LU214-24-002.pdf

MATERIEL MANAGEMENT & PURCHASING

201 HIGH STREET

EASON HALL, ROOM 215B

FARMVILLE, VIRGINIA 23909

REQUEST FOR PROPOSALS

RFP#LU214-24-002

UNIVERSITY BOOKSTORE MANAGEMENT

October 18, 2023

LONGWOOD UNIVERSITY IS A PROUD MEMBER OF VASCUPP

This procurement is being conducted by Longwood University on behalf of all VASCUPP members.

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REQUEST FOR PROPOSALS (RFP)

Issue Date: October 18, 2023 RFP#LU214-24-002 Title: University Bookstore Management Commodity Codes: 71588

Issuing Agency: COMMONWEALTH OF VIRGINIA OPTIONAL PRE-PROPOSAL CONFERENCE Longwood University Tuesday, November 7, 2023 at 2:00 p.m.

Materiel Management & Purchasing Eason Hall, Room G09 201 High Street, Eason Hall, Room 215B See NOTE on Page | 3 regarding virtual Farmville, Virginia 23909 option (Zoom).

Location Where Work Will Be Performed: Longwood University, Farmville, Virginia 23909

Initial Period Of Contract: One (1) year from date of award. Optional nine (9) successive one (1) year renewal periods.

Sealed Proposals Will Be Received Until: November 28, 2023 at 2:00 p.m. Local Time For Furnishing The Goods/Services Described Herein. Proposals Shall Be Date/Time Stamped By The University Upon Receipt.

All Inquiries For Information Should Be Directed To: Ryan A. Ferebee, Director of Materiel Management & Purchasing, using ATTACHMENT A – WRITTEN PRE-PROPOSAL QUESTION FORM emailed to materielmanagement@longwood.edu or faxed to (434) 395-2246. Deadline for questions is 12:00 Noon on November 14, 2023. The University will not accept any questions after the deadline.

PROPOSALS MUST BE MAILED OR HAND DELIVERED DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. Note: If you use an express delivery service, you may be told that Farmville, VA/Longwood University is a next day delivery location from your location; offeror should make sure the carrier guarantees desktop delivery by 2:00 p.m. before using this delivery method.

In Compliance With This Request For Proposals And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Services In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation.

State Corporation Commission (SCC) ID#: or statement describing why offeror is not required to have a SCC ID# must be furnished with your proposal.

eVA Member: [ ] Yes [ ] No Check all that apply: Small Business [ ] eVA Vendor ID#: Woman-Owned Business [ ] Minority-Owned Business [ ] Note: Offeror shall be a registered eVA vendor on the date and time designated for receipt of proposals to be DSBSD Certificate Number awarded this contract. See page 6 of the General Terms Certification Date _________/_________/_________ and Conditions paragraph X for registration information. Expiration Date _________/_________/_________

Name And Address Of Firm:

Date:

By:

(Signature in Ink) Zip Code Name:

(Please Print or Type) E-mail: Title:

Phone: ( ) Fax: ( ) (Toll Free, if available) (Toll Free, if available) mailto:materielmanagement@longwood.edu

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NOTE: Offerors that choose to attend the Optional Pre-Proposal Conference virtually via Zoom must send a request for the Zoom link to materielmanagement@longwood.edu by 12:00 Noon on November 7, 2023.

Bookstore Tours: For those attending the conference in person, a tour of the present Bookstore facility will be conducted immediate following the conference on November 7, 2023.

ADDENDUMS: Any changes resulting from Longwood University’s requirements will be issued in an addendum and posted on the eVA website, http://www.eVA.virginia.gov, the Longwood University Materiel Management & Purchasing website, http://tkts.longwood.edu/ListRFP.aspx. Click on View This RFP next to Proposal Number LU214-24-002. It is the sole responsibility of the Offeror to check these web pages for all changes to the RFP prior to submission. Failure to sign and return addenda may cause your proposal to be scored lower. Longwood University will not mail or fax these documents.

Note to Offerors: Parking is difficult, please plan to arrive early. If Offeror requires ADA accommodations to deliver proposal, please contact the Materiel Management & Purchasing Office at (434) 395-2093 twenty-four (24) hours prior to solicitation closing.

INCLEMENT WEATHER / SUSPENDED SCHEDULE: Proposal receipt deadline scheduled during a period of suspended state business operations, including school closing due to inclement weather, will be rescheduled for processing at the same time on the next regular business day. It is your responsibility to check Longwood’s website or call for closing information. See the following website: http://www.longwood.edu or call the main number at 1-434-395-2000 after 6:00 a.m., to see if Longwood is going to be open or if a suspended schedule has been implemented.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

mailto:materielmanagement@longwood.edu http://www.eva.virginia.gov/ http://tkts.longwood.edu/ListRFP.aspx http://www.longwood.edu/

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TABLE OF CONTENTS

Page

I. PURPOSE 5

II. GOVERNING RULES 5

III. BACKGROUND 5

IV. STATEMENT OF NEEDS 5

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS 13

VI. EVALUATION AND AWARD CRITERIA 17

VII. CONTRACT ADMINISTRATION 17

VIII. SPECIAL TERMS AND CONDITIONS 17

IX. INVOICING AND PAYMENT 22

X. PRICE PROPOSAL 22

XI. ATTACHMENTS 22

A – WRITTEN PRE-PROPOSAL QUESTION FORM 23

B – SMALL BUSINESS SUBCONTRACTING PLAN 24

C – QUARTERLY SWaM SUBCONTRACTOR EXPENDITURE REPORTING FORM 26

D – OFFEROR DATA SHEET 27

E – STATE CORPORATION COMMISSION FORM 28

F – LONGWOOD UNIVERSITY HOLIDAY, WINTER CLOSING AND

RECOGNITION DAY SCHEDULE FOR 2024 29

LONGWOOD CAMPUS MAP

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I. PURPOSE: The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified sources to establish a multi-year contract through competitive negotiations to provide University Bookstore Management for Longwood University (hereinafter also referred to as “Longwood” or “the University”), an Institution of Higher Education, member institute of VASCUPP (Virginia Association of State College and University Procurement Professionals) and agency of the Commonwealth of Virginia.

II. GOVERNING RULES: This solicitation is issued in accordance with the provisions of:

A. Purchasing Manual for Institutions of Higher Education and their Vendors: https://vascupp.org.

B. Governing Rules: https://vascupp.org.

C. General Terms and Conditions: http://www.longwood.edu/media/materiel-management/public-site/GENERAL-TERMS-AND-CONDITIONS-7-1-2022.pdf

D. Data Protection Addendum: http://solomon.longwood.edu/media/materiel-management/solomon/LUDataProtectionAddendum_effec_09072021.pdf

III. BACKGROUND:

Longwood University is an institution of higher learning dedicated to the development of citizen leaders who are prepared to make positive contributions to the common good of society.

Founded in 1839, Longwood University has a strong liberal arts foundation and is the third-oldest public university in Virginia, behind William & Mary and the University of Virginia. Longwood is part of the proud tradition of higher education in the Commonwealth of Virginia. Roughly one hour’s drive from Lynchburg, Charlottesville and Richmond, Longwood is located in the historic two-college community of Farmville, at a historic crossroads near where the Civil War drew to a close and powerful strides in the civil rights movement began. Today Longwood has 5,000 students, offers 100+ areas of study and has more than 34,000 alumni. The University maintains affiliations with the neighboring Robert Russa Moton Museum of civil rights history and the Longwood Center for Visual Arts, one of just a few dozen nationally accredited university art museums. A member of the Big South Conference, Longwood competes at the NCAA Division I level in 14 sports. To learn more about Longwood University, visit the home page at http://www.longwood.edu/.

The Longwood University Bookstore is located in the center of downtown Farmville at 200 N. Main Street.

The Bookstore is approximately 14,000 square feet and contains, along with a fully stocked book and apparel store, a Starbuck’s retail store.

