The procurement process—finding and purchasing the goods and services necessary to run a business—can be lengthy and time-consuming. The multi-step procurement process for an average business likely includes researching items and vendors, negotiating the transaction terms, and proper planning to receive the items and inspect them. It might be challenging to comprehend the necessity or value of adding other considerations to an already complicated process.
Yet if a business exists in the sphere of technology or requires some form of Information and Communications Technology (ICT) for its daily operations, incorporating accessibility efforts into the procurement process is necessary. And as most businesses use some ICT, even if it’s only for record-keeping, inventory, or scheduling, most companies will be in the market to procure ICT somewhere along the line.
Why is adding accessibility efforts to the ICT procurement process so imperative? And how would a procurement team begin to add accessibility efforts to its processes?
Why accessibility compliance is essential in ICT procurement
Legal concerns
Procuring accessible ICT a great start to ensuring an organization has worked to meet its legal obligations. If a company procures ICT that demonstrates compliance with accessibility criteria as outlined by Section 508 of the Rehabilitation Act or WCAG, that company can claim conformance to a standard, creating a buffer between the business and legal action (though it certainly does not guarantee immunity from legal action).
Financial Concerns
By procuring accessible ICT, a business has likely sourced from a company that has created a VPAT regarding the tech in question. A VPAT is a Voluntary Product Accessibility Template, and it is a statement on the level of accessibility compliance. VPATs are required of businesses who create ICT that wish to do business with a federal governmental agency, organizations that do business with federal agencies, and increasingly private entities and state and local governments.
While having a VPAT for a product does not guarantee 100% compliance (as that’s arguably impossible), the document's existence nonetheless is indicative of extreme thought and care put into accessibility efforts.
Staffing concerns
It’s commonly understood that when accessibility is maximized for users with disabilities, the bonus is that functionality becomes more straightforward and more seamless for all users. Easy-to-navigate tech makes everyone’s jobs easier, leading to a boost in employee productivity, efficiency, and retention. All of which is great for a business’s bottom line.
Ethical concerns
Honestly, using accessible ICT is just the right thing to do. But building accessibility into an organization's products is also a great way to build goodwill. Prospective customers and partners are likely aware of inclusive brands and those that are not. Working with and purchasing from companies who prioritize inclusivity is becoming increasingly important for many, making businesses that do so more attractive to individuals who prioritize progress and equity.
Where to begin?
The first step in sourcing accessible ICT is planning a procurement strategy that incorporates accessibility concerns. It’s likely that an established company already has a tried-and-true procurement process. Accessibility efforts can be plugged into an existing process with some slight tweaking. The most significant change will come in the “Research” stage when buyers research products and their vendors.
Some critical questions to consider at the beginning of the research process:
- Who will be using the ICT? Customers, staff? It’s best to think about the diverse ways that people use technology and accessibility features and aim to cater to the needs of the broadest array of users.
- Which standard for compliance is a business seeking to comply with? In the US, there’s Section 508 and the WCAG. Some US companies strive for compliance with EN 301 549 − the European Standard.
- What are a company’s existing acquisition policies and procedures used to acquire ICT? And how will accessibility efforts be assimilated into them? It will be helpful to establish a formal accessibility compliance determination process that uses market research, VPATs, and Section 508 Exceptions to make these determinations.
- Which category of ITC procurement is appropriate for the business’s needs? Commercial off-the-shelf (COTS) products (think standard software) or products customized to suit specific needs?
Once research begins in earnest, it’s likely clear that searching for products with VPAT documentation is an excellent place to start. Suppose a product or business does not have a formal VPAT − in that case, there is likely a Statement of Accessibility available on the company website that will contain some of the same information relevant to procurement decision-making.
Ready, set, research!
The accessibility-compliant procurement process can begin with VPATs and Statements of Accessibility as a fertile starting ground for research. But it is only a beginning! For a full breakdown of the procurement process related to accessible ICT, check out PeatWorks' "Buy IT."
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