Website Compliance: ADA Third-Party Audits of Website Content

DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 AGREEMENT BETWEEN THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA, AND ACCESSIBLE360, LLC This Agreement is dated effective March 3, 2021 (the Agreement) and is by and between Accessible360 LLC, a Delaware limited liability company (the Contractor), and The School Board of Duval County, Florida (the District). WITNESSETH: WHEREAS, the District issued RFP No. 04-21/TW dated October 15, 2020 relating to the District's solicitation of Website Compliance: ADA Third-Party Audits of Website Content (the Services) together with Addendum No. 1 dated October 30, 2020 (collectively, the RFP), a copy of which RFP is attached hereto and incorporated herein by this reference as Exhibit A; WHEREAS, after free and open competition, Contractor submitted a proposal, a copy of which is attached hereto and incorporated herein by this reference as Exhibit B (the Proposal) and was selected by the District as the best responsive and responsible

Contractor; WHEREAS, the Contractor is interested in and capable of performing the desired Services for the District, and the District desires to have the Contractor perform the Services; and WHEREAS, the parties have reached an agreement on the Services to be performed and the payment for the same, and therefore wish to set forth this understanding in writing in this Agreement. NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the parties agree as follows: ARTICLE | SCOPE OF SERVICES The Contractor shall fully and timely provide to the District the Services set forth in the RFP and this Agreement. In addition to the Services described in the RFP and Contractors Proposal, the Contractor prepared a Statement of Work attached hereto as Exhibit C and incorporated herein by this reference, and the Master Subscription and Services Agreement attached hereto as Exhibit D and incorporated herein by this reference. ARTICLE Il COMMENCEMENT AND RENEWAL 2.1 Pursuant to section 2.3 of the RFP and the Effective Date of this Agreement, the i term commences March 3, 2021 and ends January 31, 2023, and there are three (3) potential annual renewals. 2.2 The Services shall commence according to the schedule set forth in the RFP, if any, and unless the District notifies the Contractor otherwise in writing. DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 ARTICLE Ill COMPENSATION 3.1 The compensation is negotiated by the parties and set forth in Contractor's Statement of Work attached hereto and incorporated herein by this reference as Exhibit C. 3.2 | The maximum obligated amount under this Agreement shall be as set forth in the contract documents and shall not exceed $119,470.00 through January 31, 2023. In the event of any annual renewal, the annual renewal maximum indebtedness shall not exceed $4,950.00 for the annual enterprise HUB subscription price. In no event shall the District be responsible to the Contractor for compensation in excess of the maximum obligated amounts stated in this Agreement except as increased by formal approved and executed supplemental agreement(s). 3.3 The Contractor has executed and delivered to the District the federal forms in Exhibit 2 of the RFP. The Contractor shall re-execute and deliver to the District the federal forms concurrent with any subsequent amendment or renewal of this Agreement. ARTICLE IV TERMINATION This Agreement may be terminated as set forth in the RFP. ARTICLE V COMMUNICATIONS; RECORDS; NOTICES 5.1 The Contractor shall provide records and information and fully cooperate (notwithstanding any Contractor claims of trade secrets, proprietary or confidential information) with the District as to all matters pertaining to all legal, audit, administration, and compliance requirements relating to the Services and the contract documents. Notwithstanding any designation to the contrary, Exhibit C and Exhibit D are not confidential records under Florida law. 5.2 Until changed by written notice, all formal notices and communications shall be addressed as set forth in section 13.7.14 of the RFP. The Contractor's address for notices is: Accessible360, LLC Attn: Managing Member 1422 W. Lake Street Suite 314 Minneapolis, Minnesota 55408 ARTICLE VI PERSONNEL 6.1 The Contractor represents and warrants that its performance of the Services shall be rendered with promptness and diligence and shall be executed in accordance with the practices and high professional standards used in a well-managed operation performing services similar to the Services. The Contractor represents and warrants it will use an adequate number of qualified individuals with suitable training, education, experience, and skill necessary to perform the Services in an efficient and cost-effective manner. DocuSign Envelope ID: 394006F6-ECC8-4C 36-861 D-A1733F43DF71 6.2 The Contractor agrees and represents that all of the Services required hereunder shall be performed by the Contractor as identified in the Proposal. 6.3. All the personnel assigned by the Contractor and any subcontractor shall be authorized under state and local laws to perform such Services, whether by appropriate license, registration, certification or other authorization. ARTICLE VII MISCELLANEOUS 7A Software (Software) means computer programs, regardless of format or medium, their documentation and specifications. Intellectual property rights (Intellectual Property Rights) means all right, title and interest in and to any and all intellectual and industrial property, including: (a) any and all patents and applications therefore; (b) any and all inventions, trade secrets, design, methods, processes and know-how; (c) any and all copyrights, copyright registrations and applications therefore, and all other rights corresponding thereto throughout the world; (d) any and all trade names, corporate names, logos, common law trademarks, trademark registrations and applications therefore; and (e) any and all computer programs, applications or Software whether in source, object or executable code and any proprietary rights in such programs, applications or software, including documentation and other materials or documents related thereto. The District acknowledges that all Intellectual Property Rights owned by the Contractor, its licensors or subcontractors shall remain owned by the Contractor, its licensors or subcontractors and the District shall not acquire any right, title or interest in or to such Intellectual Property Rights. The Contractor shall own alll right, title and interest in and to any materials created or developed by Contractor or its subcontractors for its internal use or for use in providing the Services to the District. The ownership, right, title or interest in and to any Intellectual Property Rights owned by the Contractor shall only transfer to the District through express agreement in a Schedule or other written instrument executed by the parties to this Agreement and only when agreed upon payment for such transfer has been fully paid by the District. 7.2 The contract documents consist of this Agreement, the RFP (including the Addenda), and the Proposal. In the event of any conflict or ambiguity among these documents, the priority set forth in section 13.7.16 of the RFP shall be assigned. In addition, in the event of any conflict between Exhibit C and Exhibit D to this Agreement, then the following priority shall be assigned: First, to this Agreement; second to Addendum No. 1; third to the RFP; fourth to Exhibit C; fifth, to Exhibit D; and last, to the Proposal. 7.3 Failure by either party to insist upon strict performance of any of the provisions hereof or failure or delay by either party in exercising any rights or remedies provided herein or by laws, the Districts payment in whole or in part for services hereunder or any purported oral modification or rescission of this Agreement by an employee or agent of either party shall not release either party of any of its obligations hereunder, shall not be deemed a waiver of the rights of either party to insist upon strict performance hereof or of any of either party's rights or remedies under this Agreement or by law and shall not operate as a waiver of any of the provisions hereof. A waiver by either of the Parties of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver or any succeeding breach thereof or of any other covenant in this Agreement. Except as otherwise expressly provided in this Agreement, all remedies provided for in this Agreement shall be cumulative and in addition to and not in lieu of any other remedies available to either party at law, in equity or otherwise. 7.4 The Article and Section headings are for reference and convenience only and shall not enter into interpretation hereof. DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 75 All of Contractor's exceptions to the RFP set forth in its Proposal, if any, are stricken in their entirety and void except as may be specifically addressed in this Agreement. 7.6 This Agreement may be executed via email and in one or more counterparts, each of which will be deemed an original, but all such emails and counterparts will together constitute but one and the same instrument. The parties understand and agree that signatures on this Agreement satisfy the request for any signatures in Exhibit C and Exhibit D. IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the date first above written. ACCESSIBLESBO;;BLC Mark. [ack By: 43 4F FAS604E428. Name: Title: Chairman la Attest: THE SCHOOL BOARD OF DUVAL COUNTY, FLORIDA By: Yr-Diana Greene, th Andersen, Chairman Superintendent of Schools and Ex-Officio Secretary to the Board Form Approved: By: Approved by the Board: March 2, 2021 ice of General Counsel DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 EXHIBIT A THE REP DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 EXHIBIT B THE PROPOSAL DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 EXHIBIT C STATEMENT OF WORK (INCLUDING COST PROPOSAL) ACCESSIBLE 360 BETTER. FOR ALL Digital Accessibility Audit, Support, Training & Quality Assurance Testing Statement of Work Duval County Public Schools Provided by Accessible360 rev February18th, 2021 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Table of Contents Table of Contents Rev February 18th, 2021 10verview 2Process 2Live-User Audit 2A360 Accessibility HUB 3Remediation Support and Quality Assurance Testing 5SSupport Services SRemediation & Development Support Services 5Quality Assurance Reassessment 6Post-Conformance Live-User Accessibility Monitoring 7Compliance Support 7Proposed Timeline 8Pricing 9Assumptions 12Agreement 14Exhibit 1 - Scope 14Exhibit 1a - Audit and QA Testing Scope 15Exhibit 1b - QA Testing Only Scope 17Exhibit 2 - Sample Accessibility Audit Reports 18Exhibit 3 - A360 Reviewed By Badges 19Exhibit 4 - Key Success Factors 20 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Overview A360 Enterprises, LLC (A360) is providing this proposal to Duval County Public Schools in order to help you assess, develop/remediate and report on digital accessibility in an effort to conform to WCAG 2.1, Level AA guidelines. This effort will be led by experienced, live accessibility auditors and consultants. This document outlines the steps required to create a full and successful experience for a A360 is in a unique position to help Duval County Public Schools through this process by: 1. Providing experienced, live web developers to audit sites and apps, rather than automated | not highlighting usability issues. ity issues and also providing practical, developer-focused remediation suggestions, thus saving development time 3. Providing priorities