RFP language
Require WCAG 2.2 AA compliance, testing plans, and AT compatibility statements.
Copy textExecutive 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 the Accessible 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.
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.
Procurement toolkit Vendor FAQVPAT evaluation
Use the VPAT review guide to 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
Contract addendum
Include remediation milestones, reporting cadence, and termination options.
View addendumAcceptance checklist
Document tests run with JAWS, NVDA, VoiceOver, TalkBack, Fusion, ZoomText before go-live.
Assistive tech coverageException 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.
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