ESBD_421367_1747685762090_PreReqs RFP784-25-2468.docx

PreReqs RFP784-25-2468-Audio Description Services for Accessible Chemistry Lab Content-Experimentium Project

Vendor Attestations: Vendor acknowledges that they have read the Prerequisites below.

1. Review Request for Proposal Name, Number and UHD Purchasing Contact A. Request for Proposal Name and Number: RFP 784-25-2468 - Audio Description Services for Accessible Chemistry Lab Content - Experimentium Project B. University Contact: Any questions or concerns regarding this RFP shall be directed to Evelyn Paige, Purchasing Manager, paigee@uhd.edu.

2. Review the Proposal Submittal Instructions.

The University will accept proposals by the Proposal Submittal Deadline as outlined in Section 5, with each proposal submitted in separate envelopes. Proposals will be opened on the specified due date and time. Please DO NOT use the U.S. Postal Service to submit your bid.

Each Proposal must be submitted as one (1) package with two (2) individually sealed envelopes inside. The proposal documents, attachments, execution of offer, and any other information must be included in one envelope with a copy on USB. Two (2) copies of the proposal must be included.

The proposal and all attachments supporting the proposal must reference “RFP 784-25-2468-Audio Description Services for Accessible Chemistry Lab Content - Experimentium Project” Proposal must be submitted and received in the University’s Purchasing Office on or before the time and date specified and delivered to:

University of Houston-Downtown Purchasing Department Attn: Evelyn Paige One Main Street, Suite S970 Houston, TX 77002

Bid & RFP opportunities can be found at the following link: Electronic State Business Daily (ESBD). This portal includes reference documents related to bids.

3. Review the Intent, and Background.

Experimentium is an ongoing federally funded project at the University of Houston-Downtown (UHD) focusing on the creation of accessible and multisensory chemistry lab experiences. Audio descriptions translate the visual information presented in the chemistry demonstration and tutorial videos making them accessible to students who are blind and low vision, students who prefer engaging with their educational content through audio as well as students who want to benefit from the additional context provided by the narration.

The Experimentium project at UHD is seeking proposals from qualified vendors to provide Audio Description services to support the project’s commitment to digital accessibility, and compliance with federal accessibility standards (WCAG 2.2 (Level AA)).

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND QUESTIONS AS DIRECTED.

Any contract resulting from this RFP will become effective upon the later of the effective date indicated in the contract or the date that all parties have signed the contract.

4. Term of the Contract The expected term of the contract will be one (1) year with the option to renew one (1) additional one-year term, for a maximum of two (2) years. The University reserves the right to negotiate a modification of contract terms and schedules as necessary.

5. Review Key Event Schedule.

Note: The University reserves the right to change or extend any and all dates including the due date for proposals for any reason and at any time including after the due date for proposals.

The University will be closed in observance of the following holiday:

https://www.uhd.edu/hr/benefits/holidays.aspx

6. Review the Historically Underutilized Business (HUB) Information Vendor affirms that a HUB Subcontracting Plan (HSP) is not required.

7. Review the Preproposal Conference Information.

Not required for this solicitation.

8. Review the Inquiries and Interpretations.

Inquiries must be submitted by email and received no later than close of business per Inquiries and Interpretations Deadline listed in the Key Event Schedule. Responses to inquiries, which directly affect an interpretation or change to this RFP will be issued in writing by addendum (amendment) and posted to the Electronic State Business Daily https://www.txsmartbuy.gov/esbd. All such addenda issued by the University prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall be required to consider and acknowledge receipt of such in Respondent’s proposal.

Only those inquiries the University replies to which are made by formally written addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. The Respondent must acknowledge all addenda by either signing or returning such document(s) or by letter. Such acknowledgment must be received prior to the hour and date specified for receipt of proposals or shall accompany the proposal. Owner prefers simple and economically produced Proposals describing the Respondent’s ability to meet the requirements of this RFP in a straightforward, concise manner. In evaluating Proposals, emphasis shall be on the quality, completeness, clarity of content, responsiveness to the requirements, and Respondent’s understanding and anticipating of the Owner’s needs.

NOTE: ALL ELECTRONIC DOCUMENTS MUST BE SUBMITTED IN PDF FORMAT & ATTACHED TO BID RESPONSE.

9. Standard Purchasing Agreement (SPA) Vendor acknowledges that the Standard Purchasing Agreement (EXHIBIT B) is the University’s preferred form of Agreement for the sort of transaction contemplated in this RFP and is expected to be the primary Contract Document. Any requests to modify or revise the Standard Purchasing Agreement or use of another contract form must be reviewed and approved by UH System Legal Counsel and will delay the contracting process, and the University is under no obligation to accept such requests for modification or revision, or usage of other contract forms. Any request to modify or revise the Standard Purchasing Agreement or to use another contract form may be taken into consideration in reviewing the sufficiency of a Respondent’s bid. Furthermore, any request to modify or revise the Standard Purchasing Agreement or to use another contract form may at the University’s sole discretion lead to rejection or disqualification of the bid, if such revisions or modifications are unacceptable to the University, or if the other contract form is not used as a subordinate exhibit/corollary document to the Standard Purchasing Agreement or is otherwise unacceptable to the University.

10. Forms/Exhibits

EXHIBIT A- EXECUTION OF OFFER *REQUIRED*

EXHIBIT B - STANDARD PURCHASING AGREEMENT

11. TXRAMP & HECVAT

For applicable requirements, Vendor shall obtain TXRAMP Certification for cloud computing risks.

For applicable requirements that include Electronic Information Resources, vendor shall submit Voluntary Product Assessment Tool or Accessibility Conformance Report and HECVAT.

