508 Program Support_SOW_DRAFT.docx

STATEMENT OF WORK (SOW)

ACF Section 508 Accessibility Program Support Contract

1. General: (Formerly Background) The ACF Tech Section 508 Program is currently built on the framework of the GSA Section 508 Technology Accessibility Playbook, and the new E.O. M-24-08 Strengthening Digital Accessibility and the Management of Section 508 of the Rehabilitation Act.

All new innovative technical solutions should be in alignment with the Digital Service Playbook and industry best practices.

The contractor shall incorporate ACF IT requirements, including technical and/or detailed design documents within iterations, and follow the United States Digital Service Playbook. https://www.section508.gov/manage/playbooks/technology-accessibility-playbook-intro/ (Technology Accessibility Playbook | Section508.gov) Section 508 of the Rehabilitation Act of 1973, as amended (Section 508), requires Federal agencies to make their information and communication technology (ICT) accessible to people with disabilities. The law applies to ACF when it develops, procures, maintains, or uses ICT directly or in support of its Program Office customers. Under Section 508, ACF Tech must provide employees and members of the public with disabilities access to information comparable to the access available to others. In this inaugural contract, the Program is primarily focused on ACF Tech assets and content but may include Program Office support in the future as the Program matures and priorities dictate.

The U.S. Access Board is responsible for developing ICT accessibility standards (https://www.access-board.gov/ict/) to incorporate into regulations that govern Federal procurement practices. The ICT accessibility standards (Revised 508 Standards) are a legal requirement that apply whether the ICT is being provided to members of the public or employees. The standards define ICT as information technology and other equipment, systems, technologies, or processes, for which the principal function is the creation, manipulation, storage, display, receipt, or transmission of electronic data and information, as well as any associated content. Examples of ICT include but are not limited to computers and peripheral equipment; information kiosks and transaction machines; telecommunications equipment; customer premises equipment; multifunction office machines; software; applications; Web sites; videos; and electronic documents.

1.1 Description of Services/Introduction: ACF Tech is strengthening its interagency capacity for the assessment and remediation of accessibility characteristics for its ICT digital content. ACF Tech is seeking to build an autonomous Section 508 Accessibility Program and capacity for testing and remediation of its digital content in its inaugural contract and expand its Program and capacity for continued maturation of its Section 508 Accessibility Program for all of the ACF Program Offices and Staff divisions.

1.2 Background:

Section 508 of the Rehabilitation Act of 1973, as amended (Section 508), requires Federal agencies to make their information and communication technology (ICT) accessible to people with disabilities. The law applies to the Administration for Children and Families (ACF) when it develops, procures, maintains, or uses ICT.

Under Section 508, ACF must provide employees and members of the public with disabilities access to information comparable to the access available to others without disabilities. The U.S. Access Board is responsible for developing ICT accessibility standards (https://www.access-board.gov/ict/) to incorporate into regulations that govern Federal procurement practices. The ICT accessibility standards (Revised 508 Standards) are a legal requirement that apply whether the ICT is being provided to members of the public or employees. The standards define ICT as information technology and other equipment, systems, technologies, or processes, for which the principal function is the creation, manipulation, storage, display, receipt, or transmission of electronic data and information, as well as any associated content. Examples of ICT include but are not limited to computers and peripheral equipment; information kiosks and transaction machines; telecommunications equipment; customer premises equipment; multifunction office machines; software; applications; websites; videos; and electronic documents.

1.3 Scope:

This Statement of Work (SOW) describes the services that will assist ACF Tech and ACF Program offices with implementing Section 508-compliant ICT solutions, testing and validation of ICT, performing remediation of inaccessible ICT, developing and delivering accessibility training, and providing other accessibility support as needed.

The scope incorporates all required laws, regulations, rules, standards, and security guidance. Adherence applies to all Contractors providing services, inclusive of partnering arrangements, primes, and subcontractors.

The scope of work involves Contractor support to provide subject matter expert services and technical assistance for accessibility testing and remediation of ACF Tech’s digital content based upon industry standard best practices and tools for user experience methodologies. It includes both core and optional task areas which may be requested at the direction of the508 Accessibility Program Manager (the Program Manager) throughout the period of performance.

