ITS82–IT Accessibility Services: This is a Statewide Contract (SWC) for the acquisition of information technology (IT) professional services specific to ensuring the accessibility of information and communication technologies (ICT) deployed by the Commonwealth.

ITS82 provides access to expert consultants who will ensure the ICT services do not discriminate against individuals with disabilities by:

• Testing websites and applications for accessibility
• Assessing and fixing accessibility problems with websites, applications, and documents  
• Establishing accessibility strategies, policies, and procedures
• Training in accessibility requirements and techniques
• Meeting accessibility requirements for audio and video
• Providing accommodations for employees using legacy systems
• Testing IT hardware for accessibility

For the Master Contract Record, refer to the ITS82 Master Contract Record.
Note: This contract may be used to procure the goods or services described in this user guide at any dollar amount. Any limitations, including for procurements involving construction, are outlined in this Contract User Guide.

Benefits and Cost Savings

Statewide Contracts are an easy way to obtain benefits for your organization by: 

• Leveraging the Commonwealth’s buying power
• Simplifying the solicitation process
• Providing contracting expertise
• Enhancing vendor relationships through proactive management and oversight
• Offering competitive pricing
• Offering Prompt Payment Discounts (PPD), which is a percentage discount given to the buyer if the invoice is paid within a specified time, in accordance with the Commonwealth’s Bill Paying Policy

The services listed in this section may only be provided by vendors who have been formally approved for the specific category of work. Refer to the Vendor List and Information for a list of approved vendors by category, and Appendix for a breakdown of each category. 

This contract includes six (6) categories of services listed as follows:

• Category A: Accessibility Audit Services 
• Category B: Accessibility Consulting Services 
• Category C: Document Remediation Services 
• Category D: Accessibility Training Services 
• Category E: Multimedia Transcription, Captioning, Description Services, and American Sign Language (ASL) Video Production
• Category F: IT Hardware Accessibility Audit Services
  

The following list of products and services are not available for purchase on this contract:

• Purchase of any equipment. ITS82 is a service-only contract.
• Consulting services not related to IT accessibility.
• Training services not related to IT accessibility.
• Foreign language in-person interpretation, translation, telephonic interpretation, and video remote interpretation services.
• Sign language interpretation that is not pre-recorded.
• Real-time captioning.
  

The following is a complete list of the types of organizations generally allowed to use the Operational Service Division’s (OSD's) Statewide Contracts (SWCs). Some SWCs may be open to additional organizations, and some are more restricted in usage.

• Cities, towns, districts, counties, and other political subdivisions
• Executive, Legislative, and Judicial Branches, including all departments and elected offices therein
• Independent public authorities, commissions, and quasi-public agencies
• Local public libraries, public school districts, and charter schools
• Public hospitals owned by the Commonwealth of Massachusetts
• Public institutions of higher education
• Public purchasing cooperatives
• Non-profit, UFR-certified organizations that are doing business with the Commonwealth
• Other states and territories and their cities, towns, districts, counties, other political subdivisions, and public institutions of higher education without prior approval from the State Purchasing Agent 
• Other entities when designated in writing by the State Purchasing Agent
  

Note: The price files and vendor catalogs are accessible through public view in COMMBUYS; therefore, buyers may access the price files and vendor catalogs without signing into a COMMBUYS account.

The pricing options are outlined as follows:

• Vendor Price File:
  • Cost information provided by Category D vendors for predefined courses and by Category E vendors for transcription and captioning services in the official offering spreadsheets shall be treated as a formal procurement quote. 
  • For purchases under $500, contract users may select a vendor based on this information in lieu of issuing a Request for Quote (RFQ). In this case, you may use a Purchase Order rather than a Statement of Work (SOW). Contract users should confirm vendor availability prior to issuing a Purchase Order.
• If a vendor does not have a manufacturer listed in their awarded price file, the vendor must contact the Category Manager (Kerri Quin or Joshua Flanagan-Lanier) to get the manufacturer added before they can sell their products on ITS82. If a vendor is not honoring their discount pricing from the price file, then the customer should contact the Category Managers. 
• Ceiling/Not-to-Exceed: The contract's published pricing, including discounts, is a maximum price or 'not-to-exceed' limit and can be subject to further negotiation.

