Proposal_Requirements.pdf

Proposal Requirements Citywide Accessibility Compliance Platform

City of St. Petersburg, FL RFP No. 26–178

Proposals shall include the following information in the order listed. Upload all responses as one PDF labeled “Proposal Requirements”. Page size shall be limited to 8 ½ x 11.

The Proposal shall be limited to 50 pages. Proposals in excess of 50 pages may be deemed nonresponsive by the Procurement and Supply Management Director. A cover page or section divider pages are not included in the total page count.

1. Transmittal Letter Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. The transmittal letter must include the name, address, phone number and email address for the offeror’s contact. The transmittal letter may include other information deemed relevant by the offeror.

2. Qualifications and Experience of Firm and Staff

a. Describe the organization's experience delivering the Scope of Services outlined in the RFP, including experience with automated accessibility monitoring, document remediation, and accessibility governance for public-sector clients.

b. Describe how the organization has successfully delivered comparable services, including measurable outcomes such as WCAG conformance improvements, audit readiness, or staff training completion rates.

c. Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles.

i. Provide an organization chart showing (a) reporting relationships and responsibilities of the offeror and any subcontractors or partner firms; and (b) reporting relationships and responsibilities of all key personnel, along with their firm affiliations.

ii. Provide resumes for all key personnel, including the proposed account manager or project manager assigned to this contract. Limit resumes to two pages per individual and include: a. Academic and professional qualifications b. Relevant certifications (e.g., CPACC, WAS, or equivalent) c. Experience as it relates to this project and to the individual's specified role

d. The Offeror must submit descriptions of three (3) projects demonstrating experience relevant to the services identified in this RFP. Experience must be limited to projects completed within the past five (5) years. At least one reference must be from a state or local government entity. At a minimum, each project description must include:

i. Client/owner name and a brief description of the project and services provided;

ii. Client reference contact information, including contact person, telephone number, and email address;

iii. Role of the Offeror in the project;

iv. Contract value, including a comparison of the original budget to the final cost;

v. Year the project began and year completed;

vi. Comparison of the original and actual project schedule;

vii. Description demonstrating the project's relevance to the services requested in this

RFP, including any experience with Revize CMS, WordPress, or multi-site government environments;

viii. Names of participating firms and key personnel included in this proposal, with a description of their roles and responsibilities; and

ix. A summary table cross-referencing the project team with their participation in the referenced projects.

3. Project Approach

The Offeror must demonstrate its capacity and methodology to successfully deliver a comprehensive digital accessibility compliance platform and associated services for the City of St.

Petersburg. The Offeror must describe the approach used on similar engagements and the process proposed for completing the services described in this solicitation.

The Project Approach must clearly describe how the Offeror will coordinate and communicate with the City Project Manager throughout all phases. At a minimum, the Project Approach must include:

a. Platform Capabilities and Technical Approach: Describe the platform's core capabilities, including automated scanning, manual testing support, PDF and document accessibility scanning, reporting and dashboards, and any optional features such as broken link monitoring or content analytics. PDF/document scanning is a required platform capability;

vendors must describe how the platform scans documents for accessibility errors, whether bulk/batch processing is supported, and how scan results are reported. Vendors must also describe their methodology for scanning – specifically whether scanning and remediation are performed in a single pass or as separate processes – and how results are surfaced and tracked in either workflow. PDF/document remediation services are optional and should be clearly identified as a separate offering if provided. Clearly identify which capabilities are included in the base subscription and which require additional services or add-ons.

Describe how the platform supports WCAG 2.1 AA compliance at minimum, and whether WCAG 2.2 AA detection is available. Describe how the platform handles multi-site environments, role-based access, and departmental permissions.

b. Implementation and Onboarding Plan: Describe the proposed implementation approach from kickoff through stabilization, including website inventory, initial scanning, dashboard setup, and user onboarding for up to 25 users. Include a description of how user roles, permissions, and departmental access levels will be configured. Vendors must describe how accessibility issues are assigned to the appropriate department or user – including whether assignment is manual, automated, or rule-based – and how the platform supports departmental users in reviewing, responding to, and tracking resolution of issues assigned to them. Describe any commenting, feedback, or status update functionality available to non-administrator users within their assigned scope.

c. Governance and Policy Development: Describe the Offeror's approach to co-developing or drafting citywide accessibility governance documentation, including a Digital Accessibility Policy, Editorial Guidelines, Remediation SOPs, and VPAT review guidance.

d. Training and Capacity Building: Describe the training program, including both live virtual sessions and LMS-based, self-paced modules. Describe how training will be tailored to different user roles (content editors, IT/developers, ADA/legal staff). Describe administrative features that allow the City to track staff completion of LMS modules.

e. Ongoing Support and Account Management: Describe the Offeror's approach to ongoing support, including account management, quarterly progress reviews, technical support SLAs, and escalation procedures.

4. Cost Analysis

The Offeror must submit a comprehensive and fully itemized cost proposal that clearly identifies all expenses associated with performing the Scope of Services. The proposed budget must be realistic, transparent, and directly aligned with the platform design and approach described in the proposal. The Offeror is solely responsible for determining the level of effort necessary to successfully deliver all services, supports, and deliverables required under this RFP.

The Cost Analysis must clearly distinguish between:

a. Base platform subscription costs (annual)

b. Per-user or per-site licensing, if applicable

c. Implementation and onboarding fees

d. Training costs (live and online)

e. Meetings can either be remote or at the City of St Petersburg. If in person meetings are desired include estimated costs. Travel expenses cannot exceed U.S. General Services Administration (GSA) 2025 travel rates for our locality

f. PDF/document scanning; for the purpose of this RFP, use an estimate of 250,000 PDF/Documents (3 pages, 300kb each)

g. PDF/document remediation services (if applicable / only if vendor offers remediation as a professional service); for the purpose of this RFP, use an estimate of 250,000 PDF/Documents (3 pages, 300kb each)

5. Schedule

Provide a proposed project schedule identifying the tasks described in the Scope of Services. The schedule shall include major phases, key milestones, and anticipated timeframes, including kickoff meeting, website inventory and initial scan, dashboard and user account setup, pre-launch baseline report, training delivery, and post-launch stabilization period.

6. Business Enterprise Outreach and Utilization Proposers must indicate if the company is a SBE, MBE, WBE, or combination; and describe how the company plans to utilize the various business enterprise programs in fulfillment of the contract.

At a minimum, proposers must address the following:

a. Detailed description of your organization's efforts to identify and contact City of St.

Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

i. Attending relevant opportunities offered by the City's Office of Supplier Development including outreach events and matchmaking sessions.

ii. Documentation of planned or prior outreach efforts.

b. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

c. Detailed description of your organization's process for ensuring small businesses have enough time and information to provide your firm with bids.

i. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages.

ii. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

d. Provide past performance in utilizing SBEs, MBEs, and WBEs on past projects within the last five (5) years.

e. Provide a detailed Subcontractor Utilization Form.

Proposal Requirements