ACF Tech oversees the Section 508 Program to ensure persons with disabilities have access to ACF’s data and services. ACF Tech promotes integration of best practices and state of the art technology tools and utilities to deliver functional and accessible systems and services to ACF’s Staff and Program Offices to support their various communities, and the underlying infrastructure used by our internal and external customers. ACF believes everyone has a right to expect accessibility in its tools, systems, and infrastructure to ensure a rich and diverse employee base and customer community. In this initial contract, the Program is primarily focused on ensuring ACF digital content is accessible but may include Program Office support in the future as the Program matures and priorities dictate.

2. Tasks:

2.1. Project Management (CORE)

The Contractor will be responsible for the effective management and administration of work performed under this contract. The contractor shall also be responsible for ensuring that all tasks are performed in a timely, efficient, and cost-effective manner while maintaining the highest quality of performance.

The Contractor shall meet all of the applicable Revised 508 Standards for electronic content, software, hardware, and support services and documentation in 36 CFR 1194 and the WCAG 2.1 Level AA. Contractor personnel shall possess the knowledge, skills and abilities necessary to address the applicable Revised 508 Standards in 36 CFR 1194 and WCAG 2.1 Level AA.

This task includes, but is not limited to, the following activities:

Subtask 2.1.1 Project Orientation, Kick off Meeting and Project management or Work Plan.

Effective communication between the Contractor and the federal government, coordinated through the Contracting Officer’s Representative (COR) and successful management of the project as a whole are essential to the success of this Service Component, and the Program. The need for communication begins at the very start of the contract.

Within 5 to 10 working days of the award of contract, the Contractor shall initiate communication with the COR and other federal staff to discuss a range of topics, including, but not necessarily limited to, clarification of ACF’s interests and objectives for the project, conducting work on an efficient schedule and budget, coordination with the Program Manager, timelines for expectations for routine project deliverables, the challenges anticipated, and potential solutions. The Contractor shall support the Program Manager, COR, or the assigned Customer Engagement Business Partner to submit an ACF Tech OCIO Intake Request Form at ACF_NewTicket within 5 days of award to formalize/start the ACF OCIO Governance Framework requirements. For the purposes of a professional service contract, the Governance team will provide guidance as to the general requirements of the contract, administrative, and technical reporting requirements. The intake will be accompanied by or followed by an agenda submitted to the Program Manager, COR and the Contractor with any relevant clarifications or discussion points no less than five (5) working days prior to the discussion. Within two (2) weeks of the discussion date, the Contractor shall submit to the COR and Program Manager a memorandum summarizing major decisions reached and follow-up issues identified during this discussion.

The contractor will submit, on the 30th day from the onset of the contract a Project Schedule s Project Management Plan or Work Plan for the tasks to be completed for the period of performance and as described in the Statement of Work (SOW). The Work Plan should reflect chain of command, including the Project Manager, deputy(ies), and any specialists proposed by the contractor to fulfill specific roles or functional requirements. The Work Plan may be modified as necessary to reflect changes and progress in work. These changes shall be reflected in the weekly reports. Any changes must meet final ACF Tech approval. Contractor shall also provide within two (2) weeks of Orientation meeting a draft Work Plan or Project Management Plan to outline overall project execution; within two (2) weeks of receiving COR comments, Contractor shall finalize work plan. The Project Management Plan or Work Plan should include an overall Communications Plan or Quality Management Plan, or they should be developed and submitted independently for Government review and approval. The Communication Plan should describe the approach for addressing routine and non-routine Program communications including formal requirements stated in the following sections. Likewise, the Quality Management Plan should reflect the specific aspects of the Contractors corporate Quality System and how they will be implemented to support the Program. The Quality Management Plan should describe the independence of the quality assurance organization (or function), processes and specific implementation of quality principles tailored toward the technical tasks in this SOW. The Quality Management Plan should also reflect how the contractor remains current in light of evolving consensus guidelines and federal standards, and the process for updating the plan and its procedures to ensure continued compliance.

