Request For Information (RFI) 101-HCC2026-01 Bookstore Management Services.pdf

RFI #101-HCC2026-01

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STATE OF NORTH CAROLINA REQUEST FOR INFORMATION (RFI) NO. 101-HCC2026-01

Haywood Community College Due Date: 08/29/2025, 2:00 PM

Refer ALL Inquiries regarding this RFI to:

Jacqueline Maurer

Accounting Technician – Purchasing

Haywood Community College

828-627-4605

Jkmaurer@haywood.edu

Commodity No. and Description:

958-13 Bookstore Management Services

801615 Management support services

Issue Date: 08/01/2025

RFI SUBMITTAL: Vendor’s response to this RFI must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool, Vendors should go to the following site:

https://eprocurement.nc.gov/training/vendor-training.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

NOTICE TO VENDOR

Request for Information (RFI) will be received at this office until 4:00 pm EST on the day of opening.

QUESTIONS

Submit written questions to Jacqueline Maurer until 08/15/2025. Questions may be submitted by e-mail to jkmaurer@haywood.edu. Please insert “RFI No. 101-HCC2026-01- Questions” in the subject matter of your e-mail. A summary of all questions and answers will be posted to the electronic Vendor Portal (eVP), https://evp.nc.gov), as an addendum to this RFI on or about 08/22/2025.

EXECUTION

VENDOR NAME: E-MAIL:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE: TELEPHONE NUMBER: TOLL FREE TEL. NO:

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

https://eprocurement.nc.gov/training/vendor-training mailto:jkmaurer@haywood.edu https://evp.nc.gov/

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1.0 OBJECTIVE & PURPOSE

The intent of this Request for Information (RFI) is to gather information for a possible future solicitation, which may result in a contract for the Haywood Community College.

HAYWOOD COMMUNITY COLLEGE (COLLEGE) MAKES NO COMMITMENT TO ACQUIRE ANY SERVICES UNDER THIS RFI. THE COLLEGE WILL NOT PAY FOR INFORMATION RECEIVED IN RESPONSE TO THE RFI. THE VENDOR

SOLELY BEARS ANY COSTS INCURRED IN PREPARATION AND SUBMISSION OF A RESPONSE.

This RFI is issued for information and planning purposes only and does not constitute a solicitation. Responses to the RFI will not be returned nor will the College confirm receipt of the RFI response. Whatever information is provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process. Responses to this RFI are not offers and cannot be accepted by the College to form a binding contract.

All interested vendors are requested to provide a written response to the questions below. A response to this RFI is necessary to assist the College in determining the potential levels of interest, adequate competition, market maturity, and service capabilities within the business community.

The College requests detailed vendor specific and industry standard information on how your firm would address the items in the following sections of this RFI.

2.0 INTRODUCTION

The College is conducting this RFI as market research to determine variables to consider for the Management of the Haywood Community College Bookstore, as defined herein.

Based on the responses to this RFI, the College may further solicit the requirements that most meet its needs regarding cost, performance, delivery method, growth potential, scalability, and least disruptive to operations.

3.0 BACKGROUND & CURRENT STATUS

Haywood Community College desires a campus bookstore solution that is a reflection of the academic quality, image, and history of the College. Elements of a campus bookstore at HCC are expected to include, but are not limited to, the following:

• Supporting the academic mission of the College by providing efficient, effective, and affordable textbook/course materials services to students and faculty.

• Creating and implementing effective strategies to reduce the cost of textbooks/course materials to HCC students by offering a strong used textbook program, a comprehensive textbook rental program, a digital textbook/course materials program, and by utilizing emerging technologies.

• Providing easy access and multiple distribution channels for textbooks/course materials.

• Developing a proactive textbook/course materials strategy that will allow the Campus store to compete effectively in the challenging college bookstore environment.

• Communicating and coordinating with faculty regarding the use of all types of course materials.

• Providing comprehensive textbook/course materials services to support all College programs, including

Haywood Community College’s (HCC) current or future distance learning programs and online courses.

• Enhancing the campus experience by providing exceptional customer service, which includes: maintaining staff of knowledgeable professionals dedicated to servicing a college clientele, maintaining a robust product offering necessary to support a diverse and modern campus community, minimizing transaction times and wait times for in-store and online purchases, and ensuring efficient processing of all transactions (i.e., financial aid, scholarships, etc.).

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• Creating a dynamic, exciting retail environment.

• Developing a comprehensive marketing and promotional strategy that will assist with advancing the HCC brand.

• Assisting with promoting and branding HCC by offering a broad selection of emblematic clothing and gifts.

• Providing exceptional value to customers by offering high-quality products and services at fair prices and multiple price points.

• Developing a comprehensive online/web strategy and mail order program.

• Utilizing modern technology for bookstore operations (e.g., point-of-sale, inventory management, website, financial aid, registration integration, etc.).

The current bookstore is operated by a third party.

