4-1. SOQ-295-26 Scope of Work.pdf

Scope of Work

Document Remediation Services – Request for Statements of Qualifications (SOQs)

1. Purpose Boulder County is seeking Statements of Qualifications (SOQs) from qualified vendors interested in being included on an approved remediation vendor list for document accessibility remediation services.

The intent of this solicitation is to identify vendors with demonstrated expertise and capacity to remediate large, complex, and high-volume digital documents and forms in accordance with current accessibility standards and best practices.

Selected vendors may be engaged on an as-needed basis to provide document remediation services for a variety of document types and formats.

2. Background Boulder County is committed to providing accessible digital content and ensuring compliance with applicable accessibility requirements, including Colorado State HB 21- 1110, Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, and Section 508 of the Rehabilitation Act.

Departments across the organization routinely publish and distribute digital documents and require qualified vendors capable of remediating both legacy and newly created content for accessibility compliance.

3. Scope of Services The selected vendors shall provide comprehensive document accessibility remediation services for a broad range of digital document types and features, including but not limited to:

• File types:

o PDF documents o Microsoft Word documents o Microsoft PowerPoint presentations o Microsoft Excel workbooks and spreadsheets

• Document contents/features:

o Interactive and fillable forms o Scanned documents requiring OCR correction o Large-format and highly complex documents o Documents containing charts, tables, graphics, footnotes, references, appendices, and multimedia elements

Vendors must be capable of handling high-volume remediation projects and complex document structures while maintaining quality, accuracy, and schedule commitments.

4. Accessibility Standards and Requirements All remediation work shall conform to:

• WCAG 2.1 Level AA standards

• Section 508 accessibility requirements

• PDF/UA standards where applicable

• Current accessibility best practices for assistive technology compatibility

Documents shall be remediated to ensure usability with assistive technologies, including screen readers and keyboard-only navigation.

5. Project Management and Service Expectations Vendors must demonstrate strong project management capabilities and the ability to support ongoing departmental needs.

Required capabilities include:

A. Accurate Estimating

• Ability to provide detailed and accurate cost estimates

• Estimated level-of-effort and turnaround times based on document complexity and volume

B. Dependable Timelines

• Reliable project schedules and delivery commitments

• Ability to meet agreed-upon deadlines consistently

• An average turnaround time of 3-7 days

• Capacity to support expedited requests when necessary

C. Progress Tracking and Communication

• Ongoing project status reporting

• Clear communication regarding schedules, risks, and dependencies

• Tracking mechanisms for document inventory, remediation status, and completion metrics

D. Quality Control

• Internal quality assurance review prior to delivery

• Consistent remediation methodologies and standards adherence

6. Deliverables At a minimum, vendors shall provide:

• Fully remediated accessible documents

• Accessibility compliance reports for each completed document or project

• Testing documentation upon request

• Issue logs and remediation summaries, if applicable

7. Vendor Qualifications Vendors responding to this SOQ should demonstrate:

• Experience providing accessibility remediation services for public sector, higher education, or enterprise organizations

• Expertise in WCAG 2.1 AA and Section 508 compliance

• Experience remediating large, technical, and complex documents

• Familiarity with assistive technologies and accessibility testing tools

• Capacity to support high-volume remediation efforts

• Established quality assurance processes

• Skilled accessibility specialists and project managers

Vendors are encouraged to provide:

• Relevant project examples

• Client references

• Sample accessibility reports

• Certifications and accessibility credentials

• Information regarding staffing capacity and turnaround capabilities

8. SOQ Submission Requirements SOQ responses should include:

1. Company overview and qualifications

2. Relevant remediation experience

3. Description of remediation methodology and QA processes

4. Accessibility testing procedures and tools utilized

5. Project management and communication approach

6. Staffing structure and capacity

7. Sample deliverables and reporting examples

8. Expected turnaround time

9. References from similar engagements

9. Evaluation Criteria SOQs may be evaluated based on:

Description Points Demonstrated accessibility remediation expertise 25 Experience remediating complex documents 25 Capacity and turnaround time 20 Tools and software used for remediation 20 Quality of compliance reporting 10

10. Term and Use of Vendor List This solicitation for qualifications seeks to create a “short list” of vendors under contract with the County; however, it does not guarantee work.

Vendors will be selected on a project-by-project basis. For projects less than $10,000, the County may assign work to any vendor on the shortlist based on project needs. For projects $10,000 and greater, the County will reach out to all vendors under contract on the short list and provide a deadline for vendors to provide a quote. The County will select a vendor based on the quotes timely provided.