Hiring a PDF Remediation Supplier

Type:
Supplier Information
Category:
Document Accessibility
Audience:
Administrative Staff,
Content Contributors,
Customer Service Professionals,
Digital Accessibility Coordinators,
Digital Marketing and Communication Professional,
Document Creators/Editors,
Everyone,
Faculty and Instructors,
Human Resources,
Instructional Designers,
Leaders,
Project Managers

The following suppliers have been awarded the RFP for PDF Accessibility Remediation Services at Ohio State. 

Allyant (DBA of NetCentric)
  • Supplier ID #: SPL-0048046
  • Supplier Contract #: SPC-1000014524
  • Contact: Jeff Jullion, Senior Account Executive, Education
  • Email: jjullion@allyant.com
  • Phone: (800)-563-0668 x5242
Appligent Document Solutions
  • Supplier ID #: SPL-0005820
  • Supplier Contract #: SPC-1000014626
  • Contact: Virginia Gavin
  • E-mail: vgavin@appligent.com
  • Office Phone: (610) 284-4006
Deque
  • Supplier ID #: SPL-0032682
  • Supplier Contract #: SPC-1000014641
  • Contact: Roger Njunge, State & Local Government/Education (SLED) Account Executive
  • Email: OhioState@Deque.com
  • Phone: (276) 240-8692
Mobikasa
  • Supplier ID #: SPL-0021247
  • Supplier Contract #: SPC-1000014523
  • Contact: Siddhartha Sharma, VP, Business Development
  • Email:sid@mobikasa.com
  • Phone: (917) 900-7171

Remediation Standards and Requirements

  1. The supplier guarantees the remediated documents meet Web Content Accessibility Guidelines (WCAG) 2.1 at levels A and AA per the specification and procedures outlined in the WCAG 2_1 PDF Evaluation Standards document. Suppliers will warrant their work for a minimum of 1 year from the date that OSU receives the remediated document. If OSU finds any accessibility issues with the document, the supplier will remediate the issues free of charge within the year.
  2. Before returning the remediated document to OSU, the vendor will add the following metadata in Document Properties in the dialog under the Custom Properties tab to indicate its accessibility:
    1. Name: WCAG2_1AACompliant_YYYYMMDD
    2. Value: Remediation Company Name

Steps for Requesting a Quote and Hiring a Vendor

1. Determine how you are transmitting files to the vendor.
  • SFTP Server Requirement: If you are requesting remediation of a large batch of PDF files and/or the files contain S3/S4 data, you must transmit files via the vendor’s secure SFTP server. To get an account setup with the vendor, please email the vendor requesting a new account.
    • Note: Deque is not approved for S3/S4 data, but all other vendors are approved.
  • Email: For sending a small number of files containing S1/S2 data, you may transmit the files through email.
2. Vendor Quote

Transmit files to the vendor(s) and request a quote. Vendor(s) will review files and provide a quote within 3-5 business days. The quote will contain a date when the accessible files will be returned to you.

3. Vendor Selection
  • Once you choose a vendor to perform the remediation, email your approval.
  • Create a purchase order and submit it to the vendor.
    • Note: Each unit is responsible for the cost of remediation services. There is NO central funding available.
4. Deliverable
  • Upon quote approval and issuance of a purchase order by the University, Supplier will perform full remediation per the specification and procedures outlined in the WCAG 2_1 PDF Evaluation Standard” document provided in the bid.
  • Vendors should meet agreed upon timeframe for deliverables, and in the event of unforeseen circumstances that prevent timely delivery, they must notify the unit as soon as possible.

Vendor Pricing

The following pricing serves as a guide for quote estimation. All vendors will review the PDFs and provide quotes to the requester. Deque is the only vendor that is offering a $15 flat fee per page for both documents and forms.

VendorBase PriceFormsNotes
Allyant$5.00 per page
  • Button Navigation: $20 per page
  • Simple: $50 per page
  • Complex: $100 per page
  • Approved for S3/S4 data
  • OCR: +$3.00 per scanned page
  • Asian/Cyrillic Languages +50%
  • Right-to-Left Languages +100%
Appligent$100 per hour
  • PDF Forms that are to be made fillable will be priced at a rate of $125 per hour. This will include reflow of the form content.
  • If dynamic Adobe Experience Manager (AEM ) forms are to be revised and made accessible, the cost would be $145 per hour.
  • Approved for S3/S4 data
  • Each PDF document or form will be reviewed individually and a fixed price cost will be provided per document.
  • There is no minimum spend threshold or minimum number of documents.
Deque$15.00 per page
  • Fillable & Non-Fillable Form
  • Not approved for S3/S4 data
  • 5 Business Day Turnaround
  • WCAG 2.1 AA & PDF/UA Standard 
Mobikasa
  • Low Complexity: $20 - $42.00 per page
  • Medium Complexity: $120 per page
  • High Complexity: $168 per page
 
  • Approved for S3/S4 data
  • Each PDF document or form will be reviewed individually and a price will be provided based on length and complexity of the page (low, medium, high).