Request for Proposal (RFP) 218437180CK - Retail Store Management

Virginia Commonwealth University is soliciting proposals for management of campus store retail services under RFP 218437180CK, with proposals due October 9, 2026 at 2:00 PM EST and a 42% Small Business and Supplier Diversity utilization goal established for procurement.

The scope encompasses operation of the Monroe Park Campus Store (approximately 28,000 square feet), RamTech technology store, on-site cafe, optional future Medical College of Virginia Campus Store, course materials service centers, and online course materials store website. The firm must provide full-range retail services including textbooks (new, used, digital, rental), general merchandise, branded clothing, computer and technology products, and convenience items. Historical sales data shows textbook revenue declining from $6.8 million in FY2009 to $861,603 in FY2026 across all locations; RamTech sales ranged from $1.1 million to $2.1 million annually since FY2021. The firm must comply with strict course materials pricing policies: publisher list prices, net-price markups capped at 25% gross profit margin, used textbook pricing at no more than 75% of new retail price, and textbook rental rates not exceeding 50% of new retail price on average. The firm bears all operational costs including inventory, staffing, technology systems, and facility maintenance; VCU provides utilities and general building maintenance.

The contract term is ten years (July 1, 2027 through June 30, 2037) with one optional five-year renewal. A transition period runs March through June 2027. The firm must submit financial proposals including five-year sales projections, royalty payment structures, and Minimum Annual Royalty Guarantee amounts. Monthly financial and sales reports are due by the 10th of each calendar month; royalty payments are calculated on net sales excluding computer hardware. The firm must maintain an initial $100,000 cash balance fund with VCU by July 10 of the first contract year.

Insurance requirements include Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Automobile Liability of $1,000,000, Workers' Compensation at statutory amounts, Professional Liability of $1,000,000, Employment Practices Insurance of $1,000,000, and Cyber Security Liability of $1,000,000, with all policies naming the Commonwealth of Virginia and VCU as additional insureds. The firm cannot terminate within the first five years; thereafter termination requires written notice submitted May 1st, effective May 31st of the following year. VCU may terminate without penalty with 180 days' written notice.

An optional pre-proposal conference is scheduled September 8, 2026 via Zoom, with an optional site visit September 16, 2026. Written questions are due September 18, 2026; VCU will respond by September 25, 2026. Firms selected for further consideration will conduct oral presentations in November 2026, followed by contract negotiations in January–February 2027.