To: Board of Supervisors
From: Marc Shorr, Information Technology Director
Report Title: Execute a Purchase Order and MSA with CivicPlus
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Chief Information Officer, to execute a purchase order with CivicPlus, LLC, in an amount not to exceed $95,000, subject to the terms of CivicPlus’ August 15, 2025, Master Services Agreement (MSA), for the purchase of DocAccess software to support compliance with the Americans with Disabilities Act for the County’s public facing websites.
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute future purchase orders with CivicPlus, LLC, subject to the MSA terms, provided that (1) each such purchase order includes a payment limit of $200,000 or less, and (2) the terms of the MSA have not substantially changed.
FISCAL IMPACT:
The cost of this product is included in the department’s FY 25-26 budget (100% User Departments).
BACKGROUND:
In 2024, the Department of Justice (DOJ) issued a ruling requiring all state and local governments to ensure that public-facing documents are ADA compliant by April 24, 2026 and was extended through May 11, 2026. To support compliance with this mandate, the Department of Information Technology proposes the purchase of document accessibility software to assist with the remediation of materials published on the County’s public-facing websites.
The proposed solution enables automated batch processing, remediation, and publication of accessible versions of government documents at the scale and speed necessary to meet compliance deadlines. The platform also incorporates automated tools, including AI-assisted features, to support document accessibility and usability.
Additionally, the system is designed to support ongoing compliance by continuously identifying and processing documents across County websites, helping ensure that newly published materials meet accessibility standards. This approach aligns with the County’s need for a scalable, efficient solution to achieve and maintain ADA compliance.
Each of these services is governed by CivicPlus, LLC’s August 15, 2025 Master Services Agreement, which includes a limitation of liability, capping CivicPlus’s liability to the amount paid by County for annual recurring services in the year prior to any claim of liability.
CONSEQUENCE OF NEGATIVE ACTION:
If this is not approved, the County will have to perform manual remediation of a significantly large number of existing documents to meet the ADA compliance requirement.