This document was developed as a reference document for voluntary use. The voluntary guidance found in this document should not be interpreted as replacing or superseding, in whole or in part, obligations that entities must comply with. Also, fulfilling the voluntary guidance found in this document does not automatically fulfill obligations. These obligations include any obligations found in legislation, regulations, policies, directives, codes and/or other instruments that may apply to entities. It is the responsibility of users of this document to judge its suitability for their particular purpose.This document is provided without any representations or warranties of any kind. In no event shall Accessibility Standards Canada, its contractors, agents, employees, directors, or officers, or His Majesty the King in Right of Canada, his employees, contractors, agents, directors, or officers be liable for any damages, injury, loss, costs, or expenses, however caused, arising out of or resulting from access to or possession or use of this document.As between Accessibility Standards Canada and users of this document (whether it be printed, electronic or alternate form), Accessibility Standards Canada is the owner of all copyright and moral rights contained herein. Additionally, Accessibility Standards Canada is the owner of its official mark. Without limitation, the unauthorized use, modification, copying, or disclosure of this document may violate laws that protect Accessibility Standards Canada and/or others’ intellectual property and may give rise to a right in Accessibility Standards Canada and/or others to seek legal redress for such use, modification, copying, or disclosure. To the extent permitted by law, Accessibility Standards Canada reserves all intellectual property and other rights in this document.Users are only authorized to load this document onto a computer for the sole purpose of reviewing it, search and browse this document, print this document if it is in an electronic format, and disseminate this document for informational, educational, and non-commercial purposes. Users shall not and shall not permit others to alter this document in any way or remove this Legal Notice from the document, sell this document without authorization from Accessibility Standards Canada, use this document to mislead any users of a product, process or service addressed by this document, or reproduce all or specific portions of this document within a publicly available standards document or work without Accessibility Standards Canada’s written authorization.If you do not agree with any of the terms and conditions contained in this Legal Notice, you must not load or use this document or make any copies. Use of this document constitutes your acceptance of the terms and conditions of this Legal Notice.

Note: This document was developed as a reference document for voluntary use. The voluntary guidance found in this document should not be interpreted as replacing or superseding, in whole or in part, obligations that entities must comply with. Also, fulfilling the voluntary guidance found in this document does not automatically fulfill obligations. These obligations include any obligations found in legislation, regulations, policies, directives, codes and/or other instruments that may apply to entities. It is the responsibility of users of this document to judge its suitability for their particular purpose. This is a jointly developed technical guide between Accessibility Standards Canada and Public Services and Procurement Canada.Accessibility Standards Canada develops equity-based accessibility standards and guidance. Accessibility Standards Canada seeks to create inclusive standards that can impact all persons with disabilities while recognizing their intersectionality and expertise. Accessibility Standards Canada is sharing this technical guide so that organizations can begin implementing this guidance in their work while a standard in this area is being developed. This technical guide focuses on areas where people with disabilities face barriers in the procurement and the goods acquired through procurement. Equity refers to fairness, justice, and freedom from discrimination. Equity recognizes that each person has different circumstances and focuses on enabling all individuals to achieve the same outcomes.Public Services and Procurement Canada (PSPC) supports federal departments and agencies in their daily operations as their central purchasing agent, real property manager, treasurer, accountant, pay and pension administrator, integrity advisor, common service provider and linguistic authority. Procurement is an important area where PSPC supports the Government of Canada’s priority of a barrier-free society. The Accessible Procurement Resource Centre (APRC) within PSPC was established to help federal government buyers understand how to consider and integrate accessibility requirements when procuring goods and services. The Centre promotes awareness about the value of accessible goods and services as an important step to enhance inclusion for people of all abilities. The Centre is also a resource hub for federal government departments to support the purchase of accessible goods and services. ,

2.1 Audience

This technical guide is intended for all Government of Canada departments, agencies, and federally regulated entities, as well as anyone seeking guidance to improve accessibility in this area.

Note: This document was developed as a reference document for voluntary use. The voluntary guidance found in this document should not be interpreted as replacing or superseding, in whole or in part, obligations that entities must comply with. Also, fulfilling the voluntary guidance found in this document does not automatically fulfill obligations. These obligations include any obligations found in legislation, regulations, policies, directives, codes and/or other instruments that may apply to entities. It is the responsibility of users of this document to judge its suitability for their particular purpose. ,

3.1 General

Accessibility Standards Canada develops technical guides that align with its vision. This vision is rooted in the principles of the Accessible Canada Act and “nothing without us.” These principles reflect a commitment to breaking down barriers to accessibility that can impact all persons in Canada—especially persons with disabilities and their families—ensuring full and equal participation in society.As part of the “nothing without us” principle, Accessibility Standards Canada promotes that accessibility is good for everyone, as it can have society-wide benefits. As a result, Accessibility Standards Canada develops technical guides to promote accessibility and accessible best practices. This means that this technical guide incorporates best practices, the lived experience of people with disabilities, and information aimed at achieving the highest level of accessibility. This approach is meant to drive innovation, foster change, and promote requirements and best practices that have broad positive impacts.This approach strives to improve outcomes for all Canadians, including creating employment opportunities and solutions that contribute to Canada’s economic growth.By proactively removing barriers, these guides’ support the key accessibility principles of the Accessible Canada Act and “nothing without us,” support organizations on their accessibility journeys, and move Canada closer to being barrier-free by 2040. The technical content of this guide benefits:people with disabilities;people without disabilities;the federal public sector;the private sector;non-government organizations;Indigenous communities; andsociety.The guidance provided in sections 4 through 5, support the goals of the Accessible Canada Act. ,

3.2 Accessible Canada Act

The Accessible Canada Act provides a framework which allows for the proactive identification, removal, and prevention of barriers wherever Canadians interact with areas under federal jurisdiction. It puts in place mechanisms that would systematically address accessibility. The purpose of the Accessible Canada Act is to make Canada barrier-free by January 1, 2040. This involves identifying, removing and preventing barriers in federal jurisdiction in the following priority areas:employment;the built environment (buildings and public spaces);information and communication technologies;communication, other than information and communication technologies;the procurement of goods, services and facilities;the design and delivery of programs and services; andtransportation (airlines, as well as rail, road and marine transportation providers that cross provincial or international borders). ,

3.3 Accessible Canada Act consultations

To inform the development of the Accessible Canada Act, in 2016 to 2017 the Government of Canada undertook the largest and most accessible consultation on disability issues that Canada has ever seen. Over 6000 Canadians and over 90 organizations shared their ideas about an accessible Canada. Participants wanted the legislation to apply to all areas under the control of the Government of Canada and that Canada should become a leader in accessibility. While participants acknowledged that the development and implementation of some standards will take longer than others, they noted guidance should be clear and any accessibility requirements should lead to positive lasting change.The “nothing without us” principle means that people with disabilities are engaged and involved in the identification, prevention, and removal of barriers. This also means consulting and working closely with people with disabilities, diverse disability communities and other experts to develop accessibility guidance to remove barriers. The principle of “nothing without us” drives everything we do at Accessibility Standards Canada, including relying on the knowledge and experiences of people with disabilities in the development of accessibility guidance. ,

3.4 Key Accessible Canada Act principles

The Act is to be implemented in recognition of, and in accordance with, the following principles:everyone must be treated with dignity;everyone must have the same opportunity to make for themselves the life they are able and wish to have;everyone must be able to participate fully and equally in society;everyone must have meaningful options and be free to make their own choices, with support if they desire;laws, policies, programs, services, and structures must take into account the ways that different kinds of barriers and discrimination intersect;persons with disabilities must be involved in the development and design of laws, policies, programs, services, and structures; andaccessibility standards and regulations must be made with the goal of achieving the highest level of accessibility. ,

3.5 United Nations Convention on the Rights of Persons with Disabilities

Canada joined the United Nations Convention on the Rights of Persons with Disabilities in 2010. The United Nations Convention protects and promotes the rights and dignity of persons with disabilities without discrimination, and on an equal basis with others. Parties to the United Nations Convention on the Rights of Persons with Disabilities are required to promote and ensure the full enjoyment of human rights of persons with disabilities including full equality under the law. The United Nations Convention on the Rights of Persons with Disabilities has served as the major catalyst in the global movement towards viewing persons with disabilities as full and equal members of society. The human rights approach has moved away from viewing persons with disabilities as subjects of charity, medical treatment and social protection. The United Nations Convention on the Rights of Persons with Disabilities, the Canadian Charter of Rights and Freedoms and the Canadian Human Rights Act were foundational human rights frameworks that support equity on which the Accessible Canada Act was built.

Note: This document was developed as a reference document for voluntary use. The voluntary guidance found in this document should not be interpreted as replacing or superseding, in whole or in part, obligations that entities must comply with. Also, fulfilling the voluntary guidance found in this document does not automatically fulfill obligations. These obligations include any obligations found in legislation, regulations, policies, directives, codes and/or other instruments that may apply to entities. It is the responsibility of users of this document to judge its suitability for their particular purpose. Whether you are a business owner (such as a client department, agency, or technical authority) or a procurement lead within an organization, this guide is intended to help you understand how to consider accessibility when defining the specifications for the procurement a good. ,

4.1 Definitions

For the purposes of this guide, the following definitions apply:End user - The final user who will use the procured good. End users can include any of the following user groups:People with disabilities.Members of the public.Businesses and private sector entities.Goods contract - A contract for the purchase of articles, commodities, equipment, goods, materials or supplies and includes a contract for the construction or repair of a vessel. Goods contracts may also include related deliverables that support the use of the good. These are referred to as “indirect deliverables.”Direct deliverables - The products that are purchased, rented, or otherwise acquired by a business and that end users interact with or use directly. This includes, but is not limited to:Furniture and fixtures.Equipment and tools.Electronics and technology.Communication materials.Vehicles and mobility devices.Software licenses and digital content packages.Example: A self-service touchscreen kiosk purchased for a customer service area.Indirect deliverables - the supporting materials or services that accompany or relate to the direct deliverable which may or may not be used directly by the end user.Example: instructional materials (e.g., manuals), support software, warranties, support services (e.g. training, customer service), setup services and packaging.Note: This guide uses the terms direct and indirect deliverables to distinguish between these components when applying accessibility requirements. Accessibility considerations apply to both. For example, even if the direct deliverable cannot be made accessible and comply with required standards, accompanying indirect deliverables must still be designed to avoid barriers. ,

4.2 Roles and responsibilities

The Business owner is typically the project lead, program authority, or requestor of the good within an organization. They are responsible for defining the intended outcomes of the procurement, including the operational requirements and for identifying how accessibility should be integrated. The Business Owner is also responsible for providing a clear and written explanation when accessibility requirements are not included in the specifications for a procurement.The Procurement lead, often referred to as the contracting authority, procurement officer, or buyer within an organization, is responsible for overseeing the procurement process. They are often responsible for preparing solicitation documents, ensuring compliance with legal and policy requirements, coordinating the evaluation process, and managing the contract. The Procurement Lead also ensures that the Business Owner considers accessibility and provides a written explanation when accessibility requirements are excluded from the specifications for the procurement. ,

4.3 Consultation and inclusivity

Where feasible, organizations are encouraged to consult with end users, including people with disabilities, to inform the identification of accessibility requirements. These consultations can help ensure that the direct and indirect deliverables are usable and inclusive. However, it is recognized that consulting end users for every individual procurement is not always practical or required.As well, organizations should aim to engage people with disabilities when developing standards or commodity guidance and templates for commonly purchased goods, ensuring that accessibility needs are meaningfully considered in advance. ,

4.4 Note on language

Throughout this guide, “you” refers to the individual or team responsible for the activities described in each step. These responsibilities may vary across organizations but generally align with the roles defined above. In smaller organizations, one person may fulfill multiple roles, and accessibility responsibilities may be assigned based on internal capacity or external support. ,

4.5 Step 1: Define your requirements

The first step is to understand the intended outcomes of the procurement and the operational requirements the good must meet, as well as the expected deliverables outlined in the contract. Developing a clear Statement of Work (SOW) or Statement of Requirements (SOR) will help you to consider:How end users are expected to interact with the good.What barriers they might experience when doing so.

4.5.1 Objective

The objective of step 1 is to identify the specifications for the procurement of the good. This includes not only the core functions of the good itself, but also the indirect deliverables, such as support services or instructional materials.

4.5.2 Questions to ask yourself to help identify accessibility requirements

The following questions are designed to help identify relevant accessibility requirements to include in the SOW or SOR. The following list of questions is not exhaustive and will vary depending on the good you are procuring.

