DS. 26.11 WCA Conversion BOD.docx

Michigan.gov/MiProcurement

SCHEDULE A – TIER-TWO INSTRUCTIONS & STATEMENT OF WORK

Statewide Operational Consulting Services Tier-Two Bid Process Department of Transportation

Digital Content Update for ADA Compliance Direct Solicitation No. 260000000011

Solicitation Manager Name: ReChelle Kendrick Direct Phone: 517-335-5905 Email: KendrickR1@michigan.gov

Tier-Two Direct Solicitation (DS) Timeline

*A bidder’s proposal received at 3:00:01 p.m. Eastern is late and subject to disqualification.

This DS is subject to change. Check www.michigan.gov/SIGMAVSS for current information.

1. PROPOSAL PREPARATION. The State recommends reading all RFP materials prior to preparing a proposal, particularly these Proposal Instructions and the Vendor Questions Worksheet. Bidders must follow these Proposal Instructions and provide a complete response to the items indicated in the RFP Structure and Documentation table below. References and links to websites or external sources may not be used in lieu of providing the information requested in the RFP within the proposal. Include the bidder’s company name in the header of all documents submitted with your proposal. Note that all documents and information submitted as part of a proposal will become public record immediately upon receipt by the State. Proposals received by the State may be posted on the State’s publicly available website after bidders are notified of the award recommendation.

DS Structure and Documentation

2. CONTACT INFORMATION FOR THE STATE. The sole point of contact for the State concerning this RFP is listed on the Cover Page. Contacting any other State personnel, agent, consultant, or representative about this RFP may result in bidder disqualification.

3. PRE-PROPOSAL MEETING. None

4. MODIFICATIONS. The State may modify this RFP at any time. Modifications will be posted on www.michigan.gov/SIGMAVSS. This is the only method by which the RFP may be modified.

5. QUESTIONS. Bidder questions about this RFP must be emailed to the Solicitation Manager no later than the time and date specified on the Cover Page. In the interest of transparency, only written questions are accepted. Answers to questions will be posted on www.michigan.gov/SIGMAVSS. Submit questions using the format below; a Microsoft Excel format or similar is suggested.

6. DELIVERY OF PROPOSAL.

Electronic – The bidder must submit its proposal, all attachments, and any modifications or withdrawals electronically through www.michigan.gov/SIGMAVSS. The price proposal should be saved separately from all other proposal documents. The bidder should submit all documents in a modifiable (native) format (examples include but are not limited to Microsoft Word or Excel and Google Docs or Sheets). In addition to submitting documents in a modifiable format, the bidder may also submit copies of documents in PDF. Attachment file size is limited to 30 MB per document. Bidder’s failure to submit a proposal as required may result in disqualification. The proposal and attachments must be fully uploaded and submitted prior to the proposal deadline. Do not wait until the last minute to submit a proposal, as the SIGMA VSS system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The SIGMA VSS system will not allow a proposal to be submitted after the proposal deadline identified in the solicitation Closing On/Closing Date fields (Summary view/Detail view), even if a portion of the proposal has been uploaded.

Questions on how to submit information or how to navigate in the SIGMA VSS system can be answered by calling (517) 284-0540 or (888) 734-9749. The Solicitation Manager will not provide assistance related to the submittal of the proposal and all attachments on the day of the proposal deadline. Responsibility for a complete submission lies with the bidder. Note that all documents and information submitted in any manner as part of a proposal will become public record immediately upon receipt by the State. Proposals received may be posted by the State on the State’s publicly available website after bidders are notified of the award recommendation.

7. MANDATORY MINIMUM REQUIREMENTS. None

8. EVALUATION PROCESS. The State will evaluate each proposal based on the following factors:

Proposals receiving 80% or more technical evaluation points will have pricing evaluated and considered for award.

The State may utilize all bidder information, without regard to a proposal’s technical score, to determine fair market value for goods or services sought. The State is not obligated to accept the lowest price proposal. If applicable, the State’s evaluation will include consideration of a bidder’s qualified disabled veterans/service-disabled veteran owned business(QDV/SDVOB) status under MCL 18.1261(8). Additional information on the SDVOB preference is available at: Michigan.gov/SDVOB.

