ESBD_File_343736_701-23-019 Ammendment 1.pdf

RFQ 701-23-019,

PRODUCTION OF DIGITALLY

RECORDED MATERIALS FOR

TEXAS PUBLIC SCHOOLS

Summary The Texas Education Agency (TEA) is requesting responses for production and delivery of digitally recorded instructional materials for Texas public schools in accordance will all requirements stated herein.

Authorized by:

PL 108-446, IDEA, as amended, Part B, Section 611.

Sec. 611. (a) Grants to States – (1) Purpose of Grants

Responses are due December 29, 2023 - 2:00 P.M. Central Time

TEA Contracts and Purchasing Division TEASolicitations@tea.texas.gov

Kristi Nichols-Arnold mailto:TEASolicitations@tea.texas.gov

Table of Contents

1. Purpose, Background, and Scope of Work

1.1. Purpose

1.2. Background and Defined Terms

1.3. TEA Mission and Procurement Authority

1.4. Anticipated Schedule of Events

1.5. Contract Term

1.6. Budget

1.7. Scope of Work, Project Description, and Project Requirements

1.8. Project Deliverables and Milestones

1.9. Collaboration

1.10. Contract Monitoring and Dispute Resolution Procedures

2. Submission Process and Instructions

2.1. Response Format

2.2. Electronic Submission Process

2.3. Communication

2.4. Response Requirements

2.5. Conflict of Interest

3. Response Format and Content

3.1. Response Checklist

3.2. Understanding of the Project, Methodology, and Technical Components

3.3. Management Plan, Experience, and Qualifications

3.4. Task, Activity, Deliverable, and Budget Plan

3.5. Audio Samples

3.6. Contractors Financial Capability

4. Response Review and Evaluation

4.1. Response Review

4.2. Evaluation Criteria

5. Contractual Requirements

5.1. Incorporation and Order of Precedence

ATTACHMENT A: NOTICE OF INTENT TO SUBMIT A RESPONSE

ATTACHMENT B: CONTRACT TERMS AND CONDITIONS, RESPONSE PREFERENCES, AND EXECUTION OF OFFER

ATTACHMENT C: HISTORICALLY UNDERUTILIZED BUSINESS SUBCONTRACTING PLAN

ATTACHMENT D: RESPONSE COVER PAGE AND CHECKLIST

ATTACHMENT E: TASK, ACTIVITY, DELIVERABLE, AND BUDGET PLAN

ATTACHMENT F: NOT REQUIRED FOR THIS SOLICITATION

ATTACHMENT G: CONFLICT OF INTEREST ANALYSIS FORM

ATTACHMENT H: NOT REQUIRED FOR THIS SOLICITATION

ATTACHMENT I: NOT REQUIRED FOR THIS SOLICITATION

ATTACHMENT J: DIGITALLY RECORDED SAMPLES

1. Purpose, Background, and Scope of Work

1.1. Purpose

Through this Request for Qualifications (RFQ), the Texas Education Agency (TEA) is seeking to qualify contractors that can produce and deliver digitally recorded instructional materials for Texas public schools. The awarded contractor(s) will be responsible for production and delivery of digitally recorded versions of instructional materials to Texas public schools, as adopted by the State Board of Education (SBOE) under Proclamation 2024. Proclamation 2024 can be found on the Proclamations page of the TEA website:

https://tea.texas.gov/academics/instructional-materials/review-and-adoption-process/proclamations

The awarded contractor(s) may also produce and deliver digitally recorded versions of instructional materials approved by the SBOE in future Instructional Materials Review and Approval (IMRA) cycles, for future proclamations, or other instructional materials, such as TEA-developed open education resources, at TEA’s sole discretion. Due to the changing nature in which instructional materials may be approved, going forward, TEA finds it necessary to have qualified contractors who can provide these services on an as-needed basis.

Accessible Instructional Materials (AIM) are materials that are accessible to students and teachers with print disabilities. For an overview of best practices in the provision of materials, see the Center for Accessible Educational Materials website at http://aem.cast.org/about/aem-basics.html#.V9LQyE0UW70.

Responses should demonstrate the contractor’s ability to …

- Produce and deliver digitally recorded versions of instructional materials for Proclamation 2024.

- Produce and deliver grades K–12 digitally recorded versions of instructional materials reviewed and approved by the SBOE in subsequent years.

- Produce and deliver grades K–12 digitally recorded versions of various instructional materials, such as TEA-developed open education resources.

1.2. Background and Defined Terms

The Texas Education Code (TEC) §31.028, authorizes the Commissioner of Education to purchase special instructional materials for the education of Texas public school students with visual impairments. In addition, the Commissioner provides teachers’ editions in digitally recorded format when needed. Special-format material must be available at the same time non-special-format material is available. The publisher of adopted or approved print instructional materials will provide TEA and the awarded contractor(s) with electronic files to produce special-format versions.

Computerized instructional material files that meet the National Instructional Materials Accessibility Standard (NIMAS) are required by all publishers of SBOE-approved print instructional materials intended for student use.