4.5.2.1 Purpose of the good

What is the purpose of the good required? For example:Is it a physical product? (e.g., equipment, furniture, devices)Is it a digital product? (e.g., software, website, app)Will the good require information materials? (e.g., instruction manuals, reports, signage)Will the good require supporting services? (e.g., installation, maintenance, training)

4.5.2.2 End users

Who will use or interact with the good, now and in the future?External users, such as:Members of the public, including people with disabilities.Public sector employees (federal, provincial, municipal), including employees with disabilities.Non-profit organizations.Businesses and private sector entities.Internal users within your organization.Do the end users include people with disabilities?Note: These considerations may overlap with step 2, which focuses on identifying barriers. However, considering a broad range of end users early in the process helps ensure barriers are fully assessed in the next step.

4.5.2.3 Documentation, labelling, and packaging

Will the good be delivered with written material?If so, how will the material be presented? Some examples include:Formats: Braille, large print, high-contrast text, plain language.Digital accessibility: Screen reader compatibility, text-to-speech tools, structured headings.Labelling and packaging: Clear font, tactile markers, multilingual options.Note: Considering these examples at this stage helps lay the groundwork for defining the scope of the requirements and supports the development of effective solutions in step 4.

4.5.2.4 Digital access and support services

Will information about the good be available online?If so, will it be accessible via:A website?A mobile application?A public-facing or employee-facing portal?Will in-person, virtual or a combination of both be required?Will a help desk or customer service support be required?Will you need to conduct accessibility conformance testing or user testing?

4.5.2.5 Balancing accessibility with other requirements

Is it likely that accessibility requirements may conflict with other requirements such as:Security protocols.Functional specifications of the good being procured.If so, how will these conflicts be addressed and requirements prioritized?Note: Accessibility requirements must be defined early in the procurement process to ensure they are appropriately scoped and actionable. At this stage, consider any potential conflicts, such as with security protocols, or other functional specifications. This helps clarify how accessibility will be prioritized and integrated alongside other operational needs. Documenting these considerations supports informed decision-making and reduces the risk of inaccessible outcomes later in the procurement lifecycle.

4.5.3 Step 1 outcome

After completing step 1, you should have a clear understanding of the direct and indirect deliverables associated with the good, as well as where accessibility requirements should be applied. The key outcome is a written description of the good including its purpose and scope, the intended end users, and expected deliverables. Section 5.1.1 illustrates this step in the context of procuring an office printer. ,

4.6 Step 2: Identify barriers that end users may experience

Step 2 builds on the foundation established in step 1 by analyzing how end users may experience barriers when interacting with the good, including any indirect deliverables. This step involves:identifying the end users, both current and future; andassessing how the design or delivery of the good may limit accessibility or usability for some individuals.The findings from this step will inform the development of requirements for accessibility in the following steps.Note: A barrier exists when the design of a good, environment (physical or virtual), interaction or activity limits its access or use.

4.6.1 Objective

Step 1 helped identify:the specifications of the good;the end users (including people with disabilities); andthe indirect deliverables (e.g., support services, instructional materials) that may be needed.Step 2 builds on step 1 by analyzing how end users may experience barriers when interacting with the good.

4.6.2 Questions to ask yourself to identify barriers

The following questions are intended to help identify the barriers that the end users of the good may experience. While not every question will be relevant in all situations, considering these factors will help ensure the good is accessible to a broad range of users. This list of questions is not exhaustive and will vary depending on the good you are procuring.

4.6.3 Physical barriers

Physical barriers occur when the design in the built environment or the physical characteristics of goods prevent individuals from using or accessing the good.Note: While this step focuses on the accessibility of the good itself, it is equally important to consider the physical environment where the good will be placed. An accessible good that is installed in a location that cannot be reached or safely used by people with disabilities creates a barrier to use. Ensure that placement, clearance, and surrounding access routes are also reviewed for accessibility.

4.6.3.1 Questions to ask yourself

Will the good be difficult to use for people with disabilities?Is the good designed to be usable from different positions (e.g., standing, seated, or with assistive devices)?Does the design of the good allow for flexibility or adjustability to meet individual user needs?Are there physical elements (e.g., placement, height, reach range) that may restrict independent use of the good?

4.6.3.2 Examples of physical barriers

Goods or packaging that require fine motor skills to use, such as small buttons, zippers, or latches.Controls that require:Tight grasping, twisting, or pinching (e.g., bottle caps, fasteners, small knobs).A high level of force (e.g., stiff buttons, heavy doors, pressure-activated mechanisms).Two hands to operate, which may exclude users with one-handed use or limited coordination (e.g., a printer lid that must be held open with one hand while loading paper with the other).Goods that cannot be reached or operated from a seated position, such as high-mounted controls or non-adjustable kiosks.Items that cannot be adjusted to accommodate different users (e.g., an office chair with fixed armrests or a non-height-adjustable table).Unstable goods that shift or move during use, making them harder to operate with limited mobility or balance (e.g., lightweight desktop scanner that slides when buttons are pressed).Goods that are heavy, bulky, or awkward to carry, particularly for individuals with limited strength or one-handed use.Handles or grips that are too small, slippery, or poorly placed for stable handling.

4.6.4 Communication barriers

Communication barriers arise when information related to a good is presented in formats and language that are not accessible. This information includes instructions, materials, digital interfaces or customer support services. These barriers can prevent effective understanding, interaction, or information exchange which can negatively impact any end user.

4.6.4.1 Questions to ask yourself

Is the information related to the good (e.g., its use, instructions, and support) available in accessible formats and communicated in multiple ways (e.g., visual, auditory, tactile) to meet the needs of people with disabilities?Do visual materials (e.g., diagrams, infographics, signage) include text descriptions or alternative formats?Is the information related to the good (e.g., manuals, training materials) free from unnecessary jargon, abbreviations, and complex language?Are customer support and helpdesk interactions accessible across multiple channels (e.g., phone, email, chat, relay services)?Are training materials and related service communications free from unnecessary jargon, abbreviations, and complex language?If the information regarding the use of the good is only available digitally, will this create a barrier for end users with no internet access or who have low digital literacy?Can end users control or adjust the speed, timing, or format of messages, alerts, or instructions?

