Required Documentation

PGCPS will email vendors to request their participation in this process, based on internal requests for review. While vendors must not submit unsolicited documentation, all relevant documents are available below for easier planning. 

1. Vendor Information Form
   • Provide general information about the product as well as functional credentials for student, teacher, and admin access, as appropriate.
2. IT Related Files
   • ITEM #1 - Data Privacy and Security Agreement (DPSA)
     • Data Privacy and Security Agreement (DPSA) - (PDF)*
     • Exhibit A - Institution Data Schedule and Vendor Security Practices, (Spreadsheet)*
       • For each data field you will store, process, access or use, indicate if the field is “required”, “optional” and a clear purpose.  If it does not apply, select “not used”. This component is provided as a spreadsheet  for your easier editing. The finalized version will be incorporated into the fully executed DPSA PDF.
       • Both the DPSA (PDF) and Exhibit A (Document) are required.
       • If you have multiple products with different Data Schedules, submit separate versions of Exhibit A.
     • NOTE: Vendors who process and/or store sensitive data may be asked to provide a current SOC 2 Type 2 audit report.
   • ITEM # 2 - Interoperability Agreement (IA) - to be completed after integration discussions
     • List the specific product(s) at the top of the page.
     • Select only the SSO and Rostering methods that are mutually agreed upon between PGCPS and your company.
     • If you have multiple products with different methods of integration in PGCPS (e.g., some in Clever and some in Canvas), separate versions of the IA will be required
   • ITEM # 3 - Artificial Intelligence Declaration Agreement (AIDA)
     • Indicate whether your platform or product includes AI features for any user group.
     • If AI is present, additional information is required and will be reviewed by the AI team. This may be supplied as an attachment to the AIDA.
     • If you have multiple products with different AI features (e.g., teacher facing and student facing), submit separate versions of the AIDA.
3. Accessibility Related Files

Annually, vendors must submit required Accessibility documentation through the PGCPS Vendor Website.

All filename conventions must be followed.  

• Item #4 - Digital Accessibility Agreement (DAA): The DAA is an addendum to PGCPS contracts. Vendors who enter into contracts with PGCPS must acknowledge and sign the DAA without edits, deletions, or redlines. The DAA is required to ensure that digital technology is accessible to individuals with disabilities, as required by state and federal statutes and regulations and it contains legislative requirements that cannot be deleted or modified in any way.
• ITEM #5 - Letter of Commitment (LOC) to Accessibility Compliance: PGCPS is required by the Maryland State Department of Education (MSDE) to certify that “the digital tool vendor has submitted … [a] Letter of commitment to digital accessibility compliance….” PGCPS provides this document for vendors to review, complete, and return. Because the letter contains requirements from state and federal law, none of the content can be deleted or modified in any way. The LOC includes:

• An acknowledgment that digital accessibility testing may require the inspection of code and that Contractor will not initiate any repercussions or loss of licenses for code inspection conducted during the course of an accessibility evaluation by PGCPS employees or contractors.
• A guarantee that if the product interferes with code inspection or prohibits the use of automated accessibility testing tools, Contractor will timely and accurately provide PGCPS with the information needed to disable or circumvent features that prohibit PGCPS from completing their legislatively required duty to conduct accessibility evaluations.

IITEM #6 - Proof that NIMAS Formatted Files have been uploaded to the NIMAC: For digital instructional materials that include structured documents or publications that can be printed, proof that required files have been uploaded to the National Instructional Materials Access Center (NIMAC) for conversion to accessible formats, must be provided.

1. 1. If the product contains structured documents or publications that can be printed, the vendor must provide PGCPS the following information for each product:
      • The NIMAC certification for each product
      • The NIMAS identifier number
   2. If the product DOES NOT contain structured documents or publications that can be printed, the vendor must:
      • Provide PGCPS with an Exemption Statement on Company Letterhead in the form of an accessible PDF document. The statement should read as follows:
        • [Name of Product] from [Name of Company] is exempt from the NIMAS/NIMAC requirement because there are no structured documents or publications within the product that can be printed.
        • More than one product can be listed within the same Exemption Statement as long as each product name is provided as shown above.
      • A PDF/UA report, demonstrating that the PDF Exemption Statement is an accessible PDF must also be provided.

IITEM #7 - Accessibility Conformance Report (ACR): An ACR is a completed Voluntary Product Accessibility Template (VPAT). PGCPS does not provide a document or a template for this, but detailed instructions for what is required are provided below. Vendors are required to provide a current, complete, and accurate ACR for each digital tool that is part of their response to the solicitation. Each ACR must meet the following requirements: 

1. • Developed using the latest International (INT) VPAT® from the Information Technology Industry Council (ITI).
   • Provided in the form of a document. If the ACR is in an HTML format, please provide a link to the ACR in a document.
   • Uses the following filename convention for the ACR document: yyyy-VendorName-Product-ACR. 
   • Updated annually. 
     • If there is a new, major release during the contract period, (e.g., version 1.1 to version 2.0), an updated ACR must be provided within 60 days of that release.
   • Reflects the version of the product being purchased as part of the contract. 
   • Explains how the product was tested for digital accessibility, including testing with assistive technologies. 
   • Represents all types of pages and functionality, including the digital accessibility of 3rd-party tools embedded in or used with the product.
     • If the ACR is being updated from a previously submitted version, it should demonstrate the elimination of digital accessibility barriers from the previous ACR.  

