Sample Solicitation/Contract Provisions/Clauses for Requirements for Users With Disabilities

The FIRMR requires that agencies consider accessibility for employees with disabilities when conducting requirements analyses for FIP. Those needs must be addressed in specifications describing the functions and capabilities included in solicitations. Information on accessibility may be found in FIRMR Bulletin C-8. Situations will vary, therefore, no precise specification, clause, or provision can be provided which will cover specific agency accessibility needs. The following sample clauses and prescriptive information are provided to assist agencies in developing such specifications, clauses or provisions. Agencies should review each section of their solicitations for agency specific requirements, to determine how individual solicitations should address these special requirements. As a minimum, some variation of the sample clauses/specifications/provisions used here should be included in Section C, H and L.

GSA's Center on Information Technology Accommodation (CITA) can provide additional assistance on accessibility requirements and solicitation provisions/clauses. A guidance document entitled "Managing End User Computing for Users with Disabilities" is available from CITA or from the internet at WWW.GSA.GOV/coca/front.html, or by calling (202) 501-4906 (v) or (202) 501-2010 (TDD).

A. Sample language for "Scope of Contract" - SECTION C

Accommodations for Users with Disabilities

Requirements for meeting the needs of users with disabilities (and any technology enhancements provided for herein), in accordance with FIRMR, 41 CFR Chapter 201 and FIRMR Bulletins C8 and C10, shall be considered part of the scope of this contract. The Offeror shall provide products and services as specified in Section C to meet the needs of users with visual, hearing, and motor impairments to ensure that all users are provided the required accessibility that enables their use of the FIP resources acquired under this contract in accordance with the FIRMR. In addition, the Offeror shall include provisions for substituting accommodation hardware, firmware, and/or software which represent an advancement in technology with respect to that originally offered in the proposal. All substitutions must meet the salient characteristics of the original specification and be certified by the Government as a suitable replacement for or addition to the appropriate accommodation hardware, firmware, and/or software. The Government shall evaluate the Offeror's ability to meet the minimum mandatory requirements specified in Section C. The overall integration of users with disabilities and how they will be provided equal access to the proposed resources offered will be evaluated as a Subjective Technical Factor (see Section M). This will include an evaluation of the Offeror's training plan and support for persons with disabilities.

B. Sample language for "Detailed Specifications" - SECTION C

Detailed Functional Specifications for Specific Requirements for Accommodation. [Note: If these functions have not been stated as hardware or software requirements, it must be clear in proposals how the function/capability will be satisfied.]

1.0. Minimum Functional Requirements

The Offeror shall provide the FIP resources (e.g. hardware, software, cables, connectors, firmware, etc.) as described in this section in order for the proposed hardware and software to perform as specified herein and to meet all of the requirements of this contract. The resources offered shall meet the minimum requirements outlined below and be fully compatible with all proposed hardware and software. In addition, any single enhancement or combination of enhancements, when enabled, must be compatible with all system operations and procedures that are available when the enhancements are not enabled.

1.1. Input.

Input accommodations for users with physical impairments differ by the type and severity of the functional limitation of the user. Some users with impairments are capable of using the keyboard if it can be modified slightly. Users with more severe impairments may require an alternate input strategy.

1.1.1. Keyboard Enhancement. The Offeror shall provide keyboard enhancement which provides the functionality outlined below. The keyboard enhancement offered shall be capable of operating on the standard keyboard offered with the proposed desktop, laptop, or portable computer. The keyboard enhancement shall be able to execute independently or in combination at a minimum, the following functions:

Execution of multiple keystroke commands (e.g., "CTRL-C") serially rather than simultaneously.
Disabling and adjustment of the keyboard repeat tolerances.
Emulation of a mouse or similar pointing input device movements from the keyboard.
Visual and auditory indication of key status for the; Number Lock, Shift/Caps Lock, and Scroll Lock keys.
Adjustment of volume level of the keyboard audible feedback.