Note: Product pricing may be accessed in the vendor information section, where links to all the vendors’ Master Blanket Purchase Orders (MBPOs) are provided.

Eligible Entities who are COMMBUYS users must use a COMMBUYS Request for Quote (RFQ) to solicit quotes from at least three (3) vendors within the specified category. If fewer than three (3) vendors are available in that category, all available vendors must be solicited. This requirement is subject to the exceptions outlined in the Obtaining Quotes section. Eligible Entities who do not use COMMBUYS may utilize email and follow the same requirements.

Once posted, you  may use the “RFQ Template for ITS82” attached under “Agency Files” on COMMBUYS to define your requirements. The template is annotated to indicate what information is needed for the different categories. Entities that do not use COMMBUYS may request quotes via email using the contact information in the Vendor List and Information table.

Obtaining Quotes

Review the following instructions before requesting quotes:

• Always reference ITS82 when contacting vendors to ensure correct contract pricing is applied.
• Award quotes based on best value.
• Vendor spreadsheets (Category D and E) may be considered formal "quotes" for procurement purposes.
• For purchases under $500:
  • Entities may select a vendor based solely on the vendor spreadsheet information (no formal Request for Quote required).
  • A Purchase Order (PO) can be used instead of a Statement of Work (SOW).
  • Always confirm the vendor's availability before issuing a PO.
• For detailed instructions on completing a quote in COMMBUYS, refer to the How to Make a Statewide Contract Purchase in COMMBUYS job aid.

Links to all the vendors’ Master Blanket Purchase Orders (MBPOs), where product pricing may be found, are provided in the Vendor List and Information.
Fee-for-Service is the only acceptable option that may be used in this contract.

Purchases may be executed through the solicitation of quotes from eligible vendors. Buyers may solicit quotes from multiple vendors (refer to the Vendor List and Information for a list of eligible vendors), award vendors, and place orders through COMMBUYS. 

A solicitation-enabled contract allows the buyer to solicit quotes from vendors who have Master Blanket Purchase Orders (MBPOs) or Statewide Contracts in COMMBUYS. The buyers may create a solicitation-enabled bid using a release requisition, converting the requisition to a bid, and then requesting quotes from eligible vendors. 

Refer to the How to Request Quotes from Vendors on Statewide Contracts job aid for more details.

For extend beyond, the following stipulations are in place:

• Buyers may not enter into a written agreement that will go more than twelve (12) months beyond the maximum end date of the contract. Existing services may be completed and payments made during this period. 
• No new agreements, including leases, rentals, or service contracts, may be made after the contract's expiration.
  

COMMBUYS is the Commonwealth of Massachusetts' e-procurement platform, serving as a central marketplace for state agencies and other Eligible Entities to procure goods and services, connecting government buyers and businesses. It aims to streamline the purchasing process, ensuring transparency and efficiency in the procurement process.

For Executive Agencies, COMMBUYS is required. Per 801 CMR 21.00, Executive Agencies must use established Statewide Contracts (SWCs) for the purchase of products and services. To set up a COMMBUYS buyer account or to update an existing agency account, the buyers must contact the COMMBUYS Help Desk at: 888-627-8283 or OSDhelpdesk@mass.gov.

While COMMBUYS use is not mandated for Non-Executive Agencies and other Eligible Entities, it is highly recommended to streamline the procurement process and assist buyers in making informed purchasing choices. Eligible entities should follow their internal guidelines for COMMBUYS use.

Buyers may view contract documents (including Contract User Guide, Request for Response, Statement of Work, specifications, and other attachments) on COMMBUYS without requiring a COMMBUYS account or logging in.  

