PDF Remediation Services

The City of Madison, Wisconsin, through its Information Technology Department, is seeking PDF remediation services to achieve WCAG 2.1 AA compliance standards. The procurement involves transforming over 10,000 web-based PDF documents of varying complexity and page lengths, ranging from 1 to 100+ pages, within a 12-month contract period. Documents are categorized into two tiers: Tier 1 (low complexity, digitally created with simple formatting) requiring 10 business days turnaround, and Tier 2 (high complexity, including scanned documents, OCR requirements, complex tables, and detailed infographics) requiring 15 business days turnaround. The vendor must maintain a secure document tracking and return system, guarantee work completion within the United States, and provide availability during normal business hours (9 a.m. to 4 p.m. Central Time). Key evaluation criteria include per-page pricing for both document tiers, with optional alternative pricing structures, and all-inclusive, not-to-exceed, fixed pricing for the entire contract term. Critical dates include question submissions due by December 17, 2025, answers posted December 19, 2025, and bid submissions due on January 7, 2026, at 2:00 p.m. CST.

The procurement includes specific requirements for vendor qualifications and insurance coverage. Contractors employing 15 or more employees with $50,000 or more in annual aggregate business with the City must file an Affirmative Action Plan within 30 days of contract execution, with local vendors receiving a scoring preference. Insurance requirements are comprehensive, including Commercial General Liability ($1,000,000 per occurrence), Automobile Liability ($1,000,000 combined single limit), Workers' Compensation per Wisconsin requirements, and Professional Liability ($1,000,000 minimum with prior acts coverage). The City is tax-exempt and will not pay federal excise or state taxes. Payment terms are set at 30 days post-invoice receipt and service acceptance. While a specific total contract value is not explicitly stated, the award will be made to the most advantageous bidder considering price and other factors. The contract will be structured to accommodate rolling document submissions in large batches of 150+ documents, with the ultimate contract amount to be determined upon award.