CALL FOR BIDS

Document Sample
CALL FOR BIDS Powered By Docstoc
					                                  2009 CALL FOR BIDS
                         INSTRUCTIONAL MATERIALS/TEXTBOOKS
                       SOUTH CAROLINA STATE BOARD OF EDUCATION

TO WHOM IT MAY CONCERN:

The State Board of Education of South Carolina hereby gives notice that it or its duly appointed committee will meet in the
City of Columbia at 12 o'clock noon, April 8, 2009, to open bids for instructional materials including digital and printed
textbooks to be used in the public schools of this State, for which the said Board may lawfully prescribe and adopt
instructional materials and textbooks. The use of adopted materials shall begin June 1, 2010. The subject areas
opened are expanded to include appropriate instructional materials for students of varied ability levels. Bids
for instructional materials will be received for the following subject areas.

        Mathematics, Secondary
         Algebra 1 and 2
         Geometry
         Mathematics for the Technologies 1 and 2
         Mathematics for the Technologies 3

The State Board of Education shall receive, through its Administrative Officer, the State Superintendent of Education,
sealed bids on or before 12 o'clock noon, April 8, 2009. Bids will be opened in Room 800A at the South Carolina
Department of Education (SCDE) and no bids will be accepted after the deadline.

                                            BID SUBMISSION REQUIREMENTS
 Sealed Bid
  Due to the current budgetary reductions, the South Carolina Department of Education (SCDE) is assuming cost saving
  measures to reduce the cost of providing state-funded student materials to schools. Publishers are to limit ancillary
  materials to teacher editions, teacher resource CD-ROM or electronic version, and in-service/staff development.
  Publishers may bid a variety of materials but only the core student materials will be state funded. Non-core items bid
  by publishers will be listed as supplemental for districts to purchase with local funds.

  Only those items having intellectual content that serve as a tool for assisting in the instruction of a subject or course
  such as hard backed or soft backed textbooks, consumables, learning laboratories, manipulatives, electronic media, and
  computer courseware or software may be offered. Publishers may not bid items, including equipment and supplies that
  do not have intellectual content. The SCDE reserves the right to reject any items bid, which it deems lacking in
  intellectual content or not suitable for providing instruction.

  Bid forms must be submitted in duplicate and marked Official Instructional Materials/Textbooks Bid. Rewritable
  CDs containing the identical information as shown on the Sealed Bid Forms must be included with the sealed bid or
  provided by e-mail on or before the bid opening deadline of 12:00 noon on April 8, 2009.

  A completed bid affidavit must accompany all bids and will be made part of any contract that may result from this bid.
  Bid affidavit and Sealed Bid Forms are part of the bid packet that may be ordered by publishers by using
  the enclosed 2009 Intent to Bid form or on the Web at http://publisher.mysctextbooks.com/ under 2009 Call for
  Bids. A downloadable Excel or Access database is also available to use for submitting a bid. Deadline for requesting the
  2009 bid packet is April 3, 2009.

 Ancillary Materials and Services Bid List
  The Ancillary Materials and Services Bid List must be completed and accompany the sealed bid as it will become a part
  of the contract for any instructional materials/textbooks adopted. Due to the current budgetary reductions, the South
  Carolina Department of Education (SCDE) is assuming cost saving measures to reduce the cost of providing state-
  funded student materials to schools. Publishers are to limit ancillary materials to teacher editions, teacher resource CD-
  ROM or electronic version, and services (in-service or professional development). Publishers may bid a variety of
  materials but only the core student materials will be state funded. Other items bid by publishers will be listed as
  supplemental for districts to purchase with local funds. Should there be no plans to offer ancillary material(s) or
  service(s) on a complimentary basis, indicate this on the form and submit with the bid. Note: For materials bid as
  parallel and/or functional curriculum for children with disabilities, ancillary materials should be provided
  per classroom and not on a per pupil ratio.