and estimated level of complexity, implementation plan 4. Providing senior-level staff to help plan, facilitate and consult throughout the implementation, keeping the process as smooth and efficient as possible 5. Providing the A360 Accessibility HUB, an accessible customer portal to help you manage your digital accessil lowing you to easily determine an Process The A360 Roadmap is a simple process to get your organization as digitally accessible as possible, as quickly as possible, while working with your specific needs, development processes and available resources. This process combines live-user testing and the A360 Accessibility HUB to provide both personalized service and self-service through an online portal. Accessible360 will pro e audit of your sites and then support your remediation and ongoing development process. This support includes help desk support, training, policy/process support, live-user quality assurance and monitoring, Letters of Conformance, expert rebuttal reports and more. A360 will work for your team to create a project plan outlining the schedule for the Audit and QA Testing that best fits both your development cycle and our best practices distilled from thousands of projects. Live-User Audit A360 will conduct a live, disabled-user audit of the multiple digital properties sites for the pages outlined in Exhibit 1 - Scope. The accessibility audit satisfies requirements for screen readers, visual impairment, hearing impaired and keyboard-only users using standards established in WCAG 2.1 Level AA (https:/www.w3.org/WAINWVCAG2 1/quickreff). Rev February 18th, 2021 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 The reports and issues detailed in HUB provide your team the information necessary to remediate any accessibility concerns. A360 will provide the following assistance and deliverables: e Audit Issue Report A360 HUB project started above containing a comprehensive (CSV file) findings including: a Site-wide accessibility issues URL of each page audited Specific instance(s) on the page violating a guideline Associated accessibility WCAG guideline or rule User audience affected by the issue (e.g., screen reader, keyboard-only, hearing impaired, color contrast) A detailed recommendation to remediate each noted issue Priority for fixing the issue ink to the related A360 HUB Knowledge Base articles See Exhibit 2 - HUB Accessil Audit Report for sample Aualt it Surenaty Report Following completion of the comprehensive audit, a written document that summarizes the audit and highlights common issues that were found, along with recommended next steps for the Client Related site-wide issues and fixes that may improve ongoing maintenance, Search Engine Optimization, overall usability and more Screenshots where needed to illustrate the problem areas Reviewed By Accessible360 Badge Rev February 18th, 2021 Client can use the A360 badge to indicate to users of the site and other entities that an accessibility audit is underway Badge can be placed anywhere on the site, including home page, footer or accessibility statement page Badge is available to those organizations subscribing to A360 Digital Accessibility Support or only 30 days following an audit if Digital Accessibility Support contract is not purchased. See Exhibit 3 - A360 Reviewed By Badges A360 Accessibility HUB The A360 HUB is your personalized customer portal. In the A360 HUB your related staff will have access to the A360 projects outlined here, where you can export issues, communicate with the Help Desk staff, view Knowledge 10 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Base articles, training videos and more. The A360 HUB is used by both sighted & blind auditing staff and is a completely accessible, issue tracking solution. Gy . Beever A360 will provide the following assistance and deliverables related to the A360 HUB: e A360 HUB Access: Users within your organization and partner organizations will have access to the HUB to track and manage A360 audit results, your ongoing development effort, progress over time, e Help Desk: Access to the A360 Help Desk (with a support agreement). e Knowledge Base: Access to A360's Knowledge Base found within HUB. ec Issues in HUB include links to related Knowledge Base articles. c Checklists, Accessibility Statement Helpers and other accessibility documents are available eo Knowledge Base articles are continually added and updated as accessil trends change. Technical Video Training: Access to A360's video training series available within the Knowledge Base in HUB. The video technical training is being added to regularly but consists of: o Overview of the laws and emerging trends in this new digital compliance topic for development organizations and the business, including intro to WCAG 2.1 AA Technical Accessibility Training with coverage of the most common techniques and best practices to deliver accessible content, including examples based on the current site Additional resources to continue to expand your knowledge of digital accessibility ity Rev February 18th, 2021 1 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Remediation Support and Quality Assurance Testing Once a project has begun, you will get immediate access to the A360 Acces: ly HUB (A360 HUB), the Knowledge Base, Training Videos and more. You are able to take steps immediately to begin your access' During this phase, A360 will also partner with Duval County Public Schools to, first, assist in remediation through quality assurance testing and technical support, and, second, to establish processes for ongoing, long-term digital accessibility compliance. Support Services The level of support and specific activities required varies drama ly from client to client based on type of al properties, testing cadence, developer availability and many other factors. As such, A360 provides a set of support hours to help you reach your goals. How an organization uses these hours ies belowis up to the organization and can shift over e. Efficient use of the hours is largely dependent on the Key Success Factors found in Exh 4. Support Hours are listed in the Pricing Section later in this document. Typical support activities and deliverables are listed below: Remediation & Development Support Services Following the A360 audit, Duval County Public Schools will schedule and perform internal remediation for multiple digital properties (see Exhibit 1 - Scope) based on results from the Live-User Site Audit. A360 will support this development effort through as-needed technical support for internal technical teams and/or external vendors of Duval County Public Schools. A360 will provide the following assistance and deliverables during the support services: e Remediation Planning Support: Your A360 Customer Success Manager will partner to create a remediation/project plan. This will outline the Client's approach to resolving issues, highlight dates for subsequent QA testing for A360 and define the target date by which all issues are remediated. * A360 Help Desk via the A360 HUB: Senior A360 technicians to consult, mentor and collaborate with Client's internal team and/or external vendors on the following: Ask technical questions related to your project via the A360 Help Desk integrated into A360 HUB Pairing with an auditor Sample code Proactive reviewQA of new pages and other content Other related activities determined valuable to the success of our engagement o9 Rev February 18th, 2027 12 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 @ Q&A Workshop: Once your design and/or development staff has watched the training videos, they are able to work directly with our auditing and help desk staff via a one-hour remote workshop. During this Q & A workshop, training concepts can be discussed more in depth, specific development/remediation issues can be discussed or other accessibility questions asked. Note on Expediting Remediation: Because site content and design are continually evolving, A360 strongly encourages our Clients to remediate their sites as soon as possible after accessibility auditing in order for it to be as applicable as possible. Quality Assurance Reassessment A360 will work with clients to schedule QA within your development process whether that is in sprints or waterfall or a combination. Once the Client is ready to test, A360 will re-assess the multiple digital properties (see Exhibit 1 - Scope). QA consists of checking issues found in the initial audit and defined in the Project Scope below. It is up to the client to apply issues found in the scope, globally across your site. At this step, A360 will provide the following assistance and deliverables: e QA Testing: A360 will provide live-user Accessibility Quality Assurance testing to confirm that the fixes have successfully been applied and the site is usable by affected audiences. Updated Audit Issue Report: Updated Accessibility Audit Report in the A360 HUB which contains any additional fixes and existing issues that are still not complete. e Letter of Accessibility Conformance: States as of the review date on the specified server, A360 found URLs within Project Scope substantially conforms with Level A and Level AA of the Web Content Accessibility Guidelines (WCAG) version 2.1. e Responsive Mobile Web QA: For responsive sites, where code is shared between desktop and mobile, and there is no additional or unique functionality (e.g., a carousel or different mobile-only menu) A360 can also provide a walkthrough of the RWD mobi experience (UX). e For sites where mo! and desktop templates are different, the appropriate testing methodology should be discussed with your Customer Success Manager. In this case, specific mobile testing will be necessary for the mobile apps to receive Letters of Conformance. Note on Letter of Conformance: A360 uses a 1-3 scale for level of priority for each issue. Priority 1 indicates a complete blocker for one or more audiences, and Priority 3 indicates a WCAG issue that does not significantly impact the ability to use the site. In order to receive a Letter of Conformance, all Priority 1 and Priority 2 issues must be satisfactorily resolved on Project Scope and we encourage issues to be solved globally across the site and a plan for Priority 3 items be in place and documented in A360 HUB Rev February 18th, 2021 13 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Note on Quality Assurance Testing & Hours Used: In a typical engagement, a significant percentage of the Total Remediation Support hours outlined in this Statement of Work will be used within the first 3-6 months after QA activities begin. Despite this, A360's pricing model is designed to minimize the financial disruption to your organization by spreading this cost across the duration of the contract. Post-Conformance Live-User Accessibility Monitoring Through the hours in your support contract, A360 can provide comprehensive live-user monitoring of in-scope URLs following a successful QA for the site for long-term accessibility compliance. Monitored pages generally consist of the Home Page & primary user flows within the site Specific pages will be developed with the A360 project management team following a successful QA. At this step A360 can provide the following assistance and deliverables: e Accessibility Monitoring: Live-user re-assessments. e Accessibility Issue Report if new issues have been introduced. Compliance Support In addition to ongoing support and live-user monitoring, A360 will help Duval County Public Schools stay accessible and help mitigate risk through additional compliance support including: e Compliance Reporting: A360 can help your organization report on your progress toward accessibility