R24-014 Bookstore Management Ops RFP_09.25.24.pdf

REQUEST FOR PROPOSAL

RFP#: R24-014

BOOKSTORE MANAGEMENT

AND OPERATION SERVICES

SEPTEMBER 25, 2024

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia §2.2-

4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP# R24-014 Bookstore Management & Operation Services

REQUEST FOR PROPOSAL (RFP)

RFP # R24-014

GENERAL INFORMATION FORM

QUESTIONS/INQUIRIES: All questions/inquiries for information regarding this solicitation should be directed to:

Name: Kathryn Dicken

Phone: (540) 831-5090

Email: kdicken@radford.edu

Written questions to be submitted via email no later than: October 29, 2024 by 3:00 PM Eastern Standard Time (hereinafter EST)

PROPOSAL DUE DATE AND TIME: Proposals will be received until November 20, 2024 up to and including 3:00 PM EST.

Email and fax responses will not be accepted.

In Person* Mail or Courier* Electronically through eVA

Deliver proposal to:

Mailing Address:

Electronic Submissions:

Radford University

David E. Armstrong Complex

501 Stockton Street

Radford, VA 24142

Radford University

Procurement and Contracts

PO Box 6885

Radford, VA 24142-6885

A PDF of your proposal may be submitted through eVA’s Virginia

Business Opportunities (VBO) site.

See Attachment F for more details.

* Identify the envelope package as instructed in Attachment A – Terms and Conditions.

BUSINESS HOURS: Radford University’s Procurement and Contracts Department is open Monday through Friday from 8:00 AM to

4:30 PM EST.

LATE PROPOSAL RECEIPT:

In-Person or Mail/Courier Delivery:

To be considered for selection, proposals must be received by Radford University’s Procurement and Contracts Department by the due date and time identified in this solicitation document. The official time used in documenting the receipt of In-Person and

Mail/Couriered proposals is that time identified on the automatic time stamp machine located in the Procurement and Contracts

Department in the David E. Armstrong building on the main campus of Radford University. Proposals received after the date and time designated herein are automatically deemed non-responsive and will not be given consideration. The University is not responsible for delays in delivery conducted by the U.S. Postal Service, private couriers, or the intra-university mail system. It is the sole responsibility of the Offeror to ensure their proposal reaches the Procurement and Contracts Department at Radford University by the designated date and time.

For Electronic Submission through eVA:

To be considered for selection, proposals must be submitted through the eVA Electronic Submission process by the date and time identified herein. In order to submit an electronic proposal, the Vendor MUST BE properly registered with eVA. Registration may be accomplished through this site: https://eva.virginia.gov/register-now.html. It is strongly encouraged that registration be completed well in advance of the submission deadline to avoid any delays in the process. Upon successful submission, the Contractor will receive confirmation of submission through eVA. Radford University will not confirm receipt of the proposal. For a tutorial on how to view and respond to a solicitation, visit: https://www.youtube.com/watch?v=KSxcAkOekW0. The University is not responsible for delays, miscommunications, or transmission errors that may occur during the electronic submission process. This includes but is not limited to issues related to internet connectivity, email servers, or other technical malfunctions. It is the sole responsibility of the

Offeror to ensure the proposal is submitted on time.

UNIVERSITY CLOSINGS: If the University is closed as a result of an act of God or an emergency situation, the University’s website shall post notices of said closings. It is the responsibility of the vendor to check the website at www.radford.edu for said notifications.

If the University is closed on the day proposals are due, proposals will be accepted at the same time on the next scheduled business day the University is open. If the University is closed on the day of a scheduled pre-proposal conference a written addendum will be issued to officially reschedule the conference.

OPTIONAL PRE-PROPOSAL CONFERENCE AND SITE VISIT: An optional site visit will be held on October 16, 2024 from

12:30 PM to 1:30 PM EST. The optional pre-proposal conference will be held immediately following the site visit on October 16, 2024 at 2:00 PM See Section (14) for additional information. ** PRE-REGISTRATION FOR THE SITE VISIT AND PRE-

PROPOSAL CONFERENCE IS REQUIRED **

mailto:kdicken@radford.edu https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/register-now.html https://www.youtube.com/watch?v=KSxcAkOekW0 http://www.radford.edu/

TYPE OF BUSINESS: (Please check all applicable classifications). In order to qualify for assigned Small, Women and Minority

(SWaM) points your business must be certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your assigned SBSD certification number. For assistance with SWaM certification, visit the SBSD website at https://www.sbsd.virginia.gov/.

