Bookstore Services FY27-FY32

Project Overview Metropolitan State University is a comprehensive, urban university committed to meeting the higher education needs of the Twin Cities and greater metropolitan area. The university provides accessible, high-quality liberal arts, professional, and graduate education. With a focus on lifelong learning, the university offers innovative, student-centered programs that enable students from diverse backgrounds to achieve their educational goals. Metro State is committed to academic excellence and community partnerships through curriculum, teaching, scholarship, and services. Metropolitan State University is requesting proposals to provide bookstore services, including textbook services and operation of the on-site campus store. The existing on-campus bookstore is located at 690 East 7th Street, Saint Paul, Minnesota. The University’s goal is to provide efficient, seamless services to students and while lowering the student’s cost of course materials. The university will entertain any proposal which furthers this goal. Although the University has described deliverables within this RFP, Vendors are encouraged to use creativity in submitting proposals or other ideas that enhance the overall program contemplated by the University and which directly benefits the overall student experience in terms of cost convenience, and service. While the University does not guarantee any level of sales, responders may be interested in the following information regarding University Bookstore sales for the most recent completed fiscal years in the Buyer Attachments section. Technical/Functional Requirements The successful Vendor shall: Operate the Metropolitan State University’s online and physical textbook and campus store services in accordance with the highest standards and commercial practices in the college bookstore industry. Abide by all federal, state, and local laws applicable to its operation. The name of the physical campus store or online store shall not change from “Metropolitan State University Bookstore”. Vendor shall operate the Store twelve (12) months per year. The company’s website will allow for customization including a section identifying store leadership, a complaint processing procedure, and locally generated campus pictures and highlights. Obtain and maintain at its sole expense, and in its name, all necessary licenses and permits required to perform the services described herein. Abide, and require its employees to abide, by applicable University regulations and policies. University shall provide Vendor with copies of applicable policies, and shall inform Vendor in a timely manner of any changes. Vendor agrees to establish security procedures to protect cardholder data and comply with the Payment Card Industry Data Security Standard. The Vendor can find details of the PCI DSS at https://www.pcisecuritystandards.org/security_standards/download.html?id. Vendor agrees to provide documentation to the university or Minnesota State representatives, upon request, to substantiate compliance. Vendor agrees to comply with all applicable laws that require the notification of individuals in the event of unauthorized release of cardholder data. In the event of a breach of any of vendor's security obligations or other event requiring notification under applicable law, Vendor agrees to assume responsibility for informing all such individuals in accordance with applicable law and to indemnify, hold harmless and defend Minnesota State and Metropolitan State University and its trustees, officers, and employees from and against any claims, damages, or other harm related to such a breach. Prohibit the sale of textbooks and other course-related materials on the campus other than by the Vendor unless departments have secured authorization from the University’s Senior Vice President for University Strategy and Operations or as permitted by the Vendor. The University agrees to limit the sale of merchandise regularly stocked by Vendor, with the exception of the following activities: Special sales by recognized student organizations, student government, or alumni when authorized by the University’s designated representative (as long as no third-party vendors are involved). Sales of craft items, similar handmade items or other items on an intermittent basis. A student sponsored book exchange will be permitted to operate on the campus provided that the organization has been approved by the University’s Senior Vice President for University Strategy and Operations (as long as no third-party vendors are involved). Any software related packages that are forwarded from the university IT Department to students that are not sold by the university. Saint Paul Public Library periodic used book sales, as well as related Public Library merchandise sales. (Note: The Dayton’s Bluff branch of the Saint Paul Public Library is located in the university’s library). The Vendor will honor any current or future exclusive rights contracts the University is bound to, including exclusive rights for vending and food service. These contracts do not prohibit the Vendor from selling soda and candy as outlined per the existing or future contractual terms within the contract between the University and the State Services for the Blind. Store Operations The Store’s hours of operation and holiday closing schedule shall be as approved in writing by the university’s Senior Vice President for University Strategy and Operations after consultation with Vendor. Hours of operation during registration periods, the first two weeks of classes, and all special campus events, shall be extended to coincide with demand. Hours of service shall be sufficient to meet the needs of faculty, students and staff; and