Bookstore Management Services

expired opportunity(Expired)
From: Central Piedmont Community College(Higher Education)
88-220000-BO

Basic Details

started - 16 Sep, 2021 (about 2 years ago)

Start Date

16 Sep, 2021 (about 2 years ago)
due - 20 Oct, 2021 (about 2 years ago)

Due Date

20 Oct, 2021 (about 2 years ago)
Bid Notification

Type

Bid Notification
88-220000-BO

Identifier

88-220000-BO
Central Piedmont Community College

Customer / Agency

Central Piedmont Community College
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Ver:2/1/2021 STATE OF NORTH CAROLINA Central Piedmont Community College Request for Proposal #: 88-220000-BO Bookstore Management Services Date of Issue: [Insert Date of Posting] Proposal Opening Date: [Insert Date] At [HH:MM AM/PM] ET Direct all inquiries concerning this RFP to: Bonnie Ogden Senior Buyer Email: Bonnie.Ogden@cpcc.edu Phone: 704-330-6515 Ver:2/1/2021 STATE OF NORTH CAROLINA Request for Proposal # 88-220000-BO ______________________________________________________ For internal State agency processing, including tabulation of proposals in the Interactive Purchasing System (IPS), please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made
available for public inspection. This page is to be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor # Note: For your proposal to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login Electronic responses ONLY will be accepted for this solicitation. https://vendor.ncgov.com/vendor/login Ver:2/1/2021 Page 3 of 50 Refer ALL Inquiries regarding this RFP to: Bonnie Ogden Bonnie.Ogden@cpcc.edu Request for Proposal #: 88-220000-BO Proposals will be opened: October 20, 2021 2PM EST Using Agency: Central Piedmont Community College Commodity No. and Description: 801615- Bookstore Management Services Requisition No.: N/A EXECUTION In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor understands that False certification is a Class I felony and certifies that: ▪ that this proposal is submitted competitively and without collusion (G.S. 143-54), ▪ that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143- 59.2), and ▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that: ▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS, and it has read the SAMPLE AGREEMENT. These documents can be accessed from the ATTACHMENTS page within this document. Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals cannot be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: STATE OF NORTH CAROLINA Central Piedmont Community College Ver:2/1/2021 Page 4 of 50 VALIDITY PERIOD Offer valid for at least 60 days from date of bid opening, unless otherwise stated here: ______ days. After this date, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this RFP. ACCEPTANCE OF PROPOSAL The contract is a separate document that represents the Vendor’s and the State’s entire agreement (herein “Contract”). If your proposal is accepted and results, through negotiation or otherwise, in a contract award you will be expected to accept the NORTH CAROLINA GENERAL TERMS AND CONDITIONS as part of the Contract. Dependent upon the product or service being offered, other terms and conditions may apply. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of Central Piedmont Community College) Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 5 of 50 Contents 1.0 PURPOSE AND BACKGROUND ............................................................................................. 8 2.0 GENERAL INFORMATION ....................................................................................................... 9 2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 9 2.2 E-PROCUREMENT SOLICITATION ........................................................................................ 9 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 9 2.4 RFP SCHEDULE ................................................................................................................... 10 2.5 PROPOSAL QUESTIONS ..................................................................................................... 11 2.6 PROPOSAL SUBMITTAL ..................................................................................................... 11 2.7 PROPOSAL CONTENTS ...................................................................................................... 12 2.8 ALTERNATE PROPOSALS .................................................................................................. 12 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................... 12 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ..................................... 13 3.1 METHOD OF AWARD ........................................................................................................... 13 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ....... 13 3.3 PROPOSAL EVALUATION PROCESS ................................................................................. 14 3.4 EVALUATION CRITERIA ...................................................................................................... 14 3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 15 3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 15 4.0 REQUIREMENTS .................................................................................................................... 15 4.1 PRICING ................................................................................................................................ 15 4.2 INVOICES .............................................................................................................................. 15 4.3 FINANCIAL STABILITY ........................................................................................................ 16 4.4 VENDOR EXPERIENCES ..................................................................................................... 16 4.5 REFERENCES....................................................................................................................... 16 4.6 BACKGROUND CHECKS ..................................................................................................... 17 4.7 PERSONNEL ......................................................................................................................... 17 4.8 VENDOR’S REPRESENTATIONS ........................................................................................ 17 Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 6 of 50 4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATIONS ............................................... 17 5.0 SCOPE OF WORK .................................................................................................................. 17 5.1 GENERAL ............................................................................................................................. 17 5.2 STATEMENT OF WORK ....................................................................................................... 18 5.3 COLLEGE SUPERVISION AND LIAISON ............................................................................. 24 5.4 UTILITIES .............................................................................................................................. 24 5.5 MERCHANDISE DELIVERY .................................................................................................. 25 5.6 INFORMATION TECHNOLOGY ............................................................................................ 25 5.7 COLLEGE PUBLICATIONS AND CAMPUS PRINTING RELATIONSHIP ............................ 25 5.8 ACCOUNTING RECORDS, ACCESS, AUDITING, PERIODS AND REPORTS .................... 25 5.9 COMMISSION PAYMENTS AND FINANCIAL ARRANGEMENTS ....................................... 26 5.10 SECURITY AND ILLEGAL ACTS .......................................................................................... 27 5.11 SAFETY AND HEALTH ......................................................................................................... 27 5.12 MAINTENANCE AND SANITATION ..................................................................................... 28 5.13 MISCELLANEOUS ................................................................................................................ 28 6.0 CONTRACT ADMINISTRATION ............................................................................................. 29 6.1 PROJECT MANAGER AND CUSTOMER SERVICE............................................................. 29 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS .......................................................... 29 6.3 CONTINUOUS IMPROVEMENT ............................................................................................ 29 6.4 PERIODIC MONTHLY STATUS REPORTS .......................................................................... 29 6.5 ACCEPTANCE OF WORK .................................................................................................... 29 6.6 TRANSITION ASSISTANCE ................................................................................................. 30 6.7 DISPUTE RESOLUTION ....................................................................................................... 30 6.8 CONTRACT CHANGES ........................................................................................................ 30 7.0 ATTACHMENTS ..................................................................................................................... 31 ATTACHMENT A: PRICING .............................................................................................................. 31 ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 32 ATTACHMENT C: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS ............. 