SF State Procurement Implementation Plan
The Procurement Work Group, charged by SF State’s President’s Task Force on Electronic and Information Technology, has developed an implementation plan (Word document) for the university that addresses the elements and timelines codified by the CSU Office of the Chancellor for the procurement of accessible Electronic and Information Technology (E&IT). Within the plan are procedures and processes to ensure that the campus will purchase the most accessible E&IT products and services.
The CSU ATI has provided useful documents that are intended to provide Campus Requesters with guidance in the procurement of accessible E&IT goods and services. Two examples are Sample Procedure (Word document) and an appendix outlining 10 steps for official bids. In addition, the Procurement Work Group has developed a procurement process guide (Word document) to assist Campus Requestors and Electronic and Information Technology Technical Advisor’s (E&IT TA) with the eight basic stages and requirements within the E&IT procurement process. This is a useful one-page representation of what is required of an E&IT procurement.
Core Functions of Accessible E&IT Procurement:
- Create functional requirements for purchasing a product.
- Conduct market research to determine the availability of a product to meet the functional requirements.
- Evaluate products to determine the degree of compliance with Section 508 requirements and identify the one that best meets these requirements.
- Require all vendors to submit Section 508 compliance documentation (e.g., a completed VPAT or vendor checklist).
- Conduct user testing as needed to validate accessibility.
- Verify Section 508 conformance and authorize exemptions, if any.
- Document Section 508 accessibility evaluations and conclusions.
SF State’s Two Broad Categories of Procurement:
- Procurements at costs that fall below the competitive threshold and are made via informal methods and adherence to best practice.
- Formal competitive procurements exceeding cost thresholds established by CSU.
Individual Roles of Staff and Faculty
The Campus Requester
Procurement of E&IT begins with understanding the role of the Campus Requester. These individuals are charged with the responsibility of creating functional requirements, performing market research, developing a comparative product matrix (as needed), and assessing products for 508 compliance. The Campus Requester is responsible for processing compliant and noncompliant 508 E&IT products by completing SF State’s Section 508 E&IT Product Requisition Support Form. Select Campus Requester to learn more about the responsibilities associated with this role. The Campus Requester may seek E&IT procurement advice from SF State E&IT Technical Advisors, a list of advisors within each college division, or unit found in the Technical Advisor Directory (Excel document).
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E&IT Technical Advisors
Thirty-one individuals representing all colleges, divisions, and units across campus have been designated E&IT Technical Advisors (E&IT TA). An E&IT TA assists Campus Requester with evaluation and technical aspects of vendor responses regarding the accessibility of proposed E&IT purchases. Advisors, along with the ACCESS Team, provide guidance for purchasing accessible E&IT products and services. Select Technical Advisor to learn more about the responsibilities associated with this role.
Disability Access Compliance Analyst (DACA)
Through the office of the President, SF State’s Disability Programs and Resource Center created the Disability Access Compliance Analyst (DACA) position. The DACA assists Campus Requesters and other staff and faculty with understanding and complying with Section 508. Select DACA to learn more about the responsibilities associated with this role.
Defining an Accessible Product
SF State requires Requesters to purchase 508 compliant products. A formal description, common language descriptions, and examples of assistive technology applications are contained in this 508 Quick Reference Guide: Accessibility Forum’s Quick Reference Guide to Section 508 (.doc, pp. 5-30)
Additional CSI ATI Resources
CSU best practice procedures (Word Document) for procurement of E&IT, Source material from the CSU ATI.