Titan Book Store -RFP-23-24-06.pdf

Management Services for Titan Book Store/ Request for Proposal (RFP-23/24-06)

LANE COMMUNITY COLLEGE

Is issuing this Request for Proposals (RFP) under Bid Number [2023/24-06) for

TITAN BOOKSTORE OPERATION MANAGEMENT

Date of Issue: February 16, 2024

Closing Date and Time: March 18, 2024 2:00 PM (local time)

The Lane Community College ensures equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION 4

1.1 INTRODUCTION 4

1.2 SCHEDULE 5

1.3 SINGLE POINT OF CONTACT (SPC) 5

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE 6

2.1 AUTHORITY AND METHOD 6

2.3 OVERVIEW AND PURPOSE 6

2.4 SCOPE OF WORK/SPECIFICATIONS 7

SECTION 3: PROCUREMENT REQUIREMENTS 8

3.1 MINIMUM QUALIFICATIONS 8

3.2 MINIMUM SUBMISSION REQUIREMENTS 8

3.3 PROPOSAL REQUIREMENTS 10

SECTION 4: SOLICITATION PROCESS 11

4.1 PUBLIC NOTICE 11

4.2 PRE-PROPOSAL CONFERENCE 11

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS 11

4.4 SOLICITATION PROTESTS 11

4.5 PROPOSAL DELIVERY OPTIONS 12

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL 12

4.7 PROPOSAL DUE 13

4.8 PROPOSAL REJECTION 13

4.9 EVALUATION PROCESS 13

4.10 POINT AND SCORE CALCULATIONS 13

4.11 NEXT STEP DETERMINATION 14

4.12 COMPETITIVE RANGE DETERMINATION AND INTERVIEW 14

4.13 BEST AND FINAL OFFER 14

SECTION 5: AWARD AND NEGOTIATION 15

5.1 AWARD NOTIFICATION PROCESS 15

5.2 INTENT TO AWARD PROTEST 15

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS 15

5.4 CONTRACT/PRICE AGREEMENT NEGOTIATION 16

SECTION 6: ADDITIONAL INFORMATION 17

6.1 CERTIFIED FIRM PARTICIPATION 17

6.2 GOVERNING LAWS AND REGULATIONS 17

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS 17

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES. 17

6.5 COST OF SUBMITTING A PROPOSAL 18

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE 18

6.7 RECYCLABLE PRODUCTS 18

6.8 PRINTING, BINDING, AND STATIONERY WORK 18

6.9 CHECKLIST 18

LIST OF ATTACHMENTS

(Attached B to F must be completed and submit together with the Proposal)

● ATTACHMENT A SAMPLE CONTRACT

● ATTACHMENT B PROPOSAL SUBMITTAL REQUIREMENT FOR EVALUATION

● ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

● ATTACHMENT D RESPONSIBILITY INQUIRY

● ATTACHMENT E FINANCIAL BID FORM

● ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

● ATTACHMENT G RESFERENCE CHECK FORM

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

Lane Community College (the "College”, " LCC”) is issuing this Request for Proposal under the provisions of ORS 279B.060 for Bookstore Operation Management Service Request for Proposal (The “RFP”), not an invitation for bid: responses will be evaluated based on the merits of proposals:

there will be no public opening and reading of responses.

For reference, each organization submitting response to this RFP will hereinafter be referred to as the “Proposer”. A Proposer whose proposal would result in the execution of a formal agreement will herein be referred to as a” Contractor”.

Lane Community College (“College”) invites proposals from qualified vendors (“Responder,” “Proposer,” “company,” "firm," "provider," or "contractor") to provide bookstore services as described in this RFP. The college is seeking proposals to select a contractor to furnish management, services, equipment, goods and supplies necessary and appropriate to manage and operate professional bookstores that will provide the highest caliber of services to students and the community.

Interested firms which specialize in the provision of these services are invited to submit proposals to accomplish the Scope of Work defined within this invitation.

