Request for Proposal

This Request for Proposal (“RFP”), issued by Virginia Commonwealth University (“VCU” or “University”), is part of a competitive procurement process allowing for negotiation of goods and services. It also provides Firms0F

1 with a fair opportunity for their services to be considered. The process of competitive negotiation used in this case should not be confused with the process used in competitive sealed bidding. A bid is used where the goods or services procured can be described precisely, and price is generally the determinative factor. Price is not required to be the determinative factor of this RFP, although it may be. The RFP process allows VCU the flexibility it needs to negotiate with Firms to arrive at a mutually agreeable relationship.

Title: Retail Store Management

RFP Number: RFP #218437180CK

Issue Date: August 21, 2026

Proposal Due Date: October 9, 2026

2:00 PM EST

Issuing Agency:

Procurement Services Virginia Commonwealth University

Direct Inquiries to:

(Please use the questions form for your questions)

Christopher C. Kersey, CPPB, CUPO ckersey2@vcu.edu

RFP 218438180CK QUESTIONS FORM

Proposal Submission:

Note: The eVA system may indicate "Solicitation only accepts paper responses" due to platform limitations—this is incorrect. Use Smartsheet exclusively.

Submit electronically via Smartsheet only.

RFP 218437180CK SMARTSHEET LINK

Paper, hand-delivered, or eVA submissions will not be accepted.

Access to Solicitation: This solicitation and any addenda are posted and may be accessed at any time at:

http://www.eva.virginia.gov

A VASCUPP Member Institution

1 The term “Firm” shall have the same meaning and be interchangeable with the terms “Vendor”, “Supplier” and/or “Contractor” as such terms may be used/referenced in this RFP or the associated agreement.

mailto:ckersey2@vcu.edu https://docs.google.com/forms/d/e/1FAIpQLScDY53gbzBrEnlZIF6_UbcSaS-Nrmf0964qE5p2s5VUl5x1Xg/viewform?usp=publish-editor https://app.smartsheet.com/b/form/01a00fef592672b49440a00ab65dbaba http://www.eva.virginia.gov/

RFP 218437180CK Page 2 of 42

TABLE OF CONTENTS

I. INTRODUCTION 3

II. THE UNIVERSITY 4

III. COMMITMENT TO INCLUSIVITY IN PUBLIC PROCUREMENT 4

IV. RFP PROCESS 4

V. CAMPUS STORE SERVICES & OPERATIONAL SPECIFICATIONS 8

VI. PROGRAM SUBMITTAL REQUIREMENTS 30

VII. CONTENT/FORMAT OF PROPOSAL 36

VIII. CONFIDENTIAL / PROPRIETARY DATA AND INFORMATION 39

IX. SUBMISSION OF PROPOSALS 40

X. EVALUATION CRITERIA 41

XI. GENERAL INFORMATION 41

XII. ATTACHMENTS 42

RFP 218437180CK Page 3 of 42

I. INTRODUCTION

A. PURPOSE: VCU invites your company to submit a Proposal for Management of VCU Campus Store Retail Services as defined in this Request For Proposal (RFP) as follows:

1. Campus Stores/Services

a. Monroe Park Campus Store

b. RamTech (located within the Monroe Park Campus Store)

c. Café (located within the Monroe Park Campus Store), to be managed by the selected Firm or a third-party Firm under the direction of the selected Firm

d. A future Medical College of Virginia (MCV) Campus Store may be included in this agreement.

e. Course Materials Service Centers located within the Campus Stores

f. VCU Campus Store Websites, including Online Course Materials Store (OCMS) Websites and Merchandise Websites (e.g., branded merchandise, course-related supplies, etc.)

2. Online Course Materials Store

a. Online Course Materials Store (OCMS) Websites

b. Course Materials Services for all VCU and MCV Academic Programs

c. Collaboration with Campus Store Management to support the Course Materials Service Centers, located within the Campus Stores

(Note: Throughout this RFP, the Campus Stores, Course Materials Service Centers, Online Course Materials Stores, Campus Store and OCMS Websites, are referred to, collectively, as the “Campus Store,” or “Campus Store Retail Services.”)

B. CONTRACT TERM: The term (“Term”) of the Contract (contract to be prepared by VCU and signed by VCU and the Firm) shall be for ten (10) years beginning July 1, 2027, and ending on June 30, 2037. VCU will have the option to renew the Contract for one (1) five (5) year renewal term (“Renewal Term”).

C. CONFIDENTIALITY: VCU is a public institution of higher education and as such is subject to the Virginia Freedom of Information Act (FOIA) (Code of Virginia §2.2-3700, et seq.).

Therefore, all proposals and other documentation submitted by the Firm may be subject to disclosure to third parties as required by FOIA and other applicable provisions of law. The final Agreement documents and pricing are not confidential or proprietary pursuant to

FOIA.

D. COOPERATIVE PROCUREMENT: It is the intent of this solicitation and resulting agreement(s) to allow for cooperative procurement at the Firm’s discretion. Accordingly, any public body, public or private health, or educational institution, or lead-issuing institution's affiliated foundations may participate in any resulting agreement(s) if authorized by the Firm.

E. OPTIONAL-USE AGREEMENT: The resulting agreement(s) will be an optional use agreement.

VCU is in no way required to make purchases from the Firm and may in its sole discretion

RFP 218437180CK Page 4 of 42 purchase the identical and/or similar goods/services from other sources. Any estimates/quantities contained herein do not represent a purchase commitment by VCU.