32 ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR ......................................... 32 Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 7 of 50 ATTACHMENT E: HUB SUPPLEMENTAL SUPPLIER INFORMATION ........................................... 32 ATTACHMENT F: CUSTOMER REFERENCE FORM....................................................................... 33 ATTACHMENT G: HOSTED SOLUTIONS REQUIREMENTS ........................................................... 34 ATTACHMENT H: CERTIFICATE OF INSURANCE REQUIREMENTS ............................................ 42 ATTACHMENT I: CURRENT BOOKSTORE SALES VOLUME ........................................................ 44 ATTACHMENT J: FLOOR PLANS .................................................................................................... 50 Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 8 of 50 1.0 PURPOSE AND BACKGROUND Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. Central Piedmont Community College (Central Piedmont) is a large, urban, multi-campus, non-residential college that enrolls more than 50,000 students annually in curriculum, adult high school and basic skills, and continuing education programs, and employs more than 3,000 full- and part-time faculty and staff, making Central Piedmont one of the largest colleges in the Carolinas, Central Piedmont is highly accessible and convenient to people of all ages who seek a real- world, affordable, hands-on education that will transform their lives and strengthen the economic, social, and cultural environment of Mecklenburg County. Central Piedmont is also a smart investment. At a fraction of the cost, students learn by doing, receiving a combination of technical and soft skills training from quality faculty who prepare them to enter the workforce and make a difference in their family, business, community, and world. Founded in 1963, Central Piedmont has eight locations throughout Mecklenburg County (as identified in the below chart), offering nearly 300 degree, diploma, and certification programs; customized corporate training; market- focused continuing education; and special interest classes. Central Piedmont is looking for a provider to deliver bookstore services to include the sale of Spirit Shop merchandise to the campus community. This could be in the form of a traditional storefront operation, an online operation or a combination of both. Vendors should indicate whether their proposal includes online only services or both online and in-person Bookstore/Spirit Shop services. Vendors who may not offer a combination of both are encouraged to respond to the RFP with the services they provide. Vendors should clearly describe the services they will provide. Central Piedmont’s Vision, Mission and Institutional Values are as follows: Vison Central Piedmont will be a champion of students, a catalyst for opportunity, and an exceptional provider of learning experiences that transform lives and strengthen our community. Mission To facilitate student learning, success, and completion, Central Piedmont provides exceptional education and globally competitive training in an engaging, supportive environment. Institutional Values ● Student Centered ● Courage ● Seek Excellence ● Accountability ● Collaboration ● Equity Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 9 of 50 Central Piedmont Locations Name Type Address Cato Campus 8120 Grier Road, Charlotte, NC 28215 Central Campus 1201 Elizabeth Avenue, Charlotte, NC 28204 Harper Campus 315 West Hebron Street, Charlotte, NC 28273 Harris Campus 3210 Harris Campus Drive, Charlotte, NC 28208 Levine Campus 2800 Campus Ridge Road, Matthews, NC 28105 Merancas Campus 11920 Verhoeff Drive, Huntersville, NC 28078 *City View Center 1609 Alleghany Street, Charlotte, NC 28208 *WTVI PBS Charlotte Center 3242 Commonwealth Avenue, Charlotte, NC 28205 *No bookstore services at these locations For more information, visit cpcc.edu, or connect with the College on social media at cpcc.edu/social. 1.1 CONTRACT TERM The Contract shall have an initial term of four (4) years, beginning on July 1, 2022. At the end of the Contract’s current term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of one (1) additional one-year term. The State will give the Vendor written notice of its intent whether to exercise each option no later than fifteen (15) days before the end of the Contract’s then-current term. In addition, the State reserves the right to extend a contract term for a period of up to 180 days in 90-day-or-less increments. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 REQUEST FOR PROPOSAL DOCUMENT The RFP consists of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference. 2.2 E-PROCUREMENT SOLICITATION ATTENTION: This is NOT an E-Procurement solicitation. Paragraph entitled ELECTRONIC PROCUREMENT subsections (d) and (e) of the North Carolina General Contract Terms and Conditions, do not apply to this solicitation. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions, the State’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. http://eprocurement.nc.gov/ Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 10 of 50 If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.5 PROPOSAL QUESTIONS. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question and answer period. Other than through this process, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as non-responsive. By executing and submitting its proposal in response to this RFP, Vendor understands and agrees that the State may exercise its discretion not to consider any and all proposed modifications Vendor(s) may request and may accept Vendor’s proposal under the terms and conditions of this RFP. 2.4 RFP SCHEDULE The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue RFP State September 16, 2021 Pre-Proposal Meeting State September 28, 2021 at 9AM EST Submit Written Questions Vendor October 1, 2021 no later than 2PM EST Provide Response to Questions State October 6, 2021 Submit Proposals Vendor October 20, 2021 no later than 2PM EST Presentations Vendor November 3, 2021 Contract Award State February 1, 2022 Contract Effective Date State July 1, 2022 Urged and Cautioned Pre-Proposal Conference Date: September 28, 2021 Time: 9:00 AM Eastern Time Contact : Bonnie.Ogden@cpcc.edu Instructions: Vendor representatives are URGED and CAUTIONED to attend the non-mandatory virtual pre-proposal conference scheduled for 9:00 AM Eastern Time on September 28, 2021. You may join the meeting by clicking on the webex meeting information at the appropriate time. Webex Meeting Link: https://cpcc.webex.com/cpcc/j.php?MTID=mec806f1ffdf4ec531ac0451d2041fab4 Phone: 415-655-0001 Access Code: 2427 677 6213 Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for unreported conditions which a prudent Vendor would recognize as affecting the performance of the work called for in this proposal. Vendor is cautioned that any information released to attendees during the pre-proposal conference, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to mailto:Bonnie.Ogden@cpcc.edu https://cpcc.webex.com/cpcc/j.php?MTID=mec806f1ffdf4ec531ac0451d2041fab4 Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 11 of 50 requirements in this Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal. Interested vendors can visit the campus sites at their convenience and apprise themselves of the conditions and requirements which will affect the performance of the work called for by this Request for Proposal. These visits will not be guided and vendors can only view the locations which are open to visitors. Vendors will not be permitted to visit any areas that are not open to the general public. If a vendor does desire to visit the campus(es), they need to email Bonnie.Ogden@cpcc.edu of their intent, the campus being visited and the day/time they will be on campus. 2.5 PROPOSAL QUESTIONS Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date. Written questions shall be emailed to bonnie.ogden@cpcc.edu by the date and time specified above. Vendors should enter “RFP # 88-220000-BO Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below: Reference Vendor Question RFP Section, Page Number Vendor question …? Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP. 2.6 PROPOSAL SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other delivery service. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal received after the proposal deadline will be rejected. NC BIDS NC BIDS is applicable to this RFP and all proposal responses shall be submitted electronically via the North Carolina Business Invitation Delivery System (NC BIDS). For additional information, the NC BIDS for Vendors page includes online training videos and a link to NC BIDS FAQs for Vendors. Attempts to submit a proposal via facsimile (FAX) machine, telephone or email in response to this RFP shall NOT be accepted. Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals. Critical updated information may be included in Addenda to this RFP. It is important that all Vendors proposing on this RFP periodically check the State’s IPS website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto. http://www.ips.state.nc.us/ https://ncadmin.nc.gov/nc-bids-vendors https://ncadmin.nc.gov/nc-bids-faqs-vendors Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 12 of 50 2.7 PROPOSAL CONTENTS Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order: a) Cover Letter, must include a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP. b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number. c) Completed and signed version of EXECUTION PAGES d) Vendor’s Proposal e) Completed version of ATTACHMENT A: PRICING f) Completed and signed version of ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR g) Completed and signed version of ATTACHMENT E: HUB SUPPLEMENTAL VENDOR INFORMATION h) Completed version of ATTACHMENT F: CUSTOMER REFERENCE FORM i) Completed and signed version of ATTACHMENT G: HOSTED SOLUTIONS REQUIREMENTS j) Current Certificate of Insurance Failure to return Attachments A, D, E, F and G completed (and signed if required) may result in your response being considered non-responsive. 