The State strongly encourages strict adherence to the Contract Terms. The State reserves the right to deem a bid non-responsive for failure to accept the Contract Terms. Nevertheless, the bidder may submit proposed changes to the Contract Terms in track changes (i.e., visible edits) with an explanation of the bidder’s need for each proposed change. Failure to include track changes with an explanation of the bidder’s need for the proposed change constitutes the bidder’s acceptance of the Contract Terms. General statements, such as that the bidder reserves the right to negotiate the terms and conditions, may be considered non-responsive. Failure to respond timely to requests for proposed changes to Contract Terms during ongoing negotiations may be cause for disqualification.

The State may but is not required to conduct an on-site visit to tour and inspect the bidder’s facilities; require an oral presentation of the bidder's proposal; conduct interviews, research, reference checks, and background checks; and request additional price concessions at any point during the evaluation process.

9. NOTICE OF DEFICIENCY. The State reserves the right to issue a Notice of Deficiency to bidders if the State determines after the proposal deadline that a portion of the RFP was deficient, unclear, or ambiguous. Failure to respond to a Notice of Deficiency timely may be cause for disqualification.

10. CLARIFICATION REQUEST. The State reserves the right to issue a Clarification Request to a bidder to clarify its proposal if the State determines the proposal is not clear. Failure to respond to a Clarification Request timely may be cause for disqualification.

11. RESERVATIONS. The State reserves the right to:

a. Disqualify a bidder for failure to follow these instructions.

b. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, your preparation and submission of a proposal, and the State’s subsequent receipt and evaluation of your proposal does not commit the State to award a contract to you or anyone, even if all the requirements in the RFP are met.

c. Consider late proposals if: (i) no other proposals are received; (ii) no complete proposals are received; (iii) the State received complete proposals, but the proposals did not meet mandatory minimum requirements or technical criteria; or (iv) the award process fails to result in an award.

d. Consider an otherwise disqualified proposal if no other proposals are received.

e. Disqualify a proposal based on: (i) information provided by the bidder in response to this RFP; (2) the bidder’s failure to complete registration on www.michigan.gov/SIGMAVSS ; or (3) if it is determined that a bidder purposely or willfully submitted false or misleading information in response to the RFP.

f. Consider prior performance with the State in making its award decision.

g. Consider overall economic impact to the State when evaluating proposal pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, and economically disadvantaged businesses.

h. Consider total-cost-of-ownership factors (e.g., transition and training costs) when evaluating proposal pricing and in the final award recommendation.

i. Refuse to award a contract to any bidder that has failed to pay State taxes or has outstanding debt with the State.

j. Enter into negotiations with one or more bidders on price, terms, technical requirements, or other deliverables.

k. Award multiple, optional-use contracts, or award by Contract Activity.

l. Evaluate the proposal outside the scope identified in the Evaluation Process section of this document if the State receives only one proposal.

12. AWARD RECOMMENDATION. The contract will be awarded to the responsive and responsible bidder who receives a PASS for each criterion and has the lowest price.

The State will publish an Award Recommendation and Evaluation Synopsis, by posting a Notice of Intent to Award (NIA1) on www.michigan.gov/SIGMAVSS.

13. DEBRIEF MEETING AND BID PROTEST. The State will post an Award Recommendation and Evaluation Synopsis which will provide instructions on how to request a debrief meeting.

If you wish to initiate a protest of the award, you must submit your written protest to Michael Meddaugh at MeddaughM@Michigan.gov no later than 3:00 p.m., three (3) business days after posting the Award Recommendation and Evaluation Synopsis on SIGMA VSS. The State reserves the right to adjust this timing and will publish any change.

Additional information about the protest process is available at DTMB - Programs and Policies (michigan.gov) under the “Bidder Protests” link.

14. STATE ADMINISTRATIVE BOARD. Contracts equal to $250,000 or greater than require approval by the State Administrative Board. The State Administrative Board’s decision is final; however, its approval does not constitute a contract. The award process is not complete until the awarded contractor receives a contract fully executed by all parties.

15. GENERAL CONDITIONS. The State will not be liable for any costs, expenses, or damages incurred by a bidder participating in this solicitation. The bidder agrees that its proposal will be considered an offer to do business with the State in accordance with its proposal, including the Contract Terms, and that its proposal will be irrevocable and binding for a period of 180 calendar days from date of submission. If a contract is awarded to the bidder, the State may, at its option, incorporate any part of the bidder’s proposal into a contract. This RFP is not an offer to enter into a contract. This RFP may not provide a complete statement of the State’s environment or contain all matters upon which agreement must be reached. The bidder understands that their proposal will become public record immediately upon receipt by the State. Other than verified trade secrets, proposals submitted via www.michigan.gov/SIGMAVSS are the State’s property.

