Project Management and Procurement

Planning

Tab/Accordion Items

When initiating a project or procurement process, especially where digital solutions are concerned, incorporating accessibility considerations from the outset is essential. Here are some questions the procurement team should consider to develop solicitation language and solution needs that prioritize accessibility:

Accessibility Goals and Compliance

  • How does this procurement align with our organization's commitment to accessibility and inclusivity?

  • What are the specific accessibility standards and guidelines that the solution must comply with? (The ADA title II rule has a technical standard of WCAG 2.1 AA.)

  • How will accessibility compliance be measured and verified for proposed solutions?

User Needs

  • Have we identified and consulted with stakeholders who have disabilities to understand their needs and preferences?

  • How will the solution accommodate a diverse range of users, including those with visual, auditory, motor, and cognitive disabilities?

Vendor Experience and Documentation

  • Does the vendor have a proven track record of providing accessible solutions?

  • Can the vendor provide a Voluntary Product Accessibility Template (VPAT) or equivalent documentation detailing their solution's compliance with accessibility standards?

  • How does the vendor address accessibility in their product development lifecycle and ongoing maintenance?

Training and Support

  • What training and resources will the vendor provide to ensure our staff can effectively use and support the accessible features of the solution?

  • How will end users, including those with disabilities, be supported in using the solution?

Evaluation and Testing

  • What processes will be in place for evaluating the accessibility of the solution during the procurement process?

  • How will ongoing accessibility testing and updates be managed post-implementation to ensure continuous compliance?

Funding and Budget

  • How have budget considerations taken into account the need for accessible features and functionalities?

  • Are there additional costs associated with ensuring the solution is fully accessible, and how will these be managed?

Solicitations and Contracts Guidance

Tab/Accordion Items

Requirement

The proposed solution must be inherently designed to be accessible to users with disabilities including, but not limited to, individuals who have visual, auditory, motor, or cognitive impairments.

Specification

Describe how the proposed solution conforms to the Web Content Accessibility Guidelines (WCAG) 2.1 levels A/AA. Include an accessible conformance report (ACR) using the most current version of the Voluntary Product Accessibility Template (VPAT).

Consider including language in solicitations that encourages vendors to complete the 1EdTech TrustEd Apps Accessibility Rubric as a way to evaluate the accessibility maturity of a solution.

Example solicitation language:

We encourage all respondents to this RFP to complete the 1EdTech TrustEd Apps Accessibility Rubric, following the 1EdTech TrustEd Apps Accessibility Rubric Specification 1.0. This rubric serves as a tool for evaluating the accessibility maturity of products, ensuring they cater to a wide range of student abilities. Respondents provide detailed insights into their accessibility policies, design considerations, and training initiatives. This aligns with our commitment to ensure that all educational tools procured meet the accessibility needs of users.

1EdTech's TrustEd Apps Accessibility Rubric is a component of the 1EdTech TrustEd Apps Program, empowering trust in the digital ecosystem. Contact support@1edtech.org if you have any questions.

Related resources:

In addition to an Accessibility Conformance Report (ACR) from a completed Voluntary Accessibility Compliance Template (VPAT), responses to the following can provide greater insight into the knowledge of, and commitment to, ensuring accessibility for all users. Consider including these as part of the solicitation requirements.

Supplementary Accessibility Questionnaire (forced copy of Google Doc)

Accessibility Commitment

  • Does your organization have a published policy statement on accessibility? If so, include a copy of the statement and a link to the published copy.

  • Does your organization have staff dedicated to accessibility? If so, describe.

Accessibility Conformance Report (ACR) information

  • What is the date of the most recent Accessibility Conformance Report (ACR)? What version of the Voluntary Product Accessibility Template (VPAT) was used? What version and level(s) of the Web Content Accessibility Guidelines (WCAG) were addressed?
  • List the product/service name and version number referenced in the completed ACR (based on the most current Voluntary Product Accessibility Template (VPAT)). Does the ACR address all products/services included in the solicitation response?
  • Name/title of person(s) completing the ACR.
  • What end user role(s) are addressed in the ACR (e.g., students, teachers, administrators, parents)?

Evaluation Methodology

  • Does your organization use internal staff, a third party, or a combination of both for accessibility testing?

  • Describe how the accessibility of the product/service is evaluated.