To find contract documents in COMMBUYS, follow these steps:

1. On the COMMBUYS home page, enter ITS82 in the search tool and select Blankets from the drop-down list.
2. Select the Search icon. The related Master Blanket Purchase Orders (MBPOs) information opens in a table format. 
3. To view the associated contract documents, under the Blanket # column, select on the applicable Purchase Order (PO) link. The MBPO opens for the selected PO, and the attachments may be found in the Agency Attachments or Vendor Attachments section. 

All standard contract documents are within the Master Contract Record. Access them directly by selecting ITS82 Master Contract Record.

If applicable, to find vendor-specific documents, view the links to the individual vendor MBPOs on the Vendor Information page, and follow these steps:

1. On the Vendor Information page, select the applicable Purchase Order (PO) link. The Master Blanket Purchase Order (MBPO) opens for the selected PO.
2. If applicable, on the MBPO, scroll down to the Vendor Attachments section to find the vendor-specific documents.
3. To view, select the desired document link.

The buyers must complete a detailed SOW when soliciting quotes. The SOW template attached to each Master Blanket Purchase Order (MBPO) must be used for all engagements except as specified under Obtaining Quotes. It may be tailored to omit sections or terms that are not relevant or to add new sections and terms. The SOW template posted on COMMBUYS includes a place for entering the name of the Request for Response (RFR), which must be completed as ITS82.

Example SOW templates are located in the ITS82 Master Contract Record, within the Agency Attachments section.

The following are examples of required information on the SOW (your organization may require more details):  

• Scope of services
• Deliverables dates
• Location of service
• Detailed budget
• Estimated total costs 
• Number of staff
• Rate(s) per hour
  

Please refer to the following guidelines:

• Executive Departments must use diverse and small businesses to the extent possible based on contract terms, Supplier Diversity Office (SDO), and departmental policies, laws, and regulations.
• The Small Business Purchasing Program (SBPP) applies to small procurements ($250,000 or below annually), while the Supplier Diversity Program (SDP) applies to large procurements (over $250,000 annually). Executive Departments must consider these requirements when soliciting quotes or issuing Statements of Work (SOWs).
• Operational Services Division (OSD) provides a list of SDO businesses through the Statewide Contract Index. Refer to the Programs (SDP and SBPP) tab on the index (scroll to view the tab).

• In cases where all other factors are equal, and particularly when adhering to a best value approach, the department will favor the vendor with stronger SDP commitment.
• For more information, refer to Best Value Evaluation of SDP Plan Forms: A Guide for Strategic Sourcing Teams.
• Vendor SDP commitment percentages may be found on the Vendor List table.

• If available, departments must notify at least two certified small businesses capable of providing the product or service. Bids received from SBPP-participating small businesses must be evaluated, and if one meets the department’s best value criteria, the contract must be awarded to that vendor.
• For more information, refer to Best Value Evaluation of Responses to Small Procurements: A Guide for Strategic Sourcing Teams.
• Vendor SBPP Certification status can be found on the Vendor List table.

The awarded vendor’s use of subcontractors is subject to the provisions of the Commonwealth’s Terms and Conditions and Standard Contract Form, as well as other applicable terms of this Statewide Contract (SWC). 

A Volume Discount is provided to the buyer if a certain volume of product or service is purchased.

Note: Vendor discounts are detailed in the Vendor List table and the price files within each vendor's Master Blanket Purchase Order (MBPO) or Master Contract Record MBPO.

Vendors on this contract may be required to provide products or services in cases of statewide emergencies. The 801 CMR 21.05(3) defines emergency for procurement purposes. Visit the Emergency Response Supplies, Services and Equipment Contact Information for Statewide Contracts list for emergency services related to this contract.

Vendors' performance is measured by several factors, including the following:

• Buyers provide actionable feedback on vendors for this contract to optimize performance through the Procurated platform. On the Procurated website, click "Search for a Massachusetts Vendor to Review", then search for the vendor by name and select them from the list. Once you enter your professional email address, you will be forwarded to the review screen.
• Buyers are encouraged to reach out to the Category Manager(s) (Kerri Quinn or Joshua Flanagan-Lanier) if vendors are not meeting their contractual obligations and buyers may be surveyed for vendor performance feedback.
• Vendors will be evaluated on their current performance and may be asked to work with the Commonwealth toward improvement.
• Vendors must meet all contractual requirements throughout the life of the contract, including requirements for timely and accurate report submission, to remain in good standing under the contract.
  

