South Yorkshire Fire & Rescue

South Yorkshire Fire & Rescue - Website Accessibility Audit

10 Incomplete applications

8 SME, 2 large

11 Completed applications

8 SME, 3 large

Important dates

Published
Tuesday 10 March 2020
Deadline for asking questions
Tuesday 17 March 2020 at 11:59pm GMT
Closing date for applications
Tuesday 24 March 2020 at 11:59pm GMT

Overview

Summary of the work
The scope of the audit should cover:
1. Testing a sample of up to 8 navigation journeys to specific web pages and their content e.g associated document types
2. Producing a report identifying accessibility issues and providing guidance and support for prioritising and fixing these issues.
3. Completing a re-audit
Latest start date
Wednesday 1 April 2020
Expected contract length
Up to 4 months (maximum)
Location
No specific location, eg they can work remotely
Organisation the work is for
South Yorkshire Fire & Rescue
Budget range
A fixed price for the works to be completed is required and will form the final price submission that will be evaluated.

A fixed price day rate for any additional services is also requested (subject to approval by the contract manager) in order for the project to be delivered (this price will not form any part of the evaluation process).

About the work

Why the work is being done
South Yorkshire Fire & Rescue is a metropolitan fire and rescue service serving 1.3 million people across South Yorkshire, including the main districts of Sheffield, Rotherham, Barnsley and Doncaster.

An external supplier is required to carry out an accessibility audit of www.syfire.gov.uk to ensure compliance with The Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018.

The website was built in 2014/15, with some minor revisions since then. The website was not developed in house and was built by a third party.
Problem to be solved
The initial audit, report and support meeting should be completed by 11 May 2020. The audit report will be read predominantly by staff working in the service’s communication team, who update the website using the WordPress Content Management System. Therefore, the report readers are not ICT specialists or web developers- although we do have access to some technical expertise in-house.

Whilst we aspire to WCAG 2.1 AAA compliance, the primary objective of the audit is to help us comply with the new accessibility regulations.
The re-audit to be completed at an agreed time after fixes for identified issues have been applied ahead of the compliance deadline of 23 September 2020.
Who the users are and what they need to do
Our website users are almost exclusively members of the public living locally to us, as well as media and partner organisations.

The main tasks visitors to our website carry out are:

• Accessing news about emergency incidents the service is or has attended
• Accessing information about preventing fires and other safety campaigns
• Requesting or booking Home Safety Checks (a free service whereby fire service staff visit people’s homes to offer safety advice and fit smoke alarms)
• Registering their interest in firefighter recruitment
• Responding to public consultations
• Applying for jobs
• Accessing governance pages
Early market engagement
Any work that’s already been done
Existing team
The audit is commissioned by SYFR Corporate Communications Team.
Current phase
Not started

Work setup

Address where the work will take place
South Yorkshire Fire & Rescue Headquarters

197 Eyre Street, Sheffield, S1 3FG
Working arrangements
SYFR's main headquarters is in Sheffield. The audit and subsequent report generation can be carried out remotely but we require a minimum of two face to face meetings at headquarters, one to review the initial audit findings and one to advise/make recommendations on any issues arising in order to ensure compliance.
Security clearance

Additional information

Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Have experience conducting Accessibility Audits on medium sized websites
  • Have exprience of writing Accessibility Audit Reports which can be understood by technical and non-technical colleagues
  • Have experience of providing guidance and support to technical and non-technical staff to help address any issues identified in an Accessbility Audit
  • Have a detailed knowledge of the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018 and what they require from an Accessibility Audit
  • Have detailed knowledge of the most common assistive technology and browser combinations and how to test with them
  • Have experience of conducting web acessibility testing with a range of disabled users
Nice-to-have skills and experience
  • Have experience of working with other blue light organisations
  • Have experience of auditing and making recommendations on websites that are built in WordPress
  • Have experience of working with marketing and communications teams

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
3
Proposal criteria
  • Technical Solution
  • Approach and methodology
  • How the solution meets the needs of SYFR website users
  • How the solution meets the organisational needs and vision of SYFR
  • Approach to risk and dependencies and how they could be managed
  • Ability to meet the deadlines of the client
  • Value for money
Cultural fit criteria
  • Work as a team with SYFR
  • Can work with clients with low technical expertise
Payment approach
Time and materials
Additional assessment methods
  • Case study
  • Reference
Evaluation weighting

