The URL can be used to link to this page

Home My WebLink AboutMayors Office Consulting services ADA C�l fIEN MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Dave Miles Meeting Date: May 28, 2025 Presenter: Dave Miles Estimated Time: 5 mins Topic: Department of Justice New Rule on Accessibility Standards of Web Content Recommended Council Action: Approve budget amendment for $80,020 to fund consulting services to review and evaluate web content and mobile apps, and provide solutions to ensure that the City of Meridian web content and mobile applications meets the necessary ADA rule. Background: The Department of Justice (DOJ) issued a new rule regarding web content accessibility in April, 2024 that all local government web content and mobile applications shall meet updated ADA guidelines, specifically Web Content Accessibility Guidelines (WCAG) Version 2.11 Level AA. Per the DOJ rule, all cities with 50,000 or more persons shall comply with newly updated guidelines by April 24, 2026. Further details of the requirements are enumerated on the D0J Fact Sheet site. Based on the issuance of the rule, over the summer and fall of 2024 staff reviewed the new rule and discussed its impact and necessary actions that are required to ensure Meridian is in compliance with updated guideline standards. A project team consisting of Communications, Legal and IT evaluated the rule standards,the staff expertise, other agency actions and available resources and tools. Staff also implemented a widget tool which runs a base level analysis and fixes errors found via Al. This is paid for out of the current FY25 operating budget with expenses of$1,600 to date, with a predicted continued $150 per month ongoing cost. With results of the widget tool evaluated and the broader web content requirements identified, staff developed and issued an RFP to identify and engage experts who provide the identified services. Staff received and reviewed nine submissions with a range of scopes, qualifications and costs. Costs ranged from approximately$24,000 to $260,000, along with varying levels of experience, referrals and scopes of work. Through the RFP process, staff selected a consultant to perform the scope of work to include: • review and evaluation all publicly facing City web content, including internet browser, third-party programs and mobile device apps, • prepare and deliver a comprehensive diagnostic evaluation report of the city web content and recommendations for solutions, • staff training for ongoing compliance with laws and strategies to keep content compliant long-term. Page 1 of 2 Discussion: Staff feel that consulting services are the best approach to ensure that Meridian is in compliance with the DOJs new rule no later than April 24, 2026 to meet the rule making deadline for cities of 50,000 or more people. While some exemptions to specific technical standards exist within the rule making and may apply, there is no general, broad-based exception for Meridian to not have to meet this new rule. In addition, Meridian's goals to ensure transparency include access to transparent information and tools for everyone who utilizes Meridian services and sites. Meeting the required new standards and guidelines ensure that we are both compliant with Federal law and achieving our organization goals. In addition, Meridian does not have any current staff that are "the one" resident expert in ADA standards. Rather, Meridian has multiple staff who are knowledgeable of broad requirements and needs based on their subject matter. In discussions among those staff members, the identified preferred option is that council approve this project based, one-time funding need so that Meridian can have a thorough review and report of the organization's systems;implement recommended fixes to ensure the immediate rule making needs are met with the DOJs deadline; and also educate staff who interact with web content and tools on the guidelines and standards that will be required to be maintained over time. <end> Page 2 of 2 5/28/2025 12:37 PM City of Meridian FY2025 Budget Amendment Form Personnel Costs Full Time Equivalent(FTE): Fund# Dept.# G/L# Proj.# G/L#Description Total E 01 1840 41200 1 0 Wages 01 1840 41206 0 PT/Seasonal Wages 01 1840 41210 0 Overtime Please only complete the fields highlighted 01 1840 41304 0 Uniform Allowance in Orange. 01 1840 42021 0 FICA $ Amendment Details 01 1 1840 42022 0 PERSI I $ Title: ADA WCAG v2.1 Webpage Updates 01 1 1840 1 42023 0 Worker's Comp $ Department Name: Other Government 01 1 1840 1 42025 0 JEmployee Insurance 1 $ Presenting Department Name: Mayor's Office Total Personnel Costs $ Department#: 1840 Operating Expenditures Primary Funding Source: 1 Fund# Dept.