, and suggested text and course books, whether new or used, in editions specified by the faculty or other designated departmental representatives;

b. Other educational materials and supplies used by the University’s students;

c. Speculative merchandise such as books, magazines, soft goods, stationery, desk and room accessories and other items normally sold in a University bookstore, to the extent that the sale of such items is

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d. Food items and other items not normally sold in a University bookstore upon specific prior approval by the University’s designated representative.

2. The Contractor shall provide for charge sales of books, supplies, and all other merchandise to students, faculty, and staff through Master Card, Visa, and American Express. The Contractor shall also provide for charge sales to the University where appropriate on its own accounts. The Contractor shall accept personal checks from students, faculty and staff in a reasonable amount in payment for purchases, subject to appropriate identification.

3. The Contractor shall provide special order service and other such sale services, such as class ring, cap and gown, commencement announcements, as are requested by the University.

4. In its provision of books, supplies, and materials, the Contractor will prepare (in a form acceptable to the University) and distribute electronically to faculty members requisitions for such books, supplies, and materials for each semester. The University will make reasonable efforts to see that each Contractor’s bookstore management is given timely notice by faculty members or authorized designees of the books, supplies, and materials requested for all courses offered, as follows:

a. For the Spring semester, beginning in January, on or before October 31;

b. For the Summer sessions, on or before March 31; and

c. For the Fall semester, beginning in late August or early September, on or before April 30. The University may adjust these dates as needed.

5. The Contractor shall provide timely reports to faculty members of the status of their orders for books, supplies, and other materials for their respective courses, including items discovered to be unavailable, delayed in delivery, new editions, etc. The Contractor shall not be responsible for books or other items not being ready for sale to students due to failure of faculty members to submit timely order requests. However, the Contractor shall make every reasonable effort to supply items requested even when requests are not timely.

6. Contractor shall specifically address in the Proposal how the order processing and delivery of emergency late textbook adoptions shall be handled.

7. The Contractor shall operate according to the following pricing policies:

a. All new paperbacks and trade books shall be sold at prices no higher than the publisher’s suggested retail prices.

b. All other merchandise shall be marked up to reflect a normal gross profit margin for the University bookstore industry or as pre-priced.

8. The Contractor shall provide the University its textbook pricing policy as part of its proposal.

9. The University may request and shall receive from the Contractor proof that the above pricing policies are being followed. Information shall be provided by the Contractor at the earliest possible time following its receipt of the University’s request.

10. In exceptional cases only involving changes in university and college bookstore market conditions that are outside of the Contractor’s control, the Contractor may request a mutual review and decision with respect to pricing policies at any time during the year. The University shall determine the effective date of any such changes in policies.

11. The Contractor shall purchase used books from the students, faculty and others at the University based on a schedule that is practical and convenient to both the Bookstore and the University community according to the following policy:

a. If the Contractor has a faculty order indicating that a book will be a course adoption for a following semester, it will pay no less than fifty percent (50%) of the purchase price. A lesser amount may be

Page | 11 paid only if copies required for faculty orders are filled or if a book is in unusually poor condition.

b. If the Contractor does not have information as to the future use of a book or if the book will not be used a following semester or will shortly be replaced by a revision announced by the publisher, the Contractor shall pay the price listed for the book in a textbook guide which the University and the Contractor agree to use for this purpose.

12. The Contractor shall make every possible effort to increase used book sales at the University by retaining used books purchased at the University, if required for the following semester, and by purchasing or acquiring used books from other bookstores and companies if necessary.

13. The Contractor shall post, in conspicuous places, bookstore policies concerning refunds, buybacks, exchanges, and discounts. New textbooks shall be in new condition, and as a minimum, policies will provide that defective textbooks will be replaced at no cost. The Contractor shall provide for a refund of purchases according to the University’s current refund policy or according to an alternative policy, approved by the University.

14. The Contractor shall operate the Bookstore on a schedule that will be convenient to students, faculty, and the

University community. As a minimum, operating hours are to be from 9am to 6pm, Monday through Friday;

and 12pm to 5pm on Saturday, during each week the University is in regular academic session. Other operating hours may be required by the University to accommodate special events and, under such circumstances; the Contractor should make every effort to operate the Bookstore during such hours. Changes in the operating hours described above shall be approved by the University.

