Section 508 Acquisition Tools Focus Group

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Section 508 Acquisition Tools Focus Group

• 11 July 2006

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Introduction
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What is Buy Accessible?

• A System of Component Applications
• Acquisition Wizard
• Data Center
• Taxonomy
• Glossary
• Technical Architecture
• Known Technical Issues

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Buy Accessible Wizard

• Web-enabled application providing Section 508
  acquisition support for agency buyers
• Users may include contracting officers as well as
  program requiring officials and micro-purchasers
• Step-by-step through Section 508 requirements
• Requirements from the law, the standard, and the
  FAR in context of a standard acquisition process
• Interacts with Data Center for market research
• Requests accessibility information about
  EIT-related companies, products, and services

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Buy Accessible Data Center

• Web-enabled application providing accessibility
  information support for industry EIT producers
• Users include EIT product manufacturers and VARS
  as well as EIT-related service providers
• Manages references to vendor maintained data
• Users decide how specific the references will be
• Interacts with Wizard for market research
• Responds to requests for accessibility
  information about EIT-related products and
  services

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Buy Accessible Taxonomy

• Independent, (but not yet a) component
• Serves as Wizard and Data Center taxonomy
• ad hoc EIT product and EIT-related service
  taxonomies crafted by our group
• Working to adopt international Standard UNSPSC
• No current application code or API
• Currently a text file loaded at compile/runtime
• Working to implement as web component

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Buy Accessible Glossary

• Not yet a single independent component
• Currently Wizard and Data Center glossaries
• Actually two sets of terms and definitions that
  are only slightly out of sync
• Working to unify and harmonize glossary content
• No current application code or API
• Simple HTML files displayed via client browser
• Working to implement as web component

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Benefits

• The Wizard
• is easy and efficient to use
• supports effective Section 508 compliance
• provides consistent and complete compliance
  documentation
• With Intranet configuration
• Wizard information is reusable
• aggregate management compliance reporting is
  possible
• Extensive Beta Deployment Testing
• The manual process took over a week the Wizard
  took less than 20 minutes and the Wizard
  identified other applicable provisions from the
  standard the use missed with the manual process.
• The Buy Accessible Wizard is easy to use. All I
  have to do is be able to provide my system
  requirements, and the Buy Accessible Wizard will
  provide a report of the 508 requirements that
  need to be considered when purchasing new EIT.

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Buy Accessible Release and Distribution Update

• 11 July 2006

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Buy Accessible Wizard Release Status

• Release 2.1 in production since May
• EIT product micro-purchases
• Relevance, market researchsource selection
• EIT product macro-purchases
• Relevance, applicability and market research
• Support for EIT-related services
• Relevance and market research
• Section 508 considerations for specific
  EIT-related service deliverables
• http//www.buyaccessible.gov/

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Wizard 2.2 Plans

• Local Wizard user data
• Public internet Wizard user pause / resume
• XML archive file write / read
• Market research re-engineered
• One page expanded into two
• (1) Search, then (2) conduct market research
• UNSPSC taxonomy browser search interface
• Display filters to manage complexity
• Research results segue into Solicitation

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Buy Accessible Data Center Release Status

• Release 1.1 in production since May
• Vendor provided accessibility information
• COTS EIT products
• EIT-related services
• Feedback on registered information activity
• Data Center administration user interface
• Review vendor and accessibility information
• Supports multi-value vendor status indicator
• Approved, Pending, and Denied (!)
• http//emgbaw.altarum.org/DataCenter/

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Data Center 1.2 Plans

• EIT classification re-engineered
• UNSPSC taxonomy browser interface
• Supports product and service classification
• Wizard search interface (API) enhanced
• Searches within specified taxonomy categories
• Search filters to manage complexity
• Mapping from old to new taxonomy
• Initial seed for vendor review