for any legal requirements that may arise. This includes: c Affidavit of Accessibility Activities outlining the activities and milestones within your project with A360 as you work toward accessibility. When required, this is generally provided prior to a successful QA. c Expert Rebuttal Report: Disabled auditors can provide an expert rebuttal of accessibility claims against your site if needed following a successful QA and during the monitoring time frame. e Updated Letter of Conformance provided the site continues to be in good standing with no Priority 1 or 2 issues based on testing based on Project Scope and your Post Conformance Monitoring activities. e Reviewed By Accessible360 Badge indicating ongoing digital accessi monitoring. Client can use the A360 badge to indicate to users of the site that an accessible user experience continues to be important to Duval County Public Schools Badge can be placed anywhere on the site, including on the home page, footer ibility statement page provided ity support & Rev February 18th, 2021 7 eS 14 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 c A360 will provide badging as long as Duval County Pul Schools continues to subscribe to our support and monitoring service and is in good standing or 30 days following an audit if the Accessibility Support contract is not in place. See Exhibit 3 - A360 Reviewed By Badges Proposed Timeline A360 begin as soon as possible after receiving a signed Master Subscription and Services Agreement (MSSA), this signed Scope of Work (SOW) and payment for the first invoice. Proposed project dates are below. Dates are subject to change based on delivery of executed documents, payment, Client environment readiness, required credentials and other related factors. Our experience has shown your team's engagement is a major factor in finalizing the Proposed Timeline and for the overall success of the project. In addition, A360 has identified other factors (see Exhibit 4 - Key Success Factors) to help ensure your success. A360 will review these with your team during the Project Kick-Off Meeting and throughout the project. Process Steps eg | Projected Date TBD by Client - upon signature SOW & MSSA fully executed by both parties TBD by Client - upon signature HUB Subscription & Support Timeline Begins by both parties Client Environment Prepared & Project Kick-Off Meeting 1-2:weeks following signature by both parties deps.duvalschools.org TBD Live-User www. teamduval.org TBD www.wehavethat.org TBD Live-User QA TBD Testing Completed | 15 School Sites Exhibit 1B) Rev February 18th, 2021 15 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Note that specific dates will be included in this SOW following execution of the agreement. A delay in scheduling the Kick Off Call or Preparing the environment may result in a delay of Audit delivery. Pricing The total fee for these services is outlined below. Accessibility Audit dcps.duvalschools.org $14,750 e Live Disabled User Accessibility Audit Reports detailing the findings & recommended fixes e A360 Reviewed By badging ibility Statement template and www.wehavethat.org $11,450 Accessibility Statement audit & QA e A360 training completion badge/certificate Usage of the A360 badge e Each audit to be invoiced upon completion www.teamduval.org $11,450 Remediation Support & Quality Assurance Testing (see Exhibit 1 - Scope) Your A360 Remediation Support Hours (132 hours) can be used for any of the below services: e Remediation Project Planning e Accessibility Remediation support from A360 Technologists e Quality Assurance via live-user testing e Letter(s) of Conformance per Accessibility Project Plan e A360 Reviewed By badging e Affidavit of Accessibility Activity e &xpert Rebuttal Report(s) if required by legal Comprehensive ongoing monitoring A360 Accessibility Engineer Subtotal $37,650 e Services are included with audit fees noted above QA Testing Bundle Subscription Service Subtotal $44,275 Rev February 18th, 2021 16 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Includes 15 Schools that have been converted to new school template Live Disabled User Accessibility Assessment Reports detailing the findings & recommended fixes Accessibility Statement template and Accessibility Statement audit & QA Usage of the A360 badge This is a subscription service to be invoiced in advance and upon signatures of the contract | | Feo eeceiniaoen Accessibility PDF Remediation Live User Accessibility Optimizations to streamline reading orders and ensure all content is effectively conveyed for users of adaptive technolo: Simple Complexity PDF Pages Medium Complexity PDF $7.00 / page Pages To be invoiced no more frequently than monthly Complexity PDF Pages $12.00 / page Digital Accessibility Training e All Staff Training o Generic non-technical digital ity training Developer Specific Training Coverage of the most common techniques and best practices to deliver accessible content e To be invoiced no more frequently than monthly upon completion of each training Digital Training Subtotal $14,000 (4 Sessions at $3,500/ Session) Rev February 18th, 2021 10 17 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 ital Accessibility Tr: e 1% hour remote technical training led by A360 senior staff Coverage of the most common techniques and best practices to deliver accessible content * Tobe invoiced no more frequently than monthly upon completion of each training Ad-Hoc Digital Training Subtotal $4,500 (3 Sessions at $1,500/ Session) Annual Enterprise A360 Accessibility HUB Subscription e lssue reporting and workflow management Annual Enterprise HUB Subscription Price Subtotal $4,095 3/5/21 - 12/31/21 $4,950 111/22 - 12/31/22 e Archived Records of all Milestones for legal e A360 Video Training Series Knowledge Base Access e Integrated A360 Help Desk (available with a support contract below) e Access for up to 200 Duval County employees e Subscription service to be invoiced in advance annually PDF Template Creation e Creation of simple, medium or complex document templates to meet ADA compliance (complexity level - TBD) e@ To be invoiced upon completion Subtotal $5,000 TOTAL CONTRACT AMOUNT $119,470 Upon acceptance, which is monthly once the contract is approved by both parties. jicated by signing this SOW, Accessible360 requires payment Client is agreeing to A360's HUB Subscription and services from March 5, 2021 through January 31, 2023, there are the potential of 3 annual renewals of the subscription services. Access for up to 200 Duval County Public School employees and/or contractors Rev February 18th, 2021 1 18 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 A360 may, as a courtesy, begin or continue work prior to receipt of any payment that is due; beginning or continuing work does not waive any rights. A360 may, in addition to its other rights and remedies, suspend services if payments are not received when due. Assumptions This estimate will be based on the mutually agreed upon calendar and deliverables within this SOW. If the SOW or schedule changes, additional costs may be incurred and a new estimate may be generated. This SOW is subject to the following assumptions: e Third-party content and services will not be audited unless specified in_Exhibit 1 - Scope. This includes iframes, external links, pop-ups, and other references. When appropriate, A360 will list any third-party content found in the audit report. e Timelines, pricing and hours outlined in this SOW are based in part on information provided by Duval County Public Schools. This includes information shared by Duval County Public Schools in digital and verbal communications. Facts contrary to the information provided by Duval County Public Schools including: any changes in identified scope, Exhibit 1 - Scope,may result in future Change Orders; these additional requests may impact timeline, pricing and/or hours. e The scope outlined herein is accurate, has been reviewed and is approved by the Client. Client acknowledges that the scoping process is collaborative in nature and is the shared responsibility of both A360 and the Client, and that items not outlined herein, may result in a future Change Request. e The Core User Path is defined as the ordered list of URLs for the main/primary use case for the site/application and will be fully outlined following audit delivery. Client acknowledges that 3rd party components in the Core User Path can prevent A360 from issuing a Letter of Conformance for the site/application and steps should be taken now to interact with those vendors so they comply as well. e Blog and chat functionality will not be included unless specified in Exhibit 1 - Scope. Duval County Public Schools will be responsible for providing A360 with any test data required for an audit and QA prior to beginning work. This could include user credentials, dummy credit cards, transaction history and other data. Delays of this information or readiness of test environments will result in delays & time deducted for rescheduling from support hours. e Desktop website audits use the page content displayed in a browser at 1280px wide. e Responsive Web Design (RWD) allows for the same core code from a desktop site to be leveraged in a mobile view. If Client's mobile site is Responsive, and there are no additional or unique functionality, (like a carousel or different mobile-only menu) A360 Rev February 18th, 2021 12 19 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 can also provide a walkthrough of the RWD mobile experience (UX). If there is additional or unique functionality, then additional scoping would be required. Duval County Public Schools users of the A360 HUB must be directly related to the project scope of this SOW. Logins are based on email addresses and cannot be shared between Client staff. Total hours of work performed by A360 during the au not to exceed 108 hours. Total hours of work performed by A360 during the entire support contract is not to exceed the total hours outlined above (see Pricing) for the term of this contract. Total hours of work performed by A360 for each Prepaid QA Testing Bundle of 15 sites is not to exceed 270 hours. A360 will provide Client with a monthly report detailing hours consumed to date. Clients may use hours for other digital accessibility review work, if desired and if hours are available. Remediation Support, Help Desk, and other requested services beyond the hours included in this SOW will be dona time and materials basis at $175/hour. In the event that a Client contacts A360 and has no more allotted time, A360 will notify the Client that this interaction will be billed and ask the contact whether the Client would like to collaborate on a Change Order to this SOW or be billed the $175/hour rate. Early termination by Client of Remediation Support Contract will result in Accessible360 issuing a final invoice for any unbilled hours including for unbilled QA Testing services. No refunds are granted for Annual A360 HUB Subscriptions. All of the following are out-of-scope services: Rev February 18th, 2021 All services not explicitly defined in this proposal. Travel, lodging and per diem costs affiliated with this project. Any out-of-pocket costs associated with the effort (e.g. printing, binding, displays, etc.). Review of any digital marketing materials such as email, etc. A360 is not a law firm; does not provide legal advice. A360 encourages Client to work with experienced legal counsel to understand and apply the law to Client's situation. A360's reports and recommendations reflect A360s experience and understanding in the field of accessible technology. Client is responsible for the operation of its own business, and Client is always free to adopt A360's recommendations, in whole, in part, or not at all, as Client sees fit in its legal and business judgement. 