2.8 ALTERNATE PROPOSALS Vendor may submit alternate proposals for various methods or levels of service(s) or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor”]. Each proposal must be for a specific set of Services and must include specific pricing. If a Vendor chooses to respond with various service offerings, each must be offered with a separate price and be contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered. 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS A. APPLICATION PROGRAMING INTERFACE (API): The process to programmatically interact with a separate software component or resource. B. BAFO: Best and Final Offer, submitted by a Vendor to alter its initial offer, made in response to a request by the issuing agency. C. BUYER: The employee of the State or Other Eligible Entity that places an order with the Vendor. D. COLLEGE LIAISON: The Executive Director of Administrative Services or designee who will correspond with the selected Vendor upon execution of a contract resulting from this RFP. E. COMMUNITY COLLEGE: Any of the fifty-eight (58) public North Carolina Community Colleges. F. CONTRACT LEAD: Representative of the Central Piedmont who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to the State and who will administer this contract for the State. G. DIGITAL LEARNING TOOLS: Peripherals to the LMS that aid in student learning such as content delivery/release. H. E-TEXTBOOK or EBOOK: A digital format of a physical textbook that can be read on a computer, e-reader, or other electronic device. An ENHANCED EBOOK can include digital enhancements such as highlighting and search. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 13 of 50 I. E-PROCUREMENT SERVICE(S): The program, system, and associated Services through which the State conducts electronic procurement. J. FOB-DESTINATION: Title changes hand from Vendor to purchaser at the destination point of the shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any related transportation charges. A solicitation may request Vendors to separately identify freight charges in their proposal, but no amount or charge not included as part of the total proposal price will be paid. K. HOURS OF OPERATION: The current operating hours for all campus bookstores (Central, Cato, Harper, Harris, Levine, and Mercancas) are Monday through Friday, 8 AM to 5 PM. L. LEARNING TOOLS INTEROPERABILITY (LTI): A technical standard developed by IMS Global, the non-profit consortium that develops standards for the effective use of learning technology in education. M. NC BIDS: The North Carolina Business Invitation Delivery System provides Vendors the opportunity to submit bid responses electronically. N. ON-TIME DELIVERY: The delivery of all items within a single order to the receiving point designated by the ordering entity within the delivery time required. O. QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor. P. RFP: Request for Proposal Q. SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation. R. STATE: The State of North Carolina, including any of its sub-units recognized under North Carolina law. S. STATE AGENCY: Any of the more than 400 sub-units within the executive branch of the State, including its departments, boards, commissions, institutions of higher education and other institutions. T. VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a list of criteria the State shall use to award contracts. The goods or services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below. While the intent of this RFP is to award a Contract(s) to single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so. The State reserves the right to waive any minor informality or technicality in proposals received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this RFP is under evaluation, the proposer, including any subcontractors and suppliers are prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 29, CONFIDENTIAL INFORMATION, of the INSTRUCTIONS TO VENDORS. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 14 of 50 3.3 PROPOSAL EVALUATION PROCESS Only responsive submissions will be evaluated. The State will conduct a One-Step evaluation of Proposals: Proposals will be received according to the method stated in section 2.7. All proposals must be received by the issuing agency not later than the date and time specified on the cover sheet of this RFP. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. At that date and time, the proposal from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered will be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position. If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award. At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor. Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to IPS under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State. The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement and submit a best and final offer (BAFO), based on discussions and negotiations with the State, if the initial responses to the RFP have been evaluated and determined to be unsatisfactory. 3.4 EVALUATION CRITERIA 1) Substantial conformity to Solicitation Specifications, as noted in Section 5.0, Scope of Work. 2) Services/Equipment provided as noted in the scope of work section. 3) Corporate Background and Experience: Vendor’s corporate background and similar statewide experience specifically relevant to Central Piedmont’s technical situations, specifications, needs, challenges, and opportunities as presented in this RFP. 4) Technical Approach: Effectiveness of approaches, designs, services, processes, and practices as they relate to the Bookstore Management Services. 5) Proposed Approach and Schedule: Proposed approach and schedule of services/work to be performed. This encompasses areas such as producing acceptable deliverables; organization, timing, program staffing plan and structure of work activities in accordance with the stated time frame. 6) Strength of references relevant to material of technology area(s) or specifications. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 15 of 50 7) Vendor Past Performance: The Vendor may be disqualified from any evaluation or award if the Vendor or any key personnel proposed, has previously failed to perform satisfactorily during the performance of any contract with the State, or violated rules or statutes applicable to public bidding in the State. 8) Total Financial Response to College: Financial contribution in such areas as Commission Structure, Signing Bonus, Capital Contribution, and Scholarships over the lifetime of this agreement, along with value added offerings to further enhance the partnership. 3.5 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: a) Total cost to the State b) Level of quality provided by the Vendor c) Process and performance capability across multiple jurisdictions d) Protection of the State’s information and intellectual property e) Availability of pertinent skills f) Ability to understand the State’s business requirements and internal operational culture g) Particular risk factors such as the security of the State’s information technology h) Relations with citizens and employees i) Contract enforcement jurisdictional issues 3.6 INTERPRETATION OF TERMS AND PHRASES This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question and answer period in accordance with Section 2.6. 4.1 PRICING Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Proposal. 4.2 INVOICES Should the Vendor’s proposal result in an award, instructions for invoicing will be presented and agreed by all parties during the Contract Administration phase. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 16 of 50 a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work was performed. Invoices must be submitted to the following address: Central Piedmont Community College P.O. Box 35009 Charlotte, N.C. 32335 b) Invoices must bear the correct contract number and purchase order number to ensure prompt payment. The Vendor’s failure to include the correct purchase order number may cause delay in payment. c) Invoices must include an accurate description of the work for which the invoice is being submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor and the original signature of the Vendor’s project manager. 4.3 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. Each Vendor shall submit the following financial documentation as an attachment to its Proposal. Financial information, statements and/or documents submitted with a proposal shall be evaluated to determine: whether the Vendor has sufficient ability to perform the contract; whether the Vendor is able to meet its short term obligations, debts, liabilities, payroll, and expenses; whether Vendor has provided complete, reliable and accurate financial information regarding its business operation; whether the Vendor is financially solvent; and whether Vendor has sufficient cash flow and/or available financing from a financial institution to perform the proposed contract for 60 days without receiving payment from the State. Financial information of non-public entities may be marked as confidential in accordance with paragraph 29 of ATTACHMENT B: INSTRUCTIONS TO VENDORS. 