4.6.4.2 Examples of communication barriers include:

Digital interfaces associated with the goodTouchscreen interfaces that do not provide audio feedback or cannot be navigated without visual cues.Interfaces that rely solely on colour to convey information, which can exclude end users with colour vision deficiencies.Automated messages or alerts that are delivered too quickly, without options to replay, pause, or extend the display time.Videos that lack accessibility features, such as:sign language interpretation; andsubtitles, closed captions, or written transcripts.Customer support and helpdesk servicesCustomer support or help desk that are not available in different formats (e.g., in-person, over the phone, through email).Training services and learning materialsTraining materials that do not consider the different ways that people learn and retain information (e.g., auditory learners, visual learners, kinesthetic learners).Document-based deliverables (e.g., progress or final reports, emails, manuals, training materials) that:lack of plain language or structured formatting;use images without alternative (alt) text or descriptive captions;have low colour contrast between text and background, making reading or viewing images difficult;contain dense text without clear headings or breaks, making comprehension harder;use small or difficult to read fonts, or font types that are not accessible for participants using magnification; anduse complex language or figures of speech, sarcasm, euphemisms, technical jargon, undefined abbreviations, or passive voice, which can be harder to process.Printed and hard copy materialsHard copy documents, labelling, or instructions that do not include braille or tactile markers when digital alternatives are not feasible.

4.6.5 Environmental barriers

Environmental barriers occur when sensory irritants are present or can be due to the design of a space. These barriers may limit an individual’s comfort, focus, or ability to remain in a space.

4.6.5.1 Questions to ask yourself

Can the good be used safely and comfortably by someone that requires specific environmental considerations?Does it have any features, such as scents, sounds, lights, or textures that could cause discomfort or limit usability for some end users?Does the good emit any scent from materials, adhesives, coatings, or packaging that may trigger sensitivities?Are there any continuous or unexpected sounds (e.g., beeping, fan noise, startup tones) that may cause distress or fatigue for some end users with disabilities?Is there a way for end users to adjust or control sensory aspects (e.g., lighting, volume, materials)?Are non-essential features (e.g., decorative lighting, motion-triggered sounds) optional or removable?Do the materials and finishes address environmental health and sensory safety (e.g., low emissions, hypoallergenic)?Have other sensory impacts been considered, such as glare, surface textures, or air quality, especially for indoor use?Has the impact of prolonged exposure to the good (e.g., when placed near desks or workstations) on user comfort or health been considered?

4.6.5.2 Examples of environmental barriers

Air quality and chemical sensitivitiesGoods that emit strong scents, such as cleaning supplies, hand soaps, air fresheners.Goods that off-gas chemicals (e.g., adhesives, plastics, new furniture).Lighting conditionsLighting that is too bright, with no dimming controls.Note: A dimming feature also can help people with visual disabilities who may require bright lighting or those who are impacted by high levels of illumination.Unexpected or flashing lights (e.g., status indicators, startup animations) that can trigger sensory overload or migraines.Glare from high-gloss surfaces or screens, which can cause discomfort or limit visibility.Noise and disruptive soundsExcessive noise from goods, such as:loud ventilation systems, alarms, or machinery; andhand dryers or vacuums that emit high decibel levels.Temperature and physical environmentTemperature-related discomfort from goods that emit heat, lack ventilation, or are cold to the touch for extended use (e.g., plastic seating or chairs that retain heat from nearby radiators or sunlight, becoming uncomfortably warm or sticky for extended sitting periods).Surface textures and finishesSurface finishes that are overly rough, sharp, or sticky, which may be uncomfortable for end users with tactile sensitivities (e.g., a handheld tool or stylus with a sticky rubberized grip that attracts dust or residue and causes discomfort for users with texture aversions or sensory sensitivities).Clothing or fabric-based goods with irritating materials, tags, or seams.

4.6.6 Technological barriers

Technological barriers occur when digital tools, platforms or systems are not compatible with assistive technologies or do not conform to recognized accessibility standards. These barriers can prevent individuals from accessing, navigating, or using digital content and functions effectively. Technological barriers negatively impact people with disabilities.

4.6.6.1 Questions to ask yourself

Is the good delivered through technology or a digital platform, and if so, is it designed to:Support the use of assistive devices (e.g., screen readers, alternative input devices)?Provide alternate formats, such as audio or visual outputs?Does the good conform to recognized ICT accessibility standards (e.g., CAN/ASC - EN 301 549:2024 Accessibility requirements for ICT products and services)?Is the interface consistent and predictable across different functions or screens?Will end users be able to customize or adjust settings (e.g., font size, contrast, audio feedback) to meet their needs?Does the good work with older versions of assistive technologies, or require only the latest software to function properly?Will the good continue to be accessible when software is updated or when used with new devices or platforms in the future?

4.6.6.2 Examples of technological barriers

Inaccessible documents that adaptive technology cannot read, such as PDFs without proper tagging or Word documents created without the use of styles.Web-based tools or apps that have unlabelled buttons or icons, which screen readers cannot interpret, leading to unusable interfaces.Measuring tools that lack accessibility features, such as:scales that do not audibly announce the weight of an item placed on its platform or in a bowl; anddigital thermometers without an audio reading option.Devices that do not include features to support accessibility such as:magnification or contrast adjustment options; andvoice commands or screen readers.Alert systems that do not provide multimodal notifications, such as:fire alarms that rely on sound without flashing lights or vibrations; anddoorbell or key fob systems that emit audio alerts without visual or tactile feedback.Touchscreen devices without tactile or voice-based navigation options, making them inaccessible to end users with disabilities.Interfaces that require dragging, swiping, or multi-finger gestures, which may be difficult or impossible for end users with limited dexterity or those using alternative input devices.Interactive training tools or kiosks with actions having time-limited response that don’t allow end users to pause, repeat, or extend instructions.

4.6.7 Attitudinal and organizational barriers

Attitudinal and organizational barriers can also affect how accessibility is addressed during the development of procurement specifications. These barriers may be the result of a pre-existing bias or an organizational practice. These barriers have the potential to limit how accessibility requirements are identified, defined, or prioritized.Recognizing and addressing these barriers supports more inclusive outcomes and aligns with accessibility obligations under the Accessible Canada Act.

