Publication 1 - Optional Pre-Proposal Conference Notes & Registries.pdf

Administrative Notes Optional Pre-Proposal Conference

University Bookstore Management

RFP#LU214-24-002

Eason Hall, Room G09 11/7/2023 2:00 p.m.

Virtually via Zoom

This is an optional pre-proposal conference.

Introduction of Longwood personnel.

Questions from the floor:

• Longwood will answer questions from the Offerors in attendance that are to clarify where information can be found in the RFP. Other questions, depending on the complexity may be answered during the conference or the University will ask the Offeror to formally submit the question in writing, using the Written Pre- Proposal Question Form, included as an attachment to the RFP. You do not have to wait until November 14 to submit your questions; you can submit them as they arise. All questions and responses will be documented and published in an addendum.

• The deadline for submitting written questions is 12:00 Noon on November 14, 2023 and will be answered in writing and published in an addendum. No questions will be accepted after the deadline.

Sealed Proposals are due Tuesday, November 28, 2023 at 2:00 p.m. in Eason Hall, Room 215B.

• If for any reason the University is closed on the date/time specified for receipt of proposals, proposals will be due at the same time the next business day the University is open.

• Parking is difficult – if you are going to hand deliver your proposal, please plan to arrive early enough to secure parking and get to Eason 215B by 2:00 p.m.

• If you use an express delivery service such as DHL, FedEx or UPS – they may tell you Farmville/Longwood is a next day delivery location from your location, but it may not be by 2:00 p.m. Make sure you confirm the delivery time with the carrier. Also, verify that the carrier is making desktop deliveries, that is, they will deliver your package to Eason Hall, Room 215B. Some carriers are not, rather they are delivering packages to the University’s Post Office. The University Post Office does not notify departments/individuals that a package has been delivered to the Post Office. This could impact your proposal being received on time.

• Proposals cannot be faxed to the University. Midtown Mailboxes is a mail service company on Main Street across from the High Rise Dorms and in some cases the area hotels will accept a faxed proposal, place it in an envelope, seal it and deliver it to Longwood. They may charge a fee for doing this. You should still mail/deliver your original proposal and required copies to Longwood. If you choose this method to deliver your proposal, it is the Offeror’s responsibility to make sure those delivering your proposal know when and where it must be delivered.

• Proposals must be submitted on the forms furnished, where applicable. At a minimum, the following must be returned:

Completed Page | 2 of the RFP.

All addenda must be acknowledged.

The proposal must be complete and signed by someone authorized to do so.

Make sure your proposal contains all of the requirements set forth in

Section V. Proposal Preparation and Submission Instructions.

All inquiries for information should be directed to Ryan Ferebee using the Written Pre- Proposal Question Form included as an attachment in the RFP and emailed or faxed to the email address/fax number on the form. NOTE: the word materiel in the email address materielmanagement@longwood.edu is not misspelled, materiel is spelled with an ‘e’, not material with an ‘a’.

• These questions will be answered in an addendum and published in eVA and on the Longwood Materiel Management & Purchasing website. The first page of an addendum will be posted on the Materiel Management & Purchasing Public Posting Board at the southeast corner of Dorrill Dining Hall (Redford Street, on the right, just before the garage entrance).

Attachments:

A – WRITTEN PRE-PROPOSAL QUESTION FORM

B – SMALL BUSINESS SUBCONTRACTING PLAN

C – QUARTERLY SWaM SUBCONTRACTOR EXPENDITUE REPORTING FORM

D – OFFEROR DATA SHEET

E – STATE CORPORATION COMMISSION FORM

F – LONGWOOD UNIVERSITY HOLIDAY, WINTER CLOSING & RECOGNITION DAY

SCHEDULE FOR 2024

LONGWOOD CAMPUS MAP

mailto:materielmanagement@longwood.edu

14:05:19 From Amy Randolph to Everyone:

Amy Randolph, Barnes & Noble College 14:05:21 From Audrey Vogt I eCampus to Everyone:

Audrey Vogt - eCampus

14:05:24 From Alex Sherrod - Textbook Brokers to Everyone:

Alex Sherrod - Textbook Brokers 14:05:29 From Morgen Amalbert (BibliU) to Everyone:

Morgen Amalbert - BibliU

14:05:32 From Scott Sherman I eCampus to Everyone:

Scott Sherman, eCampus

14:05:39 From Beth Edelstein to Everyone:

Beth Edelstein, Follett Higher Education

14:18:12 From Amy Randolph to Everyone:

Thanks Debby!

14:18:18 From Morgen Amalbert (BibliU) to Everyone:

Thank you!

Optional Pre-Proposal Conference Zoom Registry

University Bookstore Management

RFP#LU214-24-002

November 7, 2023 2:00 p.m. Eastern Time