ESBD_395502_1740177933482_Q&A's Solicitation 580-25-IFB-3107A Repost.pdf

Solicitation 580-25-IFB-3107A Repost Questions

All answers are below in red

1. Could you please provide the anticipated award date? Spring 2025.

2. Could you confirm whether native files would be provided for all document translation requests? Yes.

3. How should vendors account for potential revision rounds in the price proposal?

We would like a best and final price to include potential revisions.

4. Can out of state businesses submit their bid? Yes.

5. Will this be awarded to lowest bidder? It will be awarded to the lowest bidder meeting all experience and specifications in the solicitation requirements.

6. Do all documents need to be accessible, or just some documents, and please confirm which documents? All documents.

7. What is required for f. Quantity? Not applicable, this is a standard template TWDB uses for commodities and service solicitations, the quantity is in reference to commodities.

8. May we please request a sample of the document in question for this solicitation?

The reposted solicitation specifies the different source file types for maps and figures in the state water and state flood plans: The 2022 State Water Plan is an InDesign file that includes Illustrator graphics and maps; all the text is editable.

The 2024 State Flood Plan is an InDesign file that includes Illustrator graphics and Photoshop maps. The Photoshop maps are not editable, but we will also provide to the selected vendor separate, editable Illustrator files for each map with the legend text and map text. In the state flood plan, approximately seven maps have text within the map.

As part of this Q&A, we are providing the InDesign file for chapter 5 of the water plan and chapter 3 of the flood plan, along with three figures each to better understand how they are constructed. For total counts of the maps and figures and to view varieties of each, vendors should view the pdf files via the links in the solicitation.

The following files are available now:

- State water plan:

o Chapter 5: InDesign file o Figures 5-1, 5-2, 5-3: Illustrator files

- State flood plan:

o Chapter 3: InDesign file o Figure 3-1: Photoshop file and Illustrator file o Figure 3-2: Photoshop file and Illustrator files o Figure 3-3: Illustrator file

9. Are there any incumbents or current vendors providing the same or similar services to the Texas Water Development Board (TWDE)? If so, please advise on the name(s) of the incumbent(s)/current vendor(s) and the historical rates for any and all services provided. No - MasterWord is currently procured to conduct translation for preambles to proposed administrative rules (OGC manages that contract).

However, no current vendors are translating with the InDesign, Photoshop, etc requirements of this RFQ.

10. Are there any translation/accessibility/desktop publishing needs beyond the documents requested in the solicitation? If so, please provide additional information on what could be required. The solicitation includes all required needs.

11. This question concerns the accessibility requirements. Will the source files be provided to the awarded vendor in a fully remediated and accessible format? If not, will remediation be required for the English source files, as well as the target translations? Yes source files will be provided and remediation will not be required for those source files; only for the produced target translations.

12. This question concerns the deliverable timeline on page 3 of the solicitation. Therein the TWDB indicates that the final deliverables are to be provided within ninety days of receipt, with a no later than deadline of 8/31/2025. Could the TWDB please clarify as to when the source files for translation would be made available to the awarded vendor? We realize that this might be approximate, given the procurement process, but would appreciate any clarification. Spring 2025.

13. This question concerns the evaluative criteria. While we understand that this is a bid, and therefore price is the primary determining factor in deciding what vendor is to be awarded, are there any other factors that would play a role in the selection of a vendor? Demonstrated experience through response to the necessary qualifications stated in the solicitation along with pricing.

14. This question concerns the cost requirement on page 4 of the solicitation. Therein, the TWDB states that “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).” Would it be acceptable to provide the cost for translation on a per word basis, DTP on a per hour basis and accessibility on a per-word basis, so long as TWDB is provided with an overall cost to accomplish the scope of work? This pricing methodology is the industry standard for pricing these services, as it allows for the most more transparent cost. Costs must be provided as stated in the solicitation but costs in the format of the industry standard as indicated may be provided as additional information.

15. Would it be possible for the TWDB to share the English InDesign packages with prospective bidders so that we can provide a more accurate quote? Based on the PDFs alone, the time needed for graphic design can only be approximated. Without the complete design packages, it is not possible to accurately ascertain the number of graphics (maps, charts) and how they are constructed, i.e. whether or not they are editable in Illustrator and thus whether the text needs to be extracted prior to translation, which would entail more time. Currently, with the PDFs available only, vendors can only make assumptions and, therefore, variations will arise in quoted time based on assumptions the individual bidders make.