The current contract period aligns with the University’s fiscal year from July through June. Gross sales for the past three (3) contract years are as follows:

FY 2023 FY 2022 FY 2021

$1,202,066 $1,422,362 $1,509,139

IV. STATEMENT OF NEEDS:

A. Objective

The University is seeking a qualified contractor to furnish management, labor, equipment, goods and supplies necessary to manage and operate a professional University Bookstore (herein after Bookstore) that will provide the highest caliber of services to the University and surrounding https://vascupp.org/ https://vascupp.org/ http://www.longwood.edu/media/materiel-management/public-site/GENERAL-TERMS-AND-CONDITIONS-7-1-2022.pdf http://www.longwood.edu/media/materiel-management/public-site/GENERAL-TERMS-AND-CONDITIONS-7-1-2022.pdf http://solomon.longwood.edu/media/materiel-management/solomon/LUDataProtectionAddendum_effec_09072021.pdf http://solomon.longwood.edu/media/materiel-management/solomon/LUDataProtectionAddendum_effec_09072021.pdf

University Bookstore Management Page | 6 community. The University’s overall objective in soliciting for Bookstore Management is to enhance and improve upon the level of financial effectiveness, services and satisfaction currently being provided. It is essential that the Bookstore be managed with maximum sensitivity to the needs and concerns of our students, faculty and staff, as well as the general public.

Longwood is seeking all creative, viable operational models for consideration to provide the best possible solution for the University and surrounding community, including menus of options for providing quality service at the best price and financial return to the University.

B. Bookstore Requirements

1. Customer Service: Contractor must provide exceptional customer service to all constituent communities aligned with the mission of Longwood University. The Contractor must be committed to performing at the highest of standards by providing:

a. Value to customers through superior customer service.

b. Appropriate supply of competitively priced course materials prior to the start of class.

c. High-quality and exclusive products at competitive prices

d. Efficient and effective management practices to enhance and preserve university resources.

e. Socially, fiscally, and environmentally sustainable practices.

f. Knowledgeable, cross-trained staff, available and able to respond to customers’ varying needs.

g. A responsive communications system via telephone and online that provides customers with prompt service and attention to specific questions and requests.

h. A market quality, online system for the purchase of course materials and general merchandise.

i. An electronic means by which faculty may submit and review course material adoptions.

j. Proactive distribution and posting of store return policies as related to varying merchandise.

k. The Contractor shall have the responsibility for resolving complaints of the University community and all customers. Unresolved complaints shall be referred to the University Contract Administrator for resolution.

2. Hours of Operation: The hours of operation should reflect exceptional service to the campus and local community. During the contract term, the hours of operation may be subject to change as mutually negotiated and agreed upon, in writing, between the Contractor and the University Contract Administrator in order to meet student demands and in keeping with campus special event schedules. On occasion, the store may need to be open beyond scheduled hours for various University events and activities without advanced notice.

3. Offeror shall present a plan for the implementation of a textbook and course material program for the campus. This plan shall provide textbook and course material pricing that is strategic and dynamic, purposefully minimizing the cost of course materials to students.

4. Contractor shall work in partnership with the Greenwood Library, Office of Accessibility Resources (ARO), Digital Education Collaborative (DEC), and all other

University Bookstore Management Page | 7 departments as needed, to ensure access to required, recommended, and optional course materials to all students.

a. The booklist for each term must be supplied to the Library and ARO.

b. Special orders for students and ARO will be facilitated quickly and affordably.

5. Contractor shall make all arrangements for the delivery, unloading, receiving, and storing of textbooks and merchandise. Contractor shall assume all responsibility for receiving and/or handling these shipments.

a. Contractor shall recycle all cardboard and other packing materials related to shipping and receiving in accordance with University procedures.

6. Contractor will ensure the services, inventories, and retail offerings of the Bookstore meet the campus's needs while reflecting the uniqueness and values of the University.

7. Contractor shall ensure timely acquisition of all required, recommended, and optional texts in addition to other academic and/or curriculum requirements (lab requirements, etc.).

a. Contractor shall maintain a sufficient variety and quantity of inventory to satisfy demand and meet sales goals. Contractor will provide materials to all students enrolled in each course.

b. The University will not be liable whatsoever to the Contractor for loss or damage sustained by the Contractor in the event estimates furnished differ from actual demand.

8. Contractor shall maintain faculty communications including:

a. Provide a convenient and efficient method for faculty to place textbook adoptions.

b. Associated marketing and notifications regarding course material adoptions are the responsibility of the Contractor.