4.4 VENDOR EXPERIENCES In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State of North Carolina. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. 4.5 REFERENCES Vendors shall provide at least three (3) references, for which your company has provided Services of similar size and scope to that proposed herein. The State may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The State reserves the right to contact Vendors’ clients not listed in the reference submission. The information obtained may be considered in the evaluation of the proposal. For each reference, the Vendor is to provide the following information using ATTACHMENT F: CUSTOMER REFERENCE FORM, for which your company has provided Services of similar size and scope to that proposed herein. The State may contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the proposal. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 17 of 50 4.6 BACKGROUND CHECKS Any personnel or agent of the Vendor performing Services under any contract arising from this RFP may be required to undergo a background check at the expense of the Vendor, if so requested by the State. 4.7 PERSONNEL Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will agree to approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract services provided by such personnel. 4.8 VENDOR’S REPRESENTATIONS If the proposal results in an award, the Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor shall furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables. 4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATIONS The Purchasing Agency has conducted a risk assessment and determined that certain default coverage provisions in the North Carolina General Terms and Conditions, paragraph entitled Insurance, should be increased from the minimums stated. Refer to ATTACHMENT H for the College’s Certificate of Insurance Requirements. 5.0 SCOPE OF WORK 5.1 GENERAL During the term of the Contract between the College and the Vendor, the Vendor shall operate the Central Piedmont Bookstore(s), in accordance with the requirements, terms, specifications, conditions, and provisions herein contained. The Vendor shall provide services usually expected of a top-quality College bookstore onsite and online. Additionally, the College desires to work with the Vendor to create and implement effective strategies to reduce the cost of textbooks and course materials for College students by offering a combination of textbook related solutions including new, used, rental, digital, course packets, Inclusive Access and other innovative ways of delivering course materials and programs utilizing emerging technologies and creative solutions. The College encourages bidders to be Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 18 of 50 innovative in their proposals and we will welcome ideas that the College may feel would lead to a more successful course materials operations even though the specific conditions may not be addressed in these proposals requirements. The College aims to offer the textbooks at the lowest possible price to the students and anticipated options lower than standard pricing. The Vendor shall provide full-scale online course material procurement services. The response should address all areas of inquiry relative to the College bookstore management and bookstore services industry, including but not limited to the following Mandatory Requirements: • The Vendor shall be responsible for all costs associated with the operation of bookstores on all college campuses, which include a presence at all college campuses (not applicable to online only proposals). • The Vendor shall meet all Americans with Disabilities Act (ADA) requirements. • The Vendor shall allow students to purchase course materials online inclusive with the online registration process. The student will have the choice of having their books shipped to a student's specified address and the vendor will also facilitate fulfillment at each of the college campuses. The Vendor’s online website will allow for flexibility, meeting the needs of a variety of students, including high school students taking college classes, who receive textbooks at no cost to the student. • The vendor shall agree to facilitate the delivery and distribution of graduation regalia, which includes working with vendors to find the most affordable and appropriate options which meet the college’s needs for annual graduation ceremonies. The Vendor’s online website will allow for flexibility, meeting the needs of a variety of students, including high school students taking college classes, who receive textbooks at no cost to the student. • The vendor shall agree to facilitate the delivery and distribution of graduation regalia, which includes working with vendors to find the most affordable and appropriate options which meet the college’s needs for annual graduation ceremonies. • The Vendor shall accept various types of payment methods including but not limited to methods such as credit, debit, ATM, and prepaid card, campus card (as available), and mobile and electronic pay options. Point of Sale (POS) systems and debit card systems must be Payment Card Industry (PCI) compliant. • Vendor point of sale systems must integrate with Trimdata’s FA Link. • Vendor’s tools and services must be compatible with the College’s Learning Management System (LMS),D2L Brightspace. • The Vendor shall provide regular feedback and opportunities from the College on operations as required (i.e. a Bookstore Advisory Committee). • All marketing materials and branded merchandise will need to be approved by the College’s Communications, Marketing and Public Relations department. 5.2 STATEMENT OF WORK Commitment To Lowering Costs The College desires to develop strategies to minimize the rising costs of textbooks, in partnership with the Vendor. Describe strategies for minimizing costs, including but not limited to the following: • Estimated costs information during the adoptions process and include OER, multiple publishers and other information available during the adoption process. • Profit margins on textbooks, course materials and general merchandise. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 19 of 50 • Approach(es) to provide lowest cost course materials for students. • Offer required books in a variety of formats, including new, used, rentals, e-Textbooks and downloadable versions (ie., PDF, ePub, BRF (braille), MP3 (audio) and BeeLine Reader). • Require earlier selection dates for textbooks. • Implement separate “bundling” of instructional materials so that students don’t have to buy books, access codes, CD’s, workbooks, etc. that the instructor does not expect to use in class and online • Prohibit gifts or payments from publishers that could influence textbook selections for the college. The College is extremely committed to making textbooks/course materials affordable to students. The Vendor’s textbook/course materials pricing policies should be innovative, and must submit a plan as to how this will be accomplished. Textbook Selection/Adoption The selection of course texts is considered an academic matter and, therefore, must be the decision of the Deans, Associate Deans, and Program or Discipline Chairs of the various divisions within the College. Final textbook selection decisions will be at the discretion of the Vice President for Academic Affairs. Central Piedmont expects Vendors to be willing to develop a process for submitting orders in such a way that is sensitive to internal processes in the College (regarding the creation of schedules and staffing of classes) as well as providing ample time for the Vendors to procure used and rental materials in order to reduce the costs to students. Central Piedmont expects Vendor’s adoption process to be clear, efficient and intuitive such that it provides a straightforward user experience. Describe training available for key stakeholders regarding the adoption process. Subject to further consideration and improvement, as a starting point for the Vendor to fulfill this obligation, College shall provide the Vendor with the necessary course material information concerning Central Piedmont by agreed upon book adoption deadlines. To ensure completeness, be sure to address the process with campus stakeholders of the following: • Open Educational Resources (OER) support • Describe any textbook selection dashboard that may be available. • Ability to designate specific book versions/editions. • Describe your process for linking a textbook to a class (in other words, how do students identify the textbook(s) they need for a course) • How are custom textbooks supported (ie., a textbook from a publisher that has been amended to meet a course need; loose leaf packets). • How are course bundles supported (ie., a packet or grouping of materials, articles, outside resources, etc. that has been assembled for a course by a Faculty member). • Explain how digital versions/editions of textbooks are distributed or provided to students Dashboards and Analytics Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 20 of 50 The Vendor shall furnish an online ordering system for faculty and continuing education instructors that enables multiple search avenues for discovering instructional materials, assigns materials according to relevant College Faculty and Employees, saves relevant College Faculty and Employees preferences, and facilitates the ordering process. Specifically, please describe the ways in which your platform can meet the following requirements: • Role-based adoptions (for example, adoptions entered by Instructors, Chairs, Deans) • Administrative