☐ Large

☐ Small business – A business that is at least 51% independently owned and controlled by one or more individuals who are U.S.

citizens or legal resident aliens, and together with affiliates, has 250 or fewer employees, or average annual gross receipts of

$10 million or less averaged over the previous three years. One or more of these individual owners shall control both the management and daily business operations of the small business.

☐ Women-owned business – A business that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in owned by one or more women who are citizens of the United States or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

☐ Minority-owned business – A business that is at least 51% owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals, or any historically black college or university, regardless of the percentage ownership by minority individuals or, in the case of a corporation, partnership, or limited liability company or other entity, the equity ownership interest in the corporation, partnership, or limited liability company or other entity.

COMPANY INFORMATION/SIGNATURE: In compliance with this Request for Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods or services in accordance with the attached signed proposal inclusive of all addenda, if applicable, and as mutually agreed upon by subsequent negotiation.

Information Requested Vendor Response (Please write or fill in legibly)

FULL LEGAL NAME OF BUSINESS:

(Please print the company name as it appears with your

Federal Taxpayer Identification Number)

FEDERAL TAXPAYER IDENTIFICATION

NUMBER (TIN):

BUSINESS NAME / DBA NAME/ TA NAME:

(If different than the Full Legal Name)

BILLING NAME:

(Company name as it appears on your invoice)

PAYMENT ADDRESS:

CONTACT NAME:

CONTACT TITLE:

EMAIL:

TELEPHONE NUMBER:

EVA VENDOR ID NUMBER:

VIRGINIA STATE CORPORATION COMMISSION

REGISTRATION NUMBER:

I acknowledge that I have received the following addenda posted for this solicitation.

1 ______ 2 ______ 3 _______ 4 _______ 5 _______ 6 _______ (Please check all that apply.)

SIGNATURE: ____________________________________________ DATE: ______________________________ https://www.sbsd.virginia.gov/

1. PURPOSE: The intent and purpose of this Request for Proposal (RFP) is to establish a contract through competitive negotiations for Bookstore Management and Operation Services for Radford University located at 801 East Main Street, Radford, Virginia 24142, an agency of the Commonwealth of Virginia. The University is seeking proposals from vendors to provide bookstore services, including options for a physical bookstore location on campus, e-commerce solutions, or a combination of both. Proposals should detail how vendors will support in-store and online sales of textbooks, course materials, school supplies, apparel, and other related items. Vendors are encouraged to propose innovative e-commerce solutions that complement or enhance the physical location, ensuring accessibility, affordability, and convenience for students, faculty, and staff.

2. SMALL, WOMEN-OWNED AND MINORITY OWNED - SWaM BUSINESS PARTICIPATION: The mission of

Radford University is to ensure strategic business development practices are in place to promote Small, Women-Owned and

Minority-Owned (SWaM) businesses to the maximum extent. Radford University encourages prime suppliers, Contractors, and service providers to facilitate the participation of small businesses, and businesses owned by women and minorities through partnerships, joint ventures, subcontracts, and other inclusive and innovative relationships.

Radford University has established SWaM goals that are posted on the Procurement and Contract website. Links to the

University’s SWaM initiative can be located at: Procurement and Contracts | Radford University.

3. CONTRACT PERIOD: The term of this contract is for five (5) years, or as negotiated. There will be an option for five (5) additional one-year (1-yr) renewals, or as mutually negotiated.

4. TIME FRAME: The contract's effective date will be June 1, 2025. The University aims to award the contract by February

2025 to allow for a transition period, if necessary, which will be determined and agreed upon during negotiations.

The proposed timeframe for the completion of this solicitation is included below. The dates and times are tentative and may be subject to change based on the needs of the University.

Action Item Date Time

Contract Awarded (Goal) 2/28/2025

Proposal Deadline 11/20/2024 3:00PM

Addendum posting deadline 11/8/2024 COB

RFI Due Date 10/29/2024 3:00PM

Pre-Proposal Conference: 10/16/2024 2:00 - 3:00pm

Site Visit: 10/16/2024 12:30 - 1:30pm

5. BACKGROUND

A. Radford University Background:

Radford University is a comprehensive public university of 7,718 students that has received national recognition for many of its undergraduate and graduate academic programs, and sustainability initiatives. Well known for its strong faculty/student bonds, innovative use of technology in the learning environment and vibrant student life on a beautiful 211-acre American classical campus, Radford University offers students many opportunities to get involved and succeed in and out of the classroom. With over 300 clubs and organizations, Radford University offers many opportunities for student engagement, leadership development and community service. In addition to robust academic offerings and engaging student experiences on the main campus located in Radford, Virginia, Radford University also offers a clinical-based educational experience for some 1,000 students living and learning in Roanoke, Virginia as part of Radford University