16. CONFIDENTIAL TREATMENT FORM AND THE FREEDOM OF INFORMATION ACT. As a public record, all portions of the bidder’s proposal and resulting contract are subject to disclosure as required under Michigan’s Freedom of Information Act (FOIA), MCL 15.231, et seq. However, the State may exempt some information from disclosure as permitted by law. Under MCL 18.1261(13)(b), records containing “a trade secret as defined under section 2 of the uniform trade secrets act, 1998 PA 448, MCL 445.1902,” are exempt from disclosure under FOIA. In addition, “financial or proprietary information” submitted with a bidder’s proposal is exempt from disclosure under FOIA. A bidder’s failure to comply with this Section is grounds for rejecting a bidder’s proposal as non-responsive. As a part of its proposal, each bidder must follow the procedure below.

a. SUBMIT A COMPLETED CONFIDENTIAL TREATMENT FORM WITH YOUR BID. Completion and submission of the Confidential Treatment Form (CT Form) is required regardless of whether the bidder seeks confidential treatment of information. Failure to submit a completed CT Form may be cause for disqualification from the solicitation process. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow CT Form instructions, the proposal may be publicly disclosed in its entirety without redaction after an award recommendation.

Complete and sign Section 1 of the CT Form if the bidder does NOT request confidential treatment of information contained in its proposal; or Complete and sign Section 2 of the CT Form if the bidder requests confidential treatment of certain information. Bidder must also submit a copy of the proposal with the trade secret, financial, and proprietary information redacted and clearly labeled as the “PUBLIC COPY.”

Failure to complete and sign a CT Form may result in disqualification of the bidder. If a bidder fails to properly complete and submit the CT Form or otherwise fails to follow the CT Form instructions, the proposal, in its entirety, may be publicly disclosed by the State without redaction after an award recommendation.

b. FOIA REQUESTS. If a FOIA request is made for a bidder’s proposal, the Public Copy may be distributed to the public along with the bidder’s CT Form. The CT Form is a public document and serves as an explanation for the redactions to the Public Copy. Do not put any trade secret, financial, or proprietary information in the CT Form. Do not redact the CT Form itself.

c. NO ADVICE. The State will not advise a bidder as to the nature or content of documents entitled to protection from disclosure under FOIA or other laws, as to the interpretation of such laws, or as to the definition of trade secret or financial or proprietary information. Nothing contained in this provision will modify or amend requirements and obligations imposed on the State by FOIA or other applicable law. The State is not obligated to notify a bidder if a FOIA request for bidder’s proposal is received nor if bidder’s proposal is made available to the public.

d. FAILURE TO REQUEST CONFIDENTIAL TREATMENT. Failure to request material be treated as confidential as specified herein relieves the State, its agencies, and personnel from any responsibility for maintaining material in confidence.

e. Bids containing a request to maintain an entire proposal as confidential may be rejected as non-responsive. Bidders may not request confidential treatment with respect to resumes, pricing, and marketing materials. The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions. If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

f. Bidder forever releases the State, its departments, subdivisions, officers, and employees from all claims, rights, actions, demands, damages, liabilities, expenses and fees, which arise out of or relate to the disclosure of all or a portion of bidder’s proposal submitted under this RFP. Bidder must defend, indemnify and hold the State, its departments, subdivisions, officers, and employees harmless, without limitation, from and against all actions, claims, losses, liabilities, damages, costs, attorney fees, and expenses (including those required to establish the right to indemnification), arising out of or relating to any FOIA request, including potential litigation and appeals, related to the portion of bidder’s proposal submitted under this RFP that bidder has identified as a trade secret, or financial or proprietary information. The State will notify bidder in writing if indemnification is sought. The State is entitled to: (i) regular updates on proceeding status; (ii) participate in the defense of the proceeding; (iii) employ its own counsel; and to (iv) retain control of the defense, or any portion thereof, if the State deems necessary. Bidder will not, without the State’s written consent (not to be unreasonably withheld), settle, compromise, or consent to the entry of any judgment in or otherwise seek to terminate any claim, action, or proceeding. If a State employee, official, or law is involved or challenged, the State may control the defense of that portion of the claim. Any litigation activity on behalf of the State, or any of its subdivisions under this Section, must be coordinated with the Department of Attorney General. An attorney designated to represent the State may not do so until approved by the Michigan Attorney General and appointed as a Special Assistant Attorney General.

