Meeting accessibility requirements in tenders

This post helps you understand how to respond to accessibility requirements in tenders for government work. You will learn what documents to prepare, how to show evidence of your progress, and how to write a clear accessibility statement. Preparing these materials helps you demonstrate your capacity to deliver accessible digital products.

Why government buyers ask for accessibility

When government departments buy software, websites or digital services, they often look for suppliers who can deliver accessible technology. Government procurement processes frequently include accessibility requirements in tenders to check if a supplier can meet the needs of all users, including people with disability.

For many suppliers, seeing these clauses in a request for tender can be daunting. You do not need to have a perfect, flawless product immediately to submit a bid. However, you do need to show that you understand the standards, know where your product currently stands, and have a clear plan to address any barriers. Showing a genuine commitment and a practical roadmap is often what buyers look for during the evaluation process.

Understanding the standards

To address accessibility requirements in tenders, you first need to know what standards buyers use. In Australia, government agencies generally point to international guidelines for digital content. These guidelines cover how to make web content, apps and documents accessible to people with vision, hearing, cognitive and motor impairments.

When you review a tender document, look for references to specific compliance levels. This is the standard level of compliance most government departments expect. Understanding these technical standards helps you assess your own digital product. You can then write a response that directly addresses the specific criteria the buyer has listed, rather than giving a vague promise to be accessible.

Preparing an accessibility audit

One of the most effective pieces of evidence you can prepare is an accessibility audit report. An audit is a thorough review of your website, software or document against the official guidelines. It identifies exactly where your product meets the standards and where it falls short.

Having an independent audit report shows buyers that you are transparent and realistic about your product. It proves you have taken active steps to test your technology. If you are wondering about the resources needed for this step, you can read about understanding the WCAG audit cost in Australia and why quotes differ to help you plan your budget. An audit gives you a clear baseline to work from.

Writing an accessibility statement

An accessibility statement is a public document on your website that explains your commitment to accessibility. It is a key piece of evidence to include in your tender response. A good statement does not claim your product is perfect if it is not. Instead, it states your current level of compliance honestly.

Your statement should list known accessibility issues, explain what workarounds are available for users in the meantime, and provide a way for people to give feedback or ask for help. It should also outline your timeline for fixing the known issues. This level of detail shows government evaluators that you take accessibility seriously and have an active plan to maintain your product.

Training your team

Buyers want to know that your team has the skills to keep your product accessible over time. If your developers, designers and content writers do not understand accessibility, any fixes you make now may be undone during the next software update. Showing that you train your staff is excellent evidence for a tender.

To build these skills, you can create internal training resources based on your own policies. For tips on how to do this, you can read about making a staff training video from a policy. Documenting your training program in your tender response proves to buyers that you have a sustainable approach to accessibility.

Creating a roadmap for fixes

If your audit reveals accessibility barriers, you should document how and when you will fix them. This document is your accessibility roadmap. It should prioritise barriers that stop users from completing main tasks, such as filling out a form or registering for a service.

In your tender response, present this roadmap as a clear table. List the issues found, the planned fix, the priority level, and the target completion date. This shows evaluators that you are actively managing your product's compliance. It gives them confidence that your product will improve during the life of the contract.

Next steps for your business

Preparing these documents takes time, so it is best to start before a tender is released. By auditing your product, writing an accessibility statement, training your staff, and creating a roadmap, you will be ready to respond quickly and clearly when opportunities arise.

To find out what to fix first on your own website, app or documents, see digital accessibility at aXai: audits and fixes to WCAG, tested automatically and by people who use assistive technology.

aXai is a disability-led AI, software and accessibility company, delivering through AI-supported work. Today that work is done by the two founders; we are building the pipeline so it can be done by more disabled people in properly paid roles. Read how AI-supported work works.