CSP009542_Revised_Contract.pdf

Index No.: EDU082

Eff. Date: 07/18/2022

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: ALTERNATE ASSESSMENT FOR STUDENTS WITH THE MOST SIGNIFICANT

COGNITIVE DISABILITIES: DEVELOPMENT, ADMINISTRATION, SCORING, AND REPORTING

CONTRACT NUMBER: CSP009542 EFFECTIVE DATES: 07/18/22 TO 09/30/26

The Department of Administrative Services has accepted Proposals submitted in response to Request for Proposal (RFP) No.

SRC0000002312 that opened on 06/01/22. The evaluation of the Proposal responses has been completed. The Offeror listed herein has been determined to be the highest ranking Offeror and has been awarded a Contract for the services listed. The respective Proposal response including, Contract Terms & Conditions, any Proposal amendment, special Contract Terms & Conditions, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Services Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated, or cancelled in accordance with the Contract Terms and Conditions.

This Requirements Contract is available to the Ohio Department of Education as applicable.

The agency is eligible to make purchases of the contracted services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that department will purchase the volume of services as advertised in the Request for Proposal.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

https://procure.ohio.gov/

Index No. EDU082

Page: 2

MUTUALLY AGREED UPON CLARIFICATIONS

Alternate Assessment for Students with the Most Significant Cognitive Disabilities: Development, Administration, Scoring, and Reporting A. Change Management

Cambium Assessment, Inc. (CAI) agrees and understands that DAS is to be part of the Change Management Process and that contract changes require an amendment to the Contract through DAS.

B. Family Portal

CAI commits to working with EDU to ensure the portal and all documentation provides consistency in language to parents, guardians, caregivers and families. The Contractor will meet with EDU in advance of drafting documentation and portal language to capture the desired terminology and will create a brief style guide identifying preferred terms to be used on the Portal and all related documentation.

C. Optional Items and Additional Pricing

1. The State agrees to the following optional items:

a. Potential Changes to Content Standards

1) English Language Arts (ELA) and Mathematics:

ELA and mathematics standard setting in SY2023–2024, the meeting assumption is a three-day meeting for each subject. CAI assumes 15 committee members per grade band (grades 3–4; 5–6; 7–8; and HS) and 13 CAI staff will facilitate the meetings. Costs include preparation, facilitation, and production of a standard-setting report. The total cost will be $345,317.

2) Science and Social Studies:

Science and social studies standard setting in SY2024–2025, the meeting assumption is a three-day meeting for each subject. CAI assumes 15 committee members per grade, 9 CAI staff for science, and 7 CAI staff for social studies to facilitate the meetings. Costs include preparation, facilitation, and production of a standard-setting report. Total cost will be $230,068.

b. Scoring and Reporting

1) CAI will use of their Centralized Reporting System (CRS) for the contract duration. CAI will deliver secure, online, aggregate, and individual results that include all the information indicated in the RFP. CAI will print and ship one copy of the Family Report to districts during SY2022–2023. Districts and schools can also batch-print Family Reports through CRS. The cost to print and ship one copy of the Family Report in Year 2 (or beyond), is $133,876 annually.

2) CAI agrees to offer our Family Reporting Portal in Year 2 and beyond for an annual cost of $97,868. With this option, parents can access their Family Report through the secure Family Portal. (If Cambium is awarded both the OST and AASCD contracts and if ODE opts in for the Family Portal for OST administrations, the Family Portal cost option to add AASCD reports will be $12,653 annually instead of the $97,868 standalone cost for AASCD only.)

c. Remote Proctoring

1) If ODE would like to add remote proctoring for any test administration, CAI can do so at a cost option of $25,000.

2. The State does not agree to the following optional items:

a. Item Development

1) Additional items can be developed at $1,000 per stand-alone item.

All new development includes text-to-speech (TTS) tagging. The incremental, per-unit development prices do not include incremental tagging or committee costs. Tagging can be provided at the following rates:

a) Text-to-braille at $125 per stand-alone item

b) Spanish Translation at $150 per item and $300 per stimulus (Includes Spanish TTS)

D. Ownership & Handling of Intellectual Property & Confidential Information

CAI will use existing CAI software and intellectual property to perform the services herein during the term of this Contract.