Confidential Treatment Form INSTRUCTIONS. A signed and dated Confidential Treatment Form (CT Form) must be submitted with your proposal, regardless of whether your proposal contains confidential information.

1. Complete either Section 1 or Section 2 of this form and sign where indicated. Do not complete both sections. Note: Completion of Section 2 is required to request confidential treatment.

2. This form must be signed by the individual who signed the bidder’s proposal.

Failure to submit a completed CT Form with your bid is grounds for rejecting the proposal as non-responsive.

In addition, failure to follow the instructions on this form or to properly complete and submit it may result in the entire proposal being publicly disclosed by the State without redaction after an award recommendation.

See the Confidential Treatment Form and the Freedom of Information Act section of the Proposal Instructions for additional information.

Section 1. CONFIDENTIAL TREATMENT IS NOT REQUESTED This section must be completed, signed, and submitted with the proposal if the bidder does not request confidential treatment of any material contained in the proposal. If this section is completed, do not complete Section 2.

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is not requested.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company

Section 2. CONFIDENTIAL TREATMENT IS REQUESTED Bidders must complete, sign, and submit this section with the proposal, to request confidential treatment of any material contained in the proposal. If this section is completed, do not complete Section 1.

Bidders must specifically identify the information to be protected as confidential and/or proprietary and state the reasons why protection is necessary. As shown in the table below, the following details are required for each confidentiality request.

1. The proposal page number, section number, and paragraph number.

2. Whether the material referenced is Trade Secret (TS), Proprietary Financial Information (FI), or Proprietary Information (PI). Bidders may not request confidential treatment of resumes, pricing, and marketing materials.

3. An explanation of the specific legal grounds that support treatment of the material as TS, FI, or PI and a complete justification as to how the material falls within the scope of an applicable FOIA exemption or relevant case law. Bidders must not simply cite an applicable exemption or case name.

4. The person at their organization authorized to respond to inquiries by the State concerning the material and their contact information.

REQUIRED: Bidders completing this section must also submit a copy of the proposal with the trade secret, financial, and proprietary information redacted and clearly label this redacted copy as the PUBLIC COPY.

(1) Proposal Page #, Section #, Paragraph # (2) Material is Trade Secret (TS), Proprietary Financial Information (FI), Proprietary Information (PI) (3) Applicable FOIA Exemption with Written Justification (4) Bidder Contact Information

Bidders may add rows or additional pages using the same format shown in the table.

State of Michigan FOIA Requests The State reserves the right to determine whether material designated as exempt by a bidder falls under MCL 18.1261 or other applicable FOIA exemptions.

If a FOIA request is made for materials that the bidder has identified as trade secret, financial, or proprietary information, the State has the final authority to determine whether the materials are exempt from disclosure under FOIA.

The State is not obligated to notify a bidder if a FOIA request for bidder’s proposal is received nor if bidder’s proposal is made available to the public. This form, and any additional justification letters, are not exempt from release under FOIA.

By signing below, the bidder affirms that confidential treatment of material contained in their proposal is requested and has attached to this form a redacted “Public Copy” of the bidder’s proposal.

RFP Number

RFP Title

Signature

Date

Printed Name, Title, Company

Vendor Questions Worksheet Provide a detailed response to each question. “You” and “company” refers to the bidder.

Participation in Solicitation Development or Evaluation

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

If you enter “YES,” you are not eligible for contract award. An awarded vendor may not partner or subcontract with anyone to provide goods and services required under a resulting contract if that subcontractor or partner assisted in the development of this solicitation.

If you enter “YES”, you are not eligible for contract award or to work as a subcontractor for the awarded vendor.

Qualified Disabled Veteran/Service-Disabled Veteran-Owned Business Program

Under MCL 18.1261, a “qualified disabled veteran” means a business entity that is 51% or more owned by 1 or more veterans with a service-connected disability. This business is a qualified disabled veteran and provided proof of service-connected disability and ownership in the Tier 1 solicitation.

