Management of Bookstore Retail Services Attachment H1 - Fall 2023 Booklist Attachment H2 - Spring 2023 Booklist Attachment H3 - Summer 2023 Booklist Bookstore C...

HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 1 HOWARD COMMUNITY COLLEGE BOARD OF TRUSTEES REQUEST FOR PROPOSALS #23P-007 FOR MANAGEMENT OF HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP ISSUE DATE: April 11, 2023 PROPOSAL DUE DATE: May 22, 2023 ISSUED BY: Domonic Cusimano, CPPB Director of Procurement Howard Community College 10901 Little Patuxent Parkway Columbia, MD 21044 email: dcusimano@howardcc.edu telephone: 443-518-4448 All sealed Proposal responses MUST BE RECEIVED via Equity Hub’s Bid Locker at https://bidlocker.us/a/howardcc/BidLocker by 2:30 p.m. local time on May 22, 2023. IMPORTANT: Your response may be considered Not Responsible or Non-Responsive if any portion of this inquiry is not complete. No Proposal will be accepted after the date and time stated above. NOTICE: Prospective Contractors who have

received this document from a source other than the Issuing Office should immediately go to the Howard Community College procurement website to ensure that they have received all addenda to the Request for Proposals (RFP) or other communications issued in relation to this RFP. A prospective Contractor who fails to monitor the Howard Community College website assumes complete responsibility in the event that they do not receive communications from the Issuing Office prior to the closing date. mailto:dcusimano@howardcc.edu https://bidlocker.us/a/howardcc/BidLocker HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 2 TABLE OF CONTENTS PAGE SECTION 1: Instructions/Timeline/General Information ............................................................... 3 SECTION 2: Introduction ................................................................................................................ 8 SECTION 3: HCC Background Information ................................................................................. 11 SECTION 4: Bookstore Background Information ......................................................................... 12 SECTION 5: Inventory Purchase & Equipment ............................................................................ 14 SECTION 6: Contract Terms & Conditions .................................................................................. 15 ATTACHMENTS: Attachment A: Option 1: Traditional Bookstore ............................................................................. 16 A1: Option 1: Traditional Bookstore Requirements ................................................ 17 A2: Option 1: Traditional Bookstore Submittal Requirements ................................ 32 A3: Option 1: Traditional Bookstore Financial Bid Form ....................................... 38 Attachment B: Option 2: Campus Store/Equitable Access Course Materials Program .................. 40 B1: Option 2: Campus Store/EA Course Mat. Program Requirements ................... 41 B2: Option 2: Campus Store/EA Course Mat. Submittal Requirements .................. 56 B3: Option 2: Campus Store/EA Course Mat. Program Financial Bid Form .......... 63 Attachment C: Facility Plan ............................................................................................................. 67 Attachment D: Insurance Requirements ........................................................................................... 68 Attachment E: Required Submission Documents ............................................................................ 69 References ................................................................................................................ 70 Affidavit Of Accuracy Form .................................................................................... 71 Contractor Information Form ................................................................................... 72 Acknowledgement Of Addenda ............................................................................... 73 Minority Participation Form .................................................................................... 74 Conflict Of Interest Statement ................................................................................. 75 Ethics Statement ...................................................................................................... 76 Bid/Proposal Affidavit ............................................................................................. 77 No Bid Response Form ............................................................................................ 82 Attachment F: Terms & Conditions ................................................................................................. 83 Attachment G: Data Security Agreement ......................................................................................... 89 Attachment H: HCC Booklist ........................................................................................................... 91 HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 3 SECTION 1: INSTRUCTIONS / TIMELINE / GENERAL INFORMATION 1.1 General Information a. Howard Community College (“HCC” or the “College”) is examining all long-term options for its Bookstore/Course Materials Services and invites your company to submit a Proposal for Management of HCC Bookstore Retail Services. Bookstore Retail Services, as defined in this Request for Proposals (RFP), include the following: Option 1: Traditional Bookstore • Traditional Bookstore, located in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD • Bookstore Website Option 2: Campus Store/Equitable Access Course Materials Program • Campus Store, located in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD • Campus Store Website • Equitable Access Course Materials Program (i.e., Course materials provided through an Equitable Access Course Materials Program) 1.2 Proposal Options a. Contractors are invited to submit Proposals for up to two (2) of the following Options: • Option 1: Traditional Bookstore • Option 2: Campus Store/Equitable Access Course Materials Program In other words, contractors may elect to submit Proposals for one (1) Option or both Options. Contractors who are responding to both Options should focus on Attachments A and B of this RFP, and may identify cross-referenced responses in order to be efficient and minimize redundancies. Contractors who are responding to a single Option should focus on the Attachment that pertains to the Option they are responding to, as follows: • Contractors responding to Option 1 should focus on Attachment A of this RFP. • Contractors responding to Option 2 should focus on Attachment B of this RFP. The term will be for five (5) years and eight (8) months, beginning November 1, 2023, with HCC having the option to renew the Contract for five (5) additional 1-year renewal terms. b. Contractors are encouraged to submit Proposals that include creative course materials solutions and HCC will consider partnerships. c. By submitting a Proposal, your company acknowledges complete understanding of, and willingness to comply with, all of the instructions, conditions, specifications, and requirements contained in this RFP. d. By submitting a Proposal, your company agrees that neither you nor any other agent or representative of your company will initiate any communications to promote or advertise your Proposal to any HCC Staff or Faculty, or to any HCC Board of Trustees Members, except in the course of HCC sponsored inquiries, briefings, interviews, or presentations. e. Signing and submitting a Proposal constitutes an offer to perform in accordance with the terms and specifications as stipulated herein. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 4 1.3 Timeline The Timeline of key dates is as follows: ACTION DATE RFP Issue Date Tuesday, April 11, 2023 Contact Domonic Cusimano, Director of Procurement, HCC, to Confirm Receipt of this RFP and to Confirm Attendance at the Pre-Proposal Conference / Site Visit No later than 4:00 p.m. ET, Friday, April 14, 2023 Pre-Proposal Conference (via Video Conference) Thursday, April 20, 2023 (10:00 a.m. ET) Site Visit (Individually Scheduled) No later than April 25, 2023 Contractors Written Questions Due No later than 4:00 p.m. ET, Tuesday, April 25, 2023 HCC Issues Responses to Written Questions Monday, May 1, 2023 Proposals Due No later than 2:30 p.m. ET, Monday, May 22, 2023 Review of Proposals by HCC May/June 2023 Presentations by Contractors June 12-13, 2023 Contract Negotiations / Preparation of Contract June 2023-August 2023 Contract Commencement November 1, 2023 HCC reserves the right to revise the Timeline at its sole discretion. 1.4 Pre-Proposal Conference / Site Visit a. The Pre-Proposal Conference will take place on Thursday, April 20, 2023, at 10:00 a.m. ET via Video Conference. A link to the Video Conference will be provided at a later date. Individual Site Visits (optional) should be scheduled with Domonic Cusimano, and should take place no later than April 25, 2023. b. Contractors should confirm receipt of this RFP and attendance at the Pre-Proposal Conference, and schedule the Site Visit (optional) by contacting Domonic Cusimano, Director of Procurement, HCC, via e-mail no later than 4:00 p.m. ET, Friday, April 14, 2023. Attendance at the Pre-Proposal Conference/Site Visit, including the names of company representatives who will attend, must be confirmed via e-mail with Domonic Cusimano. Contact information is as follows: Domonic Cusimano, CPPB Director of Procurement Howard Community College 10901 Little Patuxent Parkway Columbia, MD 21044 email: dcusimano@howardcc.edu telephone: 443-518-4448 1.5 Questions And Requests For Additional Information a. Questions regarding clarification to the contents of this RFP will be accepted, via email to Domonic Cusimano at dcusimano@howardcc.edu, from the time of RFP receipt by prospective contractors until 4:00 p.m. ET, Tuesday, April 25, 2023. b. All inquiries MUST be made in writing. c. One hundred percent (100%) of the communication from contractors during this entire RFP Process must be solely with Domonic Cusimano, Director of Procurement at dcusimano@howardcc.edu. mailto:dcusimano@howardcc.edu mailto:dcusimano@howardcc.edu mailto:dcusimano@howardcc.edu HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 5 Contractors must carefully examine the RFP and related documents. Should any contractor find discrepancies or omissions in this RFP or be in doubt as to the content or meaning of any aspect of this document, the contractor should direct inquiries or requests for clarification of the documents, specifications or the process as a whole in writing to Domonic Cusimano. All questions must be received no later than 4:00 p.m. ET, Tuesday, April 25, 2023. Contractors are advised that the College reserves the right to use its best judgment in choosing to respond or not respond to any questions received after the above cut-off date for questions. Clarifications of the RFP, in form of addenda, shall be issued in writing by the College as it deems appropriate and necessary to do so through the Howard Community College procurement webpage. The College reserves the right to waive any and all Proposal technicalities, formalities or informalities at any time prior to or after the date of receipt of Proposals as it deems appropriate and in the College’s best interest. The submission of a Proposal will indicate that the contractor thoroughly understands the terms of the RFP. Under no circumstances are firms, including third party contractors or their staffs, to contact other College staff, faculty or any related constituency for purposes associated with the RFP, including but not limited to, obtaining or providing information unless specifically noted in the Scope of the Project. Firms failing to comply with this requirement may be disqualified. The College may designate one (1) or more of its employees as liaison to interested contractors at its discretion. This designation may be made after the Proposal submission deadline. Communication between the contractor and the College would then be made through the designated liaison after that point, as determined by the College. 