(i) Adoption deadlines shall be communicated to faculty throughout the adoption period.

c. Communicate problem title requests.

d. Provide viable cost savings adoption options to benefit students.

9. Contractor shall maintain a trade section of relevant study materials, local history, and faculty authors.

10. Contractor shall present annually an outline of the planning for and participation in University outreach activities that includes commencement activities for both Undergraduate and Graduate candidates for the University’s approval.

11. If your proposal includes a physical location, Offeror shall present a vision of and plan for the management of the physical location of the Bookstore that clearly outlines trade books, course materials/textbooks, apparel, supplies, electronics, gifts, potential convenience store, beverage items, and other unique items.

12. Contractor will not hinder any initiatives underway to support textbook affordability and the presentation of course materials to students from the

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Commonwealth of Virginia, the University Textbook Affordability Committee, and the Greenwood Library.

13. Offeror shall offer a professional web-based experience to customers.

14. Contractor shall provide course materials in a variety of formats including but not limited to:

a. New books, used books, rental books, e-books, inclusive access, access cards, bundles, course packs, customer publications, foreign titles, and Print on Demand (POD) titles as adopted by faculty for their courses.

(i) Contractor shall support the delivery of Open Access/Open

Educational Resources materials as needed.

(ii) Special orders shall be available to accommodate the needs of individual students and departments.

15. Offeror shall present unique marketing and public relations opportunities to enhance the image of the University and the local Farmville/Prince Edward County community.

16. Contractor shall be solely responsible for the disposition of any and all damaged or surplus books and merchandise.

C. Financial Requirements

1. 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 other activities that may apply.

2. Contractor shall provide a financial return to the University.

3. Offeror shall propose additional financial contributions to the campus community, such as scholarships, contributions to co-curricular student activities, and departmental orders at discounted rates.

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

5. Offeror shall clearly define calculations and projections of the annual financial return to the University.

a. Clarify all commissionable sales and all relevant margin caps for each type of merchandise offered, to include but not limited to Course Materials; new, used, course packs, custom publications, digital offerings; apparel; supplies;

electronics; gifts; trade books; departmental special orders; convenience store food, beverage, personal needs; regalia, postage and other items; sale merchandise.

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6. Offeror shall clearly define, including an explanation of the calculations, the following:

a. Base fee paid to the University.

b. Commission to be paid to the University.

7. Offeror shall include a list of any sales, margins, and discounted sales that would be excluded from commission payable to the University.

8. Offeror will provide the guaranteed minimum payment returned to the University. The

Contractor will honor any additional financial incentives that would become applicable at increased sales volume increments.

9. Contractor shall meet monthly with the University Contract Administrator with topics to include but not be limited to, review of events, staffing, operating reports, and Profit and Loss for the operation.

a. The University reserves the right to examine at any time any or all records maintained by the Contractor and relevant to the Bookstore. This includes but is not limited to, sales records, invoices, operating statements, and balance sheets.

10. Offeror shall provide suggestions to the University to increase University merchandising opportunities and visibility with considerations such as discounts, special order pricing, and commissionable revenue.

11. Contractor shall provide a convenient method for faculty to purchase or rent commencement regalia.

a. Any change in regalia must be coordinated through the Contract Administrator and approved by the Office of the President in consultation with the Office of Academic Affairs.

12. Upon request, the Contractor shall sell University-developed course materials required for University courses. Contractor shall be responsible for all costs associated with the duplication of these course materials and shall sell them to students at cost plus a reasonable profit not to exceed a 30% gross margin. Adhering to copyright laws, securing permissions and payment of those permissions shall be the sole responsibility of the Contractor.

13. Contractor shall provide the highest possible quality of cost-efficient course material sourcing and/or retail operations for students.

14. Contractor shall determine and establish the selling price of all items offered for sale provided the following provisions are maintained:

a. Dynamic pricing shall be employed on all applicable textbooks with the goal of reducing costs for students.

b. New textbooks shall be sold at or below the publisher-suggested retail price.

c. Used books shall be sold at or below 75% of the new book retail price. The price of each item offered for sale shall not exceed the manufacturer’s suggested retail price nor shall the selling price of each item exceed the normal retail price of identical items offered for sale by merchants in the local area.