specifically, to meet the demand for service of non-traditional students which may include evenings and/or weekends. The Vendor will maintain appropriate hours of operation to meet the needs of the campus community in ordering, procuring and repurchase of used textbooks. The Bookstore will not have operational hours when the university is closed. University grants Vendor the right, subject to University’s published standards, to use the University’s seal, logotype, and associated trademarks and service marks on the Store’s Internet site, signage and collateral materials, stationery, soft goods, notebooks, pens, pencils, decals and other goods traditionally sold in university bookstores. The University will not grant such right to any other online or brick-and-mortar retail bookseller during the term of this Agreement. If the University changes its name, seal, or logotype with less than six-months written notice to Vendor prior to notice to the public, the university will purchase all unsold emblematic merchandise on hand at the time of such change at the Vendor’s actual documented cost. Vendor will proactively promote and publicize any promotions, including price-matching programs, to students in advance of each term, both in store and online. Vendor will make its corporate representatives reasonably available to University to discuss and resolve any operational issues. Upon request, Vendor shall provide to the University’s Senior Vice President for University Strategy and Operations copies of all operational policies, brochures, publications that implement or cite contractual language of this contract. Vendor will accept returns in a policy agreed upon with the University. Vendor shall accept all major credit cards, and/or other major payment systems, which shall include Visa and MasterCard at a minimum. The Vendor shall hold feedback sessions at the request of the Senior Vice President for University Strategy and Operations with members of the University community designed to obtain feedback on performance of the physical or online store services. Outside of these formal feedback sessions, Vendor will provide a means within the store and online for students and customers to provide feedback on Vendor services. Feedback received must be made available to the University’s representative annually or upon request. The Vendor shall provide the sale of postage. The Vendor shall supply, without claims for additional compensation, all equipment, parts, or miscellaneous items necessary for, or reasonably incidental to, the complete and proper execution of the operation of the campus store. Exceptions must be noted in the proposal. Bookstore Personnel Vendor will furnish enough adequately trained personnel to provide efficient and courteous service to customers, including during peak/rush periods each term. University shall participate in interviewing and evaluation of Vendor’s Bookstore Manager should the need arise to fill the position. Vendor’s selection of the Bookstore Manager is subject to University’s approval. The Vendor will comply with University employment practices and student minimum wage as required by the Student Employment Policy. Financial Terms As used in this Section, Gross Revenue is defined as all sales made by the Store or the Store’s web page, catalog, or mail order function (if any), less refunds, returns, and taxes. If a new contactor is selected, other than the incumbent operator, the new Vendor will be expected to purchase the current Vendor’s inventory, per the terms of their agreement with Metropolitan State University. Should the transition between Vendors occur before the end of a term, any outstanding rental assets must be procured by the new Vendor. Vendor shall pay its bona fide financial obligations to University and to third parties in a timely manner. Vendor shall collect and pay any sales tax or similar tax on its retail sales, and applicable income taxes on its revenues. Vendor shall not be responsible for property taxes on the Store facility or any other taxes not currently assessed. Vendor will extend credit to University and/or Government Agencies for students that have written authorization from the University and/or Government Agencies stating that the University and/or the Government Agencies will pay for their books and supplies. As determined by the University, University will furnish to Vendor all appropriate information related to such extension of credit by University and/or governmental agencies. The University will pay all accounts within 30 days of the presentation of an accurate invoice, or will pay applicable late charges as limited by state law. Vendor will keep complete and accurate records of all Store transactions in accordance with industry accounting practices and will provide a statement of Store gross revenue to University monthly for the preceding period. Vendor will preserve records of store operations for 3 years from the transaction date, and will make them available for review, audit and verification by University at the Store upon request on reasonable advance notice during ordinary business hours other than during Store “rush” periods. The Vendor will provide the University with an audited financial statement no later than three (3) months after the completion of the Vendor 's fiscal year end. The financial statement shall be sufficiently detailed as to provide an overview of sources of sales revenue and operating expenses. Vendor shall pay the commission calculated in accordance with this Section quarterly, twenty (20) days after the end of the quarter. The Vendor will submit the necessary documentation to the Financial Management office to support the calculation of the agreed upon commission rate. Adoptions and Course