This includes all adopted and/or approved student materials, handbooks, workbooks, and teacher materials, such as blackline masters and assessments that are clearly intended for student use.

House Bill (HB) 1605 (88th Texas Legislature) amends the Texas Education Code to revise and set out provisions https://tea.texas.gov/academics/instructional-materials/review-and-adoption-process/proclamations regarding the instructional materials freely available to students attending public schools and approved for use in public school districts and open-enrollment charter schools, including revisions to the process involving the recommendation, review, approval, and maintenance, as applicable, of instructional materials by the TEA and the SBOE. HB 1605 changes the process for the state review and approval of instructional materials, revises applicable statutory provisions accordingly, and sets out provisions governing the review and approval process.

The bill requires the commissioner to establish, with SBOE approval, an annual process for reviewing instructional materials. Under HB 1605, the SBOE can review new materials for a subject each year, even if the Texas Essential Knowledge and Skills (TEKS) are not changed; if TEKS are changed, the SBOE must call for instructional materials and adopt materials by December 1 on the year before the updated TEKS take effect.

Approximately 200 sets of instructional materials can be reviewed each year in the IMRA process; however, not all materials approved in this process will be suitable for ordering in digitally recorded format.

While TEA can provide details about the materials adopted by the SBOE under Proclamation 2024, due to the new requirements under HB 1605 and the undetermined nature of the future review and approval process for instructional materials, TEA is seeking to qualify contractors for use in providing digitally recorded instructional materials for approved instructional materials on an ongoing, as-needed basis.

More information about HB 1605 can be found here: Texas Legislature Online - 88(R) History for HB 1605. HB 1605 bill analysis can be found here: 88(R) HB 1605 - Committee Report (Substituted) version - Bill Analysis (texas.gov).

As used in this solicitation, the following capitalized terms shall have the meaning as specified below:

Term Definition AIM Accessible Instructional Materials CMBL Centralized Master Bidders List Contractor(s) “Contractor(s)” refers to entities who desire to do business with TEA.

DIR Department of Information Resources DTB Digital Talking Book EMAT TEA’s electronic instructional materials ordering system ESBD Electronic State Business Daily HSP Historically Underutilized Business Subcontracting Plan HUB Historically Underutilized Business as defined in Texas Government Code

§ 2161.001 IDEA Individuals with Disabilities Education Act IMRA Instructional Materials Review and Approval ISBN International Standard Book Number LEA Local Education Agency NIGP National Institute of Governmental Purchasing NIMAS National Instructional Materials Accessibility Standard OER Open Education Resources PAR Progress Assessment Report QAP Quality Assessment Plan Response “Response” refers to content submitted by Contractors to TEA in response to this solicitation.

RFI Radio Frequency Interference https://capitol.texas.gov/BillLookup/History.aspx?LegSess=88R&Bill=HB1605 https://capitol.texas.gov/tlodocs/88R/analysis/html/HB01605H.htm https://capitol.texas.gov/tlodocs/88R/analysis/html/HB01605H.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2161.htm

SBOE School Board of Education SME Subject Matter Experts State or Texas State of Texas TAC Texas Administrative Code TEA Texas Education Agency TEA Procurement Staff

TEA procurement professional(s) responsible for leading the planning, solicitation, and contract formation processes.

TEA Project Manager, TEA Program Staff, or TEA Contract Manager

TEA staff members who are the subject matter experts concerning this solicitation, one or more of whom will manage the contract(s) resulting from this solicitation.

TEC Texas Education Code TEKS Texas Essential Knowledge and Skills TGC Texas Government Code VPTS Vendor Performance Tracking System VU Volume Units

1.3. TEA Mission and Procurement Authority

The TEA is the state agency responsible for overseeing primary and secondary public education in Texas. TEA’s mission is to improve outcomes for all public-school students in the state by providing leadership, guidance, and support to school systems.

TEA has adopted a strategic plan comprised of four strategic priorities built upon five key actions identified below. These may be updated in the future and can be found on the TEA website located here, https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan:

• Strategic Priorities o Recruit, support and retain teachers and principals o Build a foundation for reading and math o Connect high school to career and college o Improve low-performing schools

• Key Actions (Continuous Improvement) o Supported Educators o Ready Students o Rigorous Engagement o Aligned Systems o Actionable Goal-setting https://tea.texas.gov/about-tea/welcome-and-overview/tea-strategic-plan

This procurement supports TEA’s strategic plan by providing needed accessible format materials to students and teachers with visual and/or learning disabilities. This allows students to build a foundation of reading and math, as well as connect those skills to a college and career path. The key actions will support teachers and ready students to increase their independence, build confidence in reading skills, and greater their ability to participate in education and life activities.

This procurement is authorized by PL 108-446, IDEA, as amended, Part B, Section 611. Sec. 611. (a) Grants to States – (1) Purpose of Grants.

Pursuant to Texas Government Code §§2151.004(d) and 2155.131, The Office of the Comptroller of Public Accounts has delegated authority to TEA to conduct this solicitation and to award a contract for the purposes stated herein.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2151.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm

1.4. Anticipated Schedule of Events

DATE EVENT

November 28, 2023

Publication of solicitation in the Electronic State Business Daily (ESBD) at:

http://www.txsmartbuy.com/esbd Questions must be directed to TEASolicitations@tea.texas.gov or the HUB Office HUBOffice@tea.texas.gov, as appropriate.

