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Accessible Technology Procurement

Procuring accessible technology is paramount to creating an inclusive digital environment for everyone. It's about ensuring that all employees, students, or customers can use the digital tools and services you provide, regardless of their abilities. This guide outlines essential steps for successful accessible technology procurement.  

Evaluating a Potential Vendor

  • Prioritize Accessibility: Make it clear from the outset that accessibility is a key requirement. Include accessibility criteria in your Request for Proposal (RFP) or other procurement documents.
  • Ask for a Voluntary Product Accessibility Template (VPAT): A VPAT is a self-assessment document completed by the vendor that details how their product conforms to accessibility standards (like WCAG).  
  • Scrutinize the VPAT:
    • Don't just skim it - understand what the VPAT is telling you.
    • Look for clear explanations, not just checkmarks.
    • If something's unclear, ask the vendor for clarification.
    • If a vendor doesn't have a VPAT, that's a red flag.
  • Demonstrations and Trials: Request product demonstrations or trials to assess accessibility firsthand. Involve users with disabilities in this process to gain valuable insights.
  • Vendor's Commitment: Gauge the vendor's overall commitment to accessibility. Ask about their accessibility policies, training programs, and plans for future improvements.

Accessibility Rider

  • Include an Accessibility Rider in the Contract: This legal document reinforces your commitment to accessibility and outlines specific requirements the vendor must meet.
  • Clearly Define Accessibility Standards: Specify the accessibility standards (e.g., WCAG 2.1 Level AA) the product must adhere to.
  • Outline Remediation Process: Detail the process for addressing any accessibility issues that arise after purchase.
  • Include Penalties for Non-Compliance: Establish consequences for the vendor if they fail to meet the agreed-upon accessibility standards.

Roadmap

  • If a VPAT Reveals Gaps, Request a Roadmap: If the VPAT indicates areas where the product doesn't fully meet accessibility standards, ask the vendor for a roadmap outlining their plans for improvement.
  • Clear Timelines: The roadmap should include specific timelines for addressing identified accessibility issues.
  • Regular Updates: Establish a process for regular check-ins with the vendor to track their progress on the roadmap.

Contract Renewal

  • Re-evaluate Accessibility: Before renewing a contract, re-evaluate the product's accessibility and the vendor's ongoing commitment to improvement.
  • Use Leverage: Use contract renewal as an opportunity to negotiate for further accessibility enhancements or address any outstanding issues.

Feedback and Support

  • Gather User Feedback: Collect feedback from users with disabilities about their experiences with the product.
  • Provide Support: Offer ongoing support and training to users on how to utilize accessibility features effectively.
  • Work with the Vendor: Maintain open communication with the vendor to address any accessibility concerns or requests for additional features.

Understanding and Assisting with VPATs

  • VPATs are Key, but Can Be Complex: VPATs are valuable tools but can be difficult to decipher, especially if you're new to accessibility. Don't hesitate to ask the vendor for clarification or seek help from accessibility experts.
  • Help Vendors Fill Out VPATs Accurately: If a vendor struggles with the VPAT, offer guidance and support. Provide resources or direct them to accessibility consultants who can assist. Remember, a complete and accurate VPAT benefits everyone involved.

Feedback and Support

  • Establish a Feedback Loop: Encourage users to provide feedback on the accessibility of the product.
  • Work with the Vendor to Address Issues: If users encounter accessibility barriers, work with the vendor to address them promptly.
  • Provide Ongoing Support: Offer training and support to users on how to use the product's accessibility features.

Conclusion

Procuring accessible technology is an ongoing process that requires collaboration, communication, and a commitment to inclusion. By taking these steps, you can make informed decisions, build strong relationships with vendors, and ensure that the technology you acquire empowers all users.

Remember, accessible technology is not just a legal requirement; it's a moral imperative. By prioritizing accessibility in your procurement process, you contribute to a more inclusive and equitable digital world for everyone.

By following these guidelines and fostering a culture of inclusion, you can help create a digital environment that is accessible and welcoming to all.

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