ESBD_File_342668_RFQ 701-23-018, Addendum 1.pdf

Texas Education Agency RFQ 701-23-018, Production of Braille Copy Materials for Texas Public Schools

Addendum 1, December 11, 2023

This addendum incorporates the following changes to the above-referenced solicitation:

I. Questions - The following questions and associated responses are hereby incorporated into the above-referenced solicitation:

1. QUESTION: The Task, Activity, Deliverable, and Budget Plan (TADBP) states that a separate plan must be provided for each FY of the contract. Does TEA want a 10-year plan attachment up to 2034?

TEA RESPONSE: No, submit a TADBP to address Proclamation 2024 only.

2. QUESTION: Regarding external shipping – this process normally goes through EMAT for shipping; but for orders over 150 lbs., will EMAT be updated for us to put that info in there? Or should we separate it out on the TADBP?

TEA RESPONSE: Please refer to Section 1.7 C 2, Shipping Requirements. For contractors who are located within the state of Texas who are not using the US Postal Service “Free Matter for the Blind or Other Physically Handicapped Persons” guidelines, shipping will be arranged using a reputable carrier for shipments 150 lbs. or over. It will be necessary to invoice TEA outside of the state ordering system for these shipments; this process may be added to the TADBP.

3. QUESTION: The RFQ states that the voucher system is official invoicing for TEA. Just to clarify, when doing that separate line item for shipments over 150 lbs., instead of submitting through EMAT, we’ll submit through our internal invoicing process?

TEA RESPONSE: The only time it may be necessary for invoicing outside of EMAT is for contractors within the state of Texas who are not using the US Postal Service “Free Matter for the Blind or Other Physically Handicapped Persons” for shipments weighing 150 lbs. or over.

4. QUESTION: Regarding sample materials, can we change to tiger from swell braille if that’s how we want to produce?

TEA RESPONSE: Yes. TEA will accept graphics in any material that renders the best results for reader comprehension while keeping in mind cost efficiency for large-scale production in providing copies of embossed materials at the state level and providing the best material for students. Use the manner in which you plan on providing materials to students.

5. QUESTION: Clarification on whether copy contractors are required to proof documents and quality assurance?

TEA RESPONSE: Yes, that’s part of the expected process for awarded vendors.

6. QUESTION: As a copy producer vendor, we will get master files from the master producer. Are we required to do Quality Assurance (QA) on these files (before embossing)?

TEA RESPONSE: To clarify, the QA process for the copy contractor, while focused on the production of embossed copies, should include verifying the master files as they are received throughout the process. We recognize that the files may be received from another vendor; copy contractors should notify TEA promptly if there are issues with the files received.

7. QUESTION: The sample braille pages requested for math will exceed 90 pages of braille and over 40 drawings. This is larger than the usual sample requested. Is this full sample what is required? Geometry, Student Text and Homework Helper, Pearson Education, Inc., ISBN 978- 01-3330067-3, Copyright 2016, Topic 7, pages 294-315 (Label volume “Volume 55 of 99”).

TEA RESPONSE: The sample material for this project does not include the subject of math.

II. All other provisions of the solicitation remain the same.