December 4, 2023 Last day to submit written questions about this solicitation no later than 2:00 P.M.

Central Time to TEASolicitations@tea.texas.gov

December 11, 2023 Final publication of questions and answers in the ESBD at:

http://www.txsmartbuy.com/esbd

December 11, 2023 TEA preferred date to receive Notice of Intent to submit a response December 29, 2023 Response(s) due no later than 2:00 P.M. Central Time December 30, 2023 – January 23, 2024

Response Check-In, Evaluations, and Oral Presentations (if required)

January 2024 Commencement of contract negotiations with selected contractor(s) March 2024 Anticipated start date of contract

1.5. Contract Term

The term of any contract resulting from this solicitation shall be from contract execution to August 31, 2034, with no renewals. All contracts are subject to appropriation of funds by the Texas Legislature.

Contractors must not perform work before both parties have signed a contract. TEA will not pay for services that contractors perform for TEA prior to contract execution.

1.6. Budget

TEA may award one or more contracts from this solicitation. TEA reserves the right not to award a contract from this solicitation. Contractors will be evaluated based on their qualifications, experience, technical competence, capability to perform, past performance, and other relevant factors submitted in response to this RFQ. Once qualified, TEA will review Task, Activity, Deliverables, and Budget Plans for the purpose of contracting for goods and services.

TEA will not accept separate indirect cost rate calculations for this procurement. The proposed budget and payments to the contractor(s) must be based on satisfactory completion and TEA acceptance of deliverables.

EMAT is TEA’s current instructional materials ordering, processing, and management system. Local education agencies (LEAs) access EMAT to order instructional materials; EMAT also connects AIM producers to automate most of the processes involved in the ordering, shipping, and invoicing of digitally recorded instructional materials.

TEA will provide instructions to the awarded contractor(s) to obtain login credentials to enter digitally recorded volume details in the current online, secure interface. A voucher is generated as each audio volume is entered and marked as “shipped” in the procurement system. The voucher is the official invoice and payment will be made through TEA’s online procurement system.

http://www.txsmartbuy.com/esbd mailto:TEASolicitations@tea.texas.gov mailto:HUBOffice@tea.texas.gov http://www.txsmartbuy.com/esbd

Separate invoices submitted outside of the state ordering and procurement system for any work related to this contract will not be accepted without prior approval by the TEA contract manager for this project.

TEA does not guarantee minimum or maximum volumes/orders of an awarded contract. Deliverables are based solely on orders placed throughout the duration of a contract awarded because of this solicitation. Some titles may not be suitable for ordering in digitally recorded format and will not be produced.

1.7. Scope of Work, Project Description, and Project Requirements

The awarded contractor(s) will produce and deliver digitally recorded instructional materials. Local school districts and open-enrollment charter schools submit orders for instructional materials to TEA using the electronic instructional materials ordering system (currently known as EMAT). The awarded contractor(s) must agree to use the system or other TEA-specified system to track incoming orders and enter information about completion of orders for digitally recorded materials. The awarded contractor(s) must correctly submit invoices in the TEA ordering system for payment vouchers to be generated.

Long-term storage, safekeeping, and security for digitally recorded master files will be entrusted to the awarded contractor(s). The files and materials are the exclusive property of TEA and must only be used as directed by TEA. If a master file is damaged or destroyed, the contractor(s) will be responsible for replacing the master file at the contractor’s expense.

Instructional materials adopted under Proclamation 2024 and ordered by July 22, 2024, must be delivered by August 22, 2024. This deadline is contingent upon receipt of all needed source materials on or before July 22, 2024. Instructional materials adopted under Proclamation 2024 and ordered after July 22, 2024, must be delivered within 30 days of receipt of the order.

TEA requires digitally recorded instructional materials to be produced and provided to LEAs in the most expedient manner possible. The awarded contractor(s) will be responsible for satisfactorily performing the complete array of activities needed to produce and deliver audio instructional materials to LEAs. Digitally recorded instructional materials must be free of defects and are subject to recall by TEA. Upon notification from TEA that the materials do not meet the standards, the awarded contractor(s) must rerecord the book(s) at the vendor’s expense as soon as possible, not exceeding 30 days.

The awarded contractor(s) may be responsible for producing digitally recorded files of TEA-developed open education materials. TEA will work with publishers of open education materials and the awarded contractor(s) to provide all needed materials. Provided the awarded contractor(s) has all needed materials for production, the expected timeline for completion and shipping to an LEA is 30 days from the date of the LEA’s order.

The awarded contractor(s) may be responsible for producing digitally recorded files of instructional materials approved by the SBOE in future IMRA cycles. TEA will work with publishers of approved materials and awarded contractor(s) to provide all the necessary materials. Provided the awarded contractor(s) has all needed materials for production, the expected timeline for completion and shipping to an LEA is 30 days from the date of the LEA’s order.

