William & Mary Bookstore & Spirit Shop Partner Procurement

In late 2025, William & Mary will issue a request for proposals to seek a qualified vendor to provide merchandise and course materials across the university enterprise. The program is designed to meet the needs of all William & Mary students and the University hopes to hear from a diverse cross-section of students, faculty and staff as W&M considers improvements that will positively affect course materials, digital resources and other store services.

Anticipated Timeline

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September 17 & 18, 2025	Listening Sessions
September 22 - October 3, 2025	Survey Window
November 2025	RFP issued
February 2026	Vendor responses
May 2026	Vendor Announcement
July 2026	Contract effective date
August 2026	Program launch

Frequently Asked Questions

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What is an RFP? A request for proposals, or RFP, is a document that formally defines a project and solicits responses from eligible businesses to carry out the services requested. An RFP also defines the bidding process, the goals of the project and the contract terms of the services to be provided. The RFP also includes a standardized scoring matrix outlining how proposals will be equally evaluated. This matrix becomes part of the project's official documentation.

What is the timeline for the RFP? The solicitation will be issued in mid-November 2025, with responses submitted by merchandise and course material providers in February. Evaluations of the proposals will be completed by a widely representative committee elected to help consider the merits of the submissions.

Who is on the selection committee? The selection committee is comprised of student leaders, administrators, staff members and departments that are invested in fairly and objectively reviewing offeror submissions to select the best contractor for the next stage of William & Mary Spirit Shop & Bookstore.

When will the new contract take effect? The plan is for the new contract to take effect on July 1, in line with the new fiscal year.

What is the length of the next contract? The resulting contract from this solicitation has an initial 10-year term, with one five-year term auto-renewal option contingent upon modifications or termination. The contractor may propose modifications 90 days prior to the auto-renewal date. In the event William & Mary requires changes in the scope of services, those changes will be mutually agreed upon by both the vendor and the university and will be incorporated by writing into the contract.

Who is responsible for the RFP process? Procurement Services, under the leadership of Supply Chain Services, is tasked with ensuring that the process follows all policies and procedures established by both the Commonwealth and William & Mary and that the review and negotiations reflect the best interests of the campus community.