Subtask 2.1.2 Ongoing Communication with the Program Manager and COR Ongoing communication is also necessary to ensure successful completion of all service components, and should be both verbal (e.g., regularly scheduled conference calls) and written (e.g., monthly progress reports). The Contractor shall propose a schedule for telephone communications to update federal staff and/or members of the ACF Tech support team (Business Partner or Analyst and Governance lead) on progress and issues. Key Contractor staff, sub-Contractor staff, and/or consultants shall participate as needed to address progress and issues for discussion. The schedule for telephone discussions may be changed as agreed upon by the Program Manager and the COR. After the initial Contract Kick-off and governance initiation, the Contractor shall submit a proposed agenda for each call at least two (2) working days in advance of the scheduled date to the COR for comment. If there are materials that federal staff will need to review prior to the call date, such materials shall be submitted at least three (3) working days in advance of the call date. The Contractor shall submit a summary of telephone discussions to the Program Manager or COR for review and approval no later than five (5) working days after each regular telephone conference call.

Subtask 2.1.3 – Monthly Contract Status Report (CSR) In addition to the ongoing conference calls, the Contractor shall submit monthly contract status reports (CSRs) at regularly scheduled status meetings to provide a Financial Overview for Reporting Period and Cumulative Activities, Accomplishments for the Reporting Period, Contract Deliverable Status, Monthly Budget and Base and Modification History. Written monthly CSRs shall also include the following information: activities completed and progress on each task for the report month, including expenditure data by task, monthly and cumulative expenditures, and the balance remaining. Additionally, the Contractor shall provide a projections table that includes each of assigned service components and detail on each of the tasks completed, ongoing, and projected. The reports shall include details related to project performance and shall be submitted to the COR no later than the 15th day of each month or before submission by the Contractor of invoices related to that period of performance, whichever is earlier. Under this action, CSRs are the primary governance requirement for the professional services contract and will include:

· Discuss requirements and expectations for individual project kick-off and close-out meetings where appropriate for larger or more complex task assignments are requested under technical direction.

· Discuss requirements and expectations for continuous project management, including creating and maintaining shared action item trackers.

· Develop a communication plan for proactive communication, with a minimum of bi-weekly check-ins (with agendas, minutes, and follow-up communications) and reporting to the ACF COR and client teams on project progress.

· Discuss invoice requirements.

· Establish requirements for monthly 1- or 2-page written memos to the ACF COR and client teams by the last business day of the month that outlines the projects and other activities that the Contractor has completed in the past month, is actively delivering, and anticipates beginning in the next 1-2 months.

· Establish requirements for briefings with succinct, well-designed presentations to ACF senior leaders at the direction of the ACF client team or as required by the COR.

· Continuous reporting of contract staff assigned to ACF Tech technical assignments and any transition plans for key personnel. It is expected that key personnel transitioned will be reported as soon as they are apparent, that transition and succession planning will commence immediately, and that the COR and Program Manager will have approval authority for proposed interim and final staff replacements including review of candidate qualifications, experience descriptions, and past employer and customer references.

· Discuss on-boarding and PIV card requirements including the creation of a staffing roster to track staff onboarding activities from initial submission of background check/PIV card forms to PIV card issuance, issuance of GFE, and dates for when mandatory training was completed. GFE should also be tracked from initial issuance to eventual return to the government. GFE tracking should include HHS Barcode # and HHS ticket numbers including ticket numbers and dates for when GFE is returned.

· The Contractor must be able to adapt project management processes to fit the need for any given project. The Contractor is generally expected to err on the side of over-communicating with the ACF COR and client team rather than under-communicating.

· The Contractor’s team should be readily available on business days from 8 am ET – 5pm ET, with adjustments / exceptions only as agreed up on with the ACF COR.

Subtask 2.1.4 – Weekly Status Reports Once a week, or at an alternate frequency agreed upon in collaboration with the Program Manager, the contractor will prepare a weekly status report (WSR) of tasks assigned, started, and in progress as well as the tasks completed and delivered during the previous period, and the work projected for the next period. The WSR should also include reporting of any risks in the form of dependencies, blockages or impediments to the work assigned, mitigating actions and measures, and projected resolution.

Subtask 2.1.5 – Accessibility of Contract Deliverables As an accessibility testing and remediation contractor, it is expected that all deliverables produced or submitted by the contractor shall be Section 508 compliant, without exception.

