ADDENDUM I REQUEST FOR PROPOSAL FOR WEBSITE ACCESSIBILITY COMPLIANCE October 12, 2018

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1 ADDENDUM I REQUEST FOR PROPOSAL FOR WEBSITE ACCESSIBILITY COMPLIANCE October 12, 2018 This addendum is separated into two sessions: (I) Questions received and answered, and (II) Questions that will be answered later. All parties shall be responsible for reading this entire addendum. The failure to list an item or items in all affected sections of this addendum does not relieve any party affected from performing as per instructions, providing that the information is set forth in this addendum. The addendum will form a part of the resulting contract document. All other conditions of this RFP remain unchanged. SECTION I. QUESTIONS AND ANSWERS Q1: Whether companies from Outside USA can apply for this? (like, from India or Canada) A1: Yes. Q2: Whether we need to come over there for meetings? A2: If meetings are necessary a representative would need to be present. Q3: Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) A3: All tasks listed in the scope of work must meet with the specifications in the RFP. Q4: Can we submit the proposals via ? A4: As per the RFP Requirements on page 8. Faxed or e mailed proposals will not be accepted. Q5: Is there only the on website, or are their others that need to be included in the audit. Is there a mobile app, and if yes, can you direct us to the IOS and Android version? A5: We don t have a mobile app at this time, however, the website is to be access from a mobile device might needed to be addressed Q6: It seems the website is on WordPress, is this correct? A6: Yes, it is on WordPress

2 Q7: On page 6, section e, you make reference to a number of items, such as PDF testing and repair, requirements around screen readers, magnifiers, and other items. Is all of this required? The WCAG standard does not require this level of audit for compliance verification, and we are wondering why you are asking for this level of details. In addition, if you don't have an app, what are you looking for in bullet #2 Mobile Accessibility Testing. A7: WSA is striving for highest levels of accessibility, which is why these requirements were included in the Request. Regarding bullet #2, accessibility through mobile devices is also one of the objectives. Q8: One year warranty once your team enters content or touches the WordPress code in any way they are likely to take the site out of compliance. How would the warranty work? A8: Would not hold the vendor responsible for any modification done by our staff. Explain the type of warranty that is provided for your work. Provide guidance for management and staff concerning industry trends and organizational changes required to maintain long term compliance. Q9: What is a Letter of Retention? We have never been asked for that. A9: Please provide a sample agreement that outlines each step of the project. Q10: Why are there underlined requests on page 6; they don t seem to be links. If they are, can you provide them again? A10: The items on page six (6) are part of the ADA website compliance documentation. They are not links, but they were only underlined for emphasis. Q11: What is your budget? A11: The funds set aside is from $20,000 to $30,000 Q12: My team is on the border with this project. We want to respect your time before submitting a bid. Episerver is a software company that has a Platform as a Service solution called Digital Experience Cloud. It s a low maintenance, easy to use content management system ranked as a leader by Gartner and Forrester. I believe that if your organization is in a position to change the CMS, we can offer our software and have a service provider work to integrate it all according to your unique set of requirements. Let me know if this is something worth pursuing? cms individualized content A12: We are not interested in changes to our platform. Q13: Would you consider an alternative content management system for the website? A13: No.

3 Q14: Do you have an in house IT team that will work on this project or will it be outsourced? A14: Outsourced. Q15: What is your budget for this project? Our CMS starts at $60K. A15: Please refer our response to Question 12. Q16: We can only source the technology because we are the software company. If you need a service provider to implement it for you we can make a recommendation. Will this be OK? A16: No Q17: Who is the technology decision maker and what questions do they have about Episerver CMS? A17: This RFP is not related to a CMS. Q18: Please confirm the URL that is under review. A18: The URL will be provided once a vendor is selected. Q19: We can only source the technology because we are the software company. If you need a service provider to implement it for you, we can make a recommendation. Will this be OK? A19: No. Q20: How many web developers work on this site? A20: None at this time. Q21: Please provide examples of graphic components that are in the EEBO like the image gallery, video players, scrolling marquee, etc. A21: You can visit our website at Q22: What, if any, internal or external websites that are linked, are included? A22: None for this RFP. Q23: How many mobile ios and Android apps need to be audited? A23: None. Q24: What operating system platforms and web browsers combinations/matrix are to be used for auditing the website? A24: Operating systems: PC and Mac. Browsers: Internet Explorer, Edge, Chrome, and Firefox.