15. It is understood that the University reserves the right to establish a Bookstore Advisory Committee. The

Contractor’s bookstore manager shall meet regularly with the Bookstore Advisory Committee, and with University officials to review bookstore operations. Further, the Contractor’s bookstore management shall work cooperatively with the Bookstore Advisory Committee, and with University officials, in the development and improvement of the Bookstore’s program, services and policies. The Contractor shall make every reasonable effort to comply with requests from the Bookstore Advisory Committee and from University officials for the improvement of the Bookstore’s program, services and policies. The Bookstore Manager or his/her designee is also expected to meet periodically with Deans, Chairpersons, and other faculty members.

16. The Contractor shall provide for sales of textbooks and other educational materials required for off-campus courses at off-campus instructional centers, if so requested by the University.

17. The Contractor shall provide the benefit of a minimum ten percent (10%) discount to departments, faculty and staff of the University for authorized sales of office and school supplies sold in the Bookstore. These sales shall not be considered a part of gross sales.

18. The Contractor shall withdraw from display or sale in the Bookstore any item which the University should reasonably request not to be displayed or sold.

19. The Contractor shall submit to the University’s designated representative for its prior approval, all advertising to be done off the University’s campus or in other than University media. The Contractor shall withdraw any advertising from any location or media if the University should request that such advertising be withdrawn.

20. The Contractor shall prosecute individuals for acts of property damage, theft of merchandise or money, or fraudulent acts as the University should reasonably request and, if the University should so request, shall cooperate with the University in the University’s prosecution of such individuals.

21. In order to determine that superior customer service is being provided to the University, a method to assess customer service shall be agreed upon by the University and the Contractor.

22. The Contractor shall promote book signings and other academic and scholarly events as appropriate.

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23. The Contractor shall provide in the Proposal a list of the promotions that will be provided during the academic year.

24. Contractor may propose other additional services.

25. Contractor shall provide additional University Bookstore services as are reasonably requested by the

26. Any changes in services, charges, and discounts must be approved by the

D. Facilities and Equipment

1. The Bookstore operated by the Contractor shall be operated in the Bookstore space in the Student Center.

Additions to or deletions from the existing space, or relocation of the Bookstore, may be made but must be agreed upon in writing by the Contractor and the University’s Vice President of Administration and Finance.

2. The Contractor shall be responsible for providing such additional equipment and fixtures as may be necessary for the successful operation of the Bookstore. All renovations and finishing out, including color selections is subject to prior written approval by the University.

3. The University will be responsible for major structural repairs to the space used by the Contractor, provided that such repairs are not required as a result of the actions of the Contractor, its agents or employees.

4. The University will provide all utilities to the space used by the Contractor including:

a. Heat, light, utilities, and air conditioning as is reasonably required for operation of the Bookstore.

b. Trash removal and extermination services for the Bookstore.

c. To the best of its knowledge, the University is not aware of any health or environmental problems which currently exist or are likely to develop in the physical facility which houses the Bookstore. The University shall be responsible for remedying promptly any health or environmental problems at the Bookstore, other than those caused by the Contractor, and notifying the Contractor accordingly.

5. The Contractor shall provide property and casualty insurance covering the Contractor’s equipment and other personal property in the Bookstore. The University will provide property and casualty insurance, under the University’s policy, covering Bookstore space.

6. The Contractor shall cooperate with the University Office of Public Safety and Security and with other University officials in the provision of security for the Bookstore. The Contractor shall be responsible for maintaining intrusion alarms and other security systems deemed necessary for the space used by the Bookstore operation.

E. Personnel

1. Adequacy. Contractor is to provide sufficient personnel to ensure efficient and courteous service to patrons and must have adequately trained relief personnel available to substitute in the absence of regular employees.

All staff shall be employees of the Contractor, whom shall be solely responsible for the payment of their wages and benefits.

2. Student Part-Time Employees. Student or part-time employees of the Contractor are not to be paid less than minimum wage.

3. Employee Policies. Contractor employment policies shall meet the requirements of the Fair Labor Standards Act and all other regulations required by Federal or State Law. All material relating to personnel policies and procedures of the Bookstore must be available for review by the University.

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4. Equal Opportunity and Affirmative Action. The University is committed to Equal Opportunity and Affirmative

Action. The successful Contractor must pledge to comply with Equal Opportunity Laws and that it will not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, age, physical ability, or marital status.

5. Managers. The Bookstore Manager assigned to the Bookstore by the Contractor must be approved by the

University. Subsequent changes in these assignments are to be made by the Contractor only after prior consultation with, and approval of the University. The person selected by the Contractor to manage the Bookstore is ideally to have experience in the management of bookstore service in a University community.