13 e* 20 in Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Agreement This document is a Scope of Work (SOW/) for Services to be performed herein and in accordance with the Master Service Agreement between Duval County Public Schools (Client) and A360 Enterprises, LLC (A360"). The pricing and scope information in this SOW is valid for 60 days. Duval County Public Schools has engaged A360 to provide Digital Accessibility services ("Project") defined in this Statement of Work. Accessible360 can provide separate estimates if any additional services are desired. Although Accessible360 will provide estimates in good faith, all invoices and fees are based upon time actually spent performing Services. This SOW is in effect as of the date below; Client-signed authorization is considered permission to initiate Services listed above. Rev February 18th, 2021 14 21 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Exhibit 1 - Scope The following URLs or Mobile Views will be audited for this engagement as this list represents an agreed upon representative sample (home page plus a strategic list of other page templates or components in use). This scope includes the core user path for a typical user of the site/epplication, along with other important pages representing additional types of content Exhibit 1a - Audit and QA Testing Scope Page Name idcps.duvalschools.org Duval County Public Schools / Homepage About Us School Calendar Chets Creek Elementary Home Page New Schoo! Template How to Enroll / Easy Steps to Registration and Enrollment Talk with Team Duval Report Threats Blended Learning Food Service / Food Service Transportation https://deps. duvalschools. ora/Domain/4424 School Locator Separate sitevendor https://vaww.myschoollocation.com/duvalcountypublicschools/ https://deps. duvalschools. org/site/Default. aspx?PagelD=2714 Human Resources 5 School Choice https://deps. duvalschools org/Page/7 400 Oneview Online Registration* Online registration form with steps to complete to advance through the https //eccount- enrollment. enroll ment.azurewebsites. net/enrolimentWizard Staff Directory J .duvalschools.ora/domain/3171 Code of Conduct Page Rev February 18th, 2021 15 22 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Exception Student Services https:/deps duvalschools orq/Domain/4394 Office of Equity and Inclusion Schoo! Board / School Board Members duvalschools ora/Domain/4440 Students / Current Students duvalschools ora/domain/5442 Student Records / Student Records duvalschools ora/Page/15018 Schoo! Board District 1 / Board Member Bio duvalschools.org/Page/26183 Schoo! Board / Board Meeting Calendar duvalschools org/Page/9567 Schoo! Board Policy Manual duvalschools orq/Page/9598 Equity & Inclusion / Professional Standards / Web Accessibility Dept. Directory Careers / Employment Opportunities Careers / Open Interviews Careers / Certification lwww.teamduval.org Team Duval News #WeHaveThat Accessibility Statement Contact Us Team Duval News Newsroom Story Idea Submission Team Duval News Jiwww teamduval.org/submit-your-qood-news/ Team Duval Tube Team Duval News Media Relations Inquiry - Team Duval News /venw teamduvalora/media-inauil Viewpoints Team Duval News. www.wehavethat.org Duval County Public Schools Every Student. Every Day. tty dviww wehavethat or Academics htt, Jivanw wehavethat ora/facademics/ CONTACT Duval County Public Rev February 18th, 2021 16 23 in Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Schools https //vww wehavethat orq/explore-choices/cereer-and- Business and Finance and VyStar technical-education/business-and-finance-and-vystar- Academy Duval County Public Schools |academy/ High Duval County Public Schools https //www wehavethat ord/schools/high/ Accessibility Statement Duval County Public Schools https //vaww.wehavethat ora/accessibility/ STUDENT AND FAMILY SERVICES Duval County Public Schools Matthew W. Gilbert Middle School Jiwway wehavethat ora/student-and-family-services/ https //vaww wehavethat ora/matthew-w-ailbert/ Exhibit 1b - QA Testing Only Scope Ise ET pas Prepaid QA Testing Schools? Thomas Jefferson Ele Mandarin Middle Terry Parker High RV Daniels Oceanway Ele North Shore Ele Crown Point Ele Stonewall Jackson Timucuan Ele Fort Caroline Ele Arlington Ele Love Grove Ele Alden Road Ele Bridge to Success High Atlantic Coast High The above named schools will be QA tested after the school websites are switched over to the new template. Accessible 360 will be notified when this occurs. 2 These sites will be tested after they are switched over to the new website template. We will alert you when they are transferred to the new template and ready for review. Rev February 18th, 2021 17 24 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 Page Name LU tE Prepaid QA Testing School Template Homepage TBD About Us TBD Contac Us TBD Parents TBD Programs TBD Staff TBD Programs BD Athletics (Middle/High School Only) TBD Calendar TBD The scope outlined above is accurate, has been reviewed and is approved by Client. Client, please Initial above. Exhibit 2 - Sample Accessibility Audit Reports a hae ) BBB ste Auait | sampte co, inc, = ere Gash : Bom Bi tssues By Project View ose somo Rev February 18th, 2021 18 25 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 ae (Ay | al eed el ka cake a Sa The Reviewed By Accessible360 badge may be used on an Accessibility Statement page, the footer of your site or other locations as required. Usage Guidelines: e The image should link back to http://accessible360.com The image should have an alt attribute of Reviewed By Accessible360" e The aspect ratio of the image should be retained (no stretching to fit) Rev February 18th, 2021 19 26 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 @ The badge may only be used on the site(s) or mobile apps indicated in this Statement of Work (SOW) after the required documents are executed, and continued use is granted as long as Client continues to subscribe to ongoing support and customer continues to be in good standing Exhibit 4 - Key Success Factors Based on extensive experience working with all types of industries, development organizations, and agencies, A360 understands key factors in determining an Accessibility Initiative's success factors. Activities helping to ensure success include: Tactical factors: Aclear initial goal, such as needing a Letter of Conformance by a certain date. e Amutually-agreed project timeline with clear milestones and communication. e Use of the A360 Knowedge Base and Training Videos so stakeholders understand accessibility concepts. Consistent use of the A360 HUB for issue review, status updates, and Help Desk communication. Prompt communication from all involved teams. Ongoing monitoring and communication after the initial goal is achieved. Ongoing involvement of executive stakeholders. Recognition that all P1 and P2 issues must be resolved before A360 can provide a Letter of Conformance. Organizational factors: e Buy-in from both business sponsors and the development organization/agency on the importance of the accessibility initiative. e Planning for long-term digital accessibility conformance, potentially including process changes and improvements organization-wide. e Understanding that accessibility is an ongoing task, not a single project or a bug list. Consistent, ongoing development activity is key to a successful outcome. Development teams and senior leadership that dedicate themselves to global problem fixes rather than fixes on specific pages or views are more successful. e Digital Accessibility is not an all or nothing proposition. There are differences of opi and approach on usability and design on all aspects of development. A360 partners with you to craft a roadmap to accessibility for both the short- and long-term, and works with your team to provide experienced guidance to tailor fixes to your environment. Rev February 18th, 2021 20 27 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 EXHIBIT D MASTER SUBSCRIPTION AND SERVICES AGREEMENT Effective Date: March 3, 2021 1. Parties: CONSULTANT OR A360: CLIENT A360 Enterprises, LLC CLIENT : 1422 W. Lake Street, Suite 314 Address: Minneapolis, Minnesota 55408 City, State: Email: info@Accessible360.com Email: Tele: 612.440.3601 Tele: Accounts Payable Email: Background: 1. 2. 35 Accessible360 (A360 Enterprises, LLC and/or: A360) is experienced in the field of web, mobile and other technology accessibility assessment, testing, reporting, monitoring, and technical training regarding accessibility. A360 has developed and hosts a Software as a Service (or SaaS) based issue and process management and knowledge-based platform, which contains a range of proprietary content, modules, and features relating to accessible technology, including but not limited to: issue identification and resolution tracking, automated testing, training videos and content, white papers, audit reports, and related information and data as determined by A360 from time to time (collectively, the A360 HUB). CLIENT wishes to engage A360 to perform accessibility testing, reporting, training, monitoring and/or other consulting services (collectively, the Services) as described in accompanying Scope of Work (SOWs) and subject to the terms of this Master Subscription & Services Agreement and one or more Statements of Work as mutually agreed by the parties: A360 & CLIENT, (collectively the Agreement). The Services may include access on a subscription and SaaS basis to such specific features and portions of the A360 HUB as may be specifically identified on a SOW. Agreement: A360 and CLIENT hereby enter into this Agreement for Services as of the Effective Date written above and agree as follows: Consulting Services and Fees: 1.1. Accessibility Testing / Reporting / Quality Assurance Testing, /Monitoring Services as Described in SOW. A360 will perform for CLIENT the Services described on each Statement of Work or Work Order (collectively a SOW) entered into and signed by the 28 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 1.2. 