1.6 Proposal Receipt a. Proposals received by 2:30 p.m. ET, Monday, May 22, 2023, will be considered. Proposals received after the due date will not be considered. All Proposals are due via Equity Hub’s Bid Locker by 2:30 p.m. ET, Monday, May 22, 2023. No facsimile or email transmissions will be accepted. It is the responsibility of the Offeror to plan the upload of the Proposal packages accordingly. No responses will be accepted after this date and time. In the event that the College is closed on the RFP opening due date as a result of an emergency or inclement weather, the RFP will be opened at the stated time on the next open business day, unless the contractor is notified otherwise. Contractors must submit one (1) digital copy of the Proposal as one (1) complete PDF document. Regarding the requirement for one (1) complete PDF document, it is intended that a contractor bundle all response documentation into a single PDF file rather than submit multiple separate files that together make up the Proposal response. Failure to provide the correct number of copies may result in rejection of the offer. Proposals must include all required information. All Proposal packages submitted in response to this RFP must be signed and labeled as follows: - Bookstore Retail Services RFP #23P-007 Proposal. Completed Proposal documents must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/howardcc/BidLocker. Please note that proposing contractors must register on the Bid Locker site prior to submittal of documents, so please plan the upload of the Proposal package accordingly. Oral, mailed, faxed or emailed Proposals are invalid and will not be given consideration. Proposals will not be accepted electronically through eMMA. All costs incurred by responding firms associated with the preparation, submission, presentation or Proposals and attendance at meetings, including but not limited to, costs related to transportation, meals, https://bidlocker.us/a/howardcc/BidLocker HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 6 lodging, bonding and other related expenses, if applicable, will be the sole responsibility of the contractor and will not under any circumstances by reimbursed by the College. 1.7 Presentations a. After review of the Proposals, qualified prospective contractors may be invited to make oral presentations of up to ninety (90) minutes in length on June 12-13, 2023. 1.8 Public Information a. The College operates under the Maryland Public Information Act, which permits access to most records and documents. Proposals will generally be available for public inspection after the award announcement, except to the extent that a contractor designates trade secrets or other proprietary information to be confidential. Material designated as confidential must be readily separable from the remainder of the Proposal to facilitate public inspection of the non-confidential portion of the Proposal. A contractor’s designation of material as confidential is not necessarily conclusive, and the contractor may be required to provide justification why such material should not be disclosed. The ultimate determination about the confidential nature of information shall be made by the College. 1.9 Evidence Of Responsibility a. Prior to the award of a contract pursuant to this RFP, the Procurement Officer may require a contractor to submit such additional information bearing upon the contractor’s ability to perform the contract as the Procurement Officer deems appropriate. The Procurement Officer may also consider any information otherwise available concerning the financial, technical, and other qualifications or abilities of the contractor. Quality of performance may also be determined through contracts or services provided to the College or to other entities. Quality of performance to other entities will be determined from reference checks when references are required. The determination of quality performance includes the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction and the contractor’s businesslike concern for the interests of the customer. The College reserves the right to reject any Proposal deemed not responsible or non-responsive. 1.10 Award a. The Contract will be awarded to the contractor complying with all of the provisions and stated criteria of this RFP, subject to the availability of funding and provided that it is the best interest of HCC to award the Contract. The contractor’s response, the specifications, terms and exhibits of this RFP, and any other applicable documentation relating to this Proposal will be incorporated into the Contract. Award may be in whole or in part, whichever is in the best interest of the College. The Board of Trustees reserves the right to waive any informalities in the selection and award process relating to this Proposal. In the College’s sole discretion, the College may defer award of the Contract for a period of up to one hundred and twenty (120) calendar days after opening of bids. If no award or other disposition is made, the expiration of the one hundred and twenty (120) calendar days will constitute rejection of all offers without further action by the College. 1.11 Rejection a. The College reserves the right to reject any or all offers received as a result of this solicitation and readvertise for other Proposals. Offers may also be rejected for any of the following reasons: • Failure to meet the mandatory specifications and requirements; • Failure to respond in a timely fashion to a request for additional information or data; • Failure to supply appropriate and favorable client references; • Financial instability of firm submitting the Proposal; HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 7 • Failure of the firm to successfully negotiate a contract, if applicable; • Submitting an incomplete Financial Bid Form Proposal page; • Submitting a Proposal that is not signed; or • Failure to demonstrate that the Offeror is qualified to carry out the obligations of the Contract and to implement and support the work specified herein. 1.12 Confidentiality Of Data a. All financial, statistical, personal, technical and other data and information which are designated confidential by the College and not otherwise subject to disclosure, and made available to the contractor in order to carry out this Contract, or which become available to the contractor in carrying out this Contract, shall be protected by the contractor using the same level of care in preventing unauthorized disclosure or use of the confidential information that the contractor takes to protect its own information of a similar nature, but in no event, less than reasonable care. The contractor shall not be required under the provision of this clause to keep confidential any data or information that is or becomes publicly available, is already rightfully in the contractor’s possession, is independently developed by the contractor outside the scope of this Contract, or is rightfully obtained from third parties. 1.13 Minority Participation a. It is the policy of Howard Community College to strongly encourage minority business enterprises (MBE) to provide goods and services for the performance of College functions. Within the evaluation, contractors can achieve higher consideration if they are a minority business enterprise or demonstrate an effort to achieve a minimum of 25% of the subcontractors or vendors anticipated to be retained by the contractor for the College’s project. Minority businesses include non-profit entities organized to promote the interests of handicapped persons, and firms that are 51% owned and controlled by a member of socially or economically disadvantaged minority groups, which include: African-Americans, Hispanics, American Indians, Alaska natives, Asians, Pacific Islanders, women, and the mentally or physically disabled. 1.14 Procurement Regulations a. This Request for Proposals and any resulting Contract shall be governed by §§16-311 through 16-314 of the Education Article of the Annotated Code of Maryland. 1.15 Smoke And Tobacco-Free a. Howard Community College is a smoke and tobacco free environment. Use of tobacco products is prohibited in all College owned, lease, and controlled properties including parking lots and garages, and at all College-sponsored activities. Smoking is prohibited in vehicles. This use prohibition extends to contractors, employees, agents, subcontractors and vendors. 1.16 Employment Of Sex Offenders a. The State of Maryland requires certain sex offenders to register with the State and with the local law enforcement agency in the county in which they will reside, work, or attend school. Howard Community College is also subject to a number of Federal laws requiring disclosure of registered sex offenders enrolled or employed at institutions of higher education. Additionally, the College provides a number of programs throughout the main campus that involve minor children, including the Children’s Learning Center and Kids on Campus. As a result, if a sex offender, as determined by the definitions contained in the Criminal Law Article of the Annotated Code of Maryland, is employed by the awarded contractor, the awarded contractor is prohibited from assigning that employee to perform any type of service on the main campus. Violation of this provision may result in Termination for Cause of the Contract. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 8 SECTION 2: INTRODUCTION 2.1 Invitation HCC recognizes that the traditional college bookstore business is in a transformational period, and it is the intent of HCC to be on the cutting-edge of campus retail services. Therefore, HCC has initiated this RFP Process to seek an innovative and proactive partner to effectively serve the HCC community. HCC is considering multiple Bookstore Business Models and contractors are invited to submit Proposals for the following Options as indicated below and as described in Section 1.2 of this RFP. Bookstore Retail Services, as defined in this Request for Proposals (RFP), include the following: Option 1: Traditional Bookstore • Traditional Bookstore, located in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD • Bookstore Website Option 2: Campus Store/Equitable Access Course Materials Program • Campus Store, located in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD • Campus Store Website • Equitable Access Course Materials Program (i.e., Course materials provided through an Equitable Access Course Materials Program) HCC’s intent is to provide innovative, state-of-the-art Bookstore Retail Services that will result in the following: • Creation of a “Howard Community College” retail experience • Enhancement of HCC’s focus on course materials affordability • Transition toward innovative course materials solutions • Increased sales and market share of HCC branded merchandise Preliminary Goals include, but are not limited to, the following: • Feature a vibrant destination/retail facility and website • Feature innovative retail products and services, including but not limited to, the following: - An enhanced product selection that appeals to targeted HCC markets (e.g., students, prospective students, faculty, staff, alumni, visitors, families, etc.) - Offering value-priced merchandise at multiple price-points - Enticing customers with promotions, giveaways, and contests • Improve customer satisfaction through the following: - Cutting-edge retail innovation - Utilization of technology - Customer friendly policies • Improve affordability for HCC Students by reducing course materials costs and providing innovative course materials solutions, including making options available to: - Support HCC’s Zero Textbook Costs (ZTC) Initiatives - Operate an Inclusive Access Program with a strategic focus on organic growth - Implement an Equitable Access Course Materials Program in the future, if desired by HCC • Increase sales and market share of HCC branded merchandise • Provide a competitive financial contribution to HCC, while achieving the qualitative and service goals of this RFP HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 9 2.2 Current Bookstore Operation The Bookstore currently consists of the following operations/programs: • Traditional Bookstore, located in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD • Bookstore Website The Bookstore generated approximately $2,123,747 in sales during Fiscal Year 2022. 