Upon completion of an audio order, the awarded contractor(s) will use the state ordering system to enter the invoice number and all volume information. Upon receipt and examination of the audio materials, the LEA will use the state ordering system to mark each individual volume as received. The LEA will notify the TEA contract manager or other designated TEA staff of any missing, damaged, or unacceptable materials and will not mark them as received. If TEA determines the materials must be replaced, the awarded contractor(s) must, at the contractor’s expense, provide replacement materials as quickly as possible but no later than seven days from the date of notification.

A. Technical Specifications and Administrative Instructions This specification covers the production of digitally recorded masters of instructional materials. The master may be produced using recorded human voice or synthesized speech. The latest editions of the following reference documents, published prior to the date of this solicitation, will be in effect. In the event of conflict between the documents and publications referenced herein and the content of this solicitation, the content of this solicitation is a superseding requirement.

1. The following reference documents and publications form part of this specification.

- Columbia Lippincott Gazetteer of the World Current Biography Yearbook

- A Pronouncing Dictionary of American English

- New Century Cyclopedia of Names

- The New Columbia Encyclopedia

- The Random House Dictionary of the English Language Merriam-Webster’s Biographical

Dictionary

- Merriam-Webster’s Geographical Dictionary

- Webster’s New International Dictionary, second and third editions

All documents will be the most recent revision data available.

2. Requirements for narration of the original master

a. Characteristics of the narrator voice, speech, language, and narration skill must demonstrate those characteristics cited in the narration guidelines of the National Library Service for the Blind and Print Disabled.

3. Final authority for judging the acceptability of a narrator rests with the designated representative of TEA.

4. Selection of narrator

a. The narrator(s) selected for each textbook title must be knowledgeable in the material being narrated and possess the vocal personality, qualities, and style that are most suited for the content of the book.

b. Multiple narrators may be used.

5. Characteristics of the narration

Important characteristics of narration include, but are not restricted to the following:

a. Delivering the narration in a conversational manner.

b. Conveying the sense of the text.

c. Using emphasis, inflection, phrasing, stress, timing, and other appropriate speech art skills.

6. Avoiding a delivery that is stilted, mechanical, or monotonous.

a. Avoiding narration characteristics that might become a distraction during extended periods of listening.

b. Using appropriate conventions for speaking written language.

c. Accomplishing the narration at a pace that enables the narrator to convey the sense and style of the text most naturally.

7. Accuracy of narration https://www.loc.gov/nls/ https://www.loc.gov/nls/

Unless otherwise directed by written instructions from TEA, the criteria for judging accuracy of narration include, but are not restricted to, the following:

a. Narration must conform to the print edition. The exceptions to speaking the written text as it is printed are those situations in which established convention for speaking written language takes precedence over adhering to the written text.

Narration must be word perfect for the following texts, as well as citations from them:

b. Sacred texts of religion

c. Historical documents

d. Literary texts (such as poetry, novels, and short stories)

e. The narration must include appropriate supplementary data, such as appendices, bibliographies, chronologies, discographies, filmographies, notes, etc.

8. Correct pronunciation

Final authority for judging correct pronunciation will be determined by TEA staff.

a. Pronunciation must be appropriate to the context in which the word is used and to the nature, style, and period of the written text.

b. Great care must be used to accurately pronounce proper names, foreign language words, and foreign language phrases, but without sounding “careful” in the manner of pronunciation.

c. The publications listed above in A.1 must be the first sources consulted for correct pronunciation. The contractor is responsible for all research necessary to ensure correct pronunciation if the publications listed in A.1 do not provide needed pronunciations. Specialized reference works in music, law, medicine, and British speech may be used as needed.

If there is a question on acceptance of a publication as an authoritative source for correct pronunciation, final authority for accepting any publication will be determined by TEA staff.

9. Content of Digital Talking Book (DTB) announcement file

a. Spoken announcements must be used for the beginning and ending of all digital recordings.

Opening Book Announcements must contain the following information:

b. Title

c. Author

d. ISBN

e. Copyright

f. Further reproduction or distribution in a format other than a specialized format is an infringement of United States copyright law.

g. Number of pages the book contains.

h. Approximate reading in hours and minutes.

i. About the authors

j. Dedication, Preface, Forward, Acknowledgements, Contents, etc. in the order in which they appear in the print copy.

k. For the Table of Contents, include the page reference preceding each reference with

“page.”

l. For anything after the Table of Contents, include “page” by specific instruction only.

m. End of Book Announcement must contain the following information:

1. This concludes the digital recording of (title of book).

n. Digital recording date

o. Digitally recorded by

p. Published by (publisher’s name and address if it appears in the print edition)

q. Further reproduction or distribution in other than a specialized format is prohibited.

10. Technical aspects of the system used to record the original master.

a. The entire spoken text of the title must be recorded with a sample rate of 44.1 kHz, 16 bits per sample, or the entire spoken text of the title must be recorded with a sample rate of 22.05 kHz, 16 bits per sample. The use of more than a single sample rate in any book is prohibited.