4.6.7.1 Attitudinal barriers

Attitudinal barriers result from a lack of understanding, awareness, and knowledge that reinforces stereotypes, biases, or misconceptions about disability and accessibility. These barriers can influence procurement decisions because we make assumptions about end users and undervalue the importance of accessibility when procuring goods.4.6.7.1.1 Questions to ask yourselfAre assumptions being made about what accessibility considerations entail (e.g., only considering mobility-related requirements)?4.6.7.1.2 Examples of attitudinal barriers in goods procurementAssumptions about user experiences:Assuming accessibility only applies to physical access.Discounting feedback from people with disabilities when evaluating the level of accessibility of a good.

4.6.7.2 Organizational barriers

Organizational barriers refer to policies, practices and norms that exist within the organization that exclude people with disabilities.4.6.7.2.1 Questions to ask yourselfAre there internal defaults (e.g., file formats for user manuals, labelling requirements, communication materials) that could create barriers?Does a procurement practice create barriers from certain businesses from participating? For example: A short timeline to respond to and submit a bid might discriminate against a business owned by a person with a disability who needs more time.4.6.7.2.2 Examples of organizational barriers in goods procurement:Established procurement practices and protocols.Internal templates for product labels, quick-start guides, or instructional materials that do not support plain language, high contrast visuals, or accessible formats. For example, goods-related documentation requirements may mandate the use of inaccessible formats (e.g., untagged PDFs).Templates used to collect information about the good that exclude accessibility:Templates that default to inaccessible formats or omit sections that prompt users to include accessibility features in specifications for goods (e.g., tactile markings, accessible interfaces, packaging design).

4.6.8 Helpful resources

Take the Gender-based Analysis Plus (GBA Plus) course to learn how various identities and social factors can influence how different people experience federal government initiatives.Consult the Digital Accessibility Toolkit webpage Designing accessible services to learn how to design for different disabilities.

4.6.9 Step 2 outcome

After completing step 2, you should have a clear understanding of the end user’s experience and the potential barriers they may encounter. This supports the development of accessibility requirements that help to prevent and remove those barriers. The key outcome is a documented accessibility barrier assessment based on end user needs and consultation. Section 5.1.2 illustrates this step in the context of procuring an office printer. ,

4.7 Step 3: Gather information

Step 3 builds on the findings from step 2 by using the barriers identified in step 2 to gather information to develop accessibility requirements for the good. This can include:Identifying applicable accessibility standards, guidelines and best practices.Understanding market capacity to deliver goods that include accessibility features (depending on the scope of the procurement).

4.7.1 Objective

The objective of step 3 is to collect and evaluate the information needed to develop accessibility requirements to include in the procurement specifications.

4.7.2 Questions to ask yourself when gathering information

The following questions aim to assist in gathering the necessary information to define accessibility requirements for the good. While not all questions may be applicable in every scenario, they serve as a useful framework for ensuring accessibility is integrated into the procurement process.What features of the good can include accessibility requirements? Consider all aspects, such as:Physical design (e.g., size, weight, grip force required).Digital interfaces (e.g., touchscreens, keypads, auditory or haptic feedback).Instruction manuals (e.g., plain language, accessible digital formats, availability of braille or large print).Labelling and packaging (e.g., high contrast text, tactile markers, braille).Digital tools or platforms used (e.g., virtual meeting tools, client portals, helpdesk systems).Reports, emails, and written deliverables (e.g., structured formatting, accessible digital formats, plain language).Will you need to conduct user and accessibility testing to ensure that the good is accessible?If yes: How will testing be structured?Will people with disabilities be involved in user testing?Are there accessibility conformance reports from the vendor?Can the vendor demonstrate experience delivering accessible goods?Have any third-party audits or certifications been completed?Are there national or international accessibility standards, guidelines, or best practices you can apply when developing requirements for the good (e.g., CAN/ASC - EN 301 549:2024 Accessibility requirements for ICT products and services)?If yes, who will conduct the accessibility conformance testing (for example, a technical specialist within your organization, or will you need to contract with a third party to provide this expertise)?What is the market capacity to deliver a good that meets the accessibility requirements and standards you have identified?Are there existing goods that meet accessibility standards, or will custom modifications be required?Have you considered how much time is required to evaluate bid submissions and the resulting deliverables?

4.7.3 Helpful resources

Guideline on making information technology usable by allICT accessibility requirements wizardDigital Accessibility ToolkitAccessible virtual eventsCreate documentGuide for including accessibility in Information and Communication Technology (ICT) related procurementGuidance on the accessible Canada Regulations – consulting persons with disabilitiesGuide to planning inclusive meetingsTo learn more about writing in plain language, please consult the following resources:Plain language writing resourcesCAN/ASC-3.1: Plain language

4.7.4 Step 3 outcome

After completing step 3, you should have gathered sufficient information to develop accessibility requirements that align with recognized standards and reflect what is available in the market. The key outcome is a summary of relevant accessibility standards, research related to the good, and supplier input. Section 5.1.3 illustrates this step in the context of procuring an office printer. ,

4.8 Step 4: Develop procurement requirements

Step 4 builds on step 3 by using the validated standards, market research, and supplier input to define clear and enforceable procurement requirements. This ensures accessibility is integrated into the specifications for the procurement, evaluation criteria, and resulting contract terms.

4.8.1 Objective

This step focuses on defining measurable compliance requirements, verifying accessibility claims, securing long-term supplier commitments. By developing clear requirements, a procurement process is created that drives accessibility innovation, reduces barriers, and ensures the good meets the needs of all end users, including people with disabilities.

4.8.2 Questions to ask yourself

These guiding questions help refine and finalize accessibility requirements to ensure they are enforceable and integrated throughout the procurement process. While not every question will apply in all cases, considering these aspects will help establish clear expectations and accountability for accessible procurement.Is it expected that the accessibility standards identified in step 3 will change throughout the duration of the contract?If yes, should the contract require the supplier to comply with updated or revised accessibility standards?If yes, would an amendment to the contract be needed to support these changes?How will it be confirmed that the good meets the accessibility requirements?When will it be confirmed that the good meets the accessibility requirements (e.g., at delivery, periodically, or throughout the contract)?If testing is planned, have any user or accessibility testing requirements been included?Will user testing that includes people with disabilities be conducted?Will accessibility conformance testing be conducted?How should suppliers demonstrate their compliance with the accessibility requirements?Should they provide certifications, conformance reports, or accessibility roadmaps?If requirements are included, will they be evaluated as part of the solicitation process?If yes, will accessibility requirements be mandatory or point rated technical evaluation criteria, or both?Has plain language been used to describe the requirements?Based on the results of the market analysis, are there suppliers who are able to meet the accessibility requirements or standards?If accessibility cannot be fully achieved at the time of bid closing, should the requirements include flexibility for implementing accessibility features in phases over time?

