Accessible Document Service Proposal
Transform Your PDFs into Fully Accessible, Searchable, and Translatable Documents
PREPARED FOR
Glenn Cline
IT Manager
City of San Bernardino, CA
[email protected]
PREPARED BY
Noelle Beattie
Business Development Representative
DocAccess by CivicPlus
[email protected]
(916) 900-6619
Executive Summary
City of San Bernardino, CA faces a critical deadline for PDF accessibility compliance. After analyzing 7,303 links across its web properties, the DocAccess tool discovered at least 3,175 documents that can—and need to be—served in an accessible format. With this agreement, DocAccess will ensure all publicly available documents are served in an accessible format.
Traditional remediation of just the documents identified would cost approximately $1,033,711 or could take 616 weeks of dedicated staff time.
DocAccess offers an immediate, cost-effective solution at just $37,242/year — that's 96% less than traditional remediation in the first year alone, with instant deployment and ongoing compliance.
The Accessibility Challenge
Under the Americans with Disabilities Act (ADA) and recent Department of Justice guidelines, all public-facing digital content must be accessible to people with disabilities. This includes:
Meeting WCAG 2.1 AA standards for all PDF documents✓
Providing equal access to information for all users✓
Avoiding costly lawsuits and compliance penalties✓
Serving your community's 15-20% of residents with disabilities✓ According to the American Community Survey (ACS) for the City of San Bernardino, over half of residents speak a language other than English at home, with Spanish by far the most common, followed by Tagalog and Arabic among other languages. This high share of non-English speakers indicates strong need for translated public documents and communications. ✓
The DocAccess Solution
DocAccess transforms your existing PDFs into fully accessible documents without changing your files or website structure. Our cloud-based solution provides:
Instant Accessibility
Automatic conversion to screen-reader
compatible HTML with proper semantic
structure and WCAG 2.1 AA compliance.
🌐 250 Language Translation
Real-time translation powered by Google
Translate, prioritizing languages spoken in
your service area.
🔍 AI-Powered Search & Q&A
Users can search within documents and ask
questions in plain language, getting instant
answers in their preferred language.
🧑💻 Live Visual Interpretation
24/7 access to professional interpreters via
Aira for users who need additional
assistance - included at no extra cost.
📱 Mobile Optimization
Responsive design ensures perfect viewing
on all devices, from smartphones to desktop
computers.
🎨 Smart Image Description
AI-generated comprehensive alt-text for all
images, charts, maps, and diagrams
following WCAG best practices.
⚖ Standards & Laws We Help You Meet
🏛 ADA Title II & III
Compliance with Americans with
Disabilities Act requirements for public
entities and places of public
accommodation.
📋 Section 508
Federal accessibility standard required for
all federal agencies and contractors.
🌐 WCAG 2.1 AA
International Web Content Accessibility
Guidelines—the gold standard for digital
accessibility.
📄 PDF/UA (ISO 14289)
We test your documents against the
International standard for universally
accessible PDF documents.
✅ Every Plan Includes
Unlimited document views — No per-view charges, ever✓
Automatic new document processing — New PDFs are processed as they're published✓ 250 language translation — Real-time translation powered by Google Translate✓ AI-powered Q&A — Users can ask questions about document content in plain language✓ Live visual interpretation — 24/7 Aira access for users who need additional assistance✓ Compliance dashboard — Monitor your accessibility status in real-time✓
📊 How DocAccess Compares to Other Municipal Services
Annual cost per resident comparison
Fire Protection (avg) $150-300/resident
Parks & Recreation (avg) $80-150/resident
Library Services (avg) $30-60/resident
Elections Administration $5-15/resident
🌟 DocAccess (full ADA compliance) ~$0.21/resident
💰 Why Not Traditional Remediation?
❌ Traditional PDF Remediation
$7-15+ per page, one-time
20+ minutes of staff time per page
Requires reprocessing when documents
update
No translation or search functionality
You own the compliance burden forever
✅ DocAccess Solution
Predictable annual pricing
Instant processing—no staff time
required
Automatically handles document
updates
Includes translation, search, and Q&A
We handle compliance—you focus on
your mission
No setup fees — Simple installation, no hidden costs✓
Technical Excellence & Compliance
DocAccess is built on industry-leading standards and partnerships:
Testing PDFs for WCAG 2.1 AA and PDF/UA compliance verified by VeraPDF validation✓ Section 508 and ADA Title II & III compliance✓
ISO 14289 (PDF/UA) standard adherence✓
Tested with all major screen readers (JAWS, NVDA, VoiceOver)✓ Regular audits by accessibility experts✓
Continuous improvement through user and community feedback✓
Simple Implementation Process
1 Quick Installation (15 minutes)
Add one line of code to your website - similar to Google Analytics. Works with any CMS or platform.