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d. Contractor shall clearly mark all items as to their retail price. All prices shall be posted in a conspicuous place.

e. The University will have input into the general price structure for all books and products offered by the Contractor.

f. University’s Residence Life policies regarding merchandise that is disallowed in the residence halls shall be taken into consideration when selecting general merchandise for resale.

15. Contractor shall offer used book inventories for resale, as well as other reduced-cost alternatives to the fullest extent possible.

16. Contractor shall offer a textbook buyback at the beginning and end of each semester.

Marketing, funding, logistics and space reservations for the buyback shall be the responsibility of the Contractor in accordance with campus policy.

17. Contractor shall offer a daily textbook buyback within the Bookstore operation.

18. Contractor shall afford to Bookstore customers the greatest variety of payment options possible including but not limited to: Cash, Valid Check, Credit Cards, Lancer Card (Lancer CA$H), Departmental Charges, Financial Aid, and Gift Cards.

19. Any costs associated with accepting each method of payment shall be the sole responsibility of the Contractor.

20. PCI compliance is the responsibility of the Contractor. Contractor must provide, at no cost, a current (no more than 12 months old) and complete copy of their Attestation of Compliance (AOC) before the contract term begins and annually for the duration of the contract.

21. Contractor must identify and implement a refund and exchange policy, which must be approved by the University. These policies shall be posted in conspicuous places including but not limited to:

a. Bookstore’s website.

b. Attachments to customer receipts.

22. Contractor shall comply with all federal, state, and local laws and regulations relating to the operation of a retail bookstore including the collection and remittance of sales taxes.

D. General Requirements

1. Bookstore Signage and Advertisements: The University reserves the right of prior approval for any and all signs, posters, or other Bookstore advertisements placed on University premises. Contractor shall adhere to campus policies regarding advertising, adhering to University graphic standards.

2. To the fullest extent possible, University students, of good academic standing, should be employed as part of the regular Bookstore staffing schedule. Such employment should be educational as well as remunerative. The Contractor is encouraged to consider internships and other cooperative ventures with academic departments. All University student employees shall be employees of the Contractor, not the University, and all employees must be clearly informed that they are not University employees.

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3. Organization and personnel policies of the Contractor must meet the needs of the University.

4. Contractor shall be required to conform to all pertinent University regulations concerning parking, safety, security and access, publication standards, and design standards. Special exceptions may be allowed upon written mutual consent of both parties.

5. Contractor shall ensure appropriate FERPA (Family Educational Rights and Privacy Act) requirements are maintained.

6. Contractor shall provide special order services for academic regalia and coordinate with event staff on Commencement and other events, including utilization of current contractors for services.

7. The University will provide dedicated space for the management and operation of the

Bookstore.

8. The University will control the distribution of keys to the Bookstore space.

9. The University will provide the following basic services to the same degree as is standard for all other University departments and facilities.

a. Cleaning of the external areas where applicable.

b. Electric (lights and outlets).

c. General building maintenance.

d. Heating and air conditioning.

e. Internet connections.

f. Maintenance of University fixtures.

g. Parking permit information.

h. Smoke/heat alarms.

i. Snow removal.

j. Trash removal from the University’s designated point.

k. Water and sewer.

10. Contractor shall be responsible for the following, which must be compatible with and meet University specifications.

a. The cost of voice and data lines on-site and shall reimburse the University monthly (rates are subject to change per utility charges).

b. Computers.

c. Copier and supplies.

d. Equipment.

e. Furniture.

f. Housekeeping services.

g. Internet hardware.

h. Parcel delivery and freight.

i. Printer and fax machines.

j. Telephone hardware.

k. Purchase hardware that is compatible with the University communication system.

l. US Mail.

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11. Contractor shall be responsible for the proper collection and removal/disposal of all trash, garbage, shipping containers, boxes, skids, etc., from the interior of the Bookstore facility and deposited in the appropriate disposal container, e.g. trash/garbage in dumpsters, cardboard flattened and deposited in cardboard recycling containers, etc.