12. Review Evaluation Criteria

Evaluation Criteria Breakdown

Criterion One: Quality of Provided Audio Description samples

· The samples provided depict STEM-related content with some hands-on components demonstrated.

· The sample accurately, concisely, and effectively describes the relevant aspects of the environment.

· The sample provided has correct and clear pronunciation of STEM jargon.

Criterion Two: Prior experience providing Audio Description services to Higher Education Institutions (Minimum 2 years)

· Has Minimum of two consecutive years’ experience, within the past 10 years, providing audio description services within higher education Institutions.

· Provides evidence of working on STEM-related projects.

Criterion Three: Pricing

· Provides a clear breakdown of the costs and pricing criteria. Considers all the components from taking the videos from YouTube, creating the AD in a file format that is compatible with YouTube in a submission ready form.

Criterion Four: Ability to meet preferred service timelines

· There is a clear plan and adequate personnel to complete the Audio Descriptions for the existing backlogged content in a reasonable completion target of 4 months or less.

· Complete new content with delivery timelines of 2–3 weeks from submission.

13. Description of Services - General Requirements - Scope of Work

SECTION 1

A. General Requirements

· All services must comply with applicable accessibility standards of the Americans with Disabilities Act (ADA), Section 508 of the Rehabilitation Act, and Web Content Accessibility Guidelines (WCAG) 2.0 Level AA. The Proposer can include an Accessibility Compliance Statement or other documentation that demonstrates compliance. More information regarding accessibility compliance standards can be found at the following link: https://www.access-board.gov/ict/

· Proposer must have Minimum of two consecutive years’ experience, within the past 10 years providing audio description services, within higher education settings.

· List all available languages supported, with any associated rate differences.

· Must demonstrate flexibility in turnaround times, including the ability to meet compressed deadlines for backlogged content as well as timely delivery of new materials.

· Must show proven ability to accurately describe scientific, technical content in a clear, accessible, and sound manner.

· Must submit at least two samples of completed audio descriptions as part of their proposal. Preferably samples that include scientific or academic content, to demonstrate the vendor’s capability in effectively describing complex material.

B. Services to be Performed

The selected vendor will:

· Provide professional audio descriptions for pre-recorded University of Houston-Downtown (UHD) educational content. Supporting video content that includes scientific, technical, or academic language, ensuring descriptions are clear, accurate, and appropriate for diverse learners.

· Complete audio descriptions for the current backlog- must be completed within 3–4 months of the contract start date; consists of 1,378 minutes of English extended audio description (AD) and 650 minutes of English standard audio description (AD).

· Provide an option of submitting YouTube links with closed captioning for audio description.

· Provide ongoing description services for new content with delivery timelines of 2–3 weeks from submission.

· Ensure output formats are compatible with YouTube, and able to be posted or integrated back onto the platform.

· Post-delivery support for content updates or format changes, if requested.

14. General Information Questionnaire Please answer the following questions as a part of your proposal response. Type the question before your answer. In answering a question, you may refer to other sections or exhibits of your proposal by reference to the page where the information may be found. If the answer to one question appears in the answer to another, you may refer to your other answer. Answers should be sufficiently detailed to make any further inquiries unnecessary by the University.

Failure to respond completely to any of these questions may result in the entire proposal being rejected.

RESPONDENT QUESTIONNAIRE

Respondents are requested to submit a complete response to each of the below-listed items. Responses requiring additional space should be brief and submitted as an attachment to your proposal package. Please reference each response by its item number indicated below.

Company Profile

1. Legal name of the company:

Address of office that would be providing service:

Number of years in Business:

Type of Operation (i.e. Individual, Partnership, and Corporation):

Number of Employees:

Annual Sales Volume:

2. A Statement that you will provide a copy of your company's financial statements for the past two (2) years if requested by the University.

3. Provide a Financial rating of your company and any documentation (such as a Dunn and Bradstreet analysis), which indicates the financial stability of your company.

4. State whether your company is currently for sale or involved in any transaction to expand or to become acquired by another business entity. If so, please explain the impact both in organizational and directional terms.

5. Provide any details of all past or pending litigation or claims filed against your company that would affect your company's performance under a Contract with the University.

6. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify the date(s), details, circumstances, and prospects for resolution.

7. Provide a customer reference list of no less than two (2) organizations, including higher education, with which your company currently has contracts with and/or has previously provided the goods/services of equal type and scope within the past ten (10) years. Reference list to include: company name, contact person, and telephone number, contract description, length of business relationship and any special requirements.

8. Does any relationship exist whether, by a relative, business associate, capital funding agreement or any other such kinship exist between your company and any University employee? If yes, please explain.

9. Please complete and attach the Cost and Delivery Sheet

10. Please complete and attach the proposal responses.

11. Please complete and attach all mandatory forms.

12. Please complete and attach any applicable non-mandatory forms.

Transition to Contract

13. Provide a statement of the transition requirements to implement the contract, any unique benefits, and other considerations. Briefly address the requirements, objectives, and activities in Scope of Work.

14. Provide an estimate of the earliest start date following the execution of a contract.

15. Submit a work plan with key dates and milestones. Your response should include:

a. Identification of tasks to be performed and/or equipment to be provided

b. Time frames to perform the identified tasks

c. List any compliance requirements and strategies for federal, state and local government regulations, insurance requirements including worker’s compensation, licenses, and permits, if any and any other regulations as appropriate.

16. Describe the strategy and controls that will be utilized to assure products and services provided, pricing and terms, project timeline, maintenance support, and training. Include samples of reports and documents if appropriate.

17. What difficulties do you anticipate in serving the University and how do you plan to manage these? What assistance will you require from the University?

18. Describe your company's quality assurance program, what are your company’s requirements, and how are they measured?