RFP 2022-4-C Bookstore Services.docx

RFP NO.: 2022-4-C

BOOKSTORE SERVICES

Sealed proposals are due to the Purchasing Department PRIOR TO:

THURSDAY, MARCH 3rd, 2022 at 3:00 PM Mountain Time Proposals may also be submitted electronically at:

https://www.bidnetdirect.com/new-mexico/cloviscommunitycollege

NO LATE PROPOSALS WILL BE ACCEPTED

Clovis Community College, Clovis, New Mexico cannot guarantee that due to internal procedures any proposals sent Priority Mail will be picked up and delivered by the due date and time. It is recommended that time-critical proposal deliveries be made either in-person or via an alternate delivery method.

Clovis Community College Purchasing Department

Clovis Community College appreciates your time and effort in preparing your proposal. All offerors should familiarize themselves with the following Instructions to Offerors, General Terms and Conditions, and Specifications.

INSTRUCTIONS TO OFFERORS

1. Proposal Delivery, Due Date and Time

a) Clovis Community College is seeking sealed proposals for Bookstore Services.

a. Sealed proposals must be received prior to 3:00 PM Mountain Time, on Thursday, March 3d, 2022. Any proposal received after the due date and time will be rejected and returned unopened to the offeror. Each proposal and supporting documentation must be in a sealed enveloped or container and plainly marked with the RFP no. and title. Offeror must also include their company name and address on the outside of the envelope of container.

b. Delivery of Sealed Proposals:

Mark sealed proposals: “RFP No. 2022-4-C, Bookstore Services”. All proposals must be delivered to and received at the following location prior to the due date and time:

Clovis Community College Attn: Purchasing Department 417 Schepps Blvd. Room 116 Clovis, New Mexico 88101

c. Proposals can be submitted electronically in lieu of submitting a paper proposal at:

https://www.bidnetdirect.com/new-mexico/cloviscommunitycollege Electronically-submitted proposals must be submitted prior to the due date and time.

d. Offerors are responsible for making certain proposals are delivered to the Purchasing Department. Mailing of a proposal does not ensure the proposal will be delivered on time. If the offeror does not hand-deliver or submit their proposal on-line, it is recommended the offeror use some sort of delivery service. Clovis Community College assumes no responsibility for errant delivery of proposals, including those relegated to a courier agent who fails to deliver in accordance to the due date and time.

e. No proposals will be accepted by oral communication, telephone, e-mail, or facsimile.

f. Proposals may be withdrawn prior to the due date and time. Proposals cannot be withdrawn, altered or amended after the due date and time.

g. Clovis Community College reserves the right to extend the due date and time through an addendum.

2. Restrictions of Communication with College Staff

a. From the issue date of this RFP until award is made, offerors are not allowed to communicate about the subject of this RFP with any College administrator, faculty, staff, or members of the Board of Trustees except:

i. The Purchasing contact listed;

ii. College representatives authorized in writing by the Chief Procurement Officer of the College;

iii. College representatives during a pre-proposal conference, if any; and

iv. College representatives during presentations, if any.

b. If a violation of this provision occurs, Clovis Community College reserves the right to reject the proposal submitted by the offending offeror.

3. Sequence of Events

The Purchasing Department of Clovis Community College will make every effort to adhere to the following schedule:

This sequence of events is an estimated timeline of events. Due to scheduling and other unforeseen conflicts, this schedule may be condensed or extended. Any changes to the Deadline to Submit Questions or Submission of Proposals will be through an addendum. All other changes are at the sole discretion of Clovis Community College and do not require an addendum.

4. Optional Pre-Proposal Meeting

a. For the purpose of familiarizing offerors with the requirements and answering questions as needed for clarification, a pre-proposal meeting will be held on February 17th, 2021 at 10:00 AM Mountain Time in Room 101 at Clovis Community College, 417 Schepps Blvd., Clovis, NM 88101. All persons attending the conference will be required to sign in and identify the prospective offeror they are representing.

b. It is the offeror’s responsibility to attend the pre-proposal meeting though the meeting is not mandatory.

5. Intentionally Omitted

6. Clarification of Requirements

a. It is the offeror’s responsibility to advise the Purchasing Department if any language, requirements, or any combination thereof inadvertently restricts or limits the requirements stated in this proposal to a sole source. Such notification must be submitted in writing and must be received by the Chief Procurement Officer no later than three (3) days prior to the due date and time. A review of such notifications will be made. Failure to provide the appropriate information within the time allotted shall constitute a waiver of any protest.

b. All questions or clarifications must be submitted online at: https://www.bidnetdirect.com/new-mexico/cloviscommunitycollege. Any question submitted via email or over the phone will not be answered. Prospective offerors who submit questions via email or over the phone will be directed to submit their question or clarification to the link above.