1.1.2. Keyboard Alternative(s). The Offeror shall provide an alternate input device to accommodate users unable to use the standard keyboard. The alternate keyboard shall be integrated with the proposed end-user system(s) and provide the following functions:

Emulation and transmission of user input of any valid keystroke combination available from the standard keyboard.
Emulation of a mouse or similar pointing input device movements from the keyboard.

The proposed workstations must be capable of working with the following types of alternate input devices.

Mini keyboard
Large keyboard
Row/column scanner
Braille Chord input
Chordic device
DVORAK keyboard

(NOTE: Further language may be necessary to describe exactly what is required by the alternative device. For example a keyboard with l l/2" or l/2" keys or one that is activated by single switch supported by row/column scanning software will have to be specified to meet the particular requirements.)

1.1.3. Keyboard Accessories. The Offeror shall provide the following product(s) to aid users in the use of the standard keyboard:

1.1.3.1. Keyguard. Keyguards or keyboard guards prevent inadvertent or multiple key depressions. Keyguard template holes shall be no less than 1.5 cm or l/2" in diameter and correspond to the key arrangement of the standard as described in Section 1.1. The keyguard shall be attachable to the surface of the keyboard to ensure stability. The keyguard and any attaching hardware shall be removable.

1.1.3.2. Keyboard overlays. Keyboard tactile overlays to identify locations of home row keys and important non-standard location keys, e.g., ESC, ENTER, CTRL and ALT.

1.1.3.3. Keyboard covers. Molded plastic covers, designed to cover the standard keyboard, to prevent damage to the keyboard from spilled liquids.

1.2. Speech Recognition System.

The Offeror shall provide an integrated system to control all applications software and operating system functions offered via voice/speech input recognition. The proposed Speech Input Recognition System shall at a minimum provide the following functions:

a) Ability to use the spoken word or phrase to effect a command or string of commands at the operating system level and the application level.
b) User access to pre-defined vocabulary sets which include user-controllable editing and cursor movement functions for common applications.
e) A primary vocabulary expandable to include a minimum of 30,000 words.
f) Ability to build user-definable vocabulary sets containing a minimum of 2,000 user-definable words and command phrases in each vocabulary set.
g) Ability to use a standalone microphone or headset with attached microphone or remote cordless microphone with noise-canceling function which provides the highest possible reduction in ambient noise.

1.3 Optical Character Recognition System.

The Offeror shall provide an Optical Character Recognition System that converts various types of print material into an electronic form that can be accessed via proposed workstation. The OCRs offered shall at a minimum provide the following functions:

a) Recognition accuracy of not less than 95%.
b) Automatic recognition of print material placed upside-down or sideways on the scanner (i.e. landscape & portrait modes).
c) Formatting and encoding support for ASCII text and applications included on this project.
d) Support interpretability with Braille Output System.
e) Multiple column recognition.
f) Recognize multiple fonts including: typewritten, typeset, Laser printed, dot matrix (draft quality), 6-28 point sizes, monospaced and proportional.
g) Batch scanning (i.e. scan now, recognize later).
h) Support attachment of an optional document feeder for scanning a stack of unbound documents.
i) Support interoperability with Speech Output System.

1.4. Output.

1.4.1. Monitor Enhancement. The Offeror shall provide a monitor enhancement that magnifies text and graphics displayed on the monitor of desktop, laptop, and portable computers. The monitor enhancement proposed shall work with all proposed applications and at a minimum provide the following functions:

a) User definable magnification levels from 2 to 8 times normal output in graduations of 2x.
b) Ability to toggle the magnification on and off returning the display to normal output.
c) User definable views (e.g. full screen, partial screen, or single line magnification).
d) User definable attribute settings (e.g. cursor tracking, highlight identification, color definition, and font definition.)

1.4.2. Visual/Auditory Enhancement. The Offeror provided workstation shall provide an integrated function that provides a visual and auditory response to the user that would notify the user of significant system activity (i.e. error notification). The proposed visual/auditory feedback enhancement shall at a minimum provide the following functions:

a) An auditory cue (i.e. beep) that is compatible with the Speech Output System.
b) A non-auditory cue or on-screen notification (e.g. screen flash, flashing "ERROR" message, or flashing light).