Carilion, a public-private partnership focused on the cutting-edge delivery of health sciences programming, outreach, and service. Radford University joins several other institutions in offering degree programs and continuing education opportunities at the Roanoke Higher Education Center in Roanoke, the Southwest Virginia Higher Education Center in

Abingdon and flexible online offerings through its virtual campus.

B. Specific Background:

1. Current Contractor and Location: The University currently contracts these services with Barnes & Noble College

Booksellers, LLC. The Bookstore facilities are currently located on the first floor of Dalton Hall, and occupies 14,650 square feet.

2. Upcoming Renovation: Radford University provides a space on the main Radford campus for the Bookstore to operate a physical store. During the contract period for these services, Dalton Hall is slated for a comprehensive renovation.

http://www.radford.edu/content/procurement/home.html/

It is anticipated that during the renovation period, the Bookstore will be temporarily situated in an alternate facility

(approximately 8000 square feet). The permanent bookstore location is still being determined, but the footprint of the new space will be approximately 6,500 square feet. It is anticipated that the renovation will take two (2) to three (3) years to complete. (A campus map showing the location of Dalton Hall is attached as Attachment D. A floor plan of the current Bookstore is attached as Attachment E.).

3. Gross Sales: Sales for the period of May 1, 2023 through May 31, 2024 by department are as follows:

Item by Merchandise Division Sales

Apparel & Gifts $623,019

Other $205,820

Technology $49,170

New Textbooks $311,696

Used Textbooks $99,600

General Books/Non-emblematic $25,531

Digital Text $681,120

Rentals $173,556

Athletics $19,738

School Supplies $91,407

Convenience $26,183

Total $2,307,838

4. Sales for the previous five contract years as are follows:

Contract Year Sales Enrollment

(FTE)*

June 1, 2023 – May 31, 2024 $2,307,838 6,804

June 1, 2022 – May 31, 2023 $2,898,554 7,018

June 1, 2021 – May 31, 2022 $2,896,883 7,585

June 1, 2020 – May 31, 2021 $2,675,743 8,489

June 1, 2019 – May 31, 2020 $3,119,479 9,449

June 1, 2018 – May 31, 2019 $3,819,540 8,746

* NOTE: FTE Enrollment numbers provided for each year to show enrollment in the context of bookstore sales. Preliminary Post Census Date Enrollment (FTE) for Fall 2024 is 7,736.

5. Radford University uses D2L Brightspace as the Learning Management System for students and courses. A D2L

Brightspace course is created automatically for each course a student is registered for. Students gain access to these courses on the first day of classes.

6. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM: The eVA internet electronic procurement solution, website portal eva.virginia.gov, streamlines and automates government purchasing activities within the

Commonwealth. Radford University, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are therefore requesting that your firm participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration as a self-registered vendor.

There are transaction fees involved with the use of eVA. These fees must be considered within the provision of quotes, bids, and price proposals offered to Radford University. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit the eVA website portal at https://eva.virginia.gov/register-now.html and register with eVA. This process needs to be completed before Radford University can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at http://www.eva.virginia.gov, or call eVA Customer Care at eva.virginia.gov/get-help-customer-care.html.

https://eva.virginia.gov/register-now.html http://www.eva.virginia.gov/

7. CONTRACT PARTICIPATION-COOPERATIVE PURCHASING/USE OF AGREEMENT BY THIRD PARTIES

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 (see https://vascupp.org/rules.pdf), it is the intent of this solicitation and resulting contracts to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions or lead issuing institution’s 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 Radford 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; however, the participating entity and the Contractor may modify the terms and conditions of this contract to accommodate specific governing laws, regulations, policies, and business goals required by the participating entity. Any such modification will apply solely between the participating entity and the Contractor. 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 Radford University. Radford 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 Radford 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.