Consistent with the General Terms and Conditions, CAI and the State agree on terms whereby CAI will retain ownership of all software and other CAI intellectual property (collectively “CAI IP”) developed before entering into the Contract, as well as any derivations of this CAI IP. CAI shall grant the State and authorized users a nonexclusive, royalty‐free, right and license for the required CAI IP during the term of this Contract.

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MUTUALLY AGREED UPON CLARIFICATIONS CONT

E. Intellectual Property

CAI shall retain all right, title and interest in and to any work, derivative works, ideas, inventions, discoveries, tools, methodology, computer programs, processes and improvements and any other intellectual property, tangible or intangible, that has been created by CAI prior to entering into this agreement and any derivations thereof (“CAI IP”). CAI IP includes, but is not limited to, CAI’s proprietary digital applications and systems for student registration, test delivery and online results reporting and related systems. CAI shall grant the State and authorized users a nonexclusive, royalty‐free, right and license for CAI’s proprietary computer-based assessment delivery system required to be delivered during the term of this Contract that includes the following CAI tools and systems:

1. Test Information Distribution Engine (TIDE)

2. Custom code to support single sign-on

3. Custom code to integrate with third-party systems

4. Test Delivery System (TDS), including Practice Sites and Secure Browsers

5. Item Selection Algorithms

6. Reporting Systems, including secure sites for educators and families

7. Item Tracking and Authoring Systems, including teacher authoring systems

8. Automated Quality Assurance Systems

9. Processes and Code that generate reporting and technical deliverables

10. Dashboard and monitoring systems

11. Embedded Assistive Technology Capabilities, Accommodations, and Test Accessibility Tools

12. Scoring engines

13. Custom code to develop and produce any paper reports

14. Custom software to support operational psychometric practices

15. Custom software to support test form construction, development and review

16. Public websites, including educator and family portals

17. Systems documentation and training materials

F. Assumptions

CAI’s Assumption regarding the order of precedence is removed and the order of precedence established within the RFP will be followed.

G. Transition Plan

The successful transition of a testing program entails transferring all required data, products, knowledge, and other state-owned assets. The transfer must be complete and correct, ensure that the tests remain accurately equated over time, and avoid disruption of services or support during the transition period. The goal is to ensure that the new vendor has access to, and control of, the necessary products for Ohio’s assessment system. Cambium Assessment, Inc. (CAI) has been on the two sides of assessment program transitions, both of which demand aggressive timelines and careful planning.

1. CAI’s Transition Plan has four core requirements:

a. Identification. The first step in developing a transition plan is to clearly identify all requisite transition information, as well as the data and format in which the data will be delivered.

b. Planning. CAI has determined that highly detailed plans chronicling specific delivery deadlines for transferred information facilitate a smooth transition.

c. Delivery. Once critical transition elements are identified and delivery timelines are established, the actual information transfer must be monitored to ensure that all delivered information is both accurate and timely.

d. Quality Control. To ensure a successful transition, the existing contractor must support the new contractor to replicate work and run analyses to ensure that data and trends are accurate.

CAI will work with EDU to transfer the program at the conclusion of the contract. the Contractor will create a detailed transition plan and convene meetings to review the documents and ensure that everything is on schedule and that each question has an answer.

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2. CAI Transition plan follows these five general steps:

a. An initial meeting will be convened between EDU and CAI to identify the critical information that needs to be transferred, to agree on a transition schedule, and to discuss the quality assurance plans that will ensure accurate transfer.

b. CAI will complete a draft of the transition specification document, which includes details about the format of the information to be delivered and the delivery schedule.

c. EDU, the new contractor, and CAI will meet to review the transition specification document, refine it as needed, and negotiate any changes.

d. CAI will complete the final transition specification document by outlining the exact approach to be taken to incorporate the transferred information into our workflow and systems and to refine the quality assurance plan associated with each item.

e. CAI will implement the plan as outlined in the EDU-approved transition specification document. At contract end CAI will conduct the end-of contract transition to a new vendor thoroughly and professionally. Any subsequent transitions will include the following:

1) Initial Planning Meeting. A preliminary meeting will be held to draft a transition specification document that identifies all relevant data, test items, testing information, and other materials necessary for a successful transition. The meeting should include the Department’s entire assessment staff who have specific, relevant knowledge.

