S-26000-00015149 - Request for Information.docx

In compliance with the Americans with Disabilities Act, this RFI may be made available in alternate formats such as Braille, large print, audiotape, oral presentation, and computer disk. To request an alternate format, call the Oregon Department of the State Fire Marshal, 503-378-3473.

STATE OF OREGON

COVER PAGE

OREGON DEPARTMENT OF THE STATE FIRE MARSHAL

Request for Information (RFI) S-26000-00015149 Date of Issue: October 14, 2025 Closing Date: November 14, 2025

TABLE OF CONTENTS

Page PAGE 5 of 6

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Department of the State Fire Marshal, (“OSFM”), is issuing this Request for Information (“RFI”) to solicit information from entities regarding available services, tools, and processes for remediating PDF documents to meet WCAG 2.1 Level AA accessibility standards.

Responses to this RFI will assist in identifying next steps for developing a strategy, timeline, and potential solicitation to ensure all OSFM website PDFs meet accessibility requirements by April 24, 2026.

This is not a request for proposals (RFP), and it is not a supplier prequalification within the meaning of OAR 125-247-0550(1).

This RFI will not, in itself, result in any kind of contract, nor will it obligate the OSFM to procure goods or services of any kind or from any particular Respondent. Publication of this RFI allows entities the opportunity to provide information to the OSFM.

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFI is identified on the Cover Page, along with the SPC’s contact information. Respondent shall direct all communications related to any provision of the RFI, whether about the technical requirements of the RFI, the RFI process, or any other provision only to the SPC.

SECTION 2: OVERVIEW

2.1 DEFINITION OF TERMS

Capitalized terms not specifically defined in this document are defined in OAR 125-246-0110.

For the purposes of this RFI, capitalized words will refer to the following definitions:

PDF: Portable Document Format WCAG: Web Content Accessibility Guidelines

2.2 BACKGROUND AND PURPOSE

Due to the recent changes to Title II of the Americans with Disabilities Act (“ADA”), all public facing content on the Oregon State Fire Marshal (“OSFM”) website must meet WCAG 2.1 Level AA standards by April 24, 2026.

The OSFM has over 500 PDFs, on its website[footnoteRef:2], that do not meet the WCAG 2.1 Level AA accessibility standard[footnoteRef:3] and must be remediated by April 24, 2026. The OSFM does not have the capacity, or capability, to complete the required work by the April 24, 2026, deadline and is researching options available in the vendor community to support this work. [2: www.oregon.gov/osfm] [3: https://www.ada.gov/resources/2024-03-08-web-rule/]

2.3 TECHNICAL INFORMATION REQUESTED

The PDFs on the OSFM website include both plain, and technical, language. In order to meet the WCAG 2.1 Level AA accessibility standard, by the required date, the OSFM is conducting market research to determine potential partners in this project.

A response, not to exceed ten pages, please provide the following information:

· Qualifications held that support this type of project

· Estimated timeline for making 500 – 1,000 PDF documents WCAG 2.1 Level AA compliant

· Quality assurance/quality control procedures

· Report(s) provided during, and at completion of, the project

· Ongoing support options for maintaining accessibility standards

· Industry guidance and/or best practices on ensuring compliance

· Cost structure for completing a project of this type and scale

SECTION 3: RFI PROCESS/ RFI SCHEDULE

3.1 PUBLIC NOTICE

The RFI, including all Addenda and attachments, is published on OregonBuys at https://oregonbuys.gov/bso.

3.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time (“PST”). All dates listed are subject to change.

3.3 QUESTIONS

All inquiries, whether relating to the RFI process, administration, deadline, or to the intent or technical aspects of the RFI must be sent electronically to philip.a.hofmann@osfm.oregon.gov. Reference the RFI name and number. Include your entity name and contact information.

3.4 DELIVERY OPTIONS

Only email delivery of the Response document will be accepted. Submissions must be emailed to the SPC by the Closing Date listed in Section 3.2 of this RFI. Hard copy responses will not be accepted for this RFI.

To ensure delivery, the total combined size of the Response document should be compressed so it does not exceed 10 megabytes for electronic submittal.

3.5 RESPONSE DUE

Respondent is solely responsible for ensuring its Response is received by the SPC in accordance with the RFI requirements before Closing. The OSFM is not responsible for any delays in mail or by common carriers or by transmission errors or delays or mistaken delivery.

SECTION 4: ADDITIONAL INFORMATION

4.1 OWNERSHIP/PERMISSION TO USE MATERIALS

All Responses to this RFI become the Property of the OSFM. By submitting a Response to this RFI, Respondent grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Submission solely for the purpose of evaluating the Submission, or as otherwise needed to administer the RFI process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478).

4.2 PUBLIC RECORD/CONFIDENTIAL OR PROPRIETARY INFORMATION

If a Respondent believes that any portion of its Response contains any information that is a trade secret under ORS Chapter 192.501(2) or otherwise is exempt from disclosure under the Oregon Public Records Law (ORS 192.311 through 192.478), Respondent shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted version of its Response.

Respondent is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law (ORS 192.311 through 192.478) and identifying the Response, in whole, as exempt from disclosure is not acceptable. The OSFM advises each Respondent to consult with its own legal counsel regarding disclosure issues.

If Respondent fails to identify the portions of the Response that Respondent claims are exempt from disclosure, Respondent has waived any future claim of non-disclosure of that information.

4.3 RESERVATION OF RIGHTS

This RFI is not a request or authorization to perform work at the OSFM’s expense. Any work a Respondent performs in response to this RFI is at the Respondent’s own discretion and expense; the OSFM will not be obligated for any Respondent costs related to this RFI.

This RFI does not represent a commitment to purchase or lease any product. Submission of a Response constitutes acknowledgement that the Respondent has read and agrees to be bound by such terms.

Respondents are not required to respond to this RFI to be considered for any future opportunities.

SECTION 5: LIST OF ATTACHMENTS

ATTACHMENT A DISCLOSURE EXEMPTION AFFIDAVIT

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