Electronic Document Accessibility Remediation Services

The San Bernardino County, Purchasing Department (County), is seeking Proposals from interested and qualified Proposers to provide Electronic Document Accessibility Remediation Services. The number of awards will be determined by the quality of the proposals received.

The services described in this Scope of Work (SOW) are required to bring County electronic documents into conformance with the accessibility requirements of Rule H, which adopts WCAG 2.1 as the technical standard for state and local government websites and mobile apps through which they provide services, programs, and activities.

The Vendor shall remediate the County's existing backlog of non-conforming documents. The current backlog inventory is summarized below.

| Backlog Metric | Quantity | Notes |
| --- | --- | --- |
| Legacy pages requiring remediation | 109,331 | Subject to adjustment |
| Legacy documents requiring remediation | 9,478 | Across multiple County departments |
| Average pages per document | 11.5 | Individual documents vary widely |

Proposers shall structure pricing so that the County pays only for pages actually submitted and remediated; the County does not guarantee any minimum volume.

County departments collectively created and posted approximately 758 new documents to County WordPress sites over the most recent two-month period, an average of approximately 95 documents per week. Following the compliance deadline, all newly published documents must conform to WCAG 2.1 at the time of posting. The Vendor shall provide an ongoing remediation service to process new documents on a recurring basis for the duration of the contract term.

In-scope documents originate from multiple County departments and include, without limitation: reports, forms (static and fillable), meeting agendas and minutes, policies and procedures, brochures and flyers, presentations, spreadsheets, maps and diagrams, scanned/image-only documents, and multi-language documents. Anticipated source formats include PDF (native and scanned), Microsoft Word (.doc/.docx), Microsoft Excel (.xls/.xlsx), Microsoft PowerPoint (.ppt/.pptx), and legacy formats.

Outside of SOW

• Remediation of live web pages (HTML), web applications, or mobile applications (unless proposed as an optional service).
• Documents that County departments remediate internally or through other vendors.
• Content creation, translation, or substantive editing of document text beyond what remediation requires.
• Documents excepted from remediation under Rule H, as determined by the County.

The County's target is 100% conformance with all applicable WCAG 2.1 success criteria for every returned document, verified by both automated and manual testing. The Vendor shall warrant all remediated documents for a minimum period of **ninety (90) calendar days** from the date of acceptance by the County.

Proposals must be submitted electronically through the County Electronic Procurement Network (ePro) at https://epro.sbcounty.gov/bso/view/login/login.xhtml. Proposals will not be accepted by email or facsimile. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified. Late or incomplete proposals will not be accepted.

The Contract period will be for a maximum of 5 years beginning on approximately January 26, 2027, and ending on approximately January 25, 2029 with an option to extend for three additional one-year periods.

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

The County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies.

*If requested* Presentation/Demonstration: December 1 & 3, 2026.