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Current Wizard Deployment

• Wizard for use by any federal agency via GSA
  hosted Internet application
• No local user data storage functionality
• Local data save via browser file save as function
• No agency data management capability
• Wizard for deployment to any federal agency as an
  Intranet application
• Agency hosted Wizard user data store
• Supports users save / pause / resume / review
  functionality
• Supports user data save / sharing mySQL or
  Oracle
• Allows agency Section 508 acquisition management
  reporting
• CA letter available to all agencies
• Centrally distributed / supported via Wizard
  Support Website

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Getting Started with Intranet

• Visit the Wizard Product Support
  Websitehttp//buyaccessible.aticorp.org/index.htm
  l
• Click on Request to Download Current Version
  and complete the form
• This will generate an e-mail to Skip Crane
• Skip will contact you, walk through the
  Deployment Planning Guide with you, and send you
  the FTP download information
• Skip tracks agency implementations and
  coordinates with personnel in key roles

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Future Wizard Deployment

• Wizard for use by any federal agency via GSA
  hosted Internet application
• GSA hosted Wizard user data store
• Supports users save / pause / resume / review
  functionality
• Supports user data save / sharing mySQL
• Allows for agency Section 508 acquisition
  management reporting

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Review Previous Meeting Notes
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Continuous Improvement

• Issue 1(Nov 17) Independent Glossary
• Status active design/development as continuous
  improvement
• Target Wizard Version 3.0 October 2006
• Issue 2 (Nov 17) Wizard local file save
• Status active design/development as continuous
  improvement
• Target Wizard Version 2.2 July 2006

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Continuous Improvement

• Issue 1 (Jan 25) Market research usability
• Status active design/development as continuous
  improvement
• Target Wizard Version 2.2 July 2006
• Issue 3 (Jan 25) roadmap display
• Status active design/development as continuous
  improvement
• Target Wizard Version 3.0 October 2006

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Continuous Improvement

• Issue 5 (Jan 25) fit with existing systems
• Status open discussion
• Need user dialogue during Needs Assessment?
• Where in the solicitation are these requirements
  reflected (or where should they be)?
• Target ?

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Continuous Improvement

• Issue 1 (Feb 8) EIT-related services
• Status closed rename service deliverables
• EIT task performance ? EIT-related labor hours
• Custom EIT product ? Custom EIT end product
• Information content ? Information content
• Target Wizard Version 3.0 June 2006

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Continuous Improvement

• Issue 4 (Feb 8) Data Center promotion
• Status open discussion
• Need prominent display of number (and growth) of
  registered vendor, product, and service
  information
• Need baseline data to measure growth
• Target ?
• Issue 1 (Feb 22) Wizard promotion
• Status open discussion
• Target ?

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Continuous Improvement

• Issue 1 (April 5) in-house development
• Status open discussion
• Agency in house developers dont recognize the
  potential utility of the Buy Accessible Wizard
• Need to clarify interface for these types of
  users
• Target ?

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Continuous Improvement

• Issue 1 (June 27) Clarity of EIT-related
• Status open discussion
• Need to help users understand the issue of
  acquisitions with embedded EIT
• Need to clarify interface for the initial
  question Do you intend to acquire a product
  or a service?
• Product Is your acquisition a micropurchase?
• Will you acquire Electronic Information
  Technology (EIT)?
• Are you purchasing an electronic or information
  technology product, such as ..
• Service Will you acquire an EIT-related Service?

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Break
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Types of Procurements and Associated Solicitation
Documentation

• 11 July 2006

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Types of Procurements

• EIT product acquisitions
• micropurchases (lt 2500) vs. macropurchases
• What about simplified acquisitions (lt 100000)
  compared to other macropurchases?
• EIT-related Service acquisitions
• Producing EIT-related value to agencies
• Which differences matter for the Section 508
  compliance process?