Technical competence

50%

Cultural fit

10%

Price

40%

Questions asked by suppliers

1. The requirement summarised is for an accessibility audit however within the essential skills you also ask about accessibility testing with a range of disabled users – does the requirement also involve the need to conduct testing with real users?
Based on the fact that testing with real users is not an essential requirement as part of the regulations, we would suggest that this being an ‘optional extra’ would be appropriate
2. Can you advise budget parameters for this work?
We anticipate up to £4k
3. If the supplier has experience of supporting clients achieve WCAG 2.1 AAA compliance and adhere to new accessibility regulations without the use of disabled users would their applications still be considered, as disabled user experience is deemed essential?
Yes this would still be acceptable to us- meeting the regulations is the most important thing and how SYFR becomes compliant with these will be down to the provider
4. In addition to the 8 identified user journeys – do you have an approximate number of sample pages/templates that should be included in the audit?
In terms of number of pages, we would estimate this to be no more than 10 to 15 pages, as all our page types on the website are similar in terms of content and lay out.
5. One of the "Skills and experience" questions is about testing with users with a range of disabilities. However, this is not mentioned in the brief details. Testing with real users is not an essential requirement as part of the regulations. Is testing with a range of disabled users a requirement for your audit – or should this be included as an optional extra in the final proposal?
Based on the fact that testing with real users is not an essential requirement as part of the regulations, this being an ‘optional extra’ is appropriate
6. You say you aspire to WCAG2.1 AAA compliance. Do you require this audit to assess against all criteria to that level?
The priority for this work is to assess against the new Government regulations and ensure compliance with them as the outcome. Compliance to WCAG2.1 AAA is aspirational.
7. Does the £4k budget cover the initial audit only or do you expect it to include the re-audit too?
The budget is for the audit and re-audit
8. Is the £4k inclusive or exclusive of VAT?
Exclusive
9. We understand that South Yorkshire is expecting the supplier to perform web accessibility testing of 8 navigation journeys (which are highlighted as main task users visiting/ accessing the website) limited to the below functionalities/modules :
a. Home page
b. Latest Incidents
c. Safety Advice
d. Jobs
e. Young people and education
f. Transparency
The supplier is expected to validate the above functionalities wrt subpages, content, videos, links and documents (pdf, word and excel). Please clarify, if there are any other validation points that the buyer is expecting from the supplier, apart from the ones that are listed?
The pages listed should be sufficient
10. Does the scope is confined to one browser or is it expected to be performed on various browser/OS combinations. If multi-browser, please provide the the browser/OS combinations to be considered
The scope should be multi-browser and we would expect the supplier to provide us with information on the most appropriate/common browser and operating system combinations to test on
11. Since testing with disabled people is “Optional extra”, is south Yorkshire, expecting the buyer to perform accessibility testing using assistive technologies? If yes, should that be covered with in the same budget?
Yes, we would expect the supplier to perform accessibility testing using assistive technologies where appropriate
12. From earlier clarification response we understood that, South Yorkshire has projected the budget for this engagement as £4k, is this for a project duration of 4 months or per month? Does the scope cover 117 links across 8 navigation journeys with 115 documents and 15 videos? Please confirm and define the scope clearly
This is the total budget. The timeframe provided is simply to indicate when we expect the work to begin and when we expect it to finish- we do not expect a supplier to be working solely on this project for the duration of the four months
13. We have identified approximately 117 links across 8 navigation journeys with 115 documents and 15 videos. Does the scope cover all the listed links, documents and videos? Please confirm
We are expecting a supplier to provide us with an overall assessment of the accessibility of our website. The assessment is less about testing individual links, documents and videos- it is more about giving us an overall view of our compliance with the new guidelines, with the navigation journeys provided offering a focus for this as they are the most important / most visited sections of our website.
14. Below scope elements are derived as per the requirements stated, Please confirm & include, if any.
a. web elements,images, media with meaningful alt text
b. Colour Blindness Simulation
c. Usability testing with & without assistive technologies
d. Markup Validation
e. Dynamic Content allowing adequate time for consuming
f. Ensuring Flash Rate is below general flash & red flash thresholds
g. Testing with Screen Reader & Keyboard
h. Content readability manually & with Text-to-Speech Tools
i. Common navigation elements placement across all pages
j. form input fields have adequate text errors & help
We would expect all to be included
15. what is the total budget and how is it split over 4 months
Maximum budget of £4k to be paid on delivery either on completion of all work, or at key milestones in agreement with the buyer