oversight and approval process • Allow for search of just OER materials • Email notifications and timeline reminders • Historical sales comparison (with relevant disaggregation - course, campus, program, etc.) • Default selection of most recent adoption • Reports for any courses missing adoptions. • Reports for sales percentages of course materials Inclusive Access (IA) Delivery Support The Vendor’s proposal shall describe how the platform supports inclusive access programs where students pay for required learning materials, for approved courses, with their tuition so that they can access assigned textbooks on the first day of the term. • Students should be able to access course materials in a variety of formats. • Integration should be achieved with Learning Tools Interoperability (LTI). • Describe how the student is able to opt-out of the IA materials. • Describe how opt-out deadlines are set (course level, section level) and the colleges ability to remove the opt out for students for each section. • The College must be able to add or delete the ability for students to opt-out of purchasing materials through IA. • Present options for length of access to purchased course materials. • Present options for permanent access. • Describe Inclusive Access pricing timeline, including price lock in date. o Describe the policy for making price changes. o Provide market prices for comparison. • Describe the billing process for IA materials. o College desires to be billed only once at the end of the semester in lieu of monthly billing. o College desires the basis for billing to be set at the section level 10% point. o College desires the billing to be provided in Excel format. • Describe how opt-outs are reported to the College. • Describe how students repeating a course avoid repaying for digital course materials. • Describe how students taking a 2nd course requiring the same digital course materials avoid paying twice. • Describe other ways that you handle aspects of IA programs. • Describe training available for key stakeholders regarding inclusive access process and integration. Multi-Campus Support Central Piedmont’s multi-campus structure, including fully online options, offers a variety of programs serving the Charlotte and surrounding area community. Ensuring equal access to services in each location is paramount. The Vendor proposal shall address the approach to the following items: Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 21 of 50 • Placing adoptions and book orders for a multi-campus system. • Return policies and procedures. • Providing a high level of customer support, including options for pickup, and online options for faculty and students. Vendor shall indicate whether they have the ability to provide and support automated locker systems. • Aiding students in finding required materials using customer-friendly methods. Campus Bookstore Locations If the proposal includes the operations of on campus stores, the Vendor proposal shall address the approach to the following items: ● Providing a consistent, regular schedule for each campus based on needs of the College (typically 40 hours per week). ● Ensuring that store locations have all equipment, fixtures and software needed to operate including but not limited to: POS systems, cash registers, computer equipment. ● Ensuring each campus is adequately stocked. ● Providing a high level of in store customer support, including extended hours of availability during peak times, options for pickup, physical online ordering options such as kiosks for students who may lack technology. ● Return Policies, including the ability to return merchandise to any location regardless of purchase location. ● Flexibility to adjust or extend hours to accommodate evening and weekend classes as appropriate, high volume periods such as the start and end of the semester, summer, or special weekend events. ● Ensure compliance with College applicable policies, procedures, safety and security protocols and take reasonable and proper care of all facilities provided by the College. Commission Structure In addition to the commission structure and format identified in section 5.10 COMMISSION PAYMENTS AND FINANCIAL ARRANGEMENTS, please describe some of the options for structuring commission (i.e., funds paid to the College by the bookstore). Some examples of commission methods include scholarship funds, capital improvement investments, and Vendor guaranteed amounts per semester/year, signing bonus, pay towards/for FA Link, utilities, etc. Note: On an annual basis the vendor will pay the college a minimum guaranteed amount of $500,000 or a percentage of the prior year’s gross sales, whichever is greater. Student Course Materials Purchasing Considerations Course textbooks and materials are a critical part of the education process. Accordingly, students need required materials in a timely, efficient and cost effective fashion if they are to be successful. To help ensure student success, the Vendor’s proposal shall address the following: ● Communication with students, regarding required and optional course materials, changes in those materials requirements, purchasing options, store hours of operations, special events, etc.. ● Ability for students to determine and purchase course materials at least 14 days prior to the beginning of the semester. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 22 of 50 ● Processes or safeguards to limit long backlogs or wait times on course materials. ● Providing students with alternatives (ie., e-text versions) of backordered or delayed course materials. The Vendor shall provide multiple options for students to purchase course materials including but not limited to: ● Hardcopy Book ● E-Textbooks or other immediately downloadable materials. ● Lower cost unbound paper materials ● Bundles/course packs ● Rental materials ● Used book options ● Online purchases with both delivery and in-store pickup ● Customizable books (similar to what publishers are doing) ● Shipping policy/options, including any associated costs ● Return policy, including any associated costs Some programs and courses may also require supplies and purchases outside of traditional textbooks. These may include specific apparel and equipment for public safety, nursing, automotive and welding programs and classes. The proposal shall address how these requirements may be incorporated. College Course Material Purchasing Considerations The Vendor shall ensure that course materials and supplies can be purchased using financial aid, scholarships, and sponsorship can be made on account, including both for in-store purchases and/or online purchases. Within your proposal address: ● How student charges at the Bookstore are integrated with Ellucian Colleague, are exported to Colleague and posted to the student’s account receivable. ● The manner in which the export shows the details of these charges (i.e., books, merchandise, consumables, etc.). ● The frequency and manner of the export, ie., real time or daily batch processing ● How charges on account are invoiced to the College and their frequency (ie., monthly, quarterly, etc.). ● The reporting format. Excel is the desired format Digital Materials Within the Vendor’s proposal describe ways in which the platform supports digital versions of textbooks and other required course materials. ● Describe the ways in which digital learning tools and resources can be accessed on mobile devices ● Describe how offline reading is supported. ● Describe any annotation tools available such as highlighting, adding notes, bookmarks, etc. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 23 of 50 ● Describe how students can access digital learning tools and resources across different classes in a single location. ● Describe how digital learning tools and references are integrated into an LMS and identify the standards that are utilized, such as Learning Tools Interoperability (LTI) and Application Programing Interface (API). Non-textbook Commerce Items The Vendor shall have a non-exclusive right to sell convenience store items such as food, health and beauty items and other sundries. Describe options regarding the sale of items beyond course materials. Non course materials may include items, products and services, such as: ● Educational supplies, notebooks and office supplies ● Trade-books, magazines, stationary, desk and room accessories ● Computers and accessories, chrome books, bus passes, etc. ● College branded clothing, gift items, class and alumni rings, and jewelry ● Any and all such items bearing a College emblem, logo or identifying marks ● The rental and/or sale of graduation caps and gowns and commencement invitations. At the option of the college, the caps and gowns may be funded solely by the students or the college may solely fund them for students. The college will work with the awarded vendor at the appropriate time to coordinate. Other Value Added Propositions The College is interested in pursuing other plans, options or programs from the Vendor, who would provide additional values to the College and its students. Examples of this include, but are not limited to: ● Vendor's business model that aligns with the college’s value of diversity and inclusion as outlined in the college’s Strategic Plan located at https://www.cpcc.edu/about-central-piedmont/strategic- plan. ● The ongoing ability to be flexible, innovative and responsive to evolving industry changes and innovation in the publishing and bookstore industry ● Ability to partner with Central Piedmont in instituting industry changes and innovations ● Student discounts or rewards programs ● Actively engaging with student populations, including advertising