II. THE UNIVERSITY

Located in downtown Richmond, with an international arts campus in Qatar, VCU enrolls about 30,000 students in more than 200 certificate and degree programs. As one of the nation’s top research universities, VCU attracts more than $560 million a year in sponsored research funding.

The National Science Foundation ranks VCU as a top 50 national public research university and U.S.

News and World Report lists VCU in the top 20 percent of global universities. VCU is one of just 84 public universities nationwide with an academic medical center to receive Carnegie Foundation designations of “Highest Research Activity” and “Community Engaged.”

As a university-based health system, VCU Health spans multiple locations across Virginia and includes: the VCU Massey Comprehensive Cancer Center (one of only two NCI-designated comprehensive cancer centers in Virginia); the Children’s Hospital of Richmond at VCU, the region's only full-service children's hospital which is nationally ranked in multiple specialties; the VCU Medical Center, the No. 1 hospital in Richmond and the No. 2 hospital in Virginia; and renowned programs that include the Pauley Heart Center, Hume-Lee Transplant Center, Stravitz-Sanyal Institute for Liver Disease and Metabolic Health and more.

The university and its health system are the largest employer in the Richmond area, with more than 27,000 employees, including more than 2,000 full-time instructional faculty — many of them nationally and internationally recognized in their fields. VCU’s economic impact on Virginia is $9.5 billion.

VCU’s 17 varsity sports compete at the NCAA Division I level as members of the Atlantic 10 Conference and have won numerous team and individual conference championships since joining in 2012.

III. COMMITMENT TO INCLUSIVITY IN PUBLIC PROCUREMENT

VCU is dedicated to institutional excellence by fostering a competitive, results-driven procurement process. Our ability to deliver exceptional education, research, healthcare, and public service is strengthened by the expertise and capabilities of our broad range of vendors, suppliers, and contractors. An important part of our procurement program involves a commitment to doing business with Small Business and Supplier Diversity (SBSD) certified businesses.

To further this commitment, VCU has established a goal of 42% SBSD certified businesses, which includes an aspirational goal for a 10% increase in expenditures with local businesses. The most competitive suppliers will have SBSD utilization plans that support VCU’s supplier diversity commitment.

IV. RFP PROCESS

A. GENERAL INFORMATION

1. Communications with VCU During the RFP Process

Communications regarding this Request for Proposals shall be formal from the date of issue for this RFP until either a Firm has been selected or the University rejects all

RFP 218437180CK Page 5 of 42 proposals. Communications shall be directed to the buyer listed on the solicitation cover sheet. Communications, including requests for information or comments or speculations regarding this RFP, to any University employee other than the buyer on the front of the solicitation cover sheet, may result in the rejection of the Firm’s proposal.

2. Qualifications of Firms

VCU may make such reasonable investigations as deemed proper and necessary to determine the ability of the Firm to perform the services/furnish the goods. The Firm shall furnish to VCU all such information and data for this purpose as may be requested.

Additionally, VCU reserves the right to inspect the Firm's physical facilities prior to award to satisfy questions regarding the Firm's capabilities. VCU reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Firm fail to satisfy VCU that such Firm is properly qualified to carry out the obligations of the agreement and to provide the services and/or furnish the goods contemplated. VCU further reserves the right to disqualify a Firm from further participation in the evaluation process should VCU find or know that statements submitted are inaccurate or misleading.

3. Addenda

a. If this solicitation is amended by published addenda, unmodified terms and conditions remain effective.

b. Firms shall acknowledge receipt of any addendum to this solicitation by signing and returning the addendum.

4. Proposal Acceptance Period

Any proposal in response to this solicitation shall be valid for ninety (90) days. At the end of the one hundred and eighty (180) days, the proposal may be withdrawn at the written request of the Firm. If the proposal is not withdrawn at that time, it remains in effect until an award is made or the solicitation is cancelled.

5. Cancellation of Solicitation

The University may cancel this Request for Proposals or reject proposals at any time prior to an award and is not required to furnish a statement of the reason why a particular proposal was not deemed to be the most advantageous.

B. PROCUREMENT SCHEDULE OVERVIEW

1. The Timeline of key dates is as follows (VCU reserves the right to revise the Timeline at its sole discretion):

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ACTION DATE

RFP Issue Date Friday, August 21, 2026

Contact Christopher Kersey to confirm receipt of the RFP and to confirm attendance at the Pre-Proposal Conference

No later than 4:00 P.M. EST, Friday, August 28, 2026

Optional Pre-Proposal Conference September 8, 2026

Optional Site Visit September 16, 2026

Bidders Written Questions Due No later than 4:00 P.M. EST, September 18, 2026

VCU Issues Responses to Written Questions Friday, September 25, 2026

Proposals Due Friday, October 9, 2026

Review of Proposals by VCU Beginning October 12, 2026

Presentations by Firms November 2026

Contract Negotiations / Preparation of Contract January / February 2027

Begin Transition / Sign Contract March 1, 2027

Transition Period March-June 2027

Contract Commencement July 1, 2027

2. The steps above are further described below. It is incumbent upon all Firms to read the entire solicitation to understand the solicitation process.

