Addendum 1_ARFQ EDD2700000003.pdf

Proc Folder: 2082003

State of West Virginia Agency Request for Quote

Educational

Doc Description: Testing Platform for Social Studies Assessments

Proc Type: Agency Master Agreement

Date Issued Solicitation Closes

2026-10-16 2026-10-27

BID RECEIVING LOCATION

PROCUREMENT OFFICER

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

us

VENDOR

WV 25305

Vendor Customer Code:

Vendor Name :

Address:

Street:

City:

State:

Principal Contact :

Vendor Contact Phone:

10:30

FOR INFORMATION CONTACT THE BUYER

Michelle L Childers

(304) 558-2686 michelle.childers@k 12. wv .us

Vendor Signature X

Solicitation No

ARFQ 0402 EDD2700000003

Country:

Extension:

FEIN#

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Oct 16, 2026 Page 1

Reason for Modification:

Addendum No. 1 To publish vendor questions and agency responses.

Version

Zip:

DATE

FORM ID: WV-PRC-ARFQ-002 2020/05

ADDITIONAL INFORMATION

The West Virginia Department of Education (WVDE) is soliciting bids on behalf of the Office of Student Enrichment and Support to establish an open-end contract for a platform to administer three social studies assessments annually, per the attached Instructions to Bidders, Terms and Conditions and specifications.

Previously bid as ARFQ EDD2700000001 .

IINVOICETO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

us

Line Comm Ln Desc

WV

Social Studies Assessments

Comm Code Manufacturer

86132200

Extended Description:

Enter the Total Bid Amount from Exhibit A Pricing Pages.

Qty

ISHIP TO

DEPARTMENT OF

EDUCATION

OFFICE OF VIRTUAL

SCHOOLS

1900 KANAWHA BLVD E,

BLDG 6 RM 500

CHARLESTON

us

Unit Issue

1.00000 EA

Specification

WV

Unit Price

Model#

Exhibit A wil l be required for bid evaluation. Complete Exhibit A should be attached to bid in wvOASIS.

lscHEDULE OF EVENTS

Line Event

Question Deadline 4:00PM ET

Event Date

2026-10-15

Total Price

Date Printed: Oct 16, 2026 Page 2 FORM ID: WV-PRC-ARFQ-002 2020/05

EDD2700000003

Document Phase

Draft

Document Description

Testing Platform for Social Studies Assessments

ADDITIONAL TERMS AND CONDITIONS

See attached document(s) for additional Terms and Conditions

Page

SOLICITATION NUMBER: ARFQ EDD2700000003

Addendum Number: No.01

The purpose of this addendum is to modify the solicitation identified as ("Solicitation") to reflect the change(s) identified and described below.

Applicable Addendum Category:

Modify bid open ing date and time

Modify specifications of product or service being sought

[II Attachment of vendor questions and responses

Attachment of pre-bid s ign-in sheet

Correction of error

Other

Description of Modification to Solicitation:

Addendum issued to publish and distribute the attached documentation to the vendor community.

1) The purpose of this addendum is to publish the vendor questions and agency responses.

No additional changes.

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is spec ifically incorporated herein by reference.

Terms and Conditions:

I. All provisions of the Sol icitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

Revised 6/8/2012

ATTACHMENT A

Revised 6/8/20 12

ARFQ EDD2700000003 -Testing Platform for Social Studies Assessments

Vendor Questions and Agency Responses

1Q Please clarify if vendors should complete and sign the following documents found within the ARFQ and submit within our proposal response:

o Page 8 - GENERAL TERMS AND CONDITIONS.

o Page 21- Software as a Service Addendum o Page 31- Software as a Service Addendum Appendix A o Page 32 - CONTRACTOR ACCESS TO STUDENT DATA AGREEMENT o Page 37 - Contractor Acknowledgment of Responsibilities under FERPA and Related Privacy Regulations o Page 39 - Confidentiality and Non-Disclosure Agreement o Page 50 - Contract Manager lR These forms do not need to be signed or submitted with your bid response. However, bidders should be aware that, while certain West Virginia terms and conditions may be subject to negotiation during the contracting process, any negotiation will be limited and must remain consistent with applicable West Virginia Code, regulations, and state requirements. The listed contract form will be required to be signed prior to award. Regardless of whether revisions are negotiated, all required forms and resulting terms will be incorporated into and become part of the final contract upon award.