This person must be a good communicator, a proven leader and must exhibit the ability to deal effectively with University students, faculty and staff.

6. Manager Replacement. The University reserves the right to request replacement of the Bookstore Manager for good cause as determined by the University, or for actions considered to be not in the best interests of the University. Such actions will be taken only after consultation with Contract Administrators.

7. Training. The Contractor is to describe the training program(s) that it intends to use for the employees of the

Bookstore, which will ensure that ongoing staff developmental needs are met.

8. Conduct. Contractor employees must strictly adhere to campus regulations regarding personal behavior and all other rules and regulations of the University.

F. Purchase of Merchandise and Inventory of Equipment at Contract Commencement and Terminations

1. Upon commencement of this Contract, the Contractor shall purchase bookstore inventory then currently on hand on the following terms:

a. New Textbooks

1) All new textbooks (in quantities not exceeding normal course requirements) formally adopted for the following term and on hand at the time of inventory will be purchased by the Contractor at the University’s cost.

2) All excess textbooks not accepted for return will be purchased by the Contractor at the current wholesale price.

b. Used Textbooks

1) At the time of inventory, all used textbooks on hand that are formally adopted for the following term (in quantities not exceeding normal course requirements) will be purchased at the University’s cost.

2) All excess adopted used textbooks will be purchased by the Contractor at the current wholesale price.

c. Trade, Paperbacks, Technical and Reference Books

1) All trade, paperback, technical and reference books in clean and saleable condition, less than six (6) months old, will be purchased by the Contractor at the University’s cost.

2) Books not in clean and saleable condition will be set aside and purchased by the Contractor at a mutually agreeable price.

d. School Supplies and General Merchandise

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1) This category includes all items not previously mentioned, including art, office and general supplies, stationary and greeting cards, etc.

2) All of the above supplies and merchandise in clean and saleable condition, up to a six (6) month supply, will be purchased by the Contractor at the University’s cost.

3) Items not in clean and saleable condition will be set aside and purchased by the Contractor at a mutually agreeable price.

e. Payment for Inventory The Contractor will pay the University for all inventory in two equal payments: 50% within sixty (60) days after the completion of a physical inventory, and 50% with one hundred and twenty (120) days after the completion of that inventory.

G. Laws and Regulations

The Contractor shall comply with all laws, ordinances, and regulations of any applicable federal, state, county, or city government, bureau, or department applicable to the performance of the services described herein. The University agrees to provide all cooperation reasonably necessary for such compliance. In addition, the Contractor shall also comply with all University policies and regulations as may currently and/or in the future pertain to service under the Contract. These laws, ordinances, regulations, and policies shall apply to the Contract throughout, and they will be deemed to be included in the Contract the same as though written out in full.

V. CRITERIA

Respondents are expected to submit a Proposal that considers and is responsive to the terms and conditions, specifications, scope of services, requirements, etc.; as well as the evaluation criteria set out in this document. The criteria in which your response will be evaluated are as follows:

Criterion 1: Experience of the Firm

• Thoroughly address the history of your firm; including but not limited to number of employees, years in business, organizational chart, etc.; as well as a narrative of your firm’s experience in providing consulting services discussed above.

• Provide references / client list (beginning with higher education please). Include the names, email addresses and telephone numbers of each client so that references can be checked.

• Address any/all awards, acclaims, publications, memberships, certifications, that your company has attained.

• Provide details of any conditions that would adversely affect your company’s performance:

Indicate whether your company is currently for sale or involved in any transaction to expand or to become acquired by another business entity. If so, explain the impact both in organizational and directional terms.

Provide details of all past or present litigation or claims filed against your company.

Indicate whether your company is currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity.

Indicate whether your company is indebted to the State of Texas or have any state or federal tax liability.

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Provide a claims history for the past five (5) years for the firm and any team member proposed to provide services.

Indicate whether services will be provided in whole, or in part, by your firm. If certain services are to be provided by another firm, indicate your firm's business relation with the associated firm (joint venture, consultant agreement, etc.). Information requested in items 1-4 is also required for any joint venture, consultant agreement etc.

Provide audited financial statements for the past three (3) years if available.

Criterion 2: Qualifications of the Team

• Thoroughly address the education, experience and qualifications of each team member that will be assigned to our project, beginning with the ‘team leader’.

• Address any certifications, awards, memberships, publications, etc., for each team member.