C. PRE-PROPOSAL CONFERENCE AND SITE VISIT (OPTIONAL)

An Optional Pre-Proposal Conference will be held via Zoom on Tuesday, September 8, 2026 at 11:00 AM EST. The Zoom Link to the conference is:

https://vcu.zoom.us/j/87367605852

The purpose of the conference is to allow Firms an opportunity to ask questions and obtain clarification relative to any facet of this solicitation. Firms are strongly encouraged to submit questions in advance of the conference by filling out the Questions Form. The link to the Questions Form is found on the cover page of this RFP.

An Optional Site Visit will be held on September 16, 2026 at 11:00 AM EST:

Barnes & Noble @ VCU VCU Campus 1111 W. Broad Street Richmond, VA

(meet in the underpass across from the VCU Welcome Center) Firms must pay for their own transportation to site visit location.

If you are attending the Pre-Proposal Conference and/or Site Visit, please R.S.V.P. to https://vcu.zoom.us/j/87367605852

RFP 218437180CK Page 7 of 42

Christopher Kersey at ckersey2@vcu.edu by August 28, 2026 with the following information:

Company Name Company Representative and Title No. of Persons Attending

Please type in the email Subject Header:

RFP# 218437180CK - Retail Store Management - RSVP

While attendance at the conference and site visit are optional, Firms who intend to submit a proposal are highly encouraged to attend and to have a copy of this solicitation to reference. Any questions and answers that are presented during the conference or any changes to the solicitation resulting from this conference will be issued in a written addendum.

D. DEADLINE FOR SUBMITTING QUESTIONS

If any prospective Firm has questions about the specifications or other solicitation documents, the prospective Firm should contact the buyer whose name appears on the solicitation cover sheet. Any revisions to the solicitation will be made only by addendum issued by the buyer. Questions concerning this RFP must be received via email no later than the date listed in the procurement schedule above.

E. PROPOSAL DUE DATE

Proposals must be submitted via Smartsheet (link on cover sheet) by the designated due date and time; late submissions, per the Smartsheet timestamp, may be rejected. Firms should submit early to account for technical delays. See "Submission of Proposals" for details.

F. ORAL PRESENTATIONS

1. Firms who submit a proposal in response to this RFP may be required to conduct an oral presentation of their proposal to VCU. This provides an opportunity for the Firm to clarify or elaborate on the proposal. Oral presentations are an option and may or may not be conducted, at VCU’s sole discretion. Should oral presentations be required, VCU will designate the date and location for the presentation; the date is critical and alternative dates will not be available.

2. Firms invited to conduct an oral presentation shall include the individual(s) who will be the primary point of contact for VCU on the Firm’s presentation team.

G. NEGOTIATIONS/AWARD

All proposals received will be carefully evaluated by the University, and the University intends to conduct negotiations with two or more Firms. After negotiations have been conducted, if the University chooses to make an award, the University will select the Firm(s) which, in its opinion, best meet the needs of the University. Alternatively, if the University determines, in its sole discretion, that only one is fully qualified, or that one is clearly more highly qualified than the others under consideration, it may decide to negotiate and award an agreement to that single Firm. In either event, the University intends to execute a mutually satisfactory written agreement with one or more Firms. Because the University may choose to negotiate and award to a single Firm as discussed above, each Firm must mailto:ckersey2@vcu.edu

RFP 218437180CK Page 8 of 42 include in its written proposal all requirements, terms or conditions it may have, and should not assume that an opportunity will exist to add such matters after the proposal is submitted.

V. CAMPUS STORE SERVICES & OPERATIONAL SPECIFICATIONS

The University reserves the right to assess liquidated damages if the Firm fails to adhere to any direct, mandatory requirement designated by the terms "shall," "must," or "will" in this Agreement or the incorporated Request for Proposals (RFP), and fails to cure such non-compliance within the contractually defined written notice and cure period. The parties acknowledge and agree that the actual damages resulting from a breach of these mandatory requirements are difficult or impossible to estimate with precision at the time of contracting. The parties explicitly agree that any liquidated damages assessed under this section represent a reasonable, good-faith forecast of compensatory harm and are not intended to function as a penalty or punishment. The University’s Contract Administrator may calculate and invoice a liquidated damages amount based on the operational, administrative, or financial impact of the specific non-compliance on the University. Such assessment may be issued as a one-time charge per infraction or as a monthly recurring charge for continuing non-compliance, provided that the total assessment shall not exceed $100,000 per month. The assessment of liquidated damages does not waive the University’s right to pursue other contractually authorized remedies for default, nor does it limit statutory remedies available under Virginia and federal law; however, the University shall not seek or obtain double recovery for the same instance of operational or financial harm. The University, prior to issuing an invoice for liquidated damages, shall provide notice, dates and objective rationales supporting said invoice and the Firm will have ten (10) business days from receipt of invoice to dispute the assessment. If the Firm does not provide a written dispute within ten (10) business days, the invoice will be deemed accepted and undisputed.

A. PROGRAM GOALS

VCU recognizes that the traditional university campus store business is in a transformational period, and it is the intent of VCU to be on the cutting-edge of campus retail services.

Therefore, VCU has initiated this RFP Process to seek an innovative and proactive partner to effectively serve VCU. VCU’s goals include the following:

1. Campus Stores and Services:

a. Monroe Park Campus Store (to include Café and RamTech)

b. MCV Campus Store (potential future store)

c. Online Course Materials Store

d. Course Materials Service Centers (located within the Campus Stores)

e. Website(s)

2. Create VCU-Centric destination/retail facilities and website

3. Ensure the Campus Store supports the University’s strategic priorities (i.e., accessibility, affordability, OER, etc.)