Refer to Attachment C, Zone Map, if the Offeror wishes to submit a separate pricing structure based on approved zones for cooperative institutions. If no other prices are offered, pricing provided will apply to all zones in the Commonwealth of

Virginia. If you wish to provide pricing for a zone other than which this solicitation originated, please indicate you are doing so in the response. If you anticipate pricing differentials for different zones, a separate pricing sheet must be submitted for each zone that includes appropriate pricing for that zone.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

8. CONTRACT ADMINISTRATION: Radford University assigns Contract Administrators to each contract awarded. The

Contract Administrator shall be the initial point of contact for the Contractor. Contract Administrators are charged with ensuring the terms and conditions of the contract are followed, payments are made in accordance to the contractual pricing schedule, and reporting noncompliance issues to the Procurement and Contracts Department at Radford University. Contract

Administrators do not have the authority to authorize changes and/or modifications to the contract. Should noncompliance issues exist and cannot be resolved at this level or changes/modifications to the contract are required, the assigned Procurement

Officer in the Procurement and Contracts Department must be notified immediately by the Contract Administrator.

9. DEFINITIONS:

A. Banner Enterprise Resource Planning system (Banner): Radford University utilizes Ellucian’s Banner product as its

Enterprise Resource Planning system. Integration with this system will be required.

B. Desire 2 Learn (D2L): The learning management system used by the majority of classes to post content, discussion boards, and grades.

C. Inclusive Course Materials Access Program: Links to electronic materials are loaded directly into D2L and the cost is charged directly to the student’s account. Student has access to the materials in D2L at the start of the course.

D. OneCard: Radford University’s ID and debit card, which provides all-in-one access to University facilities, programs and services.

10. STATEMENT OF NEEDS:

A. General Requirements: During the term of the contract between the Contractor and the University, the Contractor should be prepared to furnish all labor, supervision, equipment, goods, and materials required to operate a general bookstore for

Radford University per the requirements contained herein.

B. University Objectives:

1. To provide the University community with a full range of merchandise, services, and innovation expected from a quality state‐of‐the‐art academic bookstore.

2. To increase and implement effective strategies to reduce the cost of textbooks/course materials for Radford University students.

3. To incorporate innovative technology solutions that keep pace with the evolving higher education materials marketplace, platforms and delivery models.

https://vascupp.org/rules.pdf

4. To provide textbooks and other quality merchandise to the University community, under pricing policies that are both fair and competitive for similar quality, as compared to other university bookstores and also with retail establishments in the surrounding area. This includes price matching.

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

6. To ensure that the specified edition of texts is available for sale by the first day of class and ensure maximum availability of used, rental, and digital textbooks. The Contractor should coordinate timely textbook adoptions by keeping faculty informed of order status and any issues that would affect those orders.

7. To provide an inclusive course materials access program for delivery of materials to students through the University’s learning management system, Desire 2 Learn (D2L) Brightspace.

8. To be able to provide a wide selection of current trade, academic, and technical literature in support of required material for the academic disciplines of the University as requested.

9. To offer a significant selection of “soft goods” and other merchandise such as clothing, office supplies, course supplies

[art, lab, medical, etc.], incidental household goods for resident students, personal care items, University emblematic apparel, scrubs for health profession programs, memorabilia, and other miscellaneous items with an emphasis on

Radford University Athletic colors and the current University Brand.

10. To keep apprised of new merchandise of interest to the University community by using means such as, but not limited to, surveys and focus groups. Possible new lines of merchandise should be presented and/or suggested to the

University at least twice yearly.

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

12. To meet the Bookstore needs of differently-abled students. Concurrently, ADA requirements must be adhered to in all aspects of the management and operation of the Bookstore, physical store and online offerings must be ADA-compliant with the following:

a. ADA90-Title II is the compliance path for state-owned buildings and structures for designs based on 2021 VCC and 2021 VEBC. Applicable standards for ADA90-Title II compliance are as follows:

b. The prescribed accessibility standards for the scope of work are Chapter 2: Scoping Requirements of the

Department of Justice’s 2010 ADA Standards for Accessible Design, dated September 15, 2010. (Access Board, Suite 1000, 1331 F Street, NW, Washington, D.C. 20004-1111).

c. The prescribed accessibility standards for the technical design are Chapters 1 and 3 through 11 of Standards for

Accessible and Usable Buildings and Facilities (ICC A117.1-2017) approved March 28, 2017.

13. To provide employment opportunities for the University’s students at a rate not less than the Commonwealth of

Virginia’s Minimum Wage or the University’s student minimum wage rate, whichever is greater.

14. To provide the University with a professional internet web-based presence for the benefit of enrolled students, faculty, staff, and visitors. This online order system should also include alumni-oriented merchandise.

