Accessibility Specifications

Accessibility specifications are the technical requirements built into a procurement specification so that goods, services, facilities, information, or technology can be used by people with disabilities and by the widest possible range of users. They state what a deliverable must do, or must support, to be usable by everyone who will rely on it.

Canadian guidance treats these requirements as part of the procurement itself, not as an optional feature added after award. They are meant to appear in the specifications, the evaluation criteria, the testing requirements, and the resulting contract terms. Related wording includes "accessibility requirements," "accessibility criteria," and "technical specifications related to accessibility."

Accessible procurement and CAN-ASC-4.1

The term comes from accessible procurement, which means incorporating accessibility across the procurement lifecycle. Accessibility Standards Canada publishes CAN-ASC-4.1, Accessible Procurement, which specifies requirements for integrating accessibility into procurement. It covers roles and responsibilities, defining accessibility requirements, procurement information, engagement, the procurement lifecycle, and training.

The standard addresses planning, bidding, contract award, contract management, and closeout. It applies to competitive and non-competitive solicitations and to the resulting contracts, standing offers, and supply arrangements.

Standards that accessibility specifications refer to

Accessibility specifications often point to published standards instead of describing every requirement from scratch. The standards database lists several that buyers can use, including CAN/ASC accessibility standards, EN 301 549 for information and communications technology products and services, and CSA/ASC B651:23 for accessible design of the built environment. You can browse them in the Accessibility Standards Canada standards and technical guides database.

For software, ISO 9241-171:2008 provides guidance and specifications for designing accessible software. It is intended for people who specify, design, develop, evaluate, and procure software.

What federal policy requires

The Treasury Board Directive on the Management of Procurement requires that accessibility be considered, where appropriate, when specifying requirements for goods, services, and construction. It also requires deliverables to incorporate accessibility features. CanadaBuys summarizes this on its page on accessible procurement.

Public Services and Procurement Canada (PSPC) guidance goes further on specifications. It says to include accessibility criteria as part of the specifications unless accessibility is not applicable. Client departments and technical authorities must keep documentation showing that accessibility was considered. If accessibility criteria are left out, or compliant goods or services cannot be obtained, a clear written justification must be retained. See PSPC's page on improving accessibility in procurement.

Accessibility Standards Canada guidance for goods and services recommends a defined sequence. Buyers develop a statement of work or statement of requirements, identify user barriers, and review applicable standards. They consult the market where appropriate, then convert those findings into enforceable requirements and evaluation criteria.

Accessibility in best-value assessment

Accessibility can also shape how bids are assessed. The PSPC Supply Manual identifies accessibility factors as best-value considerations. These include adaptable goods and services, accessibility performance standards, incentives for exceeding accessibility criteria, and contractual terms that set accessibility obligations. They are listed in the Supply Manual annexes.

What accessibility specifications mean for a supplier

On a federal bid, read the statement of work, statement of requirements, technical specifications, evaluation criteria, deliverables, and contract clauses for accessibility content. Then work through these points:

• Demonstrate compliance with any accessibility standard or mandatory criterion the solicitation names.
• Provide accessibility documentation, testing evidence, or demonstrations when the solicitation asks for them.
• Check whether rated criteria reward accessibility performance beyond the minimum.
• Deliver goods, services, software, facilities, and documentation that meet the accessibility requirements written into the contract.

Because the requirements carry through to contract terms, they remain enforceable after award, not just at the bid stage.