Document Remediation Services IFB

Background
The Maryland State Retirement Agency (SRA) is issuing this Invitation for Bids (IFB) to procure Document Remediation Services. The goal of this contract is to ensure compliance with the World Wide Web Consortium’s Web Content Accessibility Guidelines 2.1 (WCAG 2.1 AA) for documents intended for publication on the agency's public-facing website. This initiative aligns with the Americans with Disabilities Act, which mandates that state and local governments adhere to updated accessibility standards for their websites and mobile applications.

Work Details
The contractor will be responsible for remediating documents to meet WCAG 2.1 AA standards, which includes:
- Remediating all forms supplied from their current state to a compliant version.
- Returning remediated source documents in both Microsoft Word and Adobe PDF formats.
- Addressing any significant rework or reformatting needs in consultation with the SRA.
- Completing remediation of forms within 5 business days and source documents within 10 business days of submission.
- Ensuring accessibility remediation tasks include proper tagging structure, reading order correction, alt text for images, color contrast adjustments, form field labeling, table header associations, bookmark creation, language attributes, removal of artifacts, and OCR correction for scanned documents.
- Providing documentation of accessibility reports and quality assurance testing results.

Period of Performance
The contract will have a base period of two years with no option periods. Key milestones include document intake by February 23, 2026; pilot remediation within 10 business days; full production remediation within 30 business days; quality assurance and revisions by March 30, 2026; and final delivery by April 15, 2026.

Place of Performance
The primary place of performance will be proposed by the bidder but must comply with the requirements set forth in the solicitation.

Bidder Requirements
This procurement is designated as a Small Business Reserve Procurement limited to certified small businesses as defined by Maryland law. Bidders must be registered on eMarylandMarketplace Advantage (eMMA) and provide necessary documentation including a completed Conflict of Interest Affidavit and Disclosure. The contractor must maintain specified insurance coverages including Commercial General Liability and Worker’s Compensation.