15. To provide an online Athletic Store that supports the University’s intercollegiate athletic programs.

C. Special Requirements:

1. Operating Schedule: The Contractor should be prepared to operate the Bookstore on a 12-month basis, based on the

University’s academic calendar. 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 the University considers offensive, inappropriate, or based upon University rules, regulations, or policy. Storage of merchandise will be in areas allocated for the Bookstore, or such other premises as the Contractor chooses to use, and will be at the Contractor’s sole expense and risk. The bookstore local management team is empowered to make the buying decisions for the Radford University with input from students, athletics, alumni affairs, faculty, and staff. Bookstore teams will use an “open to buy” concept to ensure the product selection remains fresh and ever changing. Efforts are to be taken on a regular basis to keep inventory moving. Successful Offeror should be prepared to actively manage trends ensuring the Radford University bookstore has the latest product(s) available on the market. All items offered on the university website will receive the same commission structure as in store sales.

3. Operating Material: It is expected that the Contractor will be able to furnish all office machines, equipment, and supplies required for the efficient conduct of business. The Contractor may elect to utilize equipment already in place in the Bookstore but must accept equipment in “as is” condition and be responsible for future maintenance of such equipment. Any equipment so utilized will remain the property of the University.

4. Merchandising Rights: The University will grant the Contractor the right to sell University-licensed products, subject to limitations. The rights granted are not exclusive.

5. Branding: Radford University wishes to promote the University Brand across multiple merchandise offered for sale by the bookstore. Branded merchandise in the store should align with the University’s Brand Guide.

6. Price Match Guarantee – Contractor should have a price match guarantee program and explain how that program is promoted and advertised to students and families.

7. Pop Up Events at Roanoke Locations: Contractor should be prepared to have a presence at Pop Up Events identified by University to promote the University’s mission and to support specified events.

D. Specific Services to be Provided by the Bookstore Operation:

1. The Contractor should provide for charge sales of books, supplies, and all other merchandise to students, faculty, and staff through major credit card providers (e.g. Mastercard, Visa, AmEx, and Discover) and the University’s Debit

Card (OneCard).

2. The Contractor should have a method to accept personal checks from students, faculty, and staff in reasonable amounts in payment for purchases.

3. The Contractor should be solely responsible for the disposition of all damaged or surplus books, supplies, tools, materials, and other damaged or surplus merchandise, regardless of the cause thereof.

4. The Contractor should provide special order services and other such sale services, such as class rings, caps and gowns, commencement announcements, and diploma frames as requested by the University.

5. The Contractor will provide an electronic system for Faculty adoption of materials with adoptions integrating with

Banner ERP and with the Faculty Textbook Adoption section of the One Campus portal. Contractor’s system should integrate with Banner to populate Radford University’s One Campus View Textbooks for Term based on each student’s course schedule.

6. The University will make reasonable efforts to see that the Contract’s Bookstore management is given timely notice by faculty members or authorized departmental designees of the books, supplies, and materials requested for all courses offered, as follows:

1. For the spring semester (courses beginning in January): Notice provided on or before October 15;

2. For summer sessions: Notice provided on or before February 15;

3. For the fall semester (beginning in August): Notice provided on or before March 15;

4. Accelerated programs: Notice should be provided two weeks before the start of the fall; and

5. Wintermester program (beginning mid-December): Notice should be provided on or before September 15.

7. The Contractor should coordinate with each faculty member to affirmatively acknowledge the bookstore’s quoted retail price of textbooks selected for use in each course.

8. The Contractor should maintain positive working relationships with content publishers.

9. The Contractor is encouraged to 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.

10. The Contractor should expect to operate the Bookstore on a schedule that will be convenient to students, faculty, and the University community. Currently, operating hours are from 8:00 a.m. to 6:00 p.m., Monday through Thursday, 8:00 a.m. through 5:00 p.m. on Friday, 10:00 a.m. to 5:00 p.m. on Saturday, and Sunday 11:00 a.m. to 3:00 p.m., during each week the University is in regular academic session. Operating hours should ideally be extended during the first week of classes each semester as directed by the University. 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.

11. The Contractor should be prepared to provide for sales of textbooks and other educational materials required for off‐ campus courses at off‐campus instructional centers if requested by the University.

12. The Contractor should work collaboratively with the University's Alumni Association, if the University should so request, in joint marketing of soft goods.

13. The Contractor should cooperate with the University to set up displays and to conduct sales at agreed-upon athletic and/or other events held on or off campus.

