I. RECOMMENDATION:
Staff recommends that the City Council approve an amendment to the previously authorized agreement with CivicPlus (MyCivic) to include an additional $3,000 that was inadvertently omitted from the original staff report, for accessibility-related PDF remediation services necessary to ensure full ADA Title II compliance, increasing the FY 2025–26 implementation cost to an amount not to exceed $9,172.88.
All other terms of the agreement remain unchanged.
II. BACKGROUND:
On November 13, 2025, the City Council authorized the City Manager or designee to enter into an agreement with CivicPlus for website chatbot integration and accessibility compliance services, including AudioEye and Allyant (CommonLook PDF Remediation).
Staff Report from November 13, 2025
Following further review of the Statement of Work and accessibility implementation requirements, staff identified that $3,000 in necessary accessibility remediation costs for complex PDF documents, while included in the vendor’s scope, were not explicitly reflected in the original authorization. These costs are directly tied to ADA Title II digital accessibility requirements and are a required component of full compliance. The Statement of Work includes a line item for CommonLook PDF document remediation reflecting this cost.
This report corrects that omission and seeks Council approval to formally authorize the full amount.
III. DISCUSSION:
The City’s website redesign and accessibility initiative is intended to ensure compliance with Title II of the Americans with Disabilities Act (ADA), which requires public agencies to provide accessible digital content, including documents posted online.
While the Allyant (CommonLook) tool subscription is included in the CivicPlus agreement, certain complex documents, such as construction drawings, plans, maps, and legacy PDFs, require manual or enhanced remediation beyond automated tools. The additional $3,000 allocation is intended to cover these necessary services and avoid future compliance gaps.
This cost is not discretionary and is directly tied to:
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Required remediation of complex PDF documents;
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Ongoing ADA audit readiness; and
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Reducing exposure to accessibility-related claims.
Without this amendment, the City would remain partially non-compliant despite having approved the broader accessibility program.
IV. ALTERNATIVES:
None at this time are recommended.
V. FISCAL IMPACT:
- Original FY 2025–26 Implementation Cost: $6,172.88
- Additional Accessibility Remediation (Omitted): $3,000.00
- Revised FY 2025–26 Implementation Cost (Not to Exceed): $9,172.88
- Annual Renewal (Effective July 1, 2026): $11,962.05 (unchanged)
Costs will be allocated in the same manner as the existing CivicPlus website services contract and is apart of the original one time project. |