English Textbook Adoption

Qualified vendors are encouraged to submit a proposal for English textbooks and supporting materials that are consistent with the Commonwealth of Virginia Board of Education (VDOE) for the applicable subjects.https://www.doe.virginia.gov/Vendors shall provide customer support for students, teachers, and staff using contracted textbooks and any related material or service. Vendors shall remain in compliance with the expected functionality criteria at the time of contract award and throughout the duration of the contract unless otherwise negotiated in writing.At the time of contract award, the vendor shall provide login information allowing for designated employees to access the contracted materials for review and planning purposes. Terms and conditions of pre-purchase access will be established during the negotiation phase of the RFP process. Students, teachers and staff shall have access to all online materials at the time of purchase.The Offeror shall complete and submit the Publisher’s Certification and Agreement, Attachment B, as required by VDOE.Ancillary resources to support teacher and student use of the submitted instructional materials should be submitted as part of the proposal and should be clearly labeled. All ancillary resources to be reviewed should be submitted as part of the original proposal submission in order to be considered at any point during the evaluation process. Ancillary resources received after the RFP closing date and time will not be considered until the negotiations portion of the RFP process.The vendor must provide details regarding plans when customer service and technical issues arise. When issues are identified, the vendor must develop plans identifying and resolving ongoing and significant concerns. Any and all concerns that may come up should be detailed in the proposal. The vendor’s corporate policy for escalation of issues should be included in this section.The vendor’s staff must be available for consultation with the Division on an as-needed basis between 8:00 am and 4:00 pm, Eastern Time, Monday through Friday throughout the school year which is September to June. During the summer months, staff must be available from 7:30 am to 5:00 pm, Eastern Time, Monday through Thursday.During the summer months each year, the Division may be operating on a summer schedule and will not be able to accept deliveries on Fridays during specific weeks. If this does occur during the summer months, vendor(s) will be notified once the dates have been agreed upon.The vendor shall offer pricing for all software licenses based on the term of the contract. Should the license only be offered on the firm’s licensing period, the Vendor shall offer this license as a perpetually at no additional charge or have the ability to prorate the license until a new contract is put into place.If offering online/digital format materials, the vendor shall state the format needed to access the materials and any other software needed such as Flash Plug-Ins, Java, applicable operating version, etc.To further comply with American Disabilities Act, the Division requires audio versions all of materials submitted.The vendor shall offer only one (1) textbook per course. Vendors are encouraged to offer the best textbook that would meet the Division’s needs.