Procurement Procedures

EIT Procurement Procedures (Final, 8/22/15)

Policy

The University purchases Electronic Information Technology that is universal in design and accessible to individuals with disabilities. In the event this is technically unfeasible, the procedures must require the University to provide equally effective alternate EITs. All EITs must meet the applicable accessibility standards set forth in the Web Content Accessibility Guidelines (WCAG) 2.0 Level AA, Section 508 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990, as amended.

Procedure

EIT purchases must follow the established NSHE General Purchasing Guidelines. Additionally, when making EIT purchases or renewals the Purchase Requestor or the  Department Buyer must ensure a compliant Voluntary Product Accessibility Template (VPAT) or an acceptable alternative must accompany the P-Card, Request for Check paperwork or Requisition before the purchase can be paid/made. The only time the BCN Purchasing Department will obtain the VPAT is when conducting a formal bid. Only vendors with a compliant VPAT (or acceptable alternative) will be evaluated and awarded the bid. The Accessibility Review Committee will review and approve accessible alternatives.

The vendor must ensure all EIT conforms to accessibility standards as defined above. This includes any student-, faculty-, or staff-facing portions of the proposed product. Vendors must submit a completed VPAT as part of the response/proposal. Vendors must declare if any portion of the proposed product under consideration does not fully conform to the accessibility standards, the ways in which the proposed product is out of compliance and a remediation plan or acceptable alternative.

VPATs will be kept on file at the University for the duration of the product's or service's life cycle. If, at any time, the product or service no longer conforms to the guidelines and laws defined above, the vendor will notify the original Purchase Requestor or the Department Buyer in writing within fourteen calendar days explaining the justification of the change which rendered the product or service noncompliant and the proposed remediation plan or acceptable alternative. If vendor is unable or unwilling to bring the product or service back into compliance with the guidelines and laws defined above without making technically unfeasible modifications, the vendor may supply the University with an accessible alternate EIT that provides an equal experience for the user at no additional expense to the University. Failure to notify the University of such a variance or failure to provide an acceptable alternative in a timely manner, not to exceed thirty calendar days, shall be considered a breach of contract.

EIT Purchasing Request Process

  1. Research
    1. Needs Analysis - Determine needs/requirements for the products/services to be purchased.
      1. Research which products/services are available for that need.
      2. Check to see if a product is on the UNR Pre-Approved List (coming soon).
    2. Request the related accessibility documentation from vendor (e.g. Vendor Product Accessibility Template) if possible.
  2. Submit for EIT Review
    1. Complete gathering of documentation on accessibility (i.e. VPAT for products, 508 Acknowledgement Statement for services, caption information for videos, etc.) from vendor.
    2. Complete the Electronic and Information Technology (EIT) Software Accessibility Review webform and attach documentation on accessibility.
    3. Depending on the product/service being requested and its level of impact, approval may be required from one or more of the following reviewers: the Accessibility Review Committee, the Information Security Office, and/or other IT reviewing offices.
    4. After the EIT review has been completed, the requestor will receive a final determination statement by email from the Accessibility Review Committee.
  3. Upon final approval, complete purchase according to NSHE BCN General Purchasing Guidelines.
  4. If request is not approved, proceed with one of the following options:
    1. Complete the Equally Effective Alternate Access Plan (EEAAP) for submission to the Accessibility Review Committee
    2. Refer to 1.a.i and find a more accessible solution.

Definitions

EIT (Electronic and Information Technology)- Information technology and any equipment or interconnected system or subsystem of equipment that is used in the creation, conversion, or duplication and delivery of data or information. The term electronic and information technology includes, but is not limited to, the internet and intranet websites, content delivered in digital form, electronic books and electronic book reading systems, search engines and databases, learning management systems, classroom technology and multimedia, personal response systems (“clickers”), classroom podiums, scientific lab equipment and office equipment such as, copiers and fax machines, It also includes any equipment or interconnected system or subsystem of equipment that is used in the automatic acquisition, creation, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This term includes telecommunications products (such as telephones), information kiosks, Automated Teller Machines (ATMs) transaction machines, computers, ancillary equipment, software, third party SAAS solutions, services (including support services), and related resources.

Purchase Requestor - The person making the request for purchase of EIT.

Department Buyer - The department at the University that will be making the purchase with the vendor.

Vendor- The entity the University wants to purchase the EIT from.

Accessibility Review Committee-A standing committee that offers advice on the accessibility of products and services to purchasers.

Acceptable Alternative- may include plans and a timeframe for achieving conformance or an alternate workaround.

*portions of this procedure have been adapted from the California State University Accesible Technology Initiative.