# G/L# Proj.# G/L#Description One-Time On-Going Total CIP#: 01 1840 68000 1 0 ADA Compliance $ 80,020 $ 80,020 Project#: 01 1840 0 $ - 01 1840 0 $ Is this for an Emergency? ❑ Yes ❑� No 01 1840 0 $ New Level of Service? ❑ Yes ❑ No 01 1840 0 $ 01 1840 0 $ Clerks Office Stamp 01 1840 0 $ 01 1840 0 $ 01 1840 0 $ 01 1840 0 $ 01 1840 0 $ 01 1840 0 $ 6-3-2025 01 1840 0 $ Date of Council Approval Total Operating Expenditures $ 80,020 $ $ 80,020 Capital Outlay Fund# Dept.# G/L# Proj.# G/L#Description Total Acknowledgement Date 01 1840 0 01 1840 0 Dave Miles via email 5.28.25 01 1840 0 Department Director 01 1840 0 REVIEWED 01 1840 0 [ByToddLavoieat 1:13pm,May28,2025 jfields 5.28.25 01 1840 0 Chief Financial Officer Total Capital Outlay $ Revenue/Donations Approved Luke Cavener via email 5.29.25 Fund# Dept.# G/L# Proj.# G/L#Description Total Cou-i-6-11iaison �+-- 01 1840 0 01 1840 0 5-29-25 01 1840 1 0 1 Mayor Total Revenue/Donations $ Total Amendment Request $ 80,020 City of Meridian FY2025 Budget Amendment Form F:\Budget\FY2025\FY2025 Amendments\1.Pending\FY2025 Budget Amendment Form_OG_ADA WCAG v2.1 Webpage Updates 5/28/2025 12:37 PM City of Meridian FY2025 Budget Amendment Form Total Amendment Cost-Lifetime Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: Other Government Funding 2025 2026 2027 2028 2029 Title: ADA WCAG v2.1 Webpage Updates Personnel $ - $ $ $ $ Instructions for Submitting Budget Amendments: Operating $ 80,020 $ $ $ $ ➢ Department will send Amendment with Directors signature to Finance(Budget Manager)for review Capital $ - ➢ Finance will send Amendment to Council Liaison for signature Total $ - $ 80,020 $ $ $ $ ➢Council Liaison will send signed Amendment to Mayor Total Estimated Project Cost: $ 80,020 ➢ Mayor will send signed Amendment to Finance(Budget Manager) Evaluation Questions ➢ Finance(Budget Manager)will send approved copy of Amendment to Department Please answer all Evaluation Questions using the financial data referenced above. ➢ Department will add copy of Amendment to Council Agenda using Municode Agenda Manager 1. Describe what is being requested? Budget amendment for funding of consulting services to review,evaluate web content and mobile applications,and provide solutions to ensure that the City of Meridian web content and mobile applications comply with the Department of Justice new rule regarding Accessibility issued April,2024 that all local government web content and mobile applications shall meet updated guidelines,specifically Web Content Accessibility Guidelines(WCAG)Version 2.1,Level AA. All local governments with 50,000 or more persons have until April 24,2026 to comply with new rule. Rule Fact Sheet:https://www.ada.gov/resources/2024-03-08-web-rule/ 2. Why was this budget request not submitted during the current fiscal year budget cycle? r , The rule applies to web content that a state or local government provides or makes available.This includes when a state or local government has an arrangement with someone else who provides or makes available web content for them per DOJ 28 CFR Part 35[CRT Docket No.144;AG Order No.5919-2024] 3. What is thee lanation for not submittin this bud et request durinR the next fiscal vear bud et c cle? Time is of the essence. Staff have been in process of performing base analysis of current systems,implementing an initial widget,reviewing needed services and approach,and developing,issuing and evaluating RFP advertisement and submissions. 4.Describe the proposed method of funding? If funding is split between Funds(i.e. General,Enterprise,Grant),please include the percentage split. List the amounts and sources of anticipated additional revenue that will result from approval of this request. Fund Balance 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/City strategic plan? r Yes. Government Excellence. Provide increased accessibility and transparency to government information... 6. Does this request require resources to be provided by other departments? If yes,please describe the necessary resources to be provided by other departments. Yes. Staff services via Legal, IT and Communications. 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No No 8.Is the amendment going to result in the disposal of an asset?(Yes or No) IL No 9.Any additional comments? N/A Total Amendment Request $ 80,020 Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide backup and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. City of Meridian FY2025 Budget Amendment Form F:\Budget\FY2025\FY2025 Amendments\1.Pending\FY2025 Budget Amendment Form_OG_ADA WCAG v2.1 Webpage Updates