27RFQTALJS1 - Attachment A - Final.docx

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Attachment A: MA Literacy Production and Communications Support

Alternate ID #: 27RFQTALJS1 COMMBUYS Bid #: BD-27-1026-DOE02-DOE01-131774

Background:

DESE is advancing a coordinated initiative to update and enhance statewide early literacy screening, Mass Literacy Guide, and dyslexia resources, including guidance documents, assessment materials, educator tools, and communications supports.

As of July 1, 2023, pursuant to 603 CMR 28.03(1)(f), Massachusetts public schools are required to administer a DESE-approved early literacy screening assessment to all students in grades K–3 at least twice annually to identify students at risk of reading difficulties, including risk of dyslexia.

To support implementation of this regulation, the Massachusetts Department of Elementary and Secondary Education (DESE) developed an approved list of early literacy screening assessments and the Early Literacy Screening Guidance, which provides information on screening requirements, assessment administration, and communication with families.

Following two years of implementation, DESE has undertaken a revision of the Early Literacy Screening Guidance and approved list to reflect educator feedback, lessons learned from statewide implementation, and advances in the field. The revised guidance will provide expanded support related to screening administration, data interpretation, communication with families, and implementation considerations for multilingual learners and students with disabilities. DESE is updating its approved early literacy screening assessment list, including the addition of approved screening assessments in languages other than English.

The revised guidance and approved screening assessment list is expected to be released in Fall 2026 and will be accompanied by a web-based companion toolkit that includes supplemental resources, protocols, communication tools, and educator-facing materials.

DESE anticipates revising and republishing the Massachusetts Dyslexia Guidelines during Fiscal Year 2027. The Dyslexia Guidelines serve as a statewide resource to support educator understanding of dyslexia, identification of reading difficulties, and evidence-based instructional practices. The revised Guidelines will be aligned with current research, state initiatives, and educator needs.

As part of DESE’s broader literacy efforts, the Department is also updating the Mass Literacy Guide website, a statewide literacy resource hub that provides educators, families, and other stakeholders with access to literacy guidance, tools, professional learning resources, and related supports. As part of this effort, DESE seeks to strengthen the visibility, usability, and dissemination of the Massachusetts Literacy Guide through updated branding, communications materials, and promotional resources aligned with other statewide literacy initiatives.

DESE seeks a vendor to provide professional publication, design, formatting, accessibility, branding, and communications support for these literacy resources. The selected vendor will work collaboratively with DESE to prepare materials for public release, format and design guidance documents and companion toolkit materials, create a cohesive branding suite for early literacy screening resources, and support communication and dissemination efforts related to the Early Literacy Screening Guidance, the Massachusetts Dyslexia Guidelines and the Mass Literacy Guide.

Scope of Service:

Due to the anticipated Fall 2026 release of the revised Early Literacy Screening Guidance and Companion Toolkit, DESE expects an accelerated project timeline. The selected vendor must be able to manage multiple concurrent deliverables, participate in regular project meetings, and complete design, accessibility, publication, and revision activities within the project timeline. The selected vendor is responsible for the following deliverables and services.

Anticipated Timeline

· Contract Award: Anticipated first week of September 2026

· Branding and Logo Suite: Within first two weeks of contract award (anticipated September 2026)

· Guidance and Toolkit Final Design and Production Materials: within the first month of contract award (Anticipated September-October 2026)

· Public Release of Guidance and Toolkit: First week of November 2026

· Ongoing Communication Support: through June 2027

· Dyslexia Guidelines Final Design and Publication Materials: through June 2027

FY2027 (Approval – June 30, 2027) Deliverable 1: Project Plan including timeline, goals, milestones and evaluation plan created in collaboration with DESE and approved by DESE.