7. Addenda

a. Any changes, additions, or modifications to the proposal will be made by a written addendum. Any addenda will be posted online at https://www.bidnetdirect.com/new-mexico/cloviscommunitycollege. It is strongly suggested that prospective offerors check for any addenda a minimum of seventy-two (72) hours prior to the due date and time.

b. All addenda shall be in writing. Clovis Community College shall not be legally bound by any amendment or interpretation that is not in writing. Only information supplied by Clovis Community College in writing or in this proposal should be used in preparing responses. All contacts that a offeror may have had before or after receipt of this proposal with any individuals, employees, or representatives of Clovis Community College or any information that may have been read in any news media or seen or heard in any communication facility regarding this proposal should be disregarded in preparing responses.

c. Clovis Community College does not assume responsibility for the receipt of any addendum sent to prospective offerors.

8. Examination of Documents and Requirements

a. Each offeror should carefully examine all documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the goods and/or services being proposed meet the intent of these specifications.

b. Before submitting a proposal, each offeror shall be responsible for making all investigations and examinations necessary to ascertain conditions and requirements affecting their proposal. Failure to make such investigations and examinations shall not relieve the offeror from the obligation to comply in every detail, with all provisions and requirements of this proposal.

9. Proposal Submittal

a. Submittal of a Sealed Paper Proposal

i. Offerors must submit one (1) original and two (2) softcopies of their sealed proposal prior to the due date and time. The two (2) softcopies must accompany the original in the sealed proposal and can be either CD- ROM, USB Drive, or other media. Failure to submit the required additional copies may result in the proposal being deemed non- responsive to the specifications.

b. Submittal of an Electronic Proposal

i. Offerors may elect to submit an electronic proposal in lieu of submitting a sealed paper proposal. The electronic submittal must be submitted prior to the due date and time and are to be submitted at: https://www.bidnetdirect.com/new-mexico/cloviscommunitycollege.

c. Clovis Community College is exempt by statute from payment of all federal, state and municipal excise, sales and other taxes. Tax exempt certification or a Non- Taxable Transaction Certificate will be executed by the Purchasing Department upon request.

d. Any information regarding warranties and/or maintenance agreements pertaining to said proposal item(s) are to be included in the proposal submittal.

e. All proposals submitted shall be F.O.B. Delivered, Freight Pre-Paid and Allowed and shall include all delivery and packaging costs.

f. Proposal prices shall be held firm for a minimum period of one-hundred twenty

(120) days. Proposals subject to price increases during this period shall be deemed non-responsive and will not be evaluated further.

g. All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all reports, charts, and other documentation submitted by offerors shall become the property of Clovis Community College when received.

10. Proposal Preparation Costs

a. Issuance of this RFP does not commit Clovis Community College in any way to pay any costs incurred in the preparation and submission of a proposal. Offerors are solely responsible for any costs incurred in preparation and submission of their proposal.

b. The issuance of this RFP or the receipt of any response to this RFP does not obligate Clovis Community College to enter into any contract for goods and/or services.

11. Public Inspection

a. General

i. After award, any written determinations made, the evaluation committee report and each proposal, except those portions which the offeror has made a written request for confidentiality, shall be open to public inspection. Confidential data is normally restricted to confidential financial information concerning the offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, 57-3A-1 to 57-3A-7 NMSA 1978. The price of goods offered or the cost of services may not be designated as confidential information.

Award in this context means the final required Clovis Community College signature on the contract(s) resulting from this procurement.

b. Confidential Data

i. If a request is received for disclosure of data for which a offeror has made a written request for confidentiality, the Chief Procurement Officer shall examine the offeror’s request and make a written determination that specifies which portions of the proposal should be disclosed. If it is determined that a offeror’s requested confidential data should be disclosed, that offeror will receive reasonable notice in order to afford the offeror the opportunity to take legal action to prevent disclosure. Unless the offeror takes legal action to prevent the disclosure, the data will be so disclosed. After award the proposal shall be open to public inspection subject to any continuing prohibition on the disclosure of confidential data.

c. Public Records Act

i. The inspection of public records is governed by the Inspection of Public Records Act, 14-2-1 through 14-2-12 NMSA 1978. To the extent that any provision in this Instructions to Offerors conflicts with the Inspection of Public Records Act, as interpreted by the courts of this State, that act shall control. Furthermore, no obligation to keep data confidential which is contained herein is intended to create any liability that would not otherwise exist under law.

12. Resident Offeror, Resident Veteran Business, Resident Contractor, and Resident Veteran Contractor Certification

a. To receive a resident business or resident veteran business preference pursuant to Section 13-1-21 NMSA 1978 or a resident contractor or resident veteran contractor preference pursuant to Section 13-4-2 NMSA 1978, a business or contractor shall submit with its proposal a copy of a valid resident business certificate, valid resident veteran business certificate, valid resident contractor certificate or valid resident veteran contractor certificate issued by the taxation and revenue department. The certificate submitted must meet the requirements of Section 13-1-22 NMSA 1978.

