08_-_Exhibit_3_-_Specifications.docx

EXHIBIT 3 – Specifications Completion of this section is a requirement to be considered for this contract award.

I certify I can meet or exceed the mandatory specifications herein.

Supplier Name: ________________________________ Supplier Title: __________________________________ Supplier Signature: _____________________________ Date: __________________________________________

A. Mandatory Specifications Bidders must meet all mandatory requirements to remain eligible for a potential contract award.

1. Supplier must have been in business for at least 24 months.

2. Supplier must be an authorized distributor, manufacturer or dealer for all products in Supplier’s bid response.

3. All products must meet or exceed manufacturer’s standard warranty.

4. Supplier shall not charge any additional fees, special handling, pallet/fuel charges or standard shipping.

5. Supplier must bid on one or more Categories of Material as described below to provide best-fit solutions.

· General Books – Fiction, nonfiction, leisure reading, children’s books, K-12, higher education, and trade books.

· Legal, Medical, and Scientific Publications – Statutes, codes, manuals, clinical references, technical studies, and scientific journals.

· Testing Materials & Instruments – Assessment kits, platforms, scoring services, statewide test operations, item development, security/proctoring, accommodations, and reporting.

· Periodicals & Subscription-Based Publications – Magazines, journals, newspapers, and recurring publications.

· Multi-Media Products – Audiobooks, e-Books, videos, recorded materials, and physical A/V media.

· Digital Learning/Streaming Platforms – E-books, digital periodicals, adaptive learning platforms, and streaming content.

· Periodicals Subscription Management – Consolidation, claims resolution, renewal reporting, and publisher/service fee transparency.

· Library Research Databases/Archives – Electronic reference materials, research databases, and archival access.

· Shelf-Ready Processing & Cataloging – Barcoding, spine labels, mylar, cataloging record quality, and copy cataloging.

· Other Related Products – Reference books, encyclopedias, dictionaries, instructional manuals, sheet music, globes, directories, and religious books.

6. Catalog Requirements.

Supplier must provide:

· Web-based catalogs or electronic catalog copies

· Notice to OMES Central Purchasing of catalog updates within five (5) business days of publication.

7. Customer Service Requirements.

Supplier must provide:

· A primary and back-up point of contact

· Coverage during Central Time Zone standard business hours (Monday through Friday, 8am to 5pm)

· Real-time order status information

· Support for contract compliance inquiries

8. Account Management Requirements.

Supplier must designate an Account Manager responsible for:

· Contract operations and communication

· Timely written responses to information requests from eligible ordering entities statewide

· Delivering required reports

· Acting as a liaison between Supplier and OMES Central Purchasing

9. Price Verification and Auditing Requirements.

Upon request by OMES Central Purchasing, Supplier must provide:

· Manufacturer price lists

· Supplier price list documentation

· Pricing records audit

10. Content Standards & Compliance Requirements.

Supplier must meet:

· Product accessibility requirements including Web Content Accessibility Guidelines (WCAG) and offer large print options.

· Oklahoma’s educational standards for any early learning or K-12 products.

· Oklahoma standards for testing materials.

· Applicable state and federal data privacy requirements (FERPA, COPPA, etc.)

11. Digital Content Update Schedule and Versioning Requirements.

· Scheduled Content Updates.

· Supplier must maintain a regular update cycle for all digital content, including but not limited to e‑books, online periodicals, instructional media, testing materials, and platform‑hosted content.

· At minimum, all digital content must be reviewed and updated annually, consistent with lifecycle standards articulated for state-managed digital documents.

· Content that is time-sensitive (e.g., testing material aligned to state adoptions, standards updates, fiscal-year criteria, regulatory changes) must be updated within 30 calendar days of any public release of new standards, frameworks, or test specifications.

· Version Control & Metadata Requirements.

· Supplier must implement industry-standard version control, ensuring each update reflects version number, revision date and a summary of changes.

· Supplier must embed complete metadata in all digital content and files, including descriptive fields, keywords, revision tags, accessibility tags, and other identifiers required for state content management systems to align with state requirements for metadata management.

· Notification Requirements.

· Supplier shall provide a digital update notification to all purchasing entities no later than 10 business days before an update is released to production. Notification must include a description of changes, any required customer actions, and release date and expected downtime.

· Continuity & Access Requirements.

· Supplier must ensure updates do not disrupt access to existing purchased digital content. If an update necessitates a temporary interruption, the Supplier shall provide at least 72 hours’ notice, an alternate access method if requested by the end-user, confirmation that data integrity and user progress tracking for applicable platforms are retained post-update.

· Compliance with Accessibility & Security Standards Requirements.

· All updates must maintain compliance with WCAG accessibility guidelines, FERPA/COPPA privacy rules, and applicable Oklahoma security policies.

· Updates must not introduce accessibility regression, broken links, or deprecated content structures.

· Supplier must correct any accessibility or security deficiencies discovered post-update within 10 business days.

· Emergency (Out-of-Cycle) Update Requirements.

· Supplier must execute emergency updates within 2 calendar days when required to fix critical errors at the fault of the Supplier impacting content accuracy, compliance obligations, platform functionality, data security or privacy.

B. Non-Mandatory Specifications Although not mandatory, these service level standards will be evaluated and included in scoring. Describe your capabilities to meet these standards in Exhibit 2, titled Technical Response:

1. Response time to contract inquiries: 48 hours

2. Fill Rate: 98% minimum.

3. Invoice Accuracy: 100% accuracy by SKU where possible.

4. Delivery Standards: Statewide coverage with 97% on‑time delivery.

5. Customer Satisfaction: Quarterly survey plan and reporting.

6. Ordering Methods: Phone, email, online ordering capability preferred.

7. Payment Options: Check, EFT, and state P‑Card.

8. Rush Delivery Option: 24‑hour turnaround when approved by Authorized User.