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HANDOUT 3 Process Flow for HHS Agency EIR Accessibility Procurement Contracting Guidelines. Step 1 Agency procurement/EIR Coordinator determine if EIR clause applies. No. The clause is not required. Yes. Step 2

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  1. HANDOUT 3 Process Flow for HHS Agency EIR Accessibility Procurement Contracting Guidelines Step 1 Agency procurement/EIR Coordinator determine if EIR clause applies. No • The clause is not required. Yes Step 2 Agency procurement, Program, and EIR Coordinator perform market research on the accessibility status of available products, develop specs, scope of work, and terms and conditions. This may include acquiring and reviewing potential supplier VPATs during market research, determining accurate accessibility compliance, and including accessibility compliance criteria in developing the specs, scope of work, and terms and conditions. Step 3 ECPS includes the accessibility requirements in the solicitation document. Consider the relative importance of accessibility compliance in the context of the procured product or service. Include VPAT documentation requests in the solicitation document. Step 4 ECPS routes the solicitation for internal agency review, comments, and approval. Step 5 ECPS submits purchase request and initiates the solicitation. Review for validity. Perform solution accessibility testing to validate documentation (VPAT) provided. For non compliant bid responses, assess the agency risk of deploying a noncompliant solution and make a request to the supplier for an accessibility remediation plan that includes a planned compliance date. Identify and recommend the best solution for accessibility compliance to the program. Step 6 ECPS led group (including the EIR Coordinator) evaluates the vendor responses. • Agency procurement/EIR Coordinator: • Initiate accessibility exception process. • Obtain formal accessibility remediation plan from supplier including a planned compliance date. • Develop plan for alternative access methods (Agency and/or Supplier). Step 7 Is the tentative contract winner accessibility compliant? No Yes Step 8 ECPS awards the contract. Step 9 Agency procurement/EIR Coordinator implement the contract. Implementation includes receipt, installation, final accessibility validation in the agency’s environment (test servers, etc.), and solution maintenance. Include Accessibility in contract oversight process (COS) by performing additional testing for solution upgrades or maintenance as needed, monitor for quality control and necessary corrective actions, monitor contract changes to ensure that EIR accessibility compliance is maintained, review or dispute invoices for noncompliant billings, and reassess accessibility compliance status, and plans before contract renewal. Step 10 Agency procurement controls the contract life cycle and maintenance.

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