Procurement & Vendors

If you are selecting and buying products for use at U-M, we have support to help you understand how digital accessibility applies to procurement.

Overview

All digital products and services used at U-M are required to meet established digital accessibility standards. This is stated in U-M policy, required by applicable laws and regulations, and in alignment with the university mission. 

Including digital accessibility in the processes of product selection, purchase, and renewal makes it easier to manage vendors over time, and prevents the need for costly and time-consuming fixes. 

Always use the resources linked here to align with U-M’s latest best practices and requirements. Older copies of contract language, supplier questionnaires, and other materials may not align with current requirements.

Digital Accessibility Review for Procurement Process

The Disability Equity Office provides Digital Accessibility Reviews for Procurement. User this service when:

  • Selecting or buying a digital product or service

  • Renewing a contract for a digital product or service

  • After significant changes to an existing product or service (updated user interface, new features or AI content, notice of planned changes, changes to browser compatibility)

Step 1: Determine Accessibility Risk

Complete this step prior to submitting purchase or renewal requests to Procurement Services to determine the expected impact and accessibility risk for the product or service.

Go to Determine Risk. 

Step 2: Review for Digital Accessibility

Evaluate the product and supplier against accessibility standards and best practices.

  • Engage required review services for higher accessibility risk products and services

Go to Review for Digital Accessibility.

Step 3: Maintain Digital Accessibility

Manage the vendor over time, and ensure the product’s accessibility is maintained or improved.

  • If working with Procurement Services, this informs future renewal reviews

Go to Maintain Digital Accessibility.

FAQ

Does this apply to all purchases? Which products and services are covered by digital accessibility requirements?

All digital products and services used at U-M must meet digital accessibility standards. Examples may include, but are not limited to:

  • E-Learning Courses, Materials, and Integrations
  • Digital Asset Remediation Services (e.g., PDF remediation, video captioning, audio transcription, described video)
  • IT Hardware controlled via software or a digital user interface (e.g., printers)
  • Software and Applications (whether web-, desktop-, or mobile-based) / Software and Application Development Services
  • Videography or Audio Recording Services
  • Virtual presentations
  • Websites / Web Development Services

Many modern services have a digital or IT component, even if the service itself is not a digital product. For example, a printing service may require customers to use an online portal for document uploads, payment, and shipping. When submitting a contract request form to U-M Procurement Services, you will be asked whether the product or service includes an IT component. 

When should I request a digital accessibility review related to an external supplier?

  1. When buying a covered product or service for the first time. Note: when making a selection through an RFP process, you may request review when you have narrowed down to finalists.
  2. When renewing a contract for a covered product or service.
  3. When significant changes are made to an existing product or service (e.g., rollout of a new version or user interface, introduction of AI automation or content, notice that product or service will not be updated to maintain browser compatibility, etc.).

A Digital Accessibility Review for Procurement should not be used to address digital accessibility barrier reports.

Why is digital accessibility necessary in the procurement process?

Digital accessibility is important in the procurement process because:

  • U-M is required to deliver accessible programs, products, and services by law and internal policy. Laws including the Americans with Disabilities Act and the US Rehabilitation Act of 1973 along with SPG 601.20 outline our obligations. Failure to comply with these requirements opens U-M up to risk of fines, intervention from the government, as well as lawsuits by private groups and individuals.
  • Buying accessible digital services, systems, and content advances the university’s mission. It supports disabled employees relying on access to these resources to do important work, students with disabilities engaging with academic content and experiences, and members of the public utilizing U-M’s information, programs, and services.
  • It is easier to buy an accessible product or service than it is to fix an inaccessible one. When accessibility barriers are reported, it can take a lot of time and effort to work through fixes with suppliers and to figure out interim workarounds for the people who can’t currently utilize the product or service.

Who is responsible for managing the digital accessibility of external vendors and products at U-M?

  • Units are responsible for the digital accessibility of any products or services they purchase on behalf of the University of Michigan. Unit purchasers should engage relevant resources on the U-M Digital Accessibility website to adequately evaluate products and services for conformance with digital accessibility requirements prior to purchase or contract renewal. Purchasers at the University of Michigan should also familiarize themselves with the SPG 507.01: Procurement General Policies.
  • Disability Equity Office (DEO) provides guidance on how accessibility laws and regulations apply to university procurement. DEO assists Procurement Services with periodic review of procedures to support the acquisition of digitally accessible information technology (IT) and digital content and also administers the U-M Digital Accessibility Review for Procurement service.
  • U-M Procurement Services maintains procedures that support the acquisition of digitally accessible IT and digital content. Procurement Services buyers support unit purchasers through these procedures and consult with subject matter experts in the DEO and Office of the Vice President and General Counsel (OGC) as appropriate.

What information is available for suppliers?

Suppliers seeking more information on U-M’s digital accessibility requirements should review the information provided on the Supplier Basics webpage, as well as the Accessibility Specs.