12. Furnishings, Renovations, and Maintenance

a. Contractor shall furnish all furniture and fixtures necessary for the proper execution of Bookstore operations. This shall include but not be limited to, office furniture, cash registers, credit card terminals and printers, special merchandising and sales displays, etc.

b. Contractor will maintain the space, furniture, and equipment in a clean, safe, and functional condition to the satisfaction of the University and return it to the University upon contract completion, in the same or better condition as when received, normal wear excluded. Contractor shall be responsible for cleaning and minor repairs to include but not be limited to, floors, doorways, walls, ceilings, windows, all furniture, fixtures, and equipment, including carpeting.

c. Contractor shall have the option of purchasing existing fixtures.

d. Contractor shall not proceed with any structural modification and/or alterations prior to written University approval. At the commencement of the contract, the Contractor and the University shall perform a joint inspection of the space, furniture and equipment. A written agreement will be reached concerning the condition of each item. At approximately thirty (30) days prior to completion of the contract, the Contractor and the University will perform a similar inspection to determine the Contractor’s liability. The Contractor shall be responsible for any replacement and maintenance which was caused by its negligence, loss, or wear beyond normal use.

(i) Any proposed renovation, upgrades and/or construction designs to the existing space and fixtures shall be presented to the University by the Contractor and must be accompanied by layout examples and approved by the University prior to construction.

(ii) Contractor shall be responsible for all alterations, maintenance, and repair of its assets.

(iii) Modifications that require a building permit in existing building will be approved through the appropriate campus department.

(iv) Local governing authority will issue any necessary building permits and the Contractor shall work directly with the appropriate local office.

e. Contractor shall comply with the approved architectural rendering(s) of the footprint(s).

13. Information Technology Security and Integrations

a. Contractor shall operate in compliance with and be solely responsible for all PCI regulations.

b. Contractor shall be responsible for their own technology equipment and maintenance.

c. Contractor shall operate on a separate VLAN network from the University.

d. The University Information Technology department will review and approve proposed Banner integrations.

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e. Contractor shall include a detailed project plan for required integrations.

f. Contractor shall provide its own anti-theft/security hardware and software.

g. The University will provide basic services to the same degree as is standard for all other University departments.

V. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. RFP Response: In order to be considered, offerors must submit a complete response to Longwood by the due date and time stated in this RFP. Offerors are required to submit one (1) signed original hardcopy (paper) of the entire proposal including all attachments and proprietary information (identified as ORIGINAL); five (5) additional hardcopies (paper) including all attachments and proprietary information (identified as COPY) and one (1) copy of the proposal as a PDF file including all attachments and proprietary information in electronic format on a USB flash drive. If the proposal contains confidential and/or proprietary information, a redacted copy of the proposal in electronic format must also be submitted. The offeror shall make no other distribution of the proposals.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency 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 purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

b. 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.

Representation of previous print projects is encouraged, though can be shared digitally. Elaborate brochures/artwork, paper/bindings, or other visuals/presentation aids, beyond that sufficient to present a complete and effective proposal, are not desired.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, subletter, and repeat the test of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the RFP requirements.

Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

Proposals that are not organized in this manner risk elimination from

University Bookstore Management Page | 14 consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

f. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2- 4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted, therefore, proposals should be complete when submitted.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible, so Longwood may properly evaluate the Offeror’s capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete proposal:

1. The completed RFP inside cover sheet (Page | 2) and all addenda acknowledgments, if any, signed and filled out as required.

2. OFFEROR DATA SHEET, included as ATTACHMENT D to the RFP.

3. A written narrative statement to include:

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a. Experience and Qualification:

Describe the Offeror’s experience and qualifications for providing the goods and services described herein, relative to (i) enrollment, (ii) annual gross sales,

(iii) region and (iv) facility size.

b. Capability and Skill:

(1) A chart of the Offeror’s organization and a plan for the administrative and operational management of the service covered by the specifications of this proposal.

(2) Resumes, including qualifications, training and experience of the individuals the Offeror plans on submitting to manage the Bookstore.

Include qualifications, training and experience of the individuals who will be on the transition team, if necessary.

(3) A description of the Offeror’s hiring practices and requirements (i.e., background checks, drug screening, etc.).