13. Resident Business / Resident Veteran Business Preference

a. By issuing this RFP, Clovis Community College shall award a proposal submitted by a resident business an additional five percent (5%) of the total possible points available in accordance with Section 13-1-21 NMSA 1978.

b. By issuing this RFP, Clovis Community College shall award a proposal submitted by a resident veteran business that has an annual gross revenue of up to three million dollars ($3,000,000) in the preceding tax year an additional ten percent (10%) of the total possible point available in accordance with Section 13-1-21 NMSA 1978.

14. Right to Protest

a. Any protest by an Offeror must be timely and in conformance with Section 13-1- 172 NMSA 1978, and applicable procurement regulations. The fifteen (15) calendar day protest period shall begin on the day following the award of the contract and will end at 5:00 PM Mountain Time on the 15th day. Protests must be written and must include the name and address of the protestor and the RFP number. It must also contain a statement of the grounds for the protest, including appropriate supporting exhibits and must specify the ruling requested by the Chief Procurement Officer. The protest must be delivered to:

Steve Brooks, Chief Procurement Officer Clovis Community College 417 Schepps Blvd.

Clovis, NM 88101

b. Failure to protest within the time period allotted shall constitute a waiver of any protest.

c. Protests received after the deadline shall not be accepted.

15. Bribes, Gratuities, and Kickbacks

a. Offerors shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official, agent or representative of Clovis Community College. Doing so is a violation of the Procurement Code and any business or person that willfully violates the Procurement Code may be subject to criminal and civil penalties as allowed for under law.

b. The Procurement Code, 13-1-28 through 13-1-199 NMSA 1978, imposes civil, misdemeanor and felony criminal penalties for its violation. In addition, the New Mexico criminal statutes impose felony penalties for bribes, gratuities, and kickbacks.

16. Campaign Contribution Disclosure and Prohibition

a. Offerors shall disclose all campaign contributions given by the offeror or a family member or representative of the offeror to an applicable public official of the state or a local public body during the two years prior to the date on which the proposal is submitted, if the aggregate total of contributions given by the offeror or a family member or representative of the offeror to the public official exceed two-hundred fifty dollars ($250) over the two-year period.

b. The disclosure shall indicate the date, the amount, the nature and the purpose of the contribution. The form is included as part of this RFP packet and is required as part of the proposal submittal.

c. If no contributions were made, the offeror shall make a statement that no contribution was made.

d. An offeror or a family member or representative of the offeror shall not give a campaign contribution or other thing of value to an applicable public official or the applicable public official’s employees during the pendency of the RFP process.

e. A solicitation or award for a proposed contract may be canceled or a contract that is executed may be ratified or terminated if:

i. A prospective contractor fails to submit a fully completed disclosure statement; or

ii. A prospective contractor or family member or representative of the prospective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official’s employees during the pendency of the procurement process.

17. Authorization to Bind

a. Proposals must show offeror name and address of offeror. The person authorized to bind the company must be included. Person submitting the proposal must show title or authority to bind their company.

b. The proposal submitted by the offeror shall become an integral part of the contract between Clovis Community College and the offeror. The representations, covenants, and conditions contained therein shall be binding upon the person or company executing the same.

18. Proposal Opening

a. Proposals shall not be opened publicly and shall not be open to public inspection until after award of a contract. An offeror may request in writing nondisclosure of confidential data. Such data shall accompany the proposal and shall be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal.

b. The record shall only indicate which offerors submitted a response to this RFP. This records shall be available within 48 hours after the due date/time for the receipt of proposals at: https://www.bidnetdirect.com/new- mexico/cloviscommunitycollege.

19. Evaluation of Proposals

a. The evaluation shall be based on the evaluation factors and the relative weights set forth in this RFP.

b. Clovis Community College has appointed an evaluation committee to review and evaluate responses received.

c. For the purpose of conducting discussions under 1.4.1.39 NMAC, proposals shall initially be classified as:

i. Responsive;

ii. Potentially responsive, that is, reasonable susceptible of being made responsive; or

iii. Non-responsive.

d. Non-responsive proposals are disqualified and eliminated from further consideration. A written determination in the form of a letter shall be sent to the disqualified offeror(s) setting forth the grounds for the disqualification.

20. Proposal Discussions and Negotiations with Individual Offerors

a. Discussions may be conducted with responsible offerors who submit acceptable or responsive, potentially acceptable or potentially responsive proposals.

b. Discussions are held to clarify technical or other aspects of the proposals.

c. If during discussions there is a need for any substantial clarification or change in the RFP, the RFP shall be amended to incorporate such clarification or change. Any substantial oral clarification shall be reduced to writing by the offeror.

