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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: April 15, 2026
To: Honorable Mayor and City Council Members
From: Rolland Kornblau, Director of Information Technology Department: Information Technology
Subject: Authorization to Execute a Service Agreement with CivicPlus, LLC for DocAccess Accessibility Solution for two years of service through June 30, 2028, in an amount not to exceed $83,981, with a provision for annual
renewals (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Service Agreement with CivicPlus LLC for the DocAccess subscription service in an amount not to exceed $83,981 for the initial term through June 30, 2028; and
2. Authorize the Director of Finance and Management Services or Designee to issue the necessary purchase orders and process payments in accordance with the terms of the agreement; and
3. Authorize continued annual renewal of the service agreement, after the initial two-year term, in accordance with the agreement’s Automatic Renewal Procedure, subject to annual budget appropriations, provided that any annual price increase does not exceed the contractual 5% annual uplift.
City Manager's Comments
City Manager concurs with recommending approval.
Executive Summary
The City of San Bernardino faces a federal mandate to ensure all website PDF documents are accessible to individuals with disabilities by April 24, 2026. An audit of City web properties identified 3,175 non-compliant documents. Traditional remediation of these files would require an estimated $1,033,711 and 616 weeks of staff time. The DocAccess solution provides an automated alternative for an initial cost of $37,242.
This selection ensures 100 percent compliance before the federal deadline, reduces 3 2
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legal risk, and achieves a 96 percent cost reduction compared to manual methods.
Background
The City of San Bernardino has been working to improve website accessibility for all residents. These efforts have addressed the primary website interface, including layout and navigation. This agreement represents the next step in the compliance roadmap. While the website interface is compliant, thousands of PDF documents hosted on the site remain a high-risk area. Federal and State regulations now require these specific documents to be accessible. Because manual remediation is slow and costly, the DocAccess tool is the final component required to bring the City into full legal compliance.
Discussion
The current City website hosts 7,303 document links, and 3,175 do not meet the WCAG
2.1 Level AA standards. These documents are not readable by assistive technologies used by residents with visual impairments. The DocAccess platform provides an automated accessibility layer for the city website, the Primegov agenda management system, and the public Laserfiche document repository. The service automatically converts every PDF to an accessible format on demand. Residents may ask questions directly about complex documents to receive instant information. The service also includes translation into 250 languages and 24/7 live visual interpretation for residents with disabilities.
The agreement provides long-term stability, cost control, and features a discounted metropolitan population plan tailored for the City’s 223,728 residents. The term continues through June 30, 2028, and secures a 22 percent discount. The agreement also provides an automatic one-year renewal term to prevent a lapse in compliance. Funding for this agreement will be appropriated in the Information Technology Department budget. The not-to-exceed amount includes a 10 percent contingency for document volume changes.
Period Base Cost 10% Contingency Total
Implementation & Trial $0 $0
Year 1 (FY 26-27) $37,242 $3,724 $40,966
Year 2 (FY 27-28) $39,104 $3,910 $43,014
Total $76,346 $7,634 $83,980
2021-2025 Strategic Targets and Goals
The authorization of the Service Agreement with CivicPlus, LLC aligns with the City’s Goal No. 3: Improved Quality of Life. DocAccess improves customer service experience by ensuring all residents, including those with disabilities, can independently access and navigate City documents on the website.
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Fiscal Impact
Sufficient funds are available within the appropriate Information Technology Fund to support this agreement.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California:
1. Authorize the City Manager to execute a Service Agreement with CivicPlus LLC for the DocAccess subscription service in an amount not to exceed $83,981 for the initial term through June 30, 2028; and
2. Authorize the Director of Finance and Management Services or Designee to issue the necessary purchase orders and process payments in accordance with the terms of the agreement.
3. Authorize continued annual renewal of the service agreement, after the initial two-year term, in accordance with the agreement’s Automatic Renewal Procedure, subject to annual budget appropriations, provided that any annual price increase does not exceed the contractual 5% annual uplift.
Attachments
Attachment 1 – DocAccess Service Agreement
Ward:
All Wards
Synopsis of Previous Council Actions:
None
CC: Eric Levitt, City Manager