3-Scope of Work Document Editing and 508 Remediation 040226.pdf

Document Editing and 508 Remediation

ATTACHMENT B – Scope of Work

1. Background Information:

All public-facing materials created, distributed, or shared by the Utah State Board of Education (USBE) must be accessible to individuals with disabilities in accordance with applicable federal and state laws, including Section 508 of the Rehabilitation Act.

The School Safety and Student Services section (the Section) produces documents that may be shared through websites, email communications, grant applications, and other public channels. These documents must be accessible to ensure equitable access for all users, including individuals who rely on assistive technologies.

2. Purpose:

Due to the specific nature of Section 508 of the Rehabilitation Act, the Section is looking for a Contractor to ensure that the content of the documents are compliant with 508 and accessibility standards. The Documents will follow the USBE Style Guide. The associated vendor resources will be provided by the Section.

3. Vendor Qualifications

The Contractor must demonstrate prior experience providing document accessibility remediation for public-sector entities, including manual evaluation and remediation of tagged PDFs in accordance with Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and Section 508 requirements.

4. Accessibility Standards

All remediated documents must conform to:

https://www.access-board.gov/law/ra.html

● Section 508 of the Rehabilitation Act, as amended

● WCAG 2.1 Level AA success criteria, as applicable to documents and PDFs

(or the most current version of WCAG Level AA adopted by federal accessibility guidance, whichever is more stringent)

Remediation must address, as applicable:

● Proper document structure and tagging (headings, lists, reading order)

● Meaningful alternative text for images and graphics

● Accessible tables and data structures

● Correctly implemented form fields

● Keyboard accessibility

● Screen reader compatibility

● Accessible hyperlinks using meaningful link text

● Sufficient color contrast for readability

Documents will follow the USBE Style Guide. Source files, templates, and vendor resources will be provided by the Section.

5. Proposal Evaluation Criteria

Proposals will be evaluated based on the Contractor’s demonstrated ability to meet USBE accessibility standards. Consideration will include:

● Remediation Methodology Clear description of the remediation process, including manual review of document structure, tagging, and assistive technology compatibility.

● Testing and Verification Practices Use of both automated tools and manual testing methods. Proposals relying solely on automated or AI-based checks will be rated lower.

● Standards Alignment Demonstrated alignment with WCAG 2.1 Level AA, (or the most current version of WCAG Level AA adopted by federal accessibility guidance, whichever is more stringent) and comply with Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794), as amended.

● Verification Deliverables Ability to provide written accessibility verification beyond automated checker results.

● Relevant Experience Examples of similar remediation work completed for public agencies or educational institutions.

6. Scope of Work and Deliverables

The Contractor shall provide document accessibility remediation and technical writing services to ensure all deliverables align with applicable federal accessibility guidelines. Services may include, but are not limited to, the following:

● Reviewing finalized documents to identify accessibility barriers

● Remediating documents to meet required accessibility standards

● Applying appropriate tags, structure, headings, and metadata

● Creating, correcting, or remediating accessible form fields when required

● Ensuring compatibility with commonly used assistive technologies, including screen readers

● Providing alternative text (alt text) for images and graphics

● Ensuring transcripts and/or captions are available for audio and video content

● Verifying keyboard accessibility and navigability

● Ensuring links are accessible and meaningful when read out of context

(stand‑alone links)

● Maintaining a clear, simple design with consistent layouts

● Conducting quality assurance and accessibility compliance checks prior to delivery

Any content-related issues identified during the remediation process must be documented and communicated to the Section for review and direction prior to finalization.

Include the following when listing documents in the table below:

● Pre-revision length

● Approximate due dates

● Services needed for each (form fields, graphics, etc)

Document # Priority Due Date Team # of pages Tech. Edit Graphic

Design

Ref.

Links (Table of Contents)

Forms (fields)

Remediation

Least Restrictive Behavioral Interventions (LRBI) manual

1 As soon as possible

Student Serv.

(most of the work is in 30 pages)

Minimal Minimal Yes Yes Yes

Protective Factor toolkit

2 7/15/20

Prev. 45 Yes Yes Yes No Yes

Utah School Safety Playbook

1 6/1/26 SSC 30 Yes minimal Yes Yes Yes

Emergency Preparedness Planning Guide

2 Fall/Win ter 2026

SSC Being revised.

Current Version: 98 pgs

Support Yes No Yes

Min. Safety Reqs. 2 Fall SSC 10 No No Yes No Yes

Document # Priority Due Date Team # of pages Tech. Edit Graphic

Design

Ref.

Links (Table of Contents)

Forms (fields)

Remediation

Minimum Standards for CSA/HT Instructional materials (Parents)

6 8/30/26 Prev. 23 Minimal No yes no yes

Minimum Standards for CSA/HT Instructional materials (ASY)

5 8/20/26 Prev. 23 Minimal No yes no yes

Minimum Standards for CSA/HT Instructional materials (Students)

4 8/15/26 Prev. 23 Minimal no yes no yes

SBMH

Implementation Framework for Mental Health Supports

8/1/26 Student Serv.

51 Yes Yes Yes No Yes

609 Model Discipline 8/1/26 Student 48 Yes No Yes No Yes

Design

Ref.

Links (Table of Contents)

Forms (fields)

Remediation

Policy Serv.