Proposals may be accepted and evaluated without such discussion. This is not an opportunity for offerors to amend the substance of their proposals.

d. All responsible offerors who submit acceptable proposals are eligible for the short list. If numerous acceptable proposals have been submitted, the Chief Procurement Officer may rank the proposals and select the highest ranked proposals for the short list. Those responsible offerors who are selected for the short list are the “short-listed offeror” or “finalist offerors”.

e. Competitive negotiations may be held among the short-listed offerors to:

i. Promote understanding of the requirements and short-listed offerors’ proposal; and

ii. Facilitate arriving at a contract taking into consideration the evaluation factors set forth in this RFP;

iii. Negotiations of the relevant terms and conditions as well as any other important factors in this RFP will be negotiated prior to award of a contract, not after award.

f. Short-listed offerors shall be accorded fair and equal treatment with respect to any negotiations and revisions of proposals. If during discussions there is a need for any substantial clarification or change in the RFP, the RFP shall be amended to incorporate such clarification or change. Any substantial oral clarification of a proposal shall be reduced to writing by the short-listed offeror.

21. Disclosure

a. The contents of any proposal shall not be disclosed so as to be available to competing offerors during the negotiation process and prior to award.

22. Best and Final Offers

a. Clovis Community College reserves the right to request a Best and Final Offer from any or all short-listed offerors.

23. RFP Award

a. General

i. Award shall be made to the responsible offeror or offerors whose proposal is most advantageous to Clovis Community College, taking into consideration the evaluation factors set for in this RFP.

b. Product Acceptability

i. Clovis Community College may require the submission of samples, descriptive literature, technical data, or other material to determine products acceptability. Clovis Community College may also request:

1. Inspection or testing of a product for such characteristics as quality or workmanship;

2. Examination of such elements as appearance, finish, taste or feel; or

3. Other examinations to determine whether it conforms with other specification requirements.

ii. Purpose of Acceptability Evaluation

1. An acceptability evaluation is not conducted for the purpose of determining whether one offeror’s item is superior to another’s, but only to determine that a offeror’s offering is acceptable as set forth in the specifications. Any offeror’s offering which does not meet the acceptability requirements shall be rejected as non- responsive.

c. Brand Name or Equal Specification

i. If the specifications call for a brand-name or equal, the purpose of utilizing a brand-name is to describe the standard of quality, performance and characteristics desired and is not intended to limit or restrict competition.

24. Equal Employment Opportunity

a. Offeror agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, disability, or in any way violate Title VII of the 1964 Civil Rights Act, as amended, except as permitted by said laws.

CLOVIS COMMUNITY COLLEGE GENERAL TERMS AND CONDITIONS

1. Notwithstanding acceptance by Clovis Community College of the goods or services ordered hereby, no additional terms or conditions of the vendor, whether contained within the vendor’s invoice or otherwise, shall be accepted by Clovis Community College, unless agreed upon in writing.

2. In the event the terms and conditions herein expressed conflict with the terms and conditions of any specifications issued by Clovis Community College in conjunction with this purchase, the specifications shall supersede these terms and conditions to the extent of the conflict.

3. Clovis Community College will not accept or pay for goods delivered or services performed without a specific written Purchase Order.

4. All goods to be delivered or services to be performed shall conform in every respect to the specification issued by Clovis Community College in conjunction with its solicitation of bids or proposals. In the event no such specifications were issued, the goods or services shall conform to the response submitted by the vendor.

5. By acceptance of this order, in addition to the guarantees and warranties provided by law, Contractor expressly guarantees and warrants as follows: A) that the goods delivered hereunder will be in full conformity with the specifications or with the approved sample submitted, and agreed that this warranty shall survive acceptance of delivery and payment for goods and that the Contractor will bear the cost of inspecting and/or testing articles rejected; B) that the goods to be delivered hereunder will not infringe on any valid patent, trademark, trade name, or copyright and that the Contractor will, at Contractor’s own expense, defend any and all actions or suits charging such infringement and will save and hold harmless Clovis Community College, its officers, employees, agents, and representatives from any and all claims, losses, liabilities and suits arising therefrom; C) that the goods to be delivered hereunder will be manufacture red, sold and/or installed in compliance with the provisions of applicable federal, state and local laws and regulations; D) that nothing contained herein shall exclude or affect the operation of any implied warranties otherwise arising in favor of Clovis Community College.

6. Unit pricing shall be in strict conformity with the bid or proposal submitted by the Contractor, unless a price increase is authorized by Clovis Community College.

7. Price escalations may be permitted by Clovis Community College during the term of the contract. All requests for price escalations shall be in written form and shall demonstrate industry-wide or regional increases in the Contractor’s costs.

8. If during the term of the contract the Contractor’s net prices to other customers for the same goods and/or services are lower than the Clovis Community College contracted prices, an equitable adjustment shall be made to the contract price.

9. In accordance with NMSA 1978 § 7-9-54, sales of tangible personal property to Clovis Community College are specifically exempted from the Gross Receipts Tax.

