IT-2026-212-RB-Attach-N-Accessibility_Addendum.docx

RFP No. - RFP-IT-2026-212-RB RFP title - Next-Generation Voice Translator Solution and Managed Services

ATTACHMENT N – Accessibility Addendum Accessibility, Effective Communication, and Next-Generation Voice Translator Requirements Next-Generation Voice Translator Replacement Project Judicial Council of California

1. Purpose This Attachment establishes the accessibility and effective communication requirements applicable to the Next-Generation Voice Translator Solution (“Solution”) procured under the associated Request for Proposal (RFP), Statement of Work (SOW), and resulting Master Services Agreement (MSA).

The Solution exists to facilitate communication between court personnel and members of the public, including individuals with disabilities and individuals with limited English proficiency (LEP). Accessibility and effective communication are therefore core functional requirements of the Solution and are material requirements of the resulting contract.

The requirements in this Attachment apply to all software, hardware, user-facing functionality, administrative functionality, translation workflows, transcription workflows, speech-to-text functionality, text-to-speech functionality, documentation, training materials, and related services provided under the contract.

Effective communication is the primary accessibility objective of this procurement. Technical conformance alone is not sufficient if users are unable to effectively communicate with the courts using the Solution.

2. Applicable Laws and Standards The Contractor shall provide a solution that enables the Judicial Council of California (“JCC”) and the Judicial Branch to meet their obligations under applicable federal and state accessibility requirements.

2.1 Federal Authorities

For this Solution, the effective communication requirement established by 28 CFR § 35.160 is the primary federal accessibility driver. The technical standards identified in Section 2.4 govern the accessibility of the Solution’s interfaces and supporting technology and operate in support of the Judicial Branch’s effective communication obligations.

The Solution shall support compliance with:

· Americans with Disabilities Act (ADA), Title II (42 U.S.C. § 12131 et seq.)

· Effective Communication Requirements (28 CFR § 35.160)

· ADA Title II Web and Mobile Accessibility Rule (28 CFR Part 35, Subpart H)

· Section 504 of the Rehabilitation Act (29 U.S.C. § 794)

· Section 508 of the Rehabilitation Act (29 U.S.C. § 794d)

2.2 California Authorities

The Solution shall support compliance with:

· California Government Code § 11135

· California Government Code § 7405

· California Government Code § 11546.7

· California Civil Code §§ 51 and 54.1

· California Rules of Court, Rule 1.100

2.3 Judicial Branch Authority

California Rules of Court, Rule 1.100 establishes the policy that persons with disabilities have equal and full access to the judicial system and requires each court to designate an ADA/Access Coordinator to address accommodation requests.

The solution directly supports the court’s Rule 1.100 obligations. Requests for real-time captioning, transcription, translation, or alternate-format communication routed through the Solution may constitute or support accommodation requests under Rule 1.100.

The Solution shall be designed and operated so that it supports, rather than impedes, the court’s ability to provide accommodation and effective communication.

2.4 Technical Standards

Where applicable, the Solution shall conform to:

· WCAG 2.1 Level AA

· WCAG 2.2 Level AA for new development and major releases where feasible

· PDF/UA for tagged PDF output generated by the Solution

· Applicable operating-system accessibility requirements Where multiple standards apply, the more protective requirement shall govern.

3. Effective Communication Requirements The Solution shall support effective communication between court personnel and members of the public.

The Contractor shall ensure the Solution supports communication access for:

· Individuals who are deaf or hard of hearing

· Individuals who rely on visual text-based communication

· Individuals with speech-related disabilities

· Individuals who are blind or have low vision

· Individuals who use assistive technology

· Individuals with limited English proficiency (LEP) The Contractor shall support intersectional accessibility needs, including users who belong to multiple populations simultaneously (e.g., a deaf Spanish-speaking court user).

Translation, transcription, and communication functionality shall remain accessible regardless of the language selected.

4. Voice Translator Accessibility Requirements Detailed requirements can be found in Attachment E. This section describes the accessibility‑related functionality.

The Solution shall provide accessible:

· Speech-to-text functionality

· Text-to-speech functionality

· Translation functionality

· Transcription functionality At minimum:

· Real-time transcription shall be presented in accessible visual form.

· Transcribed content shall be available to assistive technologies.

· Text-to-speech shall not be the sole means of presenting information.

