Solicitation Number:
Date Issued:
Procurement Officer:
Phone:
E-Mail Address:
URL:
MTC-RFP--0824
September 9, 2014
Rochelle Daniels, CPPB
(803) 822-3208
danielsr@midlandstech.edu
www.midlandstech.edu/vendors
Request for Proposal
Amendment 1
DESCRIPTION:
BOOKSTORE MANAGEMENT AND OPERATIONS
The Term "Offer" Means Your "Bid" or "Proposal".
SUBMIT OFFER BY (Opening Date/Time):
September 25, 2014 at 11:00 A.M. EST See provision entitled
"Deadline For Submission of Offer”
NUMBER OF COPIES TO BE SUBMITTED
One (1) original in hardcopy and five (5) copies (marked ‘copy’),
Three (3) electronic copies, two as specified “Magnetic Media,” and
one (1) as specified “Submitting Redacted Offers”
QUESTIONS MUST BE RECEIVED BY:
September 3, 2014 4:00 P.M. EST
See provision entitled "Questions From Offerors"
SUBMIT YOUR OFFER TO EITHER OF THE FOLLOWING ADDRESSES:
MAILING ADDRESS:
PHYSICAL ADDRESS:
Midlands Technical College
Midlands Technical College
Procurement Office
Reed Hall - 104
P.O. Box 2408
1260 Lexington Drive
Columbia, SC 29202
West Columbia, SC 29170
CONFERENCE TYPE:
SITE VISITS begin September 3, 2014
STARTING LOCATION:
9:00 A.M. at Airport Campus
Beltline Campus Bookstore and Northeast Campus Bookstore site visits follow.
PRE-PROPOSAL at Northeast Campus following all site visits 9/3/14 at approximately
2:00 P.M.
See “Conferences - Pre-Bid/Proposal” & “Site Visit” provisions)
Midlands Technical College
Airport Campus
Student Center, Bookstore
1260 Lexington Drive
West Columbia, SC 29170
See provision entitled "Submitting Your Offer"
Intent to Award will be posted at the Physical Address stated above on October 20, 2014
(tentative). The Intent to Award/Award, this solicitation, and any amendments will be posted at
the following web address: http://www.midlandstech.edu/vendors
DRUG FREE WORK PLACE CERTIFICATION (AUG 2004) By submitting an Offer and initialing here, Contractor
certifies that , if awarded a contract, Contractor will comply with all applicable provisions of The Drug-free Workplace
Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended. (Initial here __________)
AWARD &
AMENDMENTS
You must submit a signed copy of this form with Your Offer. By submitting a bid or proposal, You agree to be bound by the terms of the
Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date.
NAME OF OFFEROR
OFFEROR'S TYPE OF ENTITY:
(Full legal name of business submitting the offer)
(Check one)
□ Minority Business
□ Sole Proprietorship
AUTHORIZED SIGNATURE
(Person signing must be authorized to submit binding offer to enter contract on behalf of Offeror named above.)
□ Partnership
TITLE
□ Corporation (tax-exempt)
PRINTED NAME
(Business title of person signing above)
(Printed name of person signing above)
DATE SIGNED
□ Corporate entity (not tax-exempt)
□ Government entity (federal, state, or local)
□ Other _________________________
(See provision entitled "Signing Your Offer".)
Instructions regarding Offeror's name: Any award issued will be issued to, and the contract will be formed with, the entity identified as
the offeror above. An offer may be submitted by only one legal entity. The entity named as the offeror must be a single and distinct legal
entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a
separate corporation, partnership, sole proprietorship, etc.
STATE OF INCORPORATION
TAX PAYER IDENTIFICATION NO.
(See “Taxpayer Identification Number” provision)
(If offeror is a corporation, identify the state of Incorporation.)
STATE VENDOR NO.
