How to Write a Higher Ed Web Development RFP with Accessibility Requirements

Leave with a practical RFP template built to pass accessibility, legal, and technology audits.

Why Accessibility Matters in Higher Ed Web RFPs

Accessibility has become a central concern in higher education web projects. Students, faculty, staff, and community members use campus sites for essential services and communications. Ensuring your new website meets accessibility standards is both a matter of equity and good governance. Thorough accessibility requirements protect your institution from avoidable compliance issues and barriers for users with disabilities.

Essential Components of a Higher Ed Web Development RFP

• Compliance Requirements: List required web accessibility standards (e.g., WCAG 2.1 AA), cybersecurity, privacy, and your own institutional IT policies.
• Functional Needs: Describe everything from events calendars to academic catalogs and user profiles, broken down by user role and device.
• Performance Expectations: Define requirements for uptime, hosting, page load speed, and disaster recovery.
• Vendor Qualifications: Request evidence of relevant higher ed experience and accessibility achievements.
• Project Phases & Deliverables: Outline all deliverables, including design prototypes, development iterations, accessibility testing periods, launch protocols, and handoff documentation.

Writing Concrete Accessibility Requirements

A web RFP must go beyond vague statements. Specify which accessibility standards are non-negotiable, reference your state and federal obligations, and detail how accessibility will be evaluated at each project stage. Request documented accessibility testing and audits as appropriate.

Technical and Integration Considerations

Be clear around CMS preferences, authentication systems (e.g., SSO, LDAP), integrations (such as payment gateways or course catalogs), and support for mobile and assistive technology. Document these requirements so bidders build accessible solutions that won’t result in after-the-fact retrofits.

Vendor Selection and Proof of Accessibility Experience

• Ask for evidence of prior higher education web work where accessibility was addressed
• Request real audit artifacts and process descriptions. Inquire about accessibility reporting methods, remediation steps, and how accessibility is embedded in their workflow.

Maintaining Accessibility Post-Launch

Include language emphasizing the importance of accessibility maintenance. Ask vendors about content governance, ongoing monitoring, and documentation of accessibility fixes. Internal ownership and periodic reviews are valuable for keeping your site compliant.

Streamlining Review with Weighted Scoring

Define review criteria such as accessibility, technical proficiency, timeline, ongoing support, and cost. Require clear evidence for each scoring segment to support efficient, unbiased vendor evaluation.