System performance must meet the following requirements:

b. Distortion—total harmonic distortion contributed by the system must not exceed 1.0 percent.

c. Technical characteristics of soundtracks

1. All soundtracks must have duration of not more than 60.0 minutes, nor less than 20.0 minutes. The exceptions to this requirement are when the entire recorded text requires less than 20 minutes, or the last side of a title requires less than 20 minutes.

11. Quality assurance—monitoring the narrator.

a. All digitally recorded narration masters of instructional materials produced under TEA contracts must be done with a monitor who is fluent in reading and speaking the language in which the text is printed. The monitor must have an identical copy of the text used by the narrator.

b. The monitor controls all technical operations during a digital recording session and is responsible for detecting any element that may affect the accuracy or consistency of narration, or the acoustical quality of the soundtrack. When such elements are detected, the monitor must stop the digital recording and take appropriate corrective measures.

B. Specifications for Speaking Written Text

This information summarizes characteristics and practices considered important for narration of a written text.

The information, if properly used, can assist studio directors in better evaluating auditions of candidates who wish to be narrators. It can also assist production staff in better evaluating narration performance.

1. Narrator The characteristics considered most important for narration include the following:

a. Ability to modulate the voice through the range of vocal dynamics essential to good narration.

b. Ability to manipulate the voice to produce fluent speech that has good clarity.

c. Strength to generate sound levels that are sufficient to achieve a clear recording of the voice.

d. Stamina to maintain consistency of all vocal characteristics throughout a recording session without audible tiring.

e. Absence of any characteristic that might become a distraction during extended periods of listening.

All normal speech has some degree of coloration that is a blend of cultural influences, regional influences, and characteristics specific to the individual. The blend considered most suitable for narration has the following qualities:

f. Has good clarity and is easy to understand.

g. Has no characteristic that adversely affects speech intelligibility.

h. Has no characteristic that might become a distraction during extended periods of listening.

The narrator must be fluent in reading and speaking the language in which the text is printed and knowledgeable in the subject of the material that is being narrated. Narration skill is a composite of many communication talents and abilities. Those considered most important include the following:

i. A natural sensitivity to the meanings of words and phrases.

j. The talent to deliver a verbal performance that conveys the sense, meaning, and style of the text.

k. Knowledge of the subject matter and talent to convey the essence of the printed text.

l. A sense for the internal meaning and rhythms in a written text and the talent to convey them in the narration.

m. Ability to be consistent throughout the narration.

2. Narration Important characteristics of narration include, but are not limited to the following:

a. Delivering the narration in a conversational manner.

b. Conveying the sense of the text.

c. Using emphasis, inflection, phrasing, stress, timing, and other appropriate speech art skills

d. Avoiding a delivery that is stilted, mechanical, or monotonous.

e. Avoiding narration characteristics that might become a distraction during extended periods of listening.

f. Using appropriate conventions for speaking written language.

g. Accomplishing the narration at a pace that enables the narrator to convey the sense most naturally.

Practices that affect narration accuracy include, but are not restricted to the following:

h. Conforming to the print edition as far as linguistically practical.

i. The exceptions to speaking the written text as it is printed are situations in which established convention for speaking written language takes precedence over adhering to the written text as it is printed. In certain situations, speaking the written text as it is literally printed will make the spoken text sound awkward. Some typographical elements in written texts—such as caliber of firearms, fractions, types of aircraft, acronyms, and so forth—should be spoken according to the appropriate convention for speaking written language, and not verbatim. For example, the convention for speaking the written phrase “a .38 caliber bullet” is “a thirty-eight-caliber bullet,” not “a point- three-eight caliber bullet.”

j. Reading verbatim sacred texts of religion, historical documents, and literary texts (such as poetry, novels, and short stories), as well as citations from them.

k. Reading supplementary data when appropriate, such as appendices, bibliographies, chronologies, discographies, and notes.

l. Correcting errors in the written text identified during the recording process, but only when appropriate.

m. Correct pronunciation is as important to the spoken text as correct spelling is to the written text.

Practices that affect correct pronunciation include, but are not restricted to the following:

n. Using pronunciation that is appropriate to the context in which the word is used.

o. Using pronunciation that is appropriate to the style and period of the written text.

p. Using great care to accurately pronounce proper names, foreign-language words, and foreign- language phrases, but without sounding “careful” in the manner of pronunciation.

q. Researching authoritative reference sources for needed pronunciations. Specialized reference sources (music, law, medicine, etc.) should be used as needed.

3. Practices

a. Visual cues, such as type sizes and styles, sidebars, and placement of text, are used in print to organize and prioritize the text for a sighted reader. Speaking of the written text in the order it is laid out on the printed page may not convey the information in the order of importance as indicated by those visual cues. In such situations, the most logical reading order is that which conveys the order of importance as indicated by the visual cues, not the order laid out on the printed page.

b. A text, written or spoken, must have some form of punctuation. Print punctuation intended for the eye gives coherence and intelligence to a written text, but verbal punctuation intended for the ear gives coherence and intelligence to a spoken text.

Verbal punctuation is a composite of the emphasis, inflection, phrasing, stress, and timing used in the spoken text to deliver the written text.