4.8.3 Develop accessibility requirements and evaluation criteria

Building on steps 1 through 3, this Section converts identified needs into enforceable accessibility requirements to include in your Statement of Work (SOW) or Statement of Requirements (SOR). It also provides you with guidance for the development of evaluation criteria for the solicitation process. 

4.8.3.1 Resulting accessibility requirements

Accessibility requirements should include minimum compliance expectations as well as any value-added features that enhance inclusive use. Key areas may include:Compliance with recognized standardsRequirements should reference applicable standards identified in step 3 (e.g., CAN/ASC - EN 301 549:2024 Accessibility requirements for ICT products and services for deliverables relating to information and communication technology, CSA/ASC B651:23 Accessible design for the built environment for deliverables relating to the physical or built environment).Ensure that the contract includes clauses requiring the supplier to maintain compliance with accessibility standards over the duration of the contract.Implementation roadmapIf full compliance with accessibility requirements cannot be achieved at bid closing, the resulting contractor must provide a roadmap, plan, or timeline showing how compliance will be achieved during the contract period.Physical design and controlsThe good should be usable by individuals with a range of abilities. Requirements may address:Size, weight, and stability.Force required to operate components.Reach range, height, and adjustability.Visual contrast or tactile cues.User interface and interaction methodsIf the good includes a digital interface (e.g., touchscreen, app, or software), it should be compatible with assistive technologies and meet digital accessibility standards.Instructions and documentationInformation related to the good including operating manuals and quick-start guides should be available in accessible format and conform to the CAN/ASC - EN 301 549:2024 Accessibility requirements for ICT products and services.User testing and feedback integrationWhere appropriate, requirements may include testing with people with disabilities during development and delivery of the good.Ensure the contract includes a requirement to integrate and respond to feedback obtained from user testing.Responding to accessibility issuesInclude requirements for the supplier to respond to and resolve end users’ accessibility complaints within the contract period. This may require the supplier to implement a feedback mechanism to:receive reports of accessibility issues from end users;resolve reported accessibility issues; andinform the procurement lead of all reported accessibility issues and their resolution.

4.8.3.2 Evaluation criteria

Accessibility should be reflected in mandatory and point-rated evaluation criteria. These may include:Mandatory requirements, which could include:Demonstrating compliance with accessibility requirements.Providing evidence of how the proposed good meets the standards and requirements identified in step 3.Point-rated criteria, which could include awarding points for:Features or approaches that exceed minimum accessibility requirements.Demonstrated experience delivering accessible goods and services.Evaluation process, which could include:Determining whether to conduct user testing with people with disabilities or accessibility conformance testing, or both.While this section focuses on defining requirements and evaluation criteria, additional accessibility considerations may be included and are covered in Section 4.8.4 Other considerations.

4.8.4 Other considerations

Review and assess the contracted deliverables to ensure they meet the accessibility requirements specified in the resulting contract.Develop a budget to include accessibility conformance testing, end user testing, and other validation requirements (if applicable) into the project plan.Consider including a clause in the solicitation to allow bidders to propose improvements to accessibility requirements during the solicitation process.Ensure that solicitation documents are written in plain language and make them available in accessible formats.If the supplier is required to work on-site at Canada’s location, ensure the work site (location, parking, workstation, etc.) is accessible.Ensure that any virtual or in-person industry engagement activities (e.g., industry days, one-on-one meetings) are inclusive and accessible.Determine accommodation requirements for any mandatory site visits.

4.8.5 Step 4 outcome

After completing step 4, you should have a finalized set of accessibility specifications that ensure accessibility is maintained throughout the contract lifecycle. Section 5.1.4 illustrates this step in the context of procuring an office printer. ,

4.9 Justifying the absence of accessibility requirements

Business owners within an organization should always begin the procurement planning process assuming that accessibility applies to their good or service. While it may not always be possible to include accessibility requirements in a procurement, excluding accessibility requirements should be the exception, not the norm. A decision to exclude requirements for accessibility should be taken only after analysis and consultation.When requirements for accessibility are excluded from the specifications for a procurement, the business owner must explain the rationale for this decision. This is currently a mandatory requirement in the context of Government of Canada procurement in accordance with clauses 4.2.7.1 and 4.2.7.1.1 of the Directive on the Management of Procurement.This justification should demonstrate that the business owner has:assessed the good or service for potential accessibility barriers and impacts on people with disabilities;researched applicable accessibility standards and best practices;consulted with people with disabilities and accessibility experts;engaged the market to explore the feasibility of including accessibility requirements;considered alternative ways to enhance accessibility even if requirements are not included;assessed the risks and implications of not addressing accessibility, such as legal, financial, reputational, and human rights risks; anddeveloped a plan to address accessibility barriers through other means such as training, support services, or complementary initiatives.Procurement leads should work closely with their business owners to ensure they explore opportunities to incorporate accessibility. The procurement lead ensures that the written justification is kept in the procurement file.

5.1 Procuring an office printer: Applying the four-step process

Your organization needs to procure new multifunction office printers for use by its employees. To ensure compliance with the Accessible Canada Act (ACA) and relevant accessibility standards, you apply the four-step process outlined in this guide to embed accessibility throughout the procurement lifecycle.This scenario is provided for illustrative purposes only. Accessibility must be considered for each procurement.

5.1.1 Step 1: Define your requirements

This step aligns with the guidance in Section 4.5, step 1 and illustrates how the principles identified in this step are applied in practice within this scenario.You begin by identifying the requirements of the printer, including how it will be used and by whom. This includes considering how end users will interact with the printer in everyday settings. The goal is to ensure that the printer can be operated independently and effectively by all employees, including employees with disabilities.

5.1.1.1 Understanding end user interactions

The printer will be used by employees, including employees with disabilities that may include but are not limited to mobility, dexterity, visual, and cognitive disabilities.End users may interact with the printer through physical components (e.g., paper trays, control panels), touchscreen interfaces, and associated digital printing software.