SDE 46-048-05
 “Good Faith Deposit”
  Each bid shall include a "good faith deposit" in the form of a certified check or cashier's check in the amount of $500.00
  for each book, program, or series of books. A “good faith deposit” cannot exceed in the aggregate of $5,000.00 from
  any particular publisher. Checks shall be deposited by the State Superintendent with the State Treasurer. In the event
  that any publisher submitting a bid neglects, refuses, or omits to execute its contract within 30 days after the contract is
  written and mailed to the publisher, the "good faith deposit" shall be forfeited to the State of South Carolina. Upon
  completion of the adoption process, the "good faith deposit" shall be returned to each publisher.

 National Instructional Materials Accessibility Standard (NIMAS)
  The National Instructional Materials Accessibility Standard (NIMAS) is a standard that will be used by publishers and
  states to prepare electronic files of print instructional materials in a timely manner. These files will be used to create
  accessible formats for students who are blind or other students with print disabilities. The following requirement is
  added to this contract in order for the state to be in compliance with the NIMAS (IDEA-2004):

  By agreeing to deliver the textbooks and related core materials marked with "NIMAS" on this contract, the publisher
  agrees to prepare and submit, on or before June 1, 2010, a NIMAS file set to the NIMAC (NIMAS development and
  technical assistance centers) that complies with the terms and procedures set forth by the NIMAC. Should the vendor be
  a distributor of the materials and not a publisher, the distributor agrees to immediately notify the publisher of its
  obligation to submit NIMAS file sets of the purchased textbooks and related core materials to the NIMAC, the files will
  be used for the production of alternate formats as under the law for students with print disabilities.

  Under these guidelines, “textbook” means the principal tool of instruction used in the classroom. It is a printed book or
  books that contain most, if not all, of the academic content a student needs to learn to meet the state or Local
  Education Agency’s academic requirements for that subject area. “Related core materials” are printed materials, other
  than textbooks, designed for use by students in the classroom in conjunction with a textbook and which, together with
  the textbook, are necessary to meet the academic requirements for the intended course. The materials should be
  directly related to the textbook and wherever possible they should be published by the publisher of the textbook.
  Related core materials do not include materials that are not written and published primarily for use by students in the
  classroom (e.g., trade books not bundled with the textbook, newspapers and reference works) not ancillary or
  supplemental materials that are not necessary to meet the academic requirements for the intended course. For
  purposes of these definitions, the term “academic requirements for the intended course” refers to relevant academic
  standards and requirements as established by a state educational agency or local education agency.

  Complete information about NIMAS and IMAC is available at http://nimas.cast.org and http://nimac.us.

         Required Submissions to Review Panels and South Carolina Department of Education (SCDE)
The appropriate Instructional Materials Review Panels and the SCDE must receive the following bulleted items on or
before May 27, 2009. All sample boxes and information mailed to the Department and Review Panels must be clearly
labeled “2009 Official Instructional Materials Samples” and marked with the appropriate subject area.

 Correlations/Alignment
  Materials will be reviewed based on criteria contained in the South Carolina grade-level academic standards for
  mathematics. Publishers are required to correlate instructional materials bid to the appropriate standards. Panel
  members and the SCDE must receive hard copies of the correlations by May 27, 2009. Publishers must provide
  alignment via e-mail to Kriss Stewart (kstewart@ed.sc.gov) by the May 27 deadline. Academic standards are available
  at http://www.ed.sc.gov/agency/Standards-and-Learning/Academic-Standards/. (Deadline: May 27, 2009)

 Manufacturing Specification (Form B and Form M)
  All books and electronic media (CD-ROM, videocassette, etc.) offered for adoption shall be manufactured in accordance
  with, or in excess of, the official Manufacturing Standards and Specifications for Textbooks established by the Advisory
  Commission on Textbook Specifications (ACTS), as revised and amended. Provided, however, the State Board of
  Education reserves the right to waive deviations and technicalities from the specifications.