(4) A description of the Offeror's training program for employees, supervisors, and managers.

(5) Financial resources and corporate support.

(6) The Offeror is requested to make a contribution annually to the

University which will be deposited in a designated account to be used for scholarships and the balance of which will be used at the University’s discretion. The initial donation will be due on July 1, 2024, and on this date each year thereafter.

(7) A description of marketing approaches, with samples of previous marketing materials (brochures, promotions, coupons, etc.).

c. Approach and Methodology:

(1) Buy-back of books;

(2) Refunds;

(3) Faculty and staff discounts;

(4) Special orders;

(5) Maintenance of all required course books in stock;

(6) Methods for securing (i) titles, (ii) publishers, and (iii) quantities for

University faculty;

(7) Processing of late textbook requests and orders;

(8) An automation plan for managing the Bookstore;

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(9) External ordering systems, (i.e. catalogs, websites and internet ordering);

(10) New categories of merchandise, programs, and/or service areas;

(11) Student “Financial Aid” options;

(12) Methods to be employed to ensure a high quality of customer service satisfaction;

(13) Description of internal systems associated with:

(a) Inventory control for textbooks, trade books and general merchandise;

(b) Recording checking and reporting sales;

(c) Accounting controls and procedures for cash and refund controls;

(d) Internal audit operations.

(14) Comment on what the Offeror would do to improve the University's

Bookstore as it currently exists, to include any renovations and re-fixturing of the space.

(15) Comment on any incentive programs that could be offered to students to encourage efficient operation of the Bookstore.

(16) A contract implementation and transition plan, with target and events dates for an assumed takeover of the Bookstore operation by July 1, 2024.

d. Cost:

Total overall “business value” of all financial considerations, including (i) commission percentages (general sales and Lancer CA$H sales, if different), (ii) facilities investment, and (iii) contributions (i.e., annual, sponsorships, scholarships, etc.).

e. Small Business Subcontracting Plan, included as ATTACHMENT B to the RFP:

It is the policy of the Commonwealth of Virginia to contribute to the establishment, preservation, and strengthening of small businesses and businesses owned by women and minorities and to encourage their participation in State procurement activities. The Commonwealth encourages contractors to provide for the participation of small businesses and businesses owned by women and minorities through partnerships, joint ventures, subcontracts or other contractual opportunities. Submission of a plan to utilize the goods and services of such businesses on this contract is required (reference Section VIII., paragraph 10., Page | 19 of this RFP).

University Bookstore Management Page | 17

VI. EVALUATION AND AWARD CRITERIA:

A. EVALUATION CRITERIA: Proposals will be evaluated by the University using the following criteria:

POINT

EVALUATION CRITERIA VALUE

1. Experience and Qualifications 30

2. Approach and Methodology 25

3. Small Business Subcontracting Plan 20

4. Price 20

5. References 5

TOTAL 100

B. AWARD OF CONTRACT: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the RFP, including compensation, if so stated in the RFP. Negotiations shall be conducted with the offerors so selected. After negotiations have been conducted with each offeror so selected, Longwood shall select the offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to the offeror(s). Longwood may cancel this RFP or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.24359D). Should Longwood determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the offeror’s proposal as negotiated.

VII. CONTRACT ADMINISTRATION: Upon award of the contract, the University shall designate, in writing, the name of the Contract Administrator who shall work with the Contractor in formulating mutually acceptable plans and standards for the operations of this service. The Contract Administrator shall use all powers under the contract to enforce its faithful performance. The Contract Administrator shall determine the amount, quality and acceptability of work and shall decide all other questions in connection with the work. All direction and order from the University shall be transmitted through the Contract Administrator, or their designee(s) however, the Contract Administrator shall have no authority to approve changes which shall alter the concept or scope of the work or change the basis for compensation to the Contractor.

VIII. SPECIAL TERMS AND CONDITIONS:

1. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

2. AWARD: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations

University Bookstore Management Page | 18 shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.

3. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may also be terminated by the contractor, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

4. eVA ORDERS AND CONTRACTS: The solicitation/contract may result in multiple purchase orders with the applicable eVA transaction fee assessed for each order.

5. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth upon written agreement of both parties for nine (9) one (1) year periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

6. CONTRACT PARTICIPATION: Under the authority of §6 of the Rules Governing Procurement of

Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth of Virginia (copy available at http://www.longwood.edu/materielmanagement), Cooperative Procurement, it is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or affiliated corporations may access any resulting contract if authorized by the Contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the

Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with the contract terms. The Contractor shall notify Longwood University in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Longwood University. Longwood University shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Longwood University is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances. Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

7. PROPOSAL ACCEPTANCE PERIOD: Any proposal in response to this solicitation shall be valid for

(180) days. At the end of the days the proposal may be withdrawn at the written request of the http://www.longwood.edu/materielmanagement

University Bookstore Management Page | 19 offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

8. IDENTIFICATION OF PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed proposal should be returned in a separate envelope or package, sealed and identified as follows:

From: 11/28/2023 2:00 p.m.

Name of Offeror Due Date Time

LU214-24-002

Street or Box Number RFP No.

University Bookstore Management City, State, Zip Code RFP Title

DSBSD-certified Micro Business or Small Business No.

Name of Contract/Purchase Officer or Buyer Ryan A. Ferebee, Director of Materiel Management & Purchasing

9. LATE PROPOSALS: To be considered, proposals must be received at the specific office location specified in this solicitation on or before the date and time designated in this solicitation.

Offerors are responsible for the delivery of the proposal and if using U.S. Mail or an express delivery service, should ensure that the proposal is addressed properly (see 8 above). The Purchasing Department will contact the Offeror to arrange for pick up or destruction of the late proposal. The official time used in receipt of proposals shall be the time on the automatic time stamp machine of Longwood’s Purchasing office, address and location on cover page of solicitation.

10. SUBMISSION OF SMALL BUSINESS SUBCONTRACTING PLAN, EVIDENCE OF COMPLIANCE WITH

SMALL BUSINESS SUBCONTRACTING PLAN, AND SUBCONTRACTOR REPORTING:

A. Submission of Small Business Subcontracting Plan: It is the statewide goal of the

Commonwealth that 42% of its purchases be made from small businesses certified by DSBSD. This includes discretionary spending in prime contracts and subcontracts. All offerors are required to submit a Small Business Subcontracting Plan. The contractor is encouraged to offer such subcontracting opportunities to DSBSD-certified small businesses. This shall include DSBSD-certified women-owned and minority-owned businesses and businesses with DSBSD service disabled veteran-owned status when they have also received DSBSD small business certification. Where it is not practicable for any portion of the goods/services to be subcontracted to other suppliers, the offeror shall note such on the Small Business Subcontracting Plan. No offeror or subcontractor shall be considered a small business unless certified as such by the Department of Small Business and Supplier Diversity (DSBSD) by the due date for receipt of bids or proposals.

B. Evidence of Compliance with Small Business Subcontracting Plan: Each prime contractor who wins an award in which provision of a small business subcontracting plan is a condition of the award, shall deliver to the contracting agency or institution monthly reports substantiating compliance in accordance with the small business subcontracting plan. If a variance exists, the contractor shall provide a written explanation. A subcontractor shall be considered a Small Business for purposes of a contract if and only if the subcontractor holds a certification as such by the DSBSD. Payment(s) may be

University Bookstore Management Page | 20 withheld until the purchasing agency confirms that the contractor has certified compliance with the contractor’s submitted Small Business Subcontracting Plan or is in receipt of a written explanation of the variance. The agency or institution reserves the right to pursue other appropriate remedies for non-compliance to include, but not be limited to, termination for default.

C. Prime Contractor Subcontractor Reporting:

1. Each prime contractor who wins an award greater than $100,000, shall deliver to the contracting agency or institution on a monthly basis, all applicable information for each subcontractor listed on the Small Business Subcontracting Plan that are DSBSD-certified businesses or Employment Services Organizations (ESOs). The contractor shall furnish the applicable information to the purchasing office via the Subcontractor Payment Reporting tool accessible within the contractor’s eVA account.

2. In addition each prime contractor who wins an award greater than $200,000 shall deliver to the contracting agency or institution on a monthly basis, all applicable information on use of…