10. Unless otherwise indicated, items will be new, unused, and in first rate condition in containers suitable for damage-free shipment and storage.

11.

All orders shall be F.O.B. delivered, freight pre-paid and allowed, and shall include all delivery and packaging costs. Clovis Community College assumes no liability for goods delivered in damaged or unacceptable condition. The Contractor shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by Clovis Community College. In instances where Clovis Community College discovers concealed damage to property and such property will requirement shipment back to Contractor, Contractor shall be solely responsible for shipping fees.

12. Deliveries will be accepted only during normal working hours at the designated location.

13. Default in promised delivery without acceptable reasons, or failure to meet specifications, authorizes Clovis Community College to purchase goods or services elsewhere and charge any increase in cost and handling to the defaulting Contractor.

14. In addition to other rights provided by law, Clovis Community College reserves the right to: A) inspect goods delivered and to return those which do not meet specifications or reasonable standards of quality; B) reject goods shipped contrary to instructions or in containers which do not meet recognized standards; C) cancel the order if not filled within the time specified. Clovis Community College may return rejected articles or excess shipment on this order, or may hold the goods subject to the Contractor’s order and at Contractor’s risk and expense, and may in either event charge the Contractor the cost of shipping, unpacking, inspecting, repacking, reshipping and other like expenses.

15. Invoices may be submitted electronically to Accounts.Payable@clovis.edu, or submitted to: Clovis Community College, Business Office, 417 Schepps Blvd, Clovis, NM 88101. The Clovis Community College Purchase Order Number must appear on all invoices, delivery memoranda, bills of lading, packing slips, and correspondence.

16. Payment terms are pursuant to NMSA 1978 § 13-1-158 unless otherwise specified by Clovis Community College.

17. The Contractor agrees to indemnify and hold Clovis Community College harmless from any claim involving patent right infringement or copyrights on goods supplied.

18. Clovis Community College reserves the right to audit records and performance of Contractor for a period of three (3) after the receipt of goods or services.

19. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in this order. All change orders to the original order will be made in writing by Clovis Community College.

20. The Contractor and Clovis Community College agree that each party has rights, duties, and remedies available as stated in the uniform commercial code and any other available remedy, whether in law or equity.

21. This order will be governed and construed according to the laws of New Mexico. Exclusive venue shall be in Curry County, New Mexico.

WRITTEN CONTRACT VERBIAGE

The successful bidder must execute a Contract within ten (10) days after receipt of documents. Bidder agrees to submit to Clovis Community College, a corporate resolution, certificate of partnership, partnership agreement or joint venture agreement which identifies the person(s) authorized to execute a Contract on behalf of the bidder.

ANNUAL CONTRACT VERBIAGE

This Contract will contain a fixed pricing structure for the term of the agreement. Quantities shown are estimates and not a commitment to buy any specific quantity. Orders will be placed on a non-exclusive “as-needed” basis. Orders placed by Clovis Community College will be done so utilizing Purchase Orders (PO’s). All invoices must reference the Clovis Community College PO number.

INSURANCE VERBIAGE

The successful vendor must submit proof of meeting necessary insurance requirements within ten (10) days of notification by Clovis Community College. Failure to respond within ten (10) days may be grounds for declaring vendor non-responsive.

INSURANCE REQUIREMENTS

RFP No. 2022-4-C Insurance Coverage Required

Prior to the approval of a prospective contract by the COLLEGE, the Contractor shall furnish a completed Certificate of Insurance to the COLLEGE, which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE COLLEGE SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE(S) HAVE BEEN DELIVERED TO AND APPROVED BY THE COLLEGE.

All insurance companies must be authorized by the New Mexico Office of Superintendent of Insurance to transact business in the State of New Mexico, must be acceptable to the COLLEGE, and be placed with an insurer possessing an A-VII A. M. Best rating or better.

The COLLEGE reserves the right to review the insurance requirements of this section during the effective period of the contract, to include any extension periods, and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the COLLEGE based upon changes in statute, court decisions, or the claims history of the industry as well as the Contractor.

GENERAL LIABILITY

X

PROFESSIONAL LIABILITY

X

AUTOMOTIVE LIABILITY

X

Hired Autos

Scheduled Autos

Non-Owned Autos

EXCESS LIABILITY

limits

Employers’ Liability

Cyber Liability Each Claim

Aggregate

Pollution Liability Per Accident

Per Occurrence

OTHER: COPIES OF ENDORSEMENTS REQUIRED

General Requirements Applicable to All Insurance

1. Contractor shall obtain and maintain the minimum insurance coverage(s) set forth in this section during the contract period, to include any extension periods.

2. Contractor agrees that the insurance requirements specified herein do not reduce the liability Contractor has assumed in any indemnification/hold harmless section of the contract.