C. Specifications for Production of Copies of Digitally Recorded Instructional Materials

1. Technical characteristics of digital recording

a. All soundtracks in digitally recorded instructional materials must have a duration of not more than 60 minutes, but no less than 59 minutes. The exception to this requirement is the final side which may be less than 59 minutes in duration.

b. The average signal level of the spoken text in any soundtrack must be uniform between minus 9 Volume Units (VU) and minus 5 VU.

2. Audible characteristics of digitally recorded copies

a. When the digitally recorded copy of an instructional material is reviewed by the designated representative of TEA, negative characteristics judged to be audible to an objectionable degree may cause rejection of the recording.

Examples of such characteristics include, but are not restricted to the following:

1. Distortion

2. Hum

3. Background noise in the narration environment.

4. Difference between a section of soundtrack that has a correction and any other section of the same soundtrack.

5. Gaps, seams, or transients in edits.

6. Effects caused by sound processing devices (such as automatic gain controls, compressors, equalizers, etc.)

7. Radio frequency interference (RFI)

3. Acoustical quality and speech intelligibility When a copy of a digitally recorded instructional material is reviewed by the designated representative of TEA, it will be judged for acoustical quality and speech intelligibility. Final authority for judging acceptability of acoustical quality and speech intelligibility of digitally recorded copies rests with the designated representative of TEA.

a. A digitally recorded instructional material may be rejected because soundtracks are judged to have a muffled, brassy, or tinny quality, an objectionable degree of sibilance, or other acoustical characteristics judged to be audible to an objectionable degree.

b. The spoken text must have good clarity in digital recording that has a clean, quiet background.

4. Quality assurance—inspection of the contractor TEA reserves the following rights:

a. Inspect quality assurance procedures on-site as they are used by the contractor to produce master digitally recorded instructional materials and digitally recorded copies of those recordings.

b. Inspect production facilities or digital recording duplicating processes at any reasonable time.

c. Inspect any processes, procedure, or tests being performed.

The designated representative of TEA has the authority, without advance notice, to select random samples of digitally recorded instructional materials at any time during the contract for testing specification requirements.

TEA may direct the awarded contractor(s) to shift production efforts and focus on the speedy completion of specific titles as needed. TEA requires quality accessible materials to be produced in the most expedient manner possible.

1.8. Project Deliverables and Milestones

In addition to the scope and information provided above, TEA will expect the awarded contractor(s) to:

1. Inventory the NIMAS files, PDFs, and print materials as they arrive from publishers.

2. Store and maintain all files and source materials for the term of the contract.

3. Produce high-quality materials, free of defects, within the prescribed timeline:

a. Orders received on or before July 22, 2024, should be delivered to LEAs by August 22, 2024.

b. Orders received after July 22, 2024, should be delivered to LEAs within 30 days from receipt of the order, as applicable.

4. Submit periodic reports to TEA using the prescribed format, method, and timeline as determined by TEA. Report information includes, but is not limited to the following:

a. Number of orders completed, shown as shipped in the state ordering system (currently EMAT), and delivered to the ordering LEA within the timeframes specified by TEA. Include the purchase order number, LEA name, title of material, ISBN, and amount of time required to complete the order from start to finish.

b. Number of orders not completed, entered in the state ordering system (currently EMAT), and delivered to the ordering LEA within the timeframes specified by TEA. The reported data should include the purchase order number, LEA name, title of material, ISBN, status of the order, including volume numbers which have been provided, and the reason for not completing the order within the timeframe specified.

1.9. Collaboration

The awarded contractor(s) will collaborate closely with TEA staff for this project. These responsibilities include, for example:

Awarded Contractor(s) Responsibilities:

- Engaging in ongoing, responsive communication about the project(s).

- Participating in scheduled project meetings.

- Working continuously on the project, including during summer months.

- Adhering to the schedules for deliverables as specified by TEA after consultation with the awarded contractor(s).

- Notifying TEA within 48 hours of project-related issues that negatively impact timelines.

- Obtaining advance written approval from TEA prior to any staffing changes or additions, especially changes to key staff members assigned to this project.

- Producing high-quality drafts of all submitted work products, reports, evaluation plans, analysis plans, and instruments, etc. with minimal typos and in alignment with applicable guidelines (branding, accessibility, reading level, etc.).

- Responding within 5 business days to all requests for feedback on evaluation plans, methodology, analysis plans, instruments, data manipulation, analysis results, reports, etc.

- Responding within 48 hours to inquiries regarding invoicing and document requests (as in the case of an audit); and

- Adhering to all terms and conditions of the contract with TEA, for example, following the change management process for contract revisions; informing TEA of changes in ownership, key staff, or subcontractors; and immediately reporting actual or potential conflicts of interest to TEA.