(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov )
PAGE TWO
(Return Page Two with Your Offer)
HOME OFFICE ADDRESS (Address for offeror's home office /
NOTICE ADDRESS (Address to which all procurement and contract
principal place of business)
related notices should be sent.) (See "Notice" clause)
_________________________________________________
Area Code - Number - Extension
Facsimile
_________________________________________________
E-mail Address
PAYMENT ADDRESS (Address to which payments will be sent.)
ORDER ADDRESS (Address to which purchase orders will be sent)
(See "Payment" clause)
(See "Purchase Orders and "Contract Documents" clauses)
____Payment Address same as Home Office Address
____Payment Address same as Notice Address (check only one)
____Order Address same as Home Office Address
____Order Address same as Notice Address (check only one)
ACKNOWLEDGMENT OF AMENDMENTS
Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)
Amendment No.
Amendment Issue
Date
DISCOUNT FOR
PROMPT PAYMENT
Amendment No.
Amendment Issue
Date
10 Calendar Days (%)
Amendment No.
20 Calendar Days (%)
Amendment Issue
Date
Amendment No.
30 Calendar Days (%)
Amendment Issue
Date
_____Calendar Days (%)
(See "Discount for Prompt
Payment" clause)
PREFERENCES - A NOTICE TO VENDORS
Preferences do not apply to Request for Proposals per SC Consolidated Procurement Code Section 11-35-1524, part (5).
PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE:
Not Applicable
PAGE TWO (SEP 2009)
End of PAGE TWO
AMENDMENTS TO SOLICITATION (JAN 2004)
(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors
should monitor the following web site for the issuance of Amendments: www.midlandstech.edu/vendors (b)
Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the
amendment, (2) by identifying the amendment number and date in the space provided for this purpose on
Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the
amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain
unchanged. [02-2A005-1]
OFFEROR SHALL ACKNOWLEDGE RECEIPT OF AMENDMENT NO. 1 IN THE SPACE
PROVIDED ON PAGE TWO AND RETURN IT WITH THEIR RESPONSE. FAILURE TO DO SO
MAY SUBJECT OFFEROR’S RESPONSE TO BE REJECTED.
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP Section
Page
16
3.1
Questions / Answers
Question 1: Introduction / Background
Total Sales
Please provide the sales by campus store location for 2011–2012 and 2012–2013 by
product category (new textbooks; used textbooks; digital; rental; trade/reference;
supplies; computer software; computer hardware; clothing; non-emblematic clothing
such as scrubs, uniforms; backpacks; convenience; graduation; etc.)
Answer:
See Sales by Department in Attachment 1
17
3.3
Question 2: Objectives
Store Manager & Staff
Please confirm the full-time and salaried personnel will be remaining with the College.
Answer:
All full-time employees have been reassigned within the College.
19
3.5.3
Question 3: Merchandising Rights
Retail Operations
What, if any, are currently in operation and / or fall under other contractual
arrangements?
Answer:
None known
19
Page 3
Question 4:Contracts
Are there any exclusive contract rights to a vendor for online courses / content?
(Pearson, McGraw Hill, etc) E-Book requisitions?
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
Section
Questions / Answers
Answer:
No
20
3.6.8
Question 5:
Methods of Payment
Please confirm the College uses Datatel as a batch for processing Student Financial Aid
and that the refunded aid loaded onto the Higher One Master Card?
Answer:
Financial Aid is downloaded through Ellucian (FKA Datatel) to the Bookstore point of
sale, Total Computing Solutions systems.
21
3.6.21.3
Question 6:
New Text Pricing
Please confirm new texts are to be priced no higher than a 25% margin.
Answer:
Yes
21
3.6.21.6
Question 7: Book Pricing
Course Packs & Notes
Please confirm these will be priced at no higher than a 30% margin.
Currently reads: Course Packs/Class Notes are to be sold at prices no higher than a
25% margin using the same pricing computation method as with new textbooks from
publishers.
Answer:
Changed to read: Course Packs/Class Notes are to be sold at prices no higher than a
30% margin using the same pricing computation method as with new textbooks from
publishers.
22
3.6.21.7
Question 8: Book Pricing
Electronic Text Pricing
Please confirm this item has been struck and is no longer applicable.
