Procurement & Vendors

Executive summary

All campus units share responsibility for buying accessible IT. Start accessibility reviews early, require remediation commitments, and document alternative access plans before deployment.

Follow theAccessible Procurement Steps.
Collect vendor VPATs (WCAG 2.1/2.2 or EN 301 549) and accessibility roadmaps.
Engage the Accessibility team for demos with JAWS, NVDA, VoiceOver, TalkBack, Fusion, and ZoomText.
Store decisions and exceptions in the procurement tracker.

Quick wins before any purchase

Three questions to ask before signing. Save hours of remediation later.

Ask for a VPAT

Request the vendor's Voluntary Product Accessibility Template. No VPAT = red flag.

2 min to request

ITI: VPAT Overview

Check the roadmap

Ask: "What's your accessibility roadmap for the next 12 months?" Vendors without one may never fix issues.

5 min call

Section508: Buy Accessible

Request a demo with AT

Ask for a live demo using a screen reader (JAWS/NVDA) or request a recording. Watch for keyboard navigation.

30 min demo

WebAIM: Screen Reader Testing

Workflow

Step	Owner	Deliverables
Intake & risk rating	Requestor + Procurement	Trellis form, user impact summary, timeline.
Evidence collection	Vendor	VPAT, accessibility roadmap, demo recording with AT.
Accessibility review	Digital Accessibility Team	Findings report, remediation plan, alternative access requirements.
Contract clauses	Procurement + Legal	WCAG clause, reporting cadence, penalties for non-compliance.
Acceptance testing	Business owner	Verification with AT, sign-off, documented exceptions.

Download templates and sample language from the shared procurement toolkit.

Vendor FAQ

VPAT evaluation

Use theVPAT review guideto interpret conformance levels and product notes. Prioritize WCAG 2.2 AA evaluations when available.

Confirm scope (web, desktop, mobile) and versions.
Request demos showing actual AT usage.
Flag “Supports with exceptions” issues and ensure remediations have timelines.

Templates & clauses

RFP language

Require WCAG 2.2 AA compliance, testing plans, and AT compatibility statements.

Copy text

Contract addendum

Include remediation milestones, reporting cadence, and termination options.

View addendum

Acceptance checklist

Document tests run with JAWS, NVDA, VoiceOver, TalkBack, Fusion, ZoomText before go-live.

Assistive tech coverage

Exception handling

If no accessible alternative exists, document:

Business justification and impacted WCAG criteria.
Alternative access plan (contact, format, turnaround time).
Vendor remediation commitments and deadlines.
Approval from Accessibility PMO, Legal, and Executive Sponsor.

Exceptions must be reviewed every six months.

Training & office hours

Buying Accessible IT workshop (quarterly).
VPAT review labs (monthly).
Vendor negotiation roundtables (bi-monthly).

Need help? Submit a procurement consultation request.

Request procurement help

Learn from the source

Authoritative guidance for accessible procurement decisions.