Accessibility in Procurement

Accessibility in procurement means incorporating accessibility considerations into the procurement of goods, services and construction. The goal is that both the buying process and the resulting deliverables can be used by the broadest range of end users, including persons with disabilities.

In Canadian federal procurement, accessibility must be considered when requirements are defined. Where appropriate, it is reflected in specifications, evaluation criteria and deliverables. The term is tied to the Accessible Canada Act, the Treasury Board Directive on the Management of Procurement, and the recognised Canadian standard CAN-ASC-4.1, Accessible Procurement.

What the Directive on the Management of Procurement requires

The Treasury Board Directive on the Management of Procurement requires federal buyers to consider accessibility requirements. Where appropriate, buyers must incorporate accessibility considerations into specifications for goods, services and construction. They must also ensure that deliverables include accessibility features. The CanadaBuys page on accessible procurement sets out this requirement for federal buyers.

CAN-ASC-4.1 and the procurement lifecycle

CAN-ASC-4.1 addresses barriers such as inaccessible goods and services, inflexible procurement processes, inaccessible bidding and evaluation criteria, and procurement communications that are not available in accessible or alternate formats. The overview of CAN-ASC-4.1 shows that it covers the whole lifecycle:

• Planning
• Bidding and contract award
• Contract management and closeout

The standard applies to competitive and non-competitive methods of supply. That includes contracts, standing offers and supply arrangements, as described in the Standards Council of Canada statement.

Planning guidance calls for consultation with end users, including people with disabilities, and with accessibility subject-matter experts. It also calls for identifying applicable standards and testing requirements and considering market capacity. These steps are detailed in the planning procurement section of the standard.

Where accessibility appears in solicitations and contracts

Accessibility requirements can show up in several places in a bid package:

• The statement of work or statement of requirements
• Mandatory technical criteria
• Evaluation criteria
• Testing requirements
• Solicitation documents
• Resulting contract terms

The CAN-ASC-4.1 document supports including accessibility in specifications, evaluation criteria, testing requirements, solicitation documents and contract terms. Federal guidance on defining socioeconomic requirements is part of the buyer's planning material.

Examples from PSPC and the Canada Revenue Agency

Public Services and Procurement Canada applies accessibility requirements through initiatives meant to ensure that purchased goods and services are accessible and usable by everyone, including persons with disabilities. Its page on improving accessibility describes this work.

For Temporary Help Services, accessibility criteria must be considered where appropriate. If the client decides they are not appropriate, it must give the procurement officer or buyer a clear justification. PSPC provides an accessibility criteria justification form for this purpose.

The Canada Revenue Agency requires applicable information and communications technology solicitations and resulting contracts to demonstrate compliance with the applicable accessibility standard. The CRA also states it is working toward goods and services that are inclusive by design and accessible by default, as set out on its promoting accessibility in procurement page.

What it means for a supplier bidding on Canadian public contracts

Read the solicitation and the draft contract for any stated accessibility standards, functional requirements, documentation requirements or testing requirements. Where the solicitation makes them mandatory, demonstrate compliance in your bid. Federal guidance treats these items as specifications, evaluation criteria, testing requirements and contract terms, so a gap can affect both your score and your obligations after award.