2.3 Proposal Evaluation Criteria Proposals must meet the requirements as stated in this RFP. Proposals that fail to meet one or more of the Criteria may be ineligible for award. The College may make any investigations deemed necessary to determine the ability of the contractor to provide the work as specified herein. Option 1: Traditional Bookstore Proposal Criteria The Criteria that will be used by HCC to evaluate Option 1 Proposals include, but are not limited to, responses submitted to the “Traditional Bookstore Proposal Submittal Requirements” in Attachment A2 of this RFP, and are as follows: (Note: The following Criteria are not in priority order) Proposal Criteria • Acceptance of Requirements • Operations • Customer Service • Staffing / Personnel • Course Materials Program • Course Materials Adoption Tool • Course Materials Affordability / Pricing Policies • General Merchandise Pricing Policies • General Merchandise • Marketing Strategy • Facility Investment/Facility Plan • Financial Projections • Financial Proposal • Website / Technology Program • Transition Plan • Company History and Background • Exceptions to the RFP Option 2: Campus Store/Equitable Access Course Materials Program Proposal Criteria The Criteria that will be used by HCC to evaluate Option 2 Proposals include, but are not limited to, responses submitted to the “Campus Store/Equitable Access Course Materials Program Proposal Submittal Requirements” in Attachment B2 of this RFP, and are as follows: (Note: The following Criteria are not in priority order) • Acceptance of Requirements • Operations • Customer Service • Staffing / Personnel HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 10 • Equitable Access Course Materials Program • Course Materials Program • Course Materials Adoption Tool • Course Materials Affordability / Pricing Policies • General Merchandise Pricing Policies • General Merchandise • Marketing Strategy • Facility Investment/Facility Plan • Financial Projections • Financial Proposal • Website / Technology Program • Transition Plan • Company History and Background • Exceptions to the RFP HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 11 SECTION 3: HCC BACKGROUND INFORMATION 3.1 Background HCC is the primary hub for higher learning in one of the most vibrant, best-educated counties in Maryland. We are proud to serve our community and to provide pathways to success for everyone whose life goals can be realized through education. We offer outstanding two-year degree and certificate programs built around careers that are in demand. Offering affordable options for degrees and certificates, HCC is a smart choice, with courses that will transfer to any one of a long list of four-year institutions and education that will prepare students for the workforce. Students of all ages and educational levels also can prepare for a new career, sharpen job skills or explore personal interests through the many programs in their noncredit, Continuing Education and Workforce Development division. HCC makes higher education accessible with multiple locations, flexible scheduling and online, hybrid and accelerated learning formats. The campus boasts state-of-the-art facilities, a vibrant cultural and arts scene, and an incredibly dedicated faculty and staff that make it all possible. For additional information regarding HCC please visit: https://www.howardcc.edu/about-us/. 3.2 Mission, Vision, And Values Howard Community College believes that a key characteristic of performance excellence is a strong foundation and understanding of an organization’s mission, vision and value statements. The College’s statements are as follows: Mission: providing pathways to success Vision: a place to discover greatness in yourself and others Values: innovation, nurturing, sustainability, partnerships, integrity, respect, excellence, service The College expects all contractors to support the College’s mission, vision and values by fostering these concepts in their work on campus. 3.3 Academic Calendar HCC operates on Winter, Spring, Summer, and Fall Terms. Details can be found at: https://www.howardcc.edu/programs-courses/academics/academic-calendars/. (Note: HCC will implement a seven (7) week course schedule beginning with the Fall 2024 Term.) 3.4 Enrollment Fall Enrollment figures for the past five (5) years are as follows: Fall Enrollment 2018 2019 2020 2021 2022 Fall FTE Credit Enrollment 2,627 2,598 2,371-SP 2,221 2,207 Fall Credit Headcount 9,462 9,340 9,632 8,124 8,214 https://www.howardcc.edu/about-us/ https://www.howardcc.edu/programs-courses/academics/academic-calendars/ HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 12 SECTION 4: BOOKSTORE BACKGROUND INFORMATION 4.1 Facility / Location • Traditional Bookstore, located in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD • Bookstore Website The Bookstore’s approximate square footage breakdown is as follows: BOOKSTORE SQUARE FOOTAGE Selling Space 3,590 Office Space/Cash/Work Room 880 Storage/Shipping/Receiving Space 1,125 Reception Area 200 TOTAL 5,795 See “Facility Plan,” Attachment C. 4.2 Bookstore Products And Services The Bookstore offers a variety of products and services, including the following: • Course materials (i.e., online course materials ordering, new and used textbooks, coursepacks, digital textbooks, OER, etc.) • Emblematic clothing and gifts • General merchandise products (i.e., school supplies, general supplies, course-related supplies, art supplies, general books, computer/technology products, convenience products, etc.) 4.3 Hours Of Operation Bookstore hours of operation can be found online at: https://www.howardcc.edu/services-support/bookstore/. https://www.howardcc.edu/services-support/bookstore/ HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 13 4.4 Sales Bookstore Total Sales figures for the past four fiscal years are as follows: FY '19 FY '20 FY '21 FY '22 TOTAL ($) $2,706,484 $2,001,384 $2,062,721 $2,123,747 Bookstore Sales figures for the major departments/categories for the past four fiscal years are as follows: DEPARTMENTS FY '19 FY '20 FY '21 FY '22 New Textbooks 1,510,354 1,232,303 1,336,778 783,564 Used Textbooks 209,501 153,486 124,253 93,309 Digital Textbooks 51,693 67,179 127,032 733,026 Textbook Rentals 341,642 189,163 112,827 74,473 Trade Books 8,350 2,530 4,889 4,000 Café & Convenience 15,811 5,926 1,678 9,073 Computer Products 123,442 82,479 75,064 60,294 Emb. Clothing & Gifts 42,334 17,521 27,972 40,237 Other 66,311 16,532 25,162 59,269 School Supplies 326,874 221,608 218,986 256,151 Other Revenue 10,172 12,656 8,079 10,353 4.5 Department Discounts The Bookstore currently offers a twenty percent (20%) discount on all authorized departmental purchases excluding textbooks, special orders, sale books, class and alumni rings, computer software, periodicals, discounted merchandise, computer hardware, stamps, health and beauty aids, food snacks, and beverages. 4.6 Faculty / Staff Discounts The Bookstore currently allows full-time faculty and staff a ten percent (10%) discount on all merchandise available at the Bookstore excluding textbooks, special orders, sale books, class and alumni rings, computer software, periodicals, discounted merchandise, computer hardware, stamps, health and beauty aids, food snacks, and beverages. 4.7 Tender Types The Bookstore accepts cash, personal checks, major credit cards, bank debit cards, financial aid charges, department charges, and gift cards. 4.8 Campus Events The Bookstore supports the mission of HCC by providing products and services that support campus events (e.g., graduation, campus events, etc.). 4.9 Graduation Merchandise The Bookstore offers a variety of graduation products for purchase (e.g., regalia, diploma frames, graduation announcements, etc.). HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 14 SECTION 5: INVENTORY PURCHASE & EQUIPMENT Inventory Purchase & Equipment Requirements apply to both Options, Option 1- Traditional Bookstore and Option 2- Campus Store/Equitable Access Course Materials Program. 5.1 Inventory Purchase The selected contractor shall purchase the Bookstore’s current inventory at the current contractor’s cost. The selected contractor shall purchase the Bookstore’s inventory as follows: • New textbooks that have been adopted for an upcoming semester or session shall be purchased by the contractor up to the quantity of anticipated enrollment at the actual cost to the current contractor (i.e., publisher’s invoice cost). • Used textbooks that have been adopted for an upcoming semester or session shall be purchased by the contractor up to the quantity of anticipated enrollment at the current new textbook retail price, less the standard industry purchase cost factor (i.e., fifty percent (50%) as of April 2023). • All general books (e.g., trade books, reference books, technical books, etc.) in clean and saleable condition and less than six (6) months old, shall be purchased by the contractor at invoice cost. • All general merchandise purchased by the current Bookstore contractor in the six-month period prior to the contract start date shall be purchased by the contractor at invoice cost. General merchandise includes, but is not limited to, art supplies, school and office supplies, computer software, computer peripherals, computer supplies, general merchandise, emblematic merchandise, emblematic clothing, gifts, greeting cards, convenience items, health and beauty aids (HBAs), graduation merchandise, etc. 5.2 Inventory Payment The selected contractor shall pay the current contractor for the Bookstore’s inventory within thirty (30) days from the commencement of the Contract. 5.3 Inventory Purchase At End Of Contract At the termination, expiration or non-renewal of the Contract, HCC or a subsequent contractor shall purchase the Bookstore inventory from the contractor in the same manner as outlined in Section 5.1 of this RFP. All national textbook rental titles shall be collected by the contractor at the termination of the Contract and will be the property of the contractor. 5.4 Furniture, Fixtures, And Equipment The selected contractor shall have the option to use the existing furniture, fixtures, and equipment located within the Bookstore that are owned by HCC at the commencement of the Contract. Any HCC-owned furniture, fixtures, and equipment in the Bookstore which the contractor decides to no longer use in the operation of the Bookstore shall be turned over to HCC. The contractor shall be responsible to maintain any furniture, fixtures, and equipment located within the Bookstore at its expense. At the expiration, termination, or non-renewal of the Contract, the contractor shall return any HCC-owned furniture, fixtures, and equipment used, to HCC 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 HCC, HCC 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 HCC furniture, fixtures, and equipment offered for the contractor’s use is supplied in “as is” condition and the contractor shall use it at their own risk. The listing of furniture, fixtures, and equipment inventory shall be incorporated into the Contract between the contractor and HCC. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 15 SECTION 6: CONTRACT TERMS & CONDITIONS Contract Terms & Conditions Requirements apply to both Options, Option 1- Traditional Bookstore and Option 2- Campus Store/Equitable Access Course Materials Program. 6.1 Term a. Contract Term. The term (“Term”) of the Contract (contract to be prepared by HCC and signed by HCC and the selected contractor) will be for five (5) years and eight (8) months beginning November 1, 2023, and ending on June 30, 2029. HCC shall have the option to renew the contract for an additional five (5) one (1) year renewal terms (“each a Renewal Term”). 6.2 Termination The Contract shall contain the following clauses with respect to termination: a. Termination With Cause. The contractor shall perform in accordance with the terms and conditions as stated herein and in accordance with the highest standards and commercial practices for operation of the Bookstore. If the contractor shall fail to fulfill or perform any material obligation of the contractor under the Contract (to be established upon the selection of a contractor) and such failure shall continue for thirty (30) days following written notice (the "Default Notice") from HCC to the contractor informing the contractor of its failure to fulfill or perform said material obligation, HCC may terminate the Contract by providing the contractor with written notice (the "Termination Notice"). b. Termination Without Cause. HCC may terminate the Contract without cause at any time by providing the contractor with one hundred-fifty (150) days written notice. c. Termination For Bankruptcy/Insolvency. HCC may terminate the Contract immediately upon written notice to the contractor if the contractor 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 contractor, a receiver is appointed, or if any substantial part of the contractor’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. 6.3 Contract Administrator a. Contract Administrator. HCC’s Director of Auxiliary Services, or designee, will be the Contract Administrator, for any Contract that results from this RFP. 6.4 Contract Award a. Contract Award. If HCC accepts a Proposal, a Contract will be prepared by HCC, and signed by HCC and the contractor. 6.5 Insurance a. If HCC accepts a Proposal, the contractor must provide insurance coverages required in Attachment D. 6.6 Terms And Conditions a. If HCC accepts a Proposal, a contract will be prepared by HCC, and signed by HCC and the contractor. A contract shall include some of the terms and conditions included in the Terms And Conditions (Sample), Attachment F. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 16 ATTACHMENT A OPTION 1: TRADITIONAL BOOKSTORE Attachment A includes the following: A1- Traditional Bookstore Program Requirements A2- Traditional Bookstore Proposal Submittal Requirements A3- Traditional Bookstore Financial Bid Form NOTE: To simplify the review process for HCC and to assist with making valid comparisons between the Proposals, the format for all Proposals must be consistent with the format outlined in A2, “Traditional Bookstore Submittal Requirements.” In addition, Attachment A3, “Option 1: Traditional Bookstore Financial Bid Form,” must be completed and signed by an authorized company representative. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 17 ATTACHMENT A1 OPTION 1: TRADITIONAL BOOKSTORE PROGRAM REQUIREMENTS 1A. Operations 1.1 Operations Requirements a. Locations/Programs. Traditional Bookstore Services, as defined in this Request for Proposals (RFP), include the following: • Traditional Bookstore, located in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD • Bookstore Website b. HCC Rights Re: Bookstore Facility. HCC will have the right to add, remove, or modify the size of the Bookstore facility if HCC deems such additions, removals, or modifications to be in the best interest of HCC. c. Bookstore Name. The name of the Bookstore shall be as follows: • The Howard Community College Bookstore HCC and/or the contractor may determine another name that is mutually agreed upon. d. Contractor Duties/Responsibilities. The contractor shall operate the Bookstore on its own credit and shall furnish at its own expense, all merchandise, equipment, labor, supplies, and services required to perform its duties and responsibilities as required by HCC. e. Products And Services. The contractor shall provide HCC with a full range of course materials, new textbooks, used textbooks, digital textbooks, custom published materials, open educational resources (OER), inclusive access course materials, textbook rentals, general books, bestsellers, faculty-authored books, reference books, art supplies, school supplies, computer/technology products, computer supplies, peripherals, course-related supplies, general merchandise, emblematic clothing, emblematic gifts, greeting cards, convenience items, health and beauty aids (HBAs), special order services, graduation- related merchandise, and other services expected from a traditional Bookstore. HCC strongly encourages Proposals that include any additional products or services that can be offered to enhance value to students and the HCC community; generate traffic into the Bookstore; and assist with transitioning from a traditional college bookstore to a destination center offering state- of-the-art bookstore services. f. Right To Operate Bookstore. The contractor shall have the right to operate the Bookstore serving the HCC community. However, the HCC Administration may authorize the sale of certain items by approved vendors, student groups, or HCC organizations. The contractor must recognize that HCC is focused on course materials affordability for HCC Students. As part of this focus, HCC will continue to explore all options regarding the digital delivery of course materials and course content, including Open Educational Resources (OER)/ZTC Initiatives, Inclusive Access, Equitable Access, etc. It is HCC’s intent that the selected contractor will bring value- added programs and services with respect to digital delivery and/or other innovative course materials programs and services. g. HCC Authority Re: Product Offerings. The contractor shall withdraw from display or sale, any item or items, which HCC requests not be displayed or sold. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 18 h. Beverage Product Offerings. HCC has a Pouring Rights Agreement with Pepsi. The Bookstore shall be required to comply with the terms of the current or any future Pouring Rights Agreements regarding competitive products as defined by HCC. i. Website/Social Media. The contractor shall manage and operate a unique traditional Bookstore Website as described in Attachment A1, Section 1I, 1.9b and c, and Section 1N, 1.14c, including a unique social media program for the Bookstore. j. Special Events. The Bookstore shall support special events (e.g., lectures, readings, speakers, campus events, etc.) on campus by selling books and HCC emblematic merchandise at HCC events. k. Fixtures/Equipment For Special Events. The contractor shall, at its sole expense, provide any necessary fixtures or equipment (e.g., cart, tent, POS terminal, pop-up store, etc.) to sell emblematic or general merchandise at designated special events (e.g., alumni events, conferences, reunions, student events, move-in day, etc.) to capitalize on sales opportunities at HCC. l. Trash Removal/Recycling. The contractor shall participate in HCC’s recycling program. The contractor shall remove all trash and recyclable materials and place them in the proper recycling containers as designated on campus. m. Environmental/Sustainability Practices. The contractor shall utilize environmentally friendly practices in its operation of the Bookstore. n. Reporting Requirement. The contractor shall report to HCC’s Director of Auxiliary Services for matters pertaining to the Contract. The contractor’s Regional Manager shall meet with HCC’s Director of Auxiliary Services or designee , on a quarterly basis, at a minimum, to review performance. o. Licensing, Permits, Taxes. The contractor shall, at its sole expense, procure and keep in effect all necessary permits and licenses required for its performance under this Contract, and shall post or display in a prominent place such permits and/or notices as are required by law. The contractor shall pay for any and all taxes and assessments attributable to the operation of the Bookstore provided herein, including, but not limited to, sales taxes, excise taxes, payroll taxes, and federal, state, and local income taxes. p. COVID-19/Pandemic. The contractor shall adhere to HCC’s policies (current and future) regarding COVID-19 or any other pandemic. The contractor shall have in place the necessary plans to operate the Bookstore in compliance with federal, state, and local requirements in response to COVID-19 or any other Pandemic in response to any other health-related issues. 1B. Customer Service 1.2 Customer Service Requirements a. Customer Service Expectations. The contractor shall provide excellent customer service at the Bookstore, including processing customers efficiently in-store and online. b. Nametags/Identification Tags. The contractor shall ensure that all Bookstore employees wear nametags/identification tags. c. Image Of The Bookstore. The contractor shall operate the Bookstore in a manner that reflects the image and reputation, and supports the mission of HCC. The contractor shall become involved in the academic, cultural, and social environment at HCC and take advantage of opportunities to offer special merchandising, marketing, and/or assistance based upon the ongoing and unique activities of HCC. The contractor shall where and when appropriate, create temporary selling points at various sites around campus in connection with special events and programs. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 19 d. Support Of Student Organizations. The contractor shall cooperate to whatever reasonable extent possible to assist and support student organizations and student activities with respect to Bookstore services and merchandise. e. Customer Feedback. The contractor 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 HCC Administration for evaluation and input. f. Hours Of Operation. Hours of operation shall be defined by HCC in conjunction with the contractor. Hours of operation shall be extended during the beginning of each semester, and to support special programs and events as necessary (e.g., open houses, orientation, campus events, etc.). Changes to the defined hours of operation must be approved by HCC. During all hours of operation, including peak business hours and extended hours of operation, the contractor shall staff the Bookstore adequately to provide the level of service required by HCC. g. Refund Policy. The contractor’s refund policy shall be sensitive to the needs of HCC Students and customers. h. Bookstore Advisory Committee. HCC may establish a Bookstore Advisory Committee comprised of Faculty, Students, and Administrators. The contractor’s Bookstore Manager shall meet up to four (4) times per year with the Bookstore Advisory Committee and with the HCC Administration to review Bookstore operations. The contractor’s Regional Manager shall attend at least one Bookstore Advisory Committee meeting per semester. Further, the contractor’s Bookstore Manager shall work cooperatively with the Committee and with the HCC Administration in the development and improvement of Bookstore programs, merchandise selection, services, and policies. The contractor shall make every reasonable effort to comply with requests from the Committee and from the HCC Administration to improve the program, services, and policies. The Bookstore Manager is expected to meet periodically with deans, department heads, and other faculty members. 