For general procurement guidelines and best practices, follow these recommendations:

• Buyers should inform vendors to reference Statewide Contract ITS82 on all quotes and invoices.
• No prepayment should be made for products not yet delivered or services not yet rendered.
• No sales tax should be applied to invoices.
• No fees or surcharges (including travel, fuel, delivery) should be applied to invoices.
• Special order fees must be agreed upon by both parties upfront.
• Payments for products or services provided must be paid within 45 days per Massachusetts Bill Payment Policy, or sooner if applying Prompt Payment Discount.
• Buyers are not required to sign additional agreements with vendors that conflict with the Request for Response (RFR) Terms and Conditions. Contact the Category Manager(s) (Kerri Quinn or Joshua Flanagan-Lanier) for guidance. 
• Vendors must notify buyers of product substitutions.

To add a product or service to the list of eligible products or services sold under this contract, buyers must contact their Category Manager(s) (Kerri Quinn or Joshua Flanagan-Lanier) for approval. The new product or service requested must comply with the established specifications and scope of the contract.

When placing orders with a vendor, MOSAIC users must reference the contract ID number ITS82* in the Agreement ID field in MOSAIC for encumbrances related to purchases from Statewide Contracts. Please address all inquiries regarding MOSAIC technical support and job aids by emailing the Comptroller Help Desk or by calling 617-973-2468. 

*The asterisk is required when referencing the contract in the Massachusetts Management Accounting Reporting System (MOSAIC).

Category A: Accessibility Audit Services

This category covers third-party testing of Information and Communications Technology (ICT), including applications, websites, and web and mobile applications, to identify potential barriers for users with sensory, physical, learning, and other disabilities. This is the category to use if you need a formal audit for contractual purposes. See Category B for other testing services.

Purchasing entities will define what is to be tested for compliance and will provide vendors with required credentials and permissions. The Request for Quote (RFQ) should include information such as identifying key workflows, an inventory of pages, existing quality assurance scripts, or other resources that will help bidders determine the scope of work.

Vendors will identify potential barriers for users with sensory, physical, learning, and other disabilities (based on the requirements of the Accessibility Standards), using automated testing tools, code inspection, and assistive technology. Vendors will provide a written report of their findings.

Category B: Accessibility Consulting Services

This category covers professional services specific to IT accessibility such as strategy and planning, development and quality assurance (QA) testing, application and website design, remediation, help desk services, and assistive technology scripting services. 

Refer to the following detailed services:

• Strategy and planning: Services in support of accessibility planning efforts, such as conducting assessments of accessibility policies and procedures, developing enterprise or agency accessibility improvement strategies, and advising on integrating accessibility requirements and best practices in development projects.
• Development/QA testing: Testing services during development of ICT, such as suggesting testing tools, producing test scripts, performing tests, conducting User Acceptance Testing (UAT), tracking accessibility defects, and producing test results reports. Testing services provided under Category B do not meet the standards required for audits as defined in the Request for Response (RFR) for Category A or Category F. Please use those categories for auditing needs.
• Web/application design, development, and remediation: Technical services to ensure accessible ICT, such as advising on the strengths and limitations of solutions sets, analyzing external accessibility reports, identifying accessibility problem solutions, and producing or editing mark-ups or code.
• Assistive technology scripting services: Custom scripting for assistive technology (AT) software to optimize the usability of software programs, websites, or web applications for AT users. Assistive technology scripting services include analysis, script development, and installation support involved in the creation of scripts or plug-ins to customize the use of AT software, to address accessibility deficiencies of websites or installed software, or to accommodate other specific needs. This includes, but is not limited to, screen readers, magnification, and speech recognition. 

