In an increasingly digital world, a reliance on technology brings a level of responsibility to those that provide it. With stronger accessibility guidelines, making accessibility an integral part of the procurement process ensures that products work for all users. The most successful organizations treat accessibility as a constant in the process, not a one-off project.
When accessibility becomes an integral part of the procurement process, everyone benefits. Vendors create better products, employees and customers experience fewer barriers, and organizations highlight how accessibility is standard practice and not an added benefit. In addition, long-term costs may be reduced as there is less need for constant fixes and remediation.
Creating a Strong Accessibility Strategy
A strong accessibility strategy starts early in the procurement process. That means asking the right questions, requesting clear documentation like VPATs or ACRs, and following up with thorough evaluations rather than relying on a basic checklist. Clear expectations in vendor contracts also make a difference: outlining accessibility testing, remediation timelines, and progress updates ensures accountability over time.
Accessible procurement isn’t just about compliance, it’s about choosing technology that reflects your values and serves your entire community. It’s about ensuring that all digital media, from websites and software to kiosks and communication tools, can be used by everyone, including people with disabilities. When organizations prioritize accessibility at the point of purchase, they set a tone of inclusion that resonates across all levels of service delivery.
The six-step framework provides a clear path forward:
1. Request a VPAT/ACR: Require vendors to supply initial accessibility documentation. These documents provide a snapshot of how well a product aligns with WCAG standards, providing guidance for an informed decision. Having this information early helps procurement teams quickly identify whether accessibility has been considered in the product’s design.
2. Look Beyond “Support” Ratings: Evaluate VPAT details for accuracy and transparency to understand the products true level of accessibility. Look for listed feedback and understand any current limitations. This ensures that the products genuine level of accessibility is understood from the beginning. Taking time to review the details rather than relying on summary ratings can reveal gaps that might otherwise be overlooked.
3. Prioritize Usability: Have users with disabilities test the product as compliance alone isn’t enough. Hands-on testing brings to light issues that may be missed, like confusing navigation or unlabelled elements. Real-world testing provides valuable insight into how the product actually functions in practice, rather than how it appears on paper.
4. Assess Risk: Consider the real-world impact and the widespread severity of accessibility issues. Identify the issues that impede functionality and compare those against available resources. Prioritizing what is possible helps entities focus on what matters most for accessibility.
5. Ensure Contract Commitments: Include accessibility requirements and progress reports in contracts to ensure they are a standard part of the process. Clearly define deliverables, such as scheduled audits and expected timeframes for fixing issues. Setting out guidelines ensures a certain level of commitment to accessibility is included in the contract.
6. Standardize the Process: Request VPATs for all digital products and use tools to analyse for accessibility compliance to build consistency within the process. Integrate accessibility checks in every stage of the process to ensure accessibility always remains a priority.
By following this framework, accessibility can move beyond checking a box and towards becoming a meaningful action. The right procurement process reduces risk, improves products, and ensures equal access for all, because accessibility isn’t just compliance, it’s good business. It’s also a reflection of an investment in technology that stands the test of time and truly serves everyone.
Embedding accessibility into procurement means organizations not only meet legal expectations but demonstrate leadership in digital accessibility. Investing time and effort into digital accessibility now demonstrates long-term thinking and a dedicated commitment to the future.