1C. Staffing / Personnel 1.3 Staffing / Personnel Requirements a. Staffing. The contractor shall be responsible, at its sole cost and expense, to employ all personnel necessary for the efficient operation of the Bookstore in accordance with the requirements established by HCC. b. Organization Chart/Staffing Level. Prior to Contract commencement, the contractor shall present its organization chart/staffing level for the Bookstore to HCC 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 HCC. c. Manager. The Manager assigned to the Bookstore by the contractor must be approved in advance by the HCC Administration. Subsequent changes in assignments shall be made by the contractor only after prior consultation with, and approval by HCC. HCC expects management continuity (i.e., limited turnover of the Manager) in order for the contractor to meet the expectations and requirements of HCC. d. Student Employees. The contractor shall fill employment opportunities with students, when appropriate. e. Employee Conduct. The contractor shall be responsible for the actions of its employees, agents, and independent contractors hereunder and for the payment of all taxes, wages, benefits and other costs associated with such persons. While on HCC’s premises, all employees, agents, and independent contractors of the contractor shall comply with all applicable HCC policies and procedures. The contractor shall be required to remove any such employee, agent, or independent contractor from the Bookstore at HCC’s request. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 20 f. Employment Laws. The contractor shall comply with all state and federal employment laws and requirements. g. ADA. The contractor shall comply with the Americans with Disabilities Act (ADA). h. Equal Employment Opportunity. The contractor shall comply with HCC’s Equal Employment Opportunity Policies, which can be found at: https://www.howardcc.edu/about-us/policies-procedures/chapter-63/63-01/63-01A.html. i. Background Checks. The contractor shall assume all liability arising out of, and is solely responsible for, conducting background checks per HCC’s specifications for all of the contractor’s employees, agents, or independent contractors. 1D. Course Materials Program 1.4 Course Materials Program Requirements a. Comprehensive Course Materials Services. The contractor shall provide comprehensive course materials services and shall work closely with HCC to support all Academic Programs, including non- exclusive course materials services for the Laurel College Center. b. Academic Freedom. HCC Faculty shall have academic freedom in their selection of course materials, and the contractor shall provide all adopted materials on a timely basis. c. Responsibility For The Collection Of Course Materials Adoptions. The contractor shall be responsible for the collection and compilation of course materials adoptions and shall provide course materials to students at HCC. The contractor shall provide course materials, including all required, recommended, or suggested course materials and supplies, including textbooks, OER course materials, inclusive access course materials, coursepacks, software, and materials published or distributed electronically. d. Course Materials Quantities/Timeliness. The contractor shall provide sufficient quantities of course materials, custom-published materials, OER course materials, software, and related academic supplies and materials, as required by the faculty for course work. Course materials shall be available for purchase by students on a timely basis according to the schedule established by HCC. At the start of the Fall 2024 Term, HCC will be transitioning to a seven (7) week course schedule. Critical to the success of HCC Students is the ability for the contractor to have course materials available at the beginning of or before the start of each Term. e. Distance Learning/Online Courses. The contractor shall provide course materials services for HCC’s current or future distance learning/online courses and other programs, as desired by HCC, including BrightMinds and FARM programs serving local high school students. f. Custom-Published Materials. The contractor shall provide custom-published materials (i.e., coursepacks). This includes the securing of copyright clearances in compliance with all copyright laws, production/printing, and sales. g. Textbook Rental Program. HCC is extremely committed to providing a strong textbook rental program in order to reduce the cost of course materials to students. The contractor shall maximize the availability of textbook rentals for HCC Students and shall provide a full-service textbook rental program. h. Used Textbook Program. HCC is extremely committed to providing a strong used textbook program in order to reduce the cost of course materials to students. The contractor shall maximize the availability of used textbooks for HCC Students. https://www.howardcc.edu/about-us/policies-procedures/chapter-63/63-01/63-01A.html HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 21 i. Digital Course Materials/Innovative Course Materials Delivery Mechanisms. The contractor shall provide a non-exclusive digital delivery program that addresses the changing types of course materials, including providing digital course materials, digital textbooks, etc. The contractor shall work with the HCC Administration and Faculty to determine the best possible options for the introduction of new technology and delivery mechanisms. j. Open Educational Resources/Zero Textbook Costs. The contractor shall provide access to OER/ZTC course materials to support academic programs as needed/required and shall accommodate the adoption of OER/ZTC as requested by HCC Faculty. Approximately thirty percent (30%) of HCC’s adopted course materials are ZTC course materials. Grants are available to HCC Faculty to incentivize the selection of ZTC course materials and HCC anticipates continued growth of ZTC course materials. k. Inclusive Access. The contractor shall operate an Inclusive Access Program at HCC, as defined by HCC. There were forty-four (44) courses with an estimated 221 sections in the Fall ’22 Inclusive Access Program, and HCC expects the contractor to implement a strategy for organic growth of this Program. The contractor’s Inclusive Access Program must have the ability for students to opt-out in a manner that is customer friendly and readily visible to students on the Bookstore Website. l. Equitable Access Course Materials Program. HCC may evaluate an Equitable Access Course Materials Program at some point during the Contract. The contractor shall implement an Equitable Access Course Materials Program at HCC, if requested by HCC. The contractor’s Equitable Access Course Materials Program must have the ability for students to opt-out in a manner that is customer friendly and readily visible to students on the Bookstore Website. m. Online Course Materials Ordering. The contractor’s website for the Bookstore shall include, but not be limited to, the ability for customers to order and reserve textbooks/course materials. n. Students With Disabilities. The contractor shall provide required course materials services to students with disabilities through collaboration with HCC. o. HEOA/Other Laws. The contractor shall work with HCC to ensure compliance with the Higher Education Opportunity Act (HEOA) and all other relevant state, federal, and local laws, rules, and regulations. p. Desk Copies. HCC prohibits the purchase and sale of complimentary/desk copies by the Bookstore. q. Buyback. The contractor shall buy back books from students at not less than 50% of the original textbook purchase price for textbooks that have been adopted for an ensuing semester/term. (i.e., If a textbook was purchased new and has been readopted, then the Bookstore shall pay the student not less than 50% of the original new textbook retail price during buyback. If a textbook was purchased used and has been readopted, then the Bookstore shall pay the student not less than 50% of the original used textbook retail price during buyback.) Textbooks that have not been adopted for an ensuing semester/term shall be purchased at a minimum of the current wholesale price, established by national used book wholesalers and published in one (1) of the current national used book wholesale buying guides. 1E. Course Materials Adoption Tool 1.5 Course Materials Adoption Tool Requirements a. Adoption Solicitation And Collection. The contractor, working with HCC Faculty, shall make every effort to obtain early course materials adoption commitments in order to ensure course materials availability and to maximize the quantity of textbooks purchased from students for resale at the Bookstore. The contractor shall provide timely reports to faculty members concerning the status of their adoptions. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 22 b. Course Materials Adoption Tool. The contractor, at its sole expense, shall provide HCC with a comprehensive state-of-the-art Course Materials Adoption Tool. The Adoption Tool shall include, but not be limited to, (i) providing faculty the ability to submit textbook adoptions online and (ii) ensuring that HCC Students will be able to obtain their complete list of textbooks, course materials, and course- related supplies. Database Search. The Adoption Tool must include a robust search capability to locate books and other materials from all sources, and display information (i.e., availability, formats, price, etc.) about course materials to users. Adoption Reporting Capabilities. The Adoption Tool must include, at a minimum, the following reporting capabilities: • Historical adoption data and reports • Overall adoption numbers and percentages for a semester/term • Adoption numbers and percentages per course for a semester/term • Adoptions without required course materials • Adoption compliance reports (with ability to sort by date, course, department, etc.) • Other adoption reports as requested by HCC c. HCC Rights Re: Adoption Data. Course materials adoption data, whether received in paper form, electronically, or otherwise, provided to the contractor by HCC Faculty or Staff, is the property of HCC. The contractor shall provide course materials adoption data and/or adoption forms to HCC within forty- eight (48) hours of HCC’s request for copies of such adoption data and/or adoption forms. d. Course Materials List. At the end of each semester/term, the contractor shall provide HCC with a complete Course Materials List for that semester/term in electronic format. The Course Materials List shall include course, section, instructor, author, title, ISBN, edition, publisher, and retail price. 