Subtask 2.1.6 Project Handoff / Transitions As determined on a project-by-project and contract basis, the Contractor will support the transition of work, information, and deliverable knowledge to and from Government staff or other contractors as directed by the ACF COR and ACF client team. The transitioning should include but is not exclusive to the following components:

· Creating a clear transition plan collaboratively with the ACF COR and client teams

· Clear documentation on points of contact, methodologies, dependencies, updated procedures, risks, limitations, future opportunities for improvement

· Handover of any remaining assets (e.g., code, deliverables, documentation) not already shared with the Government.

· Training as needed to ensure no to minimal disruption of follow-on work.

Task 2.2 Section 508 Accessibility Testing and Remediation Support (CORE) Identify the specific Section 508 standards and guidelines applicable to the project. This includes understanding the technical standards outlined in the Revised 508 Standards (2017 as amended) covering areas such as software, websites, applications, documents, and multimedia.

The contractor shall anticipate the core of its assigned tasks under the subject contract to be centered on accessibility testing of ACF Tech’s digital content. The contractor shall ensure all of ACF’s internal and external websites, apps, digital content, and communications comply with prevailing federal regulations https://www.ecfr.gov/current/title-36/chapter-XI/part-1194, standards and guidelines described at https://www.federalregister.gov/documents/2017/01/18/2017-00395/information-and-communication-technology-ict-standards-and-guidelines; the Department’s Policy for Section 508 Compliance and Accessibility of Information and Communications Technology (ICT) https://www.hhs.gov/web/governance/digital-strategy/it-policy-archive/hhs-policy-section-508-compliance-accessibility-information-communications-technology.html and the underlying Web Content Accessibility Guidelines consensus standards referenced in HHS’s Policy: https://www.hhs.gov/web/governance/digital-strategy/it-policy-archive/hhs-policy-section-508-compliance-accessibility-information-communications-technology.html#2. Specifically, ACF Tech, as a Division of HHS will be required to meet the requirements of the WCAG 2.1 consensus standard to a level AA accessibility which are described here: https://www.w3.org/TR/WCAG21/. ACF Tech anticipates the contractor will utilize automated and manual testing, user experience simulation tools for testing and evaluation of ACF Tech’s digital content tools like those identified at: https://www.w3.org/WAI/test-evaluate/tools/list/. It should be noted that all tool reporting should include assessment against WCAG 2.1 Level AA and report outputs should themselves be compliant to those same criteria.

Subtask 2.2.1 – Conduct Accessibility Testing

2.2.1.1 Automated Testing

The Contractor shall utilize automated accessibility testing tools (e.g., Axe Monitor, Axe DevOps, WAVE, Accessibility Insights, or other tools such as those identified at https://www.w3.org/WAI/test-evaluate/tools/list/) to perform automated scans of digital assets and evaluate the results to identify common accessibility issues (e.g., missing alt text, improper heading structure, color contrast issues).

2.2.1.2 Manual Testing

Conduct manual accessibility testing to identify nuanced issues that automated tools may miss (e.g., keyboard navigation, screen reader compatibility). Test across multiple devices and browsers to ensure consistent accessibility.

Subtask 2.2.2 – Document Findings Create a comprehensive accessibility report detailing the findings from the testing phase. This report should include:

Subtask 2.2.3 – Recommend Priorities for Remediation Efforts The Contractor shall prepare recommendations for prioritizing remediation of identified issues based on severity and impact on user experience. Issues impacting core functionality or critical content should be addressed first. The Program Manager or COR will review and discuss the recommendations and align priorities with any ongoing initiatives or areas of leadership interest or concern.

Subtask 2.2.4 – Implement Remediation Solutions

2.2.4.1 Content Updates:

Update content to ensure its perceivable and understandable for all users (e.g., providing text alternatives for non-text content).

2.2.4.2 Development Changes:

In the event that the Contractor is engaged in pre-production work, or during production unit testing at the direction of the Program Manager, collaborate with developers to recommend and implement necessary changes to the codebase (e.g., adding alt attributes, fixing ARIA roles) to minimize post-production remediation.

Ensure new features and updates meet accessibility requirements.

Subtask 2.2.5 Conduct Re-testing After implementing remediation solutions, conduct thorough re-testing to ensure all identified accessibility issues have been addressed successfully.

Subtask 2.2.6 Final Accessibility Validation Following testing, remediation and re-testing, final accessibility testing includes inclusion of persons with disabilities to validate that the remediation has had its intended result – accessibility to all users.