The reposted solicitation specifies the different source file types for maps and figures in the state water and state flood plans: The 2022 State Water Plan is an InDesign file that includes Illustrator graphics and maps; all the text is editable. The 2024 State Flood Plan is an InDesign file that includes Illustrator graphics and Photoshop maps. The Photoshop maps are not editable, but we will also provide to the selected vendor separate, editable Illustrator files for each map with the legend text and map text. In the state flood plan, approximately seven maps have text within the map.

As part of this Q&A, we are providing the InDesign file for chapter 5 of the water plan and chapter 3 of the flood plan, along with three figures each to better understand how they are constructed. For total counts of the maps and figures and to view varieties of each, vendors should view the pdf files via the links in the solicitation.

The following files are available now:

o State water plan:

Chapter 5: InDesign file Figures 5-1, 5-2, 5-3: Illustrator files o State flood plan:

Chapter 3: InDesign file Figure 3-1: Photoshop file and Illustrator file Figure 3-2: Photoshop file and Illustrator files Figure 3-3: Illustrator file

16. I would like to rephrase our previous question about unit of cost. On page 4 of the solicitation, it is stated as follows: “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).” Would it be acceptable to provide the cost for translation, editing and proofreading on a per word basis as per industry standards as opposed to on an hourly basis? If this is possible, does the TWDB prefer a per word cost (or hourly cost if per word quotes are not permitted) for each of the translation, editing and proofreading steps or one cost encompassing all three steps? Costs must be provided as stated in the solicitation but costs in an alternative format may be provided as additional information.

17. Another cost-related question is whether remediation of the translated documents can be quoted on a per page basis as opposed to an hourly basis? Costs must be provided as stated in the solicitation but costs in an alternative format may be provided as additional information.

18. Currently the word count of each document is approximated. Is the TWDB open to assessing the word count and adjust the cost based on the assessment of the files that are made available for translation? In other words, are bidders locked in with the quoted price based on the material and information that is currently available or is it permissible for the awardee to assess the materials when they are made available for translation and adjust the cost in case there is a variation between actual word count and approximate word count currently provided in the solicitation? Please provide best and final price to include any potential revisions.

19. For the first document, are we expected to focus only on the first paragraph named

2022 State Water Plan and the 15 chapters of the 2022 State Water Plan, or are there other sections to consider? The first document in the solicitation, the 2022 State Water Plan, is a document with front cover and front matter (cover letter, acknowledgments, table of contents), an executive summary, 10 chapters, a glossary and appendices. All are to be translated to the specifications in the solicitation.

20. Regarding the third document, do you want us to work on all existing Questions and its Answers, or just the Questions? Questions and Answers.

21. For the fourth document, what is the preferred format for the "accessible PDF"?

Should it be:

a. A PDF that can be easily converted into other formats (e.g., Word, text)? N/A

b. An unlocked PDF that is not password-protected? An unlocked pdf that is not password protected and meets accessibility standards as stated in the solicitation

c. A Word document that can be converted into a PDF? N/A

22. Will the final delivered work be divided into five separate documents, each one corresponding to the five outlined requirements? Yes.

23. Since Texas Water Development Board (TWDB) is a State of Texas agency and the

State procures vendors’ services under Texas Department of Information Resources (DIR) contracts, would TWDB use price per word for document, or written translation as unit of measurement as is the case in DIR contracts for document, or written translations? Our company is one of the DIR contract holders. More information can be found at: https://dir.texas.gov/search-contracts-vendors/contract/Active?query=translation Costs must be provided as stated in the solicitation but costs in an alternative format may be provided as additional information.

24. We calculated word counts using our own software and, in general, our totals approximate yours except for two large discrepancies in the following documents:

a. 2022 State Water Plan (SWP22-Water-For-Texas.pdf). Your count is 64,154.

Our count is 74,642.

b. State Flood Plan (SFP-2024.pdf). Your count is 88,223. Our count is 93,914.

The discrepancies may be due to text in charts, graphs, etc. not being included in your word counts.

25. How are we to accommodate such discrepancies in our pricing? Please provide best and final price to include any potential revisions to word counts approximated in the solicitation.

26. Are vendors allowed to provide a table that will meet Bid Submission Requirements e through g, with column headings as follows (row headings will be items listed in SOW): Yes

SOW item Quantity (in # of words to be translated) UOM, or unit of measurement; it will be price per word Cost per UOM in USD Extended Price, Translation (Extended Price equals Quantity * Cost per UOM) in USD Desktop Publishing, or DTP (in # of hours) UOM, or unit of measurement; it will be hourly rate Cost per UOM in USD Extended Price, DTP (Extended Price equals Quantity * Cost per UOM) in USD Total for SOW item (the sum of Extended Price, Translation and Extended Price, DTP).