2) Vendor Meeting. A follow-up meeting will be held with the Department and the incoming vendor. During this meeting, both project leadership and staff from the new contractor will work with CAI and the department to define information format and delivery schedules and to finalize the transition specification document.

3) Transition Meetings. These meetings will be specific to relevant functional areas. Staff from CAI, the EDU, and the incoming contractor will monitor the transition timeline and delivery compliance as defined in the transition specification document.

All three of these meetings work best when participants attend in person but can be conducted virtually at the Department’s options.

3. CAI’s Ohio Project Management Team members will comprise the core transition team. They will participate fully in the transfer of the program at the conclusion of the contract. In addition, the Ohio team leads representing Content, Psychometrics, Production, Software, and the Help Desk will participate in transition planning and activities as needed to ensure a smooth and complete transition.

CAI’s management process relies on detailed specification documents for virtually every element of the program. CAI uses these documents to ensure clear and uncomplicated communication of requirements within their organization and between their organization and their clients. These same documents will clearly communicate the specifications and requirements to the next contractor working with the EDU on this program.

For transfer of materials to a subsequent vendor, CAI proposes using the transition specification document detailed in Table 1. For each area of activity, CAI will complete the full transition specification for each item and track it throughout the transition process. These specifications are quite detailed as this process requires particular focus.

The transition document will include the following:

a. A description of the item to be transferred (e.g., item content, item statistics, passages/artwork, test development documentation, paper/electronic test booklets and answer documents, administration materials, project management documentation, reports, scoring materials, psychometric information, data from previous administrations, technical reports, project plans, schedules)

b. The format in which materials are available

c. The reference source, which is the definitive source against which the transferred item can be verified

d. The quality assurance plan, which describes how the item will be checked against the reference source

e. The planned transition date

f. The transition progress

g. Additional information and content

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The final transition specification document will include quality assurance steps for every element to ensure that the information delivered is correct. This may include identifying information sources or formats that may be less convenient for the new contractor to use but are more reliable and accurate.

CAI understands that the transition specifications document is subject to the EDU’s review and approval. CAI will make recommendations for the inclusion of additional materials as needed to ensure complete handoffs of all relevant materials.

Table 1: Transition Specifications

Element Description

Item Number A number assigned to each element for inventory purposes

Team The subject-matter team that ultimately generates the material e.g., content, psychometric, reporting, scoring, help desk)

Item/Material The data, knowledge, or other information required Description Detailed information about the item/material Origination Entity/Person The name of the person or entity responsible for ensuring the delivery Reference or Source An information source known to be accurate Preferred Format The new contractor’s preferred format in which to receive the information Best Available Format The format in which CAI will actually deliver the information

Backup Format An alternate format in which the data are also available in case a backup is necessary and where the best available format differs from the preferred format

Quality Control Plan Where possible, the plan for ensuring the accuracy of the information Delivery Date The agreed-on delivery date Actual Delivery Date The actual delivery date Provided By The name of the person or entity at CAI who delivered the material

Receiving Entity/Person The name of the person or entity at the new contractor who received the material

Completion Date The date that the full transition of the material was complete Status 1 = complete; 0 = incomplete

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COST SUMMARY FORM

Alternate Assessment for Students with the Most Significant Cognitive Disabilities: Development, Administration, Scoring, and Reporting

SRC0000002312

UNSPSC CATEGORY CODE: 86000000, 86132214

Mathematics Assessments Cost

Year 1 2022-2023

Cost Year 2

2023-2024

Cost Year 3

2024-2025

Cost Year 4

2025-2026

Test Development $1,708,864.00 $1,708,864.00 $1,708,864.00 $1,708,864.00 Test Administration $425,738.00 $425,738.00 $425,738.00 $425,738.00 Technical (Psychometrics) $126,432.00 $282,545.00 $126,432.00 $126,432.00 Scoring and Reporting $139,318.00 $84,001.00 $84,001.00 $84,001.00 Support and Training $63,964.00 $63,965.00 $63,965.00 $63,965.00 Project Management $75,590.00 $69,522.00 $69,522.00 $69,522.00