2.2.6.1 User Testing

Engage users with disabilities to test the revised digital assets and gather feedback on accessibility improvements.

2.2.6.2 Compliance Validation

Validate compliance against Section 508 standards to ensure all requirements are met with a goal of no less than WCAG 2.1 level A attainment, where level AA is not achievable under prevailing constraints.

Subtask 2.2.7 Documentation and Reporting Prepare a final accessibility compliance report summarizing the remediation efforts undertaken and the outcomes of the re-testing phase. This report should demonstrate how well the digital assets now meet Section 508 accessibility standards. The ultimate objective is attainment of WCAG 2.1 Level A or AA, with proposed technology and level of effort requirements descriptions for achieving level AA if it is not achievable under prevailing constraints.

Subtask 2.2.8 Continuous Monitoring and Maintenance Establish processes for continuous monitoring and maintenance of accessibility features. This includes regular accessibility audits, communications with ACF Tech content creators and developers, and staying informed about evolving accessibility standards.

By following this structured process, the project team can effectively ensure that the digital assets meet Section 508 accessibility requirements and provide an inclusive user experience for all users, including those with disabilities. Each step should be documented thoroughly to demonstrate compliance with accessibility standards and guidelines.

Task 2.3 As needed and ad hoc testing and remediation (CORE) At the request of the Program Manager or COR, conduct as needed, and just in time testing and remediation of internal and enterprise-wide communications, training documents, or O&M service announcements. Most of these communications come from ACF Tech’s Front Office team which includes staff familiar with the accessibility standards and how to develop compliant documents. However, the Program Manager may be requested by leadership to support the assessment of emergency or quick turnaround announcements or communications to ensure accessibility for affected staff. It is expected that ad hoc testing and remediation will be subject to the same basic workflow as described, and that the same deliverables will be required in support of ad hoc remediation, as for routine testing and remediation.

Task 2.4 Prepare Section 508 Accessibility Testing and Remediation Procedures (OPTION) The Contractor will prepare written procedures describing the successful use of automatic and manual testing procedures, as employed in the execution and delivery of remediated digital content.

Separate procedures may be required for the different tools and tool combinations if multiple tools are available or required in routine or more complex testing. Procedures should include examples of both difficult and routine issue resolution, processes to identify and isolate them, and any additional measures taken to identify and remediate them.

Task 2.5. Assist Section 508 Accessibility Program Manager with System Inventory, Status, and Prioritization (OPTION) Identify and catalog systems with digital content and their respective status: those which have and have not been assessed, including those with issues identified through automated testing that have not been tested manually, and those which have been full assessed, but not remediated. This task is optional but could prove useful toward the end of the base period of performance to optimize utilization and overall effectiveness.

Task 2.6. Assist Section 508 Accessibility Program Manager with additional research and information gathering for Annual 508 Reporting to HHS (OPTION) As requested by the 508 Accessibility Program Manager, assist in collection and compilation of information required for submission to HHS for the Annual Section 508 Assessment. Some of these data may simply be comprehensive summaries of work performed or compilation of cumulative performance metrics over the course of the contract.

The following description of Section 508 Maturity levels and domains will be the basis for additional research and technical tasks to satisfy reporting requirements for HHS and Federal reporting for Section 508 Accessibility, if they are not integrated into routine technical tasks assigned by the COR and or the Section 508 Program Manager:

2.6.1 Section 508 Program Maturity Levels

In the Government-wide Section 508 Strategic Plan, OMB requires agencies to assess their Section 508 program maturity using the following criteria:

2.6.1.1 Ad Hoc: No formal policies, processes, or procedures defined.

Your agency has not established a framework for the consistent management of Section 508 compliance requirements for the technology it buys, builds maintains and uses.

2.6.1.2 Planned: Policies, processes, and procedures defined and communicated.

Your agency’s approach to ensuring technology is Section 508 compliant is defined and integrated into its policies and procedures. Section 508 policies and procedures sufficiently address all technology your agency buys, builds maintains and uses, as scoped by the Section 508 standards.

2.6.1.3 Resourced: Resources committed and/or staff trained to implement policies, processes, and procedures.

Your agency’s leadership and staff understand and support the Section 508 policies and procedures and know how to implement them. Your agency has dedicated sufficient resources to implement your Section 508 policies and procedures.