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Section 508 EIT-related Service Deliverables

• EIT end products
• COTS EIT product acquisition (micro and macro)
• Custom EIT development / integration services
• EIT labor hours
• Operations and maintenance
• On-site support
• Testing and Validation
• Training
• Information content
• General Information Services
• Consulting, advice, studies, reports, training
  materials

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Differences That Matter (v1)
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Differences That Matter (v2)
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Differences That Matter (v3)
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Differences That Matter (v4)

• Break up the one table into two tables!
• Differences based on type of deliverable
• Targeted for Requiring Officials
• Focused on Needs Assessment
• Differences based on acquisition process
• Targeted for Contracting Officers
• Focused on Solicitation

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Differences That Matter (v4)

• Table 1 Different types of deliverables
• COTS product
• Custom product
• Information content
• Labor hours
• Table 2 Different acquisition process
• Micropurchase
• Simplified acquisition
• Macropurchase full and open competition
• Purchase Order/BPA (indefinite delivery/quantity)
• In-house development (is this really acquisition?)

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Differences That Matter (v4) Type of Deliverable
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Solicitation Language

• What are the standard requirements for
  solicitation documents?
• Which ones are associated with which type of
  procurement?
• How much detail can be included?

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EIT Product

• Requirements language must include
• Technical provisions 1194.2x
• Functional performance criteria 1194.31
• Information, documentation and support 1194.41

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Macro Product

• For product X, Section 508 technical provisions
  (as determined by the Wizard), functional
  performance criteria 1194.31 need to be
  addressed, information, documentation and support
  1194.41 (if determined by the Wizard). The
  Contractor must provide a VPAT documenting how
  applicable provisions are to be met by their
  product.

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Custom (1)

• (This task or objective) will likely include the
  development and/or acquisition of EIT products.
  Possible products include (a, b, c etc.)
• For (a), at a minimum Section 508 technical
  provisions (from appropriate section), and
  functional performance criteria 1194.31. The
  Contractor must utilize the Buy Accessible Wizard
  to identify applicable provisions and provide a
  VPAT to document how the provisions are met by
  (product a).

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Custom (2)

• (This task or objective) will include the
  development of (product x). For product X,
  Section 508 technical provisions (as determined
  by the Wizard), functional performance criteria
  1194.31 need to be addressed, information,
  documentation and support 1194.41 (if determined
  by the Wizard). The Contractor must provide a
  VPAT documenting how applicable provisions are to
  be met by their product.

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Custom (3)

• This contract will require the acquisition or
  development of Electronic Information
  Technology products and services that will be
  used by government employees and members of the
  public. These product and services are subject
  to Section 508 of the Rehabilitation Act. Some
  of these products and services are either known
  or considered very likely. These are identified
  in the following section and Contractors must
  address these requirements directly through
  statements about their product or service
  accessibility. Others products and services
  will emerge as program requirements are defined.
  In these cases, the program manager and the
  Contractor will define accessibility requirements
  using existing tools such as the Buy Accessible
  Wizard and to document how these requirements are
  to be met.

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Information Content

• Requirements language must include
• Focused subject matter areas (EIT)
• Expected format (web, video, multimedia)
• Intended use and planned publication

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Content (1)

• ltWhere information content is unknowngt
  (Information content m publications,
  newsletters, web pages, etc.) will contain
  information about EIT products and EIT-related
  services. (m) must include information
  appropriate to specific Section 508 accessibility
  requirements for the specified EIT products and
  services. The specific requirements that apply
  depend upon the specific type of EIT referred to
  in (m) as well as the functional performance
  criteria detailed in 1194.31. Contractor
  personnel providing this service must have
  demonstrated training and experience in
  accessibility and the Section 508 standard. In
  addition, the Contractor should have a
  demonstrated commitment to and experience in EIT
  accessibility as defined in Section 508. (refer
  them to the Data Center)

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Content (2)

• ltWhere information content is knowngt Information
  contained in (m) about (product or service n)
  must be consistent with the technical provisions
  detailed in Section 508, (as determined by the
  Wizard), as well as the functional performance
  criteria detailed in 1194.31. Contractor
  personnel providing this service must have
  demonstrated training and experience in
  accessibility and the Section 508 standard. In
  addition, the Contractor should have a
  demonstrated commitment to and experience in EIT
  accessibility as defined in Section 508. (refer
  them to the Data Center)

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Content (3)

• Information content (m) will be delivered via the
  Internet and must meet the accessibility
  requirements of the technical provisions detailed
  in Section 508, 1194.22 Web-based Internet and
  intranet information and applications, and the
  functional performance criteria detailed in
  1194.31. Contractor personnel providing this
  information via the Internet service must have
  demonstrated training and experience in meeting
  the technical provisions of 1194.22 and
  functional performance criteria. In addition,
  the Contractor should have a demonstrated
  commitment to and experience with Web
  accessibility as defined in Section 508. (refer
  them to the Data Center)

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Content (4)

• Information content (m) will be delivered via
  video and multi-media presentations in support of
  the agency mission and must meet the
  accessibility requirements of the technical
  provisions detailed in Section 508, 1194.24 Video
  and multimedia products, and the functional
  performance criteria detailed in 1194.31.
  Contractor personnel providing this information
  via video and multimedia presentation must have
  demonstrated training and experience in meeting
  the technical provisions of 1194.24 and
  functional performance criteria. In addition,
  the Contractor should have a demonstrated
  commitment to and experience with video and
  multimedia accessibility as defined in Section
  508. (refer them to the Data Center)

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Labor Hours

• Requirements language must include
• Intended tasks (EIT)
• Expected skills and abilities (EIT-related)
• Desired training and accreditation

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Labor (1)

• (Service Y) requires knowledge about EIT
  (software, web development, web content,
  computers, etc). Contractor personnel providing
  this service must have demonstrated training and
  experience in accessibility and the Section 508
  standard. In addition, the Contractor should
  have a demonstrated commitment to and experience
  the technical provisions as defined in Section
  508. (refer them to the Data Center).

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Labor (2)

• ltGeneralgt Contractor personnel providing EIT
  related services must have demonstrated training
  and experience in accessibility and the Section
  508 standard. In addition, the Contractor should
  have a demonstrated commitment to and experience
  in EIT accessibility as defined in Section 508.
  (refer them to the Data Center)

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Labor (3)

• Contractor personnel providing (EIT, e.g.
  software, web, computer hardware) services must
  have demonstrated training and experience in
  meeting the technical provisions of (appropriate
  section or sections) and functional performance
  criteria as defined in 1194.31. In addition, the
  Contractor should have a demonstrated commitment
  to and experience in meeting the technical
  provisions of (appropriate section or sections)
  and functional performance criteria. (refer them
  to the Data Center)

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Solicitation Documentation

• What are the standard formats for solicitation
  documents?
• Which ones are associated with which type of
  procurement?
• Where do Section 508 considerations fit in the
  solicitation documents?
• Technical Requirements
• Acceptance Testing and Evaluation
• Others?

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Uniform Contract Format

• Part I The Schedule
• Part II Contract Clauses
• Part III List of Documents, Exhibits, and Other
  Attachments
• Part IV Representations and Instructions

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Part I The Schedule

• Section A Solicitation/Contract Form
• Section B Supplies or Services And Price/Costs
• Section C Description/Specification/SOW
• Section D Packaging and Marking
• Section E Inspection and Acceptance
• Section F Deliveries and Performance
• Section G Contract Administration Data
• Section H Special Contract Requirements

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Parts II and III

• Part II Contract Clauses
• Section I Contract Clauses
• Part III List of Documents, Exhibits, and Other
  Attachments
• Section J List of Attachments

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Part IV - Representations and Instructions

• Section K Representations, Certifications, and
  Other Statements Of Offerors
• Section L Instructions, Conditions, and Notices
  to Offerors
• Section M Evaluation Factors for Award

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Buy Accessible Point 2 Release Sneak Preview

• 11 July 2006

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Data Center 1.2 Plans

• EIT classification re-engineered
• UNSPSC taxonomy browser interface
• Display filters to manage complexity
• Unified Product / Service taxonomy
• Clear language on how Wizard uses classification
• Maybe help to make proper classification?
• Wizard-like EIT characterization dialogue?