Deliverable 2: Branding and Logo Suite Materials due within first two weeks of contact award (anticipated September 2026)

The selected vendor will develop a cohesive visual identify for the Massachusetts Early Literacy Screening resources. Responsibilities may include, but are not limited to:

· Logo and icon suite for Early Literacy Screening resources aligned to DESE Literacy logo and colors

· Slide Deck templates, backgrounds

· Accessible typography recommendations

· Templates and style guide

· All editable source files and final design files

Deliverable 3: Early Literacy Screening Guidance Design and Production Materials due within the first month of contract award (anticipated September-October 2026)

The selected vendor will provide professional design, formatting, production, and accessibility support for the revised Early Literacy Screening Guidance. Responsibilities may include, but not limited to:

· Copyedit the DESE-developed Early Literacy Screening Guidance (approximately 55 pages).

· Provide professional layout, formatting, graphic design, and production services.

· Create a consistent visual design across all guidance sections and associated materials.

· Design tables, figures, charts, callout boxes, decision pathways, and other visual elements.

· Ensure all materials meet DESE branding requirements.

· Ensure all materials meet accessibility requirements (WCAG 2.1 A and AA).

· Incorporate DESE feedback through multiple revision rounds.

· Prepare final print-ready and web-ready versions of all materials.

· Deliver all editable source files and final release-ready files.

Deliverable 4: Early Literacy Screening Companion Toolkit Design and Formatting Materials due within the first month of contract award (anticipated September-October 2026)

The selected vendor will provide design, formatting, production, and accessibility support for DESE-developed companion toolkit resources. Responsibilities may include, but are not limited to:

· Design at least 6 toolkit documents including:

· Create an infographic version of the Early Literacy Screening Compliance Checklist.

· Design Visual representation of key early literacy skills assessed through screening.

· Provide graphic design and formatting support recommended timelines and related tables for screening assessments in languages other than English.

· Design and format a companion resource addressing screening considerations for students with disabilities.

· Design templates that the DESE team can use for future toolkit documents

· Ensure all materials meet DESE branding requirements.

· Ensure all materials meet accessibility requirements, including compliance with WCAG 2.1 Level A and AA standards.

· Incorporate DESE feedback through multiple revision rounds.

· All editable source files and final release-ready files.

Deliverable 5: Communications Support (September 2026 – June 2027)

The selected vendor will support communication, dissemination, and promotional efforts associated with the release of the revised Early Literacy Screening Guidance and Companion Toolkit, the revised Massachusetts Dyslexia Guidelines, and updates to the Massachusetts Literacy Guide. Communications materials will be designed to support awareness, understanding, and implementation among educators, school and district leaders, families, and other stakeholders. Responsibilities may include, but are not limited to:

· Brochures for:

· the early literacy screening suite of guidance and toolkit documents

· revised MA Dyslexia Guidelines

· Massachusetts Literacy Guide

· Infographic videos to introduce and market (including timestamped transcripts):

· the early literacy screening suite of guidance and toolkit documents

· revised MA Dyslexia Guidelines

· Massachusetts Literacy Guide

· Ensure all communication materials meet DESE branding requirements.

· Ensure all communication materials meet accessibility requirements, including compliance with WCAG 2.1 Level A and AA standards.

· Incorporate DESE feedback through multiple revision rounds.

· All editable source files and final release ready files.

FY28 (Renewal Option) July 1, 2027 – June 30, 2028 Deliverable 6: Massachusetts Dyslexia Guidelines Design and Production (By June 30, 2028)

The selected vendor will provide professional design, formatting, production, and accessibility support for the revised Massachusetts Dyslexia Guidelines. Responsibilities may include, but are not limited to:

· Copyedit the DESE-developed Massachusetts Dyslexia Guidelines.

· Provide professional layout, formatting, graphic design, and production services.

· Create a consistent visual design across all guidelines sections and associated materials.

· Design tables, figures, callout boxes, decision pathways, and other visual elements.

· Ensure all materials meet DESE branding requirements.

· Ensure all materials meet accessibility requirements (WCAG 2.1 A and AA).

· Incorporate DESE feedback through multiple revision rounds.

· Provide final print-ready and web-ready versions.

· All editable source files and final release-ready files.

Budget:

This contract period is from the date of contract award through and continue through June 30, 2027, with the possibility of renewal pending funding beginning July 1, 2027-June 30, 2028 for Deliverable 6. A total of approximately $50,000 is available for FY27. and $25,000 for FY28.