TEA Responsibilities:

- Providing awarded contractor(s) and any subcontractors with information on changes in legislation, reporting needs, or any other activities that may impact the project(s);

- Collaborating with the awarded contractor(s) to address unforeseen developments, identify issues, and propose solutions;

- Coordinating support and resources for the project;

- Providing necessary data and documentation;

- Reviewing and approving the contractor’s evaluation and analysis plans, including all qualitative and quantitative methodologies and data analyses;

- Reviewing use of data, data sources, data manipulation, data processing business rules, and analytic results;

- Monitoring the awarded contractor’s progress, as outlined in the contractors-submitted monthly progress reports to ensure compliance with contract terms;

- Reviewing and approving monthly invoices (including disputing invoices as necessary and working with the contractor(s) to resolve disputes);

- Providing and coordinating feedback on all submitted reports;

- Monitoring the awarded contractor’s performance and compliance with the terms and conditions of the contract, including following the change management policy for all amendments and budget revisions; and

- Monitoring proper transmission and destruction of data.

1.10. Contract Monitoring and Dispute Resolution Procedures

TEA monitors its contracts to ensure contractors adhere to the terms and conditions of their TEA contracts and to prevent fraud, waste, and abuse. TEA Contract Managers carefully review invoices to verify the following:

- Goods and/or services provided are included in the contract.

- Charges match the contract budget and pricing clearly ties to the task plan.

- Invoice charges are within scope, allowable, and reasonable.

- Invoice amounts are tied to specific contract tasks with enough supporting documentation to show that goods and/or services were received and were of acceptable quality; and

- Each invoice shows the contract number, purchase order number, dates of service, tasks, and pricing.

All pricing provided in the response should include a specific deliverable or a set of deliverables that demonstrate successful completion of activities. All activities must have documentation to support their completion. TEA reserves the right to reject goods and/or services which do not address the deliverables stated in the contract and do not meet TEA quality review.

In addition to carefully reviewing invoices prior to authorizing payment, TEA Contract Managers conduct ongoing contract monitoring activities depending on the nature and risk factors associated with the contract.

Examples of standard contract monitoring activities include:

- Monitoring the contractor’s progress and performance to ensure goods and/or services conform to the contract requirements.

- Managing, approving, and documenting any changes to the contract through the change management process authorized by the terms of the contract.

- Maintaining documentation verifying those goods and/or services were reviewed and accepted.

- Monitoring the contract budget to ensure sufficient funds are available throughout the term of the contract.

- Identifying and resolving disputes with the contractor(s) promptly.

- Exercising legal remedies, as appropriate, when a contractor’s performance is deficient; and

- Confirming all goods and/or services have been delivered and delivery is completed prior to the expiration date of the contract.

TEA will determine whether a contract should be subject to enhanced monitoring, an increased level of monitoring. For example, a contractor who has access to sensitive data or contact with students may be subject to enhanced monitoring. In addition to the responsibilities that come with standard contract monitoring, Contract Managers may implement any of the following examples of enhanced monitoring measures:

- Developing a Quality Assessment Plan (QAP) to document contract monitoring activities.

- Conducting site visits to a contractor’s facility.

- Holding regular project management meetings with the contractor(s) to ensure the project is meeting established milestones and deadlines.

- Reviewing contractors-prepared progress reports.

- Reviewing satisfaction surveys from training attendees or other quality assurance reports.

- Implementing a corrective action plan if contractor(s) is not meeting contract performance expectations.

- Monitoring contractors’ performance and invoking applicable remedies for contract breaches (for example, liquidated damages assessed for service level agreement breaches); and

- Monitoring contractor’s access to sensitive data and ensuring data is handled properly and returned or destroyed at the end of the contract, as appropriate.

TEA expects contractors to support these monitoring efforts including responding promptly to requests for documentation and working together in good faith to resolve disputes.

In the event of a dispute, TEA will make every effort to resolve the issue(s) with contractor’s project staff before escalating to executive-level management. Throughout the dispute resolution process, the parties should make a good faith effort to work together toward a mutually beneficial resolution. Resolution may include corrective action plans, substitutions, liquidated damages, or other remedies, as appropriate.

2. Submission Process and Instructions

2.1. Response Format

Contractors must submit a complete response and follow all instructions contained within this solicitation.

Responses with conditional clauses, alterations, or irregularities are subject to rejection by TEA in its sole discretion. Contractors must submit responses electronically and ensure TEA receives them no later than the deadline stated in the Anticipated Schedule of Events. TEA will not accept late responses.

A complete response consists of two parts: Digitally Recorded Sample(s) (Attachment J) and the Response Narrative. The Digitally Recorded Sample(s) are described in Section 3.5. The Response Narrative consists of all items on the Proposal Checklist in Attachment D.

Response Format and Requirements:

- Responses must be submitted as a single portable document format (PDF) file containing all required components and attachments.

- The file name should be short but descriptive and avoid special characters. Use capital letters, hyphens, or underscores instead of spaces or periods. (i.e., 23-019_CompanyName_Response).

- Contractors must ensure an authorized representative sign all required forms and those signatures are included in the electronic file (digital signatures or scanned ink signatures are both acceptable).

- Contractors must sign the Execution of Offer contained within Attachment B. By signing the Execution of Offer, the contractor affirms that all statements within the response are true and correct. Discovery of any false statement in the response may void the submitted response or any resulting contracts.

- Contractors must submit responses by ShareFile link.