IITEM #8 - Annual Digital Accessibility Roadmap (DAR):  The Maryland State Department of Education (MSDE) requires school districts to obtain a digital accessibility roadmap for each digital tool purchased. PGCPS does not provide a document or a template for this, but the minimum requirements are listed below. The DAR must follow the required filename convention and provide all of the following information: 

1. • Align with the filename convention: yyyy-VendorName-Product-DAR
   • A description of the digital accessibility issue(s) to be addressed, including:  
     • The associated WCAG 2.1, Level A and AA success criteria.  
     • Location(s) within the product where the issue(s) exists.  
   • Current resolution status. Please choose one of the following:  
     • Remediation of the issue is already in progress.  
     • Research is being conducted to find a solution.  
     • Other (please explain).  
   • Remediation timeline that:  
     • Defines quantifiable milestones for remediating the targeted digital accessibility issue(s) within the product.  
     • Anticipated dates when each milestone will be achieved.  
2. One-Page, Digital Accessibility Summary (DAS): The Maryland State Department of Education requires districts to monitor vendor progress toward compliance with state accessibility requirements. As part of that process, vendors are required to provide a DAS for each digital tool that is part of their response to the solicitation. PGCPS does not provide a document or a template for the DAS, but the requirements are listed below. The DAS will be made available to PGCPS employees and members of the PGCPS community upon request, but it will not be posted on any public website. The DAS must:  
   • Use the following filename convention: yyyy-VendorName-Product-DAS.
   • Provide information about the product’s level of conformance to digital accessibility requirements outlined in Section 508 of the Rehabilitation Act of 1973, as revised and the Web Content digital accessibility Guidelines (WCAG), version 2.1, levels A and AA. 
   • Be provided in the form of an accessible PDF document that meets the requirements of the latest version of the Web Content Accessibility Guidelines (WCAG) and passes all PDF/UA checkpoints. 
   • Along with the one-page summary, the vendor must provide a copy of the PDF/UA report showing that the PDF passes all PDF/UA checkpoints and meets the requirements of the latest version of WCAG.  
3. Test Login Credentials: Maryland state law requires that school districts conduct accessibility evaluations for every digital tool purchased. For this reason, it is a nonnegotiable requirement that vendors provide functional test login credentials and other required details (e.g. URLs) for ongoing internal compliance testing. These login credentials and details must meet the following requirements:
   • Be provided in a document that allows PGCPS employees or contractors to copy URLs, usernames, and passwords as text that can be pasted into required fields within the product. Do not provide login credentials and details as an image or a screenshot.
   • The document must use the following filename convention: yyyy-VendorName-Product-LoginCredentials
   • The login credentials must provide access to all product functionality available to a licensed user across all user journeys. These credentials will be utilized by PGCPS employees and contractors to test the accessibility of interfaces and content for students, parents, system admins, or other community members.
   • It is the responsibility of the vendor to preset access and content for all types of users and to not require PGCPS to login into an admin or teacher account to set up access and content for students.
   • If access to features for each user journey can only be obtained through the use of a single-use login, a bank of 10 single-use logins must be provided for each type of user journey annually. 
   • Credentials must remain active for the duration of the evaluation period. If PGCPS purchases the product, login credentials must remain active for the duration of the contract.
   • If a vendor’s systems have time limits for test credentials, it is the vendor’s responsibility to update and refresh the credentials without any reminders from PGCPS.

IMPORTANT:

Please note that out of the 7 required Accessibility documents, PGCPS only provides standard, uneditable language for the following 2 documents

1. The Digital Accessibility Agreement (DAA)
2. The Letter of Commitment (LOC)

In addition to these two documents, vendors are also responsible for completing and submitting the remaining required documentation for Accessibility:

1. Proof of NIMAS-formatted files being uploaded to the NIMAC, if applicable.
2. An Accessibility Conformance Report (ACR)
3. An Annual Digital Accessibility Roadmap (DAR)
4. A One-Page, Digital Accessibility Summary (DAS)

It is a nonnegotiable requirement that vendors provide functional test login credentials (including URLs) for ongoing internal compliance testing.Test login credentials must provide the access provided to a fully licensed user for all user journeys. These credentials will be utilized by PGCPS employees and contractors to test the accessibility of interfaces.