1.3. parties, and each SOW is subject to the terms of this Master Subscription & Services Agreement, except that in the event of a direct conflict between the terms of this Agreement and any SOW, the terms of the SOW shall prevail as to such SOW. Subscription-Based Access to A360 HUB. For the period specified in the applicable SOW and so long as this Agreement is in effect and CLIENT has not breached this Agreement, CLIENT may access such specific features and portions of the A360 HUB as may be specifically identified on a SOW. If a SOW includes volume or use limitations (for example, X number of training sessions, or Y number of maximum users) then CLIENTS access is subject to such limitations and CLIENT shall not violate or exceed such limitations. Such subscription-based access is for CLIENTs employees and directly- related agencies only, for the sole purpose of supporting CLIENTS effort to make its technology more accessible to users. Upon termination of the SOW or this Agreement CLIENT must immediately discontinue its use of the A360 HUB. CLIENTS access to and use of the A360 HUB is contingent upon and subject to CLIENTS compliance with the restrictions and limitations on A360 Provided Items as described in Section 2. A360 may suspend access to the A360 HUB in the event CLIENT has not paid fees when due or has otherwise breached this Agreement, or in the event of technical or maintenance issues or an external threat (e.g., hacking) to the A360 HUB. Fees, Expenses and Invoicing. CLIENT will pay A360 the project fee, subscription/access fee, and/or hourly rates or other fees identified on each SOW. CLIENT will reimburse A360 for its reasonable and pre-approved expenses in performing Services under this Agreement. A360 will invoice CLIENT and all invoices are due as described in any related sow. Ze Rights in A360 HUB, Deliverables and Data; A360 Provided Items: 2.1, 2.1.1. Reports, Deliverables and A360 Provided Items. CLIENT understands and agrees that A360 has developed the A360 HUB, its report formats, testing templates, methodologies, dashboards, strategies, subject matter expertise, badging, knowledge base, videos, audit summary reports remediation recommendations, recorded trainings and other related documents and items (collectively: A360 Provided Items) at substantial effort & expense prior to entering into this Agreement with CLIENT, and the existence of the A360 Provided Items permits A360 to perform services for CLIENT more efficiently and cost-effectively, and are used for multiple A360 clients. The parties agree that the A360 Provided Items are confidential, proprietary and trade secret information and the property of A360, subject however, to the requirements of Florida law. CLIENT may Use the A360 Provided Items as defined above, that are in-fact provided to CLIENT, for CLIENTS internal purposes. For all A360 Provided Items that A360 in-fact provides to CLIENT hereunder, A360 grants CLIENT a limited right to use, copy and distribute the A360 Provided Items, for the term of the Agreement, for CLIENTS internal use for the purpose of improving the accessibility of its website and / or other technology, but not for the benefit of or use by any third party (although CLIENT may not copy or distribute the A360 HUB itself, only the content and information made available to CLIENT through the A360 HUB). A360 retains ownership of all rights, including all intellectual property rights including copyright, patent and trade secret rights, in and to the A360 Provided Items. CLIENT may not 29 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 remove or alter any content, copyright, confidential information or other proprietary notice appearing on an A360 Provided Items, except, however, as required by Florida law. 2.1.2, CLIENT may not use or permit others to use or access the A360 Provided Items in conjunction with services or work product competitive to those provided by A360. If CLIENT wishes to share any A360 Provided Items (such as an audit report and recommended fixes) with a third party (for example, CLIENTs e-commerce platform service or a website development / remediation service, but excluding any parent, affiliate or subsidiary of CLIENT), CLIENT shall take all appropriate measures to ensure that any third party receiving any A360 Provided Items uses said content exclusively for the benefit of CLIENT and only as permitted in this Agreement. CLIENT is responsible for any improper act or omission by third parties selected by CLIENT to receive access to any A360 Provided items. CLIENT may not access or attempt to access any portion of the A360 HUB to which CLIENT has not been explicitly granted access ina SOW. CLIENT may not interfere with the functioning of the A360 HUB, attempt to copy or reverse engineer the A360 HUB, or use the A360 HUB in violation of any user-instructions or rules provided by A360. Confidentiality, Publicity and Non-Solicitation Mutual. Intentionally deleted. Warranty, ete. A360 warrants that the Services will be performed and A360 Provided Items shall be provided in a professional and diligent manner. This warranty is applicable to the Services and A360 Provided Items at the time delivered. In the event of a breach of the foregoing warranty, CLIENT will give prompt written notice to A360, and as A360s sole liability and CLIENTS sole and exclusive remedy, A360 will substantially correct or cure the applicable Services or A360 Provided Items at no additional cost to CLIENT, or if the foregoing is not feasible in A360s judgement then A360 will return to CLIENT all pre-paid fees paid for the particular Services or A360 Provided Item not meeting the above warranty. THE WARRANTY ABOVE IS EXCLUSIVE AND IS IN LIEU OF ALL OTHER WARRANTIES, EXPRESS, IMPLIED, STATUTORY OR OTHERWISE WITH RESPECT TO THE SERVICES OR A360 PROVIDED ITEMS PROVIDED UNDER THIS AGREEMENT, AND A360 DISCLAIMS ALL OTHER WARRANTIES INCLDUING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, AVAILABILITY, OR FITNESS FOR A PARTICULAR PURPOSE, OR THAT ANY PARTICULAR BUSINESS OR LEGAL RESULT WILL BE ACHIEVED. A360 MAY MODIFY OR CHANGE THE CONTENT AND FUNCTIONALITY OF THE A360 HUB AT ANY TIME, WITH OR WITHOUT NOTICE. A360 DOES NOT REPRESENT OR WARRANT THAT COMMUNICATIONS OVER THE INTERNET, THE A360 HUB, OR THE SERVICES, WILL BE ALWAYS-AVAILABLE, SECURE, OR ERROR FREE. No Legal Advice. A360 does not provide legal advice, and no Services or A360 Provided Items shall be considered to be legal advice. A360 is not responsible for any claim or allegation a third party may make regarding CLIENTS website or other technology. For legal conclusions or advice A360 recommends CLIENT seek advice from qualified legal counsel. Limitation of Liability - Mutual. EXCEPT AS REQUIRED BY SECTION 768.28, FLORIDA STATUTES, IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER PARTY FOR ANY INCIDENTAL, CONSEQUENTIAL, INDIRECT, OR PUNITIVE DAMAGES (INCLUDING BUT NOT LIMITED TO LOST PROFITS), REGARDLESS OF WHETHER SUCH LIABILITY IS BASED ON BREACH OF CONTRACT, TORT, STRICT LIABILITY, BREACH OF WARRANTIES, FAILURE 30 DocuSign Envelope ID: 394006F6-ECC8-4C36-861D-A1733F43DF71 OF ESSENTIAL PURPOSE OR OTHERWISE AND EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. FURTHER, OTHER THAN FOR BREACH OF INTELLECTUAL PROPERTY RIGHTS, A PARTYS MAXIMUM AGGREGATE LIABILITY FOR ANY AND ALL CLAIMS ARISING UNDER OR RELATED TO THIS AGREEMENT SHALL NOT EXCEED THE TOTAL OF SUMS PAID (OR OWING BUT UNPAID) UNDER THE SOW TO WHICH THE CLAIM RELATES. Indemnification. Intentionally deleted. Term and Termination. Intentionally deleted. Miscellaneous. 8.1. Applicable Law: Venue. Intentionally deleted. 8.2. Entire Agreement. Intentionally deleted. 8.3. Independent Contractor: Use of Name. A360 shall act at all times as an independent contractor, and shall be responsible for any and all social security, unemployment, Workers Compensation and other withholding taxes for any and all of its employees. Neither CLIENT nor A360 will use the trademark(s), trade name(s) or service mark(s) (whether registered or not) of the other party without the express prior written consent of the other party. 8.4. Signatures. Intentionally deleted. 31 March 2, 2021, Regular Board Meeting Title 28. CONTRACT FOR WEBSITE COMPLIANCE/RFP NO. 04-21/TW Recommendation That the Duval County School Board approve the contract award to Accessible360, LLC in an amount not to exceed $119,470.00 for the period of March 5, 2021 through January 31, 2023, and subscription renewals for an annual cost not to exceed $4,950.00 for each of three potential subsequent annual renewals. That the Duval County School Board authorize the Chairman or the Vice Chairman and the Superintendent to execute the contract upon form approval by the Office of General Counsel. That the Duval County School Board authorize the Superintendent, or her designee, to exercise any of the three potential annual subscription renewals, subject to the availability of funds. Description The district has entered into an agreement with the Office for Civil Rights (OCR) to develop and implement a plan for improving the accessibility of the district's public websites. As part of that plan, the district seeks to conduct live-user audits of web templates and certain web pages to identify and remediate issues of accessibility under the WCAG 2.0 AA standard. The district conducted a Request for Proposal procurement process (RFP No. 04-21/TW Website Compliance) to select a firm capable of performing this work for the district. The proposed contract includes staff training, and other resources and services to improve the accessible quality of content published on the website in the future. Gap Analysis The district does not currently have staff or a vendor relationship capable of providing live-user testing to determine if its websites meet world internet standards for content accessibility. Additionally, the district does not currently have a training resource capable of ensure its highly decentralized web management personnel structure is appropriately training in web content accessibility guidelines. Previous Outcomes This is the district's first contract for these services, and the first year of the plan developed under the agreement with OCR. There are no previous outcomes. Expected Outcomes Approval of the contract and implementation of this work will enable the district to take appropriate steps toward eliminating accessibility issues potentially resident on the district's web domains based on the WCAG 2.0AA standard, and will improve the capability of staff at the district and school level to avoid publishing future content that does not meet the accessibility standard. Strategic Plan Goal Sustain Engagement of Parents, Caregivers, and Community Financial Impact The planned funding source will be normally budgeted operating funds of the Public Relations and Marketing Department. The not-to-exceed expenditure for the contract is $119, 470.00 for the initial contract term ending January 31, 2023, plus an annual cost not to exceed $4,950 for each of the three potential subsequent annual renewals. Contact Tracy Pierce, Chief of Marketing and Public Relations, 904-390-2993 Attachments 1. Accessible360 Contract final Page 1 of 3 RFP No. 04-21/TW Website Compliance: ADA 3rd Party Audits of Website Content ADDENDUM NO. 1 ADDENDUM NO. 1 www.duvalschools.org/purchasing Issue Date: October 30, 2020 Phone: 904-858-4859 Buyer: Terrence Wright Bid Number: RFP No. 04-21/TW Bid Title: Website Compliance: ADA Third Party Audits of Website Content Opening: Thursday, November 19, 2020, 2:00 p.m. (EDT). Bids received prior to this date and time will be opened in the Conference Room and may not be withdrawn for 120 days after opening. All bids received after the specified date and time will be returned unopened. The addendum shall serve to amend, replace and append information provided to potential respondents in the original RFQ package. To assist in the development of their responses, interested firms are encouraged to carefully review the information found in this addendum and on any additional enclosed documents. Purpose: 1. To answer questions received in accordance with this RFP. Questions and Answers Agilitech Solutions LLC 1. Question: What automated web scanning software is being used currently? Answer: Accessible 2. Question: With regard to section 13.7.18 Employment eligibility, we occasionally use offshore resources. How do the employment eligibility provisions apply in this case? Answer: Pursuant to the provisions of section 448.095, Florida Statues, beginning January 1, 2021, the District, the contractor, and any of the Contractors subcontractor(s) shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees. The district, the Contractor and the Contractors subcontractor(s) may not enter into a contract unless each party to the contract registers with and uses the E-Verify system. 