1.4.3. Print Magnification System. The Offeror shall provide a Print Magnification System that magnifies text and color graphics displayed on flat (i.e. newspapers, memos, phone messages, etc.) or three-dimensional objects (i.e. parts, containers, etc.) and displays the magnified image on a high resolution color monitor. The print magnification system is a Closed Circuit TV (CCTV) system which utilizes camera (normally a Charged Coupled Device (CCD)) camera for input and a high resolution color display screen for output. The print magnification system proposed shall at a minimum provide the following functions:

a) User selectable magnification of printed color graphics and text up to at least 45 times original size.
b) User selectable black letters on a white background or white letters on a black background.
c) User adjustable contrast and brightness controls.
d) Attachment to personal computer.
e) Automatic gain control adjusting to changes in light.
f) User controllable viewing table to allow the reader to view an entire page.

1.4.4. Refreshable Braille Output System. This system shall provide the user with an equivalent tactile read-out of information appearing on the computer display screen. The proposed Refreshable Braille Output System shall at a minimum provide the following functions:

a) Display a minimum of 40 characters.
b) Recognition and display of control characters and screen attributes.
c) Review mode that allows the user to move the display around the screen without moving the operating or program cursor.

1.4.5. Speech Output System. The Offeror shall provide an integrated speech output system that is compatible with all proposed applications programs and the proposed workstation that translates text displayed on the monitor into understandable speech.
The proposed speech output system shall at a minimum provide the following functions:

a) Interactive auditory review by character, word, line, definable window(s) and/or entire screen.
b) Speak current line, (the line at the cursor), current character or letter and cursor position, (screen column and row), at the request of the users.
c) Selectively read text meeting user defined specification, i.e. highlighted, underlined, displayed in a specific color, or in a defined window.
d) User-definable customization of window and/or screen layouts of specific applications programs.
e) User-definable pronunciation exceptions dictionary.
f) Auditory review toggle on/off for speech. (Note: auditory review shall include a cursor locator command available at any time.)
g) Automatically "speak" whenever a system message or error message is received.
h) Adjustable rate and pitch of the voice output controllable from the keyboard.
i) Adjustable speaking rate from a range of 120 wpm (words per minute) to at least 280 wpm.
j) User-definable processing of numbers and punctuation.
l) Headset (headphones).

1.4.6. Braille Output System. The Offeror shall provide all necessary hardware and software for generating Braille hard copy output (Grade I and Grade II) that meets the standard put forth by the Library of Congress and the Braille Authority of North America from a printer that is fully compatible with the proposed workstation. The Braille Output System proposed shall at a minimum provide the following functions:

a) Print speed of not less than 40 characters per second.
b) Print a minimum of 20 characters (Braille cells) per line.
c) Print a maximum of 25 lines per page.
d) Production on paper from 8 l/2 by 110# weight printer paper to 100# weight high quality Braille paper.
e) User definable settings for page length and paper width.

1.5 Telecommunications.

1.5.1. Telecommunications Device for the Deaf (TTY/TDD). The Offeror shall provide an integrated TDD/TTY that is compatible with the proposed workstation. The TDD/TTY proposed shall at a minimum provide the following functions:

a) Carry an approved FCC rating.
b) Transmit/receive Baudot signals at a speed of 45.5 baud, half-duplex, and ASCII asynchronous at a speed of 300 baud (minimum), full duplex, and support originate & answer mode.
c) Call progress monitoring via line status indication (i.e.; detection of off-hook, dial tone, busy, connected TDD or ASCII).
d) Telephone line interconnection via RJ-11C.
e) Direct dialing, pulse or tone, from the keyboard.
f) Determine incoming communications mode (Baudot or ASCII) and answer in appropriate communications mode without operator intervention.
g) Unattended answering of incoming calls.
h) User definable storage and transmission of outgoing messages in Baudot or Asynchronous ASCII.
i) User definable receipt, storage, and printing of incoming messages.
j) User definable phone number directory.
k) Automatic disconnect (hang up) when line drops or carrier is lost regardless of call origination.
l) User definable system configuration options including; number of rings before hang-up, auto-answer vs. manual, TDD mode vs. Asynchronous ASCII, and default detection mode.
m) Concurrent operation of TDD/TTY software/firmware with other programs (runs in background mode).
n) Identification of incoming calls by the display of a flashing "ring" message or flashing the entire screen.
o) User definable parameters for exiting an application, answering a call, and returning to an application without disrupting the application.
p) Direct interface to optional signaling device (i.e. flashing light, vibrating beeper).