2.6.1.4 Measured: Validation is performed; results are measured and tracked.

Your agency tests and validates agency digital services and technology solutions to ensure they conform to the Section 508 standards. You are able to determine whether your policies and procedures are actually being followed. You measure the effectiveness of your Section 508 policies and procedures and are able to use your measures to manage risk and prioritize opportunities for improving your compliance program.

2.6.2 Section 508 Program Maturity Domains

In the Government-wide Section 508 Strategic Plan, OMB requires agencies to assess their Section 508 program maturity in each of the following domains:

2.6.2.1 Acquisition: Conduct validation of procurement solicitations to ensure incorporation of Section 508 contract language into Statements of Work and Performance Work Statements.

When purchasing technology, you must ensure the acquisition process addresses section 508 requirements. Solicitation language must clearly state what standards apply to the digital service or technology solution and require potential vendors to demonstrate they can meet the requirements.

2.6.2.2 Agency technology life cycles: Conduct validation of Section 508 requirements to ensure incorporation into agency life cycle activities, including enterprise architecture, design, development, testing, deployment, and ongoing maintenance activities.

Enterprise life cycles are used to define the end-to-end approach to approving, building, deploying, and supporting agency technology. The least effective and most expensive approach to supporting compliance is to treat Section 508 requirements as an afterthought in response to test results, or worse in response to complaints from people with disabilities. The most effective and least expensive approach is to consider Section 508 requirements at all stages of the enterprise life cycle. This is analogous to the saying “it’s cheaper and easier to use an eraser to modify an architectural drawing than a sledgehammer to tear down a wall.”

2.6.2.3 Testing and Validation: Testing and validation of Section 508 conformance claims.

While a review of Voluntary Product Accessibility Templates (VPAT) provided by a vendor or contractor is a starting point, sometimes testing may be required to validate assertions of Section 508 compliance, to inform remediation planning, and to monitor agency progress with achieving Section 508 compliance. In addition, testing may be required on an ongoing basis to validate the technology developed, maintained, and used by an agency is compliant with the applicable 508 standards as components are updated or replaced.

2.6.2.4 Complaint Management: Track and resolve incoming Section 508 complaints.

A clear process for addressing and tracking Section 508 complaints is necessary to provide for effective communication with complainants, to validate Section 508 non-compliance claims, to support an appropriate agency response aimed at minimizing legal exposure, costs, and loss of administrative time, and to serve as input into decisions related to resource and work planning.

2.6.2.5 Training: Training for stakeholders on roles and responsibilities related to Section 508 compliance.

Successful Section 508 programs rely on personnel with skills and expertise. Relevant resources need to be identified and trained. Mandatory training needs to be established and tracked. This includes, but is not limited to, training for web and software developers, acquisition professionals, human resource employees and communications specialists.

Task 2.7 Transition Period (BASE) The transition out period begins to begin 30 days prior to the end of the contract period of performance. During this transition out period, the contractor remains responsible for meeting all requirements under this contract. The contractor shall work with the 508 Accessibility Program manager and the subsequent contractor, if any, to avoid the disruption or degradation of services.

The Contractor shall support the transition of information and system knowledge to and from other Contractors as directed and to the 508 Accessibility Program Manager to ensure the continuity of operations, its related components, and workflows. The contractor’s plans should define transition efforts to be conducted, documentation, and information to be transferred to and reviewed with other relevant Contractors. Plans will be reviewed by and require the approval of the 508 Accessibility Program Manager and COR. A successful transition is defined as receiving/transferring 100% of the work required.

Task 2.8 Section 508 Training Support Services (OPTION) This functional service will assist ACF Tech and Program offices with developing training to ensure staff understand their responsibilities under Section 508 to ensure ACF purchases and builds accessible content and products. The scope of this service includes both in-person and virtual delivery training modules, and may be provided by a Section 508 Specialist, or Senior Section 508 Specialist.

It includes traditional delivery where the Contractor serves as a subject matter expert instructor sharing knowledge with a student cohort, and “train the trainer” activities intended to ensure that ACF personnel are educated and equipped to perpetuate the lessons to subsequent student cohorts as trainers.