Answer:
Delete 3.6.21.7
Page 4
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
22
Section
3.6.23.1
Questions / Answers
Question 9: Used Book Purchasing
Buyback
Please confirm the buyback policy currently in place is 50% of the purchase price for
textbooks adopted the following semester.
Answer:
Changed to read: If the Contractor has a faculty order indicating a book will be a
course adoption for a following semester, it will pay no less than fifty percent (50%) of
the purchased price. A lesser amount may be paid only if copies required for faculty
orders are filled, or if the book is in unusually poor condition.
23
3.6.31
Question 10: Faculty and Staff Discount
Central Supply
Please confirm it is the College’s desire for a vendor to offer a 10% discount for
Faculty, Staff and Departments for items not purchased as Central Supply.
Please confirm the service for Central Supply will be, if desired, a separate negotiation
from this RFP.
Answer:
The College will negotiate with the awarded Contractor if desired for central supplies.
25
3.7.9
Question 11: Ownership of Fixtures
Facility Enhancements
Please provide CADs for each of the bookstore facilities.
Answer:
See drawings in attachment 2 Northeast Campus Bookstore.
See drawings in attachment 3 Airport Campus Bookstore.
See drawings in attachment 4 Beltline Campus Bookstore.
26
3.8
Question 12: Personnel Requirements
Personnel
Please provide an organization chart for each of the bookstores along with employee
start dates.
Answer:
See Organization Chart attachment 5 Airport Campus Bookstore.
See Organization Chart attachment 6 Beltline Campus Bookstore.
College employees have been reassigned within the College.
Page 5
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
29
Section
4.4
Questions / Answers
Question 13: Information for Offerors to Submit
List of Accounts Please confirm this item has been struck and is no longer applicable.
Answer:
Delete 4.4
30
4.11
Clarification to Proposed Enhancements/Sponsorships
The College enhancements/sponsorships must be divided among 4.11.1, 4.11.2 and
4.11.3. Enhancements/sponsorships are to be included but are not limited to
Scholarships, Academic Programming and Student Support Services. Textbooks will
not be considered as enhancements or sponsorships. Commission is not required on
these enhancements/sponsorships.
See changes to page 45 of the RFP.
30
4.12
Question 14: Proposed Enhancements/Sponsorships
Will MTC consider revising the requirements of this section?
Answers:
Changed to read: Offeror shall make financial proposal for seven (7) year
contract terms as follows:
A guaranteed annual amount of $1,000,000 or 13% of gross sales, whichever is greater,
in commission to the College for Year 1 must be offered. The commission fee of 13%
or greater amount as shown in Section VIII Price Proposal, graduated commission
rates, is the minimum commission that will be paid to the College annually under the
contract even if the calculation of commission based upon the percentage of gross sales
offered does not reach that amount. In addition to in-store sales including annual gross
sales, will include textbook and general merchandise sales made over the internet via
the Offeror’s corporate web site, or a contracted site, less any applicable sales tax,
which can be attributable to MTC students, faculty, staff, or alumni.
Question: 17
Attached Refunds
College
Vendor policies may be more liberal than what is currently posted. We request
Policy and consideration for an exception to this section.
In RFP
Procedure
Answer:
Reference Section 3.3.7 of the RFP, Vendor is instructed to delete Section VII, Refund
Policy of the College Procedure original attachment to the RFP. The Contractor may
establish its own refund policy.
Page 6
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
N/A
Section
N/A
Questions / Answers
Question: 18
Additional questions
Committee Composition
Please provide the composition of the selection committee.
Answer:
The selection panel member names will not be disclosed.
16
3.3-3.11
Question 19:
Proposal Response Format - Please confirm the responses are to be formatted as
follows: Sections 3.3 – 3.11 Agree & Accept (noting any exceptions)
Answer:
Please acknowledge your agreement and acceptance of Page 16 Section 3.3 – Page
28 3.11
_____________________________
Signature
29
IV
Question 20:
Section 4.0 Restate the section with Vendor response to follow?
