ESBD_395502_1739309882680_580-25-IFB-3107A REPOST.pdf

P.O. Box 13231, 1700 N. Congress Ave.

Austin, TX 78711-3231, www.twdb.texas.gov Phone (512) 463-7847, Fax (512) 475-2053

Our Mission

Leading the state’s efforts in ensuring a secure water future for Texas

Board Members

L’Oreal Stepney, P.E., Chairwoman │Tonya R. Miller, Board Member

Bryan McMath, Executive Administrator

Bid Posting Date: 2/11/2025 Bid Due Date: 2/27/2025 Bid Time Due: 2:00pm Central Time

Bid Name: Spanish Language Translations and Graphic Design and Print Layout

Reference No: 580-25-IFB-3107A Repost

The Texas Water Development Board is soliciting the following items under an invitation for bid solicitation.

NIGP Code(s): 961-75 – Translation Services, All Languages, 965-46 Graphic Design Services for Printing

Qualifications

• Must have demonstrated skills in translating technical written material from English language to U.S. Spanish language.

• Must have demonstrated skills in utilizing InDesign, Illustrator, Photoshop, Word, and Acrobat for final translated document production.

• Must be knowledgeable in accessibility requirements and document remediation in accordance with 508 Compliance requirements.

• Must be skilled in quality assurance best practices.

• Must have at least 5 years’ experience with translating large technical documents.

• Must have at least 5 years’ experience with document formatting and production using

InDesign and Illustrator file formats.

Scope of Work Translation services (from English to U.S. Spanish language) with document layout and design matching the original documents of InDesign format (State Water Plan, State Flood Plan, Agency Program Information Sheets as identified below), including meeting accessibility requirements for all translated deliverables as defined in the scope, are requested for the following documents:

1. 2022 State Water Plan, which is an InDesign file that includes Illustrator graphics and maps. Graphics and maps must be translated and returned in their original file format, as well as placed into the translated state water plan InDesign file. State water plan must be delivered as an InDesign file and as an accessible pdf. Accessible pdf must also be separated into individual chapter files, as currently exists on our website.

https://www.twdb.texas.gov/waterplanning/swp/2022/index.asp Note: Only the state water plan and its individual chapters are to be translated as part of this scope. No other content on this reference webpage should be bid for work. Approximate word count:

64,154; Approximate page count: 203

2. Miscellaneous Water Supply Planning educational materials https://www.twdb.texas.gov/waterplanning/swp/2022/index.asp

580-25-IFB-3107A Repost

a. Agency Program Information Sheets, which will be provided as InDesign documents and final deliverables to be submitted in same format. Each of these cannot exceed 2 pages (front-back) and graphics and maps in these documents do not need to be translated:

i. iSWP how-to, Approximate word count: 538; Approximate page count: 2 https://www.twdb.texas.gov/publications/shells/doc/Interactive-State- Water-Plan.pdf

ii. Regional Water Planning in Texas, Approximate word count: 575;

Approximate page count: 1 https://www.twdb.texas.gov/publications/shells/doc/RegionalWaterPlannin g.pdf

b. Business area educational materials, which will be provided as Word documents and final deliverables to be submitted in same format. Graphics, figures or maps in these documents do not need to be translated:

i. Texas Water Service Boundary Viewer how-to, Approximate word count:

246; Approximate page count:1 https://www.twdb.texas.gov/waterplanning/rwp/education/TexasWaterSer viceBoundaryViewer.pdf

ii. Regional Water Planning in TX and the Drought of Record, Approximate word count: 1,083; Approximate page count: 2 https://www.twdb.texas.gov/waterplanning/rwp/education/RWP_Droughtof Record.pdf

iii. Drought Response Information, Activities, and Recommendations in the Regional Water Plans, Approximate word count:1,064; Approximate page count: 2 https://www.twdb.texas.gov/waterplanning/rwp/education/DroughtRespon seInformationinRWPs.pdf

iv. Water Supply / Flood, Approximate word count: 994; Approximate page count: 3 https://www.twdb.texas.gov/waterplanning/rwp/education/WaterSupply_a nd_FloodMitigationProjects.pdf

3. Regional Water Planning Frequently Asked Questions, which will be provided as Word documents and final deliverables to be submitted in same format, Approximate word count: 2,406; Approximate page count: 5 https://www.twdb.texas.gov/waterplanning/rwp/faq/index.asp Note: Only the FAQ content is to be translated as part of this scope. No other content on this reference webpage should be bid for work.

4. State Flood Plan, which is an InDesign file that includes Illustrator graphics and

Photoshop maps. Graphics and maps must be translated and returned in their original file formats, as well as placed into the translated state flood plan InDesign file. State flood plan must be delivered as an InDesign file and as an accessible pdf. Accessible pdf must also be separated into individual chapter files. The file linked in this bid was prepared for print (not web) and hasn’t yet undergone accessibility adjustments. Final, accessible digital files are expected to be posted to our website in February to be used for the actual translation. Approximate word count: 88,223; Approximate page count:

https://twdb-www.s3.us-east-1.amazonaws.com/shared/SFP-2024.pdf https://www.twdb.texas.gov/publications/shells/doc/Interactive-State-Water-Plan.pdf https://www.twdb.texas.gov/publications/shells/doc/Interactive-State-Water-Plan.pdf https://www.twdb.texas.gov/publications/shells/doc/RegionalWaterPlanning.pdf https://www.twdb.texas.gov/publications/shells/doc/RegionalWaterPlanning.pdf https://www.twdb.texas.gov/waterplanning/rwp/education/TexasWaterServiceBoundaryViewer.pdf https://www.twdb.texas.gov/waterplanning/rwp/education/TexasWaterServiceBoundaryViewer.pdf https://www.twdb.texas.gov/waterplanning/rwp/education/RWP_DroughtofRecord.pdf https://www.twdb.texas.gov/waterplanning/rwp/education/RWP_DroughtofRecord.pdf https://www.twdb.texas.gov/waterplanning/rwp/education/DroughtResponseInformationinRWPs.pdf?d=44487.5 https://www.twdb.texas.gov/waterplanning/rwp/education/DroughtResponseInformationinRWPs.pdf?d=44487.5 https://www.twdb.texas.gov/waterplanning/rwp/education/WaterSupply_and_FloodMitigationProjects.pdf https://www.twdb.texas.gov/waterplanning/rwp/education/WaterSupply_and_FloodMitigationProjects.pdf https://www.twdb.texas.gov/waterplanning/rwp/faq/index.asp https://twdb-www.s3.us-east-1.amazonaws.com/shared/SFP-2024.pdf

5. Flood Planning educational materials

a. Agency Program Information Sheets, which will be provided as Word and

InDesign documents, and final deliverables to be submitted as Word, InDesign, and accessible pdf files. Graphics do not need to be translated.

i. Regional Flood Planning in Texas, Approximate word count: 634;

Approximate page count: 1 https://www.twdb.texas.gov/publications/shells/doc/Regional-Flood- Planning.pdf

b. Flood Planning Frequently Asked Questions, which will be provided as Word documents and final deliverables to be submitted in same format. Approximate word count: 3,079; Approximate page count: 7 https://www.twdb.texas.gov/flood/planning/faq.asp Note: Only the FAQ content are to be translated as part of this scope. No other content on this reference webpage should be bid for work.

Translation with Quality Assurance The requested service includes translation followed by editing and proofreading performed by qualified linguists. The vendor must ensure accurate, consistent, and appropriate output in the final deliverables. Vendors must describe their quality assurance processes that will ensure accuracy, accessibility, and formatting of the final document will be accomplished (i.e. through initial translation, subsequent proofreading and editing, demonstrated accuracy of translation, maintaining resolution and quality of the graphics and pdfs, and how the final deliverable will meet specified layout requirements by TWDB). Translated materials must be ready for immediate upload to our website.

Document layout and design requirements

• State Water Plan and State Flood Plan using the provided InDesign and Illustrator files and returned in the original layout and fonts.

• Agency Program Information sheets using the provided InDesign files and returned in the same layout and fonts.

• Miscellaneous educational materials produced by business area – comparable word document format that can be pdf’ed as a final deliverable that meets accessibility requirements.

• Program Area FAQs – accurate translation in a Word document for agency placement on web page at a later date.

Deliverable Timeline Vendor must be able to produce final deliverable within 90 business days of receipt of material to be translated. All deliverables must be completed before 8/31/2025, no exceptions.

Accessibility Requirements The electronic copies of the final deliverable(s) must comply with the requirements and standards specified in 1 Texas Administrative Code (TAC) Chapters 206 and 213 (related to Accessibility and Usability of State Web Sites). Web Content Accessibility Guidelines (WCAG)

2.1 Level AA Standard – WCAG 2.1 Quick Reference can be found at:

https://www.w3.org/WAI/WCAG21/quickref/. Complying with this clause will require demonstrated proof of compliance utilizing TWDB's checklists. For the deliverable in .PDF format, use the checklist and verification form found at https://www.twdb.texas.gov/about/contract_admin/doc/Accessibility-Checklistand-Certification-with-Instructions.pdf to demonstrate compliance and submit the completed form with the deliverable. Acceptance of the final deliverable(s) is contingent upon compliance with this clause.

https://www.twdb.texas.gov/publications/shells/doc/Regional-Flood-Planning.pdf https://www.twdb.texas.gov/publications/shells/doc/Regional-Flood-Planning.pdf https://www.twdb.texas.gov/flood/planning/faq.asp https://www.w3.org/WAI/WCAG21/quickref/ https://www.twdb.texas.gov/about/contract_admin/doc/Accessibility-Checklistand-Certification-with-Instructions.pdf https://www.twdb.texas.gov/about/contract_admin/doc/Accessibility-Checklistand-Certification-with-Instructions.pdf

QUESTION AND ANSWER PERIOD: 2/20/2025 – 2/21/2025

All questions should be directed to TWDB Purchaser, Lauren Grooms-Meyers at Bid- Room@twdb.texas.gov.

Bid Submission Requirements:

A. Bids shall be emailed only to Bid-Room@twdb.texas.gov B. Bids shall be received by Due Date 2/27/2025, by 2:00pm Central (no late bids will be accepted) C. Bids shall contain the following information to be accepted.

a. Reference Bid Name, Reference Number, Due Date

b. Vendor full business name, address, city, state, and zip code.

c. Vendors contact name, phone, and email.

d. Vendor W-9 form.

e. Description of item(s) being bid.

f. Quantity.

g. Cost (will be provided as hourly rate and number of hours to complete the job, as informed by approximate word and page counts provided and required final file formats).

h. Notification if there will be ongoing licensing or fee requirements.

mailto:Bid-Room@twdb.texas.gov