employment opportunities to our students. ● Vendor recommendations with respect to bookstore operations at Colleges, such as operational efficiencies, student employment, scholarships ● Ability to integrate with and support other College units such as: ○ Student life ○ Library ○ Other Vendor services (e.g., graduation regalia) https://www.cpcc.edu/about-central-piedmont/strategic-plan https://www.cpcc.edu/about-central-piedmont/strategic-plan https://www.cpcc.edu/about-central-piedmont/strategic-plan https://www.cpcc.edu/about-central-piedmont/strategic-plan Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 24 of 50 ● Providing kiosk or pop-up retail locations that could provide spirit wear or limited supplies around campus, i.e., library ● Alternative uses for physical campus stores, such as: ○ Ambience to support community gatherings ○ Hosting events ○ Convenience items 5.3 COLLEGE SUPERVISION AND LIAISON Liaison between the College and the awarded Vendor shall be the responsibility of Executive Director of Administrative Services or designee and the Vendor’s College Bookstore Manager. Meetings may be scheduled as needed or as appropriate. The Vendor shall work cooperatively with the College Liaison in the development and improvement of the College Bookstore’s services, operations, programs, and policies. The Vendor shall make every reasonable effort to comply with requests from the College Liaison for the improvement of College Bookstore services, operations, programs, and policies. ● Authorized representatives of the College shall have full right of access to all College Bookstore’s areas during normal operating hours of service, at other times for scheduled maintenance and repairs of a non-critical nature, and at any time during emergencies. ● The College reserves the right to monitor any and all aspects of said overall College Bookstore operations. This includes, but is not limited to, hours of operation, timeliness of textbook orders, placing of textbook orders and special orders, sufficiency of quantities and types of merchandise in stock, quality of merchandise, categories of merchandise offered, new merchandise items, promotions and public relations, courtesy of staff, cleanliness and neatness of College Bookstores areas, adherence to pricing and other policies, safety, sanitation, and maintenance. ● The Vendor shall be prepared to completely document in writing and to fully justify to the College’s satisfaction any requests for changes in pricing, book buy-back, and exchange, refund, and discount policies. ● Any changes in pricing, book buy-back, exchange, refund, and discount policies must be approved by the Executive Director of Administrative Services or designee and shall be confirmed in writing. 5.4 UTILITIES The College shall furnish heat, water, electricity, air conditioning, phone service and e-mail connection to the College Bookstore facilities. The Vendor must be responsible for the monthly costs for such services and will be billed accordingly. The Vendor will be responsible for the following: ● The cost of local and long distance telephone calls, voice mail; installation of new telephone lines and equipment, monthly equipment charges for all telephones ● Circuits and all other telecommunication equipment and related service charges. ● The College will provide basic wiring infrastructure for networks and telephone. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 25 of 50 ● When the College equipment and services must be used, the Vendor will reimburse College based on square foot for said expenses on a monthly basis. The cost basis will be calculated on an annual basis. 5.5 MERCHANDISE DELIVERY The Vendor shall make all arrangements for delivery, unloading, receiving, and storage of merchandise and, as necessary, coordinate these functions with other College contractors and/or departments. Central Piedmont will not assume any responsibility for receiving or handling these shipments. 5.6 INFORMATION TECHNOLOGY Refer to ATTACHMENT G, HOSTED SOLUTIONS REQUIREMENTS 5.7 COLLEGE PUBLICATIONS AND CAMPUS PRINTING RELATIONSHIP Central Piedmont Campus Printing of Customized Course Packs ● The Director of Campus Printing will be the key contact between Central Piedmont Campus Printing and The Vendor on all matters concerning course packs. ● The Vendor must use Central Piedmont Campus Printing for the publication of Course Pack whenever possible. Any exceptions must have the prior approval of the Executive Director of Administrative Services or designee. ● The Vendor must accept course adoptions for Customized Course Packs from professors and instructors and process the orders. Copyright permission from rights holders will be provided by the professors and instructors. ● Central Piedmont Campus Printing will copy, bind, package and deliver completed course packs with the specifications required and in the quantities ordered by the Vendor for sale. There will be NO RETURNS to Central Piedmont Campus Printing of unsold course pack inventory. ● Course Pack information must be delivered to Campus Printing 3 - 4 weeks prior to the beginning of the academic term. The Vendor will be kept informed of course pack availability/production/delivery status and all orders will be delivered at least one week before the beginning of the first day of class. Reprint orders will be turned around within one working day. Any errors made by Central Piedmont Campus Printing will be credited to the Vendor or replaced. Central Piedmont course packets are not to be modified or copied in any way. 5.8 ACCOUNTING RECORDS, ACCESS, AUDITING, PERIODS AND REPORTS The Vendor must maintain complete and accurate accounts and records, in accordance with nationally accepted bookstore industry standards, of all revenues, cost of goods, salaries and benefits, and all other expenses in connection with the College Bookstore operations provided under the terms of the Contract in an office located in the College Bookstore facility or must promptly deliver these to the College upon request. All such accounts and records shall be retained by the Vendor for a period of three (3) years from the close of each year’s operation and may be inspected, reviewed, or audited by a staff member from the College Auditor’s Office, or the College’s independent auditor at any time during regular working hours with or without prior notice. The Vendor shall provide supporting Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 26 of 50 statement documentation such as, but not limited to, cost of goods invoices, payroll cost breakdowns, other operation expense invoices, cash register tapes, and revenue receipts, if requested by the College. The Vendor must provide the College Liaison with a complete and detailed operating statement for each month of the College Bookstore’s July through June fiscal year. The operating statement for each monthly period and cumulative year-to-date information shall be in a format that is determined by the College. These shall be submitted no later than twenty-five (25) days following the close of that particular monthly accounting period. If the College should so request, representatives of the Vendor shall review all such operating statements and related records with College representatives. After the final closing of each July through June fiscal year of operation, The Vendor shall provide the College Liaison with a store specific year-end operating statement prepared by the Vendor’s office of the Controller, and supported by certified financial statements of the Vendor. The College will be able to audit the store records. All cash registers or point of sale equipment utilized by the Vendor in the College Bookstores must have non- changeable grand totals. The College requires the Vendor to use a POS system that is integrated with the College’s mainframe for the purpose of processing financial aid students. The Vendor must use FA-Link provided by Trimdata in conjunction with Ellucian’s Colleague. The Vendor is responsible for any expense incurred with the integration of the Vendor’s POS system with the mainframe. This includes both initial and any future cost that may be required. In addition to the College’s right of access to the financial operating records, the College must also have the right of access to other statistical data and records including, but not necessarily limited to, the following: ● Average number of transactions per day. ● Average transaction size. ● Selling prices of all merchandise items versus cost/price of the same. Within seventy-two (72) hours of requesting it, Central Piedmont shall have access to all such information indicated in this section and shall not be restricted in the use thereof in the event that the contract is terminated or is rebid by the College. All computer programs and data generated from same that do not interfere or prevent Central Piedmont’s right or access to the records and data in this section, relative to or utilized in the Vendor’s operation of Central Piedmont’s Bookstore, shall be the property of the Vendor and shall be confidential. Central Piedmont agrees to keep, to the extent permitted by law, such information confidential and shall so instruct its employees and agents. 5.9 COMMISSION PAYMENTS AND FINANCIAL ARRANGEMENTS FINANCIAL PROJECTIONS: The Vendor shall provide a 3 year revenue projection with Textbooks and Non Textbooks projections identified separately. COMMISSION: Proposal commission shall constitute the total commission offered by the Vendor for complete performance in accordance with the requirements and specifications herein. Include as ATTACHMENT A: PRICING. COMMISSION PAYMENTS: The Vendor must submit monthly commission payments via direct deposit Automated Clearing House (ACH) within fifteen (15) working days following the end of each month in which work was performed. 