4. Provide a Campus Store that features innovative retail products and services, including but not limited to, the following:

RFP 218437180CK Page 9 of 42

a. Enhance the product selection to appeal to targeted VCU markets (e.g., students, prospective students, faculty, staff, alumni, families, fans, local community, visitors, etc.)

b. Refresh merchandise multiple times throughout the year

c. Curate selections of merchandise that appeal to VCU Students (e.g., value-priced merchandise, athletic wear, wellness-related items, specialty health and beauty aid products, etc.)

d. Support special events

5. Improve customer satisfaction through the following:

a. Provide hours of operation that meet the University’s needs

b. Cutting-edge retail innovation

c. Utilization of technology

d. Comprehensive community engagement

e. Proactive collaboration with VCU departments (e.g., faculty, staff, student groups, etc.)

f. Proactive marketing strategy, including targeted marketing via social media, improving web traffic and online sales, etc.

g. Vibrant VCU Campus Store Website

6. Increase sales and market share of VCU branded merchandise

7. Improve Course Materials Services to the VCU Community through the following:

a. Improve affordability for VCU Students by reducing course materials costs and providing innovative course materials solutions and market share growth

b. Provide excellent communication with VCU Faculty regarding course materials adoptions and increase utilization of the Campus Store for required course materials

c. Enhance reporting of adoption data, course materials affordability data, and financial data

d. Ongoing evaluation of course materials solutions and programs

e. Support of VCU’s Open and Affordable Course Content Initiative

8. Provide a strong financial contribution to VCU, while achieving VCU’s qualitative and service goals

B. INVENTORY PURCHASE & EQUIPMENT USE

1. Inventory Purchase

The Firm shall only purchase branded goods bearing the University name, marks, and logos from licensed vendors. The Firm shall have approval from the University through its licensing agent before using the University marks on merchandise. The University will grant the firm the right to sell University licensed products; however, the right is not exclusive and is subject to the payment of established license fees.

RFP 218437180CK Page 10 of 42

The inventory purchase shall be a business-to-business transaction between the selected Firm and the current Firm.

2. Gift Cards

The Firm shall honor any VCU Bookstore gift cards with a remaining balance. The University will provide a report from the current University Bookstore's Point-of-Sale system in an Excel spreadsheet document upon request from the Firm. The Firm will collaborate with the legacy bookstore operator to request payment for the outstanding balance(s).

3. Inventory Payment

The selected Firm shall pay the current Firm for the Bookstore’s inventory within thirty (30) days from the commencement of the Contract.

4. Inventory Purchase At End Of Contract

At the termination, expiration or non-renewal of the Contract, VCU will obligate a subsequent Firm to purchase the Campus Store inventory from the Firm in the same manner as outlined in Section B.1 of this RFP.

In the event VCU transitions to a Self-Operated Campus Store, then VCU will purchase the Campus Store inventory from the incumbent Firm according to the terms outlined in Section B.1 of this RFP.

5. Furniture, Fixtures, And Equipment

The selected Firm shall have the option to use the existing furniture, fixtures, and equipment located within the Campus Stores that are owned by VCU at the commencement of the Contract. Any VCU-owned furniture, fixtures, and equipment in the Campus Stores which the selected Firm decides to no longer use in the operation of the Campus Stores shall be turned over to VCU.

The Firm shall be responsible to maintain any furniture, fixtures, and equipment located within the Campus Stores at its expense. At the expiration, termination, or non-renewal of the Contract, the Firm shall return any VCU-owned furniture, fixtures, and equipment used to VCU in the same condition as at the commencement of the Contract, excepting normal wear and tear.

With respect to the furniture, fixtures, and equipment provided by VCU, VCU makes no implied or express warranties, including, but not limited to, the implied warranties of functionality and fitness for a particular purpose. Unless otherwise specifically agreed, all VCU furniture, fixtures, and equipment offered for the Firm’s use is supplied in “as is” condition and the Firm shall use it at its own risk. The listing of furniture, fixtures, and equipment inventory shall be incorporated into the Contract between the Firm and VCU.

C. CONTRACT TERMS & CONDITIONS

The Contract shall contain the following clauses with respect to termination:

1. Termination

The Contract shall contain the following clauses with respect to termination:

a. Termination.

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1) The University may terminate any portion of the contract derived from the RFP, in whole or in part, without penalty, by providing one hundred and eighty (180) days written notice to the Firm.

2) The Firm is prohibited from terminating this contract within the first five (5) years of the effective date. After this initial period, the Firm may terminate this contract by delivering a written notice of intent on May 1st, with termination taking effect on May 31st of the following calendar year. Any subsequent termination notices by the Firm must also comply with the same schedule notice to be submitted on May 1st, effective and will take effect on May 31st of the following year and delivery of a written notice.

All termination notices must be delivered to the University in writing.

3) Notwithstanding termination, the Firm is remains legally obligated to fulfill any and all required to fulfill any outstanding obligations, orders or commitments for goods and services ordered prior to the actual termination date.

4) Early Termination by Firm: The Firm shall agree to reimburse the University for any unamortized Capital Investment should the Firm desire to terminate the contract, pursuant to contract terms, prior to the end of the original term.

