DocAccess Service Agreement - Kinneloa Irrigation District

DocAccess Proposal - Kinneloa Irrigation District

Prepared For

Kinneloa Irrigation District

Administrator

Kinneloa Irrigation District

accounting@kidwater.info

Prepared By

Taylor Gordon

Account Executive

DocAccess by Streamline Software

taylor@getstreamline.com

(916) 900-6619

Executive Summary

Kinneloa Irrigation District faces a critical deadline for PDF accessibility compliance. After analyzing 1,183 links across its web properties, the DocAccess tool discovered 1,767 documents containing approximately 20,000 pages. With this agreement, DocAccess will ensure 20,000 pages on kinneloairrigation.specialdistrict.org are served in an accessible format. Traditional remediation of all these documents would cost approximately $140,000 or could take 84 weeks of dedicated staff time.

DocAccess offers an immediate, cost-effective solution at just $800 per month — that's 93% less than traditional remediation in the first year alone, with instant deployment and ongoing compliance.

The Accessibility Challenge

Under the Americans with Disabilities Act (ADA) and recent Department of Justice guidelines, all public-facing digital content must be accessible to people with disabilities. This includes:

Meeting WCAG 2.1 AA standards for all PDF documents
Providing equal access to information for all users
Avoiding costly lawsuits and compliance penalties
Serving your community's 15-20% of residents with disabilities
Enhancing accessibility for Kinneloa Irrigation District’s diverse community by providing translated materials ensures all residents—including those who speak languages other than English at home—can fully understand and participate in district services and communications (U.S. Census Bureau, ACS 2022 5-Year Estimates).

The DocAccess Solution

DocAccess transforms your existing PDFs into fully accessible documents without changing your files or website structure. Our cloud-based solution provides:

♿ Instant Accessibility

Automatic conversion to screen-reader compatible HTML with proper semantic structure and WCAG 2.1 AA compliance.

🌐 150+ Language Translation

Real-time translation powered by Google Translate, prioritizing languages spoken in your service area.

🔍 AI-Powered Search & Q&A

Users can search within documents and ask questions in plain language, getting instant answers in their preferred language.

🧑‍💻 Live Visual Interpretation

24/7 access to professional interpreters via Aira for users who need additional assistance - included at no extra cost.

📱 Mobile Optimization

Responsive design ensures perfect viewing on all devices, from smartphones to desktop computers.

🎨 Smart Image Description

AI-generated comprehensive alt-text for all images, charts, maps, and diagrams following WCAG best practices.

Technical Excellence & Compliance

DocAccess is built on industry-leading standards and partnerships:

Full WCAG 2.1 AA compliance verified by VeraPDF validation
Section 508 and ADA Title II & III compliance
ISO 14289 (PDF/UA) standard adherence
Tested with all major screen readers (JAWS, NVDA, VoiceOver)
Regular audits by accessibility experts
Continuous improvement through user feedback

Simple Implementation Process

Quick Installation (15 minutes)

Add one line of code to your website - similar to Google Analytics. Works with any CMS or platform.

Automatic Processing (24 hours)

DocAccess scans and processes all your PDFs, creating accessible versions without touching your original files.

Go Live & Stay Compliant

Your PDFs are now fully accessible. New documents are processed automatically. Full dashboard for monitoring.

Investment & Value

Recommended Plan: Pro

$800/month

For 20,000 pages on kinneloairrigation.specialdistrict.org

Includes $10,000 in indemnification coverage

What's Included:

Unlimited document views and downloads
Automatic processing of new documents
All accessibility features (translation, Q&A, live assistance)
Compliance monitoring dashboard
Regular accuracy reviews by experts
No setup fees or hidden costs
Flexibility to change plans anytime

Cost Comparison:

Traditional PDF remediation: $140,000 (one-time)

DocAccess solution: $800 per month

You save $130,400 in the first year alone!

Frequently Asked Questions

Do I need to remediate my existing PDFs?

No. DocAccess creates fully compliant WCAG 2.1 AA compliant HTML formats that are the gold standard for ADA requirements. Your original PDFs remain unchanged as an alternative format for printing.

How quickly can we be compliant?

Most organizations are fully operational within 24-48 hours of installing the DocAccess code. Complex documents may take slightly longer for our quality review process.

What about documents on external sites we link to?

DocAccess uniquely handles external PDFs you link to, ensuring your users have an accessible experience even with third-party documents.

Is this solution legally compliant?

Yes. DocAccess meets all federal ADA requirements and state-specific regulations. We offer up to $250,000 in indemnification coverage for added protection.

Service Agreement

This Software as a Service Agreement ("Agreement") is entered into on November 1, 2025, between Streamline Software Incorporated ("Provider") and Kinneloa Irrigation District ("Customer").

Services Provided

DocAccess is a subscription-based accessibility solution that includes:

Automated document accessibility compliance
Real-time translation to 150+ languages
AI-powered search and Q&A functionality
24/7 live visual interpretation services
Compliance monitoring and reporting

Terms

Subscription: Pro Plan - 20,000 pages on kinneloairrigation.specialdistrict.org pages
Fee: $9,600 per year ($800 per month)
Billing Cycle: Every year, beginning November 2025
Payment Terms: Net 45
Contract Term: 1-year commitment - enjoy our price lock guarantee for the duration of the contract term.
Price Protection: Your price stays fixed during your subscription term, even if you increase usage up to 200% of your original page count. This flexibility supports public organizations' ability to communicate freely and maintain transparency.
Indemnification Coverage: $10,000 - protecting you against accessibility-related claims

This Agreement incorporates the DocAccess Terms of Service available at docaccess.com/terms-of-service

Streamline Software, Inc.

Name: Mac Clemmens

Title: CEO

Date: November 1, 2025