4.0 RFI PROCEDURES

The College recognizes that considerable effort may be required in preparing a response to this RFI. However, respondents are advised that this is a request for information only, and not a request for services.

Respondents shall bear all costs for preparing their RFI response. Respondents to this RFI are asked to be thorough and concise.

Entities who submit documentation in response to this RFI may be invited to present their ideas. An in-person presentation by an entity that submits documentation or participates in discussion or demonstrations in response to this RFI will not serve as a basis for precluding that entity from responding to any future solicitation regarding handling and disposition services.

All responses, inquiries, or correspondence relating to or in reference to this RFI, and all documentation submitted by the various respondents shall become the property of the College when received. The responses to this RFI, any follow-up questions and presentations to the College may be used to develop any future solicitation.

5.0 Schedule

Respondents will have four weeks to prepare their submissions to this RFI. Responses must be received by the date and time specified in this RFI. Respondents may also be invited to present and discuss their solutions. This could be virtually or in person. Respondents will be notified of the specific date and time at least two (2) weeks in advance of their presentation.

6.0 Clarification Questions

Clarification questions regarding this RFI will be accepted until specified time on the cover sheet of this RFI. All questions must be submitted in writing to the email address specified on the cover sheet of this RFI. An addendum containing clarification questions, and their answers will be issued as an addendum to this RFI, though eVP.

7.0 Response

The College is not interested in brochures or “boilerplate” responses. Instead, responses should clearly define how the Vendor’s proposed solution(s) would meet the College’s business requirements. Any issues or exceptions to the College’s requirements should also be identified and explained in detail. The Vendor shall provide the following in their response:

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1. Transmittal Letter The transmittal letter should be in the form of a standard business letter and should be signed by a respondent-authorized individual. It should note the following:

a) A statement that deviations are included, if applicable.

b) A statement that proprietary information is included, if applicable.

2. General Information

Respondent information:

a) Name of Company

b) Contact Person

c) Address, Telephone Number, Email Address

d) Brief history of company

3. Content Is your firm interested in a potential partnership with the College to provide Management of the Haywood Community College Bookstore?

Interested firms shall submit a response to this RFI together with:

• Marketing materials including information on your firm

• Detailed description of the product(s), services and capabilities available to the College

• Representative cost estimates

• Recommended implementation strategy

• Timeline estimates

• References from current clients who received the same services as described in the RFI response

The response should define all services that will be required by the proposed solution. The response should also include:

• The vendor’s understanding of the project and services by addressing the College’s business requirements;

• An estimated total cost of ownership for the solution including continued compliance with emerging industry standards.

4. Cost and Schedule Estimates

These cost estimates are not formal quotes and have no bearing on any future solicitation for solutions. This information is for research and planning purposes only.

• Cost Estimates for initial solution implementation to include hardware, software and services.

• Cost Estimate for total cost of ownership

• Define any limitations to cost estimates

• Describe College resources required to implement and support solution

• Describe all related charges or fees, for a solution proposed.

5. Multiple Responses

Multiple responses will be accepted from a single vendor provided that each response is comprehensive, meets all of the state’s requirements, and is truly unique. Please submit responses separately and clearly indicate responses as “Response #1, Response #2, etc.

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8.0 CONFIDENTIAL INFORMATION

In accordance with 09 NCAC 06B.0103 the State may maintain confidentiality of certain types of information described in N.C. Gen. Stat. 132-1 et. seq. Such information may include trades secrets defined by N.C. Gen. Stat.

132-1.2. Respondents may designate appropriate portions of its response confidential, consistent with and to the extent permitted under the Rules and Statutes set forth above, by marking the pages containing confidential information with boldface type at the top and bottom of each such page stating “CONFIDENTIAL.” By so marking any page, the Respondent warrants that is has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisers that the portions marked confidential meet the requirements of the Rules and Statutes set forth above. The State may serve as custodian of Respondent’s confidential information and not as an arbiter of claims against Respondent’s assertion of confidentiality. If an action is brought pursuant to N.C. Gen. Stat. 132-9 to compel the State to disclose information marked confidential, the Respondent agrees that it will intervene in the action through its counsel and participate in defending the State, including any public official(s) or public employee(s). The Respondent agrees that it shall hold the State and any official(s) and individual(s) harmless from any and all damages, costs, and attorney’s fees awarded against the State or official or individual in the action. The State agrees to promptly notify the Respondent in writing of any action seeking to compel disclosure of Respondent’s confidential information. The State shall have the right, at its option and expense, to participate in the defense of the action through its counsel. The State shall have no liability to Respondent with respect to the disclosure of Respondent’s confidential information ordered by a court of competent jurisdiction pursuant to N.C. Gen. Stat. 132-9 or other applicable law.

All information received in response to the RFI that is marked Confidential will be handled accordingly. The College shall not be liable for or suffer any consequential damages for any proprietary information submitted and not properly identified. Proprietary information will be safeguarded in accordance with the applicable state regulations.