5) Early Termination by University: Should the University desire to terminate the contract prior to the end of the original term, pursuant to contract terms, the Firm shall be responsible for reimbursing the University one half (1/2) of the outstanding balance of the unamortized Capital Investment.

The University may withhold any amount due from any final payments due to the Firm.

b. Termination For Bankruptcy/Insolvency. In addition to the above, VCU may terminate the Contract immediately upon written notice to the Firm if the Firm becomes (i) insolvent; (ii) seeks protection under any bankruptcy, receivership, trust deed, creditors arrangement, composition or comparable proceeding; or (iii) proceedings in bankruptcy or insolvency are instituted against the Firm, a receiver is appointed, or if any substantial part of the Firm’s assets is the object of attachment, sequestration or other type of comparable proceeding, and such proceeding is not vacated or terminated within thirty (30) days after its commencement or institution.

c. Termination For Non-Payment Of Commission/Other Payments. In addition to the above, VCU may terminate the Contract immediately, or upon a termination date VCU chooses, upon written notice to the Firm if the Firm fails to make timely commission payments and other payments due to VCU, as required by the Contract.

D. PROGRAM REQUIREMENTS

1. Operations Requirements

a. Locations/Programs. Program Requirements, as defined in this Request for Proposal (RFP), include the following:

1) Campus Stores/Services

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a) Monroe Park Campus Store

b) RamTech (located within the Monroe Park Campus Store)

c) Café (located within the Monroe Park Campus Store), to be managed by the selected Firm or a third-party Firm under the direction of the selected Firm

d) Medical College of Virginia (MCV) Campus Store (potential future store)

e) Course Materials Service Centers located within the Campus Stores

f) VCU Campus Store Websites, including Online Course Materials Store (OCMS) Websites and Merchandise Websites (e.g., branded merchandise, course-related supplies, etc.)

2) Online Course Materials Store

a) Online Course Materials Store (OCMS) Websites

b) Course Materials Services for all VCU and MCV Academic Programs

c) Collaboration with Campus Store Management to support the Course Materials Service Centers, located in the Campus Stores

b. Right To Operate The Online Course Materials Store.

1) The Firm shall have the right to operate the Online Course Materials Store for VCU throughout the term of the Contract, scheduled to commence July 1, 2027. This is not an exclusive right granted by VCU.

2) VCU will coordinate with the Firm to establish links to accommodate integration to VCU systems (e.g., Canvas, Banner, etc.) to the Firm’s Online Course Materials Store Website.

3) The Firm should recognize that VCU is focused on course materials affordability for VCU Students. As part of this focus, VCU will continue to explore all options regarding the digital delivery of course materials and course content, including Open Educational Resources (OER), etc. It is VCU’s intent that the Firm will bring value-added programs and services with respect to digital delivery and/or other innovative course materials programs and services.

c. Right To Operate Campus Stores. VCU will grant the awarded Firm the right to operate the Campus Stores for VCU throughout the term of the Contract, scheduled to commence July 1, 2027. However, VCU may authorize the sale of certain items to include but not be limited to items offered by approved vendors, student groups, or VCU organizations.

d. VCU Rights Re: Campus Store Facilities. VCU will have the right to add, remove, or modify the size of the Campus Store facilities if VCU deems such additions, removals, or modifications to be in the best interest of VCU.

e. Campus Store Names. The name of the Campus Stores shall be as follows:

1) Monroe Park Campus Store: Ram Exchange at VCU

2) MCV Campus Store: Ram Exchange at VCU (potential future store)

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f. Course Materials Service Centers. There will be Course Materials Service Centers located within the VCU Campus Stores. The Campus Stores Firm shall accommodate in-person customer service requests from VCU Faculty and Students with respect to course materials services.

g. Firm Duties/Responsibilities. Operating Costs: The Firm shall pay all operating costs for providing the contracted goods/services, except for specific costs outlined by the University (University’s Responsibilities) in the RFP or the negotiated contract.

1) The University's Responsibilities consist of:

a) Electricity

b) General building maintenance (HVAC, Mechanical, Ceiling tiles from leaks, etc.)

c) Heating and air conditioning

d) Smoke/heat alarms

e) Natural gas, steam

f) Water, sewer

g) Trash removal (from the university's designated point)

h) Fire safety inspections

i) Telecommunication services (university charges)

j) Utility Services: The University commits to maintaining utilities to its best ability but shall not be liable for losses due to outages.

h. Campus Store Products and Services. The Firm shall provide VCU with a full range of, faculty books, reference books, supplies, computer/technology products, computer supplies, peripherals, course-related supplies, general merchandise, branded clothing, branded gifts, greeting cards, convenience items, health and beauty aids (HBAs), special order services, graduation-related merchandise, café service, and other services expected from a Campus Store. VCU strongly encourages Firm’s proposals to include any additional products or services that can be offered to enhance value to students and the VCU community; generate traffic into the Campus Stores; and assist with transitioning from a traditional university bookstore to a destination offering state-of-the-art campus store retail services.

i. OCMS Products And Services. The Firm shall provide VCU with a full range of course materials, new textbooks, used textbooks, digital textbooks, custom-published materials, open educational resources (OER), textbook rentals, and course-related supplies.

j. Inventory Expense. The Firm, at its sole expense, shall be responsible for all inventory expenses (e.g., cost of merchandise and course materials, write-offs, markdowns, etc.) required for the operation of the Campus Store.

k. VCU Authority Re: Product Offerings. The Firm shall withdraw from display or sale, any item or items, which VCU requests are not displayed or sold in the Campus Store and/or online.