    • Testing based on general product knowledge

    • Automated testing (Provide name of testing tool(s). Explain testing rules and protocols, and frequency of/process for testing.)

    • Manual testing (Explain testing rules/protocols, including what features, functionality, and content were tested. Explain frequency of/process for testing.)

    • Testing with assistive technologies (List specific assistive technologies used.)

    • Usability testing, including persons with disabilities

    • Other, if applicable

  • If accessibility testing takes place internally, what are the training and/or certification requirements for evaluators? How frequently are testers required to complete refresher/updated training?
  • What specific versions of browsers and operating systems were used in the testing? 
  • What screen reader assistive technology was the product/service tested with?
    (E.g., JAWS (Job Access with Speech); NVDA (Non-Visual Desktop Access); VoiceOver (MacOS and iOS); TalkBack (Android); ChromeVox (Chrome OS); Narrator (Windows))
  • What other assistive technologies was the product/service tested with?
    (E.g., Voice Control (e.g., speech to text); Switch Control; Single Switch; Eye Gaze; Native OS features (e.g., high contrast mode, screen reader, magnification))

Accessibility Support

  • What mechanisms are in place for users to report accessibility issues, and how are issues addressed?
  • Are customer support channels (e.g., chat, form, knowledge base) accessible? If yes, describe the evaluation methods used.

One paragraph, addressing: remediation plan, standards, associated costs, product updates, design/testing

The Vendor agrees to develop a comprehensive mitigation/remediation plan to address any existing accessibility issues in the digital solution provided, within a mutually agreed reasonable timeframe. The proposed solution should conform to the Web Content Accessibility Guidelines (WCAG) 2.1 levels A/AA. Include an accessible conformance report (ACR) using the most current version of the Voluntary Product Accessibility Template (VPAT). Any future updates, enhancements, or modifications to the solution must be designed to ensure accessibility for all stakeholders. The vendor should involve diverse stakeholders, including individuals with disabilities, in the design, development, and testing process to ensure the solution meets the needs of all potential users. All costs associated with both remediation work and future accessibility enhancements will be the responsibility of the Vendor.

 

Sample language by focus area

Mitigation/remediation plan

The Vendor agrees to develop and present a comprehensive mitigation/remediation plan to address any existing accessibility issues in the digital solution provided, within a mutually agreed reasonable timeframe. Accessibility compliance is defined by ADA Title II (WCAG 2.1 AA).

Accessibility statement

The Vendor will include an accessibility statement for users within the solution that includes any known workarounds or information that will help people with disabilities use the application to its full potential. This accessibility statement will also provide a means by which users can report any accessibility issues they encounter.

Roadmap

The Vendor agrees to provide, within a reasonable timeframe, a detailed roadmap outlining ongoing accessibility improvements and future compliance strategies. The roadmap will evolve, as needed, to address any updated accessibility standards.

Related costs

All costs associated with both remediation work and future accessibility enhancements will be the responsibility of the Vendor.

Partnership

The Vendor acknowledges and agrees to a collaborative partnership with the Agency, wherein both parties will engage in regular discussions and prioritize accessibility efforts to ensure that the solution is accessible to all stakeholders. 

Accessibility testing/audits

As part of an ongoing quality assurance process, the Vendor will perform periodic accessibility testing/audits to identify any potential issues and report the findings to the agency. The vendor should include a combination of automated and manual accessibility testing, as well as user testing that involves diverse stakeholders, including individuals with disabilities.

Product updates

Any future updates, enhancements, or modifications to the solution must be designed to ensure accessibility for all stakeholders. The vendor should involve diverse stakeholders, including individuals with disabilities, in the design, development, and testing process to ensure the solution meets the needs of all potential users.

When procuring digital content and resources for students with disabilities, there are some additional accessibility considerations to address.

North Carolina coordinates with the National Instructional Materials Accessibility Center (NIMAC) to ensure that print educational materials are available in adaptive formats in a timely manner for students with disabilities.

When procuring digital instructional materials, district leaders should consider the following:

  • Verify that the vendor can provide materials in NIMAS format to meet the needs of students with print disabilities.
  • Request case studies or examples where the vendor has successfully implemented accessible materials in schools.

For additional information, contact Crystal Patrick, Visual Impairment Consultant and NIMAS-sourced content lead.