Contract Summary

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Scope
This contract is for the remediation of documents, which means transforming or remediating a digital document (such as a PDF) to meet required accessibility standards.
An accessible document should meet WCAG 2.2 AA technical standards, and when in PDF format, the document should meet PDF UA ISO 14289-1 or 14289-2 technical standards. If these standards are updated during the lifetime of the contract, the documents must meet the most current standard adopted by WaTech policy (for the State of Washington), or the most current standard at the time. When a document is accessible, this means users must be able to independently acquire the same information, engage in the same interactions, and enjoy the same services within the same timeframe as individuals without disabilities, with substantially equivalent ease of use.

This contract includes subcontractors/authorized resellers/authorized distributors who are certified as WA State small, OMWBE, or Veteran-owned. Some contractors may have multiple certifications. See the links at the bottom of the page for all subcontractors and their certifications. Note: not all subcontractors/resellers/distributors are certified.

The Department of Enterprise Services has established this cooperative contract with the Contractors shown below in the Awarded Contractors section.

Categories
Category 1: GENERIC DOCUMENTS AND PUBLICATIONS. These documents are typically official and formal by nature, used to share or collect information. This category also serves as an “Other” category, if a remediation project does not fit in any other category.
Category 2: STEM DOCUMENTS. STEM (science, technology, engineering, math) documents that contain math, science, technology, engineering, accounting, and associated numbers, symbols and formulas, charts, and graphs. These documents may require experience with software applications such as: MathType, MathML, MathPix, MathPlayer, and Desmos. These documents are more likely to be complex and require greater communication between the Purchaser and the Contractor before an acceptable end-product is achieved. These projects may include (but are not limited to): technical documents, textbooks, study sheets, assessment methods like tests or quizzes, and lab reports.
Category 3: LEGAL DOCUMENTS. Documents that contain legal, contractual, and medical language, as well as specific formatting, fonts, and symbols. These documents are more likely to be complex and require greater communication between the Purchaser and the Contractor before an acceptable end-product is achieved. These projects may include (but are not limited to): contracts, agreements, ordinances, rules, statutes, regulations, briefs, motions, and memos.
Category 4: HISTORICAL and AGING DOCUMENTS. These documents may be aging, outdated, or historical documents not originally designed for accessibility and may require special care and consideration due to the age of the files. These documents, in their original states, may be scanned and therefore require optical character recognition. Their contents may cover many different topics, including but not limited to technical, legal, educational, medical, economical contents as well as contain images, charts, and graphs.
Category 5: TRANSLATED DOCUMENTS. These documents have been translated from one language to another (non-English) language, or originated in a non-English Language and need to be remediated. Remediation services of a document in a non-English language must be conceptually, linguistically, and culturally accurate. These documents will contain non-English and non-Latin alphabets, and characters. To ensure high quality deliverables, this remediation must include a manual review by personnel. Translated content must also include relevant document metadata, such as image alternative text, document titles and form field descriptions, etc. Note: If translation services are needed prior to document remediation, Contract 03824 for Written Translation Services is an option.
Category 6: DOCUMENT ACCESSIBILITY CONSULTATION SERVICES. Support and consultation services from an accessibility technology expert. These services would provide document analysis and support for a Purchaser who has remediated their organization’s documents in-house.
Category 7 ADD-ON SERVICES: Fillable Forms and Interactive PDFs. This add-on service allows for additional time, consideration, and care to be provided if the document is also a fillable form and/or interactive PDF. Remediation of fillable forms and interactive PDFs may vary in greater complexity and require more attention to detail. This category may require high-level expertise with Microsoft Word, Adobe PDF, and Illustrator.
Category 7 ADD-ON SERVICES: Emergency or Urgent Situations. This is an add-on service for all categories, and can be combined with the fillable forms and interactive PDFs add-on service. Contractors agreeing to provide remediation service under this category shall provide it on an “urgent” basis defined as within a four-hour window on a 24/7 basis.

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How to Use this Contract
1. Review the Price Sheet and Contractor Information to find pricing, product offerings, and information for each Contractor.
Purchasers are strongly encouraged to review the contract (and any amendments) in full. Exhibit A, Included Goods/Services contains detailed scope information and Exhibit B, Prices for Goods/Services contains rates (which may change with price adjustments via contract amendments).
2. Contact the sales representatives directly to consult about their products and services.
Note: This Contract allows for orders and payments to be made through awarded Contractors or their authorized fulfillment partners (subcontractors) identified in the vendor table below.
Orders placed through authorized fulfillment partners are subject to the terms and conditions of the Contract.
3. Reference Enterprise Services Contract No. 02024 on your Purchase Order.
4. Consult the Frequently Asked Questions (FAQ) for common questions on this contract.
5. Contact the Contract Administrator listed below with any further questions.

While not required, DES recommends that purchasers reach out to 3 awarded contractors, to ensure the best value. At a minimum, one contractor should be a Washington Small Business or a Veteran-Owned Business.

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Awarded Contractors

This contract was awarded statewide - all contractors provide services to the entire State of Washington.

Price Sheet and Contractor Information

Price Sheet Notes
1. The "Contractor Details" sheet lists all contractors, their sales point of contact, links to the contract, and more.
2. The "Price Sheet (All)" sheet is a filterable sheet that can be sorted by contractor, rate, category, and turn-around time.
3. The "Price Sheet (Category 5 Only)" sheet is a filterable sheet that can be sorted by language, contractor, rate, and turn-around time.

A Simple Page could have the following qualities: Over 50% of the page is text; Text is stylized (bold, italicized, underlined, etc.), colored, highlighted; Links; Headers, sub-headers; Lists (bulleted, numbered, etc.); Basic tables, charts, images; Specific indents, margins, and spacing.
A Complex Page could have the following qualities: Multiple complex tables; Imbedded media; Graphs, graphics, maps, instructional flow-charts; Formulas (static and interactive); Special/unique symbols and characters; Detailed formatting requirements; a table that has more than one header; Complex images, diagrams, or charts communicating critical information; Footnotes.
Turn-Around Time can vary by category and project size. More information can be found in the contract, Exhibit A, Included Goods/Services sections 3 and 4.

Please do not hestitate to reach out to the DES contract administrator below with any questions.

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DES has ensured this procurement meets RCW 39.26, follows State of Washington Current Procurement Policies, follows DES procurement process, and DES has determined that entering into this contract will be in the best interest of the State of Washington.