2Q Please clarify whether vendor technical narratives should only incorporate responses to RFP sections 3.1-3.3 (Qualifications) and 4.1-4.8 (Mandatory Requirements) on pages 43-46 of the

RFP.

2R Vendors should provide the information requested in Section 3 to confirm that their bid meets the minimum requirements. The items listed in Section 4 are mandatory contract requirements and do not require a separate response. Failure to comply with any mandatory requirement may result in the bid being deemed non-responsive and disqualified from further consideration.

3Q Please confi rm section 4.11 Product Demonstration is provided as informational and does not require a response in our proposal.

3R Section 4.11 does not require Vendors to provide a product demonstration with their initial bid submission. WVDE reserves the right to request a demonstration during the evaluation process to verify that the proposed solution meets the solicitation requirements.

4Q Please clarify whether Vendors need to respond to the following sections in our proposal response (pages 49-50 of the RFP), or if these are only informational.

o 5. Performance o 6. Payment o 7. Travel

0 8. Facilities Access 0 9. Vendor Default 0 10. Miscellaneous

~R These sections contain standard boilerplate terms and conditions that will be incorporated into the resulting contract. Vendors are not required to address each item individually in their response.

50 In section 4.6.15.3, the RFP states that the vendor's platform must provide alternative text for images and graphics. Can you please confirm that your existing item bank will already come with alt text created for items with images/graphics and that the vendor will not be responsible for drafting the text?

5R The vendor will not be responsible for drafting alt text. The WVDE will design the item bank, and there will be no graphics or images in the item bank.

pQ The RFP requires a 'paper copy' for the exams. Does this mean we must print and provide the paper copy or would a self-serve option to download and print be sufficient?

~R This requirement has been removed from the solicitation. Vendor should review ARFQ

EDD2700000003 at wvOASIS.gov to ensure their bid response addresses the requirements of the current solicitation.

ilQ Would WVDOE accept the option to print the assessment and then handle the ir own convers ion to braille?

17R This requirement has been removed from the solicitation. Vendor should review ARFQ

EDD2700000003 at wvOASIS.gov to ensure their bid response addresses the requirements of the current solicitation.

BO Does WVDOE need us to sign the forms that require both a vendor signature and the WVDOE's signature?

BR These forms do not need to be signed or submitted with your bid response. However, bidders should be aware that, while certain West Virginia terms and conditions may be subject to negotiation during the contracting process, any negotiation will be limited and must remain consistent with applicable West Virginia Code, regulations, and state requirements. The included West Virginia documents will be required to be signed prior to award. Regardless of whether revisions are negotiated, all required forms and resulting terms will be incorporated into and become part of the final contract upon award.

Q Does WVDOE need us to respond to the mandatory requirements on pages 43-46?

R No. A separate response to each mandatory requirement on pages 43-46 is not required. By signing and submitting its bid, the vendor signifies that its proposed product or service meets the mandatory requirements, unless otherwise indicated in the solicitation. Vendors must provide any documentation or information that the solicitation specifically requires to be submitted with the bid.

0Q If we are not employing any contractors or consultants for the work proposed, are we required to sign the Confidentiality and Non-Disclosure Agreement form?

OR The Confidentiality and Non-Disclosure Agreement is not required to be completed and submitted with the bid response. This form will be negotiated, as applicable, and completed prior to contract award.

lQ Please confirm that the only forms required to be submitted with the bid are the Exhibit A

Pricing Page and Addendum Acknowledgement Form (based on addendum postings), and that all remaining forms may be completed and submitted after contract award .

lR Yes, your bid must include the completed Exhibit A Pricing Page. The Addendum Acknowledgement Form, Designated Contact Page, and other required forms must be provided prior to contract award.