The college may, at its sole discretion, award ONE contract under this RFP, based on the needs of the college and the specific skills and expertise of the proposers. At the discretion of the college, individual contracts issued under this RFP may be renewed for up to an additional three to five years.

Lane Community College, a Community College District created within the context of Oregon Revised Statutes, is an equal opportunity employer. Minority and women-owned businesses are encouraged to participate in this solicitation.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference

(Optional) Feb 28, 2024 1:00 to 2:00 PM

Questions / Requests for Clarification Due

March 8, 2024

Answers to Questions / Requests for Clarification Issued (approx.)

March 15,2024

RFP Protest Period Ends 7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Presentations, Demonstrations, or Interviews (if needed)

April 2024

Issuance of Notice of Intent to Award (approx.)

May, 2024

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

SUBMITTAL OF PROPOSALS

Interested firms may submit responses to this invitation by completing the requested documentation and submitting it to:

https://bidlocker.us/a/lanecc/BidLocker not later than:

2:00 pm, March 18th , 2024 (PST)

Delivery is the sole responsibility of the proposer. Proposals not received by the specified time and date will not be considered.

1.3 SINGLE POINT OF CONTACT (SPC)

Single Point of Contact (SPC):

Laura Aung

Director, Contract and Procurement Services Lane Community College

Building 3, Room 101, East 30th Avenue Eugene, Oregon aungl@lanecc.edu https://bidlocker.us/a/lanecc/BidLocker mailto:aungl@lanecc.edu

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

LCC is issuing this RFP pursuant to its authority under ORS 279A.050. The college is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060, and may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals as required.

2.2 OVERVIEW AND PURPOSE

2.2.1.1 Overview

Lane Community College, a distinguished public institution based in Eugene, Oregon, extends its impact through additional campuses in downtown Eugene, Florence, Cottage Grove, and the Lane Aviation Academy at Eugene Airport. With a commitment to education, Lane serves over 20,000 students annually, offering both credit and non-credit programs across a vast 5,000 square-mile (~8047 km2 service district. Established in 1964, Lane Community College is renowned for its dedication to academic excellence.

Lane is a comprehensive community college with a district that covers local and international students, encompassing more than 100 departments and programs and a variety of administrative functions. Lane Community College educates students annually at six locations across Lane County and online. Students and alumni from all 50 states and 79 countries create more than an $850 million dollar impact on the local economy, helping to support more than 13,000 local jobs. Lane provides affordable, quality, professional technical and college transfer programs; business development and employee training; academic, language and life skills development; and lifelong personal development and enrichment courses. College’s mission statement is, “Lane is the Community’s college. We provide quality, comprehensive, accessible, inclusive, learning-centered educational opportunities that promote equitable student success.” The College is a fiscally independent municipal corporation of the State of Oregon governed by a seven- member Board of Education.

As a part of college commitment to our students, the college has initiated this RFP to seek an innovative and proactive approach that is on the cutting-edge of campus store retail services. The Titan Bookstore plays a crucial role in supporting the educational endeavors of our students.

Currently, we are seeking a reliable partner to manage operations at the Titan Bookstore, strategically located in the Center Building at 4000 East 30th Avenue, Eugene, OR 97405.

Operating during regular business hours from 8:30 AM to 4:30 PM, Monday to Friday and adjustment can be made prior approval of the college.

The college is seeking proposals to select a contractor to furnish management, services, equipment, goods and supplies necessary and appropriate to manage and operate professional bookstores that will provide the highest caliber of services to students and the community.

The current student headcount is outlined in the table below, and LCC anticipates a continuous increase in enrollment in the upcoming terms.

Year - AY23 Head Count

Credit 8,349

Non-Credit Skill Development 1129

Non-Credit Continuing Ed. 3,141

College Now 3,097

TOTAL 15,716

2.3 SCOPE OF WORK/SPECIFICATIONS

Innovation has characterized the college’s efforts to continuously improve in response to evaluation and change. The goal is to provide an innovative, state-of-the-art campus retail store that will result in the following:

• Improved affordability for Lane’s students by: reducing course material costs; providing innovative course material solutions; accelerating the transition to digital course materials;

expanding access to no-cost/low-cost materials.