TOTAL $2,539,906.00 $2,634,635.00 $2,478,522.00 $2,478,522.00

English Language Arts Assessments

Cost Year 1

2022-2023

Cost Year 2

2023-2024

Cost Year 3

2024-2025

Cost Year 4

2025-2026 Test Development $394,353.00 $394,353.00 $394,353.00 $394,353.00 Test Administration $425,738.00 $425,738.00 $425,738.00 $425,738.00 Technical (Psychometrics) $126,432.00 $282,545.00 $126,432.00 $126,432.00 Scoring and Reporting $139,318.00 $84,001.00 $84,001.00 $84,001.00 Support and Training $63,964.00 $63,965.00 $63,965.00 $63,965.00 Project Management $75,590.00 $69,522.00 $69,522.00 $69,522.00

TOTAL $1,225,395.00 $1,320,124.00 $1,164,011.00 $1,164,011.00

Science Assessments Cost

Year 1 2022-2023

Cost Year 2

2023-2024

Cost Year 3

2024-2025

Cost Year 4

2025-2026 Test Development $394,353.00 $394,353.00 $394,353.00 $394,353.00 Test Administration $182,459.00 $182,459.00 $182,459.00 $182,459.00 Technical (Psychometrics) $54,185.00 $54,185.00 $158,158.00 $54,185.00 Scoring and Reporting $59,708.00 $36,000.00 $36,000.00 $36,000.00 Support and Training $27,414.00 $27,414.00 $27,414.00 $27,414.00 Project Management $32,395.00 $29,795.00 $29,795.00 $29,795.00

TOTAL $750,514.00 $724,206.00 $828,179.00 $724,206.00

Social Studies Assessments Cost

Year 1 2022-2023

Cost Year 2

2023-2024

Cost Year 3

2024-2025

Cost Year 4

2025-2026 Test Development $131,451.00 $131,451.00 $131,451.00 $131,451.00 Test Administration $60,819.00 $60,819.00 $60,819.00 $60,819.00 Technical (Psychometrics) $18,062.00 $18,062.00 * $122,035.00 $18,062.00 Scoring and Reporting $19,903.00 $12,000.00 $12,000.00 $12,000.00 Support and Training $9,138.00 $9,138.00 $9,138.00 $9,138.00 Project Management $10,798.00 $9,932.00 $9,932.00 $9,932.00

TOTAL $250,171.00 $241,402.00 $345,375.00 $241,402.00

Additional Cost Options Cost

Year 1 2022-2023

Cost Year 2

2023-2024

Cost Year 3

2024-2025

Cost Year 4

2025-2026 ELA and Mathematics Standard Setting $345,317.00 Science and Social Studies Standard Setting $230,068.00 Family Report Print and Ship $133,876.00 $133,876.00 $133,876.00 Family Reporting Portal $97,868.00 $97,868.00 $97,868.00 Family Reporting Portal w/OST $12,653.00 $12,653.00 $12,653.00 Remote Proctoring $25,000.00 $25,000.00 $25,000.00 $25,000.00

All costs must be in U.S. Dollars.

The State will not be responsible for any costs not identified.

There will be no additional reimbursement for travel or other related expenses.

* Indicates correction for Social Studies Assessment, Cost Year 3, Technical (Psychometrics) pricing.

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CONTRACTOR INDEX

CONTRACTOR AND TERMS: BID CONTRACT NO.: CSP009542

266845 Cambium Assessment, Inc. TERMS: Net 30 17855 Dallas Parkway, Suite 400 Dallas, TX 75287

CONTRACTOR’S CONTACTS:

Monica Bell Office: (202) 403-6863 Senior Contracts Administrator E-Mail: Monica.Bell@cambiumassessment.com

Christopher Lowe Office: (202) 403-6417 Director, Contracts E-Mail: Christopher.Lowe@cambiumassessment.com

DeeAnn Wagner Office: (202) 403-6417 VP Assessment Program and Operations E-Mail: Deeann.Wagner@cambiumassessment.com mailto:Monica.Bell@cambiumassessment.com mailto:Christopher.Lowe@cambiumassessment.com mailto:Deeann.Wagner@cambiumassessment.com

Index No.: EDU082 Eff. Date: 07/17/2023

SUMMARY OF AMENDMENTS

Amendment

Number Effective

Date Description

2 07/17/2023 This amendment is issued to update the Validity begin and end dates on the catalog to correspond with the Fiscal Year.

1 07/18/2022 This amendment is issued to correct a pricing error for Year 3, Social Studies Assessment, Technical (Psychometrics). In addition, this amendment is to add the Summary of Amendments page.