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l. Beverage Product Offerings/Exclusive Beverage Agreement

The University maintains the right to have exclusive agreements. The Firms shall comply with all the agreement’s terms and conditions. Currently, the University has an exclusive obligation with Pepsi Bottling Group, LLC. for carbonated and non-carbonated soft drinks; fountain tea; bottled teas, coffees, juices, isotonic beverages and bottled water. Pepsi beverages will be the only beverages sold, distributed, sampled or otherwise made available on the Campuses. The following beverages are exempt from exclusivity; (1) non-bottled tap water/filtered water stations, hot chocolate, freshly brewed coffee and tea, fresh squeezed juices, smoothies; (2) energy shots (less than 3 ounces) and milk; (3) VCU branded bottled water distributed exclusively through VCU Catering and Perrier sparkling natural mineral water where required by restaurant brand and for special catered events; (4) beverages required for compliance with brand standards at Taco Bell and Starbucks; (5) other beverage products used In a proprietary recipe by restaurants on campus (ingredient(s) from an alternative source will not be advertised); and (6) alcoholic beverages. In no event will exempted beverages be advertised on campus.

m. Website/Social Media. VCU will be solely responsible for creating, managing, and publishing content for all official VCU social media accounts. The Firm shall not have direct access to or administrative control over VCU accounts. The Firm shall develop and implement social media marketing and promotional strategies for the Campus Store and shall collaborate with VCU to provide content for use on VCU’s channels. To the extent that the Firm develops its own independent social media platforms (e.g., Instagram, X, Facebook, etc.) or integrates with the VCU site, the Firm shall keep posted information up to date, refresh content frequently, and ensure all content conforms to VCU social media standards and practices. Additional information regarding these requirements can be found in VCU’s Social Media Guidelines and Policies, available at https://vcu.public.doctract.com/doctract/documentportal/08DBBA021044C281

BF76E55389C059E8.

n. Special Events. The Campus Stores shall participate in special events (e.g., Move- In, Welcome Week, New Student Orientation, Commencement, Grad Fair, Homecoming, Preview Day, Open House, Athletic Events, etc.) on campus by selling VCU merchandise at VCU events.

o. Fixtures/Equipment For Special Events. The Firm shall, at its sole expense, provide any necessary fixtures or equipment (e.g., cart, tent, POS terminal, pop-up store, etc.) to sell branded or general merchandise at designated special events (e.g., orientation, Open Houses, etc.) to capitalize on sales opportunities at VCU.

p. Trash Removal/Recycling. The Firm shall participate in VCU recycling programs.

The Firm shall, at its own expense, remove all trash and recyclable materials and place them in the proper recycling containers as designated on campus.

q. Environmental/Sustainability Practices. The Firm shall utilize environmentally friendly practices in its operation of the Campus Stores and shall abide by all VCU environmental/sustainability practices.

https://vcu.public.doctract.com/doctract/documentportal/08DBBA021044C281BF76E55389C059E8

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r. Reporting Requirement. The Firm shall report to VCU’s Director of Business Services for matters pertaining to the Contract and the operation of the Campus Stores and OCMS. The Firm’s Regional Manager shall meet with VCU’s Director of Business Services, or designee, on a quarterly basis at a minimum, or as requested by VCU, to review performance.

s. Licensing, Permits, Taxes. The Firm shall, at its sole expense, procure and keep in effect all necessary permits and licenses required for its performance under the Contract, and shall post or display in a prominent place such permits and/or notices as required by law. The Firm shall pay for all taxes and assessments attributable to the operation of the Campus Stores provided herein, including, but not limited to, sales taxes, excise taxes, payroll taxes, and federal, state, and local income taxes.

t. Pandemic. The Firm shall adhere to VCU’s policies (current and future) regarding any pandemic. The Firm shall have in place the necessary plans to operate the Campus Stores in compliance with federal, state, and local requirements in response to pandemics or any other health-related issues.

2. Customer Requirements

a. Customer Service Expectations. The Firm shall provide excellent customer service at the Campus Stores, including processing customers efficiently in-store and online. Please describe your methods in providing excellent customer service in-store and online.

b. Online Customer Service Support. The Firm shall provide comprehensive online customer service support, including, but not limited to, the following:

1) 24/7 customer service support via the Campus Stores and OCMS Website (i.e., staffed call hours, live chat customer service assistance, etc.)

2) Customer friendly websites (i.e., ease of use, clear and concise navigation, etc.)

3) Rapid response time to problems, and effective problem resolution

c. Refund Policy. The Firm’s refund policy shall be sensitive to the needs of VCU Students and customers, shall align with the academic calendar, and must be approved by VCU.

d. Nametags/Identification Tags. The Firm shall ensure that all Campus Store employees wear nametags/identification tags.

e. Image Of The Campus Store. The Firm shall operate the Campus Stores in a manner that reflects the image and reputation and supports the mission of VCU.