14. The Contractor should get prior approval for all advertising that pertains to the University, which may occur off the

University's campus or in other than University media.

15. The Contractor should have the capacity to promote book signing and other academic and scholarly events.

16. The Contractor will work closely with Financial Aid to implement and maintain a book voucher program allowing students to easily use Financial Aid funds to purchase books.

17. The Contractor should have the means to accept alternative forms of payment and process payments from varying funding sources (i.e. Student Emergency Funds, Radford University Foundation Funds, Athletic Scholarship Funds.)

18. Provide a process for colleges/departments to follow regarding obtaining timely quotes for materials and items carried by the Bookstore.).

E. Inclusive Materials Access Program Materials ”): Radford University currently has a small number of courses that use an Inclusive Materials Access Program. This program includes the cost of course materials as an additional course fee that is billed by the Bursar’s office. Links to course materials are then manually added to each D2L Brightspace course.

1. Expand upon the affordability of classroom instructional materials for students;

2. Collaborate between the University and publishers regarding the pricing of textbooks and course materials;

3. How the management of purchasing approved textbooks and course materials would be handled for the University;

and

4. How the contractor would manage third-party publishers; and

5. What expectations the Offeror would have in regard to exclusivity.

6. Describe how Offeror would seek and support Faculty engagement in an inclusive materials access program.

7. Describe how Offeror would support students enrolled in a program of this type.

8. Describe how to minimize the level of manual effort required by Radford University staff to operate this program.

F. Facilities and Equipment:

1. The Bookstore may be operated in the existing space located in Dalton Hall, as more specifically described in

Attachment E, and/or an off‐campus location during the renovation of Dalton Hall. Additions to or deletions from the existing space may be made but must be agreed upon in writing by the Contractor and the University. This does not preclude discussions regarding alternate/additional placement or the use of e-commerce to reduce the need for physical space of the Bookstore Facilities by either party.

2. Equipment and fixtures currently used for the operation of the Bookstore that are owned by the University will be available for use by the Contractor. At present, this includes a safe, Radford Fixed Asset Tag #6974.

3. The Contractor should plan to be responsible for providing such additional equipment and fixtures as may be necessary for the successful operation of the Bookstore, including point of sale system, computers, and servers, which operate on a network separate from the University, including separate data lines.

4. The Contractor will submit documentation demonstrating PCI compliance for the systems utilized. See “PCI

COMPLIANCE” in Special Terms and Conditions located in Attachment A.

5. Any proposed renovations/upgrades to the existing and/or off-campus space and fixtures must be presented to the

University for approval.

6. The Contractor is expected to be responsible for cleaning and maintaining all space, fixtures, and equipment used by it in the operation of the Bookstore. The Contractor is responsible for providing all housekeeping services required.

The University will provide repair services in the existing space at the request of the Contractor, to the extent that it has the capability of doing. Except as provided in Paragraph 7 below, will charge the cost of such services to the

Contractor. Any replacements required, including light bulb replacements, will be at the expense of the Contractor.

7. The University will be responsible for major structural repairs to the existing 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. If such repairs are required as a result of the actions of the Contractor, its agents or employees, the cost of repairs will be paid by the

Contractor. Such repairs will be made, as the University should decide, either by the University or by an independent

Contractor.

8. The University will provide all utilities to the University owned space used by the Contractor including lights, heat, air conditioning, water and sewerage. The University will provide the Contractor with access to voiceover IP telephone service. The Contractor will be responsible for all costs associated with such service including installation, monthly equipment charges, and local and long-distance charges. The Contractor is expected to reimburse the University for any costs incurred by it on behalf of the Contractor in the provision of access to telephone service. The University will provide trash removal at a designated area in Dalton Hall (or other University owned property) without cost to the

Contractor and will provide pest control without cost to the Contractor. The University will not be liable to the

Contractor for its failure to provide the services described herein if such failure is due to causes beyond the control of the University.

9. Agents and employees of the Contractor working in the Bookstore will be provided access to parking lots utilized by the University employees at the same rates as the University employees.

10. The Contractor is expected to 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 and fixtures and equipment owned by the University. See

“INSURANCE” in Special Terms and Conditions, located in Attachment A.

11. The Contractor should cooperate with the University's Chief of Police and with other University officials in the provision of security for the Bookstore. The Contractor is expected to be responsible for maintaining intrusion alarms and other security systems deemed necessary for the space in Dalton Hall or an off‐campus location used by the

Bookstore operation. However, the University Police Department will be provided access to security/video and codes to alarm/disarm security features to conduct official business.