Speaker changes, system status messages, confidence indicators, and workflow notifications shall be communicated through accessible means. Users shall be able to review translated or transcribed content in an accessible manner. Timing-dependent content shall provide adequate access and control. Accessibility shall not degrade when operating in non-English languages.

5. Hardware Accessibility Requirements Where hardware is provided, including tablets and kiosks:

· Devices shall support built-in accessibility features.

· Screen-reader compatibility shall be maintained.

· Magnification support shall be maintained.

· Adjustable text presentation shall be supported.

· Audio output controls shall be accessible.

Physical interaction shall not require fine motor precision beyond common accessibility guidance.

Authentication and input workflows shall include accessible alternatives where applicable.

6. Accessibility Documentation Requirements The Contractor shall provide:

· A current Voluntary Product Accessibility Template (VPAT)-based Accessibility Conformance Report (ACR)

· Documentation of testing methodologies

· Disclosure of known accessibility limitations

· Planned remediation activities

· Anticipated remediation timelines The ACR shall:

· Be version specific

· Be dated within twelve (12) months

· Identify all covered components

· Identify excluded components

· Describe actual behavior for supported and unsupported criteria Submission of a VPAT or ACR does not constitute acceptance, does not satisfy the Contractor’s accessibility obligations, and does not limit the Judicial Branch’s right to conduct independent accessibility verification.

7. Accessibility Verification Rights The Judicial Council reserves the right to independently evaluate accessibility and effective communication capabilities.

Independent evaluation may include:

· Automated testing

· Manual accessibility review

· Keyboard testing

· Screen-reader testing

· Assistive technology testing

· Workflow validation

· User-centered validation The Contractor shall provide reasonable access to test environments, accounts, representative workflows, and technical documentation.

Independent evaluation results shall govern for purposes of accessibility acceptance and ongoing conformance determinations.

Accessibility acceptance evidence may include:

· VPAT / ACR documentation

· Automated testing results

· Manual review findings

· Assistive technology testing results

· Workflow validation findings

· User-impact findings

· Accessibility remediation evidence No single source of evidence shall be considered dispositive.

8. Accessibility Maintenance and Remediation Accessibility and effective communication are continuing contractual obligations.

Persistent failure to maintain accessibility, provide effective communication, or satisfy accessibility remediation obligations may constitute a material breach of the contract.

The Contractor shall maintain accessibility through releases, upgrades, patches, enhancements, configuration changes, or hardware refreshes.

Accessibility issues shall be classified according to the severity levels defined in the SOW.

Any issue preventing a user from obtaining effective communication shall be classified at the highest applicable severity level.

Where the Contractor cannot remediate an accessibility or effective-communication defect within the applicable service level, the Contractor shall provide an accessible interim alternate-access method until the defect is resolved.

8.1 Court-Critical Workflows

Accessibility and effective communication defects affecting court-critical workflows shall receive elevated priority.

Court-critical workflows include, but are not limited to:

· Hearings

· Court service counters

· Accommodation requests

· Filing interactions

· Payment interactions

· Interpreter-assisted communication

· Public access to court services The Judicial Council may elevate severity classifications where access-to-justice, court participation, or deadline-related impacts exist.

8.2 Accessibility Maintenance Reporting

Upon request, the Contractor shall provide:

· Open accessibility issues

· Remediation progress

· Accessibility-impacting releases

· Accessibility roadmap updates

· Known accessibility limitations

9. Accessible Training and Knowledge Transfer The Contractor shall provide accessible training materials, user guides, administrative documentation, and support documentation.

Training provided under the contract shall itself be accessible.

The Contractor shall provide guidance regarding configuration and use of accessibility features.

10. Accessibility Point of Contact The Contractor shall identify an accessibility point of contact responsible for:

· Accessibility support

· Accessibility issue escalation

· Accessibility remediation coordination

· Accessibility documentation updates The accessibility point of contact shall remain available throughout the contract term.

11. Order of Precedence The requirements contained in this Attachment are material requirements of the contract.

Where accessibility or effective communication requirements conflict between contract documents, the more protective requirement shall govern.

A third-party disclaimer does not relieve the Contractor of accessibility obligations where the affected component is necessary to participate in or benefit from the Solution.

Failure to satisfy the requirements of this Attachment may constitute grounds for rejection of deliverables, remediation requirements, contract enforcement actions, or other remedies available under the contract.