Accessibility Factors

Accessibility factors are the accessibility-related considerations that Canadian federal buyers weigh when they define a requirement and assess best value. They cover cost, design, performance, standards, packaging, maintenance and contract terms. Examples include whether a product is adaptable, whether it conforms to accessibility standards, whether it has accessible default settings, and whether it can be tested for accessibility.

The term comes from Government of Canada procurement guidance, including the CanadaBuys Supply Manual. That guidance links accessibility factors to the Accessible Canada Act and its objective of identifying, removing and preventing accessibility barriers. It also links them to the Treasury Board Directive on the Management of Procurement, universal design, and Voluntary Product Accessibility Templates (VPATs).

Accessibility factors in the Supply Manual

The Supply Manual names accessibility factors and related cost elements as considerations when assessing best value. Its examples show what buyers are expected to look at:

• Investing up front in goods and services with flexibility built in, so they can be adapted for the widest range of end-users.
• Setting accessibility performance standards.
• Offering incentives for performance that exceeds the stated accessibility criteria.
• Imposing mandatory accessibility criteria or standards through contractual terms.

Accessibility is therefore part of how value is judged, not a separate step added after the evaluation.

How buyers build accessibility into the requirement

CanadaBuys guidance on defining socio-economic requirements puts responsibility on the client department. The client considers accessibility criteria when defining the requirement and includes them in the specifications whenever appropriate. If the criteria are left out, the client must provide a clear justification where the applicable procurement rules require one.

Buyers are advised to use market research, end-user consultation and universal-design principles when developing these criteria. The Canada Border Services Agency describes the same split in its accessibility plan. Business owners are responsible for including accessibility in requirements for goods, services and construction. Contract authorities ensure that accessibility factors are considered in a fair and transparent process.

Testing and proof of conformance

Buyers can verify accessibility claims before they award a contract. The guidance lists several methods:

• Prototypes and product demonstrations.
• Pre-purchase testing and conformance testing.
• A VPAT submitted by the supplier.

These tools are used both to develop accessibility requirements and to confirm that a supplier's offering meets them.

Accessibility factors in solicitations and contracts

Accessibility Standards Canada guidance on procurement of accessible goods builds accessibility into specifications, evaluation criteria, testing requirements, solicitation documents and contract terms. The same approach applies to goods, services and construction, including statements of work.

Accessibility requirements can be used in competitive and non-competitive solicitations. They also carry into resulting contracts, standing offers and supply arrangements. Obligations can sit in deliverable requirements, performance standards and testing requirements, so they continue after the initial specification.

What accessibility factors mean for a supplier

Read each solicitation for mandatory accessibility criteria, applicable standards, testing or demonstration requirements, accessible-format requirements and contractual accessibility obligations. Prepare evidence of conformance, such as a VPAT or test results, before you bid. The delivered good or service must meet the stated requirements, not only the bid response. Where a solicitation offers incentives for accessibility performance above the minimum, a stronger offering can improve your standing in the best-value assessment.