5.1.1.2 Accessibility-related requirements

Note: Accessibility-related requirements are included at this stage to ensure accessibility is embedded from the outset as a core aspect of how the good must function. Identifying these requirements early helps shape performance expectations, inform technical specifications, and support equitable use by all end users, including people with disabilities.User interface: Large tactile buttons, voice-guided navigation, customizable contrast and font size.Physical adjustments: Height-adjustable (to allow seated or standing access) or wheelchair-accessible placement, trays and lids operable with one hand and minimal force.Information access: Screen reader compatibility, alternative digital access via a mobile app or screen reader compatible computer software.Support services: Clear plain-language instructions, remote assistance options, accessible troubleshooting guides.Conformance: Alignment with accessibility standards such as:CAN/ASC - EN 301 549:2024-Accessibility requirements for ICT products and services for all information and communication technology-related componentsCAN/ASC-1.1-Employment:2024 (REV2025) for employment-related goodsCAN/ASC-3.1-Plain Language for communication.CSA/ASC B651:23 Accessible design for the built environment for physical environments, as applicable.The outcome of step 1 is a documented description of the printer’s functional scope, including how it will be used, who will use it, and any supporting materials or services (indirect deliverables) required.

5.1.2 Step 2: Identify barriers that end users may experience

This aligns with the guidance in Section 4.6, step 2 and illustrates how those principles are applied in practice within this scenario.To assess potential accessibility barriers, you should consult with:Employees with disabilities.Internal accessibility specialists.Human resources and learning and development staff.External accessibility consultants and advocacy organizations.Employees from various departments who have participated in past training sessions.

5.1.2.1 Assessment of identified barriers

5.1.2.1.1 Physical barriersControls or screens positioned too high for seated users.Buttons requiring fine motor skills, sharp eyesight, precise dexterity or excessive force.Paper trays or lids that require tight grasping.Printer surfaces that shift or tip during use, making operation unstable for some end users.5.1.2.1.2 Communication barriersSmall display screens with unclear messages.Printed manuals only in small-font hard copy.Lack of alternative formats for user materials, such as versions of manuals or instructions in plain language, accessible digital content, or Braille. Lack of audible alerts for errors.Status indicators (e.g., “low ink,” “paper jam”) presented only visually without audio or tactile feedback.Use of technical jargon in setup instructions without plain language alternatives.5.1.2.1.3 Environmental barriers Strong-smelling inks or materials. High noise output from printing functions.Flashing indicator lights with no brightness controls.Printer heat output affecting comfort during prolonged use.Glossy surfaces or screens creating glare in well-lit environments. 5.1.2.1.4 Technological barriersTouchscreens incompatible with screen readers.No voice command options.Scanned documents produced by the printer do not include Optional Character Recognition (OCR), making the content inaccessible to assistive technologies (e.g., screen readers cannot read a scanned letter or form if the text is not machine-readable).Web interfaces that don’t meet digital accessibility standards.Interfaces that rely on drag-and-drop or multi-touch gestures, limiting access for end users with motor disabilities.No support for adjusting settings like text size, contrast, or input preferences.Note: While this step focuses on the accessibility of the printer itself, it is also essential to consider the workspace where the printer will be installed. For example, a height-adjustable or tactile-interface printer still presents a barrier if it is placed in a narrow hallway, under a counter, or in a space without sufficient clearance for wheelchair users or individuals using mobility aids. Ensure that placement, maneuvering space, and surrounding surfaces are accessible to support independent use.The outcome for step 2 is a barrier assessment that identifies potential accessibility challenges end users may face when interacting with the printer, including physical, communication, environmental and technological barriers.

5.1.3 Step 3: Gather information

At this stage, you will collect the information needed to develop specific accessibility requirements for the printer. This involves reviewing applicable standards, consulting with experts, and evaluating the accessibility features available in the market. This aligns with the guidance in Section 4.7, step 3 and illustrates how those principles are applied in practice within this scenario.To support this process:Review relevant accessibility standards, including:CAN/ASC - EN 301 549:2024-Accessibility requirements for ICT products and services for all information and communication technology-related components.CAN/ASC-1.1-Employment:2024 (REV2025) for employment-related goods.CAN-ASC-2.3 - Draft Version: Model Standard for the Built Environment – Accessibility for Federally Regulated Entities as Defined in the Accessible Canada Act - Accessibility Standards Canada for physical environments, as applicable.CAN/ASC-3.1-Plain Language for communication.CSA/ASC B651:23 Accessible design for the built environment for physical environments, as applicable.Consult a subject-matter experts to identify best practices and capabilities of available printers.Issue a Request for Information (RFI) to assess the market’s ability to meet accessibility needs.Engage accessibility advisors or staff with disabilities to gain insight into real-world usability of available printer models.Review other procurements that have successfully integrated accessibility features.During this process:Verify accessibility features, such as screen reader compatibility, tactile controls, voice navigation, and OCR functionality.Confirm the accessibility of support materials and services, including user manuals, training content and customer service, ensuring they are available in accessible formats (e.g., plain language, tagged PDFs, large print, captioned videos).Evaluate whether suppliers are able to meet the desired accessibility requirements and identify any gaps that may require adaptation or further innovation.Assess whether accessibility features can be implemented immediately or whether a phased implementation plan is needed.Request or review documentation for the good such as accessibility conformance reports (e.g., Voluntary Product Accessibility Template (VPATs)) or demos of the accessibility features.The outcome of step 3 is a summary of relevant accessibility standards, available features of the good, and supplier capabilities that will inform the development of accessibility requirements to include in the specifications for the procurement.

5.1.4 Step 4: Develop procurement requirements

Based on the information gathered in steps 1 through 3, you develop a clear and comprehensive set of accessibility requirements to be included in the specifications and evaluation criteria. This aligns with the guidance in Section 4.8, step 4 and illustrates how those principles are applied in practice within this scenario.The accessibility requirements are structured around the following key areas:Compliance with standards.Accessible user interface.Multimodal learning and support.User testing.These categories are supported by detailed technical specifications.

5.1.4.1 Physical requirements

Controls operable from seated position.Large, easy to press buttons that require minimal force.Trays and lids operable with one hand, without twisting or grasping.Output bin location reachable from a seated position.Status lights or indicators (e.g., paper jam, ink low) placed within accessible reach/viewing angles.Front-facing access to controls, trays, and jam areas, to avoid requiring end users to reach around the device.

