PDF Remediation and Document Accessibility Services

The vendor required to provide PDF remediation and document accessibility services category for each of the following seven (7) contract categories:
1. Generic documents and publications
•    These documents are typically official and formal by nature, used to share or collect information. 
•    This category also serves as another category, if a remediation project does not fit in any other category.
2. STEM (science, technology, engineering, math) documents
•    STEM (science, technology, engineering, math) documents that contain math, science, technology, engineering, accounting, and associated numbers, symbols and formulas, charts, and graphs. 
•    These documents may require experience with software applications such as: math type, MathML, math pix, math player, and Desmos. 
•    These documents are more likely to be complex and require greater communication between the purchaser and the contractor before an acceptable end-product is achieved. 
•    These projects may include (but are not limited to): technical documents, textbooks, study sheets, assessment methods like tests or quizzes, and lab reports.
3. Legal documents
•    Documents that contain legal, contractual, and medical language, as well as specific formatting, fonts, and symbols.
•    These documents are more likely to be complex and require greater communication between the purchaser and the contractor before an acceptable end-product is achieved. 
•    These projects may include (but are not limited to): contracts, agreements, ordinances, rules, statutes, regulations, briefs, motions, and memos.
4. Historical and aging documents
•    These documents may be aging, outdated, or historical documents not originally designed for accessibility and may require special care and consideration due to the age of the files. 
•    These documents, in their original states, may be scanned and therefore require optical character recognition. 
•    Their contents may cover many different topics, including but not limited to technical, legal, educational, medical, economical contents as well as contain images, charts, and graphs.
5. Translated documents
•    These documents have been translated from one language to another (non-English) language, or originated in a non-English language and need to be remediated. 
•    Remediation services of a document in a non-English language must be conceptually, linguistically, and culturally accurate. 
•    These documents will contain non-English and non-Latin alphabets, and characters. 
•    This remediation must be completed manually by personnel, and not by ai or similar programs. 
•    Translated content must also include relevant document metadata, such as image alternative text, document titles and form field descriptions, etc.
6. Document accessibility consultation services
•    Support and consultation services from an accessibility technology expert. 
•    These services would provide document analysis and support for a purchaser who has remediated their organization’s documents in-house.  
7. Add-on services: 
a. Fillable forms and interactive pdfs:
•    This add-on service allows for additional time, consideration, and care to be provided if the document is also a fillable form and interactive pdf. 
•    Remediation of fillable forms and interactive pdfs may vary in greater complexity and require more attention to detail. 
•    This category may require high-level expertise with microsoft word, adobe pdf, and illustrator. 
b. Emergency or urgent situations: 
•    This is an add-on service for all categories, and can be combined with the fillable forms and interactive pdfs add-on service. 
•    Contractors agreeing to provide remediation service under this category shall provide it on an “urgent” basis defined as within a four-hour window on a 24/7 basis.

- Contract Period/Term: 1 year
- Pre-Bid Conference Date: December 17, 2025
- Questions/Inquires Deadline: January 9, 2026