Materials As approved by the University, the Vender: Shall have the right to provide course adopted software and paper and electronic custom anthologies, as well as the right of first refusal to fulfill any distance learning instructional and ancillary materials required by University during the term of this Agreement, with the exception of projects initiated by Minnesota State System Office and/or the Minnesota State University Student Association and/or the Metropolitan State University Student Association. Will provide a web-based ordering system to enable students to purchase books and materials on-line. Will process text requests placed after the adoption deadline within 3 business days. Will ensure that a reasonable number of adopted texts are available, approximately 2% of expected enrollment, at all times and adopted texts will not be out of stock. Previous editions should be made available until a new edition is published, and Vendor will ensure ongoing communication with faculty regarding any adoptions or delays. Will sell course packets assembled by faculty. Shall place special orders for books requested by faculty, students, or staff. Appropriate deposits may be required by Vendor for its protection. Will provide timely response to special order literature and other instructional materials. Consistent with Minnesota statutes, textbook orders of faculty need to be submitted in a timely fashion (at least 45 calendar days before a semester begins) in order to maximize the number of used textbooks purchased from students at a 50% or more value off the purchase price the student paid. Proposed techniques employed to ensure a high level of faculty participation should be included in the RFP submission. A phone “hotline” shall be available to ensure that faculty or administrators trying to reach the store will not encounter delays or be tied to any “auto-phone” responses. A similar number will be provided to students. To avoid confusion on the part of the student-buyer, every effort should be made to ensure that no “complimentary” used books are sold to students, particularly if the publisher has stamped the textbooks as “complimentary” and/or “not for resale.” The Vendor shall provide a suggested procedure whereby faculty can make available complimentary textbooks for use by needy institutions. Other than recognition for their donation and participation, faculty and academic departments shall receive no financial rewards for participation in such a program. Whall purchase used textbooks adopted for the next academic term in quantities sufficient to meet course requirements. Whall buy back textbooks that are used in classes offered only once a year. Faculty teaching such classes shall notify the bookstore in writing of what textbook would be used when the class next convenes. If that textbook is the same as was used in the preceding class term, then the Vendor is obligated to buy back the text at the 50% standard rate and maintain a sufficient inventory of used textbooks to address predicted demand when the class is offered next. Should the future class be canceled, or a decision is made to use a different textbook or textbook edition, the University recognizes that the Vendor may now lose money on the investment it made when buying used books from the previous class. In such a situation the Vendor may request to negotiate additional mitigating compensation from the University if it is unable to liquidate the used textbooks in some other manner. Notwithstanding the fact that class sizes may differ from those in the past, if a class will be held the following semester and the textbook edition is the same, the Vendor shall purchase a student’s used book even though doing so might mean the Vendor is “overstocked” on that textbook based on predicted class sizes. Used pocket-sized paperbacks shall be purchased from students up to 25% of the selling price. Facilities and Security In order to secure property in the physical store, the Vendor Shall cooperate with the University’s Security Director in providing store security, theft prevention, and emergency procedures in case of fire or casualty. In cooperation with University Security Director, Vendor shall create and maintain a Store Security Plan acceptable to University for textbook buyback, rush and other special events. Shall not cause University’s students, faculty, or staff suspected of theft or disturbance to be arrested by public authorities (except in emergencies) or prosecuted without prior consultation with University. Shall be responsible for any loss or damage to property owned by University that is in Vendor’s possession or control or is caused by Vendor or its employees or agents in the course and scope of their employment. Shall be responsible for daily cleaning of the Store interior, including provision of basic janitorial equipment and supplies, sweeping, dusting, consistent with University cleaning specifications, and removal of light trash to University-provided receptacles. Will ensure that all book and store related deliveries will be made at the Student Center loading dock back door off 7th. The vendor will be responsible for receiving all deliveries. If, during the contract period, significant changes to bookstore floor layout, operating procedures or personnel changes are made, they must be approved by the University’s designated representative in advance of implementation. The Vendor shall schedule all construction through the University's designated representative. At no time shall the Vendor perform any work at the site that has not been prescheduled through the University's representative and approved by the University’s Facilities Director. Data Integration Vendor will provide all necessary technical