RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

Agency:	Southwest Florida Water Management District
State:	Florida
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services
Posted Date:	Jan 23, 2026
Due Date:	Feb 17, 2026
Solicitation No:	RFP 25-4847
Original Source:	Please Login to View Page
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Bid Documents:	Please Login to View Page

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SOLICITATION COVER SHEET

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT REQUEST FOR PROPOSALS

SUBMIT PROPOSALS TO:

DIRECT INQUIRIES TO:

DATE POSTED:

January 23, 2026

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

VIA: WWW.DEMANDSTAR.COM

Chamanda Burris, Procurement Supervisor

Phone: 352-505-2970 E-mail: procurement@watermatters.org

PROPOSALS WILL BE OPENED:

February 17, 2026, at 2:00 p.m., and may not be withdrawn for 120

days after this date.

PRE-PROPOSAL CONFERENCE: Not Applicable

ORAL PRESENTATIONS: March 5-6, 2026, if required

TITLE: RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

SPECIFICATIONS: The Southwest Florida Water Management District (the District) is seeking proposals

from qualified software vendors for the purchase of a Software-as-a-Service (SaaS) digital accessibility

solution. This solution must be capable of identifying accessibility barriers on the District’s websites that may

hinder users with disabilities from fully accessing online content.

Respondent Name:

Reason for No-Bid

Mailing Address:

City-State-Zip:

Telephone Number ( ) -

FAX Number ( ) -

Email address for correspondence:

Toll-Free Number ( ) -

Authorized Signature:

Full Name (please print or type):

Title (please print or type):

I, the above signed, as Respondent, hereby declare that I have carefully read this Request for Proposal and

its provisions, terms, and conditions covering the equipment, materials, supplies, or services as called for,

and fully understand the requirements and conditions. I certify that this proposal is made without prior

understanding, agreement, or connection with any corporation, firm, entity, or person submitting a proposal

for the same goods/services (unless otherwise specifically noted) and is in all respects fair and without

collusion or fraud. I agree to be bound by all the terms and conditions of this Request for Proposal and certify

that I am authorized to sign this proposal for the Respondent.

THE DISTRICT OFFICIALLY POSTS SOLICITATION PACKAGES ON WWW.DEMANDSTAR.COM AND

WWW.WATERMATTERS.ORG/PROCUREMENT. THE DISTRICT RECEIVES PROPOSALS THROUGH

DEMANDSTAR AT WWW.DEMANDSTAR.COM. THE DEMANDSTAR TIME STAMP WILL BE

CONCLUSIVE AS TO THE TIMELINESS OF FILING. IT IS THE RESPONDENT’S RESPONSIBILITY TO

ENSURE THAT ITS PROPOSAL IS TIMELY UPLOADED. PROPOSALS RECEIVED AFTER THE DATE

AND TIME SPECIFIED WILL NOT BE ACCEPTED. TO MAINTAIN A SECURED SEALED PROCESS

ELECTRONIC SUBMISSIONS MAY BE MADE ONLY THROUGH THE DEMANDSTAR PLATFORM.

FAXES, EMAILS, OR HAND DELIVERY WILL NOT BE ACCEPTED.

RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

Page 1 of 41

January 23, 2026

SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSALS 25-4847

DIGITAL ACCESSIBILITY SOLUTION

TABLE OF CONTENTS

PART I – GENERAL CONDITIONS

1.1 Purpose

1.2 Definitions

1.3 Development Cost

1.4 Changes, Delays, and Addenda

1.5 Pre-Proposal Conferences

1.6 Rules for Proposals

1.7 Proposal Format

1.8 Proposal Opening

1.9 Questions

1.10 Conflict of Interest

1.11 Proposal Withdrawal

1.12 Public Availability of Records

1.13 Responsive/Responsible

1.14 Right to Accept or Reject Proposals

1.15 Notice of Intent to Award

1.16 Protests

1.17 Contract Information

1.18 Indemnification

1.19 Withholding Payment

1.20 Termination

1.21 Law Compliance

1.22 American With Disabilities Act (ADA)

1.23 Public Entity Crimes

1.24 Discrimination

1.25 Responsible Vendor Determination

1.26 Scrutinized Companies

1.27 Correspondence

1.28 Background Checks

1.29 Purchases by Other Public Agencies

1.30 Employment Eligibility Verification

1.31 No Use of Coercion for Labor or Services

1.32 Contracting with Entities of Foreign

Countries of Concern

PART II – INTRODUCTION

2.1 Background Information

2.2 Term of Contract

2.3 Proposal Calendar

PART III – NATURE OF SERVICES REQUIRED

3.1 Project Objectives

3.2 Scope of Work

3.3 Annual Rate

3.4 Deliverables

PART IV – INSURANCE

4.1 Insurance Requirements

PART V – EVALUATION PROCEDURES

5.1 Review of Proposals and Preliminary

Evaluation

5.2 Software Demonstrations

5.3 Final Evaluation and Negotiations

5.4 Evaluation Method and Criteria

5.5 Final Selection

ATTACHMENTS

Attachment 1 Reference Form

Attachment 2 Affidavit for Contracting with

Entities of Foreign Countries of

Concern

Attachment 3 Sample Agreement

RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

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January 23, 2026

PART I – GENERAL CONDITIONS

1.1 PURPOSE. The purpose of this solicitation is to provide guidelines for submission of proposals

for the services described in Part III, hereinafter referred to as the “Services.”

1.2 DEFINITIONS. “Respondent” means consultant, contractor, organization, firm, college or

university, or other entity submitting a response to this solicitation. “District” means the

Southwest Florida Water Management District, which is the issuing agency.

1.3 DEVELOPMENT COST. Neither the District nor its representatives will be liable for any

expenses incurred in connection with the preparation of a response for this solicitation. All

proposals should be prepared simply and economically, providing a straightforward and concise

description of the Respondent’s ability to meet the requirements of the solicitation.

1.4 CHANGES, DELAYS, AND ADDENDA. The District reserves the right to delay scheduled

solicitation due dates if determined to be in the best interest of the District.

District solicitations, changes, delays, and addenda are available for review and download at

http://www.watermatters.org/procurement and www.demandstar.com. Persons/firms receiving

solicitations from the Internet websites are responsible to recheck the websites for any changes

or addenda.

All interpretations and supplemental instructions will be in the form of written addenda, including

District answers provided in response to SECTION 1.9, QUESTIONS, of this solicitation.

Respondents will acknowledge receipt of all addenda in their proposal.

No interpretation of the meaning of the specifications or other solicitation documents, nor

correction of any apparent ambiguity, inconsistency or error therein, will be made to any

Respondent orally. Prospective Respondents are advised that no other sources are authorized

to give information concerning, explaining, or interpreting solicitation documents. Any

information obtained from an officer, agent or employee of the District or any other person will

not affect Respondent’s risks or obligations or relieve it from fulfilling any and all conditions of

the solicitation.

1.5 PRE-PROPOSAL CONFERENCES. A pre-proposal conference will not be held for this

solicitation.

1.6 RULES FOR PROPOSALS. Two or more firms may combine for the purpose of responding to

this solicitation providing that one is designated as “Prime” Respondent and the other as “Sub-

Respondent(s)”. The signer of the proposal must declare that any person or entity with any

interest in the proposal, as a principal, is identified therein; that the proposal is made without

collusion; that it is, in all respects, fair and in good faith; and that the signer of the proposal has

full authority to negotiate for and bind the Respondent stated on the solicitation cover sheet.

1.7 PROPOSAL FORMAT. In order to assist the District’s review process, proposals are to be

prepared utilizing the following format. The evaluation criteria are set forth in PART V –

EVALUATION PROCEDURES.

The cost/fee schedule containing all price information, must be submitted as a separate file from

any file(s) containing all non-price factors as identified in Section 1.7, PROPOSAL FORMAT.

The remainder of this page intentionally left blank.

RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

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January 23, 2026

1.7.1

Sign and Return the Solicitation Cover Sheet. The person signing the proposal must

be an authorized signatory of Respondent as demonstrated by such individual being

listed as an officer on the Florida Division of Corporations (Sunbiz.org) website or in

Respondent’s Articles of Incorporation, or specifically authorized on a Board Resolution.

1.7.2 Table of Contents. This should include clear identification of the material by section and

page number.

1.7.3

Letter of Transmittal. The letter of transmittal should be no more than two pages in

length and must briefly demonstrate the Respondent’s understanding of the required

work, along with a clear commitment to perform the services in a timely manner. It should

identify the individuals authorized to represent the organization, including their names,

titles, addresses, and telephone numbers. Additionally, the letter must disclose any

potential conflicts of interest in accordance with SECTION 1.10. CONFLICT OF

INTEREST, or affirm that none exist. The letter must be signed by an official authorized

to negotiate on behalf of the Respondent.

