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Accessibility Improvement Services Retainer Contracts

 

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Overview

The Office of Purchasing & Contract has issued four Statewide Retainer Contracts with suppliers offering Accessibility Services. 

These Statewide Retainer Contracts establish the terms and conditions applicable to the supplier’s provision of services to the State, and the maximum allowable rates applicable to each category of service. This enables State Agencies/Departments through the Agency of Digital Services (ADS) to quickly and efficiently obtain competitive pricing proposals to meet business needs from multiple suppliers that have been pre-qualified in the applicable category of service.

By using these contracts, state employees can access specialized services such as website audits, content fixes, and digital accessibility training. These contracts offer several services to help the state employees make digital content accessible for people with disabilities:

  1. Website and Digital Content Audits
  2. Remediation Services to Fix Inaccessible Content
  3. Transcription, Captioning, and Audio Description Services
  4. Accessibility Training

The State, as well as local governments, higher education, and schools may utilize these contracts.

Restrictions on Use of Scope of Work (SOW) Agreements

Each Accessibility Improvement Services Contract includes language that sets limits on the maximum dollar amount payable by an Agency/Department under a SOW Agreement. The Accessibility Improvement Services Contract spreadsheet identifies all Accessibility Improvement Services Contracts by Supplier as well as applicable awarded category(s).

Any SOW Agreement in excess of the established dollar limit is not authorized and shall not be executed except where the Agency/Department has first obtained a waiver from the Commissioner of the Department of Buildings and General Services authorizing the use of the Accessibility Improvement Services Contract.

SOW-RFP & SOW Agreement Templates:

Accessibility Improvement Service Categories (revised 12-20-2024)

How to use Statewide Retainer Contracts for Accessibility Services:

ADS is considered the State’s lead on coordinating compliance with the new Department of Justice (DOJ) Accessibility Guidelines and will review and release all Accessibility SOWs issued under this Retainer Contract that results in any content being deployed on, or to the web.  

As such, the State’s Agency of Digital Services is (ADS), on behalf of State Agencies and Departments, is the only entity authorized to solicit services for business needs defined by State Agencies and Departments for any requirements offered under these Contracts. When an Agency has a need for requirements under the Accessibility Services contracts, the Agency shall follow the steps outlined below.

General Steps in the Process:

A State Agency/Department obtains services under the Statewide Accessibility Services Retainer Contracts by executing a Statement of Work (SOW) Agreement with a retainer supplier. The general steps to procure a SOW Agreement are outlined below. Agencies/Departments should contact the Agency of Digital Services (ADS) for further information and assistance.

Step One - Identify Your Needs:

The Agency/Department defines its business need(s) in one or more of the available service categories (see “Current Categories” listed above) using the Statement of Work-Request for Proposals (SOW-RFP) form linked above. In this statement of work, you should explain the project needs, expectations, and any required deliverables.  The Agency/Department will then deliver the SOW-RFP to the Agency of Digital Services at:  SOV.ITContractingandProcurement@vermont.gov

Step Two - ADS Sends out Attachment D1 (Statement of Work RFP):

Send the Attachment D1 (Statement of Work RFP) to ADS SOV - IT Contracting and Procurement at SOV.ITContractingandProcurement@vermont.gov for review and approval.  Once approved, the SOW-RFP is issued by the Agency of Digital Services, on behalf of a State Agency/Department, to all pre-qualified retainer suppliers within the applicable service category(ies) identified in the SOW-RFP. Those pre-qualified suppliers may then submit bids within the date and time established by the SOW-RFP.

Step Three - Choose a Supplier and Complete Attachment D2 (SOW Agreement):

Proposals received as a result of the Statement of Work RFP process will be provided to the Agency/Department by ADS for review.  The Agency/Department evaluates proposals under the criteria of the SOW-RFP, prepares a proposed SOW Agreement with the selected supplier(s), and submits the proposed SOW Agreement to the ADS for review and approval.

Step Four - Get Necessary Approvals:

Get Necessary Approvals: SOW Agreements valued at $25,000 or greater will also require certification by the Attorney General’s Office (AGO) prior to execution, and if valued greater than $2,000,000 will also require approval by the Secretary of Administration (AOA) prior to execution.

Note: SOW Agreements shall not be executed by the Agency/Department unless approved in advance by the ADS and any other prior approvals have been obtained.

Step Five - Finalize and Oversee the Work:

Once the SOW Agreement is fully executed by the Agency/Department and the retainer supplier, the Agency/Department is responsible for administering the SOW Agreement (managing supplier performance and payments therefore), with oversight by the ADS.

If you need additional information, contact Stefanie Malmstein in the Office of Purchasing and Contracting