Criterion 3: Approach and Methodology

This section should describe and discuss your proposed approach and methodology in providing the processes of the type and kind required in the RFP. By reading the proposed approach and methodology overview, Texas Southern University must be able to gain a comfortable grasp and clear understanding of the level of approach to be provided and the methods proposed to provide them. A detailed explanation shall be included to understand how the methods comply with the requirements of this RFP.

Criterion 4: Deliverables and Solutions

• Thoroughly address the deliverables you will provide upon completion of your work. Each item listed in the scope of work shall be addressed.

• Provide a timeframe with milestones and schedules for work to be completed.

• Provide the type of reports/documentation we will receive.

• Amount of assistance the firm expects from TSU Administration.

Criterion 5: Pricing/Commission

• Provide a completely itemized cost for a turnkey solution to this solicitation, including additional funds designated by the company to improve the current retail space (indoor areas and outdoor areas) and hourly rate schedule for all positions working on this project

• All costs the University is expected to incur must be shown in your response.

• Any costs not listed in your response cannot be charged to the University at a later date.

• Provide Incentive based programs,

• Provide all Commission Rates associated to Sales.

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VI. PROPOSAL EVALUATION AND AWARD

A. TSU shall award a contract to a Respondent whose Proposal is considered to provide the best value to the State of Texas, as defined by Texas Government Code, Section 2155.074.

B. A committee will be established to evaluate the Proposals. The committee will include employees of TSU and other persons invited by TSU to participate.

C. TSU reserves the right to award contract(s) without any negotiations and reserves the right to make no awards.

D. TSU reserves the right to award the contract among multiple firms.

E. Additional services may be required during the performance of this project. If so, the successful firm(s) agrees to negotiate an amendment to the awarded contract.

F. The evaluation committee will evaluate and rank proposals to determine best value in accordance with the following criteria and assigned weighted values:

Criteria Value CRITERIA 1: Experience of the Firm 20% CRITERIA 2: Qualifications of the Firm 20% CRITERIA 3: Approach and Methodology 20% CRITERIA 4: Deliverables and Solutions 20% CRITERIA 5: Pricing/Commission 20% Total of Weighted Value 100%

G. The evaluation committee will determine if Best and Final Offers (BAFO) are necessary. Award of a contract may be made without a BAFO. A request for a BAFO is at the sole discretion of TSU and will be extended in writing.

VII. DOCUMENT FORMAT AND SUBMISSION

Proposal Statements should be in the form of a bound 8-1/2 inch by 11-inch with a Table of Contents and all pages numbered in sequence. Binding must allow reports to lay flat when open and may be either wire or spiral bound.

Format of the report may be either “portrait” or “landscape” with binding on the left a long or short side.

PROPOSAL SUBMISSION:

A. All Proposals shall be received, and time recorded at TSU prior to the stated deadline date specified in the Schedule of

Events above. TSU reserves the right to reject late submittals.

B. Proposals should be placed in a separate envelope or package and correctly identified with the RFP number and submittal deadline/RFP opening date and time. It is Respondent’s responsibility to appropriately mark and deliver the Proposal to Mr. Thomas Britt by the specified date. A United States Postal Service (USPS) postmark or round validation stamp; a mail receipt with the date of mailing, stamped by the USPS; a dated shipping label, invoice, or receipt from a commercial carrier; or any other documentation in lieu of the on-site receipt confirmation WILL NOT be accepted.

C. Telephone, email, oral and facsimile Proposals will not be accepted.

D. Receipt of all addenda to this RFP should be acknowledged by returning a signed copy of each addendum with the submitted Proposal.

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POINT-OF-CONTACT:

The Owner designates the following person, as its representative and Point-of-Contact for this RFP. Respondents shall restrict all contact with the Owner and direct all questions regarding this RFP, including questions regarding terms and conditions, to the Point-of-Contact person.

*Mr. Thomas Britt TSU Purchasing Email: thomas.britt@tsu.edu

DELIVERY OF PROPOSALS:

Proposals packets are commonly submitted to TSU by one of the following methods: (1) U.S. Postal Service overnight,

(2) Fed Ex overnight / Express Mail, and/or (3) Hand Deliver (recommended). Regardless of how you deliver your Proposals response, it is your responsibility to see that your response is delivered to the Purchasing Office in Hannah Hall before the deadline occurs.

Deadline and Location: The Owner will receive Proposals at the time and location described below.