• Improved convenience store, vending service and food options located in bookstore area.

• Enhanced financial support management services for the College Financial Aid and Bursar Office

• Improved customer satisfaction through cutting-edge retail innovation; utilization of technology;

• Increased sales and market share of LCC branded merchandise.

• State-of-the-art destination/retail facilities utilizing the optimal amount of square footage, and kiosks/pop-up stores as needed.

• A technologically advanced and intuitive website such as mobile access.

• Implementation of a strategic marketing plan that is customized for Lane

• Comprehensive community engagement; and forward-thinking concepts that anticipate market trends.

• Competitive financial contribution to Lane Community College, while achieving the qualitative and service goals of this RFP (Attachment B and E)

• Collaborative initiatives to enhance Student Services, encompassing various activities such as the distribution of Student ID cards and Bus Passes, Library cards, among other services.

The college anticipates the award of ONE Contracts/Price Agreements from this RFP.

The initial term of the Contract/Price Agreement is anticipated to be 5 years with options to renew up to a cumulative maximum of 5 years. The college may issue purchase orders pursuant to this Price Agreement up to 5 years from the effective date of the Contract Agreement.

Any purchases under the Price Agreement must be authorized by purchase orders issued by the college in accordance with the ordering procedures described in the Attachment A - Sample Price Agreement.

SECTION 3: PROCUREMENT REQUIREMENT S

3.1 MINIMUM QUALIFICATIONS

Each proposer shall meet the following minimum requirements:

• The proposer and each of their key personnel must have no less than three years’ experience in managing bookstore operations.

• Neither the proposer nor any of its employees to be assigned to the college shall be under suspension or investigation by any regulatory authority in any jurisdiction.

• The proposer shall demonstrate its financial stability and financial ability to undertake the requested services to the satisfaction of the college.

• The proposer, including, without limitation, any member of their proposed team, shall not be involved in litigation against the college nor have other engagements which would be in conflict with the interests of the college as determined by the college at its sole discretion.

• The proposer shall supply all information requested and shall meet all other requirements of this Request for Proposals and applicable statutory requirements.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1.1 Proposal Submissions

To be considered for evaluation, the proposal must contain each of the following elements (further detailed in the Proposal Requirements section below):

● Attachment B-H

● Key Persons and Resumes

● Work Samples

3.2.1.2 Proposal Limits

The proposal is limited to 30 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The attachments do not count toward the page limit:

3.2.1.3 Proposal Format and Condition

The proposer shall submit one copy of its Proposal and all other submittal Each proposer shall submit in Bidlocker its proposal on 8.5” x 11” paper, portrait

The college reserves the right to reject any or all proposals received as a result of this request. Proposals may be rejected for one or more of the following reasons, including but not limited to:

a) Failure of the proposer to adhere to one or more of the provisions established in this RFP;

b) Failure of the proposer to submit a proposal in the format specified herein;

c) Failure of the proposer to submit a proposal within the time requirements established herein;

d) Failure of the proposer to adhere to ethical and professional standards before, during or following the proposal process.

The college may reject any proposal not in compliance with all prescribed public procurement procedures and requirements and may reject for good cause any or all proposals upon a finding of the college that it is in the public interest to do so.

A proposal may not be withdrawn, or canceled by the proposer for 60 (sixty) calendar days following the time and date designated for the receipt of Proposals. The minor, clerical error mistakes in offer open but before award shall be allowed in accordance with

OAR137-047-0470.

Prior to the time and date designated for receipt of proposals, proposals submitted early may be modified or withdrawn only by notice to the College’s Contract and Procurement Office at the proposal submittal location prior to the time designated for receipt of proposals. All such communications shall be so worded as not to reveal the amount of the original proposal or any other material contents of the original proposal.

