Campus Bookstore Operations RFI

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
Posted Date: May 20, 2020
Due Date: Jun 2, 2020
Solicitation No: RFI 83-2
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RFI 83-2
  • Campus Bookstore Operations RFI
  • Status: Open
  • Time Left:12 days, 16 hours
  • Closing: 6/2/20 2:30 PM
  • Issued: 5/1/20 2:20 PM
  • Last Amended: 5/20/20
  • Buyer:Crystal Hypes
  • chypes@ssc.vccs.edu
  • (540) 591-4067

  • Issued By:Virginia Community College Shared Services Center
  • Type:Request for Information (RFI)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Please see the attachment for a list of all locations. Virginia Community College System - Immediate needs are for Northern Virginia Community College and Tidewater Community College.
  • PreBid Conference:
  • Open Responses:
  • Description:***Electronic Responses Only*** Request for Information for Campus Store/Bookstore Operations for all Virginia Community College System campuses. Please see the attached document for the Request for Information which must be returned by the due date. Participation in this RFI is not a prerequisite for participation in any future Request for Proposals, but is appreciated.
  • Amendment/Cancellation Information:Please see the attachment for Amendment Number 1, answers to vendor questions. Remember, these are ELECTRONIC RESPONSES ONLY - Email is not acceptable. Due date has been extended to June 2nd.

Attachments
Attachment Size Description Posted On Type
Campus Store Operations RFI.pdf (348.56 KB) RFI #83 - Campus Store - Bookstore Operations 05/01/20 Solicitation
Addendum 1.pdf (206.22 KB) Addendum 1 - Bookstore RFI 05/20/20 Solicitation

