Procurement is one of the most effective points of control for accessibility within state and local government. By establishing expectations during purchasing, agencies can:
Procurement as an Accessibility Lever
- Require accessibility conformance from the outset
- Reduce reliance on post-purchase remediation
- Create consistency across systems, tools, and services
Supplier Documentation and Transparency
Suppliers are commonly expected to provide documentation that describes how their product or service meets accessibility requirements. Common documentation includes:
- Accessibility Conformance Reports (ACR/VPAT) aligned to WCAG
- Descriptions of supported accessibility features
- Identification of known limitations or gaps
What is a VPAT? A Voluntary Product Accessibility Template (VPAT®) explains how ICT products meet Revised Section 508 accessibility standards. It helps buyers assess accessibility during procurement and provides a structured way for suppliers to address accessibility requirements in solicitations.
Supplier Evaluation Practices
Supplier documentation alone may not fully reflect real-world accessibility. States and agencies are increasingly incorporating validation steps into procurement processes, including:
- Reviewing ACR/VPATs for completeness and accuracy
- Conducting Accessibility Conformance Report (ACR) | Section508.gov manual and automated accessibility testing
- Requesting product demonstrations or test environments
- Including accessibility as part of evaluation and scoring criteria
Contract and Post-Award Considerations
Accessibility expectations often extend beyond initial procurement. States may include:
- Accessibility conformance requirements within contracts
- Timelines for addressing identified accessibility issues
- Ongoing expectations for maintenance and updates
- Language defining responsibility for accessibility over time
Procurement and Supplier Resources
State and local agencies are responsible for procuring accessible electronic information resources. These resources support that process.
- Accessibility Conformance Checklist ↗Structured checklist for evaluating supplier accessibility documentation during procurement.
- WCAG Voluntary Product Accessibility Template (VPAT) ↗The standard VPAT template for WCAG-based accessibility conformance reporting.
- Section 508 Voluntary Product Accessibility Template (VPAT) ↗The Section 508-aligned VPAT template used by federal and state procurement teams.
- Information Technology Industry Council VPAT Training Videos ↗Short video series from ITI on how to read, evaluate, and use VPAT documentation.
- Supplier Accessibility Development Services Information Request ↗Template for requesting accessibility information from suppliers during procurement.
Policy Driven Adoption for Accessibility (PDAA)
- PDAA Maturity Matrix ↗Framework for assessing an organization's maturity in embedding accessibility into procurement.
- Policy Driven Adoption (PDAA) Self-assessment ↗Self-assessment tool for evaluating how well your policies support accessible procurement.
- Policy Driven Adoption FAQs ↗Answers to common questions about implementing policy-driven accessibility adoption.
National Association of State Chief Information Officers(NASCIO) Articles
- Accessibility and Procurement 101 ↗NASCIO introductory article on integrating accessibility into state IT procurement.
- Accessibility in IT Procurement ↗Deeper guidance on procurement practices that support accessible technology acquisition.
- PDAA Components ↗Overview of the Policy Driven Adoption for Accessibility framework components.
State Procurement Guidance and Models
The following examples illustrate how states are incorporating accessibility into procurement processes. These resources provide practical models that can be adapted within different legal and operational contexts.
Minnesota
Minnesota IT Services – Accessibility Procurement Guidance
Integrates accessibility into procurement workflows, including supplier documentation, evaluation practices, and alignment with statewide standards.
View Minnesota Guidance ↗Colorado
Colorado Office of Information Technology – Accessibility Procurement Toolkit
Provides structured procurement guidance and requires suppliers to demonstrate accessibility conformance during solicitation and evaluation.
View Colorado Guidance ↗Massachusetts
Massachusetts Procurement of Accessible Digital Products and Services
Provides a central hub of resources for making accessibility a required part of digital procurement across Massachusetts state agencies.
View Massachusetts Guidance ↗North Carolina
North Carolina Project Management and Procurement
Practical guidance on planning for accessibility, writing clear contract language, addressing procurement challenges, and reducing risks so projects remain inclusive from start to finish.
View North Carolina Guidance ↗Tools and Frameworks
- NASCIO Accessibility in Procurement Checklist ↗Practical steps for embedding accessibility into procurement processes, including policy alignment, staff training, supplier requirements, and validation practices.
- Building Accessibility into Your Procurement Process ↗Guidance on proactively integrating accessibility into purchasing decisions, ensuring ICT is accessible from the outset instead of retrofitted later.