2 Automatic Processing (24 hours)
DocAccess scans and processes all your PDFs, creating accessible versions without touching your original files.
3 Go Live & Stay Compliant
Your PDFs are now served in an accessible, translatable, and mobile-friendly format. New documents are processed automatically. Full dashboard for monitoring.
Investment & Value
Recommended Plan: Metropolitan - 223,728 Population
$37,242/year
For Publicly Available PDFs on sanbernardino.gov
What's Included:
Cost Comparison:
Unlimited documents on sanbernardino.gov✓
Unlimited document views and downloads✓
Automatic processing of new documents✓
All accessibility features (translation, Q&A, live assistance)✓ Compliance monitoring dashboard✓
Regular accuracy reviews by experts✓
No setup fees or hidden costs✓
Traditional PDF remediation: $1,033,711 (one-time) plus ongoing costs and/or time spent for all new documents
DocAccess solution: $37,242/year
You save $996,469 in the first year alone!
Frequently Asked Questions
Do I need to remediate my existing PDFs?
No. DocAccess creates WCAG 2.1 AA compliant HTML formats that are the gold standard for ADA requirements. Your original PDFs remain unchanged as an alternative format for printing.
How quickly can we be compliant?
Most organizations are fully operational within 24-48 hours of installing the DocAccess code.
Complex documents may take slightly longer for our quality review process.
What about documents on external sites we link to?
DocAccess uniquely handles external PDFs you link to, ensuring your users have an accessible experience even with third-party documents.
Is this solution legally compliant?
DocAccess meets all federal ADA requirements and state-specific regulations for accessible document creation. No customer using DocAccess has paid even a dollar for any ADA lawsuit, claim, or fine related to its documents. If you encounter an issue, contact us immediately so we can assist you with our unlimited accessibility and legal support program.
Service Agreement
This Software as a Service Agreement ("Agreement") is entered into on March 5, 2026, between CivicPlus, LLC ("Provider") and City of San Bernardino, CA ("Customer").
Services Provided
DocAccess is a subscription-based accessibility solution that includes:
Automated document accessibility compliance
Real-time translation to 250 languages
AI-powered search and Q&A functionality
24/7 live visual interpretation services
Compliance monitoring and reporting
Subscription
Metropolitan - 223,728 Population Plan - Publicly Available PDFs on sanbernardino.gov Terms
List Price: $47,746 per year
Discounted Fee: $37,242 per year (22% discount)
Contract Term: Mar 5, 2026 - Jun 30, 2027 - 5% annual uplift starting Year 2 Payment Schedule: Every year, beginning July 1, 2026
Payment Terms: Net 30
Renewal Procedure: Automatic one-year renewal term, unless 60 days notice provided prior to renewal date Example Payment Schedule
Invoice Dates of Service Rate Amount
Complimentary
Service
3/5/2026 -
6/30/2026 Free $0
First Invoice 7/1/2026 -
6/30/2027 $47,746/year (22% first year discount applied) $37,242 Future Invoice 7/1/2027 -
6/30/2028
$47,746/year (22% ongoing discount) + 5%
uplift $39,104
The CivicPlus accounting department will gladly work with you to adjust the payment schedule to meet your needs. Amounts will not include certain state or local imposed sales taxes. Proration amounts are approximate.
This Service Agreement is governed by the terms and conditions of the Master Services Agreement and the DocAccess Terms and Conditions, both available at: https://www.civicplus.help/docs/legal-terms-and-conditions- for-services (collectively, the "Agreement"). By executing this Service Agreement, Customer acknowledges and agrees to be bound by all terms and conditions set forth in the Agreement referenced above. In the event a Master Services Agreement is already executed between the parties, the existing agreement shall take precedence over the linked Master Services Agreement.
Customer may issue purchase orders for its internal, administrative use only, and not to impose any contractual terms. Any terms contained in any such purchase orders issued by the Customer are considered null and will not alter the Binding Terms, the Agreement, or this service agreement.
W-9 available at getstreamline.com/w9 | Fed Tax ID: 48-1202104 CivicPlus, LLC
Name: Mac Clemmens
Title: SVP, DocAccess Co-Founder
Date: [signature_date]
City of San Bernardino, CA
Name: Glenn Cline
Title: IT Manager
Date: [signature_date]