Attachment Preview

Issue Date:
RFI Number:
Title:
Request for Information
May 1, 2020
83
Campus Store/Bookstore Operations
Commodity Code:
See eVA for list of Commodity Codes
Issuing Agency:
Commonwealth of Virginia
Virginia Community College System
Shared Services Center
Procurement Intake
147 Daleville Centre Drive
Daleville, Virginia 24083
Information Responses will be Received Until: May 29, 2020 at 2:30 PM local time.
Questions regarding this RFI will be Received Until: Wednesday, May 13, 2020 at 12:00
PM local time. An addendum answering questions will be posted after May 13, 2020.
Any inquiries regarding this Request for Information should be directed only to: Crystal
Hypes, Senior Contract Officer via email: chypes@ssc.vccs.edu. Directing inquiries to
any other individual employed by the Virginia Community College System is improper and
may harm any respondent’s opportunity to respond to a later Request for Proposal, if one
is so offered.
Name of Firm:
Address of Firm:
eVA Vendor ID Number:
Phone:
Date:
By:
Signature
Name:
Title:
Email:
I. PURPOSE
The Virginia Community College System (VCCS) is soliciting this Request for Information (RFI) from
firms experienced in providing Campus Store/Bookstore Operations services to colleges. The
purpose of this RFI is to gather information about Campus Store/Bookstore Operations and
determine a range of potential best solutions for the VCCS’s 23 community colleges. The VCCS
consists of 23 community colleges across the Commonwealth of Virginia. Student populations range
in size from 1,000 students to 100,000 students per college. Virginia’s community colleges serve an
estimated 250,000 students per year total.
The information received in response to this RFI may aid in the development of one or more
Requests for Proposal leading to the selection of a campus store/bookstore provider(s) or service
partner(s) for any or all of these college campuses. The VCCS is interested in responses from firms
utilizing or representing Store/Bookstore programs, including models for full operational oversight
of the Store/Bookstore as well as hybrid models that may include virtual textbook delivery, opt
in/out course fee models, inclusive access programs, and other models not previously considered
by the VCCS.
This RFI document is for receiving informational materials only and will not result in a contractual
relationship. Based on the information received from this RFI and other sources, the VCCS intends
to issue a formal Request for Proposals (RFP) to evaluate the options for campus Store/Bookstore
operation services. While vendors are encouraged to participate in this RFI exercise, such
participation is not a prerequisite for participating in a future RFP should an RFP be issued.
II. INFORMATION REQUEST
The VCCS requests the following information from Qualified Store/Bookstore Operations Firms
(Vendors) to help the VCCS determine the feasibility of a store/bookstore management operation.
A. COMPANY INFORMATION:
1. Provide a list of your current community college clients, including the institution size, date you
started service, the format of the services provided, and the number of employees.
2. Describe your experience in providing community college store/bookstore management
services in environments of similar size and complexity as those in the VCCS. Include
convenience store, snack shop, café, and e-commerce, if applicable.
3. Describe your firm’s competitive advantage over other store/bookstore management firms.
4. Provide a sample marketing plan inclusive of sponsorship funds and programs that will support
the college. Additionally, address specific needs of students, faculty, and staff marketing
ventures.
B. OPERATIONAL PLANNING:
1. What are the current options available for campus store/bookstore operations? Provide all
renditions of potential operations and course material offerings, including fully online, fully on
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Store/Bookstore Operations - Virginia Community College System
campus, a partial or all-inclusive option with opt in/out availability, opt in/out course fee,
hybrid, and others that may be available to the VCCS. Denote which option your firm would
recommend for the VCCS considering that any contract awarded from a resultant RFP may run
for ten (10) or more years.
2. How would your firm organize resources (both capital and human) to perform the work? Please
provide this information for all scenarios under which the store/bookstore operations may be
organized. Include departments and how human resources and equipment within those
departments would be scheduled.
3. Describe your textbook adoption process and procurement procedures, used textbook buyback
policies, textbook rental policies, Open Educational Resources (OER) resources and policies,
and text inventory policies, (including any existing publisher relationships).
4. Describe your strategies for educating faculty and staff about federal and state affordability
legislative mandates and their responsibilities.
5. Describe potential pricing structures for the products and services you provide, including gross
margins and discounts. Indicate the mechanisms used to compare pricing to the external
market.
6. Describe your firm’s ability to provide general merchandise, including school spirit wear,
convenience items, food and beverage, health and beauty aids, office supplies, trade books, art
supplies, nursing student supplies, computers, technology (both software and hardware), and
any other items that may be available for sale through your firm, (both in-store and through an
e-commerce platform).
7. Describe how the requirements of FERPA are maintained with classes requiring shipping of
materials?
8. Describe how technology will be used to provide the available solutions for store/bookstore
operations management, including point-of-sale systems, inventory management, online
systems (including e-commerce), proprietary systems including Campus Card Systems (e.g.,
CBord), and other systems. Describe the interaction and interfacing of these systems with the
current VCCS systems (e.g. PeopleSoft), including any Learning Management Systems (e.g.,
Canvas) and VCCS Financial Aid systems.
9. Describe the role human resources play in the management of any onsite store/bookstore.
Describe the store manager’s role in general and their required qualifications, skills, qualities,
and experience.
10. If applicable, describe any existing relationships with publishers that incorporate all-inclusive
course materials purchasing initiatives to allow students to opt-in or opt-out when they register
for classes.
C. CUSTOMER SERVICE AND TRANSITION PLANNING:
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Store/Bookstore Operations - Virginia Community College System
1. Provide a description of programs used to solicit customer feedback and describe how that
feedback is shared with the VCCS and any affected faculty or staff.
2. Describe any in-person, online or phone technical or customer service support for
store/bookstore operations management.
3. Describe your firm’s experience operating under contracts that involve performance-based
incentives (e.g., commission-based). Describe the program structures and the types of
incentives. Examples of areas for incentive performance could be: customer satisfaction;
financial performance and growth; sustainability; ingenuity; and utility conservation.
4. Prepare a plan of activities needed to accomplish a successful transition. Current status of most
campus stores/bookstores are traditional brick and mortar stores.
III. SUBMISSION INSTRUCTIONS
All submissions must be made online to the eVA Virginia Business Opportunities portal in response
to this Request for Information. The document submitted must be in .PDF or WORD format and shall
include no embedded documents within the uploaded file.
Submissions must include a transmittal letter, introducing the company and giving a brief history
of the organization and the name of the contact person available for questions for this project.
Please copy the number, question, and provide a response to each in the documented response for
this RFI.
REMAINDER OF PAGE LEFT INTENIONALLY BLANK
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Request for Information #81
Store/Bookstore Operations - Virginia Community College System
ATTACHMENT 1 - VCCS ZONE MAP
LIST OF VCCS COLLEGES & NON-COLLEGE SITES BY ZONE
ZONE 1
Lord Fairfax Community College (2 campuses)
Northern Virginia Community College (6 campuses)
ZONE 2
Blue Ridge Community College
ZONE 3
Germanna Community College – Locust Grove Campus
Piedmont Virginia Community College
ZONE 6
J. Sargeant Reynolds Community College (3 campuses)
John Tyler Community College (2 campuses)
Southside Virginia Community College – Christanna Campus
VCCS System Office in Richmond
ZONE 7
Central Virginia Community College
Danville Community College
Southside Virginia Community College – John H. Daniel Campus
ZONE 4
Germanna Community College – Fredericksburg Area Campus
Rappahannock Community College – Warsaw Campus
ZONE 5
Eastern Shore Community College
Paul D. Camp Community College (2 campuses)
Rappahannock Community College – Glenns Campus
Thomas Nelson Community College (2 campuses)
Tidewater Community College (4 campuses)
ZONE 8
Dabney S. Lancaster Community College
New River Community College
Patrick Henry Community College
Virginia Western Community College
VCCS Shared Services Center in Daleville
ZONE 9
Mountain Empire Community College
Southwest Virginia Community College
Virginia Highlands Community College
Wytheville Community College
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Request for Information #81
Store/Bookstore Operations - Virginia Community College System

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