1F. Course Materials Affordability / Pricing Policies 1.6 Course Materials Affordability / Pricing Policies Requirements a. Course Materials Affordability. HCC is extremely committed to making course materials affordable to HCC Students. The contractor’s course materials pricing policies should be innovative and prices cannot exceed the pricing policy requirements as described in Attachment A1, Section 1F, 1.6b, c, and d of this RFP. b. Pricing Policies-Course Materials. The contractor shall adhere to the following course materials pricing policy: • "List-Priced" new textbooks shall be sold at no higher than the 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. • Course-related supplies 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 at no higher than a twenty percent (20%) gross profit margin. • Digital course materials sold by publishers to the contractor via the agency fee pricing model shall be sold at no higher than the retail price established by the publisher. (Note: Some digital course materials shall be sold at less than a twenty percent (20%) gross margin. See definition of Pure Digital Course Materials Gross Sales, Attachment A1, Section 1M, 1.13a, of this RFP.) HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 23 • Used textbooks shall be sold at no higher than seventy-five percent (75%) of the current new textbook retail price. • Coursepacks 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. • Textbook rentals shall be rented at competitive national prices, and on average shall not exceed fifty percent (50%) of the retail price. c. Inclusive Access Course Materials. Course content available through an Inclusive Access Program shall be sold at no higher than a twenty percent (20%) gross profit margin. d. Surcharges. There shall be no add-ons or surcharges to cover freight, handling, publisher re-stocking fees, etc. (i.e., Pricing policy formulas shall be applied to the actual price listed on the publisher's invoice in order to determine the selling price of a particular textbook/course material.) e. HCC Audit Rights. HCC shall have the right to audit the contractor's records, vendor invoices, and publisher invoices, to verify adherence to the established pricing policies. The contractor shall provide copies of vendor/publisher invoices to HCC within forty-eight (48) hours of HCC’s request. f. Shipping. The contractor shall provide free shipping, or if shipping charges apply, the contractor shall establish fair and reasonable shipping charges. g. Free Shipping For In-Store Pickup. The contractor shall provide free shipping for in-store pickup of customer orders. 1G. General Merchandise Pricing Policies 1.7 General Merchandise Pricing Policies Requirements a. Pricing Policy-General Books. The contractor 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 college bookstore industry. b. Pricing Policy-General Merchandise. The contractor shall sell all other merchandise (e.g., clothing, giftware, supplies, etc.) at prices competitive in the local area and competitive in the college bookstore industry. c. Value-Priced General Merchandise. The contractor shall provide emblematic merchandise at multiple price points, and must provide value-priced merchandise in the Bookstore and on the Bookstore Website. 1H. General Merchandise 1.8 General Merchandise Requirements a. General Merchandise Selection. The contractor shall provide a full range of general merchandise including emblematic clothing, emblematic gifts, computer software, computer/technology products, general books, reference books, novelty gifts, art supplies, school supplies, course-related supplies, greeting cards, convenience items, health and beauty aids (HBAs), special order services, graduation- related merchandise, and other services expected from a traditional college bookstore. b. Emblematic Clothing And Gifts. The contractor shall promote and brand HCC by offering a broad selection of emblematic clothing and gifts that comply with HCC’s current and/or future licensing requirements, design guidelines, and requirements for branded products and usage of HCC’s seal, marks, and logo, etc. The contractor shall provide exceptional value to customers by offering high quality products and services at fair prices and multiple price points, including value-priced merchandise. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 24 The contractor must comply with HCC’s logo use requirements as outlined on the HCC Website. Guidelines can be found at https://www.howardcc.edu/about-us/brand/logos.html. c. General Books/Reference. The contractor shall provide a selection of general books, bestsellers, reference books, and faculty-authored books. d. Course-Related Supplies. The contractor shall provide sufficient quantities of all course-related supplies (e.g., dental hygiene tools, kits, uniforms, radiology badges, culinary kits and uniforms, etc.), as requested by HCC Faculty. e. New Product Lines/First-To-Market Programs. The contractor shall continually expand and introduce new product lines and first-to-market programs that appeal to customers (i.e., students, faculty, staff, alumni, visitors, etc.) and generate traffic into the Bookstore and to the website. f. Graduation Merchandise. The contractor shall offer graduation regalia and merchandise (e.g., regalia, announcements, diploma frames, rings, etc.) in the Bookstore and at other locations as designated by HCC during Graduation. g. Licensing Program. The contractor shall only purchase branded merchandise from vendors who adhere to current and/or future HCC Licensing Program requirements and/or HCC’s design guidelines and requirements for branded products. h. Vendor Code Of Conduct. The contractor must have a vendor code of conduct policy. The policy must ensure that all vendors with whom the contractor does business with meet FLA (Fair Labor Association) and WRC (Worker Rights Consortium) standards. 1I. Marketing Strategy 1.9 Marketing Strategy Requirements a. Marketing Strategy. The contractor shall provide a comprehensive marketing and promotional strategy that will assist with advancing the HCC brand among HCC Students, Faculty/Staff, alumni, fans, customers, and visitors. b. Website. The contractor shall manage and operate a unique Bookstore Website. The Website will feature a full range of emblematic merchandise and the ability to order course materials. c. Social Media. The contractor shall manage and operate a unique social media program for the Bookstore. The contractor shall develop and implement social media marketing and promotional strategies for the Bookstore. To the extent that the contractor develops its own social media sites (e.g., Facebook, Instagram, Twitter, etc.) or integrates with HCC’s sites, the contractor shall keep its posted information up-to-date, and refresh its sites frequently, consistent with effective social media strategies and conforming to HCC social media standards and practices. 1J. Facility Plan 1.10 Bookstore Facility Requirements a. Location. The Bookstore will remain in its current location in the Rouse Company Foundation Student Services Hall on the HCC Campus in Columbia, MD. (Note: See “Facility Plan,” Attachment C.) b. Facility Plan. HCC desires a Bookstore facility that features innovative retail products and services. https://www.howardcc.edu/about-us/brand/logos.html HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 25 1K. Facility Investment 1.11 Facility Investment Requirements a. Facility Investment. The contractor shall make an investment in the Bookstore facility, and will be required to provide a state-of-the-art facility throughout the term of the Contract. b. Ownership Of Facility Investment And Fixtures. All facility improvements and fixtures in the Bookstore facility shall become the property of HCC at the termination, expiration, or non-renewal of the Contract. If the Contract, or extensions thereto, is terminated by HCC without cause, as outlined in Section 6.2b of this RFP prior to the facility investment being fully depreciated, then HCC will reimburse the contractor for the undepreciated portion of the facility investment in the Bookstore facility, and all facility improvements and fixtures shall become the property of HCC. If the Contract is terminated by HCC for cause as outlined in Section 6.2a of this RFP, or for bankruptcy as outlined in Section 6.2c of this RFP, HCC will not reimburse the contractor for the undepreciated portion of the facility investment, and all facility improvements and fixtures will become the property of HCC. c. Depreciation. The facility investment by the contractor in the Bookstore facility shall be depreciated on a straight-line basis from the time the facility investment is made until June 30, 2029. HCC will not have a payback obligation for any undepreciated portion of the facility improvements in the Bookstore facility beyond June 30, 2029. d. HCC Approvals. The facility improvements for the Bookstore must meet HCC standards; must be approved in advance by HCC; must comply with all procurement and permitting regulations and all laws; and must be coordinated by the contractor in conjunction with HCC. Any third-party contractor used by the contractor to assist with making facility improvements must be approved in advance by HCC. e. Accounting Of Facility Investment. The contractor shall provide HCC with a full accounting of its facility investment, including copies of invoices paid to vendors for the facility improvements. Copies of invoices shall be provided to HCC within sixty (60) days of completion of the facility improvements, or earlier if requested by HCC. f. Investment Difference. If the actual amount spent by the contractor on the facility improvements is less than the amount offered in the contractor’s Proposal, the contractor shall pay HCC the difference between the actual amount spent and the amount offered, payable upon completion of the facility improvements. If the actual amount spent by the contractor on facility improvements is more than the amount offered in the contractor’s Proposal, the contractor shall be solely responsible for all costs necessary to complete the facility improvements. g. Design Fees. All Bookstore design fees and planning fees associated with facility improvements, whether design and planning services are provided directly by the contractor or by a third-party utilized by the contractor, shall be incurred solely by the contractor, and the contractor shall treat all design and planning fees as the contractor’s operating expenses. Design fees and planning fees shall not be included as part of the facility investment to be depreciated. h. Signage/Window Usage. Any proposed exterior signage, banners, window usage, etc., must be approved by HCC and must adhere to HCC requirements. i. Timing Of Facility Improvements. The timing of the facility improvements shall be determined by HCC in coordination with the contractor. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 26 1L. Financial Reporting 1.12 Financial Reporting Requirements a. Monthly Reporting. On a monthly basis, the contractor shall submit a detailed sales report to HCC, including total sales, website sales, sales by category/department, and non-commissionable sales (with supporting documentation) for the Bookstore. Additional supporting documentation for non- commissionable sales must be provided by the contractor to HCC within forty-eight (48) hours of HCC’s request. b. Annual Reporting. On an annual basis, or as requested, the contractor shall submit a detailed Bookstore financial statement to HCC. At a minimum, the Bookstore financial statement shall include the following: • Sales by Category/Department including commissionable and non-commissionable sales • Total Sales • Cost of Goods Sold • Gross Margin • Personnel Expenses • Direct Operating Expenses (itemized by type of expense) • Indirect Expenses (i.e., management fee, contractor overhead charges) • Commission Paid to HCC • Profit/Loss • Course Materials Units Sold By Department • Number of Website Orders by Category/Department • Website/E-Commerce Sales by Category/Department • Other Reports as requested by HCC (e.g., customer counts, unit sales, transaction size, adoption data, etc.) c. Course Materials List. At the end of each semester/term, the contractor shall submit to HCC a Course Materials List in electronic format, as described in Attachment A1, Section 1E, 1.5d, of this RFP. d. Contractor’s Financial Statement. The contractor shall provide HCC with a copy of its audited company financial statement on an annual basis. e. HCC Audit Rights. HCC reserves the right to audit all or any components of the contract between HCC and the contractor. 