  With the official bid, publishers shall submit a statement (Form B) for each hardbound pupil edition and a statement
  (Form M) for each electronic media item bid. Exceptions will be allowed if publishers need more time to finalize Forms
  B and M, however, not to exceed the deadline for submitting samples of May 27, 2009. Publishers must indicate on the
  appropriate form if the sample does, or does not, meet the terms of the manufacturing standards.



SDE 46-048-05
 Official SC Department of Education (SCDE) Samples
  Publishers are required to provide samples to the SCDE consisting of one copy of each title bid, ancillary items bid,
  correlations, the evaluation brief for each program, and access code(s) for electronic materials. Deliver official SCDE
  samples to the R. L. Bryan Company, 301 Greystone Boulevard, Columbia, South Carolina 29210. (Deadline: May 27,
  2009)

 Official Review Panel Samples
  Appropriate Instructional Materials Review Panels shall receive official samples consisting of one copy of the
  instructional materials offered, each ancillary item bid, correlations, related evaluation briefs, and access code(s) for
  electronic materials. The shipping addresses for the Review Panels will be mailed to publishers on April 27, 2009.
  (Sample Deadline: May 27, 2009)

 Materials in Manuscript Format
  Materials may be bid in manuscript format and adoption will be subject to final approval after the material is completed
  and printed. Content of materials bid in manuscript must be complete. Samples in manuscript format shall be
  submitted according to the above instructions for official Department and Review Panel samples. (Deadline: May 27,
  2009)

 Instructional Materials Review Panel Presentations
  The Instructional Materials Review Panel meets June 8–June 12, 2009, for orientation and presentations by publishers
  who have submitted bids for the 2009 adoption cycle. Publishers will need to contact Kriss Stewart, Program
  Coordinator, from April 13–17, 2009, to schedule presentation times. Each publisher will be given 30 to 60 minutes
  depending on the number of publishers with submissions for a subject area. Contact Mrs. Stewart by e-mail at
  kstewart@ed.sc.gov or by phone at 803-734-8393.

 Disposition of Instructional Material Samples
  Sample copies of instructional materials/textbooks and supplementary materials furnished to members of Instructional
  Material Review Panels shall remain in the possession of panel members until the adoption process has been completed.
  State Board of Education action on recommendations from the panels will be considered as the completion of the
  adoption cycle in a given year. Materials must be retrieved within thirty days of the completion of an adoption cycle.
  Publishers must retrieve samples at their own expense and provide shipping instructions with the samples mailed to
  Review Panel members (i.e., enclose a mailing label with company’s FedEx account number and mailing instructions to
  each panel member). The publisher shall notify the State Department of Education of its intent to reclaim or not to
  reclaim samples when bids are submitted.

                                      Public Review of Recommended Materials
A 30-day public review of recommended materials will be held from October 9 to November 8, 2009. Information on the
location of the public review sites will be mailed to publishers in September. A copy of the student editions for each grade
level of the recommended programs must be mailed to all review sites. For recommended classroom kits and digital
materials, publishers may send the student program or sufficient material to provide citizens with a thorough overview of
the program. Panel recommendations for instructional materials and comments from the public review will be submitted
for State Board of Education approval on December 9, 2009.

                                               Registration of Publishers
All bidders or publishers who plan to submit instructional materials/textbooks for adoption in South Carolina must register
with the State Department of Education, State Textbook Office, on or before 12:00 noon April 8, 2009. Registration
information shall include the names, addresses, and telephone numbers of all agents, employees, or persons retained for
legal or other services to whom there is being paid any salary, commission, or royalty for representing the bidder or
publisher in the State of South Carolina for the 2009 adoption cycle. The failure to comply with this provision shall be
deemed sufficient cause for rejection of the bid of such bidder or publisher. (Previously registered publishers must
register for the 2009 adoption cycle.)

The State Board of Education retains the right to reject any bid in whole or part and waive all technicalities. The State
Board of Education, at its option, may terminate the contract in compliance with State law and State Board Regulations.
The State Board may terminate the contract for a subject area should the area be opened for adoption and funded before
the end of the six-year contract.




SDE 46-048-05

				
DOCUMENT INFO