3. Question: What is the expected Service Level Agreement and turn around time for documents and templates? Answer: A service level agreement will be developed prior to contract negotiations after award. Turn-around time for a document and templates will depend on the level of complexity of the document and/or template. There will be occasions when a project will need a 24- hour turn-around time. eile re http://www.duvalschools.org/purchasing http://www.duvalschools.org/purchasing Page 2 of 3 RFP No. 04-21/TW Website Compliance: ADA 3rd Party Audits of Website Content ADDENDUM NO. 1 4. Question: Can the school system please provide some samples of what they would want templates for and examples of simple, moderate and complex templates? Answer: Calendar is a simple template. See the following link: Calendar: https://dcps.duvalschools.org/site/handlers/filedownload.ashx?moduleinstanceid=13235&dataid=67696&FileName=202 0-2021%20District%20Calendar%20Board%20Approved%20FINAL%2008192020__20200825.pdf CAFR Financial Statement is a sample of a complex template. See the following link: CFAR: https://dcps.duvalschools.org/cms/lib/FL01903657/Centricity/Domain/11226/Duval%20County%20Public%20Schools %20CAFR%202018-19%20%20ADA%20Compliant.pdf 5. Question: For template creation can we price this by the hour vs. by the template? Reason being is that in our experience, documents often contain elements of simple, moderate and complex and can be different from page to page. If hourly price is not permitted, can we provide a price per simple, moderate or complex page vs. document? Answer: You can provide pricing per simple, moderate, or complex page to be agreed upon at contract negotiation. 6. Question: For word, PPT and excel files do you want the remediated files back in their native (Microsoft) format? Or in accessible PDF format? Or both? Answer: Provide both native files and PDF formats 7. Question: In Section 2.2. Lot I Human and Automated Reviews of Website Portfolio and Attachment B, Section A in the pricing tables, the School System is requesting Automated Review/ Reporting. Can you elaborate on what is expected there? Will the vendor use its own scanning software to deliver a monthly report? Or use the existing tools the school already has? Answer: The vendor will use its own scanning software to deliver a monthly report. Please provide an example of a report in your proposal and list the type of software you use. Accessible 365 8. Question: Section 13.4 refers to the JESSICA LUNSFORD ACT, is it the intent that service be performed on-site or in a manner other than remote? Answer: Services would not be performed onsite. 9. Question: Exhibit B, Section A, LOT I MANUAL & AUTOMATED REVIEW/REPORTING, list several different types of websites based on size. Would it be possible to get links (with access) to sample sites for each type of site listed? Answer: School Website Example: https://dcps.duvalschools.org/cse Department Website Example: https://dcps.duvalschools.org/Domain/4382 10. Question: For the documents covered under Exhibit B, Section B, LOT II COST FOR REMEDIATION, can you confirm the types of documents generally fall under MS Office (including PDF) type documents and not for instance Adobe Illustrator or other non- general business management type documents? https://dcps.duvalschools.org/site/handlers/filedownload.ashx?moduleinstanceid=13235&dataid=67696&FileName=2020-2021%20District%20Calendar%20Board%20Approved%20FINAL%2008192020__20200825.pdf https://dcps.duvalschools.org/site/handlers/filedownload.ashx?moduleinstanceid=13235&dataid=67696&FileName=2020-2021%20District%20Calendar%20Board%20Approved%20FINAL%2008192020__20200825.pdf https://dcps.duvalschools.org/cms/lib/FL01903657/Centricity/Domain/11226/Duval%20County%20Public%20Schools%20CAFR%202018-19%20%20ADA%20Compliant.pdf https://dcps.duvalschools.org/cms/lib/FL01903657/Centricity/Domain/11226/Duval%20County%20Public%20Schools%20CAFR%202018-19%20%20ADA%20Compliant.pdf https://dcps.duvalschools.org/cse https://dcps.duvalschools.org/Domain/4382 Page 3 of 3 RFP No. 04-21/TW Website Compliance: ADA 3rd Party Audits of Website Content ADDENDUM NO. 1 Answer: Documents may be Microsoft products such as Word, Excel or Powerpoint. Our District Our District does support Adobe Creative Cloud products including InDesign and Illustrator. However, use of those programs is not as common as the Microsoft products. 11. Question: Exhibit B, Section C, LOT III COST FOR TEMPLATES AND TRAINING, mentions In person for training. Would training session(s) with live personnel via Zoom/Google Meet or other virtual meeting technology be sufficient to meet this requirement? Answer: In a pandemic environment, yes. Although in-person training is preferred and more effective. Siteimprove 12. Question: Is DCPS willing to consider a new automated software if it provides a more comprehen- sive solution, as well as paired with Manual Testing, to addressing ADA Compliance the website? Answer: If the product meets the needs of the District, we are willing to review the software. However, this must be tested and proven software with examples of effectiveness. 13. Question: Given COVID-19, many organizations have utilized digital submissions over physical submissions delivered by mail would DCPS be willing to accept digital submissions? Answer: All RFP responses must be delivered by mail as per the requirements of the RFP. RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content REQUEST FOR PROPOSALS (RFP) RFP NO. 04-21/TW WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content RFP Release Date: October 15, 2020 Deadline for Written Questions: October 29, 2020, 4:00 p.m. (EDT) Proposals Opened: November 19, 2020, 2:00 p.m. (EDT) Committee Evaluation: December 4, 2020 Presentations: December 11, 2020 (if deemed necessary) Board Award: February 2021 DUVAL COUNTY PUBLIC SCHOOLS Purchasing Services Department 1701 Prudential Drive Jacksonville, Florida 32207 eile re Page 1 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content ATTACHMENT A Duval County Public Schools www.duvalschools.org 1701 Prudential Drive PHONE: (904) 390-2000 Jacksonville, FL 32207-3235 TDD: (904) 390-2898 Purchasing Services PH: (904) 858-4848 1701 Prudential Drive FAX: (904 858-4868 Jacksonville, FL 32207-3235 Request for Proposals (RFP) Required Response Form WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content RFP No. 04-21/TW This response must be submitted to Duval County Public Schools, Purchasing Services, 1701 Prudential Drive, Jacksonville, FL 32207, no later than 2:00 p.m. EDT on November 19, 2020 and plainly marked RFP No. 04-21/TW. Responses are due and will be opened at this time. Responses received after 2:00 p.m. EDT on the date due will not be considered. Anti-Collusion Statement / Public Domain I, the undersigned vendor have not divulged, discussed, or compared this proposal with any other vendors and have not colluded with any other vendor in the preparation of this proposal in order to gain an unfair advantage in the award of this proposal. I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S. Proposal Certification I hereby certify that I am submitting the following information as my company's response and understand that by virtue of executing and returning with this response this REQUIRED RESPONSE FORM, I further certify full, complete, and unconditional acceptance of the contents of all pages, inclusive of this Request for Proposal, and all appendices/attachments and the contents of any Addendum released hereto. VENDOR (firm name): STREET ADDRESS: CITY & STATE: PRINT NAME OF AUTHORIZED REPRESENTATIVE SIGNATURE OF AUTHORIZED REPRESENTATIVE: TITLE DATE: CONTACT PERSON: CONTACT PERSON'S ADDRESS: TELEPHONE: FAX: TOLL FREE: INTERNET E-MAIL ADDRESS: INTERNET URL: VENDOR TAXPAYER IDENTIFICATION NUMBER: NOTE: Entries must be completed in ink or typewritten. An original manual signature is required. eile re http://www.duvalschools.org/ Page 2 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content ITEMS TO BE RETURNED WITH PROPOSAL: 1. Required Response Form Attachment A Page 1 of 29 (signature required) 2. Cost of Services Attachment B 3. Office of Economic Opportunity Proposed Schedule of Participation Attachment C Note: In accordance with section 4.3, please submit proposal as follows: 1. One (1) manually signed original 2. Two (2) photocopies of original 3. Eight (8) USB Flash Drives in .pdf format Proposals to be delivered to: 1701 Prudential Drive Suite 322 Jacksonville, Florida 32207 Page 3 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content DUVAL COUNTY PUBLIC SCHOOLS RFP: WEBSITE COMPLIANCE: ADA Third Party Audits of Website Content RFP No. 04-21/TW INDEX 1.0 Introduction 2.0 District Objectives/Scope of Services 3.0 Ex Parte Communication 4.0 Preparation and Submission Requirements 5.0 Familiarity With District and Additional Information 6.0 Time Schedule 7.0 Districts Rights and Reservations 8.0 Proposal Format and Evaluation Criteria 9.0 Proposal Evaluation Process 10.0 Replacement of Contractor Staff 11.0 Cancellation of Award/Termination 12.0 Default 13.0 Legal Requirements 14.0 Federal and State Tax 15.0 Conflict of Interest 16.0 Insurance Requirements 17.0 Indemnification/Hold Harmless Agreement 18.0 Public Records Law 19.0 Permits and Licenses 20.0 Public Entity Crimes 21.0 Assignment of Contract and/or Payment 22.0 Agreement 23.0 Dispute 24.0 Disclaimer 25.0 Office of Economic Opportunity (OEO) Encouragement Page 4 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content ATTACHMENTS: A. Required Response Form Page 1 of 29 B. Cost of Services Attachment B C. Office of Economic Opportunity Proposed Schedule of Participation Attachment C EXHIBITS: 1. Evaluation Worksheet 2. Composite Federal Forms Page 5 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content DUVAL COUNTY PUBLIC SCHOOLS RFP: WEBSITE COMPLIANCE: ADA Third- Party Audits of Website Content RFP No. 04-21TW 1.0 INTRODUCTION: 1.1 Purpose : The purpose and intent of this Request for Proposals (RFP) is to seek proposals from interested, available, and qualified firms to review designated portions of the districts website and provide a comprehensive report on changes needed to comply with WCAG2.0. An agreement will then be entered for the selected firm (Contractor) to provide the described services for Duval County Public Schools (DCPS or the District). 1.2 General Information about District Schools: The District and its governing board were created pursuant to Section 4, Article IX of the Constitution of the State of Florida. The District is an independent taxing and reporting entity managed, controlled, operated, administered, and supervised by the Districts school officials. The Board consists of seven elected officials responsible for the adoption of policies, which govern the operation of the District. The Superintendent of Schools is responsible for the administration and management of the schools within the applicable parameters of state and federal laws and regulations, State Board of Education Rules, and School Board policies. The Superintendent is also specifically delegated the responsibility of maintaining a uniform system of records and accounts in the District. The District is coterminous with Duval County, which covers 850 square miles and operates 171 facilities, including administrative areas, elementary schools, middle schools, high schools and specialized schools. The District serves approximately 128,000 students (the student population changes annually). It is the second largest employer in Jacksonville with approximately 11,800 full time staff (approximately 8,300 teachers) at 99 elementary schools, 3 grades K-6 schools, 2 grades K-8 schools, 24 middle schools, 2 grades 6-12 schools, 19 high schools, 6 exceptional student centers, 1 virtual school, 7 alternative schools, 33 charter schools, and additional administrative facilities. The administration of this Contract is a function of the Districts Marketing and Public Relations Department. All post-award communications shall be directed to Director of Marketing. For more information about the District, please visit www.duvalschools.org on the internet. 