3.2.1.4 Proposal Ownership

a) All proposals submitted become and remain the property of the college and, as such, are considered public information and subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statute 279B.055.

b) Unless certain pages or specific information are specifically marked "proprietary" and qualify as such within the context of the regulations stated in the preceding paragraph, the college shall make available to any person requesting information through the college's processes for disclosure of public records, any and all information submitted as a result of this solicitation without obtaining permission from any proposer to do so.

https://www.bidlocker.us/Home/bidlockerus the services to be provided hereunder or the interpretation of the provisions of this RFP, the decision of the college shall be final and binding upon all parties.

3.2.1.5 Authorized Representative

Failure of the proposer’s authorized representative to sign the proposal may result in rejection of the proposal by the college.

3.2.2 PROPOSAL REQUIREMENTS

The proposal must address each of the items listed in this section and all other requirements set forth in this RFP. T h e Proposer shall describe the Goods to be provided or the Services to be performed or both. A proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-responsive to this RFP and will not be considered further.

3.2.2.1 Proposer Information and Certification Sheet

The proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.2.2.2 References

Provide three (3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related work.

The college may check to determine if references provided support proposer’s ability to comply with the requirements of this RFP. The college may use references to obtain additional information, or verify any information need ed. The college may contact any reference (submitted or not) to verify Proposer’s qualifications.

3.2.2.3 Price Proposal should include the following: For each activity described in the Scope of Work, the Price Proposal must include identifiable costs, time estimates for completing each activity, and a summary of all proposed costs,

● The Price Proposal must include separate line items for personnel, travel, supplies, other costs, and administrative and overhead charges; and

● For all fully loaded personnel costs, the Price Proposal must include the name and title of all positions for each individual staff person who will perform the Work, and list the salary/wage and fringe rate separately for each such individual.

3.2.2.4 Key Persons and their Resumes

Specify key persons to be assigned to this project, and include a current resume (not to exceed two pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

3.2.2.5 Project Implementation Plan

Briefly describe how the proposer would innovatively conduct the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the work.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the College electronic procurement system “LCC Bidlocker” Download here.

Modifications, if any, to this RFP will be made by written Amendment(s) published in Bid locker.

4.1.1 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is not mandatory.

The purpose of the Pre-Proposal conference is to:

● Provide additional description of the project if any;

● Explain the RFP process; and

● Answer any questions proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon any agreement. Proposers may be asked to submit questions in Writing after attention to contractprocurement@lanecc.edu.

Interested parties may participate in the Pre-Proposal Conference by in person at Lane Community College- Central Building on February 28th from 1-2 pm.

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must email to contractprocurement@lanecc.edu

● Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.3 SOLICITATION PROTESTS

4.3.1 Protests to RFP

A prospective proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the

Management Services for Titan Book Store/ Request for Proposal (RFP-23/24-06) https://bidlocker.us/a/lanecc/BidLocker mailto:contractprocurement@lanecc.edu

Sample Contract/Price Agreement. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.3.2 Protests to Amendment(s)

A prospective proposer may submit a written protest of anything contained in an amendment. Protests to an amendment, if issued, must be submitted by 5:00 p.m.

Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.3.3 Requirements for Protests

All protests must:

● Be delivered to the LCC via email contractprocurement@lanecc.edu

● Reference the Lane Community College RFP number;

● Identify prospective proposer’s name and contact information;

● Be sent by an authorized representative;

●o The grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based; and

● State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.4 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the LCC in accordance with the RFP requirements before due date.

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

If a proposer wishes to make modifications to a submitted proposal, the proposer must submit its modification in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the bid number and be submitted to the LCC prior to proposal due date.

If a proposer wishes to withdraw a submitted proposal, it must submit a written notice signed by an authorized representative of its intent to withdraw to the LCC via email prior to the opening in accordance with OAR 125-247-0440. To be effective the notice must include the bid number.

4.6 PROPOSAL DUE

A proposal (including all required submittal items) must be received by the LCC on or before opening. All proposal modifications or withdrawals must also be received prior to opening.