Choose an item.

assisted in the development of this solicitation.

State of Michigan Experience and Prior Experience

Does your company have experience working with the State of Michigan? If so, please provide a list (including the contract number) of the contracts you hold or have held with the State for the last 10 years.

Describe at least 3 relevant experiences from the last 5 years supporting your ability to successfully manage a contract of similar size and scope for the work described in this RFP.

Experience 1

Company name.

Contact name.

Contact role at time of project.

Contact phone.

Contact email.

City.

State.

Zip.

1. Project name and description of the scope of the project.

2. What role did your company play?

3. How is this project experience relevant to the subject of this RFP?

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 2

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Experience 3

Company name.

Contact role at time of project.

City.

1. Project name and description of the scope of the project.

Dollar value.

Start and end date (mm/yy – mm/yy)

Status (completed, live, other – specify phase)

Results obtained.

Michigan Economic Impact

Number of employees currently employed at locations within the State of Michigan.

Number of additional employees to be employed at locations within the State of Michigan if awarded this Contract (if any)

Minimum wage paid to employees employed at locations within the State of Michigan.

Average wage paid to employees employed at locations within the State of Michigan.

Percentage of employees employed at locations within the State of Michigan that are covered by employer-provided health insurance.

Response to State Requests

SCHEDUELE A - OPERATIONAL CONSULTING SERVICES – TIER-TWO STATEMENT OF WORk Statewide Operational Consulting Services Tier-Two Bid Process Direct Solicitation No. 260000000011 Digital Content Update for ADA Compliance The Contractor selected will be issued a Contract Change Notice and/or Delivery Order for which the terms will be governed by the Contract Terms from appropriate Pre-Qual contracts: 250000000415, 250000000416, 250000000417, 250000000418, 250000000419, 250000000420, 250000000421, 250000000422, 250000000423, 250000000424, 250000000425, 250000000426, 250000000427, 250000000428, 250000000429, 250000000430, 250000000431, 250000000432, 250000000433, 250000000434, 250000000435, 250000000436, 250000000437, 250000000438, 250000000439, 250000000440, 250000000441, 250000000442, 250000000443, 250000000444, 250000000445, 250000000446, and this Statement of Work (SOW).

This DS will result in a Contract Change Notice (CN) for Operational Consulting Services through the awarded Contractor.

This schedule identifies the anticipated requirements of any Contract resulting from this DS. The term “Contractor” in this document refers to a bidder responding to this DS, as well as the Contractor who is awarded the contract. The term “Bidder” is used to identify where specific responses to the DS are required.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement. Attach any supplemental information and appropriately reference within your response.

IMPORTANT NOTE TO CONTRACTORS/BIDDERS: There are specific requirements for which acceptance must be simply acknowledged through a checkbox(es), and others that require further explanation. Click the appropriate checkbox and complete the entries as appropriate.

BACKGROUND

The Bureau of Development has been mandated to ensure that all digital content is fully compliant with the latest updates for Americans with Disabilities Act (ADA) by adhering to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standards. This requirement applies to all web pages, documents, applications, and other digital materials produced or maintained by the Bureau. The goal is to provide equitable access to information and services for individuals with disabilities, ensuring that our digital platforms are inclusive, user-friendly, and meet recognized accessibility best practices. Approximately 300 public facing documents have been identified that will need conversion (Attachment A). Full access to content will be granted upon award. Guidance documents, web content and reports will need conversion on the following sites: Real Estate Services, Local Agency Program, LAP Construction. Additional web content and documents will be identified throughout the term of this Contract.

SCOPE

The purpose of this Statement of Work (SOW) is to procure a Contractor to evaluate, remediate, and ensure public-facing digital content and documents comply with federal and state accessibility requirements, including Section 508 of the Rehabilitation Act and the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, with specific conformance to Success Criterion 4.1.2 (Name, Role, Value).

1. Requirements Consulting Requirements A. Provide project documentation in secure and accessible formats. The Contractor shall ensure all deliverables conform to:

1) WCAG 2.1 Level AA

2) Section 508 (29 U.S.C. § 794d)

3) ADA Title II digital accessibility obligations

4) Applicable State of Michigan accessibility standards B. Specific compliance must address WCAG 2.1 Success Criterion 4.1.2 (Name, Role, Value), requiring that:

1) User interface components expose accessible names and roles.