3. Coverage shall be on a primary and non-contributory basis with any other insurance coverage carried by the COLLEGE.

4. Contractor is responsible for providing the COLLEGE with a minimum of thirty (30) days’ notice of a material change or voluntary cancellation of insurance coverage required under this contract, and notice within ten (10) days of any notice of termination no matter the cause.

5. The Certificate of Insurance shall list each insurer(s) NAIC Number or FEIN and list Clovis Community College, 417 Schepps Blvd., Clovis, New Mexico 88101 in the Certificate Holder Section.

Notices

1. All notices regarding insurance coverage shall be given to the COLLEGE at the following address:

Clovis Community College Attn: Purchasing Department 417 Schepps Blvd.

Clovis, New Mexico 8810

1. INTRODUCTION

a. Clovis Community College of Clovis, New Mexico (“COLLEGE”) is accepting sealed proposals for bookstore services.

2. INTENT

a. The intent of this proposal is to award the highest ranked offeror a contract for the management and operation of the bookstore that will provide the highest quality goods and services at the best price and value for our students, faculty, and staff.

b. The COLLEGE recognizes the traditional university bookstore is in a transformational period, and the COLLEGE’s intent is to be on the leading edge of campus bookstore services. The COLLEGE intends to encourage and evaluate ideas on how to offer an exciting customer experience, making the bookstore an exciting place to visit and shop, make customer transactions convenient and at a low cost to COLLEGE students, while growing sales volume. The intent is to explore various options, technology, ideas and business models proposed.

3. OBJECTIVES

a. The COLLEGE’s objectives are to provide an innovative bookstore service, which will result in the following:

i. Affordability for COLLEGE students by reducing course material costs;

ii. Customer satisfaction through leading-edge retail innovation;

iii. Enhanced exposure of the COLLEGE brand.

4. CURRENT ENVIRONMENT

a. Clovis Community College Institutional Information

i. Clovis Community College is a two-year community college, providing year-round instruction. Clovis Community College has an enrollment of approximately 7,591 students in both the fall, spring, and summer. The College services its students at its campus, located at 417 Schepps Blvd, Clovis, New Mexico. The College offers associates degrees and certificates in a variety of subject areas.

b. Student Enrollment

i. The following is a breakdown of student enrollment for the past three (3) full fiscal years, which includes credit and audit only courses.

c. Clovis Community College is currently outsourcing its bookstore services through Valore Campus.

d. Location of Bookstore and Potential Retail Areas

i. The bookstore is located inside the main campus building at 417 Schepps Blvd, Clovis, New Mexico.

1. The bookstore (Room 123), is approximately 2,106 sqft, with an attached storage area of approximately 922 sqft.

5. CONTRACT TERM

a. The term of this Contract shall begin on June 1, 2022 and shall continue for a period of twelve (12) months. All fees shall remain fixed for the Contract term. The COLLEGE reserves the right to renew the Contract through a written amendment signed by all required signatories for nine (9) additional twelve (12) month terms. The total number of years for this Contract shall not exceed ten (10) years.

6. INTENTIONALLY OMITTED

7. STATEMENT OF OBJECTIVES (“SOO”)

The Statement of Objectives identifies the broad, basic top-level objectives of this RFP and is used as a focusing tool for both the COLLEGE and the offerors. The SOO provides maximum flexibility to allow for each offeror to provide an innovative approach to the services requested in this RFP.

a. Perform Discovery

i. Based on the information provided in these specifications, vendors are asked to determine if a discovery period is necessary. The vendor should list their proposed solution for discovery and identify the timeline necessary to achieve discovery in their solutions delivery plan.

b. Solutions Delivery Plan

i. Provide a comprehensive project schedule. This plan should detail the timeline for all steps and milestones necessary to complete the proposed specifications.

Figure 1. Sample Schedule

The sample schedule in Figure 1, is intended for reference for a level three project schedule. The schedule delivered a part of the proposal should cover the Work Breakdown Schedule (“WBS”) 100% rule which is 100% of the work defined by the project scope and captures all deliverables – internal, external, and interim – regarding the work to be completed, including project management.

ii. Risk management and mitigation methodologies.

iii. Plan for vendor management.

c. SOO

i. Elements of an innovative bookstore should include, but not be limited to:

1. Creating customer-centric innovative retail environments.

2. Supporting the academic mission of the COLLEGE by providing efficient and effective course materials services to student and faculty.

3. Creating and implementing effective strategies to reduce the cost of course materials to COLLEGE students by offering a comprehensive textbook rental program, a strong used textbook and buyback program, an innovative digital textbook/course materials program, access to OER course materials, and access to emerging course materials programs and technologies.

4. Leading the transformation from traditional textbooks to digital course materials.

5. Communicating and coordinating effectively and proactively with faculty and division/department chairs regarding the use of all types of course materials.

6. Providing easy access and multiple distribution channels for course materials for COLLEGE students taking courses.

7. Introducing new products and services that meet the evolving needs of customers, including COLLEGE students, faculty, staff and visitors.