1M. Financial Proposal 1.13 Financial Proposal Requirements One of the goals of HCC is to maximize the Bookstore’s financial return by increasing top line sales and generating strong commissions. The financial return that the selected contractor shall remit to HCC will be comprised of the following components: a. Bookstore Financial Return. The Bookstore Financial Return shall include the following: • The Commission As A Percent Of Course Materials Commissionable Sales (see definition, next page) • The Commission As A Percent Of Pure Digital Course Materials Commissionable Sales (see definition, next page) • The Commission As A Percent Of General Merchandise Commissionable Sales (see definition, next page) • The Minimum Annual Guarantee HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 27 HCC requirements pertaining to the contractor’s financial return are as follows: • "Course Materials Gross Sales" shall be defined as all course materials sales of the contractor and revenue received by the contractor based upon all business conducted in or from the Bookstore for any course materials product or service offered by the Bookstore, including revenue received from textbook rentals. This includes all course materials orders taken or received at the Bookstore, whether such orders are placed at the Bookstore, orders received through the Bookstore Website, or elsewhere. • "Course Materials Commissionable Sales" shall be defined as Course Materials Gross Sales less: - Voids - Customer refunds - Handling fees associated with the non-return of textbook rentals - Pure Digital Course Materials Sales - Discounts (provided that the discount amount thereof was included in Gross Sales) - Sales tax paid by the contractor to any government agency which was collected from customers • "Pure Digital Course Materials Gross Sales" shall be defined as digital-only content that is adopted by HCC Faculty as course materials for academic instruction, and sold at a gross margin of twenty percent (20%) or less. Pure Digital Course Materials Gross Sales, regardless of margin amount, shall not include sales of Net-Priced Bundled Packages or any other bundled packages of course materials adopted by HCC Faculty that include physical content and digital content, including, but not limited to, textbook, workbook, course packets, CD/DVD, custom-published printed materials or other physical course materials bundled with a passcode for digital only content. These bundled course materials of physical and digital content as well as Digital Course Materials with a gross margin exceeding twenty percent (20%) shall be included in the calculation of Course Materials Commissionable Sales for the full commission rate. • "Pure Digital Course Materials Commissionable Sales" shall be defined as Pure Digital Course Materials Gross Sales less: - Voids - Customer refunds - Discounts (provided that the discount amount thereof was included in Gross Sales) - Sales tax paid by the contractor to any government agency which was collected from customers • "General Merchandise Gross Sales" shall be defined as all general merchandise sales of the contractor and revenue received by the contractor (i.e., the retail transaction value of general merchandise at the time of customer purchase) based upon all business conducted in or from the Bookstore for any general merchandise product or service offered by the Bookstore. This includes all general merchandise orders taken or received at the Bookstore, whether such orders are placed at the Bookstore, orders received through the Bookstore Website, or elsewhere. General Merchandise Gross Sales shall include any commissions received by the contractor from general merchandise products sold by the contractor, and general merchandise commissions received by the contractor for authorized sales by other companies or organizations on the Bookstore Website. • "General Merchandise Commissionable Sales" shall be defined as General Merchandise Gross Sales less: - Voids - Customer refunds - Discounted sales to authorized HCC Departments - Discounts (provided that the discount amount thereof was included in Gross Sales) - Sales tax paid by the contractor to any government agency which was collected from customers - Computer hardware sales - Sales made at no margin by the contractor at the request of HCC • The contractor shall pay HCC the greater of (i) the Minimum Annual Guarantee or (ii) the sum of the Commission As A Percent Of Course Materials Commissionable Sales, plus the Commission As A Percent Of Pure Digital Course Materials Commissionable Sales, plus the Commission As A Percent Of General Merchandise Commissionable Sales. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 28 • Payments shall be made to HCC based upon the Bookstore’s Commissionable Sales on a monthly basis via electronic funds transfer (EFT). Payment of any amount due to achieve the Minimum Annual Guarantee shall be made annually within thirty (30) days following the end of each contract year. • The contractor shall be solely responsible for the collection of any debts resulting from checks, credit cards, charge cards, debit cards, etc. • The contractor shall maintain complete and accurate records of all transactions in accordance with generally accepted accounting standards and principles. The contractor shall make all records available for inspection by authorized HCC representatives. b. Signing Bonus. Contractor shall provide a Signing Bonus upon contract commencement. c. Additional Financial Incentives. Contractors have the opportunity to propose additional financial incentives (e.g., Textbook Scholarships, General Scholarships, Donations, etc.). d. SFA Bad Debt. Contractors shall provide $10,000 annually after the close of HCC’s fiscal year to assist HCC with SFA bad debt. 1N. Website / Technology Program 1.14 Website / Technology Program Requirements a. Technology Investment. The contractor shall provide state-of-the-art technology (e.g., computer system, point-of-sale system, inventory management system, technology necessary to comply with HEOA, alternative technology for course materials, etc.) to deliver the desired level of service. The contractor shall own and operate, and shall be responsible for all expenses associated with all technology and systems necessary to operate the Bookstore. (Note: HCC will not buy out the undepreciated portion of the contractor’s technology investment at the termination, expiration, or non-renewal of the Contract. The technology investment shall not be included as part of the facility investment.) b. Technology Integration. The contractor’s systems shall have the ability to interface, at the contractor’s sole expense, with current and/or future HCC systems. The College currently utilizes Canvas and Ellucian Colleague. c. Website. The contractor shall manage and operate a unique Bookstore Website customized for HCC. The website shall conform to HCC’s design guidelines and link to and from HCC’s Website. The website shall include, but not be limited to, the ability for customers to order and reserve textbooks, general books, and general merchandise. The website shall offer registration integration, online buyback, and the ability for faculty to submit textbook adoptions online. All aspects of the Bookstore Website, including products sold (whether by the contractor or by a third-party vendor), links to and/or from the Bookstore Website, and advertising accepted, shall require HCC’s prior written approval. Third-party vendors on the website must be pre-approved by the HCC Administration. The contractor shall immediately remove any products from the website upon request of HCC. Third-party vendors on the website must be pre-approved by the HCC Administration. d. URL Ownership. The Bookstore Website includes the website, e-commerce platforms, and web-based services the contractor shall create and maintain to support the HCC Bookstore. HCC will be the sole owner of all right, title, and interest in all existing and future URLs related to the HCC Bookstore Website. e. HCC Campus Card. The contractor shall accept any current and/or future HCC Campus Card as a tender type, which includes, at the contractor’s sole expense, integration with the HCC Campus Card system. HCC does not currently offer use of the Campus Card in the Bookstore. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 29 f. PCI Compliance. To ensure all possible steps are taken to secure student, faculty, staff, and customer personal data, all in-store technology and e-commerce processing must be PCI compliant with the current PCI Data Security Standard Version 3.2.1 and/or subsequent updates. The contractor must provide a statement acknowledging they are in PCI Compliance (PCI DSS Version 3.2.1) and going forward will continue to provide any PCI Certification documentation that may be required annually. Credit card processing must be through a third-party and must be encrypted. The contractor shall ensure that its employees do not write credit card information down on paper, or keep files of credit card information and that no credit card information is stored in any system on campus. g. Computer Equipment Compliance. The contractor’s computer equipment/software must be certified and approved by HCC’s IT Department in order to be put on HCC’s network or communication systems. h. FERPA Compliance. The contractor agrees that all processes fall within FERPA guidelines, and must be approved by the FERPA compliance officer at HCC. i. Europay, Mastercard, And Visa (EMV) Compliance. The contractor shall ensure that all transaction terminals in the Bookstore are compliant with current EMV standards (Version 4.3) and/or subsequent updates for authorizing credit and debit card transactions. j. Customer Data. The contractor shall notify HCC promptly of any security breach that results in the unauthorized access, disclosure, or misuse of customer data. The contractor shall, within twenty-four (24) hours of discovery, report to HCC any use or disclosure of customer data not authorized in writing by the customer. The contractor’s report to HCC shall identify: (i) the nature of the unauthorized use or disclosure, (ii) the customer data used or disclosed, (iii) who made the unauthorized use or received the unauthorized disclosure, if known, (iv) what the contractor has done or shall do to mitigate any deleterious effect of the unauthorized use or disclosure, (v) what corrective action the contractor has taken or shall take to prevent future similar unauthorized use or disclosure, and (vi) such other information as reasonably requested by HCC. The above provisions shall be extended by contract to all subcontractors used by the contractor who are provided access to customer data by the contractor. All customer data must be kept confidential and shall not be shared or sold by the contractor. k. Accessibility Guidelines. The contractor shall warrant that the products or services to be provided under this Contract comply with the accessibility guidelines of “Section 508 of the Rehabilitation Act of 1973” as amended as of the date of this agreement, and the “Web Content Accessibility Guidelines (WCAG) 2.0 or 2.1 whichever is applicable as of the date of the contract, Level AA Conformance” published by the Word Wide Web Consortium, www.w3.org, at http://www.w3.org/TR/WCAG20/. The contractor agrees to promptly respond to and resolve any complaint arising during the term of the warranty period regarding accessibility of its products or services which is brought to its attention. The contractor shall provide confirmation to HCC within ninety (90) days of receiving any such complaint that the complaint has been fully resolved, and shall recertify compliance upon HCC’s request. l. Verification. The contractor shall provide credible, independent third-party verification demonstrating product compliance with Section 508 of the Rehabilitation Act of 1973 and WCAG 2.0, Level AA upon initial deployment, prior to production use by, or publication to, faculty, staff, and/or students, the College community, or members of the public. Appropriate documentation detailing the testing, including evaluation results, shall be provided at the time of initial deployment and thereafter at HCC’s request. The third-party providing such verification must be acceptable to HCC in its reasonable discretion. m. Data Security Agreement. If HCC accepts a Proposal, a Data Security Agreement will be provided by HCC, and the successful contractor will be expected to sign the “Data Security Agreement,” Attachment G, upon execution of a Contract. http://www.w3.org/ http://www.w3.org/TR/WCAG20/ HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 30 n. Higher Education Community Vendor Assessment Tool (HECVAT). If HCC accepts a Proposal, the successful contractor will be expected to complete the HECVAT. 