30th, January 2024, at 11:00am

Physical Address for Courier Delivery:

Texas Southern University 3100 Cleburne Street Hannah Hall, Suite 333 Houston, Texas 77004 - 4598 ATTN: Mr. Thomas Britt or

TSU Post Office - Texas Southern University Post-Office. You may find the exact location for the Post Office (Bldg.

#106_PO) on the campus map (below)

**Please instruct your courier NOT to go the Warehouse, or Central Receiving as this could delay delivery and could ultimately result in your response being late and rejected.

PROPOSAL OPENING:

Proposals will be opened at the office of the attending buyer in their office or nearby conference room, whichever is most appropriate and/or available.

E. All submitted Proposals become the property of TSU after the RFP submittal deadline. The submitted Proposals and accompanying documentation will not be returned.

F. Proposals submitted shall constitute an offer for a period of one hundred twenty (120) days or until selection is made by TSU, whichever occurs earlier.

mailto:thomas.britt@tsu.edu

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VIII. INQUIRIES

A. All inquiries shall be submitted in writing (Word format) via email to Mr. Thomas Britt at thomas.britt@tsu.edu by Tuesday, January 4, 2024 by 12:00 p.m. noon Central time; the date listed as the deadline for submission of questions as specified in Section 3 G above.

B. All inquiries will result in written responses with copies posted to the Electronic State Business Daily, available at http://esbd.cpa.state.tx.us; and to TSU Purchasing website. If a Respondent does not have internet access, a copy of all written responses may be obtained through the point of contact listed above.

C. Except as otherwise provided in this Section, upon issuance of this RFP, other employees and representatives of TSU will not answer questions or otherwise discuss the contents of the RFP with any potential Respondent or its representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions unrelated to this RFP.

D. If Respondent takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Respondent’s Proposal in response to this RFP and Respondent’s proposed alternative must also be provided in the Proposal. Respondents cannot take a ‘blanket exception’ to this entire RFP. If any Respondent takes a blanket exception to this entire RFP or does not provide proposed alternative language, the Respondent’s Proposal may be disqualified from further consideration. Any exception may result in the Contract not being awarded to the Respondent.

IX. ACCOUNTING, RECORDS, REPORTS, AND METHODS OF PAYMENT

A. The Contractor shall pay to the University the commission specified in the Contractor’s proposal, which is attached hereto and made a part hereof.

B. Applicable payments as set in the Contractor’s proposal shall be made quarterly by the Contractor to the

University and shall be paid within twenty (20) days after the close of the quarter in which they were earned.

The final payment for any year shall be made within thirty (30) days after the end of the applicable contract year and will include any adjustments required by the percentage of gross sales formula set forth in the Contractor’s proposal.

C. Each payment shall be accompanied by a detailed statement of its computation and the Contractor shall furnish supporting documentation to the University upon request.

D. The University shall have full access at all times to the Bookstore accounting records, including all cash registers at the Bookstore being used by the Contractor, with or without notice. Cash register control totals will be used to verify the cash sales reported. All cash registers or point of sale equipment utilized by the Contractor in the University Bookstore shall have non-changeable grand totals.

E. The Contractor shall maintain complete and accurate accounts and records, in accordance with nationally accepted bookstore industry standards, of all revenues, cost of goods, salaries and benefits, and all other expenses in connection with the University Bookstore operation provided under the terms of the Contract. All such accounts and records shall be retained by the operation and may be inspected and reviewed by the

F. On termination of the Contract, commissions will be paid to the University on sales up to the final day the

Bookstore is operated under the Contract. The commission due the University for any portion of a Contract year shall be calculated on a percentage basis.

mailto:thomas.britt@tsu.edu http://esbd.cpa.state.tx.us/

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X. CONTRACT TERM, RENEWALS, EXTENSIONS, CANCELLATION, TERMINATION, REQUIREMENTS,

ADDITIONS, ADJUSTMENTS, AND ASSIGNMENTS

A. The initial contract shall commence on or about July 1, 2024 and continue for a period of five (5) years. If it is deemed to be of mutual benefit to both the University and the Contractor, both parties can mutually agree to renew the Contract for an additional two years (one year at a time).

B. In the event that the Contractor breaches any of the terms and provisions of the Contract, the University reserves the right to accurately and specifically describe the unsatisfactory performance or condition in a written notice by registered or certified mail to the Contractor and expect that this be corrected within a thirty (30) day period from the date the notice is received by the Contractor. If the described performance or condition is not corrected satisfactorily within this time period, a thirty (30) day notice of cancellation of the Contract may be given to the Contractor, by registered or certified mail.