9-Addendum No. 2 - K26-0026-25.pdf

Addendum

Procurement Maryland Judiciary – mdcourts.gov/procurement

Addendum No. 2

Audio Description Services

Project No. K26-0026-25

08/15/2025

The purpose of this addendum is to amend and clarify certain portions of the above-referenced solicitation with all prospective Bidders/Offerors.

Questions:

Q1. Of the 171 videos, clarify whether these are all the videos currently hosted on the Maryland Judiciary's

YouTube channel, or if new videos may be added? (Page 15)

A1. The AOC currently has 171 videos on its YouTube channel that require audio descriptions. If additional videos require audio descriptions, the AOC shall discuss this work with the Contractor and apply unit pricing provided in the Bid-Price Proposal Form.

Q2. Are there any additional qualifications or preferences for the voice talent, such as accent or specific regional fluency for non-English languages?

A2. No. All voice talent shall be fluent in the target language. The AOC reserves the right to approve or reject voice talent.

Q3. Can you clarify the specific difference between 'standard' and 'extended' audio descriptions, and provide examples of when an extended description would be required? (Page 16)

A3. Standard audio descriptions are those provided during a pause in the existing narration. Extended audio descriptions are those in which the video must temporarily pause to allow time for the audio description. The

AOC will rely on the Contractor’s expertise to identify any videos in which extended audio descriptions are necessary, however, the AOC Contract Manager will make the final determination.

Q4. What is the formal process for submitting scripts for approval? Will there be a feedback cycle for each individual video or batch of videos, and how many rounds of revisions can we expect?

A4. The Contractor and the AOC point of contact will coordinate draft script submission and approval. The

AOC will provide a secure location for file uploads. The Contractor can expect up to three (3) rounds of revisions, however, in the event revisions are needed, the AOC reserves the right to request additional revisions.

Q5. Are there any specific file naming conventions that should be followed for the audio files, and is there a preferred file transfer method for submitting the completed files?

A5. File names must match the title of the video(s). Please see A4 above for transfer details.

Q6. Can you confirm if there are any restrictions or licensing requirements related to the use of music, voice talent, or other external elements in the audio descriptions? Will the AOC need to own or license these elements as well?

A6. Yes, the AOC will own all work products as stated in the “Ownership and Rights Data” provision of

Attachment G- Standard Terms and Conditions. Please also refer to Section III.D.5 of the Small

Procurement Bid (SPB) document for licensing and compliance requirements.

Q7. The SOW allows for the addition of videos for description services at unit pricing after the initial award, but there is no clear process for how additional videos will be identified or priced.

A7. The AOC will notify the Contractor in writing and provide the additional video(s) for service. The

Contractor shall perform the work utilizing the per minute pricing structure in the Bid-Price Proposal Form.

Q8. What is the process for adding videos for description under the scope expansion? Will there be a predefined schedule for adding new videos, and how will the pricing for these videos be agreed upon? (Pages 16 & 18)

A8. If videos are added beyond the initial 171, the AOC Contract Manager and the Contractor will agree on a delivery schedule for those videos. Any such work will be performed using the per-minute pricing in

Attachment E – Bid-Price Proposal Form.

Q9. Could you please confirm the total duration of English-language content? The SPB only lists the number of videos (138), not the TRT.

A9 The total run time for the 138 English-language videos is approximately 766 minutes.

Q10. Will you accept proposals covering a few of the languages required or is it mandatory to send a proposal for all of them?

A10. The proposal must include the ability to provide audio descriptions in all listed languages.

Q11. Will we get all the materials in on single batch for one language?

A11. For non-English videos, the AOC and the Contractor may agree to provide them in a single batch. For

English videos, due to the volume, the timing will be determined in discussion with the Contractor.

Q12. What is the expected date to start the project?

A12. The project will begin after contract award.

Q13. Are there any mixing specs that we should be aware of? Do you have any guidelines?

A13. The final product must comply with WCAG 2.1 AA, provide the audience with all information necessary to understand the material, including original audio and the audio descriptions, and be of a high quality while retaining the quality of the original audio.

Q14. What is the total runtime of the English videos?

A14. Please refer to A.9 above.

Q15. For the Russian, Mandarin, Korean, French videos, should the AD be voiced in the same language as the source audio?

A15. Yes.

Q16. Will there be a pre-bid conference?

A16. The Pre-Bid Conference was held on August 12, 2025.

Q17. Do you intend to establish contracts with one or multiple vendors?

A17. One vendor only.

Q18. Who are the incumbent vendors?

A18. This is a new contract with no incumbent vendors.

Q19. Do you have any pain points with existing vendors?

A19. Please refer to A.18 above.

Q20. What rates do you currently pay?

A20. Please refer to A.18 above.

Q21. Are we able to use our existing MSA with Maryland Judiciary?

A21. No.

Q22. MBE's and VSBE's are encouraged to respond on page one. If our company is not either of these categories, are we excluded from selection? (We are WOSB / WBE just not MBE)

A22. No.

Q23. In the Scope of work, section 2 specifies narration of actions and scene changes. Often, actions and scene changes can be ignored unless they are relevant to the context of the video. Is the scope limited to the requirements of section 508 (audio description for relevant informational visual content) or does the Judiciary wish to specify these additional requirements as criteria beyond the requirements of section 508 (include all scene changes and actions regardless of context)?

A23. The scope of work shall be limited to the current legal requirement for accessible video content. If the AOC determines that an audio description must exceed the current legal requirements, that additional portion shall be billed at the applicable per-minute rate in Attachment E- Bid/Price Proposal Form for the language and description type required.

Q24. Our bids are required to be submitted as a fixed price. The synthetic and or human voices we use to complete this project will impact the price point. Will voice talent and synthetic speech samples be considered as part of the selection process to ensure if selected, our voice talent / synthetic speech options are acceptable to your team?

A24. Voice samples will not be used for the bid evaluation. After award, and before recording begin, the Contractor must submit all proposed voice talent and synthetic speech samples to the AOC for approval. If any voices are not approved, the Contractor must provide acceptable alternatives at no additional cost and without delaying the project.

All addenda will be incorporated into the final contract documents and will be binding on all Bidders/Offerors responding to this solicitation. Each Bidder/Offeror submitting a bid/proposal must acknowledge receipt of all addenda on the Procurement Portal; failure to acknowledge addenda may result in the rejection of the bid/proposal.

If you have any questions regarding this addendum, please contact me at (410) 260-2557 or email me at theodore.king@mdcourts.gov.

Theodore King

Theodore King

Procurement Officer mailto:theodore.king@mdcourts.gov