Accessibility Checklist for Procurement and Contract Managers

Use this checklist when purchasing, renewing, or contracting for digital products and services. Accessibility should be evaluated as part of procurement, not after a product has been selected.

Before Solicitation or Purchase

• Identify whether the product or service will be used by the public, employees, or both.
• Include applicable accessibility requirements and standards in procurement documents.
• Define accessibility as a product requirement, not a preferred feature.
• Identify what accessibility documentation, testing, demonstrations, or other evidence vendors must provide.

Vendor Accessibility Documentation

• Request a current Accessibility Conformance Report (ACR), commonly based on a VPAT, when appropriate.
• Confirm the ACR applies to the specific product and version being considered.
• Review the ACR rather than treating its existence as proof of accessibility.
• Look for unsupported criteria, partial support, exceptions, vague remarks, and outdated testing.
• Request additional information when the vendor’s accessibility claims are unclear or incomplete.

Evaluation

• Include accessibility in product evaluation and scoring where applicable.
• Ask vendors to demonstrate critical workflows using keyboard access and assistive technology when appropriate.
• Conduct or obtain independent accessibility testing for higher-risk products when warranted.
• Consider the severity and user impact of accessibility barriers, not only the number of issues.
• Compare accessibility findings with the organization’s intended use of the product.

Remediation and Roadmaps

• Require the vendor to document known accessibility gaps.
• Request a remediation roadmap with specific issues, planned corrective actions, target dates, and product versions when significant gaps exist.
• Document any accessibility commitments made during evaluation.
• Define how progress on unresolved accessibility issues will be reported and verified.

Contracts, Renewals, and Accountability

• Include accessibility requirements and vendor responsibilities in the final contract.
• Require vendors to maintain accessibility as the product changes.
• Define expectations for reporting and correcting newly identified accessibility defects.
• Retain accessibility documentation, testing results, exceptions, and remediation commitments with procurement records.
• Reassess accessibility before renewals or significant product upgrades rather than relying solely on the original review.

Accessibility is a shared responsibility. Use this checklist as a practical starting point and seek additional accessibility expertise when needed.