Management Services for Titan Book Store/ Request for Proposal (RFP-23/24-06)

4.7 PROPOSAL REJECTION

The college may reject a proposal for any of the following reasons:

● The proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

● The proposer has liquidated and delinquent debt owed to the State o r any i nstitution of the State.

● The proposer fails to meet the responsibility requirements of ORS 279B.110.

● The proposer makes any contact regarding this RFP with the college’s employees or officials other than the persons authorized by the LCC, o r inappropriate contact with the

LCC.

● The proposer attempts to influence a member of the Evaluation Committee.

● The proposal is conditioned on the college’s acceptance of any other terms and conditions or rights to negotiate a ny alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s)

EVALUATION PROCESS

4.8.1 Responsiveness and Responsibility Determination

4.8.1.1 Responsiveness determination

A proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the proposal is unclear, the SPC may request clarification from the proposer. However, clarifications may not be used to rehabilitate a non-responsive proposal. If the LCC finds the proposal non-responsive, the proposal may be rejected; however, the college may waive mistakes in accordance with OAR 125-247-0470.

4.8.1.2 Responsibility Determination

The college will determine if an apparent successful proposer is responsible prior to award and execution of the Contract/Price Agreement. Proposers shall submit a signed Responsibility Inquiry form (Attachment G with Proposal.

At any time prior to award, the college may reject a Proposer found to be not Responsible.

4.8.2 Evaluation Criteria

Proposals will be evaluated for completeness, compliance with this RFP, best value to the College, and other qualifications of the proposers. Proposals considered complete will be evaluated to determine if they comply with the administrative, contractual, and technical requirements of the RFP. If the proposal is unclear, proposers may be asked to provide written clarification. Proposals that do not specifically address the scope of work or do not include the complete proposal content may be rejected as non-responsive.

4.9 POINTS AND SCORE CALCULATION

The evaluation criteria matrix is as per Appendix B. Each proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and College may have additional or fewer evaluators for optional rounds of competition. LCC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a proposal. A response to a clarification request may only clarify or explain portions of the already submitted proposal and may not contain new information not included in the original proposal.

4.10 NEXT STEP DETERMINATION

At the conclusion of a round of competition, the college may choose to conduct additional round(s) of competition if in the best interest of the college. Additional rounds of competition may consist of, but will not be limited to:

● Interviews

● Presentations/Demonstrations/Additional Submittal Items

● Discussions and submittal of revised Proposals

● Serial or simultaneous negotiations

● Best and Final Offers

4.11 COMPETITIVE RANGE DETERMINATION AND INTERVIEW

If the college in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the proposers that will be invited to participate in a subsequent round. Competitive Range.

proposers progressing to Round 2 will be invited to participate in proposer interviews. Interviews may be in person at a location determined by the college;

however, the college may elect to conduct interviews via teleconference.

4.12 BEST AND FINAL OFFERS

Proposers in the Competitive Range may submit Best and Final Offers. The written Best and Final Offer (“Revised Proposal”) must be submitted on or before and must be delivered to the Single Point of Contact. LATE REVISED PROPOSALS WILL NOT BE ACCEPTED.

If Proposer elects not to submit a revised proposal, the proposer’s initial Proposal will be accepted AWARD AND NEGOTIATION.

SECTION 5: AWARD AND NOTIFICATION

5.1 AWARD NOTIFICATION PROCESS

Award Consideration

The college, if it awards a contract, will award the contract to the highest-ranking responsible proposer(s) based upon the scoring methodology and process described in Section 4.

The college may award less than the full Scope of Work described in this RFP. T h e college will notify all proposers in writing that college intends to award a contract to the selected proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

SUBMISSION AND RESPONSE

An affected proposer shall have 7 calendar days from the date of the Intent to Award notice to file a written protest.

A proposer is an affected proposer only if the proposer would be eligible for Contract Agreement award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

● All higher ranked proposals are non-responsive.