The Firm shall become involved in the academic, cultural, and social environment at VCU and take advantage of opportunities to offer special merchandising, marketing, and/or assistance based upon the ongoing and unique activities of VCU. Based upon a request(s) from VCU, the Firm shall create temporary selling points at various sites around campus in connection with special events and programs.

f. Support Of Student Organizations. The Firm shall cooperate to whatever reasonable extent possible to assist and support student organizations and student activities with respect to Campus Store services and merchandise.

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g. Customer Feedback. The Firm shall seek customer feedback on a regular basis through methods that include, but are not limited to, customer surveys, student focus groups, customer comment cards, secret shopper programs, etc. Customer feedback results shall be shared with the VCU Administration for evaluation and input.

h. Hours Of Operation. Hours of operation shall be defined by VCU in conjunction with the Firm. Hours of operation shall be extended during the beginning of each semester/term, and to support special programs and events as necessary (e.g., open houses, orientation, campus events, athletic events, etc.). Changes to the defined hours of operation must be approved by the appropriate authority VCU in writing. During all hours of operation, including peak business hours and extended hours of operation, the Firm shall staff the Campus Stores adequately to provide the level of service required by VCU.

i. Campus Store Advisory Committee. VCU may establish Campus Store Advisory Committees composed of faculty, students, and administrators at VCU. The Firm’s Campus Store Managers shall meet up to four (4) times per year with the Campus Store Advisory Committees and with the VCU Administration to review Campus Store operations. The Firm’s Regional Manager shall attend at least one

(1) Campus Store Advisory Committee meeting per term. Further, the Firm’s Campus Store Managers shall work cooperatively with the Committees and with the VCU Administration in the development and improvement of Campus Store programs, merchandise selection, services, and policies. The Firm shall make every reasonable effort to comply with requests from the Committees and from the VCU Administration to improve the program, services, and policies.

3. Staffing/Personnel Requirements

a. Staffing. The Firm shall be responsible, at its sole cost and expense, to employ all personnel necessary for the efficient operation of the Campus Stores in accordance with the requirements established by VCU. VCU will not be a joint employer of the Firm’s employees. All employees of the Firm shall be the Firm’s sole responsibility in terms of salary, benefits and taxes.

b. Organization Chart/Staffing Level. Prior to Contract commencement, the Firm shall present its final organization chart/staffing level for the Campus Stores to VCU for discussion and approval to ensure there will be sufficient on-site staff to provide the required level of service. Changes or reductions to the agreed-upon staffing level shall require discussion with, and approval by the VCU Administration.

c. Manager. The Managers assigned to VCU Campus Stores by the Firm must be approved in advance by the VCU Administration. Subsequent changes in assignments will be made by the Firm only after prior consultation with, and approval by the appropriate authority at VCU in writing. VCU expects management continuity (i.e., limited turnover of the Manager) in order for the Firm to meet the expectations and requirements of VCU.

d. Faculty Liaison. The Firm shall be responsible, at its sole cost and expense, to provide a Faculty Liaison for VCU to coordinate the functions necessary to provide efficient Online Course Materials Store services in accordance with the

RFP 218437180CK Page 17 of 42 requirements established by VCU (e.g., course materials adoption coordination, affordable learning initiatives, etc.).

e. Student Employees. The Firm shall fill Campus Store employment opportunities with students, when appropriate. VCU values opportunities for students that include employment, internships, and long-term career opportunities.

4. General Merchandise Requirements

a. General Merchandise Selection. The Firm shall provide a full range of general merchandise including branded clothing, branded gifts, computer/technology products, general books, reference books, novelty gifts, school supplies, course-related supplies, greeting cards, convenience items, health and beauty aids (HBAs), special order services, graduation-related merchandise, café services, and other general merchandise services. Please describe how these services will be provided.

b. Branded Clothing And Gifts. The Firm shall promote the VCU brand by offering an industry-leading selection of branded clothing and gifts. branded merchandise shall comply with VCU current and/or future licensing requirements, design guidelines, and requirements for branded products and usage of VCU’s seal, marks, and logo, etc. The Firm shall provide exceptional value to customers by offering high quality products and services in appropriate size ranges and at fair prices and multiple price points, including value-priced merchandise. The Firm shall only purchase branded merchandise from vendors who adhere to current and/or future VCU Licensing Program requirements and/or VCU’s design guidelines and requirements for branded products.

c. General Books. The Firm shall provide a selection of reference books, and VCU faculty-authored books at the VCU Campus Stores.

d. Course-Related Supplies. The Firm shall provide sufficient quantities of all course-related supplies (e.g., nursing supplies, dental hygiene, etc.) as requested by VCU Faculty.

e. New Product Lines/First-To-Market Programs. The Firm shall continually expand and introduce new product lines and first-to-market programs that appeal to customers (i.e., students, faculty, staff, alumni, visitors, fans, etc.) and generate traffic into the Campus Stores and to the websites.

f. Graduation Merchandise. The sale of class rings, jewelry, announcements and academic regalia shall be subject to the terms and conditions of a separate agreement. However, the Firm shall support the graduation activity as requested.

The support may include allowing the sale of graduation items in the Campus Stores and providing sales and storage space in the stores as requested.

Responsibilities also include, but are not limited to, organizing Grad Fair events for each Store, fostering a seamless experience for graduates.

g. RamTech Technology Store. The Firm shall operate a full-service Technology Store (RamTech) (e.g., computer hardware, software, supplies, repair services, etc.) within the existing Monroe Park Campus Store. RamTech shall include the following components.

