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Accessible Procurement Process

Learn about the changes in the procurement process for electronic and information technology (E&IT) products to ensure accessibility for all users. Find the necessary forms and resources to evaluate products and meet accessibility regulations.

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Accessible Procurement Process

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  1. Accessible Procurement Process Presented by Accessible Technology Initiative E&IT Working Group

  2. What is E&IT? • Electronic and Information Technology • Any equipment or interconnected systems or subsystem of equipment that is used in the creation, conversion, or retrieval of information (i.e. Is there output?). • Desktop/portable computers/tablets, printers, peripherals • Software applications and operating systems • Web-based intranet/internet information and web applications

  3. How has the Process Changed? • Mandated by the Chancellor’s Office, all CSUs must evaluate electronic and information technology product for accessibility to accommodate all users. • In the past, there was a $15K threshold for ATI evaluation. Now, E&IT requests need impact analysis.

  4. How has the Process Changed? • A procurement package still contains the following: • ITS Procurement Approval Request (revised) • Requisition Form • A procurement package now includes: • E&IT Accessibility Analysis (found at http://www.calstatela.edu/accessibility/ati/eit-procurement)

  5. How Has the Process Changed? • Using the E&IT Analysis document as a tool to evaluate the product, you may need these forms: • 4821 = E&IT Exemption Request • 4822 = Equally Effective Alternative Access Plan • Voluntary Product Accessibility Template (VPAT) • Manager signs off on E&IT Accessibility Analysis.

  6. Where do I find procurement forms? • Go to http://www.calstatela.edu/its/forms. • Under procurement you can download the 4801 form required, and 4821 and 4822.

  7. E&IT Accessibility Analysis(see handout) • What is the impact? • Who is the user group? (students, faculty, staff) • What is the size of the group? (all, some, few) • Is it a requirement for a class or a job? • Is there accessibility documentation already available?

  8. What completes the procurement package? • Requisition • ITS Procurement Approval • Vendor Quote • Accessibility documentation • VPAT • Exemption form • Equally Effective Alternative Access Plan (EEAAP) form if has impact but has inaccessibility problems (with VPAT).

  9. Vendor Product Accessibility Template (VPAT) • Why we require VPATs (CSU Policy) • To meet federal and state regulations including Section 508 (year 1998) of the 1973 Rehabilitation Act (http://en.wikipedia.org/wiki/Section_508_Amendment_to_the_Rehabilitation_Act_of_1973) • Document product’s capabilities/shortfalls • Promote interoperability between mainstream technology & assistive technology

  10. Vendor Product Accessibility Template (VPAT) • Completed VPAT has • Contact Information (someone in company) • 1194.31 filled out (read this first after header) • Applicable section filled-out (.21 for local software, .22 for web, others) • 1194.41 filled out (vendor support)

  11. VPAT Columns • Criteria (Left) • Supporting Features (Middle) • Filled out with supports, supports with exceptions, does not support, etc. • Remarks and Explanations (Right) • Good vendors should give you an idea that they actually assessed the product

  12. Vendor Product Accessibility Template (VPAT) • Impairment categories (see 1194.31) • Vision • Visual Acuity • Hearing • Audio Information (cognition loss) • Speech • Motor Skills/Coordination

  13. Refer back • If a vendor gives you an answer on .31 which you doubt, check the applicable criterion on .21 or .22 or possibly another section. Non-matching criterion with .31 requires further investigation and/or asking the vendor for a re-write.

  14. 1194.41 Documentation • Go here last to see if the vendor is supporting the product. • Most important is 1194.41c (Can we call you if we have a problem?). If a vendor does not provide a help service of some sort, find a way to drop the product.

  15. Good VPAT.31a and .41c

  16. Questionable VPAT.31a and .41c

  17. Our VPAT Repository • Our VPAT Repository of already approved and accessible products is at: • http://www.calstatela.edu/accessibility/ati/eit-procurement-vpat-repository • If a product VPAT is already here, you need not make an analysis of it.

  18. Vendor Help page • You and/oryour vendor can reference our vendor page: http://www.calstatela.edu/accessibility/ati/eit-procurement-information-vendors

  19. Failing VPATs • If some product • Really does fail. • Does not have an easy fix. • Is still needed by whatever entity needs to use it. …then consider drawing-up an EEAAP.

  20. EEAAP • The EEAAP documents • If the product can be fixed and when • What the workarounds might be • If you foresee the need to hire assistants • In small labs, the professor thinks he/she can handle workaround, then document that. • In large labs, the dean needs to know that a student assistant might need to be hired for budget reasons.

  21. Exemptions • All E&IT products and services must meet the applicable accessibility standards unless one of the following exemptions apply: • Products acquired by a contractor incidental to a contract • Back Office • Commercially Non-Available • Sole Brand • Service and maintenance agreement • Fundamental Alteration • Undue Burden (requires President’s approval) • E&IT Exemption Request form available from ITS as 4821

  22. Contact Info • Andy Pesich at 3-2717 • Gilbert Garcia at 3-2000 • Michael O’Neal-Petterson at 3-3556

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