● The college has failed to conduct a n evaluation o f proposals in accordance with the criteria or process described in the RFP.

● The college abused its discretion in rejecting the protestor’s proposal as non- Responsive.

● The College’s evaluation of the proposal or determination of award otherwise violates

ORS Chapter 279B or ORS Chapter 279A.

If the college receives only one proposal, the college may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Agreement Negotiations and award. Protest requirement is same as mentioned above.

The college will address all timely submitted protests within a reasonable time and will issue a written decision to the respective Proposer. Protests that do not include the required information may not be considered by the college.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

A proposer who is selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

Insurance

Prior to award, the proposer shall secure and demonstrate to the college proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found A.in Attachment

Taxpayer Identification Number

The proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by the college or when the backup withholding status or any other relevant information of the proposer has changed since the last submitted W-9 form, if any.

Business Registry

If selected for the award, the proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract/Price Agreement. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

Responsibility Inquiry

Prior to award, the proposer shall be required to complete and submit the Attachment G- Responsibility Inquiry.

Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, the proposer must certify by its signature on Attachment C - Proposer Information and Certification Sheet, in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT/PRICE AGREEMENT NEGOTIATION

Negotiation

After selection of a successful proposer, the college may enter into Contract/Price Agreement negotiations with the successful proposer. By submitting a proposal, proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract/Price Agreement (Attachment A, with the exception of those terms listed below for negotiation.

Management Services for Titan Book Store/ Request for Proposal (RFP-23/24-06) http://sos.oregon.gov/business/pages/register.aspx

SECTION 6: ADDITIONAL INFORMATION

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Lane Community College is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, emerging small, and service-disabled veteran owned businesses by reducing barriers to compete for and be awarded state contracts. All interested businesses are encouraged to submit proposals for this contracting opportunity.

‘6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, College encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business

If the Contract/Price Agreement has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment F) prior to execution.

‘6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. If a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

‘6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All proposals are public records and are subject to public inspection after the college issues the Notice of Intent to Award.

All proposals submitted in response to this RFP become the property of the college. By submitting a proposal in response to this RFP, the proposer grants the college a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the proposal solely for the purpose of evaluating the proposal, negotiating a contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through

192.478. Proposals, including supporting materials, will not be returned to Proposer, except in the case of proposals that were submitted late and rejected by the college.

‘6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, the college may reject any or all proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the College, as determined by the college. T h e college is not liable to any proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a contract award, or the rejection of any proposal.

‘6.5 COST OF SUBMITTING A PROPOSAL

The proposer shall pay all costs incurred in connection with its proposal, including, but not limited to, the costs to prepare and submit the proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

‘6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, the proposer shall include information in its proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR. Visit the DAS website www.oregon.gov/das and use the search bar feature to locate the procedure.

‘6.7 RECYCLABLE PRODUCTS

The proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract/ Price Agreement. (ORS 279B.025)

‘6.8 PRINTING, BINDING, AND STATIONERY WORK

Except as provided in ORS 282.210(2), all printing, binding and stationery work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the State or any county, city, town, port district, school district, or other political subdivision, must be performed within the State.

‘6.9 ADDITIONAL INFORMATION CHECK LIST

The proposer shall adopt the following objectives in managing the bookstore. The substantial achievement of the objectives will be a requirement of the resulting contract, upon time frames agreed upon between the parties, and reduced to writing. Substantial achievement of the objectives will be among the factors the college will consider, in its sole discretion, in determining whether the term of the contract will be extended. The objectives are:

1. To provide the college with a full range of merchandise and services expected from a quality academic bookstore, with attention to the unique needs of the bookstore (e.g., allied health supplies).

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

3. To ensure that the specific requested editions of new, used, and digital texts are available for sale and rent.

4. To minimize out-of-stock occurrences on textbooks.

5. To provide a wide selection of current academic and technical literature in support of required material for the academic disciplines of the College.