2) States, properties, and values are programmatically determinable.

3) Changes to states or values are communicated to assistive technologies.

4) Markup and document structure are semantically correct and machine-readable.

C. Document Remediation

1) Proper tagging structure (headings, lists, tables)

2) Accessible form fields with programmatically defined labels

3) Logical reading order and navigation structure

4) Alternative text for images, charts, and graphics

5) Accessible hyperlinks and metadata D. Web Content Remediation

1) Provide accessible names, roles, and values

2) Expose control states (expanded/collapsed, selected, checked, etc.)

3) Use semantic HTML or valid ARIA roles

4) Maintain compatibility with assistive technologies E. Quality Assurance & Testing Report - Confirm usability for people using assistive technologies:

1) Screen reader testing results (e.g., navigation order, headings, links)

2) Keyboard-only operability validation

3) Form field label and instruction verification

4) Reading order and logical structure validation

5) Identified usability barriers and corrective actions F. Exception & Risk Log - Track items that cannot be fully remediate due to technical or policy constraints:

1) Document name and location

2) Description of the accessibility limitation

3) WCAG criterion impacted

4) Proposed mitigation or alternative access method

5) Recommended long-term resolution

G. Contractor confirms proficiency in virtual facilitation of services to be delivered if required by the individual SOW, and the platform must be approved by the State of Michigan. The Contractor:

1) Is proficient in utilizing various platforms for virtual facilitation of meetings and trainings (i.e. Microsoft Teams, Zoom).

2) Has the ability to leverage breakout room functionality for training and client meetings.

3) Has experience conduct hybrid meetings (combination of client facing and virtual attendees).

List all exception(s):

Bidder must explain and outline how it will meet the requirements under section:

Training (Optional Line Item) The Contractor must provide the following

1) Training for MDOT staff on creating accessible documents

2) Guidance on maintaining WCAG-compliant workflows

3) Templates and checklists for ongoing accessibility compliance

4) Training sessions and accessible reference materials.

List all exception(s):

Bidder must explain its training capabilities and any training that is included in its proposal:

Contractor Specific Standards The Contractor must demonstrate:

1) Proven experience remediating large volumes of government documents for accessibility compliance

2) Expertise in WCAG 2.1 Level AA and Section 508 requirements

3) Knowledge of semantic markup, ARIA attributes, and assistive technology compatibility

4) Experience developing Accessibility Conformance Reports (ACR/VPAT)

List all exceptions:

Bidder must explain how it will meet the Contractor Specific Standards under this section:

Access Control and Authentication The Contractor shall comply with all State of Michigan and MDOT security policies and procedures related to access control and authentication when accessing State systems, repositories, or data as part of performing the Services.

The Contractor shall implement and maintain appropriate administrative, technical, and physical safeguards to ensure that access to MDOT systems, files, and content is limited to authorized personnel who require such access to perform contracted duties.

The contract shall:

1) Secure authentication methods consistent with State standards, including unique user credentials and, where required, multi-factor authentication (MFA).

2) Protect all credentials and authentication mechanisms from unauthorized disclosure or misuse.

3) The Contractor shall ensure that all access control and authentication practices comply with applicable State security policies, federal and state data protection requirements, and any MDOT-specific identity and access management standards provided at contract initiation.

4) Immediately notify MDOT of any suspected or actual unauthorized access, credential compromise, or security incident affecting MDOT systems, data, or content.

List all exceptions:

Bidder must explain how it will meet the requirements under this section:

End-User Operating Environment The Contractor shall ensure that all deliverables, including remediated documents, templates, reports, and any related digital content, are fully functional and accessible within the State’s standard end-user operating environment and commonly used public access environments.

The Contractor shall:

1) Ensure that all remediated documents and digital content are compatible with the State’s supported operating systems, browsers, and software without requiring specialized or uncommon configurations.

2) Validate that accessible document and content function correctly across the supported end-user environment, including proper display, navigation, and interaction.

3) Ensure usability and accessibility when content is accessed using assistive technologies, including confirmation that structure, labels, roles, and states are properly conveyed to such technologies.

4) Avoid the use of proprietary formats, plug-ins, or technologies that would restrict access for users who rely on standard State configurations or assistive technology tools.