Category C: Document Remediation Services

This category is used for accessibility testing and remediation of binary file content, including the following:

• Microsoft Word: .doc, .docm, .docx, .dot, .dotm, .dotx 
• Microsoft Excel: .xls, .xlsx, .xlsm, .xlt, .xltx, .xltm 
• PowerPoint: .ppt, .pptx, .pptm, .pot, .potx, .potm 
• Portable Document Format: .pdf
• Additional formats not listed 

Category D: Accessibility Training Services

This category covers services to train technical, management, and general staff in accessibility requirements and techniques. Training options include in-person and remote sessions such as webinars and distance learning, and services to create and provide custom courses for specific needs. Refer to the Vendor Attachments in COMMBUYS for course offering spreadsheets, course catalogs, and custom training service descriptions and rates.

Predefined Courses: Vendors have listed predefined courses that can be purchased by seat or class on the course offering spreadsheet. The spreadsheet includes the course title, course duration, delivery method, maximum class size, target population, course objectives, cost per course, and course cancellation policy. Cost information can be considered a "quote" for procurement purposes and a purchase order form may be used in lieu of the SOW template. Contract users should confirm vendor availability prior to issuing a purchase order. Vendors have also provided a course catalog that includes a course description for each course listed in the spreadsheet.

Custom Training Services: Custom training services cover activities including but not limited to curriculum development, customization of predefined courses, development of course materials, development of electronic on-demand courses, and classroom delivery of custom courses. Procurement of custom training services requires a Request for Quote and Statement of Work.

Category E: Multimedia Transcription, Captioning, Descriptive Services, and ASL Video Production

This category covers production of transcripts, closed or open captions, video description, American Sign Language (ASL) video production, and related services for audio or video content in a variety of commonly used formats. This category is further divided into three (3) subcategories as follows:

• Transcription and Captioning Services: Vendors have listed their transcription and captioning services offerings on the Transcription and Captioning Offering spreadsheet. The spreadsheet includes turn-around time, price per playing-time minute of supplied media, accuracy percentage guarantee, formats supported for media and deliverables, number of formats included in the deliverables, the cost to supply additional format(s), and the languages they can transcribe. Please refer to the following guidelines:
  • Pricing is based on a single media file. 
  • "Playing-time minutes" is the length of time it takes to play the media in its native format, rounded up to the next whole minute. For instance, a video that plays in 3 minutes and 10 seconds is considered to have a playing-time of 4 minutes. 
  • "Turn-around time" is based on normal business hours—non-holiday weekdays from 8:45 a.m. ET to 5:00 p.m. ET—unless vendors indicate otherwise
  • Cost information in the spreadsheet can be considered a "quote" for procurement purposes. 
  • A purchase order form may be used in lieu of the SOW template if the work is not complex, is under $500.00, and is for a short duration. Contract users should confirm vendor availability prior to issuing a purchase order.
• Video Description Services: Services for providing descriptions of key visual information presented in provided video content, including but not limited to production of text descriptions, with or without timing, and audio tracks to replace or supplement existing audio. Procurement of video description services requires a Request for Quote and Statement of Work.
• ASL Video Production: Services for providing prerecorded ASL videos. Content may or may not include audio tracks and picture-in-picture (PiP) formatting. Live ASL interpreting is not included here or elsewhere on ITS82. Entities eligible to use MCD10 or its successors may find ASL interpreter services there.

Category F: IT Hardware Accessibility Audit Services

This category encompasses comprehensive, third-party accessibility assessments for various Information and Communications Technology (ICT) hardware products. Evaluated items include, but are not limited to, self-service kiosks, copiers and other office equipment, take-home medical devices (of an IT nature), electronic displays, monitors, and access control systems. The objective is to identify and mitigate potential barriers for users with sensory, physical, learning, and other disabilities.

Purchasing Entities will specify exactly what needs to be tested for compliance, such as specific hardware or locations, and provide vendors with the required credentials and access.

Vendors will identify potential barriers for users with sensory, physical, learning and other disabilities, based on the requirements of the Accessibility Standards, and provide a written report of their findings to the Purchasing Entity.