Market Research Guidelines - Self contained, closed products

Corresponding Rule

Case Study #7

1. Requirements
2. Talking Points for the Requirements Statement
3. Section 508 Applicable Standards
4. Market Research
5. Conclusion - Key Market Research Elements

Requirements for Self-contained Copier/Printer/Fax

We require a self-contained copier, printer, and fax machine, or any combination thereof, for the public reading room in the "fictitious" Headquarters Building in Washington, DC. Members of the public use the small reading room to search regulations, copy older documents and print on-line copies of the newer regulations. Since the reading room is open to all members of the public, and is also used by Federal employees, the procurement must meet the applicable accessibility requirements of Section 508 of the Rehabilitation Act. Members of the public will only use the copier and printer functionalities.

An attendant assists the public and faxes information in response to fax or telephone requests. The attendant has limited dexterity including weakness of hands and mild hand tremors and works from a wheel chair. This procurement must meet the critical Section 508 requirements (listed below) to ensure the attendant's accessibility to all components of this procurement.

Due to space limitations, the equipment must fit within 12 square feet of floor space. The reading room has a worktable with a standard keyboard connected to a computer loaded with Microsoft Word 2000 and .pdf copies of regulations. We plan to upgrade to Microsoft Word 2003 within a year. The equipment must work with the existing software and the scheduled upgrade. The ambient noise level is below 40 dB. The copier/printer/fax should produce output in color and meet the following requirements:

Copier/printer output: 1600 to 2400 pages per month (color) Fax throughput: 200 pages per month Speed: Minimum of 5 pages per minute Footprint: 12 sq.ft., or less Access: A mechanism (such as an access code) to restrict the facsimile capability to the attendant Repair Service needs: 2-hour service response Compatible with: Windows 2000, Windows XP, and html and .pdf files.

Federal procurement requirements:
Compliance with the Federal Acquisitions Regulations (FAR) and the Section 508 Electronic and Information (EIT) Accessibility Standards, Part 1194.5, 1194.25, 1194.31 and 1194.41. The Standards are listed on the web at www.section508.gov.

Critical requirement for the attendant: Compliance with Section 508 EIT Accessibility Standards Part 1194.25 (a), (b), (c), (j) and Part 1194.23 (k) (2) through (4).

Talking Points for the Requirements Statement

• We developed requirements for equipment for a small facility's reading room at a fictitious agency.
• We require multi-use equipment or a combination of components that will fit in a small area.
• Both the public and Federal employees use the equipment.
  • Section 508 standards apply if the users are Federal employees or members of the public seeking government information.
  • The fictitious attendant has muscular dystrophy - so we listed the 508 standards that must be met for the employee to use the equipment.
  • We defined those standards as critical requirements, which we would use for the selection process in case equipment compliant for our requirements was not available.
  • We listed the available floor space. We also listed the operating system used and the planned upgrade to define software compatibility requirements.
• We summarized the output, fax throughput, copy/print speed, available floor space, Fax access restrictions (to avoid phone charges), service response-time needs, applicable Federal regulations, and critical requirements.

Section 508 Applicable Standard Sections

• 1194.5 permits alternative technologies that provide equivalent or greater access
• 1194.23 (k) provides standards for touchscreens or contact-sensitive controls
• 1194.25 provides standards for self contained, closed products
• 1194.31 provides functional performance criteria
• 1194.41 provides standards for information, documentation, and support

• We mention the ambient noise level for evaluating compliance with the EIT Accessibility Standard 1194.25 (f).
  • The following applies if a product provides voice output: "When products deliver voice output in a public area, incremental volume control shall be provided with output amplification up to a level of at least 65 dB."
  • Because the ambient noise level of the reading room is below 40 dB, the following is not applicable: "Where the ambient noise level of the environment is above 45 dB, a volume gain of at least 20 dB above the ambient level shall be user selectable."

Market Research

We researched equipment available in the marketplace to determine if any meet, or partially meet our requirements. Surprisingly, we found equipment in the marketplace that meets all our requirements within a self-contained product that also scans documents. We do not have to go through a complex decision making process, and can go ahead with the procurement.

Otherwise, we would have to document non-availability or partial non-availability. We would then devise a method for selecting the most compliant equipment. After evaluating the partially compliant equipment available, we would make our selection. We would still have to provide people with disabilities (members of the public and employees) access to the information or data that is not fully accessible.

Conclusion - Key Market Research Elements

• Contact your Section 508 Coordinator for assistance. Section 508 requirements at www.access-board.gov
• Contact your Acquisition Office for assistance, contracts may already be in place
• Use GSA's Section 508 web site www.section508.gov for research on the standards
• Use the Internet for vendor, product, and pricing