Bidders must submit a deliverables-based budget and budget narrative (inclusive of all costs, including administrative and overhead costs) that outline/itemize the proposed tasks and activities needed to accomplish the deliverables identified in the Scope of Service section. Bidders may use the 27RFQTALJS1 Budget Template provided with this procurement to organize their budget submission.

Budget Responses:

· Bidders will submit a one-year budget upon approval (from approximately Sept 2026) -June 30, 2027.

· Bidders will submit a second-year budget from July 1, 2027 – June 30, 2028.

Bidders should note that budgets are evaluated based on “best value” and not lowest price.

Invoices for completed deliverables MUST be submitted at minimum quarterly and may be submitted monthly. DESE will pay invoices based on completion or percent completion of deliverables for actual work performed or completed prior to the invoice date.

Requirements:

Vendors submitting quotes must demonstrate the following qualifications:

· Experience designing, formatting, and producing large-scale reports, guidance documents, toolkits, or similar public-facing resources.

· Experience creating materials related to literacy, assessment, special education, multilingual learners, or related educational topics.

· Demonstrates experience designing and producing accessible digital, multimedia, and print-ready materials that comply with Web Content, Accessibility Guidelines (WCAG) and other accessibility standards, including delivery of final products in accessible and editable source file formats.

· Experience developing visual communications and promotional materials, including branding systems, infographics, graphics, templates, videos, and related design assets.

· Demonstrates project management experience managing complex, multi-phase projects with multiple concurrent deliverables, revision cycles, and accelerated timelines.

Preferred:

Additional points will be given to bidders who demonstrate:

· Experience supporting state education agencies or statewide education initiatives.

· Familiarity with Massachusetts Department of Elementary and Secondary Education publications, production, and communication standards.

· Experience designing educator-facing literacy resources.

· Experience developing branding systems, logo suites, and visual identity packages for public-sector or educational projects.

· Experience supporting communications, dissemination, or public release efforts for large-scale initiatives.

· Experience developing accessible and inclusive communications, publications, and design materials that reflect the needs of diverse audiences.

Submission Requirements:

Interested vendors must submit a quote that includes:

· A brief organizational overview describing the vendor's experience and qualifications relevant to the Scope of Service.

· A proposed project timeline that demonstrates the vendor's ability to meet the deliverable deadlines outlined in the Scope of Service.

· Please include any additional deliverables your organization proposes to match the scope of work described in the bid. This might be innovative marketing or design deliverables aligned to each category. If additions are added, please include them in the deliverables-based budget.

· Examples of previous work demonstrating experience with publication design, branding and logo development, toolkit design, infographics, accessibility, communications materials, or similar projects. Vendors should provide a minimum of three (3) relevant work samples.

· A description of the vendor's experience developing accessible digital and print-ready materials, including compliance with WCAG standards and accessibility testing or remediation processes.

· Resumes or biographies for key staff who will be assigned to the project, including identification of the project manager.

· A deliverables-based budget organized by fiscal year and deliverable. The budget must be fully inclusive of all costs associated with the project.

· Please note there is a template that can be adjusted for your submission.

· Attachment B – Contact information form (complete and upload with COMMBUYS submission

Responses MUST be uploaded to COMMBUYS. Responses not posted to COMMBUYS will not be considered for evaluation. Do not Email and/or mail responses to the department.

To respond to this bid, please register on the COMMBUYS website. If you need assistance contact the OSD Help Desk at OSDHelpDesk@mass.gov or (8am - 5pm ET Monday – Friday) at 1-888-627-8283 or 617-720-3197.

PLEASE NOTE: All bid postings such as this one, that is $250,000 or less annually, will give preference to Small Business Program Plan (SBPP) registered bidders. Those that are registered SBPP bidders will be evaluated first and if able to meet all the needs of the procurement, will be awarded. Non-SBPP bidders are not reviewed if a SBPP bidder can be awarded. To learn more about the SBPP click here.

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