5) Provide deliverables in formats that are fully usable by both MDOT staff and members of the public without requiring additional software beyond commonly available, State-supported applications.

The Contractor shall promptly address any compatibility or usability issues identified by MDOT that impact the ability of end users, including individuals with disabilities, to access or use the delivered content within the supported operating environment.

List all exceptions:

Bidder must explain how it will meet the Contractor Specific Standards under this section:

Required Functionality Relating to Data Retention, Disposal, and Retrieval The State has legal obligations to retain, dispose, and retrieve State Data along with obligations to manage and secure State Data. To meet these obligations, the Solution must allow the State to:

1) retain all data for the entire length of the Contract.

2) delete its data or request the deletion of its data, even data that may be stored offline or in backups.

3) transfer its data back to the State or to a new vendor or new solution.

4) transfer its data to the Archives of Michigan as may be required by a retention and disposal schedule.

5) retrieve data, even data that may be stored offline or in backups.

Except as otherwise stated in the Contract, Contractor will not dispose of, delete, or destroy State Data without the prior written approval of the State.

List all exceptions:

Service Requirements Timeframes All Contract Activities must begin after April 1, 2026. The receipt of order date is pursuant to the Notices section of the Standard Contract Terms. No project will go beyond the base years of the contract until such a time as option years have been exercised.

List all exception(s):

Acceptance Acceptance, Inspection, and Testing The State will use the following criteria to determine final acceptance of the Contract Activities:

A. Provide accessible names, roles, and values B. Expose control states (expanded/collapsed, selected, checked, etc.)

C. Use semantic HTML or valid ARIA roles D. Maintain compatibility with assistive technologies

List all exception(s):

1. Staffing

1.1. Contractor Program Manager

The Contractor must appoint one individual specifically assigned to State of Michigan accounts, who will respond to State inquiries regarding the Contract Activities (the “Contractor Program Manager”).

The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Program Manager.

ReChelle I. Kendrick MDOT- Contract Services Division 425 W. Ottawa Street Lansing, MI 48933 KendrickR1@Michigan.gov 517-335-5905 [Name] [Street Address] [City, State, Zip] [Email] [Phone]

Key Personnel The Contractor must appoint one individual who will be directly responsible for the day-to-day operations of this Contract (“Key Personnel”). Key Personnel must be specifically assigned to the State account, be knowledgeable on the contractual requirements, and respond to State inquiries within 48 hours.

The Contractor must identify all Key Personnel that will be assigned to this contract in the table below which includes the following:

1. Name and title of staff that will be designated as Key Personnel.

2. Key Personnel years of experience in the current classification. Identify if each Key Personnel staff member is employed full-time (FT), part-time (PT) or temporary (T), including consultants used for the purpose of providing information for the proposal. List each Key Personnel staff member’s length of employment or affiliation with the Contractor’s organization.

3. Key Personnel’s roles and responsibilities, as they relate to this DS, if the Contractor is successful in being awarded the Contract. Descriptions of roles should be functional and not just by title.

4. Identify if each Key Personnel is a direct, subcontract, or contract employee.

5. Identify each Key Personnel’s percentage of work time devoted to this Contract.

6. Identify where each Key Personnel staff member will be physically located (city and state) during the Contract performance.

<Add more rows below as needed> 1.

Name 2.

Years of Experience in Current Classification 3.

Role(s) / Responsibilities 4.

Direct / Subcontract/ Contract 5.

% of Work Time 6.

Physical Location

Disclosure of Subcontractors If the Contractor intends to utilize subcontractors for this SOW, the Contractor must disclose the following:

· The legal business name; address; telephone number; a description of subcontractor’s organization and the services it will provide; and information concerning subcontractor’s ability to provide the Contract Activities.

· The relationship of the subcontractor to the Contractor.

· Whether the Contractor has a previous working experience with the subcontractor. If yes, provide the details of that previous relationship.

· A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Bidder must provide detailed information as requested in the above requirement(s).

The legal business name, address, telephone number of the subcontractor(s).

A description of subcontractor’s organization and the services it will provide and information concerning subcontractor’s ability to provide the Contract Activities.

The relationship of the subcontractor to the Bidder.

If yes, provide the details of that previous relationship.

A complete description of the Contract Activities that will be performed or provided by the subcontractor.

Of the total bid, the price of the subcontractor’s work.