6. To offer a significant selection of general merchandise such as office supplies, College emblematic apparel and memorabilia, computer equipment, and other or other miscellaneous items https://www.oregon.gov/das purchasing locally when possible.

7. Creating a dynamic, exciting retail environment that promotes and enhances the college’s brand.

8. To provide a broad selection of quality emblematic clothing and gifts that comply with the college’s brand guidelines, design guidelines, and requirements for branded products.

9. To provide timely response to customers requiring special order literature and other such materials.

10. To provide other quality merchandise to the college community under pricing policies that are both fair and competitive for like or similar quality, as compared to other university bookstores and also with retail establishments in the Eugene-Springfield area.

11. Provide price-matching with the marketplace for course materials.

12. To adhere to the college’s pricing guidelines to the extent possible: The College pricing guidelines are as follows:

• "List-Priced" new textbooks shall be sold at no higher than list price.

• "Pre-Priced" new textbooks shall be sold at no higher than the pre-price.

• "Net-Priced" new textbooks shall be sold at no higher than a twenty-five percent (25%) gross profit margin.

• "Net-Priced" bundled packages of course materials (i.e., textbook, workbook, CD, passcode, etc., bundled together) shall be sold at no higher than a twenty-five percent (25%) gross profit margin.

• Digital course materials sold by publishers to the Contractor at net-price shall be sold by the bookstore at no higher than a twenty-five percent (25%) gross profit margin.

• Digital course materials sold by publishers to Contractor via the agency fee pricing model shall be sold by the bookstore at no higher than the retail price established by the publisher.

• Used textbooks shall be sold at no higher than seventy-five percent (75%) of the current new textbook retail price.

• Course packs and custom published materials (i.e., materials requiring copyright permissions) shall be sold at no higher than a twenty-five percent (25%) gross profit margin.

• New rental textbooks shall be rented at no higher than fifty percent (50%) of the current new textbook retail price.

• Used rental textbooks shall be rented at no higher than fifty percent (50%) of the current used textbook retail price.

• Pricing for Inclusive Access content shall be no higher than fifteen percent (15%) gross profit margin.

• There shall be no add-ons or surcharges to cover freight, handling, publisher re-stocking fees, etc. (i.e., above formulas shall be applied to the actual price listed on the publisher's invoice in order to determine the selling price of a particular course material).

13. To keep apprised of new merchandise of interest to the college community.

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

15. To meet the needs of differently abled persons. Americans With Disabilities Act and Rehabilitation Act requirements shall be adhered to in all aspects of the management and operation of the bookstores.

16. To comply with the Higher Education Opportunity Act (HEOA) and all other law applicable to the Contractor or College as appropriate.

17. To provide employment opportunities for the college students at wage rates consistent with the college’s student employment rates.

18. To become involved and host events in the academic, cultural, and social environment of the college, taking advantage of opportunities to offer special merchandise and other assistance based upon the college’s ongoing and unique activities.

19. To participate in faculty and staff meetings in order to stay engaged in student-focused discussions where the contractor can be a valued partner to improve outcomes.

20. To provide a streamlined faculty interface for on-time course adoptions and work proactively to increase the timeliness of adoptions.

21. To provide convenience store items and coffee service similar to what is currently provided by contractor in its other locations and what is currently provided by the Titan Store.

22. To provide adequate and timely data regarding bookstore outcomes, finances, course materials, student buying behaviors, and other pertinent data.

23. The college, through its representatives, shall have access at all reasonable times and upon reasonable request to the books and records of the contractor and subcontractors so far as they relate to the contract and the performance of the work.

24. Neither the contract nor any interest of the contractor therein can be transferred to any other person or persons without the written consent of the College Contract Manager.

All subcontracting shall be subject to the approval of the College only.

25. The contractor shall represent and warrant that it has no interests and has engaged in no actions that will cause it to violate ORS Chapter 244 in relation to the college or college personnel.

**The End **

2.3 SCOPE OF WORK/SPECIFICATIONS