12. The Contractor should control the distribution of keys to the Bookstore space except that at least one copy of the key to the Bookstore space should be provided to a designated official of the University. The Contractor will be required to work with University personnel on granting, monitoring and revoking card‐swipe access promptly. The Contractor agrees to notify the University immediately upon an employee’s separation to ensure the respective card‐swipe and system accesses are removed.

13. The Commonwealth of Virginia requires the use of certain state contract items by University departments. The

Contractor agrees to work cooperatively with the University by not allowing University departments to purchase state contract items from the Bookstore.

14. The University may provide the Contractor with connectivity to the campus network and the internet. The Bookstore will be responsible for the hardwiring and wiring costs of any new network connections.

G. Personnel:

1. Employment Policies: The Contractor’s employment policies shall meet the requirements of current state and federal laws and regulations. The Contractor shall employ staff in its name only; all employees of the University Bookstore shall be employed in the Contractor’s name (including University students).

2. Adequacy: The 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 employees are under the purview of the Contractor. The Contractor is responsible for the payment of all labor costs, fringe benefits, and payroll taxes.

3. Managers: The Bookstore Manager and Department Managers 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.

4. 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 action will be taken only after consultation with Contractor Administrators.

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

University Bookstore.

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

7. Apparel Expectations: Contractor employees will not wear or display logoed material from another institution while in the workplace. Logoed apparel worn should be Radford University gear. Dress is to be business casual.

H. Purchase of Merchandise and Inventory of Equipment at Contract Commencement: Upon the commencement of the

Contract, the new Contractor and the University will perform an inventory of the University's equipment which will be used by the new Contractor in the University Bookstore. The inventory will note the condition of the equipment, as agreed upon by the University and the Contractor.

11. SPECIFIC REQUIREMENTS: Proposals should be as thorough and detailed as possible so that Radford University may properly evaluate your capabilities to provide the required goods or services. Offerors are required to submit the following information/items as a complete proposal:

A. Plan or Methodology for Delivery of Services: Provide your plan for providing Bookstore Management and Operation

Services for Radford University. Offeror should provide information addressing all requirements as stated in Section 9 above to include:

1. A description of what specific services the Offeror proposes to provide the manpower needed, when services shall be performed, by whom, and the anticipated time durations for typical services.

2. A description of the Offeror’s customer service model for students, faculty and staff, departments and campus community. Explain how you would provide outstanding customer service.

3. A description of any reports, certifications, or deliverables in the performance of the work included in this solicitation.

Include copies of all standard certifications, business licenses, resumes of key employees, reports, example receipts, and tracking tools.

4. Identify a projected timeline for delivery of services relative to the award date of the contract.

5. Experience and Qualifications: Provide a written narrative outlining the experience of the company in providing the services described.

a. Provide names, qualifications and experience of personnel to be assigned to the project, including an organization chart, individual qualifications and duties.

b. Resumes of key employees to be assigned to the project.

B. Current bookstore operations experience: Please provide a list of all locations where the Offeror has operated a bookstore since January 1, 2019, or is currently operating a bookstore. For each location at a college or university, indicate whether the Offeror currently has a contract for the operation, where it was canceled or renewed. In the event of cancellation or non-renewal, please provide information as to why that decision was reached.

C. Financials: Provide a balance sheet or annual report of the Offeror’s last fiscal year, certified by a CPA.

D. Internal Systems: A description of the internal systems of the Offeror for:

1. Inventory controls for textbooks, trade books, and general merchandise;

2. Recording, checking, and supporting sales;

3. Control of cash and refunds; and

4. Any internal audits.

E. Business Practices: Provide a detailed description of how your company will manage and implement the following, to include but not limited to:

1. Use Dynamic Pricing Strategies ensuring textbooks are competitively priced with Amazon.com and other on-line retailers.

2. Guarantee every title, format, course pack, specialty book, etc. adopted by university faculty are available before the start of classes with the exception of circumstances beyond Contractor’s control (e.g. possible publisher delays in production (of which would be communicated to the instructor by the bookstore), late orders from faculty member, or last minute changes in the materials selected.

3. Enable students to purchase course materials using their student financial aid, OneCard, major credit cards, mobile payment platforms, gift cards, and personal checks.

4. Provide a no hassle, simple in-store or online return policy that is designed for the utmost flexibility to university students.