2.0 DISTRICT OBJECTIVES/SCOPE OF SERVICES: 2.1 Objective: Scope: Duval County Public Schools is seeking to hire a company to perform manual website http://www.duvalschools.org/ Page 6 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content audits to ensure compliance with the Americans with Disabilities Act (ADA). The District has an extensive website portfolio with more than 30,000 pages including: District website www.duvalschools.org 158 individual school websites linked to www.duvalschools.org News and video website www.teamduval.org Duval County Public Schools has automated site auditing on all web pages. However, we understand that AI software cannot fully ensure accessibility to all. Manual third-party audits will provide an extra measure to specifically ensure accessibility of Duval County Public School websites for individuals with disabilities. 2.2 Scope of Services: The firm will be responsible for deliverables in the following lots. Lots may be awarded to different firms: I. Lot I - Human and Automated Reviews of Website Portfolio a. Assist the District in developing best practices to comply with Americans with Disabilities Act, Web Content Accessibility Guidelines 2.1 and Section 508 of the Rehabilitation Act as needed. b. Create a plan and timeline to review all schools and department websites. c. For each school or department website, report all compliance issues to the web supervisor providing a clear remediation strategy for each issue. d. Manual reviews will at minimum review accessibility in the following areas: i. Key board access (Full functionality via keyboard) ii. Visual focus and key board focus (See where they are on the page) iii. Alternative text that describes what an image is. iv. Captions videos (All videos captioned) v. Audio description for visually impaired vi. Color contrast vii. Document accessibility (PDF, Excel, PowerPoint, Word and any other linked documents) II. Lot II - Remediate Assigned Documents a. Documents to include PDFs, Microsoft Office (Excel, Powerpoint, Word, etc.) documents and any other linked documents b. Caption videos c. Provide Certification of Compliance Documents that have been remediated shall be reviewed and audited by the Contractor for conformance with the guidelines referenced in the overview. Documents shall be checked to ensure they are usable with JAWS screen reader http://www.duvalschools.org/ http://www.duvalschools.org/ http://www.teamduval.org/ Page 7 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content software. Certified documents shall bear the following statement in the footer: Certified WCAG 2.0 AA compliant and usable with JAWS. III. Lot III - Templates and Training a. Accessible Document Template Creation Template creation shall consist of developing a fully accessible document template using software including but not limited to Microsoft products and Adobe products for recommended documents. b. Provide District-wide resources and guidance available to all school employees for producing accessible documents for web using multiple platforms including but not limited to Adobe software products, Microsoft products and video. c. Provide ADA compliance training to web content managers (500 + employees) on how to make content accessible to ensure accessibility of all content placed on websites with special attention paid to document accessibility. Vendor will be required to manage enrollment and report individual completion. d. Vendor to provide employee assessment after training to validate effectiveness. Report on assessments to be provided to web supervisor. e. Develop and provide ad hoc training on a requested basis. 2.3 Contract Term: The District shall select a Contractor to provide Website Compliance services as herein described for the District commencing from February 1, 2021 through January 31, 2023 (subject, however, to availability of lawfully appropriated funds for each District fiscal year). The Contract may thereafter be renewed for three (3) additional one (1) year periods, upon the consent and agreement of both parties. 2.4 Escalation Provision: At each renewal of the contract, DCPS will consider an increase due to inflation provided the proposed price increase does not exceed the lesser of 3% or the rate of inflation as determined by the Consumer Price Index (CPI) for urban wage earners and clerical workers, U.S. city average, all items (1982-84=100), published by the U.S. Bureau of Labor Statistics, or any successor or substitute index appropriately adjusted for the prior 12 month period using the first-published CPI for the month immediately preceding the month of the Consumer Price Index (CPI) request. The contractor must request the increase in writing prior to the renewal of the contract. 2.5 Related Services: When DCPS requires related Website Compliance services that are not a part of the Scope of Services herein, DCPS may, at its sole discretion, elect to negotiate with the contractor to procure those services from the contractor in accordance with this contract or may elect to procure elsewhere. If DCPS elects to procure the service(s) from the contractor, a separate purchase order or contract will be issued. Page 8 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content 2.6 Award: DCPS reserves the right to make multiple awards to the highest ranked firms. 3.0 EX PARTE COMMUNICATION: Ex parte communication, whether verbal or written, by any potential Respondent or representative of any potential Respondent to this RFP with District personnel involved with or related to the RFP, other than as designated in this document, is strictly prohibited. Violation of this restriction may result in the rejection/disqualification of the Respondents proposal. Ex parte communication, whether verbal or written, by any potential Respondent or representative of any potential Respondent to this RFP with Board members is also prohibited and will result in the disqualification of the Respondent. Notwithstanding the foregoing, communications are permissible by this Section when such communications with a prospective Respondent are necessary for, and solely related to, the ordinary course of business concerning the Districts existing contract(s) for the materials or services addressed in this RFP (but in no event shall any existing vendor intending to submit a proposal initiate communications to any member(s) of the School Board of Duval County, Florida; it being understood such communication initiated by a vendor under these circumstances would not be in the ordinary course of business). 4.0 PREPARATION AND SUBMISSION REQUIREMENTS: 4.1 Proposals not conforming to the instructions provided herein will be subject to disqualification at the sole option of the District. 4.2 All proposals must be received no later than 2:00 p.m. (EDT), on November 19, 2020. Official time for the purpose of RFP opening will be calibrated using http://www.timeanddate.com/worldclock/results.html?query=jacksonville. If a proposal is transmitted by US Mail or other delivery medium, the Proposers(s) will be responsible for its timely delivery to Purchasing Services, 1701 Prudential Drive, Jacksonville FL 32207. Any proposal received after the stated time and date or at other location will not be considered. 4.3 One manually signed original, two (2) photocopies of original, and eight (8) copies on USB Flash Drive. (8 USB Flash Drives to be submitted) of the complete proposal must be sealed and clearly labeled "REQUEST FOR PROPOSAL: Website Compliance: ADA Third Party Audits of Website Content on the outside of the package. The legal name, address, Proposers' contact person, and telephone number must also be clearly annotated on the outside of the package. The manually signed original shall be marked as ORIGINAL. Once accepted, all original proposals and any copies of proposals become the sole property of the District and may be retained by the District or disposed of in any manner the District deems appropriate. All proposals must be signed by an officer or employee having authority to legally bind the Proposers(s). https://urldefense.proofpoint.com/v2/url?u=http-3A__www.timeanddate.com_worldclock_results.html-3Fquery-3Djacksonville&d=DQMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=LK24Vt5YsbyRjurOMAuQ5yAEinvr8oN7T9yeMkZrCMo&m=speK1URP25MrTnirmFMtOJA7tppGm628odAFJvXaHxQ&s=KkoIsemYwyfhpbBk-p1An1l32uTVF5XzYeORB7hQldQ&e= Page 9 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content Any corrections of unit prices must be by line-outs of the original prices with correct amounts typed or written in and initialed by the originator. Corrections made using correction fluid (white out) or any other method of correction are unacceptable. NOTE: It is the sole responsibility of each respondent to assure all proposal copies are EXACT duplicates of the original proposal. USB Flash Drives will be utilized by the Evaluation Committee for the purpose of evaluation of proposals. Any information contained in the original proposal which has not been transferred to the USB Flash Drive or photocopies will NOT be considered. The original document will be used solely for official record keeping purposes. 4.4 Potential Proposers shall not contact, by written or verbal communication, any District employee for information regarding this RFP other than as expressly permitted by this RFP. Additions, deletions or modifications to information contained in the RFP document will be presented to all potential Proposers by means of a written addendum, if necessary. No verbal or written information which is obtained other than by information in this document or by addendum to this RFP will be binding on the District. Any questions or requests for clarification regarding this RFP shall be submitted to Terrence Wright, Purchasing Services in writing via e-mail at wrightt@duvalschools.org. The deadline for such questions or requests will be 4:00 p.m., EDT on Thursday, October 29th, unless otherwise extended in writing by the District. Questions or requests for clarification received after the deadline will NOT be addressed. Note that Proposers are requested to submit questions regarding this RFP for the Districts clarification via issued Addenda, instead of Proposers taking exceptions to any terms or conditions of this RFP within the submitted proposal. 4.5 Any proposal may be withdrawn prior to the date and time the proposals are due. Any proposal not withdrawn will constitute an irrevocable offer, for a period of one hundred twenty (120) days, to provide the District ample time to award the Contract for the services specified in the proposal and this RFP. Concurrent with the delivery of the Proposers proposal, the Proposer shall also irrevocably deliver a completed and properly signed Attachment A. Upon completion of the award process and within three (3) business days of the School Boards completion of the award process at its duly called meeting the required insurance certificate must be delivered. (see Section 16.0 of this RFP). 