2Q

Pricing Information in the wvOasis site.

Please confirm whether the Pricing Sheet should be uploaded as a separate attachment to the procurement site (Excel file) or included as a section of the proposal response . Also, is a response required for "Del ivery Days" ? If so, please specify what information vendors should enter. For reference, see the image be low.

,.. Group 1 Default

Line Number Commodity Line Details

Extended Description

Enter the Total Bid Amount from Exhibit A Pricing Pages.

Exhibit A will be required for bid evaluation.

Complete Exhibit A should be attached to bid in wvOASIS.

Commodity Specifications

My Offer

Response Type Unit Price

I ~id

Total Delfvery Days

Alternate Specs Submitted l12R Exhibit A must be uploaded and attached to the Vendor's bid submission in wvOASIS.

Excel format is preferred but not required. It docs not matter whether the Vendor's response is uploaded as one attachment or multiple attachments, provided all required information and documentation arc included. An input amount may be required in the "Delivery Days" field in wvOASIS to validate and submit the bid response.

0.3Q

WVA RFQ ARFQ EDD2700000003_Solicitation Documents Page : 47

Section 6, Payment states that payment will be based on a "monthly unit cost per call," but

Exhibit A requests one-time implementation fees, annual per-user license fees, and per-copy paper-format pricing. Please confirm that payment will be based on the awarded Exhibit A pricing structure and issue corrected payment language.

l13R Section 6 will be modified as follows:

6. PAYMENT: Agency shall pay based on the monthly unit eost per eall line items as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

tl.4Q

WVA RFQARFQ EDD2700000003_Solicitation Documents Page 28, Software as a Service

Addendum Section 11

This section requires that the service provider submit a "Consensus Assessments Initiative

Questionna ire" upon request, prior to contract award, annually thereafter, and on the anniversary of contract execution . Would this just be required of the awarded vendor prior to contract execution? Are there other comparable documents that service providers can subm it in lieu of the questionnaire (e.g. SOC II Type 2 reports)?

14R These reports are required only upon request by WVDE and may be requested prior to award or during the life of the contract. A SOC II Type 2 report would be considered comparable documentation.

lSQ

Pg. 16, Section 39, Background Check, and Pg. 27, Section 8, Background Checks:

We conduct comprehensive state and federal crim inal background checks for all employees upon hiring at our company. Are addit ional background checks required for our employees who will not be on the grounds of state buildings or could the exist ing criminal background checks be sufficient?

lSR Existing state and federal criminal background checks conducted by the Vendor may be sufficient, provided they meet the requirements of the solicitation and applicable law. The need for Vendor employees to enter school property is anticipated to be highly unlikely.

School Access and Identification. The Vendor shall ensure that all employees, agents, and subcontractors entering any school facility or school property comply with the School Access Safety Act, W. Va. Code §18-9F-1 ct seq., WVBE Policy 4373, and all applicable county board and school-level visitor management, security, and access-control procedures.

Vendor personnel must sign in as required by the school , maintain a professional appearance, and be readily identifiable as representatives of the Vendor through company issued attire, badges, or other visible identification. If such identification is not visible, Vendor personnel shall provide official identification upon request. Vendor personnel shall always remain accompanied by authorized school personnel while on school property.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.: EDD2700000003

Instructions: Please acknowledge receipt of al l addenda issued with this so licitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal , plans and/or specification, etc.

Addend um umbers Received:

(Check the box next to each addendum received)

Addendum o. I Addendum No. 6

Addendum No. 2 Addendum No. 7

[ ] Addendum o. 3 Addendum No. 8

Addendum o. 4 Addendum No. 9

Addendum No. 5 Addendum No. 10

I understand that fai lure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor' s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

Rev ised 6/8/2012