5. Ensure disabled students can obtain accessible course materials.

6. Support university faculty in their efforts to adopt textbooks and other custom course pack materials for their classes.

F. Used Books: A description of the Offeror’s access to wholesale used books.

G. Rental Program: A description of the Offeror’s access to rental titles and rental program.

H. Book-Buy Back: A description of any buyback policies, which may include any of the following, but not limited to:

1. The buyback program incorporates both new and used textbooks.

2. Exceptions include material that is deemed a consumable, has a code from the publisher, or no longer is used within the marketplace.

3. Buy back prices will be up to 50% cash back of the textbook purchase price.

4. Contractor will monitor course material information in order to identify if they can be used again on campuses across the country.

5. Radford University students will be notified making them aware their books can be sold back to the bookstore.

6. Buy back can be accommodated any time during the year or at the end of the semester.

I. Merchandise: A description of the products to be offered such as but not limited to soft goods, University apparel, memorabilia, cards, academic literature, etc. This should include a marketing strategy for keeping products that appeal to consumers, address demand, and increase bookstore revenues. Apparel should be available that appeals to students, alumni and families and is affordable.

J. Organizational Chart: An organizational chart showing the management structure of the Offeror with a description of the qualifications and credentials of upper-level management.

K. Management Plan: A plan for the management and staffing of the bookstore. This plan should include a proposal for providing employment to Radford University students.

L. Strategy for sale of computers: Please provide a detailed narrative as to the following:

1. How you will support all computer vendors and partnerships;

2. How you will select the computer models for sale at the bookstore;

3. How and where warranty service will be provided; and

4. Provide pricing strategies/payment options for the sale of computers and software to University students, faculty, and staff.

5. Accept a financial aid bookstore voucher, or credit, debit, or cash as the payment method for computer sales and equipment.

M. Technology Plan:

1. An automation/technology plan (e.g. Point of Sale system) for the management of the Bookstore. For each area to be automated, the Offeror is to provide a brief description of what the automated system will do. Offeror is to indicate if this automated system can, or will, be tied to the Offeror’s central computer system and, if so, when it may be installed, and what functions this networking will provide. The offeror is to indicate whether this system will be tied in with any other contract bookstore operations and, if so, where and when. The offeror is to indicate what type of backup system or procedures are to be utilized in the case that the system is temporarily inoperative.

2. The comprehensive technology plan shall demonstrate the Internet web-based store and outline proposed initiatives for incorporating innovative concepts into the sales environment.

3. The plan should address providing an online website that lists required or assigned textbooks for each course including the International Standard Book (ISBN) along with other relevant information.

4. It should also address coordination with the University’s Division of Information Technology to allow a URL linking the University’s Online Course Catalog to the Contractor's website and the specific book for the selected course.

Contractor’s system should integrate with student financial aid vouchers in Banner ERP through the ONE Campus

Portal.

5. Contractor’s system should integrate with inclusive access delivery model, with digital publisher content delivered to the University’s learning management system (currently Desire to Learn and any future LMS platform chosen by the

University).

6. Contractor will fund the expense of integration between its’ systems and Radford University Systems, with a focus on automation and accuracy.

7. Contractor acknowledges that technology advances are likely during the term of the contract and will strive to adapt and offer the latest innovations to support the University.

8. Information on data protection and security as required and included in Attachment G attached hereto.

N. Implementation Plan: A contract implementation and transition plan, with target and event dates for an assumed operation of the Bookstore contract.

O. Policies and Procedures: Indicate the policies/programs/procedures proposed for the use in the operation of the Bookstore in the areas below:

1. Refunds;

2. Special orders (e.g., caps/gowns, rings, commencement invitations);

3. Maintenance of all required course books in stock;

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

5. Rental program details, including return process for textbooks to store or shipping to store.

6. Processing of late textbook requests and orders

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

8. Charges and policies for cashing checks;

9. Charges and policies for returned checks;

10. Pricing; and

11. Online orders.

P. Compliance: A description of the Contractor’s plan to assist the University with the compliance requirements of the

Higher Education Opportunity Act, as applicable to the operations of the bookstore, along with compliance with the

University's Textbook Sales Policy.

Q. Events: A plan for the promotion of academic and scholarly events as appropriate.

R. Athletic Department: A plan for collaboration with the Athletic Department for goods and apparel that promote support for University intercollegiate athletic programs. This plan should include a specific proposal for operating an online athletic store.

S. Mobile Store / Kiosk Trailer: Contractor should be prepared to provide a trailer that will be wrapped with an approved

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