5.0 FAMILIARITY WITH DISTRICT AND ADDITIONAL INFORMATION: Proposers should become familiar with any local conditions which may, in any manner, affect the services required. The Proposers(s) is/are required to carefully examine the RFP terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the Contract. No additional allowance will be made due to lack of knowledge of these conditions. Submission of a proposal shall constitute acknowledgement by the Proposers that it is familiar with all conditions. The failure to familiarize itself with the sites shall in no way relieve him or her from any obligations with respect to the proposal. mailto:wrightt@duvalschools.org Page 10 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content 6.0 TIME SCHEDULE: The District will attempt to adhere to the following time schedule: Thursday, October 15, 2020, RFP Release Thursday, October 29, 2020, at 4:00 p.m. (EDT) Deadline for Questions Thursday, November 19, 2020, at 2:00 p.m. (EDT) Proposal Opening Friday, December 4, 2020, Committee Evaluation Friday, December 11, 2020, Presentations (if deemed necessary) February 2021 Board Award Inquiries regarding the status of a proposal must not be made prior to the posting of award recommendation. The District reserves the right to schedule Mandatory pre-proposal conference(s) as necessary to encourage competition and serve to advance the best interests of the District. 7.0 DISTRICTS RIGHTS AND RESERVATIONS: A. The District reserves the right to accept or reject any or all proposals. B. The District reserves the right to waive any irregularities and technicalities and may at its sole discretion request clarification or other information to evaluate any or all proposals. C. The District reserves the right, before awarding the Contract, to require Proposers(s) to submit additional evidence of qualifications or any other information the District may deem necessary. D. The District reserves the right, prior to its Board approval, to cancel the RFP or portions thereof, without liability to any Proposers or the District. E. The District reserves the right to: (1) accept the proposals of any or all of the items it deems, at its sole discretion, to be in the best interest of the District; and (2) the District reserves the right to reject any and/or all items proposed. F. The District reserves the right to further negotiate any proposal, including price, with the highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer, the District reserves the right to discontinue negotiations and to negotiate and recommend award to the next highest ranked Proposer or subsequent Proposer(s) until an agreement is reached. G. The District reserves the right to require presentations/interviews with the highest ranked respondents. If presentations/interviews are deemed necessary, the District will notify the affected respondents by email not later than seven business days prior to their respective scheduled presentation/interview. 8.0 PROPOSAL FORMAT AND EVALUATION CRITERIA: In order to maintain comparability and enhance the review process, it is required that proposals be organized in the manner specified below. Include all information in your proposal. Proposers are Page 11 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content encouraged to provide tab separations for each item. Proposals received which do not address ALL items and sub-items listed in this section may be considered nonresponsive. A. Form Of Proposal (Attachment A) Submit with all required information completed and all signatures as specified. No points are assigned to this required item. B. FIRMS CAPABILITIES AND APPROACH TO SERVICES: (30 points) Provide a narrative which profiles the background, experience and business philosophy and qualifications of the responding firm. Discuss the approach to be used in providing all the services described in Section 2.2. Include: 1. Describe the companys manual site review methodology 2. At least one case study of similar client(s) 3. Provide examples of reporting system or reports given to clients 4. Describe remediation process for documents. Provide at least one similar case study. 5. Describe template creation for documents. Provide at least one similar case study. 6. Provide description of ADA compliance training provided to clients 7. Provide any other relevant information, not to exceed one page C. ORGANIZATION AND KEY PERSONNEL: (20 points) A maximum of 20 points will be awarded based upon the following: Identify the management and office support team that will be responsible for providing the required services. Detailed resumes are required for the primary account manage and other key personnel who will be assigned to the District account. General information is required for management/administrative personnel at the regional and corporate levels (if applicable). Indicate the specific individual who would serve as the day-to-day contact and be responsible for the operation of the overall program. Describe any potential conflicts of interest your firm may have in the management of this account. Provide an organizational chart and a plan for the replacement of management staff. D. Proposed Cost of Service: A maximum of 20 points will be awarded based upon the following: All responding firms shall properly complete and submit ATTACHMENT B-COST POSAL FORM. In the event of discrepancy between the numeric amount and the written amount, the written amount will take precedence. The firm submitting the lowest proposed fee of all parties involved will receive points proportionate to the lowest percentage response (example a response that is 20% higher than the lowest submitted cost will receive 20% fewer points). Interviews: Page 12 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content Interviews: Only those Proposers selected by the Committee to provide presentations/interviews will be eligible for points in this category, and the points awarded by the Committee will be in addition to points assigned in all other Evaluation Criteria. Once the Committee prepares a subtotal of the scores for the Evaluation Criteria in subsection 8.0 above, the Committee will determine if presentations/interviews are necessary with the top ranked firms. The Committee will decide, in its sole and absolute discretion, the number of top ranked firms to interview. The Proposers selected for the interviews under this section shall be notified in writing and shall be prepared to make its presentation to the Committee according to the schedule in section 6.0 above. The Committee will determine a uniform set of parameters and information to be presented by the Proposers that are selected. The Committee will also determine the number of points to be established for this category. 9.0 PROPOSAL EVALUATION PROCESS: Proposals are received and publicly opened. Only names of Proposers are read at this time. An Evaluation Committee will convene, review, and evaluate all proposals submitted based on the factors set forth in the RFP. The Proposers complete response will be reviewed and evaluated by the Evaluation Committee. The Evaluation Committee reserves the right to interview any or all Proposers and to require a formal presentation with the key people who will administer and be assigned to work on the contract before recommendation of award. All proposals will be evaluated in accordance with the evaluation criteria specified in this document. Information derived by investigation and overall due diligence of District staff will be considered. Based on the proposals received, the District may elect to proceed based on any of the following options, but will not necessarily be limited only to these options: (1) Award to the best initial proposal without any further discussion or negotiation; (2) Negotiate with the highest ranked Proposer; or, (3) Allow the top ranked Proposers make oral presentations. Proposers are advised to provide their respective best offer with the initial proposal because the District reserves the right to award a Contract based on initial proposals without further discussion or negotiation. The proposal most advantageous to the District in its sole discretion will be selected. The District reserves the right to negotiate revisions to or removal of unacceptable clauses or restrictions incorporated within an otherwise acceptable proposal. In the event that a mutually acceptable contract between the District and the selected Proposers cannot be successfully negotiated and executed, then the District reserves the right to discontinue negotiations with such Proposers and to negotiate and execute a Contract with the next-ranked Proposers. Note section 4.4 above, where Proposers are requested to submit questions during the addendum process instead of taking exceptions within the proposal to the terms and conditions in this RFP. The District reserves all rights, in its sole discretion, not to issue an award to any Proposers, to cancel this RFP at any time, to reissue this RFP for any reason, or a combination of any or all of the above. The District will not be liable to any Proposer for any costs incurred in connection with this Page 13 of 29 RFP No. 04-21/TW, WEBSITE COMPLIANCE: ADA Third-Party Audits of Website Content RFP as a result of any of the above stated actions taken by the District. A recommendation agenda item will be submitted to the Superintendent of Schools, Duval County, Florida. The Superintendent will then recommend to the School Board the award or rejection of any and/or all proposal(s). The School Board will then award or reject any or all proposal(s). 10.0 REPLACEMENT OF CONTACTOR STAFF: Replacement personnel must have, at a minimum, credentials equivalent to the individuals whom they replace. Resumes of replacement management personnel may be required to be submitted to the District for review. 11.0 CANCELLATION OF AWARD/TERMINATION: 11.1 Cause: In the event the Contractor, either willfully or unintentionally violates any of the provisions of the Contract, the Superintendent or designee shall give written notice stating the deficiencies. The Contractor shall provide to the District its action plan within two (2) business days after the Districts notification, and the Contractor shall have ten (10) business days after the Districts initial notice to complete the cure set forth in its action plan. 11.2 Convenience: The District reserves the right to terminate any contract resulting from this RFP, at any time and for any reason, upon giving no less than sixty (60) calendar days prior written notice. If said Contract should be terminated for convenience as provided herein, the District shall be relieved of all obligations under said Contract. Access to any and all work papers will be provided to the District after the termination of the Contract. The parties understand and agree that the Contractor shall in no event have the reciprocal right to terminate the Contract; it being understood that the Districts payments to the Contractor forms the consideration for the Districts termination for convenience not being available to Contractor. In the event of the Districts termination of the Contract, the District (in its sole election) may also require the Contractor to provide the transition assistance as set forth in Section 11.6 of this RFP. 11.3 Breach of contract resulting in termination of the Contractor for cause may result in the Contractor being debarred from future solicitations pursuant to School Board Policy 7.70. 11.4 FORCE MAJEURE: Whenever the Contractors place of business, mode of delivery or source of supply has been disrupted by acts of government, God, civic commotion, or war, it shall be the responsibility of the Contractor to promptly send written notice to the Districts Director of Purchasing Services, as to the extent of this disruption and its probable effect upon this Contract. If, in the opinion of the District, the disruption presented is commensurate with the conditions established herein, the District may elect to modify delivery/service timelines, renegotiate the Contract in whole or in part, or cancel all or any portion of the Contract. The Contractor will be given written notification of