Board Agenda Background
RECOMMENDATION
Staff recommends that the Board of County Commissioners (BoCC) approve the purchase of DocAccess software for the remediation of documents on the Clear Creek County website in the amount of $4,891.61.
BACKGROUND
The Clear Creek County website serves as a primary hub for public information, containing thousands of PDF documents ranging from meeting minutes and press releases to building plans, and more. Under the Americans with Disabilities Act (ADA) and recent state legislative updates regarding digital accessibility, local government entities are required to ensure all digital content is accessible to individuals with disabilities. Currently, many historical and newly uploaded documents require manual remediation to meet the new Web Content Accessibility Guidelines (WCAG) standards. This item was initiated by the Public Information Officer to ensure the County remains in compliance with statutory deadlines and provides equitable access to all residents.
ANALYSIS
To achieve compliance, the County must address the existing backlog of inaccessible PDFs and establish a sustainable workflow for future uploads. DocAccess provides an automated and streamlined solution for identifying and fixing accessibility issues, such as improper tagging, lack of alternative text, and incorrect reading orders.
Implementation of this software is significantly more cost-effective than the alternative of hiring a full-time ADA Coordinator. While the annual salary for a dedicated ADA professional in Colorado typically ranges from $60,000 to $80,000 plus benefits, this software solution provides the necessary technical remediation capabilities at a fraction of that personnel cost. Given the County's current financial situation, this software represents the most fiscally responsible path toward legal compliance and accessibility.
CONCLUSION
The adoption of DocAccess will centralize the County’s ADA document remediation efforts, ensuring that public records are available to all members of the community. This purchase provides the necessary tools to maintain a compliant digital presence and reinforces the County's commitment to accessibility and inclusive communication without the long-term financial burden of a new permanent staff position. It also removes the burden from individual staff members when it comes to document remediation.
FISCAL IMPACT
The total cost for the DocAccess software is $4,891.61. This is currently a budgeted expense under the County Manager Office/Administrative services budget for digital infrastructure and compliance.
However, the County recently applied for a SIPA grant to cover these costs. If the grant is awarded, the purchase may ultimately result in zero net impact on the County's General Fund. Even if the grant is not secured, the expenditure is necessary to meet legal requirements and avoid potential litigation costs associated with non-compliance.