Accessible Digital Procurement

PSU departments and units are responsible for considering the accessibility of third-party products during the exploration, research, and evaluation phases of the Technology Procurement process, ultimately working with the vendor, in consultation with OIT, to validate product accessibility during the procurement phase. The Accessible Digital Procurement Checklist can guide PSU Units through each phase of the procurement, implementation, and maintenance of a third party digital resource:

 

Open

---

Table of Contents

• 1 Initial Engagement and Risk Assessment
• 2 Vendor Accountability and Documentation
• 3 Mitigation and Continuity Planning
• 4 Ongoing Accessibility Compliance

---

Initial Engagement and Risk Assessment

1. Involve Contracting and Procurement Services (CAPS)

   • Contact Contracting and Procurement Services (CAPS) early to signal that a digital procurement is being considered.

2. Establish Accessibility Expectations

   • Use CAPS’ Digital Accessibility Expectations Setting Templates to incorporate accessibility language early in the RFI/RFP/RFQ process with the vendor.

3. Submit an IT Contract Review Request

   • Submit a request for an IT Solution and Service Contract Review through the PSU Help Center.

Vendor Accountability and Documentation

1. Solicit an Accessibility Conformance Report (ACR)

   • Request a completed WCAG-Based Voluntary Product Accessibility Template (VPAT) from the vendor. Review to identify any sections that indicate accessibility gaps.

2. Request a Digital Accessibility Roadmap

   • If the ACR does indicate gaps, request a Digital Accessibility Roadmap that includes specific timelines for remediation and identifies known workarounds.

Mitigation and Continuity Planning

1. Document Alternative, Accessible Pathways

   • Provide the Disability Resource Center (DRC) and the Office of Human Resources (HR) with an Equally Effective Alternate Access Plan (EEAAP) to establish a foundation for immediate, mitigatory accommodations when a tool isn’t accessible to users with disabilities.

Ongoing Accessibility Compliance

1. Monitor Product Updates

   • Ensure that future software updates or version changes do not break existing accessibility features.

2. Keep the Vendor Accountable

   • Periodically check in with the vendor regarding the milestones listed in their Digital Accessibility Roadmap.

3. Review Annually or on Renewal

   • Re-evaluate accessibility documentation annually or when a given contract is up for renewal.