Answer:
To be considered for award, all proposals must include, as a minimum, the following
information. All information should be presented in the order listed. Offerors
should restate each item below and provide their response to that item
immediately thereafter.
In RFP
Attached
College
Policy and
Procedure
Page 7
Question 21:
Attachments - Areas of the Policy and Procedures seem to conflict the RFP.
Answers:
Included for informational purposes only of current Bookstore Policies and Procedures.
The Vendor may establish its own Policy and Procedure.
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
16
Section
3.1
Questions / Answers
Question 22:
Would it be possible to breakout sales by the three locations?
Answer:
See Sales by Department in Attachment 1
N/A
N/A
Question 23:
Can you supply 2014 sales as you have done on Attachment 1 of the RFP?
Answer:
Financial reports for 2014 will not be available until completion of financial audit.
N/A
N/A
Question 24:
How is financial aid processed through the bookstores for purchases by students?
Answer:
Financial Aid is downloaded through Ellusion (Datatel) to the Bookstore point of sale,
Total Computing Solutions system.
N/A
N/A
Question 25:
There is no mention of leasehold improvements (renovations) to the existing
bookstores. Is this expected and would it be considered as part of the financial offer?
Answer:
No, the Contractor will not be required to make renovations to the building structure.
17
3.3
Question 26:
Is it the expectation of the college that existing employees and management staff be
hired by the chosen vendor?
Answer:
All full-time employees have been reassigned within the College.
Page 8
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
Section
16
3.1
Questions / Answers
Question 27:
Bookstore sale by category by each of the three locations for the last three years?
Answer:
See Sales by Department in Attachment 1
46
Attached
Question 28:
What category includes the sales of Midland Tech clothing and gifts?
Answer:
Included in school supplies, see sales by category attachment and sales by department.
46
Attached
Question 29:
Provide a further breakdown of what merchandise is included in the “other supplies”
sales category?
Answer:
See sales by category attachment and sales by department.
17
3.3
Question 31:
Payroll expense for each location for each of the last three years?
Answer:
All full-time employees have been reassigned within the College.
17
3.3
Question 32:
List of employees and salaries by job title for each of three locations?
Answer:
All full-time employees have been reassigned within the College.
Page 9
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
N/A
Section
N/A
Questions / Answers
Question 33:
A current organizational chart for each of the three locations?
Answer:
See Organizational Chart Attachments 5 and 6
17
3.3
Question 34:
Does the college wish for the offeror to hire the existing bookstore staff?
Answer:
Contractor may offer any staff, full or part time, employment, however it is not
required. College full-time employees have been reassigned within the College.
N/A
N/A
Question 35:
Measured drawings of each of the three bookstore locations?
Answer:
See Question
11: Ownership of Fixtures
Northeast Campus, Airport Campus and Beltline Campus Drawings Attachments
N/A
N/A
Question 36:
Does the bookstore rent textbooks to students? If so, what are the annual rental sales?
Answer:
No. N/A
N/A
N/A
Question 37:
What software company does the college use for its Learning Management System?
Answer:
Desire to Learn (D2L)
15
3.1
Question 38:
What Software company does the college use for its Student Information
System?
Answer:
Ellucian (FKA Datatel)
Page 10
Amendments Continued
Solicitation No. MTC-RFP-0824 is hereby amended as follows:
RFP
Page
30
Section
Questions / Answers
4.12
Gross Sales Definition Suggested Language
Gross sales shall be defined as all collected sales at the Bookstore, including textbook
rentals and all sales from the bookstore website: less voids, refunds, sales tax,
discounted departmental sales, handling fees associated with non-return of rental
textbooks, campus debit card fees, pass-through income, bookstore issued scholarship
sales, and other merchandise mutually designated as non-commissionable. Vendor will
pay full applicable commissions on all software and on payments remitted by vendors
for regalia sales and rentals, class rings and jewelry.
Page 11
END OF AMENDMENT