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1) The Firm shall provide space for fixlT, VCU's technology repair service. This space shall meet all requirements furnished by vendors, including but not limited to Apple, Dell, and SafeWare. Payroll and equipment for fixlT will be funded by VCU Technology services. The Firm shall meet with fixlT leadership and the Business Services Director of Marketing and Retail Services quarterly to ensure that fixlT and the Firm’s services are aligned and offering the best overall experience for RamTech customers.

2) The Firm shall facilitate technology payroll deduction for RamTech’s technology products for all full-time VCU Faculty and Staff in accordance with current VCU practices and policies. Payroll Deduction terms and conditions may be modified by mutual agreement at a later date. The Firm shall be solely responsible for collection of funds from individuals who have separated from VCU.

3) The Firm shall facilitate technology purchases by departmental budget code, providing VCU with monthly (or upon VCU’s request) Excel spreadsheet reports of all departmental purchases to process charges via a spreadsheet file that will include, but are not limited to, department budget code, transaction/ticket number, amount, and up to 32 character sales description). VCU will provide the Firm with file format requirements and due dates for payroll deduction transactions.

4) The Firm shall only sell VCU-supported computers (currently Apple and Dell Computers) as well as their affiliated warranty services. The Firm shall offer Safeware third party warranty services or any other similar service as directed by the appropriate authority at VCU as a third-party option.

h. Café Services/Products. The Firm shall manage and operate a Café within the Monroe Campus Store. The Café should include snack foods, healthy food options, coffee, beverages, and grab-and-go items. Please describe any additional offerings your Firm would provide.

1) The Firm may elect to manage the Café directly or engage a third-party vendor for Café operations. Collaboration with VCU regarding the Café management plan is required.

i. Athletic Services. The Firm shall work closely with VCU to provide Athletics Services including, but not limited to, the following:

1) The Firm shall sell merchandise in both the Campus Store and online platforms (Campus Store Website) that aligns with the official game day apparel worn by the Athletic Department’s coaching staff.

2) The Firm shall ensure that the merchandise is readily available for purchase throughout the sports season and accurately reflects the style, branding, and logos used by the Athletic Department for game day attire.

3) The Firm shall cooperate with VCU Athletic and other departments to jointly market and sell soft goods, if requested by the University department(s).

4) After the Contract is awarded, the successful Firm will collaborate with the Executive Associate Athletic Director of VCU Athletics to discuss athletic sponsorship opportunities, gameday sales or other Athletic initiatives.

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5) Royalties for separate sponsorship or selling opportunities will require a separate agreement and royalty payment. Royalties proposed in the Contract are separate from Athletic or department royalties, if any.

j. Branding/Licensing Program. The Firm shall only purchase branded merchandise from vendors who adhere to current and/or future VCU Licensing Program requirements and/or VCU’s design guidelines and requirements for branded products.

k. Vendor Code Of Conduct. The Firm must have a vendor code of conduct policy.

The policy must comply with general contract provisions for FLA (Fair Labor Association) and WRC (Worker Rights Consortium) standards.

5. General Merchandise Pricing Policies Requirements

a. Pricing Policy-General Books. The Firm shall sell trade books, reference books, and other non-textbooks at no more than the publisher’s list price, or if there is no list price, at prices competitive in the local area and competitive in the university campus store industry.

b. Pricing Policy-General Merchandise. The Firm shall sell all other merchandise (e.g., clothing, gifts, supplies, etc.) at prices competitive in the local area and competitive in the university campus store industry.

c. Value-Priced General Merchandise. The Firm shall provide branded merchandise at multiple price points and must provide value-priced merchandise in the Campus Stores and on the websites.

6. Marketing Strategy Requirements

a. Marketing Strategy. The Firm shall provide a comprehensive marketing and promotional strategy that will assist with advancing the VCU brand among VCU current and prospective students, faculty/staff, alumni, fans, and visitors. VCU will be solely responsible for approving the marketing strategy.

b. Social Media. VCU will be solely responsible for creating, managing, and publishing content for all official VCU social media accounts. The Firm shall not have direct access to or administrative control over VCU accounts. The Firm shall develop and implement social media marketing and promotional strategies for the Campus Store and shall collaborate with VCU to provide content for use on VCU’s channels. To the extent that the Firm develops its own independent social media platforms (e.g., Instagram, X, Facebook, etc.) or integrates with the VCU site, the Firm shall keep posted information up to date, refresh content frequently, and ensure all content conforms to VCU social media standards and practices. Additional information regarding these requirements can be found in VCU’s Social Media Guidelines and Policies, available at https://vcu.public.doctract.com/doctract/documentportal/08DBBA021044C28

1BF76E55389C059E8.

7. Online Course Materials Store (Course Materials Program) Requirements

a. Online Course Materials Store Comprehensive Course Materials Services. The Firm shall provide comprehensive course materials services through an Online Course Materials Store at VCU and shall work closely with VCU to support all Academic Programs.

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b. Academic Freedom. VCU Faculty shall have academic freedom in their selection of course materials, and the Firm shall provide all adopted materials on a timely basis.

c. Course Materials Program Strategic Decisions. Throughout the term of the Contract, including any Renewal Terms, VCU will make all long-term course materials program strategic decisions. The Firm shall not make any course materials programmatic mandates during the Contract Term or any Renewal Term.

d. Responsibility For The…