support and access to sales data and reporting required for University needs, including: Identify any data integration supports, and/or student information systems for which the Vendor provides integration support Direct access to Vendor’s data systems to remotely retrieve detailed sales records on demand, or at a minimum, a daily detailed report, in a format that may be parsed by computer (e.g. csv), which can be collected remotely by SFTP, SCP or similar method Support both scheduled and ad hoc data refresh methods Support the ability to schedule data delivery necessary for efficient University operations Provide data in a format which is usable and incorporated into systems to provide visual representations and reports. Vendor will provide methods to import data into their data systems to support normal and daily operations including: Support ODBC, API, and/or flat file connections to update data sources Provide API for data access/extraction from external applications API or other methods to provide Bookstore Credit (Voucher) configuration data (term data, active sales dates, account codes, descriptions and other information, etc.), and ensuring the resulting invoice agrees with the data provided Methods to import, on-demand, individual student credit limits and updates in a real-time or near-real-time process Vendor will provide all necessary technical support and documentation to support the University’s data and reporting requirements, including: All available technical documentation relating to importing and collecting data, updating customer data, etc. (e.g. API or file import models). Dedicated technical support as required to establish full data integration and reporting requirements prior to the Vendor’s first day of operation. Ongoing dedicated technical support to ensure all University data integrations and reporting results are maintained and updated as needed. Non-emergency response to inquiries within 24-hours, Monday through Friday. Emergency response to incident reports within four hours, seven days per week Direct access to all daily sales transaction data, with full transaction details (“direct access” in this case means either direct query of Vendor’s database, or scheduled reports where the collection and processing can be automated and not require steps that cannot be automated). Integration with the University’s Bookstore Credit (aka “Vouchers”) Program, including: Ability to upload semester account codes and descriptions, or other University specific information necessary for successful operation. Daily and/or sales period reports on sales, returns and exchanges based on individual bookstore credit codes (not to be confused with full transaction data above) Ability to expediently upload student credit limits and changes to credit limits Ability to set unique begin and end dates of credit sales based on bookstore credit codes. Ability to access fixed or ad-hoc reports. Access to technical and operational support sufficient to resolve non-urgent issues in a timely manner. Access to technical and operational support sufficient to resolve urgent issues within 4 hours. Documentation, support and access to any API or remote access services for updates, support and/or reporting Understanding of any integration services that the Vendor is compatible with, including SIS systems and database interface Pre-Award Informational Meeting Metropolitan State University will hold an optional, pre-award informational meeting on Wednesday, March 18, at 10:00 AM, Central Standard Time. The meeting can be accessed here. Please use professional Zoom etiquette during this meeting. It is recommended all potential or interested respondents attend the meeting. Selection Process The selection process includes review from a group made up of the Associate Vice President for Finance & Budget, Dean of the College of Sciences, Librarian and Associate Professor, Senior Instructional Technologist, Enterprise Integration Architect, Accounting Services Manager, and Gateway Student Services Associate. This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Topic Factor Weight Qualifications of Vendor & Personnel Experience delivering bookstore services in higher education Description of staffing model, diversity in hiring, training programs References from other higher education institutions 20 Work Plan Ability to deliver a full suite of course-material services Implementation and transition plan Approach to affordability and Access Processes for faculty support Accessibility standards 20 Financials Pricing policies for course materials Pricing strategies to reduce costs to student Commission proposal for Metro State 30 Technology and Reporting Integration expectations Reporting, analytics, and data feeds Library partnerships Operational, security, and integration practices 25 Accessibility Web Accessibility Guidelines conformance Voluntry Product/Service Accesibility Template Assistive technologies used for testing 5 Total: 100 Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective July 1, 2026 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be 5 years, with an option to extend for an additional 5 years, as agreed upon by both parties. If Minnesota State and Respondent are unable to negotiate and sign a contract by May 30, then Minnesota State reserves the right to seek an alternative Respondent(s). Minnesota State reserves the right to name a date which all responding Respondents or finalists will be invited to present demonstrations or participate in a virtual interview. Respondents can plan for the April 22-24, 2026 dates as potential dates for the presentations. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFP date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.