Accessible Procurement
Process
Presented by
Accessible Technology Initiative
E&IT Working Group
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
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.
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/eitprocurement)
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.
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.
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?
What completes the
procurement package?
1.
2.
3.
4.
Requisition
ITS Procurement Approval
Vendor Quote
Accessibility documentation
a) VPAT
b) Exemption form
c) Equally Effective Alternative Access Plan (EEAAP)
form if has impact but has inaccessibility problems
(with VPAT).
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_Ame
ndment_to_the_Rehabilitation_Act_of_1973)
– Document product’s capabilities/shortfalls
– Promote interoperability between mainstream
technology & assistive technology
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)
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
Vendor Product Accessibility
Template (VPAT)
• Impairment categories (see 1194.31)
a)
b)
c)
d)
e)
f)
Vision
Visual Acuity
Hearing
Audio Information (cognition loss)
Speech
Motor Skills/Coordination
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.
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.
Good VPAT
.31a and .41c
Questionable VPAT
.31a and .41c
Our VPAT Repository
• Our VPAT Repository of already approved and
accessible products is at:
– http://www.calstatela.edu/accessibility/ati/eit-procurement-vpatrepository
– If a product VPAT is already here, you need not make an
analysis of it.
Vendor Help page
• You and/or your vendor can reference our
vendor page:
http://www.calstatela.edu/accessibility/ati/eitprocurement-information-vendors
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.
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.
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
Contact Info
• Andy Pesich at 3-2717
• Gilbert Garcia at 3-2000
• Michael O’Neal-Petterson at 3-3556