The table will also list the bid total.

27. Will you be posting the answers to everyone's questions? Yes, an amendment to the solicitation will be posted and vendors will be notified when Q&A’s are available.

28. Do you have a budget in mind for the project? Not to exceed $99,999.00 https://dir.texas.gov/search-contracts-vendors/contract/Active?query=translation https://dir.texas.gov/search-contracts-vendors/contract/Active?query=translation

29. What does the approval process for edits entail? Will someone be approving as we go? Staff are available for questions but no formal iterative process is defined for document production. However, if final deliverables do not meet solicitation requirements, comments will be noted to be addressed or the work will not be compensated.

30. Will the Texas Water Development Board have an internal review of Spanish language materials? There will be a minimal internal review due to resource limitations. The vendor must ensure accurate, consistent, and appropriate output as stated in the solicitation.

31. What dialect of Spanish is expected? i.e. Mexican Spanish, U.S. Neutral Spanish, etc. U.S. Spanish

32. What is the preferred Spanish tense for translated materials? [tú vs. usted] Formal tense (usted).

33. Is there a defined Spanish-language reading level for the materials? [i.e. 8th-grade

Spanish reading level vs. college-level reading level] 8th grade.

34. Are there any existing Spanish-language materials or glossaries that we can lean on to inform quality standards? Existing translated Board materials:

• English version: https://www.twdb.texas.gov/publications/shells/doc/2022- State-Water-Plan.pdf?d=36343.5

• Spanish version:

https://www.twdb.texas.gov/waterplanning/rwp/education/2022-State- Water-Plan-2202_Spanish.pdf?d=36343.5

35. As we prepare our response for RFP 580-25-IFB-3107A, we noticed that the pricing structure requests an hourly rate for translation services. However, the standard industry practice is per-word pricing for translation work. Would TWDB accept per-word pricing instead of an hourly rate? Costs must be provided as stated in the solicitation, but costs in an alternative format may be provided as additional information.

36. Please confirm that the selected vendor does not have to translate and design the requested documents into Spanish at this time. On page three of the IFB states that the translations are due within 90 business days of receipt (which we currently have unless there will be additional materials for translation) with 8/31/25 as the absolute deadline. Final translated deliverables meeting all specifications of the solicitation must be received prior to 8/31/25.

https://www.twdb.texas.gov/publications/shells/doc/2022-State-Water-Plan.pdf?d=36343.5 https://www.twdb.texas.gov/publications/shells/doc/2022-State-Water-Plan.pdf?d=36343.5 https://www.twdb.texas.gov/waterplanning/rwp/education/2022-State-Water-Plan-2202_Spanish.pdf?d=36343.5 https://www.twdb.texas.gov/waterplanning/rwp/education/2022-State-Water-Plan-2202_Spanish.pdf?d=36343.5

37. On page four of the IFB under Submission Requirements, item F. Quantity, please clarify the information you want vendors to provide. You may disregard, this is a standard template we use for commodities and services, that item is for commodity IFB’s.

38. Do you have an estimated budget for this project? Not to exceed $99,999.00

39. Have you conducted user feedback studies in English and Spanish to determine readability skills in the communities you serve? No.

40. If so, would you be able to share the results with the selected vendor? N/A

41. Do you have materials you can share of successful Spanish translations you have used in the past for reference and consistency?

English version: https://www.twdb.texas.gov/publications/shells/doc/2022-State- Water-Plan.pdf?d=36343.5 Spanish version: https://www.twdb.texas.gov/waterplanning/rwp/education/2022- State-Water-Plan-2202_Spanish.pdf?d=36343.5

42. Would you consider plain language adjustments to the text? No.

43. Do you have a current vendor for this type of projects? No - MasterWord is currently procured to conduct translation for preambles to proposed administrative rules (OGC manages that contract). However, no current vendors are translating with the InDesign, Photoshop, etc requirements of this RFQ.

44. If so, can you share who it is, what their hourly rate is, and what is their stated quality assurance process? There is not a current incumbent.

https://www.twdb.texas.gov/publications/shells/doc/2022-State-Water-Plan.pdf?d=36343.5 https://www.twdb.texas.gov/publications/shells/doc/2022-State-Water-Plan.pdf?d=36343.5 https://www.twdb.texas.gov/waterplanning/rwp/education/2022-State-Water-Plan-2202_Spanish.pdf?d=36343.5 https://www.twdb.texas.gov/waterplanning/rwp/education/2022-State-Water-Plan-2202_Spanish.pdf?d=36343.5