TO: Board of Supervisors
FROM: Ryan J. Alsop - Chief Executive Officer
REPORT BY: Holly Dawson - Deputy CEO-Chief Communications Officer
SUBJECT: Amendment No. 5 to Agreement No. 170662B with Civic Plus, LLC adding the DocAccess document accessibility platform to the existing agreement .
RECOMMENDATION
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Approve and authorize Amendment No. 5 to Agreement No. 170662B with Civic Plus, LLC through the current contract term of December 6, 2026, to improve digital accessibility for all abilities. (Fiscal Impact: $20,168 Expense; Liability Insurance Fund; Budgeted; Discretionary)
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BACKGROUND
The County initially approved Agreement 170662B with Civic Plus, LLC in 2016 for website content management system solutions and has amended the agreement four times to extend and enhance services.
Amendment No. 5 proposes implementation of the DocAccess document accessibility platform. DocAccess is a software solution that scans, converts, and monitors PDF documents posted on County websites, allowing users to automatically convert documents into accessible formats such as HTML that are compatible with screen readers and other assistive technologies.
This platform supports Napa County’s multi-pronged efforts to comply with federal accessibility requirements under the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and Section 508 accessibility standards.
Beginning in April 2026, public agencies will be required to ensure that digital content-including documents posted on public websites-is accessible to individuals with disabilities under updated federal digital accessibility regulations based on the Web Content Accessibility Guidelines (WCAG) 2.1 AA standards.
While the County is preparing accessible documents going forward, the County website contains a significant number of existing PDF documents that may not currently meet accessibility requirements. DocAccess provides an interim solution that allows members of the public to convert documents into accessible formats on demand while departments either archive files or diligently remediate and replace evergreen documents.
Adding this platform will help improve access to public information, reduce barriers for users of assistive technology, and mitigate risk.
Requested Action: Approve and authorize the Chair to execute Amendment No. 5 to Agreement No. 170662B with CivicPlus, LLC increasing the cost $20,168 to add the DocAccess document accessibility platform for the remainder of the contract term through December 6, 2026.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Liability Insurance Fund (45000) |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Accessibility and mitigation |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Staff will evaluate whether extension of the platform is recommended in fall 2026. |
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Consequences if not approved: |
If not approved, the County will have fewer tools available to help ensure public access to existing documents posted on County websites while departments work to remediate legacy content. This may limit the ability of individuals using assistive technologies to access public documents and not further reduce the County’s exposure to accessibility-related complaints or compliance risks as the April 2026 federal accessibility requirements approach. |
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Additional Information |
Strategic Initiative: Strengthen equitable access to core services and opportunities that protect health, safety, and wellbeing for all people. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.