1.7.4 Organizational Profile and Qualifications. This section of the proposal should provide

the following:

1.7.4.1

A description of the Respondent’s organization, including location(s), size,

range of activities, number of client organizations, current and projected

workloads, and any other appropriate information to describe the organization.

Emphasis should be given to the organization’s relevant experiences with

similar projects to what is specified in the PART III – NATURE OF SERVICES

REQUIRED and expertise in the subject field; highlight history and experience

with other governmental entities. In addition, include answers to the following:

1.7.4.2 Name and address of operating company and contact, indicate type of

business (i.e. Individual, Partnership, Corporation, etc.)

1.7.4.3

Number of years in business, number of years as a provider of the services

specified in PART III – NATURE OF SERVICES REQUIRED, total number

of employees, number of people regularly employed as support consultants,

and specifically, the number of people regularly employed to provide the

services specified in PART III NATURE OF SERVICES REQUIRED.

1.7.5 Methodology and Approach.

1.7.5.1 Scope of Work. This section of the proposal must explain how the proposed

software meets the requirements outlined in SECTION 3.2 SCOPE OF WORK.

1.7.5.2

Service Level Agreements. The Respondent must provide their Service Level

Agreements for response to District-reported problems and inquiries. Service

Level Agreements should include descriptions of issue severity levels,

response times, and resolution effort. Additionally, Respondents must specify

the hours of operation for support services and the location(s) of support

centers, list available support channels (e.g., email, phone, ticketing system,

knowledge base), and describe how District staff can access support tickets

and track their status. Include the escalation process if issues are unresolved.

1.7.5.3 System Availability. The Respondent must provide their Service Level

Agreements for system availability. The Respondent must provide system

RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

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January 23, 2026

availability statistics for the 12 months preceding the solicitation opening as

stated on the Solicitation Cover Sheet, along with any remediation actions

taken for not meeting the stated system availability.

1.7.5.4

Support Team Qualifications. The Respondent must provide information on the

qualifications required for a member of the proposed software’s support team.

This includes length of experience, any required certifications, and any other

relevant information.

1.7.5.5

Implementation Team Qualifications. The Respondent must provide

information on the qualifications required for a member of the proposed

software’s implementation team. This includes length of experience, any

required certifications and any other relevant information.

1.7.5.6 District Staff Resource Needs. The Respondent must describe the expected

time commitment and skillsets required from District staff during

implementation and post-deployment.

1.7.5.7

System Requirements. Respondents must list any required or optional third-

party integrations (e.g., Microsoft 365) and associated documentation.

Respondent must also describe their plan for maintaining compatibility with

browser updates, and describe login security features.

1.7.5.8 Internal Website Scanning. Respondents must indicate the technology solution

required to provide internal website scanning services.

1.7.5.9

Training Plan. Respondents must provide a training plan for virtual delivery that

outlines the types of training offered and the estimated time commitments for

each user role (e.g., administrator, content editor). Specify whether ongoing or

refresher training will be available for new and existing users throughout the

contract term. Additionally, list any supplementary educational resources, such

as best-practice guides, webinars, virtual expert-led sessions, searchable

online documentation, or a knowledge base.

1.7.6

Security. The Respondent must describe how the confidentiality of District records and

data will be maintained, including a summary of current security procedures for

accessing, transmitting, and storing data. The Respondent also warrants that all

customer data will be stored and processed exclusively within the continental United

States.

All proposals must include the most recent SOC 2 Type II report for the proposed Digital

Accessibility Solution and any additional service providers required for the proposed

solution to operate as described in the Scope of Work.

Failure to include the required SOC 2 Type II report (or an equivalent certification) for the

solution and all associated service providers may result in the proposal being deemed

non-responsive in accordance with SECTION 1.13 – RESPONSIVE/RESPONSIBLE.

Please also provide a statement identifying any additional security certifications held by

the proposed solution and its service providers.

1.7.6.1 Data Protection and Confidentiality. Respondents must explain how they will

maintain the confidentiality of District records and data. This includes:

RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

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January 23, 2026

This page summarizes the opportunity, including an overview and a preview of the attached documents.

RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION

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See Also

Broadcast Date	Identifier	Title	Date Due	Documents
01/23/2026	RFP 25-4847	RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION	02/17/2026	RFP 25-4847 DIGITAL ACCESSIBILITY SOLUTION