Security The Contractor’s staff may be required to make deliveries to or enter State facilities.

List all exception(s):

Project Management Project Plan The Contractor will carry out this project under the direction and control of the Program Manager. Within 10 calendar days of the Effective Date, the Contractor must submit a final project plan to the Program Manager for approval. The plan must include: (a) the Contractor's organizational chart with names and title of personnel assigned to the project, which must align with the staffing stated in accepted proposals; and (b) the project breakdown showing sub-projects, tasks, timeline, and resources required.

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Meetings The Contractor must attend the kickoff meeting and any other progress meeting the state deems necessary.

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Reporting Additionally, the Contractor must submit to the Program Manager the following written reports upon request:

A. Number of documents remediated vs. total identified B. Status by business unit or division C. Issues encountered requiring MDOT clarification D. Upcoming remediation schedule E. Dependencies or risks affecting timelines

List all exception(s):

Bidder must explain its reporting capabilities and any reporting that is included in its proposal:

Bidder must provide samples of required reports as attachments to this RFP. List file names here.

Pricing & Ordering Price Term Pricing is firm for the entire length of the Contract Authorizing Document The appropriate authorizing document for the Contract will be the Master Agreement(s) (MA). A Delivery Order (DO) will be created by the MA and provided to the Contractor each fiscal year.

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Invoice and Payment Invoice Requirements All invoices submitted to the State must indicate: (a) invoice date; (b) vendor-generated invoice number; (c) purchase order/contract number; (d) description of the Contract Activities (pay item); (e) date of service; (f) quantity; (g) unit price; and (h) total price.

Overtime, holiday pay, and travel expenses will not be paid.

Payment Methods As required by MCL 18.1283, the State will only disburse payments under this Contract through Electronic Funds Transfer (EFT).

The Contractor is responsible for ensuring current banking information is entered in the State vendor website: AdvantageVSS - SIGMA VSS (michigan.gov).

Procedure All invoices must be submitted within 30 days of final work acceptance at the specific location. All invoices must be submitted via e-mail to the MDOT Program Manager, Andy Esch EschA@michigan.gov with a carbon copy to Frannie Griffith GriffithF@michigan.gov.

List all exceptions:

ADA Compliance The State is required to comply with the Americans with Disabilities Act of 1990 (ADA), including its accessibility standard for websites, applications, content and documents. All Contract Activities created, provided, or made available by Contractor under this Contract in a digital format, including but not limited to, websites, applications, software, mobile applications, text, images, sounds, videos, controls, animations, links, and documents (including files in the following formats: PDF, word processing, presentation, and spreadsheet) must comply with the accessibility standards provided in the Digital Accessibility Standards, located at https://www.michigan.gov/standards.

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Bidder must acknowledge their agreement with this section and provide details for how they will meet the requirements:

Service-Level Agreement (SLA) A. The Contractor will be held accountable to meet the requirements and the service level requirements established in this Contract.

B. The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

C. Please Note: Should bidders require clarification or have any questions regarding the SLAs, they should submit them during the Question & Answer Period of this solicitation; please see the Proposal Instructions for the timeline.

Service Level Agreements for this Contract will be as follows:

The Contractor shall maintain sufficient staffing and resources to meet agreed project timelines and statewide scalability needs. The Contractor shall acknowledge all MDOT service requests within one (1) business day and provide a proposed resolution timeframe within three (3) business days.

· Programmatically determinable accessible names for all interactive elements and structural components.

· Accurate semantic roles conveyed through proper tagging or ARIA attributes, where applicable.

· Programmatically determinable states, properties, and values that are communicated to assistive technologies.

· Logical reading order, keyboard operability, and compatibility with commonly used screen readers.

Failure to meet these requirements will require rework at no additional cost to the State

· No critical or high-severity WCAG 2.1 Level AA defects.

· Accurate exposure of Name, Role, and Value to assistive technologies.

· Successful keyboard-only navigation and screen reader usability.

If MDOT identifies accessibility defects during review, the Contractor shall correct and resubmit the item within five (5) business days.

· Number of documents assigned, in progress, and completed.

· Average remediation turnaround times compared to SLA targets.

· Accessibility defect rates and corrective actions taken.

· Any risks, issues, or dependencies that may impact service levels.

Reports shall be provided at a minimum on a monthly basis, or more frequently as requested by MDOT