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  • Bookstore Lease/Management & Operations Services Request for Proposal

    RFP No. RFP13-01

    Bid Due Date: Tuesday, November 20, 2012 2:00PM PST

    Cabrillo Community College District District Purchasing, Contracts &

    Risk Management Office 6500 Soquel Dr. Bldg 2030

    Aptos, CA 95003

    RFP Questions or Comments Due: Tuesday, November 8, 2012

    Cabrillo College: Michael Robins, Director of Purchasing, Contracts & Risk Management

    Email: rirobins@cabrillo.edu Phone: 831-477-3521

  • Request for Proposal Bookstore Services

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    CABRILLO COMMUNITY COLLEGE DISTRICT

    REQUEST FOR PROPOSAL (#RFP13-01)

    BOOKSTORE LEASE/MANAGEMENT & OPERATIONS SERVICES

    I. INTRODUCTION

    The Cabrillo Community College District (District) invites college bookstore vendors (Vendor) to submit sealed proposals for college bookstore services as described herein (Proposal). One (1) original and five (5) copies of your proposal are required to be submitted.

    The college bookstore serves as an important educational function to the Cabrillo Community College community. The District invites proposals, which clearly specify the means by which a full service bookstore will be provided to students, faculty, and staff of the District.

    The District bookstore located at Cabrillo College, 6500 Soquel Drive, Aptos, CA 95003, consists of approximately 9630 square feet of bookstore space situated on a main driving thoroughfare.

    II. PROPOSAL PROCESS TIMELINE AND INSTRUCTIONS FOR SUBMITTAL

    A. Timeline:

    Request for Proposals publication: Tuesday, October 30, 2012 & November 6, 2012

    Questions or Comments due: Thursday, November 8, 2012, (2:00pm PST)

    Proposals due: Tuesday, November 20, 2012 (2:00pm PST) (One (1) original and five (5) copies of your proposal are required to be submitted.) Interviews: Week of November 26-30, 2012

    Recommendation to the Governing Board Monday, December 10, 2012

    B. Instructions for Submittal of Proposal:

    “The CABRILLO Community College District, 6500 Soquel Drive, Bldg. 2030,

    Santa Cruz, California 95003 hereby invites sealed proposals for the following:

    REQUEST FOR PROPOSAL No. RFP13-01 BOOKSTORE LEASE/MANAGEMENT & OPERATIONS SERVICES

  • Request for Proposal Bookstore Services

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    RFP’s shall be made on forms and be in accordance with RFP conditions and specifications prepared by the District. To obtain a Request for Proposal (RFP) package visit our website at: http://www.cabrillo.edu/internal/purchasing/index.html or email the District Purchasing at mirobins@cabrillo.edu .

    Proposals will be accepted on or before 2:00 PM Tuesday, November 20, 2012.

    Proposals must be submitted in a sealed envelope and marked “CABRILLO COLLEGE BOOKSTORE LEASE/MANAGEMENT SERVICES PROPOSAL No. RFP13-01” and must be mailed or hand delivered to:

    Cabrillo College Community College District

    Attn: Michael Robins Purchasing Department Office, Building 2030

    6500 Soquel Drive Aptos, CA 95003

    Questions or comments must be received in writing and must be emailed directly to

    Michael Robins, Director of Purchasing, Contracts & Risk Management at mirobins@cabrillo.edu on or before 2:00 p.m. on Thursday, November 8, 2012. The Districts response to questions, addendum or clarification will be posted on our website by Wednesday, November 14, 2012.

    The District reserves the right to reject any or all proposals or to waive any irregularities

    or informalities in any proposals and to be the sole judge of merit and suitability of services proposed.

    For further information contact Michael Robins, at 831-477-3521. Or visit our website

    at http://www.cabrillo.edu/internal/purchasing/index.html

    For the Board of Trustees Cabrillo Community College District”

    III. PROPOSAL SPECIFICATIONS

    The following must be included in all Proposals and numbered as indicated below. Failure to include the required information may cause a Proposal to be disqualified from consideration as non-responsive. One (1) original and five (5) copies of your proposal are required to be submitted.

    A. Vendor Information

    1. Vendor Experience

    a. Indicate the length of experience in operating college or university bookstores and provide a listing of such bookstore operations.

  • Request for Proposal Bookstore Services

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    2. Vendor Financial Reports

    a. Furnish evidence of financial stability and provide complete current financial statements or reports for the past three (3) fiscal years of operation, including a statement by a Certified Public Accountant for each report.

    3. Vendor References

    a. Provide a list of all educational academic institutions which are currently being served by Vendor or have been served by the Vendor within the last three (3) years. Include with each reference a list of the enrollment of each institution and the level of total bookstore sales for each institution served.

    b. Provide a list of two-year community colleges with 10,000 or more students and $2,000,000 – $3,500,000 in gross bookstore sales that the Vendor is currently serving or has served within the last three (3) years.

    c. The reference list may also include related operations not on a campus.

    d. Furnish names and telephone numbers of individuals who can be contacted by the District for each reference listed.

    e. Provide a list of educational institutions that have terminated service in the last three (3) years and include reasons for such termination.

    4. Vendor’s Company Description

    a. Describe in detail company resources at local, regional, and headquarters level available to support on-site management.

    b. Indicate management training policies and company requirements of minimal experience of manager(s) who would be assigned to operate the bookstore. An organization chart should accompany this description.

    c. Describe professional staff support provided to the on-site manager, such as marketing and advertising expertise, computerized operations, and assistance provided for bookstore environment.

  • Request for Proposal Bookstore Services

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    d. Describe the means used by company management and on-site managers to acquire and use information about consumer requirements and to assess needs of students, faculty, and staff; include a description of procedures used to insure customer satisfaction with goods and services provided.

    B. Bookstore Operating Conditions

    1. Merchandise and Operations

    a. List the range of products and services to be provided, including, but not limited to: textbooks, course materials, general books, soft goods, sundries, drug items, food products, stationery and art supplies, magazines, and novelty items. Due to District policy, tobacco products are to be excluded. The District reserves the right to forbid the sale of merchandise it considers objectionable.

    b. Describe Vendor’s policies and procedures towards text selection, order entry, and suggested inventory levels.

    c. Describe Vendor’s policies and procedures regarding the sale of used books and merchandise (if applicable). Include historical data regarding the percentages of used book and merchandise (if applicable) sales in community college bookstores.

    d. Describe Vendor’s pricing policies, practices and margins for all new and used books, course materials, and merchandise. Describe how all discounts/charges would be handled by Vendor. In addition, include any discounts offered for any college purchases.

    1) Describe the practices and mark-up/margins for the sale of photocopied course “Readers.”

    2) The successful Vendor will be required to continue the District’s current textbook rental and “ebook” programs, and to expand these programs.

    e. Describe Vendor’s strategies for seeking more affordable textbook purchase options for students throughout the contract. An annual plan for such will be required, and will be reviewed, discussed and approved by the Cabrillo Bookstore Advisory Committee. (See also item B.2.d in this section.)

    f. Describe Vendor’s buyback policies, buyback time frames, and buyback prices paid during buy-back periods and non-buyback periods.

  • Request for Proposal Bookstore Services

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    1) District requires buyback of textbooks for up to two weeks after the commencement of courses. Please comment on this practice.

    g. Describe Vendor’s late order policy.

    h. Describe Vendor’s check cashing policy.

    i. Describe Vendor’s refund/exchange policy appl