Request for Quote - Oregon DOJ - Accessibility Services 11-17-22 FINAL.pdf

www.doj.state.or.us

DEPARTMENT OF JUSTICE

ADMINISTRATIVE SERVICES DIVISION

REQUEST FOR QUOTATION (RFQ)

This RFQ and notice is pursuant to OAR 125-247-0270 which requires notice to be posted to the public that the Agency is seeking a minimum of 3 bids.

DATE: November 17, 2022

CONTACT: Lowell Elliott, Procurement and Contract Specialist lowell.s.elliott@doj.state.or.us 971-707-2273 (phone)

SUBJECT: Oregon Department of Justice - Crime Victims and Survivor Services Division

Accessibility Services

REFERENCE: S-13700-00004981

The Oregon Department of Justice (DOJ) is seeking price quotes from qualified Proposers to conduct plain language editing and accessibility remediation of documents produced by the Oregon Department of Justice Crime Victim and Survivor Services Division (CVSSD) and used to communicate with the public. CVSSD connects many different programs with a single goal: to serve victims effectively and compassionately. CVSSD funds statewide victim service programs, help victims cover crime-related costs, and through the division’s advisory committees and partnerships, they help shape best practices statewide and bring a diverse collection of voices to the issue of victims’ rights.

CVSSD recognizes that individuals with disabilities, as well as those with Limited English Proficiency, are important stakeholders and beneficiaries. They recognize that not all CVSSD materials are in compliance with Section 508 of the Rehabilitation Act. CVSSD engaged with a plain language and accessibility vendor in 2021 for plain language editing and accessibility remediation on our highest priority documents. Moving forward, CVSSD is reviewing all internal and external documents and forms to ensure they are accessible to everyone. The successful Proposer will have experience reviewing complex documents for plain language and accessibility to help DOJ improve the agency’s compliance with Section 508 and Oregon’s Plain Language Law.

The successful Proposer will provide DOJ with a quote which describes how they will provide the Services on DOJ’s behalf, in the context of the Project, while addressing the General Requirements and Minimum Qualifications described below. If any Deliverable requires a lower level of effort than initially anticipated, Contractor and DOJ will reallocate available funds to include additional Deliverables, as agreed upon in writing by both parties.

Desired Outcomes:

ELLEN F. ROSENBLUM

Attorney General

LISA M. UDLAND

Deputy Attorney General mailto:lowell.s.elliott@doj.state.or.us

November 17, 2022

To aid Proposers in submitting accurate proposals, a brief description of the documents for which Services are required has been included below.

CVSSD is seeking a contractor with experience reviewing complex documents for plain language and accessibility to help the Division improve our compliance with Section 508 and Oregon’s Plain Language Law. CVSSD wants to ensure that Microsoft Word and PDF documents that are viewable and downloadable from the Agency website are accessible and usable to all customers, including those who use screen readers.

CVSSD is seeking a contractor who will help the Agency maximize our budget by establishing an editing process that is efficient and flexible. The total number of documents is unknown and will evolve throughout the project period. CVSSD is seeking a contractor who will work on an as-needed, document-by-document basis, with a reasonable turnaround time.

An unknown number of documents require plain language and accessibility editing; however, CVSSD does not expect having more than five documents in the editorial workflow at any given time. CVSSD plans to expend funds for plain language editing and accessibility remediation over 24 months, with the option to extend the length of contract if needed.

Specific services CVSSD is seeking include:

• Plain language editing with one round of revisions with the document owners (as determined by CVSSD)

• Creation of Word document templates based on accessibility and plain language considerations, with one round of revisions with the document owners (as determined by CVSSD) and implementation of approved design in all documents for consistency, plain language, and accessibility.

• PDF conversion, tagging for accessibility and compatibility with assistive technology (regular PDF documents)

• PDF conversion, tagging for accessibility and compatibility with assistive technology (PDF fillable forms)

General Requirements:

Quotes must include a detailed explanation of the Proposers ability to conduct plain language and accessibility document remediation by:

1. applying the most current version of the standards below:

a. Section 508 of the Rehabilitation Act of 1973

(https://www.section508.gov/manage/laws-and-policies/)

b. Web Content Accessibility Guidelines (WCAG) success criteria Level AAA

(W3C WCAG 3.0 Level AAA and W3C WCAG 2.2 Level AAA) (https://www.w3.org/WAI/standards-guidelines/wcag/)

c. ICT Testing Baseline (Trusted Tester and ICT Testing Baseline | Section508.gov)

2. compiling document data and completing technical accessibility testing

3. writing and providing to DOJ a document which:

a. includes a review of how the current state of the documents impacts people with disabilities,

b. identifies and prioritizes areas for remediation,

c. outlines recommendations for increasing accessibility, and https://www.section508.gov/manage/laws-and-policies/ https://www.w3.org/WAI/standards-guidelines/wcag/ https://www.section508.gov/test/trusted-tester/

November 17, 2022

d. completes document remediation.

Minimum Qualifications:

Proposer must:

1. Have experience providing services similar to the ones described in the RFP. Relevant experience within the past 24 months is required.

2. Can provide seamless and professional services.

3. Demonstrate a thorough understanding of the requirements found in the General

Requirements section.

Submission Requirements:

Proposers must include in their submission:

1. a description of their proposed editorial workflow and approach explaining how their quote addresses the Desired Outcomes, General Requirements, and Minimum Qualifications above,

2. a statement confirming whether they are a certified DHS Trusted Tester (Section 508 Trusted Tester Conformance Test Process Version 5 | Homeland Security (dhs.gov)),

3. a cost proposal based on word, page or document count,

4. a summary of their education, training, endorsements, or related competencies which make the proposer qualified to provide these services.

Method of Award:

The Agency will be reviewing responses for the quote that will best serve the interests of the contracting Agency, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110.

Agency reserves the right not to award a contract if it is in the best interest of the Agency.

Agency does not guarantee any minimum amount of work under any resulting contract. Any reference to brand names is meant as descriptive not restrictive. Alternate bids will be considered on products, which meet or exceed products indicated on quote. Proposer is to mark clearly alternate proposals.

Questions:

Questions must be submitted via OregonBuys to Lowell Elliott at lowell.s.elliott@doj.state.or.us. All questions must be submitted no later than 8:00 AM PST on November 22, 2022. No questions will be accepted after this deadline.

Quote Submission:

Quotes must be submitted via OregonBuys to Lowell Elliott at lowell.s.elliott@doj.state.or.us by 12:00 PM PST on December 5, 2022. Proposals should include the reference number (S- 13700-00004981) listed above. Bids received after this closing time will not be considered. It is the bidder’s responsibility to make sure the bid is received by the Agency before the closing time. All questions regarding the bid process should be directed to Lowell Elliott at lowell.s.elliott@doj.state.or.us.

https://www.dhs.gov/trusted-tester https://www.dhs.gov/trusted-tester mailto:lowell.s.elliott@doj.state.or.us