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Website ADA Access Software Subscription <br />April 7, 2026 <br />Page 2 <br />5 <br />6 <br />8 <br />4 <br />The DOJ’s update reflects the increasing reliance on digital platforms for accessing <br />government services and information. Ensuring compliance not only reduces legal risk <br />but also promotes inclusivity, enhances user experience, and improves overall service <br />delivery to the community. <br />Staff has been working to make the City website ADA accessible. However, the <br />extensive use of Adobe PDF documents on the website has been particularly <br />challenging. PDF documents are often exported from print tools and lack HTML’s <br />dynamic tagging. Retrofitting scanned or untagged PDFs is labor-intensive and costly. <br />The DocAccess solution by CivicPlus can batch process, remediate, and publish <br />accessible versions of all City PDF documents on the City’s website by utilizing a <br />website plug-in. DocAccess utilizes a proprietary AI-driven process to remediate PDFs <br />in bulk as well as monitor in real-time for ongoing compliance of PDFs on City websites. <br />City staff has not identified any other solutions that can perform these functions and <br />recommends approval of a sole source agreement with DocAccess. <br />Failure to comply with the updated ADA requirements may expose the City to legal <br />challenges and limit access to essential services for individuals with disabilities. <br />ENVIRONMENTAL IMPACT <br />There is no environmental impact associated with this action. <br />FISCAL IMPACT <br />Funding is available in the current FY 2025-26 budget. Future fiscal year funding will be <br />included in the proposed budgets for City Council consideration. Estimated amounts <br />expended per fiscal year are shown in the table below. <br /> <br />Fiscal <br />Year <br />Accounting Unit <br />- Account No. <br />Fund <br />Description <br />Accounting Unit – <br />Account No. <br />Description <br />Amount <br />2025-26 10920141-66511 Information <br />Technology <br />Enterprise Systems– <br />Software Maintenance <br />& Support <br />$49,618 <br />2026-27 10920141-66511 Information <br />Technology <br />Enterprise Systems– <br />Software Maintenance <br />& Support <br />$58,538 <br />2027-28 10920141-66511 Information <br />Technology <br />Enterprise Systems– <br />Software Maintenance <br />& Support <br />$61,465 <br />Total <br /> <br />$169,621 <br />