1O. Tender Types / Discounts 1.15 Tender Types / Discounts Requirements a. Tender Types. At a minimum, the contractor shall accept cash, personal checks, major credit cards, Campus Card/ID Debit Card (not currently accepted), Bookstore gift cards, bank debit cards, department charges, student financial aid charges, scholarship charges/vouchers, and third-party agency charges/vouchers. The contractor shall be solely responsible for all expenses and collection of debts resulting from cash, personal checks, credit cards, and bank debit card transactions. b. HCC Campus Card Program. The contractor shall provide at its sole expense the hardware, software, and interfaces necessary in order to accept any current or future HCC Campus Card/ID Debit Card and/or other smartcards utilized by HCC, currently and in the future, at the Bookstore. c. Department Charges. Departments shall be allowed to charge department purchases at the Campus Store. Department purchases shall receive a minimum of a twenty percent (20%) discount on all authorized departmental purchases excluding textbooks, special orders, sale books, class and alumni rings, computer software, periodicals, discounted merchandise, computer hardware, stamps, health and beauty aids, food snacks, and beverages. d. Faculty/Staff Discounts. All HCC Faculty and Staff shall receive a ten percent (10%) discount on all merchandise available at the Bookstore excluding textbooks, special orders, sale books, class and alumni rings, computer software, periodicals, discounted merchandise, computer hardware, stamps, health and beauty aids, food snacks, and beverages. e. Gift Cards. The contractor shall accept unredeemed gift cards (i.e., gift cards that were sold to customers by the Bookstore prior to the commencement of the Contract). 1P. Miscellaneous 1.16 HCC Obligations Requirements a. HCC Obligations. HCC will provide the contractor with the following: • Bookstore Space. Bookstore facility as described in Section 4.1 of this RFP • Services. Access to campus web services, campus telephone services, and voice answering system at the standard HCC rate • Security. Campus Security service for the Bookstore provided by HCC in the same manner provided for other HCC buildings • Utilities. Utilities, electricity, and HVAC 1.17 Contractor Obligations Requirements a. Contractor Obligations. The contractor shall provide the following as part of its management and operation of the Bookstore: • Vehicles. The contractor shall provide vehicle(s) necessary (if any) for the operation of the Bookstore. • Cleaning and Maintenance. The contractor shall properly maintain (to the satisfaction of HCC) the interior of the Bookstore, including daily cleaning of floors, walls, windows, fixtures, furniture, equipment, etc., and other related custodial services. • Minor Repairs. The contractor shall be responsible for minor repairs to the interior of the Bookstore. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 31 • Emergency Key. The contractor shall supply an emergency key to be left with the HCC Department of Public Safety. • Internal Security. The contractor shall collaborate with the HCC Department of Public Safety and the HCC Administration concerning questions of discipline, enforcing regulations, and internal security and theft control in the Bookstore. The contractor's first point of contact with regard to security and safety issues for the Bookstore shall be the HCC Department of Public Safety. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 32 ATTACHMENT A2 OPTION 1: TRADITIONAL BOOKSTORE PROPOSAL SUBMITTAL REQUIREMENTS (Note: To simplify HCC’s review process, the format for all Proposals must be consistent with the information requested in the Submittal Requirements of this Attachment.) This Attachment includes the Option 1: Traditional Bookstore Proposal Submittal Requirements. Contractors are required to respond to all Submittal Requirements included in this Attachment. Acceptance Of Requirements 1.1 Acceptance Of Requirements. Acknowledge acceptance of all Option 1: Traditional Bookstore Program Requirements as described in Attachment A1, and Sections 5 and 6 of this RFP. Financial Projections 1.2 Financial Projections Submittal Requirements a. Financial Projections. Provide financial projections for each of the next five (5) years of operation of the Bookstore. Projections must include the following: • Sales by Category/Department • Total Sales • Cost of Goods Sold • Gross Margin • Personnel Expenses • Direct Operating Expenses (itemized by type of expense) • Indirect Expenses (i.e., management fee, company overhead charges) • Commission Paid to HCC • Profit/Loss • Bookstore Website/E-Commerce Sales Financial Proposal 1.3 Financial Proposal Submittal Requirements a. Financial Return. Submit your company’s Financial Return for the Bookstore: • Commissions - Commission As A Percent Of Course Materials Commissionable Sales - Commission As A Percent Of Pure Digital Course Materials Commissionable Sales - Commission As A Percent Of General Merchandise Commissionable Sales • Minimum Annual Guarantee • Signing Bonus • Additional Financial Incentives • Facility Investment • Technology Investment • SFA Bad Debt Payment (Note: In addition, Attachment A3, “Option 1: Traditional Bookstore Financial Bid Form” must be completed and signed by an authorized company representative.) HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 33 Facility Investment / Facility Plan 1.4 Facility Investment Submittal Requirements a. Facility Investment. Describe your company’s financial commitment to provide HCC with a state-of- the-art Bookstore facility as described in Attachment A1, Sections 1J and 1K of this RFP. b. Facility Plan. Contractors are required to submit a proposed facility plan to provide a state-of-the-art Bookstore facility as part of their response to this RFP. The proposed facility plan should reflect HCC’s desire to provide a state-of-the-art Bookstore that will improve customer satisfaction and reflect a retail-of-the-future facility. (Note: In addition, contractors are required to complete the Required Bookstore Financial Bid Form, Attachment A3.) Operations 1.5 Operations Submittal Requirements a. Operations/Management Plan. Describe your company’s operations/management plan for the HCC Bookstore. b. Seven (7) Week Course Schedule. Describe your company’s operations/management plan for supporting HCC’s seven (7) week course schedule, scheduled to begin in Fall 2024, including assurances to provide all course materials on a timely basis. Customer Service 1.6 Customer Service Submittal Requirements a. Customer Service Strategy. Describe in detail your company’s strategy to provide excellent customer service at the Bookstore. Staffing / Personnel 1.7 Staffing / Personnel Submittal Requirements a. Company Organization Chart. Provide your company organization chart. b. Bookstore Organization Chart. Provide your company’s proposed organization chart, staffing plan, and reporting structure for the Bookstore. Please indicate full-time positions and part-time positions for the Bookstore. c. Describe your company’s: • Personnel policies • Hiring policies, including your company’s required qualifications for the Bookstore Manager • Background check program and policies • Compensation program, including incentive programs, etc. • Benefit programs (e.g., health insurance, disability insurance, vacation plan, paid holidays, retirement, etc.) • Commitment and plan to hire student employees d. Educational And Training Programs. Describe your company’s educational and training programs. HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 34 e. Corporate Support Services. Describe your company’s corporate support services and regional management support. Course Materials Program 1.8 Course Materials Program Submittal Requirements a. Course Materials Market Share Strategy/Services. Describe your company’s plan to develop and implement an active strategic plan to protect the Bookstore’s course materials market share. Include your company’s plans to develop strong relationships with faculty, market and promote course materials to HCC Students, and provide comprehensive course materials services to HCC Students and Faculty, including, but not limited to, the following: • Registration integration • Custom publishing • Digital delivery • Textbook rentals • Used textbooks • Distance learning b. OER/ZTC Program. Describe your company’s ability and commitment to support HCC’s current focus on course materials affordability through the adoption of OER/ZTC course materials. HCC will continue to develop the growth of OER/ZTC course materials as a way to support course materials affordability. c. Inclusive Access Program. Describe your company’s Inclusive Access Program, including the following: • Plans to build on the recent success of the Inclusive Access Program at HCC • Strategy and ability to negotiate low cost Inclusive Access course materials • Opt-out process, and provide assurance that the opt out process is readily visible, simple, efficient, and user friendly for students • Communication and marketing plan with Faculty to drive organic growth of the Inclusive Access Program • Billing, operational, and technical processes d. Equitable Access Course Materials Program. Describe your company’s Equitable Access Course Materials Program, including your company’s ability to implement an Equitable Access Course Materials Program at HCC, if requested. Course Materials Adoption Tool 1.9 Course Materials Adoption Tool Submittal Requirements a. Course Materials Adoption Tool. Describe your company’s Course Materials Adoption Tool, including the following: • Adoption Tool overview • Database search • Adoption reporting HOWARD COMMUNITY COLLEGE BOOKSTORE RETAIL SERVICES RFP 35 Course Materials Affordability / Pricing Policies 1.10 Course Materials Affordability / Pricing Policies Submittal Requirements a. Course Materials Pricing Policies. Provide your company’s course materials pricing policies and acknowledge your company’s agreement to the course materials pricing policies as described in Attachment A1, Section 1F, 1.6b, c, and d. b. Course Materials Pricing Strategies. Describe your company’s plan to address the pricing concerns of students at HCC. Include a detailed description of your company’s Price Match Guarantee Program, Price Comparison Software, dynamic pricing, or similar programs that your company will implement in order to provide value, compete with online booksellers, and increase market share. c. Shipping Policies/Programs. Describe your company’s Shipping Policies for online course materials orders including, but not limited to, the following: • Confirmation of free in-store pickup for online course materials orders • Standard Shipping Charges • Standard Shipping Delivery Times • Expedited Shipping Charges • Expedited Shipping Delivery Times • Free Shipping Program(s) • Free Shipping Delivery Times Describe any additional promotional programs your company has implemented to reduce course materials shipping costs. General Merchandise Pricing Policies 1.11 General Merchandise Pricing Policies Submittal Requirements a. Emblematic Merchandise Pricing Strategy. Describe your company’s pricing strategy for emblematic merchandise. b. Emblematic Merchandise Price Point Requirements. Describe your company’s plan to sell emblematic/logo merchandise at multiple price points, including value-priced merchandise. Provide specific examples of price points fo