Scoring Rubrics:

Adult Serving Youth Child Sexual Abuse

12 10/5/26 Prev. 28 Minimal No yes no yes

Scoring Rubrics:

Adult Serving Youth Human Trafficking

11 9/30/26 Prev. 46 Minimal No yes no yes

Scoring Rubrics:

Parent Guardian Child Sexual Abuse

10 9/25/26 Prev. 39 Minimal No yes no yes

Scoring Rubrics:

Parent Guardian Human Trafficking

9 9/20/26 Prev. 55 Minimal No yes no yes

Scoring Rubrics:

Parent Guardian Human Trafficking

8 9/15/26 Prev. 30 Minimal No yes no yes

Scoring Rubrics:

Elementary Student Human Trafficking

7 9/10/26 Prev. 35 Minimal No yes no yes

Design

Ref.

Links (Table of Contents)

Forms (fields)

Remediation

CSA/HT Instructional Material Letter of Intent

3 8/1/202

Prev. 2 Minimal no yes yes yes

Prevention Block Grant Resources Document

1 6/1/202

Prev. 36 yes minimal yes no yes

School Safety and Security Training

2 6/15/26 SSC

Undetermi ned

Minimal No Yes No Yes

Avoid, Deny, Defend 4 12/26 SSC Undetermi ned

Minimal No Yes No Yes

7. Manual Review Requirement

Automated and AI-assisted tools may be used to support document remediation; however, all deliverables must undergo manual human review prior to submission.

Manual review must include validation of:

● Logical reading order

● Document structure and heading hierarchy

● Quality and appropriateness of alternative text

● Accessible table construction

● Form field behavior and usability

● Compatibility with assistive technologies

● Color contrast check

● Link navigation confirmation

Automated checks alone (e.g., Adobe Acrobat accessibility checker or AI-generated remediation) are not sufficient to verify accessibility compliance.

8. Accessibility Verification and Documentation

The Contractor must provide written verification of accessibility compliance for all remediated documents. Verification must demonstrate evaluation against WCAG 2.1 Level AA (or the most current version of WCAG Level AA adopted by federal accessibility guidance, whichever is more stringent) and Section 508 requirements, which may include one or more of the following:

● Accessibility Conformance Report (ACR) or Voluntary Product Accessibility Template (VPAT) (document- or service-level)

● Accessibility Test Summary describing testing methods, tools, and standards used

● Equivalent documentation demonstrating compliance

Verification must reflect a combination of automated testing and manual human review.

9. Review and Acceptance

The Contractor will coordinate with the Section during final review to confirm accessibility requirements have been met. If accessibility issues are identified, the Contractor shall remediate those issues within the scope of the contract.

USBE retains final approval authority for all deliverables. USBE will retain ownership of all source and final documents.

10. Timeline:

The agreement will begin on the date of execution and end June 30, 2027, unless terminated sooner in accordance with the terms and conditions of the agreement.

The Contractor will meet with the Section at least monthly to discuss the mutually agreed-upon timelines and progress of the Documents. The monthly meetings will be scheduled by the Section in coordination with the Contractor.

11. Budget Information:

The amount payable to the Contractor for the expenses outlined in this agreement is not to exceed $80,000 and shall be expended in accordance with this scope of work.

The Documents listed in Section Three (Scope of Work and Deliverables) are prioritized based on available funding. Not all documents may receive funding.

The Section, along with the Contractor, will assess the remaining budget and projects to determine the subsequent work to be undertaken.

The costs are inclusive of all expenses. The Contractor is responsible for their own travel arrangements and expenses and cannot invoice USBE for travel.

12. Invoicing and Payments:

Upon completion of services, Contractor shall submit invoices electronically to the USBE accounting email, accountspayable@schools.utah.gov, and School Safety Center Executive Secretary, Melissa Muhlestein mailto:accountspayable@schools.utah.gov mailto:melissa.muhlestein@schools.utah.gov

(melissa.muhlestein@schools.utah.gov) for all goods and/or services provided in accordance with the terms on the agreement. Invoices may be submitted after the completion of each document. Invoices will not be considered for payment if submitted by another method.

Invoices shall include the following:

● Contractor Name

● Uniquely identifiable invoice number

● Invoice date

● Agreement or Purchase Order Number

● Vendor number

● Recipient Entity’s contact information (phone number and email address)

● Contractor’s authorized signature

● Date(s) goods/services were provided

● Itemized description of goods and/or services for which payment is requested

● Dollar amount requested

Invoices submitted by the Contractor to USBE without the required information will not be paid and shall be returned to the Contractor for completion.

All payments made to the Contractor under this agreement shall be made in the name of the Contractor, as it appears in this agreement. All payments will be sent to the address for the Contractor as it appears in the agreement. Changes to the information identified in this section must be requested in writing.

To obtain payment for the goods and/or services authorized by this agreement, the Contractor shall submit the itemized invoice together with supporting documentation of work performed.

USBE reserves the right to question or seek clarification for any cost invoiced if the invoice is not supported by proper documentation.

The Contractor may be required to repay USBE if, during or after the contract period, an audit or other review determines that payments made by USBE to the Contractor were incorrectly paid or were based on incorrect information received from the Contractor. USBE reserves the right to withhold any or all subsequent payments to Contractor until the incorrect amounts paid have been fully recovered.

13. Project Management

During the contract, any questions or other inquiries should be sent to the USBE Program Manager listed below.

Any changes or deviations from the agreement must be agreed to in writing through a proper amendment to the agreement. The parties identified below are the points of contact for the agreement for the purpose of amending the agreement.

Utah State Board of Education

Program Manager: Rhett Larsen School Safety Center Coordinator rhett.larsen@schools.utah.gov

(801) 538-7997

Contract Manager: Michael Iwasaki Director of Purchasing michael.iwasaki@schools.utah.gov

(801) 538-7621

Contractor Information: