C250211_RFP_Exhibit_A,_SOW.pdf

RFP 250211

EXHIBIT A

SCOPE OF WORK

Americans with Disabilities Act (ADA) Web Content Accessibility Guidelines (WCAG) Title II Assessment

Table of Contents

BACKGROUND

1. PROJECT GOALS / OBJECTIVES AND HIGH-LEVEL PROJECT SCOPE

2. CONSULTANT’S RESPONSE TO PROPOSAL

• FIRM QUALIFICATIONS

• STAFFING AND PROJECT ORGANIZATION

• TECHNICAL SOLUTION DESIGN (TSD) NARRATIVE

3. DEMO/INTERVIEW

4. OCTA RESOURCES

5. CONSULTANT TEAM

6. BUSINESS NARRATIVE

7. CONTRACT TASKS

TASK 1 – PROJECT PLANNING AND MANAGEMENT

TASK 2 – REQUIREMENTS ASSESSMENT

TASK 3 – BASELINE ASSESSMENT SCAN

TASK 4 - INTERMEDIATE SCAN

TASK 5 – FINAL VALIDATION SCAN

8. ATTACHMENT A: BUSINESS REQUIREMENTS

A1: BUSINESS REQUIREMENTS PRIORITY

A2. FUNCTIONAL REQUIREMENTS

B1: TERMS AND DEFINITIONS

B2: APPLICATIONS LIST

9. SOFTWARE PERFORMANCE SERVICE LEVEL AGREEMENT (SLA)

BACKGROUND

The Orange County Transportation Authority (OCTA) is a public entity responsible for delivering essential transportation-related services to the public through digital platforms, applications, and online systems. These digital assets support a broad and diverse user population, including residents, customers, employees, contractors, and other stakeholders who rely on accessible online services to obtain information, conduct transactions, and interact with OCTA programs.

As a local government entity, OCTA is subject to accessibility requirements under Title II of the Americans with Disabilities Act (ADA), as well as applicable federal and California accessibility laws and standards. Digital accessibility compliance is necessary to ensure equitable access to programs, services, and activities for individuals with disabilities and to reduce potential legal and operational risk.

OCTA maintains a portfolio of digital assets that may include public-facing websites, secure portals, web-based applications, mobile applications, online forms, multimedia content, and digital documents. These platforms evolve over time through system upgrades, content updates, third-party integrations, and new feature implementations. As a result, accessibility issues may emerge or persist without structured evaluation and oversight.

To support its commitment to accessibility and regulatory compliance, OCTA is engaging a Consultant to perform a comprehensive accessibility assessment of its digital assets against the Web Content Accessibility Guidelines (WCAG) 2.1 Level A and AA success criteria, or the most current applicable standard. This assessment will establish a baseline understanding of OCTA’s current accessibility posture and identify accessibility barriers impacting users with disabilities.

The assessment shall include both automated and manual accessibility testing using industry-recognized methodologies. Automated scanning tools shall be used to identify detectable issues;

however, automated testing alone is not sufficient to determine WCAG conformance. Consultant shall perform required manual evaluation, including but not limited to keyboard navigation testing, screen reader testing, and functional accessibility validation, to assess compliance with WCAG 2.1 Level A and AA success criteria.

Consultant shall complete the initial baseline accessibility assessment, including all required testing and delivery of the assessment report, within five (5) weeks from contract execution, unless otherwise approved by OCTA.

Following completion of the baseline assessment, Consultant shall remain engaged to perform intermediate and final validation accessibility scans. The timing and sequencing of these scans shall be coordinated and defined during the subsequent corrective action and remediation phase.

Intermediate scans shall validate accessibility updates as they are implemented, and the final validation scan shall confirm the accessibility status of in-scope assets after remediation activities are completed.

OCTA is required to achieve compliance with applicable ADA Title II accessibility regulations no later than April 26, 2027. The results of this assessment will inform remediation planning and support OCTA’s efforts to meet this compliance deadline.

This engagement is limited to accessibility assessment and validation activities. Consultant shall not perform remediation or corrective development work under this Scope of Work (SOW).

1. An initial baseline scan

2. Intermediate scans conducted during the project

3. A final validation scan following updates to in-scope assets

The results of these scans shall provide documented findings and support OCTA’s future accessibility planning and improvement efforts.

Any remediation or updates to digital assets shall be performed by OCTA or other designated parties. Consultant shall validate accessibility improvements through intermediate and final assessments but is not responsible for implementing corrective actions.

All findings and conclusions regarding accessibility conformance shall be based on the combined results of automated and manual testing.

1. PROJECT GOALS / OBJECTIVES AND HIGH-LEVEL PROJECT SCOPE

The goal of this engagement is to establish a comprehensive, defensible baseline assessment of OCTA’s digital accessibility posture and evaluate conformance with WCAG 2.1 Level A and AA success criteria (or the most current applicable standard), consistent with ADA Title II and applicable federal and California accessibility requirements.

Objectives

• Assessment Consultant shall:

− Identify accessibility barriers − Detect and document barriers that may impede access for individuals with disabilities across in-scope digital assets − Evaluate Standards Conformance − Assess conformance against WCAG 2.1 Level A and AA success criteria using industry-recognized testing methodologies − Assess Risk and User Impact − Categorize findings by severity and describe user impact, including potential legal, operational, and reputational risk exposure − Provide Defensible Documentation − Deliver evidence-based findings suitable for public-sector compliance review and ADA risk management − Inform Future Remediation Planning − Provide prioritized findings and high-level remediation guidance to support subsequent phases of corrective action, governance development, and continuous improvement

This accessibility assessment engagement is limited to assessment and reporting activities.

Remediation and implementation services will be defined separately following completion of the assessment.

High-Level Project Scope In Scope

• Consultant shall perform a structured accessibility assessment of OCTA’s digital assets as described below.

− Review the Digital Asset Inventory and confirm the findings − Consultant shall:

Collaborate with OCTA stakeholders to confirm in-scope systems WCAG Title 2

Requirements.xls > worksheet B2 and platforms Document scope boundaries and identified exclusions Identify critical user workflows for testing

• Consultant shall conduct a comprehensive evaluation of confirmed in-scope assets, which may include:

− Public-facing websites and subdomains − Secure portals and web-based applications − Online forms and transaction systems − Native mobile applications (iOS and Android), if applicable − Multimedia content (live and prerecorded) − A representative sample of digital documents (PDF, Word, Excel, PowerPoint) − Required Assessment Methods − The assessment shall include, at minimum:

Manual functional testing Keyboard-only navigation testing Screen reader testing (e.g., non-visual desktop access [NVDA], job access with speech [JAWS], Voice-over; TalkBack for mobile) − Review of semantic structure and Accessible Rich Internet Applications (ARIA) implementation − Color contrast and non-text contrast analysis − Evaluation of forms, error handling, and validation messaging − Media accessibility review (captions, transcripts, and audio descriptions, where applicable) − Automated scanning to supplement manual testing o Automated testing shall not replace required manual evaluation

• Multiple automated accessibility scans across all confirmed in-scope digital assets throughout the project lifecycle, including:

− Initial baseline scan to establish OCTA’s current accessibility condition − Intermediate scans conducted during the project to document findings and validate updates or changes made to in-scope assets − Final validation scan conducted after updates to all in-scope assets have been completed, with results documented in the final accessibility audit report

• Documentation and Reporting Requirements (Assessment-Only Engagement)

Consultant shall provide:

− Executive summary outlining overall accessibility posture and risk exposure − Detailed findings log mapped to WCAG 2.1 Level A and AA criteria − Severity classification (Critical, High, Medium, Low) − User impact descriptions

− Supporting evidence (e.g., screenshots, test notes, tool outputs) − High-level remediation guidance to support planning

• Issue-Level Documentation Requirements

For each identified nonconformance, Consultant shall document:

− Exact page, screen, asset, component, template, or workflow location − Description of the defect − Applicable WCAG 2.1 Success Criterion reference (Level A or AA) − Severity rating (Critical, High, Medium, Low) − Clear explanation of user impact, including affected disability groups, where applicable − Technical remediation guidance specifying what must be corrected to achieve conformance − Supporting evidence (e.g., annotated screenshots, code snippets, assistive technology test results, automated tool output)

Findings shall be documented in sufficient detail to enable development teams to implement corrective action without additional discovery or interpretation.

The final report shall also document:

− Testing tools utilized − Assistive technologies used − Browsers and environments tested − Assumptions, limitations, and exclusions

2. CONSULTANT’S RESPONSE TO PROPOSAL

OCTA is soliciting proposals from qualified firms to perform a comprehensive accessibility assessment of its digital assets against the WCAG 2.1 Level A and AA success criteria, or the most current applicable standard. This assessment will establish a baseline understanding of OCTA’s current accessibility posture and identify accessibility barriers impacting users with disabilities. By submitting a proposal, Consultant acknowledges that they have reviewed and understand the following documents and criteria:

o Evaluation Criteria o Project Goals, Objectives, and High-Level Scope o Attachment A: WCAG Title 2 Business Requirements v2.xls

- FIRM QUALIFICATIONS

As part of the proposal, Consultant shall provide a comprehensive statement demonstrating their qualifications for selection. This shall include:

o A detailed summary of technical experience in performing work of a closely similar nature;

o An overview of the firm’s overall strength and organizational stability;

o An assessment of the strength, stability, experience, and technical competence of any proposed subcontractors;

o Client references that would are close in nature to the project needs and or industry alignment.

This information will be used as a basis for evaluating Consultant’s capability to successfully perform the services described in this SOW.

- STAFFING AND PROJECT ORGANIZATION

Consultant’s proposed personnel shall demonstrate experience conducting comprehensive assessments of similar scope and complexity. Additional information regarding expected qualifications and response requirements is provided in Section III, Evaluation and Award.

- TECHNICAL SOLUTION DESIGN (TSD) NARRATIVE.

Consultant shall include in the “Work Plan” section of its proposal a TSD narrative section highlighting the proposed technical solution for OCTA. This narrative shall include a description of the technical architecture and justification for their proposed approach.

- PROPOSED PROJECT SCHEDULE

For the purposes of the proposal, the schedule shall identify all phases and the high-level tasks in sufficient detail. Tasks shall be grouped into the project phases and shall include all the relevant deliverables and project milestones. The tasks shall identify Resources, Duration of tasks, and Predecessor relationships (whenever applicable). The schedule shall indicate the tasks for which OCTA is responsible.

During the actual project implementation effort, a more detailed project schedule shall be required (as described in Task 1 – Project Schedule), which shall incorporate OCTA-specified modifications, including duration and start-date modifications, as necessary, to align with their regular work-day activities, business cycles, holidays, and other work-day constraints. This alignment may result in eight (8) to twelve (12) weeks of additional project duration if sufficient time was not allocated for OCTA to conduct reviews/approvals of project documentation, testing, etc.)

o ROLES AND RESPONSIBILITIES MATRIX Provide the number of resources, and their respective roles.

Provide an organization chart (Org Chart) that reflects to whom the project personnel report.

o ATTACHMENT A Consultant shall utilize the Microsoft (MS) Excel spreadsheet provided as part of this RFP package to respond to all questions pertaining to Attachment A. The completed Excel spreadsheet shall be included in the proposal submittal. Supplementary screenshots are not required and should not be included as part of the supporting documentation.

- PRICE SUMMARY SHEET

o Consultant shall complete the Price Summary Sheet table in Section 2.2 Cost and

Price Proposal

3. DEMO/INTERVIEW

Consultant may be invited to participate in a demonstration and/or interview as part of the evaluation process. The purpose of the demonstration is to allow Consultant to present key functionalities of the proposed approach in alignment with OCTA’s business and technical requirements.

Should a demonstration be requested, Consultant shall be prepared to present the following capabilities of their proposed solution:

Live Demonstration of Accessibility Testing Methodology − Consultant shall conduct a live demonstration of its accessibility testing process using a publicly available website or approved sample page. The demonstration shall include:

o Keyboard-only navigation testing (tab order, focus visibility, bypass mechanisms) o Screen reader testing (e.g., NVDA, JAWS, Voice-over, and mobile assistive technology, if applicable) o Identification of accessibility defects o Evaluation of semantic structure and ARIA implementation o Demonstration of color contrast analysis o Demonstration of form validation and accessible name/role/value testing

Automated scanning tools may be demonstrated; however, automated tools shall not substitute for demonstration of manual testing capability.

OCTA reserves the right to request Consultant to demonstrate testing against octa.net identified during the interview.

Sample Documentation Demonstration Consultant shall present redacted examples of prior accessibility assessment documentation, including:

− Detailed Findings Log − The sample findings log shall demonstrate:

o Exact page or asset location o Applicable WCAG 2.1 Success Criterion reference (Level A or AA) o Severity classification o Description of the defects o Clear user impact explanation o Technical remediation guidance

− Supporting evidence (e.g., annotated screenshots, code excerpts, assistive technology output)

Executive Summary Example Consultant shall provide an example executive summary illustrating:

− Overall accessibility posture − Key systemic issues − High-risk functional workflows − Risk-based prioritization framework

Severity and Risk Classification Framework Consultant shall explain its methodology for:

− Assigning severity ratings (e.g., Critical, High, Medium, Low) − Incorporating user impact into severity classification − Identifying systemic versus isolated issues − Prioritizing findings in a public-sector context − Addressing legal and operational risk exposure

Public Sector (PREFERRED) and ADA Experience Consultant shall describe:

− Experience conducting WCAG 2.1 assessments for public entities − Familiarity with ADA Title II compliance expectations − Approach to producing documentation suitable for compliance review or legal defensibility − Evidence retention and audit traceability practices

Project Execution and Quality Controls Consultant shall outline:

− Roles and qualifications of personnel performing testing − Quality assurance and peer review processes − Issue tracking and documentation management systems − Approach to scope validation and workflow identification

4. OCTA RESOURCES

OCTA will establish a project team that will include the following staffing for this project:

- A Project Steering Committee consisting of Project Sponsors and major stakeholders which will meet as needed (at a minimum, quarterly) to monitor progress and make any project decisions and course corrections that are needed.

- A Leadership Team consisting of Business Owners, including OCTA Resources and Information Systems (IS) departments which will meet regularly (every two [2] to four [4] weeks) to drive efforts, address issues.

- An OCTA IS Project Manager (PM) who will spend seventy-five percent (75%) of their time on this project.

- Technical lead(s), who will be available as needed. The technical lead will assist with technical efforts, such as network configuration, security, and databases.

- A Senior Business Analyst (BA) and functional experts will be available as needed, based on the project schedule, at the request of OCTA PM.

- One (1) or more power users from each department will be available as needed. They will assist with application use-case questions and testing.

- An Application Analyst (AA) will be assigned.

- System users will be available during certain testing periods. All users of the system will participate, provided they have received proper training.

- OCTA recognizes Mondays and Fridays as Flex-days. Meetings with OCTA staff shall be avoided on those days.

- There are no OCTA Resources who will be one hundred percent (100%) allocated to this project.

5. CONSULTANT SERVICES, EFFORTS AND DELIVERABLES

Consultant shall provide the following as part of this engagement. The details of each component are outlined in this SOW and within the Business Requirements.

- Consultant shall provide project management and documentation services to support the accessibility scanning engagement throughout the project lifecycle. Consultant shall coordinate with OCTA stakeholders to plan, schedule, and execute automated accessibility scans of all confirmed in-scope digital assets. Scanning activities shall occur at three (3) primary stages: an initial baseline scan to establish the current accessibility condition of in-scope websites, applications, domains, subdomains, and digital documents; intermediate update scans conducted after identified issues or updates are addressed to document changes and track findings; and a final validation scan performed once all in-scope assets have been updated.

- Consultant shall document findings at each stage of the scanning process, including identified accessibility issues mapped to applicable WCAG criteria where detectable through automated tools. Documentation shall include scan results, issue summaries, and evidence generated by the scanning tools. Upon completion of the final validation scan, Consultant shall provide a consolidated audit report summarizing the results of all scans conducted during the engagement, including the final accessibility status of in-scope digital assets and the documented findings identified through the automated scanning process.

- Application software - Consultant shall be responsible for the installation and configuration of any automated accessibility scanning tools required to perform the assessment of OCTA’s digital assets, if applicable. Consultant shall ensure that the scanning tool is properly configured to scan all confirmed in-scope assets, including websites, applications, domains, subdomains, and applicable digital documents.

Configuration shall support comprehensive automated scanning aligned with WCAG 2.1 Level A and AA criteria detectable through automated tools. Consultant shall coordinate with OCTA technical staff as needed to obtain required system access, ensure proper setup of the scanning environment, and verify that the tool is configured to perform the required scans throughout the project lifecycle.

- Consultant shall remain engaged for the duration of the project implementation and shall maintain the accessibility scanning tools used throughout the engagement.

Consultant shall be responsible for ensuring that the scanning tools remain properly configured, operational, and capable of performing the required scans across all confirmed in-scope digital assets. This includes maintaining tool configurations, managing updates or adjustments necessary to support scanning activities, and ensuring consistent operation during the baseline scan, intermediate update scans, and final validation scans. Consultant shall coordinate with OCTA stakeholders as needed to ensure continued access and functionality of the scanning tools during the project lifecycle.

6. CONSULTANT TEAM

Consultant’s personnel shall accept the following as part of this engagement:

- Consultant’s resources shall accept the condition that scheduling flexibility is required since OCTA’s IS activities are driven by a combination of internal and external dependencies

- Consultant’s resources shall work closely with the OCTA PM to plan the expected work for each reporting/billing period. All project work shall be coordinated through the OCTA PM.

- Consultant shall provide each of their assigned resources with a personal workstation (e.g., laptop PC) and cell phone.

- Consultant’s resources shall backup all work products at the end of each workday onto an OCTA designated storage device (most likely a SharePoint repository or shared network drive setup for the Project Team). The intent is to create a collaborative work environment, providing visibility to work in progress.

- Consultant’s personnel assigned to work on OCTA projects are responsible for the proper care of OCTA’s facilities and equipment made available to them throughout the term of the contract.

- Unless otherwise agreed to by the OCTA PM, Consultant’s staff shall work onsite at OCTA’s Orange, California headquarters building or from a pre-authorized remote location. Exceptions require OCTA’s PM approval for work performed offsite or offshore.

- All resources participating on Consultant's project team shall have sufficient comprehension of the English language to read, write, speak, and understand all job-related directions and discussions.

- All communication shall be in English, including verbal and written.

- Verbal and written communication shall be grammatically correct at a university grade-level.

- Consultant’s resources shall be available from 8:00 a.m. to 5:00 p.m. (Pacific Time), Mondays through Fridays, and on all U.S. working days.

- OCTA resources work a “flex schedule” (9/80 work week). As a result, Consultant shall not conduct meetings with OCTA resources on Mondays or Fridays.

7. BUSINESS NARRATIVE

OCTA is committed to ensuring that all digital services are accessible to individuals with disabilities and compliant with applicable federal and California accessibility laws. As a public entity, OCTA recognizes its responsibility under ADA Title II and related standards to provide equitable access to online information, programs, and services.

To support this commitment, OCTA seeks to engage a qualified Consultant to conduct a comprehensive digital accessibility assessment of its public-facing and internal digital assets.

The purpose of this engagement is to evaluate conformance with WCAG 2.1 Level AA (or the most current applicable standard), identify accessibility barriers, assess associated legal and operational risk, and provide a structured framework for future remediation planning.

This assessment will establish a defensible baseline of the OCTA accessibility posture and inform subsequent phases of remediation, governance, and continuous compliance efforts. The scope of remediation services, if any, will be determined after completion and review of the assessment findings.

8. CONTRACT TASKS

The following Tasks correspond to contractual payment schedule.

TASK 1 – PROJECT PLANNING AND MANAGEMENT

Consultant shall designate a PM, who will be the single point of contact for Consultant.

Consultant PM shall collaborate with OCTA PM to ensure project deliverables are met. The following administrative project documentation, deliverables, and actions (listed below) shall be produced, maintained, and reviewed by Consultant PM each week with OCTA to ensure accuracy and completeness.

Adequate time shall be allotted within the schedule for OCTA’s review of project documentation, revisions to be made by Consultant, and final approval by OCTA (including potentially the Project Sponsors and Project Owners, when applicable) prior to the deadline of each document and deliverable. Upon approval, work shall be authorized.

- Project Schedule. The schedule shall identify all tasks in sufficient detail (durations for each detailed task shall not be greater than five (5) business days, unless approved by OCTA PM). Tasks shall be grouped by project phase and shall include all the relevant deliverables and project milestones. The tasks shall identify Resources (and Owners if applicable), Start- and End-Dates, Duration of tasks, and Predecessor relationships (whenever applicable). The schedule shall indicate the tasks for which OCTA is responsible.

- The project schedule shall be updated weekly by Consultant’s PM in collaboration with OCTA PM to accurately identify percent (%) work complete, or % effort complete (whichever is applicable).

- Cost. The applicable costs/fees shall be identified on the price summary sheet.

Payments shall be reconciled against the project schedule and shall be made in accordance with Article 5, Payment. All invoices shall be accompanied by a current project schedule to show the monies tied to the project schedule.

- Roles and Responsibilities (R&R) Matrix. Consultant PM to coordinate with OCTA PM to ensure Responsible, Accountable, Consulted, Informed (RACI) matrix is updated at all times.

- Change Orders. If there are any modifications to Scope, Resources, Budget, or Schedule, Consultant shall submit those requests and obtain approval from OCTA in advance of the work being initiated. The Change Orders shall reflect all additions, deletions, or modifications. Consultant shall provide a detailed report for each required change including the issue number, title, date identified, description, alternatives, recommended alternative and impacts to schedule, budget, and resource for the recommended alternative.

- Issues, Risks, Action Items, Bugs, Future Enhancements Log (aka Item Log). The log shall include item Type, Title, Date Opened, Date Updated, ETA, Opened By, Priority, Description, Assigned To, Status, Comments (updated weekly / date-stamped), and Date Closed. Risks shall be quantified (Occurrence: probability / impact; Control: effective / efficient) in a Risk Assessment. The OCTA SharePoint or similar issues-tracking software shall be used, unless pre-approved by OCTA PM.

If another system is approved to be utilized, OCTA team shall be provided read/write access to Consultant’s application.

NOTE: A similar Item Log shall be maintained by Consultant and shall be accessible to OCTA during post-implementation for system item-logging management purposes.

- Project Status Reports. Submitted to OCTA twice each month (and more frequently if the project is off-schedule, off-scope, or off-budget) and it will be received by noon (Pacific Time) on the Friday it is due. Efforts shall be delineated within the status report for each work-group (aka project workstream) to permit a clear representation of the individual efforts. The OCTA Project Status Report template can be used if Consultant does not have a standardized Status Report. However, the following elements must be included within the report:

o Overall Project Status (Green, Yellow, Red). Green = project is on-track with schedule, budget, scope and/or resources, no major issues; no minor issues that will not be resolved in short-term; nothing to escalate. Yellow = project is at risk of slippage with one or more area of schedule, budget, scope, and/or resources;

deviation could be ten (10) to twenty percent (20%) of plan; the project team has plan to correct the deviation. Red = project is slipping in one (1) or more areas of schedule, budget, scope, and/or resources; management assistance is needed to re-set project.

o Trend (Steady, Improving, Degrading). The Trend is a forecast of the probable change in Status within the upcoming one (1) to two (2) weeks.

o Tasks Completed during the reporting period.

o Tasks In-Progress.

o Next Steps / Work Planned for the next reporting period including, but not limited to, those identified per the baseline project plan.

o Resources utilized since the previous Status Report, or those Resources needed during the next reporting period.

o Project Issues, including description, viable solution(s), owner, deadline, impact if not addressed by the deadline.

o Identification of Short-Term Risks, thirty (30) days or less that affects the project’s progress, deliverables, or milestones. The risks shall be noted, potential solution(s) identified, action required for resolution, and estimated duration of solution.

o Identification of Long-Term Risks, sixty (60) days or more that affects the project’s progress, deliverables, or milestones. The risk shall be noted, potential solution(s) identified, and action required for resolution, and duration required.

o Consultant’s project team shall co-lead the Kick-Off meeting with OCTA’s PM.

This shall be scheduled to occur after the signing of the contract and the acceptance of the project schedule.

o All Consultant’s identified team members or their alternates are required to attend the meeting, unless approved by OCTA PM. Consultant’s PM shall discuss the project approach (describing how the project will be successfully completed, and the implementation approach), the project’s goals and objectives, scope, out-of– scope items, work plan, timeline, and team member roles and responsibilities during the meeting, and allow time for questions.

o Consultant’s PM shall co-lead the ongoing Project Meetings, including the Kick- Off Meeting, and Status Meetings with OCTA’s PM. The meetings shall be held at OCTA’s facility in Orange, CA, but Consultant’s team may attend the meeting by tele-conference. The purpose of the meetings shall be to review project status, project schedule, Item Log, resolution of issues, assess risk, determine corrective action as required, and to discuss future efforts. At a minimum, meetings with the OCTA’s project team shall occur once every month to discuss project progress.

Project Status Meetings with Key Stakeholders and Management shall occur at least every two (2) months, as deemed necessary by OCTA PM. Attendance shall be taken at each meeting.

o Ongoing (working) Meetings shall primarily be led by Consultant PM, or Consultant Leads throughout the course of the project lifecycle.

o Meeting Agendas. The content shall include a list of Topics, Start- and End-time for each Topic, Presenter, Follow-Up Items from previous meetings.

o Meeting Minutes. The content shall include a summary of the discussion, Decisions, and Action Items. Minutes shall be distributed after the meeting to the meeting attendees within one (1) business day.

o Ancillary Project Deliverables. Detailed examples of any/all project-specific deliverables that shall be produced by Consultant during the project engagement shall be provided to OCTA in advance of the start of project to permit OCTA adequate time to assess the reasonableness of the content and approve the format and proposed content.

o Documentation Repository. OCTA shall establish an MS Teams or MS SharePoint site for the project, to which Consultant shall have access. All ‘master’ versions of documentation shall be posted to this site by Consultant. The documents shall be ‘checked-out, and –in’ to provide control, versioning, and collaboration during the process of drafting the documentation. The project documentation shall always be maintained within the Repository.

o All Deliverables / Documentation shall be submitted to OCTA in digital formats that are compatible with the OCTA MS Office suite, or as approved by OCTA

PM.

Objectives Effective and efficient administration of the project Complete and accurate information Transparency Readily accessible information for the appropriate resources

Deliverables Project Schedule Roles and Responsibilities Matrix Change Orders Item Log Project Status Reports Kick Off Meeting Various Meetings Meeting Agendas

Meeting Minutes Ancillary Project Deliverables Documentation Repository Documentation Formats

TASK 2 – REQUIREMENTS ASSESSMENT

Consultant shall perform a requirements assessment by reviewing, analyzing, and validating OCTA-provided requirements, including use cases, to determine completeness, consistency, feasibility, and alignment with WCAG Title II compliance. Consultant shall not be responsible for originating or gathering requirements.

Consultant shall conduct structured review sessions (e.g., JAD or workshops) to validate requirements with OCTA stakeholders. Consultant’s role shall be limited to facilitating discussions, identifying gaps, inconsistencies, redundancies, and risks, and providing recommendations for refinement and optimization.

Consultant shall produce an assessment of the requirements that includes documented findings, gap analysis, risk areas, and recommended updates. OCTA shall retain ownership and responsibility for final requirements content and decisions.

Assess completeness, clarity, and consistency of OCTA-provided requirements Identify gaps, conflicts, redundancies, and risks Validate alignment with business processes, policies, and technical constraints Provide recommendations for refinement and prioritization Support stakeholder alignment through facilitated review sessions

Deliverables Requirements Assessment Report, including gap analysis, issues log, and recommendations.

Updated Requirements Matrix reflecting validated and annotated requirements (subject to OCTA approval).

TASK 3 – BASELINE ASSESSMENT SCAN

Consultant shall perform an initial baseline accessibility assessment of OCTA’s digital assets in accordance with ADA Title II requirements and applicable WCAG (latest adopted version) standards. The assessment shall include both automated and manual testing methods to evaluate compliance.

Objectives Establish a comprehensive baseline of accessibility compliance for OCTA’s digital assets in accordance with ADA Title II requirements and WCAG 2.1 Level AA (or most current adopted version, as applicable under the Department of Justice [DOJ] rulemaking)

Identify, validate, and document accessibility barriers through a combination of automated and manual testing methods, including assistive technology validation

Ensure all findings are accurately mapped to applicable WCAG success criteria and reflect confirmed, non-duplicative issues

Assess the overall accessibility posture, including identification of compliance gaps, high-risk areas, and potential legal or regulatory exposure

Provide clear, actionable, and prioritized remediation recommendations aligned with WCAG techniques and industry best practices

Enable OCTA to make informed decisions regarding accessibility compliance, risk mitigation, and remediation planning in alignment with ADA Title II obligations

Support alignment among business, technical, and compliance stakeholders through structured reporting and clearly documented findings

Deliverables Remediation Plan and Recommendations, including:

o A prioritized list of remediation actions based on risk, user impact, and implementation complexity o Specific, actionable recommendations aligned with WCAG techniques and industry best practices o Estimated level of effort and relative complexity for each remediation item, where reasonably feasible o Recommended remediation sequencing, including identification of quick wins and longer-term fixes

Validated Results Summary, including:

o A consolidated summary of automated and manual testing results o Confirmation that all reported issues have been reviewed and validated, with false positives removed o An overall assessment of accessibility compliance posture, including key risk areas and compliance gaps Finalized Design Documentation o Security − Consultant’s technical staff shall work with OCTA’s security and project team to review security requirements in the new hosted environment

− Where necessary, Consultant’s technical staff shall assist in evaluating Consultant architecture and configuration as related to security and access

− The website shall use hypertext transfer protocol secure (https) − A comprehensive Security Plan, which is easily implemented via standard security tools, and which requires minimal maintenance to maintain OCTA’s desired level of security

TASK 4 - INTERMEDIATE SCAN

Objectives Validate that remediation efforts have been completed and that previously identified accessibility issues have been effectively resolved without introducing new accessibility barriers in accordance with ADA Title II requirements and WCAG 2.1 Level AA (or most current adopted version)

Verification of remediation status for all previously identified issues (e.g., resolved, partially resolved, unresolved)

Identification of any new or regression accessibility issues resulting from remediation activities

Assessment of the updated accessibility compliance posture and any remaining residual risk

Deliverables

Post-Remediation Validation Report documenting verification results for all previously identified issues and any newly identified findings

Updated Remediation Recommendations, as needed, for unresolved or newly identified issues

Validation Summary providing a consolidated view of testing results, confirmed fixes, and remaining compliance gaps

TASK 5 – FINAL VALIDATION SCAN

Confirm that all required remediation efforts have been completed and that OCTA’s digital assets conform to ADA Title II requirements and WCAG 2.1 Level AA (or most current adopted version), with no remaining critical or high-risk accessibility barriers.

