Digital Accessibility

Procurement

Overview

Accessibility begins before technology is purchased, implemented, or renewed.

Every technology decision has the potential to improve or create barriers to access. Addressing accessibility during procurement helps UC Agriculture and Natural Resources (UC ANR) reduce risk, avoid costly remediation, improve usability, and ensure that employees, volunteers, partners, students, and the public can effectively access digital services and information.

Accessibility should be evaluated alongside functionality, security, privacy, usability, and business requirements when selecting technology solutions.

Why Procurement Matters

Fixing accessibility issues after technology has been purchased or implemented is often significantly more difficult and expensive than addressing accessibility during evaluation and selection.

Accessible procurement helps:

  • Reduce accessibility-related risks.
  • Support compliance with accessibility requirements.
  • Improve user experience.
  • Reduce future remediation costs.
  • Improve adoption and usability.
  • Support equitable access to technology and services.

Accessibility should be considered whenever UC ANR acquires, adopts, renews, develops, implements, or substantially modifies technology.

What Technology Is Covered?

Accessibility considerations may apply to:

  • Software applications
  • Cloud services (SaaS)
  • Mobile applications
  • Websites and web platforms
  • Learning management systems
  • Survey and form platforms
  • Event registration systems
  • Content management systems
  • Communication tools
  • Productivity tools
  • Third-party services
  • Internally developed applications

Accessibility requirements are not limited to high-cost purchases. No-cost, trial, pilot, or department-provided solutions may also require accessibility review.

Accessibility Considerations During Procurement

Accessibility should be considered throughout the procurement lifecycle.

Planning

During planning, consider:

  • Who will use the technology?
  • Will people with disabilities interact with the system?
  • What accessibility requirements apply?
  • Are accessible alternatives available?
  • What risks could result from selecting an inaccessible solution?

Accessibility requirements should be identified before engaging vendors whenever possible.

Evaluation

When evaluating solutions:

  • Request accessibility documentation.
  • Review accessibility claims critically.
  • Assess known accessibility limitations.
  • Compare accessibility across competing solutions.
  • Consider the impact of identified barriers.

Accessibility should be one factor in an overall evaluation process.

Selection

Prior to selection:

  • Review identified accessibility risks.
  • Determine whether barriers can be mitigated.
  • Document significant accessibility considerations.
  • Consult accessibility subject matter experts when needed.

Accessibility findings should be considered as part of the final decision-making process.

Implementation

After acquisition:

  • Configure accessibility features appropriately.
  • Provide accessible documentation and training materials.
  • Address known accessibility issues.
  • Communicate any limitations to stakeholders when appropriate.

Accessibility evaluation does not end when a contract is signed.

Vendor Accessibility Documentation

Vendors are often asked to provide accessibility documentation describing how their product supports accessibility standards.

Common examples include:

  • VPATs (Voluntary Product Accessibility Templates) and Accessibility Conformance Reports (ACRs)
  • Accessibility statements
  • Accessibility roadmaps
  • Accessibility testing documentation

These documents can provide useful information, but they should not be treated as proof that a product is fully accessible.

Accessibility claims should be reviewed carefully and considered alongside other available information.

Understanding VPATs and ACRs

A Voluntary Product Accessibility Template (VPAT) is a document format used to report how a product supports accessibility standards.

An Accessibility Conformance Report (ACR) is the completed report produced using a VPAT template.

When reviewing a VPAT or ACR:

  • Check when it was last updated.
  • Identify standards evaluated.
  • Review known limitations and exceptions.
  • Consider whether testing appears current and comprehensive.
  • Verify that the documented scope matches the product being evaluated.

A VPAT is a starting point for accessibility evaluation, not the final determination.

Third-Party Products and Services

Accessibility responsibilities extend to many third-party technologies used to deliver programs, services, or activities.

Examples include:

  • Public-facing web services
  • Vendor-hosted applications
  • Online learning platforms
  • Registration systems
  • Communication tools
  • Data collection platforms

Accessibility should be considered regardless of whether the product is hosted internally or by an external provider.

Accessibility Risks

Accessibility risks vary by product and use case.

Factors that may increase risk include:

  • Public-facing use
  • High-volume use
  • Essential services or transactions
  • Student, employee, or volunteer participation
  • Legal or regulatory requirements
  • Lack of accessible alternatives

Not all accessibility issues carry the same level of risk. Context matters.

When Accessibility Issues Are Identified

Identifying accessibility issues does not automatically mean that a product cannot be used.

Potential next steps may include:

  • Working with the vendor to address issues.
  • Identifying alternative solutions.
  • Implementing compensating measures.
  • Developing an Equally Effective Alternative Access Plan (EEAAP), when appropriate.
  • Documenting decisions and mitigations.

Accessibility concerns should be evaluated using an informed, risk-based approach.

Accessibility Is a Shared Responsibility

Procurement accessibility reviews often involve collaboration among:

  • Requestors
  • Managers and supervisors
  • Procurement staff
  • Technology owners and system administrators
  • Information technology staff
  • Security and privacy reviewers
  • Accessibility subject matter experts
  • Leadership

Working together helps ensure that accessibility considerations are integrated into broader procurement and technology review processes.

Before Acquiring Technology

Before purchasing, adopting, or renewing a technology solution, consider the following questions:

  • Who will use the product?
  • Has accessibility been evaluated?
  • Is vendor accessibility documentation available?
  • Are known accessibility limitations documented?
  • What risks are associated with identified barriers?
  • Are accessible alternatives available?
  • Is additional review needed before proceeding?

Accessibility review is most effective when it occurs early in the procurement process.

Building Accessibility Into Procurement

Accessible procurement helps prevent barriers from being introduced into the technology environment.

By incorporating accessibility considerations into planning, evaluation, selection, implementation, and renewal activities, UC ANR can support more inclusive technology experiences while reducing long-term accessibility risk.