Deliverables for this service include any training materials requested by the Contracting Officer’s Representative (COR) as part of the planned delivery method. This includes, but is not limited to, the creation of “how to guides”, lesson plans, activities, computer modules, and recordings suitable for rebroadcast or for on-demand training.

Deliverables provided as part of these services shall not be restricted by the Contractor or by any other source in a manner that would prevent ACF from future use of the information. ACF shall have unlimited rights to use the deliverables, to disclose, reproduce, prepare derivative works, distribute copies to the public, and perform publicly and display publicly, in any manner and for any purpose, and to have or permit others to do so.

Training Support Services will include development of role-based Section 508 training courses. The training is for any area of support or Section 508 compliance within the scope of this agreement and includes regulatory compliance even where the underlying technologies or compliance mandates evolve during the life of the agreement. The training courses are targeted for groups that include, but are not limited to:

• General staff on disability awareness, the Section 508 Standards and ACF accessibility policy,

• Developers and electronic content authors on how to develop accessible websites, applications, eLearning courses, recorded and live video, electronic forms and documents,

• Acquisition professionals on how to incorporate Section 508 requirements into acquisition activities, and

• Testers on how to test for Section 508 conformance.

Training may be performed on or off site.

Task 2.9. Audio Description Support Services (OPTION) This functional service will assist ACF Tech and Program offices with audio describing their pre-recorded video or multimedia productions, and may be provided by a Section 508 Specialist, or Senior Section 508 Specialist. Service providers must confirm requirements with offices prior to providing the service.

Service providers may be asked for an audio description script for approval.

Audio description is an additional audio track that describes essential visual information. Audio description can be used to enhance videos, museum exhibitions, live performances and educational programming. Audio description makes audio/visual media accessible to people who are blind or low vision by using words to capture what is happening on screen. Audio description is usually delivered as a separate audio track that a person would play alongside the original video (e.g., the cast/director commentary audio track provided for some films).

Audio description is played during natural pauses or periods of silence within the audio track.

Task 2.10 Captioning Support Services (OPTION) This functional service will assist ACF Tech and Program offices with captioning their pre-recorded video or multimedia productions and may be provided by a Section 508 Specialist. Specific terminology relating to Federally recognized Tribes, legal, financial and science will need to be considered.

Captions display spoken dialogue and non-speech information as printed words on a television screen or computer monitor. Captions appear transposed over the visual elements in a video and are synchronized so they appear at the same time as they are spoken or generated. Captions are specifically designed for viewers who are deaf and hard-of-hearing to enable their participation when viewing audio/visual productions. Captions are also beneficial to individuals who speak a foreign language, are watching audio/visual media in a noisy area, or who understand best by processing visual information.

Task 2.11 Sign Language Interpretation Support Services (OPTION) This functional service will assist ACF Tech and Program offices by providing sign language interpretation for their live and pre-recorded video or multimedia productions and may be performed offsite or onsite by an ASL Certified Interpreter. This service will enable individuals who are deaf or hard of hearing and who are fluent in American Sign Language (ASL) to understand the audio content of video or multimedia productions. Since sign language gives the ability to deliver inflection, emotion and other audio information, sign language interpretation may provide richer and more equivalent access to video or multimedia productions for individuals who are deaf or hard of hearing. Interpreting services may be performed on or off site. Interpreters are required to be Registry of Interpreters for the Deaf (RID) certified.

Note, ACF Tech currently contracts the Remote Communication Access Real-time Translation (CART) services which will expire in 2028. If ACF Tech desires to maintain this service, language must be included in this contract that the CART is a follow-on from this previous acquisition.

3. Period of Performance: The Government anticipates that the service agreement will have a one-year Base Period, four Option Periods of one year each. And, if required up to a six-month extension possible under the authority of clause 52.217-8 Option to Extend Services.

The timeline for completion of any project awarded as an order is determined by the service provider and the requesting office and is unique to the order.

Period of Performance (POP) Base Year: September 30, 2024, to September 29, 2025 Option Year 1: September 30, 2025, to September 29, 2026 Option Year 2: September 30, 2026, to September 29, 2027 Option Year 3: September 30, 2027, to September 29, 2028 Option Year 4: September 30, 2028, to September 29, 2029

3.1 Place of Performance: The work to be performed under this contract will be performed at the contractor’s place of business.