Final verification that all previously identified critical and high-priority issues have been fully resolved

Identification of any remaining accessibility issues, including minor or acceptable exceptions

Validation of overall compliance with applicable WCAG success criteria Assessment of final accessibility compliance posture and any residual risk

Deliverables Final Accessibility Compliance Report documenting final validation results, including confirmation of resolved issues and any remaining findings Compliance Summary and Risk Statement outlining overall compliance status, residual risks, and any known exceptions Supporting Documentation (if requested), including traceability to WCAG criteria and evidence of validation activities to support audit or regulatory review

9. ATTACHMENT A: BUSINESS REQUIREMENTS

This section includes an outline of the various worksheets within Attachment A:

Click on link below and refer to Tab A2 WCAG Title 2 Business Requirements v2.xls.

A1: BUSINESS REQUIREMENTS PRIORITY

Definitions for Business Requirements Priority

A2. FUNCTIONAL REQUIREMENTS

Consultant shall submit the Requirements Lists in .xls format with Consultant's proposal

B1: TERMS AND DEFINITIONS

Defines OCTA acronyms and our terminology that may be found throughout the requirements.

B2: APPLICATIONS LIST

WCAG Title 2 Business Requirements v2.xls.

10. SOFTWARE PERFORMANCE SERVICE LEVEL AGREEMENT (SLA)

Software performance expectations are provided. Service-level requirements are provided within the Functional and Non-Functional Requirements List as well as the additional worksheets in Attachment A.

The descriptions of issue criticality, priority level, and resolution timing are described below.

• Priority Level Descriptions

P1: Production instance totally unavailable to all users at a Site. OCTA is unable to perform a critical business function at all or any sites, and no reasonable work-around exists.

Security breach within OCTA’s environment.

SLA: For critical issues OCTA expects confirmation from Consultant regarding the issue within two (2) hours and a solution within twenty-four (24) hours of the request.

Examples:

1. Production instance not available for use

2. Function does not work

P2: Production instance unavailable to single user. Critical function unavailable to all Users at a Site, and no reasonable workaround exists. Production performance significantly degraded causing disruption of the business operations of OCTA. Non-production instance totally unavailable.

SLA: OCTA expects confirmation from Consultant regarding the issue within eight (8) business hours and a solution within three (3) business days of the request.

https://octa.sharepoint.com/sites/OCTAADACompliance/Shared%20Documents/WCAG%202.1-%20ADA%20Compliance/Project%20Data/CAMM%20Requirements/WCAG%20Title%202%20Business%20Requirements%20v2.xlsx https://octa.sharepoint.com/sites/OCTAADACompliance/Shared%20Documents/WCAG%202.1-%20ADA%20Compliance/Project%20Data/CAMM%20Requirements/WCAG%20Title%202%20Business%20Requirements%20v2.xlsx

Examples:

1. Very slow production system performance

2. Unable to print any reports

3. Individual User unable to connect

4. Creation or reset of User accounts

5. Migrate major bug or enhancement code to Production Environment

P3: Single function unavailable to all users at a site, but a reasonable workaround exists.

Maintenance task in production environment that has minimal impact on OCTA.

SLA: OCTA expects confirmation from Consultant regarding the issue within three (3) business days and a solution within five (5) business days of the request.

1. Unable to print a non-critical report

2. Configure a new printer

3. Create developer account

4. Migrate minor bug or enhancement code to production environment

P4: Minor fault that has minimal impact on the business operations of OCTA for which an acceptable workaround exists. Maintenance task in non-production environment.

SLA: OCTA expects confirmation from Consultant regarding the issue within five (5) business days and a solution within two (2) calendar weeks of the request.

1. Migrate code to Non-Production Environment.

2. Refresh Non-production database.

LIMITATION ON GOVERNMENTAL DECISIONS

Nothing contained in this scope of work permits Consultant’s personnel to authorize or direct any actions, votes, appoint any person, obligate, or commit OCTA to any course of action or enter into any contractual agreement on behalf of OCTA. In addition, Consultant’s personnel shall not provide information, an opinion, or a recommendation for the purpose of affecting a decision without significant intervening substantive review by OCTA personnel, counsel, and management.

- TECHNICAL SOLUTION DESIGN (TSD) NARRATIVE.

10. SOFTWARE PERFORMANCE SERVICE LEVEL AGREEMENT (sla)