1. Direct Deposit (ACH) must bear the correct account contract number. 2. A detailed report in excel must be submitted along with commission Direct Deposit (ACH). Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 27 of 50 3. The Vendor must provide detailed monthly reports identifying at a minimum, the following information for each individual campus: Campus location, gross revenue collected, net revenue collected, commission rate, and commission earned. 4. Vendor will set guarantee amount. Note: On an annual basis the vendor will pay the college a minimum guaranteed amount of $500,000 or a percentage of the prior year’s gross sales, whichever is greater. ALTERNATE COMMISSION RESPONSE: Vendors who propose an Alternative cost response must submit a separate document labeled “ALTERNATIVE COMMISSION RESPONSE”. Include with ATTACHMENT A: PRICING 5.10 SECURITY AND ILLEGAL ACTS The Vendor must be responsible for the securing of all monies. If the Vendor uses an armored vehicle service, this will be at the Vendor’s expense. The Vendor shall be responsible for the cost of contracted security personnel, that it deems prudent and necessary, to be on duty in the College Bookstores. The Vendor must exercise control over the distribution of keys to College Bookstore space, except that at least one copy of the keys to College Bookstore spaces shall be provided to the Assistant to the Vice President for Finance and Administrative Services or his designee, the Executive Director of Facilities Services and to the Central Piedmont Security Department, for use in emergency responses only. The College requires the Vendor to use the Central Piedmont Intellikey system in the Bookstore or any other key system that the College requires. All charges for bookstore keys and door hardware will be billed to the Vendor. If The Vendor observes or suspects that an individual(s) is committing acts of property damage, theft of merchandise or money, or fraudulent acts with respect to the College Bookstores operations, The Vendor must refer such matters to the College’s Security Department. The Vendor must consult with the College’s Director of Security on arresting and/or prosecuting individuals for acts of property damage, theft of merchandise or money, or fraudulent acts. If the College should so request, the Vendor must cooperate with the College’s prosecution of such individuals. In addition, through the office of Dean of Student Development, alternatives such as disciplinary actions may be explored and followed. 5.11 SAFETY AND HEALTH The Vendor shall comply with the Occupational Safety and Health Act (OSHA) of 1970 and the American Disability Act (ADA) of 1990. The Vendor shall take reasonable and proper care and shall use and maintain facilities and equipment under its care, custody, and control in a manner which shall not cause violation of said acts or their applicable standards including reporting and record keeping requirements of said Acts. If The Vendor’s proposal provides a capital investment program for the performance of this Contract, such capital investment program shall be free of conditions which violate OSHA and ADA or other applicable standards. Should repairs, alterations, modifications, or replacements be required to comply with the cited Acts, such action shall be the responsibility of the Vendor. Should a determination be required as to whether a specific condition violates said Acts, a competent safety engineer or safety consultant shall make such determination. The Vendor shall furnish equipment for the performance of this contract, including Personal Protective Equipment required by Central Piedmont. Any such equipment must be free of conditions which violate OSHA and ADA, or their Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 28 of 50 applicable standards. Should repairs, alterations, modifications, or replacements be required to comply with the cited Acts, such action must be the responsibility of the Vendor. The Vendor must comply with and conform to all applicable fire, and public safety laws, regulations, ordinances, code requirements, as well as the College’s own regulations. 5.12 MAINTENANCE AND SANITATION The College will be responsible for outside bookstore windows, which are cleaned one (1) time per year. Internal bookstore housekeeping and periodic cleaning of display equipment, movable fixtures, furniture, and equipment in all bookstores shall be the independent responsibility of the Vendor. The Vendor shall be responsible for the frequent movement of all trash and cardboard accumulated in the Bookstore’s receiving area to a trash removal receptacle provided by the College. Receptacles for moving this trash will be provided by the College’s Cleaning Service. College shall assume the expense for the removal of trash from the central trash removal receptacle. The Vendor must adhere to the highest standards of cleanliness and sanitary practices to insure continual sanitation in all functions and matters related to the execution of the terms of the Contract. The Vendor’s actions with respect to the above shall be in accordance with the regulations and standards of the State of North Carolina, Mecklenburg County Health Department and the College’s Department of Occupational Health & Safety. The Vendor shall be responsible for the cost of and for providing for the proper maintenance and repair of The Vendor owned movable fixtures, furniture, and equipment, including related repair parts and supplies. Central Piedmont shall be responsible for ceiling light bulb or lamp replacements, and ceiling tile replacements. The Vendor is responsible for replacing bulbs in specialty lighting fixtures. Central Piedmont shall be responsible for any pest control and extermination services necessary on a periodic basis in order to maintain sanitary standards and cleanliness. The Vendor must participate in any recycling programs that the College may develop. All costs associated with these recycling efforts are to be the Vendor’s responsibility. Exclusive of the planned construction noted elsewhere in this RFP, the College will only be responsible for major structural repairs/modifications to the College space used by the Vendor, provided that such repairs are not required as a result of the actions of the Vendor, its agents or employees. If such repairs/modifications are required as a result of the actions of the Vendor or request by the Vendor, its agents or employees, the cost of repairs/modifications shall be borne by the Vendor. Any repairs/modifications must have the prior approval of the College. The College, through its authorized representatives, reserves the right to enter the College Bookstore for purposes of inspecting the same or of making repairs, alterations, and additions thereto, or to other parts of the building in which the College Bookstore is located. 5.13 MISCELLANEOUS The College is only responsible for the costs specified as College costs and contained within this contract. All other costs, relative to the Vendor’s operation of the College Bookstore and the Vendor’s performance under the terms contained herein shall be the Vendor’s responsibility. The Vendor is responsible for securing its alarm system in all Bookstores. Said system shall tie into the College’s Security Office. Any cost associated with the installation and maintenance of the system is the sole responsibility of the Vendor. Central Piedmont reserves the right to investigate the credit ratings of all the Vendors. Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 29 of 50 During the Bookstore’s annual inventories, the Central Piedmont Bookstores must remain open, at a minimum, for textbook sales. 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This document is not a contract; it is, instead, a request for proposals. This information is provided for the Vendor’s planning purposes. 6.1 PROJECT MANAGER AND CUSTOMER SERVICE The Vendor shall be required to designate and make available to the State a project manager. The project manager shall be the State’s point of contact for contract related issues and issues concerning performance, progress review, scheduling and service. 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS The Vendor, at the request of the State, shall be required to meet periodically with the State for Project Review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and State performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics. 6.3 CONTINUOUS IMPROVEMENT The State encourages the Vendor to identify opportunities to reduce the total cost to the State. A continuous improvement effort consisting of various ideas to enhance business efficiencies will be discussed at the periodic Business Review Meetings. 6.4 PERIODIC MONTHLY STATUS REPORTS The Vendor shall be required to provide inclusive Management Reports to the designated Contract Lead on a monthly basis. This report shall include, at a minimum, information concerning. These reports shall be well organized and easy to read. The Vendor shall submit these reports electronically using Microsoft Excel and, as needed, either Microsoft PowerPoint or Microsoft Word. The Vendor shall submit the reports in a timely manner and on a regular schedule as agreed by the parties. Within forty-five (45) business days of the award of the Contract the Vendor shall submit a final work plan and a sample report, both to the designated Contract Lead for approval. 