4 Q25: Why are the last 9 bullets of Section 1.4, subsection e underlined? Were they supposed be external links to other information? Were they underlined for emphasis? 1. Section 1.4, subsection e: a. Please clarify, ADA Website Compliance Documentation b. Please clarify, Letter of Retention what do you mean by this? Please provide an example. c. Please clarify, Vendor Management Forms what do you mean by this? Please provide an example. A25: Please review the guidelines under board.gov/guidelines and standards/communications and it/about the section 508 standards/guide to the section 508 standards Q26: Page 7: under Project Timeline, item 4 will meet on a weekly basis can these be virtual meetings or phone calls? A26: Yes, but an in person meeting to start the project. Q27: Is a HUB subcontracting plan (HSP) required for the response to this RFP? A27: No Q28: Is the WSA site the only asset being tested? A28: Yes. Q29: Has a specific budget been identified for this project? If a specific budget has been identified how much is it or what is a rough range for the budget? A29: See #12 Q30: What department in the organization will fund the work? A30: The work is funded by WSA. Q31: Is there an incumbent vendor for this work or is the work a new contract? A31: No. This will be a new contract. Q32: What is the business driver for addressing accessibility? Specifically, why is this work being done? A32: WSA aims at reinvesting on our visibility and report/promotion of services and activities. Our main business drivers include meeting/exceeding both industry/employer demand and job seekers needs in our 13 County area. Our website itself is viewed as a main driver by which we lead the region in workforce development.

5 Q33: Are there time sensitive business drivers for this project? A33: There are specific timetables by which specific elements need to be in place, and these can be discussed during negotiations and post selection of the Vendor. Q34: Is this work being performed in response to a complaint or legal action? A34: No. Q35: What assistive technologies need to be used in the testing? A35: Visual and auditory. Q36: What support/conformance statements are needed for this project? A36: The required documentation is listed on page 6. Q37: Kindly confirm if this is an international bid or limited to United States registered companies only. We are an IT services company headquartered in India. We are technology partners for companies likes World Bank, United Nations, Rexel, IOM, Vedanta, Global Development Network, 3ie, Rutgers, and STCC. Would be happy to collaborate with your company and deliver success. Look forward to your response. A37: The RFP left it open for Vendors from outside the U.S. to submit a proposal. Q38: Has your agency hired a firm within the last 5 years to do a website accessibility audit? If so, is that company on the current bidder's list? A38: Not to our knowledge. Q39: The minimum 5 years of experience required, is that for the company, a particular employee, or the sum for all employees? A39: That is for the company. Q40: Is this RFP in response to a judicial complaint from DoJ, Office of Civil Rights, or a private lawsuit? (like, from India or Canada) A40: No. Q41: Does this project scope involves only testing for WCAG compliance and preparing a plan to update website? Or does the scope involves updating the website with the required fixes to meet WCAG compliance? A41: The scope involves updating the website with required fixes to meet WCAG compliance.

6 Q42: Is the targeted site Please provide the URL of all websites to be tested for WCAG compliance for assessing the size of the solution? If there are user logins, are you having demo users for us to evaluate the website? A42: The targeted site is Additional information will be provided to the selected Vendor. Q43: Since scope involves mobile apps, please share the Mobile app details for better understanding. > What are the Android Apps? > What are the ios apps? > What are the hybrid apps? What hybrid technology used for developing these apps? > Does website and mobile app use the same backend and content? A43: The RFP requests that the website be mobile and device friendly for both Android and ios. We do not have Apps in addition to the website. Q44: Does the site includes math or other content that uses special symbols? A44: No. Q45: Assuming that client is looking for a transcript for the whole Video file? Will the video files transcript content will be provided by WSA? Is it vendor responsibility to develop the content? A45: WSA will develop the content. Q46: Please provide us more details on the website technology and the hosting platform? A46: The website is written in WordPress. Q47: In the compliance testing, if any of the contents like PDF, Word, PPT, Images, etc. don't meet the accessibility guidelines, who is responsible for updating these contents If vendor needs to update the content, do you have editable graphical source files? A47: The content should not change, but the files/documents should meet accessibility guidelines. The Vendor will be responsible for making the files/documents compliant. WSA will work in coordination with the selected Vendor. Q48: What is the expected timeline to complete the development level changes, if this is in the scope. A48: The expected timeline will be negotiated with the selected Vendor. Q49: Website Accessibility Training is for the end users or for the developers of the client who maintain the website? A49: I would be for the people responsible of maintaining the website. * * * * * * * * * * * * * * END OF QUESTIONS ANSWERED * * * * * * * * * * * * * * * * * *

7 SECTION II. These questions required additional technical research. A second addendum will be posted on Wednesday, October 17, 2018 or sooner. Q50: Can you confirm the number of various post types being used, any other custom functionality provided by contrib. or custom plugins. Q51: How much traffic do you currently generate on the website? Q52: What are the total number of pages of the website under review? Q53: How many common page layouts or templates are there for the audit? Q54: How many documents PDFs, Word docs, etc. will need to be audited and/or remediated? Q55: Does the site use Responsive Web Design (RWD) to provide the site in different formats, and would you like us to test the RWD? Q56: How many pages are in the website(s)? Please provide the split up of the pages which includes Static, Dynamic and Input forms. Q57: Is the website developed using any content management system? If so, which content management system? Q58: Is the website responsive for all the form factors? Q59: Does the website comply with any earlier version of WCAG compliance? Q60: What are types of electronic content available in the site/application (video, images, flash content, Audio etc)? Please share how many such content files for each type and overall total size of each type of content. Different formats, and would you like us to test the RWD? * * * * * * * * * * * * * * END OF QUESTIONS RECEIVED * * * * * * * * * * * *