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UNSPSC

• United Nations Standard Products and Services
  Code
• Single taxonomy for both products and services
• Hierarchical classification having 4 levels
• Segment
• The logical aggregation of families for
  analytical purposes
• Family
• A commonly recognized group of inter-related
  commodity categories
• Class
• A group of commodities sharing a common use or
  function
• Commodity
• A group of substitutable products or services

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Basic UNSPSC Design Rules

• Product or service is classified with others that
  serve or support a common function, purpose or
  task.
• Product is classified with others made by a
  similar process and often manufactured by the
  same company or a similar company.
• If the first two rules do not apply, then the
  material from which the product is made will help
  determine its classification.

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New Items
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Wizard 2.2 Plans

• Local Wizard user data
• Public internet Wizard user pause / resume
• XML archive file write / read
• Market research re-engineered
• One page expanded into two
• (1) Search, then (2) conduct market research
• UNSPSC taxonomy browser search interface
• Display filters to manage complexity
• Research results segue into Solicitation

67
Local Wizard User Data

• All Wizard users deserve a browser!
• Even guest users without a login id
• Three new controls on Browser page
• Load Prompts user to specify the name of the
  Buy Accessible Archive file (xml) they wish to
  import into the Wizard. 
• Save Prompts user to save Wizard data to a
  named archive (xml) file
• Delete All Prompts user to confirm that all
  local Wizard storage data be deleted

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Local Wizard User Data

• Scenario 1 Empty browser, New session
• New user begins a new Wizard session
• Exit system navigates to Wizard Summary
• Return to Browser returns to browser(!)
• Save user exports Wizard archive file

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Wizard 3.0 Plans

• Both GSA-hosted and local Wizard data
• Public internet Wizard with GSA data store
• XML archive file save / resume
• How do they (or should they) coexist?
• Local storage plus agency-wide database
• Two distinguished browser segments
• Ability to migrate from local to database

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Market Research Usability

• Re-engineering Wizard Market Research
• Flexible taxonomy hierarchy browser
• Taxonomy view filters
• e.g. EIT-related components,
• Combination of search filters
• Taxonomy type
• vendor name
• product / service name
• Search Results on separate second page

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EIT-Related Services

• Re-engineering Wizard service paths
• Identify types of deliverables for applicability
• e.g. custom, content, and labor
• Identify service type during market research
• Not prior to identifying deliverables as
  before!

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Requiring Office Responsibilities

• Identify program mission and basic need
• Identify / obtain necessary program funding
• Determine how to best acquire
• In-house development, from other government
  sources, use of outside contractors,
• If contracted, will forward to Contract Office

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Requiring Office Responsibilities

• Specify technical / performance requirements
• Determine Section 508 relevance applicability
• Technical provisions
• Performance criteria
• Documentation and support requirements
• Prioritize overall requirements / trade off
  analysis
• Pre-solicitation market research / commercial
  availability
• Program requirements and best meets
• Specify evaluation / acceptance criteria
• Identify tests and performance metrics, if
  applicable (e.g. performance-based contracting)

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Contracting Office Responsibilities

• Determine appropriate contract vehicle
• Credit card, purchase order, order against
  existing agreement, compete a new agreement
• Ensure Requiring Official duties are done
• Specific Section 508 technical requirements
• Section 508 functional performance requirements
• Section 508 documentation, support requirements
• Section 508 testing and acceptance criteria
• Ensure program specifics are incorporated
  appropriately into solicitation documents

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Next Steps

• 11 July 2006

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Whats Next?

• Buy Accessible Wizard and Data Center
• New project phase, objectives, technical goals
• After market research and needs assessment, what
  now for Buy Accessible?Solicitation!
• Focus Group Meeting Schedule
• New goals additional focus group members?
• More representation from the contracting office!
• Next meeting planned for July 25, 2006

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Thank You