8. Developing a comprehensive e-commerce strategy.

9. Developing a social media engagement strategy in coordination with the COLLEGE department of Institutional Advancement.

10. Providing excellent customer service, including minimizing transaction times and wait times for in-store and e-commerce transactions, and ensuring efficient processing of all transactions.

11. Supporting the academic mission of the COLLEGE by providing products and services that support campus events (i.e., faculty and alumni author events, speakers, and other campus academic and social events).

12. Developing a comprehensive marketing and promotional strategy that will assist in advancing the COLLEGE brand, in coordination with the COLLEGE department of Institutional Advancement.

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

14. Utilizing leading-edge technology and emerging technologies for course materials operations (e.g., point-of-sale transactions, inventory status, order status, registration integration, textbook rental, buyback, digital content, order status, OER, LMS, etc.).

15. In coordination with the COLLEGE department of Institutional Advancement, develop a destination place marketing strategy to attract students, faculty and the community at-large to the COLLEGE stores. This location will act as the anchor of the retail corridor on campus.

d. Testing

i. Test checklists and scripts – Requirements for test checklists and scripts will be specified by the vendor to confirm the SOO is met. In general, test cases and scenarios for user testing will be provided by the vendor once the SoW/SOO is clearly defined. Vendors are asked to account for the development of test cases and timeline for testing in the project schedule.

e. Intentionally Omitted

f. Training

i. The vendor is required to provide training materials designed to assist administrators and users with learning the functionality of the environment being installed. The types of training materials will be agreed to by COLLEGE and the awarded vendor and are likely to include but not be limited to, text sections of training manuals, illustrative screen captures, interactive online demos, and presentation slides (e.g., PowerPoint).

ii. Classroom Style Hands-On Training

1. The COLLEGE is requesting the awarded vendor to provide hands-on, classroom style training to selected COLLEGE personnel (admissions coordinators, department chairs, recruiters, marketing, financial aid, information technology) to understand the environment being installed.

g. Documentation

i. Release notes

ii. Installation manual

iii. Technical manual

iv. User manual

v. Help documentation

h. Intentionally Omitted

i. Intentionally Omitted

j. Status Reporting

i. The vendor will provide weekly/monthly reports as described in Table 1 to the COLLEGE Representative(s).

· Milestone accomplishments

· Anticipated or actual problems/challenges to accomplish the tasks

· Mitigation plans for any cost and schedule variance

· Forecast of activities for next week

· Funds expended

· Weekly

· 4th business day of the week

· End-user support calls

· Service modifications performed

· Patches distributed

· Training performed

· Meetings attended

· Monthly

· No later than the 8th calendar day of the month

8. DATA OWNERSHIP

a. In conducting business and in anticipation of conducting business with vendor, it may be necessary for COLLEGE to share trade secrets and/or other confidential and/or proprietary information or matter with the vendor. The parties agree that such information and the materials referenced in the Contract, the results and developments therefrom are confidential/proprietary information belonging to COLLEGE. Vendor agrees not to disclose to any third party any such trade secrets and/or confidential or proprietary information for its own separate benefit. Vendor will be responsible for its employees or agents complying with the provisions of this Contract.

9. INTENTIONALLY OMITTED

10. CONTRACTOR EMPLOYEE REQUIREMENTS

All work performed for the COLLEGE must be done by employees of the Contractor.

The Contractor will assign only qualified, trained, competent and reliable personnel to perform the services. All employees must pass a criminal background check and must be able to meet the requirements stipulated with the United States Department of Justice Employee Eligibility Verification Form (I-9).

In the event the COLLEGE shall deem an employee unacceptable or unsatisfactory, Contractor shall remove such employee from the job site and shall supply a suitable replacement.

The COLLEGE reserves the right to interview and approve the selection of the Bookstore / Retail store manager(s).

11. WORK HISTORY / PAST PERFORMANCE

a. Provide at least three (3) but no more than five (5) projects your company has completed that are similar in size and scope within the past five (5) years. Each project should contain the project name, scope, location, cost and year completed. Please include the client name, point of contact, and phone number or e-mail.

b. If a subcontractor will be used for any part of the work, provide the same company information for the subcontractor. In addition, discuss your company’s previous relationship with the subcontractor, including how long you have worked together and on what type of projects.

12. INTENTIONALLY OMITTED

13. TRAVEL

a. COLLEGE will not reimburse for travel expenses related to this project.

14. PLACE AND HOURS OF PERFORMANCE

a. Place:

Clovis Community College 417 Schepps Blvd Clovis, New Mexico 88101

b. Hours of Performance:

For this project, the hours of performance are Monday through Thursday from 8:00 am to 5:00 pm and Friday, 8:00 AM to 4:30 PM, Mountain Time, and excludes weekends and holidays.

