Authorization_Request_359004-technologyreview.pdf

Technology Review

To Be Approved by Department Director or Administrator

Submission Date: 11-FEB-26 Department: 2301749 MKT.Marketing and Communications

Title of Technology Initiative: Citywide Digital Accessibility Compliance Platform

Contact Name: McDonald, Megan Lynn Email: Megan.McDonald@stpete.org

Technology Proposal Please provide a detailed product description, including name and version if known:

The City is seeking to procure a cloud-based digital accessibility compliance platform that provides automated and manual accessibility testing, remediation guidance, document (PDF and office file) accessibility review, governance support, reporting, and training.

The platform must support and facilitate compliance with Title II of the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, Florida accessibility requirements, and related federal guidance. The solution will support multiple City-owned websites, digital documents, and public-facing content created across departments, with role-based dashboards, issue assignment workflows, and reporting to support legal readiness and compliance monitoring.

Vendor and product name are to be determined through a formal competitive procurement process.

Describe how you or your department will use this product:

This initiative is intended to support citywide digital accessibility efforts, not solely Marketing. A non-exhuastive list of the departments that will utilize this tool, but not limited to:

Marketing will use the platform to monitor and remediate accessibility issues on StPete.org and other Marketing-managed microsites, and to support accessible communications and design practices.

Parks & Recreation will use the platform to monitor and remediate accessibility issues on StPeteParksRec.org and microsites Police will use the platform to monitor and remediate accessibility issues on police.stpete.org/ Libraries will use the platform to monitor and remediate accessibility issues on splibraries.org/ ADA/HR will oversee governance, training, reporting, and compliance coordination.

DoTS and other departments will use the platform to identify and remediate accessibility issues within their public-facing digital assets, programs and documents.

The tool will enable departments to receive assigned issues relevant to their content, access role-based dashboards, complete accessibility training via a self-service LMS, and track remediation progress over time.

Please provide estimated implementation timeline:

Estimated implementation following contract execution: 3–6 months, including onboarding, configuration, initial scans, baseline reporting, and training rollout.

Is this product offered in the cloud, on-premise, hosted? Check all that apply.

Cloud: X On-Premise: Hosted: X

Will any non-public data (credit card or other financial information, redactable, personally identifiable information, In compliance with the "Technology Initiative Review Process", this technology proposal allows for evaluation of the organizational impact, risk, and compliance with adequate controls and standards.

Prior to beginning the procurement process, please complete this form and submit to the Technology Initiative Evaluation Work Group.

Technology Review employee information or health records) be stored in the product or with the vendor? Please explain:

The platform is not intended to store sensitive personal, financial, or health data.

Limited user account information (e.g., name, email address, role) may be stored for authentication, role-based access, and training tracking purposes. No payment data, protected health information, or confidential resident records are anticipated.

Will this product be sending data to or receiving data from any current City systems? Please explain:

The platform may integrate with City systems for user authentication and scan public-facing websites and document content for accessibility purposes. No transactional or back-end system integrations are anticipated at this stage.

Cost (quoted or estimated) Original purchase amount (first year): $75,000.00

Annual maintenance cost (2nd year): $70,000.00

Cloud Hosting cost, if applicable:

Please indicate funding source:

Operating Fund 5019 Department 230 Division 1749

Additional Comments:

While initial approval was received to charge Fund 5019, cost allocation across benefiting departments may be evaluated as the initiative moves forward. This effort originated from Marketing due to immediate website accessibility needs; however, it is intentionally structured as a citywide compliance initiative.

Approvals

Approver Completed By Response Response Date 0 McDonald, Megan Lynn SUBMITTED 11-FEB-2026

1 O'Brion, Carrie Lorinda O'Brion, Carrie Lorinda APPROVE 11-FEB-2026

2 Ward, Lesley A Ward, Lesley A APPROVE 24-FEB-2026

Note:

The Technology Review Work Group reviewed your request, and it is OK to move forward with the procurement process. This completes the Oracle approvals for the request.