I. RECOMMENDATION:
Staff recommends that the City Council authorize the City Manager or designee to enter into an agreement with MyCivic for the integration of accessibility and communication tools, including Chatbot, AudioEye, and Allyant PDF Remediation, in an amount not to exceed $6,172.88 for FY 2025–26 implementation, with an annual renewal cost of $11,962.05 effective July 1, 2026.
II. BACKGROUND:
As part of the City Council’s strategic planning efforts earlier this year, improving public communication, transparency, and accessibility were identified as high-priority goals. The proposed website redesign project directly supports these objectives by enhancing the City’s digital presence, improving accessibility for all users, and strengthening engagement between residents and City departments.
Scope:
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Redesign City website to improve accessibility and usability.
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Incorporate Chatbot functionality for community engagement.
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Implement ADA compliance solutions, including AudioEye and Allyant PDF remediation.
Timeline:
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Start: November 2025
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Completion: July 2026
III. DISCUSSION:
The Public Outreach Coordinator has begun planning and coordination efforts for a comprehensive website redesign. The initiative ensures compliance with Title II of the Americans with Disabilities Act (ADA), which mandates public agencies to make their digital content accessible to individuals with disabilities. Under the ADA’s final rule, compliance requires:
- Adoption of a formal accessibility compliance plan;
- Routine internal and external audits;
- Ongoing remediation efforts; and
- Continuous accessibility maintenance (quarterly) by April 2026.
AudioEye will provide an automated and continuous accessibility solution, including:
- Real-time remediation of accessibility barriers;
- Ongoing monitoring and legal protection;
- Certification of accessibility compliance displayed on the City website.
Allyant (CommonLook PDF Remediation Tool) will ensure attached documents, such as PDFs, maps, and blueprints, meet accessibility standards. This tool provides automated detection and correction of accessibility issues and multi-standard validation for compliance.
Allyant’s subscription is included at no additional cost through MyCivic; however, staff recommends setting aside $3,000 for PDF remediation of complex documents (e.g., construction drawings).
Without these services, the City remains vulnerable to compliance-related claims. In September 2025 alone, over 356 lawsuits were filed nationwide against agencies and organizations for ADA web accessibility violations. External remediation would cost an estimated $20,000–$30,000 annually, whereas these services provide cost-efficient, proactive compliance and monitoring.
STRATEGIC ALIGNMENT
This project directly advances one of the City Council’s adopted strategic planning goals, to enhance transparency, communication, and accessibility for residents through modernized digital tools. Implementing these technologies will improve how residents access information, submit service requests, and interact with City departments, reflecting the Council’s ongoing commitment to community engagement and inclusive governance.
IV. ALTERNATIVES:
- Do not direct staff to proceed with the chatbot, Audioeye and Allyant programs.
V. FISCAL IMPACT:
Initial Implementation Cost (FY 2025–26): $6,172.88 (Includes 15% discount and prorated AudioEye cost through 6/30/26)
Annual Renewal (Effective July 1, 2026): $11,962.05
- Chatbot: $6,375
- AudioEye: $4,143
- Allyant (CommonLook): $1,443
Each component is subject to the same 5% annual uplift as the existing website contract.
These project costs will be allocated in the same way as the website services contract with Civic Plus is allocated.
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