1.6 Required Support for Future Needs

The Contractor shall provide systems engineers and/or other experts on an hourly call-in basis to advise and assist the Government in resolving any communications or interfacing problems that arise during the provision of any additional enhancement capabilities not addressed in the mandatory requirements section and to analyze the potential of future access capabilities that are determined by the Government to meet the access requirements of users with disabilities.

C. Sample language for "Manuals and Publications" - SECTION C

ASCII or Grade II Braille Documentation.
The Offeror must be able to provide copies of all documentation required by this contract in machine-readable media compatible with proposed access equipment or in Grade II Braille hard copy, as required by the Government. Braille hard copy documents shall be prepared in accordance with English Braille (American Edition) and the Library of Congress Instruction Manual for Braille Transcribing. These publications are available from: American Printing House for the Blind, 1839 Frankfurt Avenue, P.O. Box 6085, Louisville, KY 40206. The documentation must be available in the stated form within 30 days (or whatever number is required by an agency) of receipt of a written request from the Government.

The Offerer shall explain in his proposal what arrangements shall be made for production and delivery of both types of specialized documentation required over the life of the contract.

D. Sample language for "Training" - SECTION C

The Offeror shall be responsible for training individuals to productively use all hardware and software to be delivered. The Offeror shall develop a training plan that incorporates the needs of users with disabilities into the overall user training program. Such training shall include system level and end-user training. This training shall be available throughout the life of the contract. All training courses and instructional materials shall be accessible by persons with disabilities. This may require the use of sign language interpreters for hearing impaired persons; captioned video tape; Braille or large print material for visually impaired persons; equipment (computer) accommodations; and satisfactory physical or architectural accommodations for mobility impaired persons.

E. Sample language for "Facilities" - SECTION C

All facilities shall be accessible to persons with disabilities. See Uniform Federal Accessibility Standard (UFAS). Contact the Architectural & Transportation Barriers Compliance Board (Access Board) telephone (202) 272-5434.

F. Sample language for Technology Refreshment Clauses - SECTION H

Substitutions of FIP Resources to Accommodate Users with Disabilities.
The Offeror shall offer FIP resources becoming available after contract award which offer improvements in technology which better provide for the needs of users with disabilities. If the Government elects to do so, it may evaluate the offer, and accept for substitution of equipment covered in the contract but not yet delivered. Any such proposal should contain the general information required by the clause entitled "Engineering Changes" (or whatever technology refreshment clause is included in the contract). Such equipment/software offered after award must meet all specifications of the basic contract. When substitution of such enhanced technology is made without charge to the Government, or as a planned part of the contract (e.g. planned upgrade), manuals and publications as required by the contract shall be provided to all addressees (in the stated quantities) affected by the change without charge to the Government (unless other payment arrangements are made by the agency in the solicitation). [The agency should include any needed evaluation criteria for enhancements in Section M.]

G. Sample language for Subjective Technical Factors - SECTION M

1. Comprehensiveness and Adequacy of Offering.

a) Evaluation of Offeror's understanding and sensitivity to access-related issues.
b) Evaluation of integration of users with disabilities requirements into overall proposal.

2. Provision of required deliverables/services to ensure accessibility.

3. Offeror Personnel Experience. Evaluation of Offeror's ability to provide quality personnel expertise (i.e. number and skill level of personnel with experience) in the provision and integration of accessible technology.

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