6.5 ACCEPTANCE OF WORK Performance of the work and delivery of goods shall be conducted and completed in accordance with recognized and customarily accepted industry practices and shall be considered complete when the services or goods are approved as acceptable by the Contract Administrator. The State and the Vendor will negotiate and agree on an acceptable notification process and resubmission period, which will be memorialized in the Contract. Acceptance of work products shall be based on the following criteria: In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation or testing, as applicable of the work or deliverable. Final Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 30 of 50 acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the State may exercise any and all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial Code as adopted in North Carolina. 6.6 TRANSITION ASSISTANCE The Vendor must address how the transition will take place after the award of the contract to assure an orderly and efficient operation is maintained at all campuses. The Vendor will be responsible for working with the existing Vendor to transition as seamlessly as possible to minimize disruption to the College and students. If applicable, the new Vendor will negotiate purchase and transfer for all existing physical inventory of all bookstore textbooks and merchandise. If a Contract results from this solicitation, and the contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall be required to agree to provide transition assistance to the State, at the option of the State, up to six (6)months to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be deemed to be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The State shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.7 DISPUTE RESOLUTION During the performance of the contract, the parties must agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This term, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. 6.8 CONTRACT CHANGES Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 31 of 50 7.0 ATTACHMENTS ATTACHMENT A: PRICING The Pricing associated with this RFP is a separate document that is captioned ATTACHMENT A: PRICING Vendor shall use this Attachment A to include the Vendor’s pricing structure. Include the following information: COMPENSATION GUARANTEE: $ % OF GROSS SALES UP TO $ % OF GROSS SALES UP TO $ % OF GROSS SALES UP TO $ % OF GROSS SALES UP TO $ Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 32 of 50 ATTACHMENT B: INSTRUCTIONS TO VENDORS The Instructions to Vendors, which are incorporated herein by this reference, may be found here: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2020.pdf ATTACHMENT C: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS The North Carolina General Terms and Conditions, which are incorporated herein by this reference, may be found here: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-General-Terms-and-Conditions_12.2020.pdf ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR The Location of Workers Utilized by Vendor associated with this RFP is a separate document that is captioned ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR and can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Vendors-Located-Outside-the-United-States_01.2020.pdf ATTACHMENT E: HUB SUPPLEMENTAL SUPPLIER INFORMATION The Historically Underutilized Businesses (HUB) Supplier Information associated with this RFP is a separate document that is captioned ATTACHMENT G: HUB SUPPLEMENTAL SUPPLIER INFORMATION and can be found at the following link: https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2020.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-Instructions-to-Vendors_09.2020.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_North-Carolina-General-Terms-and-Conditions_12.2020.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_Location-of-Vendors-Located-Outside-the-United-States_01.2020.pdf https://files.nc.gov/ncdoa/pandc/OnlineForms/Form_HUB-Supplemental-Vendor-Information_9.2020.pdf Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 33 of 50 ATTACHMENT F: CUSTOMER REFERENCE FORM Name of Customer Organization Customer Reference Name (employee most familiar with their bookstore contract) Customer Reference Address Customer Reference Phone Number Customer Reference Email Address Contract Period (State and End Dates) A brief summary of the bookstore services offered (Use separate page as needed) Number of Vendor’s technical staff supporting, maintaining and managing their bookstore services Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 34 of 50 ATTACHMENT G: HOSTED SOLUTIONS REQUIREMENTS Hosted Solution Requirements Central Piedmont Community College Introduction A Hosted Solution refers to the software service model where an application is hosted by a service provider to customers across the Internet. By eliminating the need to install and run the application on the customer's own servers and network, hosted solutions alleviate the customer's burden of software maintenance, ongoing operation, and support. While the technical needs for servicing the application are no longer required, the burden of meeting Central Piedmont’s technology standards, security standards, service standards, and regulatory policies must be held. This document provides the basis for these requirements. Vendor Responsibilities with this Document Vendors are expected to review this document with respect to the capabilities of their solution and provide comments where necessary. A vendor may or may not have a comment for any section, depending on the relevance of that section to the vendor’s solution. For any section, a vendor may find it sufficient to comment with a reference to their own documentation. General Services Authentication Environment Central Piedmont has a strict policy requiring Hosted Solution vendors to provide authentication through Central Piedmont's authentication solution. Service providers must be able to interface with SAML or CAS as a single-sign on authentication system. Providers are expected to support the currently supported versions of SAML as outlined in the Oasis Standards at https://www.oasis-open.org/standards. CAS is an open source, token-based authentication system, and is a JA-SIG project. Additional information may of the CAS protocol be obtained at https://www.apereo.org/projects/cas. For vendors that integrate with the Learning Management Systems, Central Piedmont requires that the hosted solution use LTI- based authentication and authorization. In the event that a provider is not able to interface with Central Piedmont’s authentication solutions, a letter of exception must be approved by Central Piedmont ITS. The provider must also state that the service agreement is between Central Piedmont and the vendor. The vendor must also provide documentation for a process that enables instructors or staff to have their access removed immediately at the discretion of Central Piedmont administration. Service Authorization Services provided by the Hosted Solution must provide authorization capabilities internally within the application. These services must be documented and provided to Central Piedmont ITS along with all information stored by the Hosted Solution provider related to individuals, groups, and authorization schemas. Reporting Services Proposal Number: 88-220000-BO Vendor: __________________________________________ Ver:2/1/2021 Page 35 of 50 In the event that regular data extraction is not available for the use of developing reports with Central Piedmont reporting solutions, then a description of available reporting services must be provided. Details with regards to documentation and training should be included. Customization Capabilities Services provided by the Hosted Solution provider may not meet all the requirements of Central Piedmont. Therefore, customizations may be required to meet these requirements. However, customizations may be provided in various ways and with limitations. Customizations should be categorized as the following and the requirements must be met – 1. Configuration: predetermined options available to Central Piedmont with the ability to easily modify. Typically, provided through either a configuration file or settings in a database table. ○ Requirement: ■ It must be clear as to when changing a configuration after the services has been started can potentially lead to a problem with service or with the history of the data. 2. Fixed Customizations: pre-determined and limited features Central Piedmont can customize either by modifying an existing file, new file, or through an application programming interface (API). ○ Requirements: ■ Documentation detailing the ability to customize the file or about the API. ■ Information regarding how future upgrades may impact these customizations. 3. Open Customizations (on premise installations only): source code is either partially or fully available for Central Piedmont to customize the code as needed. ○ Requirements ■ Documentation regarding the code available for customization. ■ Documentation regarding coding methodology, if one exists. ■ Information regarding how future upgrades may impact these customizations and equivalent documentation if code-merge is required. 4. Change-Request Customizations: Customizations that have been reviewed and approved between Central Piedmont and the Hosted Solution provider that will be conducted and maintained by the provider. ○ Requirements ■ Documentation regarding the process to request customizations. ■ Cost estimate for requested customizations. ■ Information regarding how future upgrades may im

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Address: 2 W Edenton St, Raleigh, NC 27601, USA

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