5.1.4.2 Communication requirements

High contrast and plain language on-screen messages.Volume-adjustable audio alerts (e.g., for print job confirmation, errors, or readiness).Instructional content provided in plain language, large print, tagged PDFs, and Braille (if requested).Multilingual on-screen display options, including simplified language settings.Consistent use of images and symbols alongside text to help end users with low literacy or cognitive disabilities interpret options.

5.1.4.3 Environmental and sensory requirements

Low noise operation or adjustable audio.Low-VOC (volatile organic compound) materials; avoid strong-smelling ink or toner.Adjustable screen brightness; avoid flashing lights.Matte or anti-glare display surface.

5.1.4.4 Technological requirements

Touchscreens that support screen readers and voice commands.OCR functionality required for scanning.Web-based interfaces that comply with digital accessibility standards.Mobile device compatibility that supports accessible apps (e.g., screen reader-friendly companion app).Braille-ready output options (e.g., ability to integrate with third-party Braille embossers if required).Keyboard or alternate input port that allows connection of an accessible input device instead of relying solely on touchscreen input.Firmware that supports accessibility standards (e.g., software updates don’t remove accessible features or introduce inaccessible elements).

5.1.4.5 Evaluation criteria

Mandatory Requirements: Bidders must demonstrate conformance to minimum accessibility requirements.Point-Rated Criteria: Additional points awarded for features exceeding minimum accessibility requirements.

5.1.4.6 Other considerations

The contract includes clauses requiring the supplier to maintain conformance with evolving accessibility standards over the contract period.The contract includes a feedback mechanism for end users to report accessibility issues and ensures a process for resolution.A budget is allocated for periodic accessibility audits and end user testing to validate conformance.The outcome of step 4 is a finalized set of accessibility specifications, evaluation criteria, and contract clauses that ensure accessibility is considered, measurable, and enforceable throughout the procurement and contract lifecycle.

5.1.5 Outcome

By following this structured approach, the organization successfully procures a printer that limits barriers and promotes inclusion. This helps to ensure that all end users can use the device independently and effectively.

This checklist supports the application of the four-step process described in the guide. It is designed to help you document due diligence and ensure accessibility is considered throughout the procurement lifecycle.This checklist should be used in conjunction with the full guide. Referring to the checklist alone does not replace the need for thoughtful engagement with the guidance and scenario presented in each step throughout clauses 4 and 5. Effective integration of accessibility requires a comprehensive understanding of the process outlined throughout the document.While this checklist provides a strong foundation, it is not exhaustive. Additional or modified checklist items may be necessary depending on the nature and complexity of the good being procured. ,

6.1 Step 1: Define your requirements

Have you clearly defined the purpose of the direct deliverable?Have you identified the end users, including people with disabilities?Have you documented how end users will interact with the good in everyday use?Have you considered indirect deliverables (e.g., instructional materials, support services)?Have you considered how the physical environment may impact the accessibility (e.g., placement, reach, lighting)?Have you documented any assumptions or limitations related to end user diversity or accessibility needs?Have you considered future or evolving accessibility needs (e.g., software updates, changes in the existing end user base)? ,

6.2 Step 2: Identify barriers

Have you conducted a barrier assessment across the following types:Physical (e.g., placement of controls).Communication (e.g., language, formats).Environmental (e.g., noise, lighting, sensory triggers).Technological (e.g., web-based interfaces, touchscreens).Attitudinal (e.g., assumptions).Organizational (e.g., systemic barriers).Have you consulted with end users including people with disabilities or organizations representing people with disabilities?Have you consulted functional staff (e.g., IT, facilities) about potential barriers in the deployment or use of the good?Have you reviewed the accessibility features and performance of similar goods?Have you documented how each identified barrier could affect end users and possible strategies to address them? ,

6.3 Step 3: Gather information

Have you reviewed applicable accessibility standards and best practices, such as:CAN/ASC - EN 301 549:2024 Accessibility requirements for ICT products and services.CSA/ASC B651:23 Accessible design for the built environment.Have you engaged subject matter experts to understand market capacity?Have you issued a request for information (RFI) or other market-sounding tools to gather supplier input on accessibility?Have you obtained or reviewed Accessibility Conformance Reports (ACRs), VPATs, or sample deliverables?Have you verified availability of assistive features (e.g., tactile input, OCR, screen reader support)?Have you assessed whether support materials (manuals, training, customer support) are available in accessible formats?Have you identified whether accessibility features can be phased in over time or adapted post-purchase? ,

6.4 Step 4: Develop final accessibility requirements and evaluation criteria

Have you developed specific, measurable and enforceable accessibility requirements that will address the identified needs and barriers?Have you organized accessibility requirements by relevant barrier types (e.g., physical, communication, technological)?Have you developed evaluation criteria that assess accessibility, such as:mandatory compliance with standards;point-rated features that go beyond minimum standards; andpoint-rated usability testing of accessibility features?Have you clearly defined contract clauses to require:ongoing conformance with current accessibility standards;feedback mechanisms for end users to report accessibility issues, and requirements for contractors to remediate; andaccessibility training for end users, which can also include training for end users with disabilities who require additional information on the accessibility features of a good (if applicable)?Have you ensured that the bid evaluation team understands how to assess accessibility-related responses provided by bidders?Have you planned for how accessibility performance will be monitored, audited, or updated during the contract period? ,

6.5 If accessibility requirements are not included

Have you prepared a written justification explaining why accessibility requirements were not included in the procurement?Does the justification document the steps taken, such as:Consultation with end users and people with disabilities?Review of relevant accessibility standards and best practices?Engagement with suppliers to assess market capacity?Have you assessed and documented any risks (e.g., operational, reputational) associated with excluding accessibility?Have you considered alternative ways to enhance accessibility?Have you developed a plan to address accessibility barriers through other means such as training, support services, or complementary initiatives?Has the justification been reviewed and approved by procurement officials, senior management, or those with the authority to approve purchases, and is it retained in the procurement file?Note: This Section applies only in cases where accessibility requirements are not included. See Section 4.9 of this guide. , For more information, or for alternative formats, contact:Accessibility Standards Canada320 Saint-Joseph Boulevard, Suite 246Gatineau, QC J8Y 3Y81-833-854-7628accessible.canada.ca© His Majesty the King in Right of Canada, as represented by the Minister responsible for the Accessible Canada Act, 2025.Catalogue number AS4-44/2025E-PDFISBN ISBN 978-0-660-78243-0