2.2. Electronic Submission Process

Submission by ShareFile

TEA will only accept responses using ShareFile as a secure electronic submission method. To upload their response document(s), contractors must navigate to the specially created ShareFile folder linked below.

Contractors must include their name, company name, and email address prior to the upload. TEA encourages contractors to follow the filename conventions outlined above.

Once uploaded, the ShareFile application will notify TEA of the upload and send confirmation of the submission to the contractors’ email address entered prior to document upload. The file(s) will be date and time-stamped upon upload. Only approved TEA staff will have access to the information contained in the secure ShareFile folder. TEA relies on the upload confirmation to determine the timeliness of the response.

Contractors are advised to plan ahead to ensure TEA receives their response ahead of the deadline. TEA determines whether a response is on time or late based on when TEA receives the response, not when it is uploaded or submitted.

The secure ShareFile link for this solicitation is:

Intent to Submit Response

TEA requests contractors notify TEA via email at TEASolicitations@tea.texas.gov as soon as possible of their intent to submit a response (see Attachment A). Filing this notice is not mandatory; however, it assists TEA in anticipating the volume of responses to better expedite the review process and finalize the contract award(s).

Filing this notice in no way obliges the filer to submit a response. Failure to submit a Notice of Intent will not disqualify a contractor from consideration. A contractor that does not file this notice is still eligible to submit a response.

This RFQ will require digitally recorded samples (Attachment J) to be submitted electronically using ShareFile as a secure electronic submission method. The response submission using ShareFile as a secure electronic submission method remains the only acceptable method to send a response to TEA for this solicitation. More information pertaining to the sample materials can be found in Section 3.5 of this RFQ.

2.3. Communication

To protect the integrity of the procurement process, contractors must adhere to the communication procedures outlined in this solicitation.

Limited Contact Policy

Contractors must send all communications about this solicitation via email to the designated TEA Procurement Staff member at TEASolicitations@tea.texas.gov. Contractors may contact the TEA Historically Underutilized https://tea.sharefile.com/r-r035a642f8d91405b91f9d5e25ad11268 https://tea.sharefile.com/r-r7e8ddd70a5dd47ad872cde8db1b71d9e

Business (HUB) office at HUBOffice@tea.texas.gov for the purpose of addressing HUB and HUB Subcontracting Plan (HSP) questions only.

TEA will not accept phone inquiries regarding this procurement.

Non-procurement staff at TEA may not discuss this procurement with outside parties. If a potential contractor fails to observe this prohibition or attempts to circumvent the limited contact policy, their response may be subject to disqualification.

The limited contact policy does apply to discussions concerning matters unrelated to this procurement, including business related to current contracts with TEA.

Question and Answer Process

TEA will post additional information regarding this procurement on the ESBD at http://www.txsmartbuy.com/esbd.

Contractors may submit questions to TEASolicitations@tea.texas.gov within the date and time specified in the Anticipated Schedule of Events. TEA will compile questions and related responses into one or more addenda documents and post them on the ESBD. Failure to periodically check the ESBD will in no way release contractors from complying with additional requirements contained within additional information posted on the ESBD.

Communication after the Response Due Date

Between the response due date and contract execution, TEA may communicate with contractors to:

- Seek clarification regarding response(s).

- Invite contractors to participate in oral presentations.

- Conduct negotiations, including requesting a potential contractor’s best and final offer (BAFO).

- Exchange information required to facilitate a potential contract award(s).

TEA will notify all contractors of the award or non-selection upon contract execution. The Limited Contact Policy remains in force until all contracts from this solicitation have been executed.

2.4. Response Requirements

TEA will not consider late or incomplete responses. Responses that address only part of the requirements of this solicitation are non-responsive.

Failure to formalize the terms of the response by signing the Contract Terms, Conditions and Affirmations, Response Preferences, and Execution of Offer will result in disqualification of the offer contained within the response.

Contractors must carefully review and complete all forms within the solicitation. TEA encourages contractors to review TAC § 20.285 regarding the good faith effort requirements of the HSP and to reach out to the HUB Office at HUBOffice@tea.texas.gov with questions. Failure to comply with HUB requirements, including correctly filling out all HUB related forms, will result in disqualification.

mailto:HUBOffice@tea.texas.gov http://www.txsmartbuy.com/esbd mailto:TEASolicitations@tea.texas.gov https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=285 mailto:HUBOffice@tea.texas.gov

TEA reserves the right to reject responses and to negotiate portions thereof, including identified personnel.

Contractors must furnish clarifying information to TEA if requested. Failure to provide the requested material or information may disqualify the response.

The selected contractor(s) must collaborate with TEA staff to clarify the project design, design of the materials, project activities, and/or other work products and modify these items, if necessary.

All responses received to this solicitation are the property of TEA. TEA is not liable for any costs incurred in the preparation or submission of a response.

Texas Public Information Act

Responses submitted to this solicitation are subject to release under TGC, Chapter 552, Public Information Act.

If TEA receives a Public Information Act request for response(s) received under this solicitation, contractors may have the opportunity to demonstrate that some or all their response falls into one or more exceptions to disclosure.