1. Please note, these are the hours for COLLEGE staff and not necessarily an indication of when students and faculty are on campus. Offerors are encouraged to propose their hours of performance for this contract.

c. Holidays:

For the purpose of this project, holidays are defined as all holidays posted on COLLEGE’s public calendar schedule.

15. RESPONSE FORMAT / SUBMITTALS

a. Provide one (1) original hardcopy proposal and two (2) softcopies on electronic media (e.g., CDs or USB drives) in a sealed envelope. All pages should be numbered. Include the cost proposal in the original hardcopy and as a separate electronic file, preferably in Excel format.

b. The Proposal shall include all information in this RFP and shall be in the format described in this document. The Respondent is solely responsible for thoroughly understanding the RFP and its attachments, exhibits, and forms. The Respondent is cautioned to pay particular attention to the clarity and completeness of its Proposal. The Respondent is solely responsible for its Proposal and all documentation submitted.

c. Respondent must be as precise, accurate, and succinct as possible. Respondent must provide detailed descriptions of how they fulfill each requirement. Evaluators may consider the clarity and completeness of a Proposal.

d. Assumptions and Exceptions

i. No assumptions should be included in a Proposal. All issues or questions that might be advanced or addressed by way of assumption should be as a question prior to the deadline for Questions and Answers.

ii. If a Respondent includes exceptions in its Proposal, the Respondent shall clearly identify each exception it takes, noting the specific RFP section number, section title, detailed description of exception taken, and Respondent’s proposed language advanced in lieu of the language to which exception is taken. If there are no exceptions, the Respondent shall explicitly state that the Respondent takes no exception to any part of this RFP.

iii. COLLEGE is prevented by NMAC 1.4.1.11 from indemnifying or providing tort liability insurance for any vendor. The Respondent is discouraged from including a term in its Proposal that requires COLLEGE to indemnify it. Such a term may result in the Proposal being deemed non-responsive.

e. Proposal Format

SECTION I – EXECUTIVE SUMMARY

In this Section, provide:

· A concise narrative summary of your proposal, including significant risks, and a highlight of any key or unique features, excluding cost/price. The highlighted features should tie in with the stated evaluation criteria. Summary material presented here does not meet the requirement for any portion for other sections of the Proposal.

· Table of Contents – a master table of contents of the entire Proposal.

SECTION II – COMPANY PROFILE / TEAM KNOWLEDGE AND EXPERIENCE / RESUMES / CERTIFICATIONS

In this Section, provide:

· Company Profile – an overview of your company, including its structure and primary business.

· Key Personnel – Provide resumes, certificates and licenses of key personnel who will be assigned to this project or contract. Describe their role in the company as well as their planned participation and their experience in managing college/university bookstore / retail stores.

SECTION III – CAPACITY, CAPABILITY, KNOWLEDGE, BACKGROUND AND EXPERIENCE

In this Section:

· Identify the number of employees, the ownership, and if the company has ever filed for bankruptcy, been in loan default, or if there are any pending liens, claims or lawsuits against the company.

· Provide a statement of financial condition, prepared in accordance with generally accepted accounting principles.

· Provide your last fiscal years’ operating statement and balance sheet.

· Provide your last fiscal years’ audited financial statements.

· Provide demonstrated experience that supports your company’s ability to meet the objectives of this RFP. State any other experience that indicates the qualifications of your company for the performance of this service.

· Identify your company’s headquarters, nearest offices and branch office locations.

· Describe the proposed staffing/organization and internal controls to be used during the course of this service.

· Provide an organizational chart of your firm indicating lines of authority for personnel who would be involved in performance of this contract, and relationships of these staff to other programs or functions of the company. This chart must also show lines of authority to the next senior level management.

· Provide a list of all college/university accounts that were canceled or terminated for default in the last five (5) years.

SECTION IV – PROPOSED IMPLEMENTATION PLAN FOR BUILD OUT AND MANAGEMENT OF BOOKSTORE

In this Section:

· Provide a written narrative of the offeror’s plan for providing complete management services and operations of the COLLEGE bookstore. The statement shall include explanations of how the offeror plans to approach each of the COLLEGE’s objectives listed in Section 3. The offeror shall demonstrate that it understands both the magnitude and importance to the objectives. Details shall cover all aspects of managing and operating the bookstore, and the offeror’s plan for implementing its services from start to finish. This should include transitional tasks, scheduling and time frames as noted in Section 7(b) – Solutions Delivery Plan.

· Provide a written explanation and reasons for proposed methods of management and operations.

· Provide copies of offeror’s policies on refunds, returns, and price matching.

· Explain how offeror intends to provide the required service throughout the term of the contract, including online sales, point-of-sale systems that include Third Party Billing and Financial Aid processing.

· Provide a summary of any problems which might be expected and proposed solutions to those anticipated problems.

· Discuss the information and support that would be required from the COLLEGE.

· Identify any sub-contractors, if any, which would be used during this project and describe their role(s).

· Describe the methods your company…