Vendor Written Inquiry RFP FRCC-19-01-W.docx

DOCX document 16 KB Posted Aug 31, 2018

Attached to: RFP, FRCC-19-01-W, Campus Store Point of Sale System
Solicitation number: RFP GJEA 2019000019 2
Issued by: Boulder County, Weston CDP, Colorado

About this file

Written by GovTribe AI · Mar 13, 2026

This document is a vendor written inquiry response for RFP FRCC-19-01-W, issued by Front Range Community College (FRCC) regarding a point-of-sale (POS) and campus store management system implementation. The RFP seeks a comprehensive solution encompassing POS terminals, mobile units, servers, and integrated software to support multiple FRCC campus locations. The inquiry addresses 43 vendor questions spanning system requirements, functionality, data integration, and operational processes. Key areas of inquiry include hardware specifications (number of drawers, remote locations, workstations), software integration (Banner system connectivity, adoption systems, digital course materials platforms), operational procedures (rental terms, buyback processes, loyalty programs, coupon management), and business processes (accounts receivable, payment processing, inventory management, pricing controls).

The vendor inquiries reveal the current operational environment and FRCC's expectations for the proposed system. Critical questions address existing third-party integrations (loyalty and gift card providers, wholesalers for buybacks, digital course material vendors), data sharing requirements (student information limitations, Banner interface frequency), transaction processing capabilities (refunds with sales, tax overrides, rental non-return penalties), and inventory management practices (cycle counts versus annual physical inventory, RF scanning utilization, central warehouse operations). Additional inquiries clarify pricing methodology, eCommerce functionality (percentage of online sales, inventory visibility, order fulfillment processes), and payment collection mechanisms. The responses to these 43 detailed questions will inform vendor proposals regarding system design, integration requirements, and alignment with FRCC's multi-location campus store operations.

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Other files

File	Type	Posted
PricingSheet(AppendixA).xlsx	XLSX spreadsheet	Aug 31, 2018
CloudVendorAssessment(Appendix B).xlsx	XLSX spreadsheet	Aug 31, 2018
RFP FRCC-19-01-W.doc	DOC document	Aug 31, 2018
Reference - College Response to Vendor Written Inquiry RFP FRCC-18-40-W.docx	DOCX document	Aug 31, 2018

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Vendor Written Inquiry RFP FRCC-19-01-W

1. RE: Appendix A – Vendor Pricing Sheet. This document asks for unit price in 3.1, 3.2 and 3.3. Sections 3.4-Grand Total asks for the total cost. Does this total mean the unit cost X the maximum number of units mentioned in the RFP for the POS, Mobile Unit and Server? Or, just the total of one unit of the POS, Mobile Unit and Server plus the software and hardware liste4d in Section 3.4-3.18?

2. In addition to the server, tablet and POS stations, I understand there are workstations that would need POS/Text Management software installed – how many of these workstations are there?

3. 1.2 Do all the FRCC locations fall under the same Tax ID or are they setup as multiple entities?

4. 1.3 What is the % breakdown of POS vs Online transactions?

5. 1.5 Can you provide additional detail regarding the requirement for 3rd party tender types.

6. 1.6 A Is there a limit to the student information that FRCC will share with the campus store?

7. 1.6 A Can you provide additional detail regarding the requirement for FRCC financial aid rewards.

8. 3.1.A.4 Who does FRCC use for Loayalty and Gift Cards? Are Gift Card dollars managed by FRCC or a 3rd Party? What does FRCC offer for loyalty to its customers (points, special offers, discounted pricing)?

9. 3.1.C How many drawers does FRCC have on a terminal?

10. 3.1.F.4 Can you provide additional detail regarding -Should be able to do both refund and sale within the same transaction regardless of payment type.?

11. 3.1.G.4 Is a charge to a credit card for rental non-return the only recourse the Campus Store has? Are charges or holds to student accounts an option?

12. 3.1.H What wholesalers are used for Buybacks? What method is the Campus Store using for determining the buyback price (High Guiding, preferred vendor, etc)?

13. 3.1.I Please give more detail as to why a refund price would require an override of the price an item was originally sold at.

14. 3.1.K.2 What is the situation that a clerk would be overriding the tax on a transaction?

15. 3.1.L.5 Is the Campus Store connecting to a national coupon database or is this a manual coupon?

16. 3.1.P Does the Campus Store offer multiple rental term lengths? Are there textbooks that are not offered for rent? Can you share a copy of the current rental contract?

17. 3.1.Q How frequently does data need to be shared with Banner? Is a batch-oriented interface an acceptable alternative to a real-time interface?

18. 3.2 How many remote locations and devices are currently being employed today?

19. 3.4.A What percent of sales are eCommerce based and what is the volume of orders? Are all items made available on the website? Will items be taken off the website when their inventory is low or out of stock? Do you allow for online order to be returned to store?

20. 3.4.B.1 Can you provide a definition of “Course Material Catalog”? Is each store affiliated with a single school?

21. 3.4.B.7 Please give more detail as to what is being required here.

22. 3.4.B.13 Can you provide a list of vendors. Is Verba a vendor utilized?

23. 3.6.A.6 Are you currently looking at other 3rd party providers in this area? If so who are they?

24. 3.7 With whom is the Campus Store creating A/R transactions with? Are these B2B customers or Campus Departments?

25. 3.8 Is the Campus Store looking for a new Gift Card system or is there one in place that will require integrating to?

26. 3.10.A.1 What system is being used for adoptions? What system is being used for digital books and inclusive access delivery?

27. 3.10.F.3 Is this asking for different vendor account numbers per store or different store account numbers for the vendor to reference?

28. 3.10.H Are orders received by each store or by a central warehouse and then moved to each store? Is there a central warehouse that will hold the majority of inventory? Do the warehouses utilize RF Scanning?

29. 3.10.H.7 Is this asking for cost updates that are made on an item to update the cost on an existing PO or on it is to update cost on future POs?

30. 3.10.J What 3rd party inventory service is used today? Are the stores performing periodic cycle counts or a single annual physical inventory?

31. 3.11.A.9 What 3rd party tools are being used today for dynamic pricing, market analytics, and sourcing?

32. 3.11.A.10 Who is being used today for digital course materials?

33. 3.11.A.2 Can you provide additional detail 10-digit ISBN and 13 Digit ISBN should be tied together?

34. 3.11.B What publisher databases are being used today?

35. 3.11.C Is there a limitation on the information that FRCC is providing to the Campus Store?

36. 3.11.E If the buyback is being managed by a wholesaler using their system, how are rental returns being identified to a specific student?

37. 3.11.E.7 Please provide more detail regarding the requirement for the posting of “stolen book” information.

38. 3.11.G.7 Are you asking for a label to automatically be printed to a label printer at the time the price is changed, or for labels to be printed through a routine for all items that have had a price change?

39. 3.11.G.10 What electronic price tag system is being used?

40. 3.11.H Does the Campus Store manage their own rental inventory or are they renting books owned by another party? What is the recourse of the Campus Store in obtaining payment for non-returned rentals?

41. 3.11.I Is there a specific time period that books can be ordered and picked up or can it be done at any time?

42. 3.12 Will payments be made by the Campus Store out of the new system or will FRCC manage these payments out of Banner?

43. Does FRCC maintain a campus card for students to use for purchases around campus as well as the bookstore? If so what system is being used to manage the campus cards?

File details come from the government source that posted it. Updated Mar 12, 2026.