Procuring Accessible Software

Accessibility should be considered throughout the procurement lifecycle—from initial planning through contract renewal. Including accessibility early in the process helps ensure that digital technology can be used by all individuals and reduces the need for remediation later. 

This page outlines the recommended process for incorporating accessibility into the procurement of digital technology, including vendor selection, contracting, and ongoing review, in accordance with the Software, Systems, and Applications Standard.

1

Define Accessibility Requirements Early

When creating a Request for Proposal (RFP) or initiating procurement: 

  • Include accessibility requirements aligned with WCAG 2.1 Level AA.
  • Require vendors to disclose the accessibility of their product.
  • Request a current Voluntary Product Accessibility Template (VPAT) or Accessibility Conformance Report (ACR). 
 
2

Evaluate and Review Accessibility

During proposal or product review: 

  • Ensure vendors provide accessibility documentation (e.g., VPAT/ACR).
  • Share documentation with Digital Accessibility Services for review.
  • Document any identified accessibility barriers.
  • Request additional information, demonstrations, or remediation commitments as needed.
  • Consider accessibility alongside other criteria such as functionality, cost, and security. 
 
3

Consider Risk in Selection

When selecting a product, Digital Accessibility Services can help:

  • Review products and provide accessibility guidance and recommendations.
  • Evaluate known accessibility barriers and help determine whether a documented remediation plan or accessibility exception may be needed before purchase.
 
4

Include Accessibility in Contracts

During contracting: 

  • Include accessibility requirements consistent with University standards.
  • Incorporate applicable accessibility language in the University’s Governmental Entity Addendum.
  • Require vendors to address identified accessibility issues within a defined timeframe when feasible. 
 
5

Renewal and Ongoing Review 

After implementation: 

  • Re-evaluate accessibility during contract renewals.
  • Request updated accessibility documentation from vendors.
  • Continued use of products with significant accessibility barriers may require additional review or an exception. 

Need Help?

Digital Accessibility Services can assist with reviewing vendor documentation, evaluating accessibility risk, and supporting procurement decisions. Engaging early in the process helps prevent delays and reduces institutional risk.