3.2 Type of Contract: The government will award a firm fixed price (FFP) not to exceed (NTE) based on labor categories and hourly rate estimates in the independent Government Cost Estimate (IGCE).

3.3 Recognized Holidays: The contractor will be available for the regular conduct of business, convening and attending meetings, and delivery of contract work products on all but the following federal holidays:

Independence Day

3.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00 AM and 4:00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons.

4. Key Personnel and Qualifications Labor Categories and Key Personnel The following, specific labor categories are deemed critical for the successful execution of work under this scope of services. They include Project Management and necessary supporting staff are required for the purpose of cost estimation and delivery of each assignment under technical direction. Labor categories in the table on the following page were included to ensure parity in the overall evaluation of offers.

If, in the course of estimating the cost of testing and remediation for a specific assignment, the Contractor assigns costs to specific tasks, the estimate shall be translated into estimated labor category hours for invoicing and projections.

5.1 Key Personnel:

The Contractor awarded this contract must be able to provide the following pool of data experts in a full-time capacity. The experts should have a baseline level of subject matter expertise in the human service domain, with demonstrated ability to dive deeply into specific topic areas.

If needed, the Contractor may engage subcontractors to provide specific technical and/or subject matter experts in support of deliverables.

Project Manager - The Project Director shall possess Project Management Professional or equivalent certification, expert level professional experience managing a similarly scoped and complexity contract with similar organizational impacts, tasking in a healthcare environment, leading projects that utilize agile methodologies.

Section 508 Specialist (Subject Matter Expert) - The Section 508 Specialist shall possess multiple years of accessibility testing and remediation and process documentation. They will be familiar with Section 508 regulations and standards and expected to familiarize themselves with ACF and HHS accessibility policy, legislation, compliance, and best practices for accessibility testing and remediation and assistive technology solutions and automated tools within a health care environment.

Where required, all contractor staff working on the subject contract shall submit a signed non-disclosure agreement in addition to proof prior to the start of the contract.

Bachelor's Degree and DHS Trusted Tester certification. For this labor category, four or more years of experience may be substituted for the Bachelor’s degree.

Accessibility testing and remediation Document Remediation Support Services Captioning Support Services Audio Description Support Services Tasks 2-4

Tasks 1-7

Performance Requirements Standards The government will use the Performance Requirements Standards (PRSs) described below to monitor the quality of the Contractor’s deliverables and performance. This oversight will help the government ensure that Contractor performance reaches required levels throughout the contract term. The PRSs provide the government with a proactive way to avoid unacceptable or deficient performance and provides the basis for performance ratings in the Performance Assessment Reporting System (CPARS). The PRSs may be updated by modification to the contract. The PRSs provide the basis for performing and controlling the project’s activities in accordance with the contract.

8. Security Requirements

8.1 Security Requirements: For example: Contractor personnel performing work under this contract must have a [Insert the level of security required, if applicable] at time of the proposal submission, and must maintain the level of security required for the life of the contract.

8.2 PHYSICAL Security: (if applicable) For example: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. (Insert the following sentence, if performing in a government facility.) At the close of each work period, government facilities, equipment, and materials shall be secured.

9. Travel The Contractor’s team will work full-time primarily virtually with ACF, though occasional travel may be needed. Actual travel costs to government facilities will be reimbursed in accordance with federal travel regulation. All travel must be approved by the contracting officer’s representative (COR) prior to booking.

Contractor will be required to travel CONUS and within the NCR during the performance of this contract to attend meetings, conferences, and training. The contractor may be required to travel to off-site locations in support of this SOW. Required language should travel be needed: Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR. For proposal purposes, a Not to exceed amount for travel can be established or you can include in your IGCE and the workload summary, a projected listing of travel locations to include frequency and number of persons required to travel so the offerors can provide pricing.

(This section includes all appropriate terms and phrases for this SOW. The definition must be clear and concise, not ambiguous. Carefully consider each definition because they will be binding for the duration of this contract, unless modified. In addition, include a complete listing of all acronyms and words or phrases they represent.)

10. Definitions and Acronyms

10.1. DEFINITIONS: [List any terms used within the SOW that require further definition. At a minimum, insert the definitions provided below].

10.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

10.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

10.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.