===== PAGE 1 ===== Proposal # Accessibility proposal for Cotswold District Council Full PDF Remediation (Keep up + Catch Up) · Selected products Prepared for Bethany Holder, Cotswold District Council Reference RM-20261104-CDC v1 · issued 4 November 2026 Prepared by Will Batchellor · will.batchellor@reciteme.com Valid until 4 December 2026 ===== PAGE 2 ===== # What we found, and the option we've prepared Cotswold District Council faces two connected challenges: keeping new documents accessible and addressing a substantial historic backlog. The crawl identified nearly 6,000 PDFs comprising more than 134,000 pages, while the demonstration highlighted issues with tagging, tables and navigation in a sample planning document. What matters is improving access to information residents already rely on while making future publishing sustainable. Beth highlighted particular concerns about information intended for disabled residents and planning documents that need to remain available. These existing documents require attention alongside the ongoing flow of new content. Combining historic and new-document remediation builds on the minimum coverage by addressing both areas. It would reduce the manual effort involved in correcting retained documents while establishing a consistent process for new publications. The historic programme can be prioritised and phased around available resources, with the final scope agreed after reviewing what should be retained, removed or archived. This gives the Council a structured way to reduce existing barriers without having to tackle the entire backlog at once. — Will Batchellor, Recite Me ## Your estate

Visits a month	Pages	PDFs	PDF pages
72,000	60,000	5,901	134,688
across 1 website	across the estate	documents found	≈ 16,263 new a year

## Your exposure: High Set by PSBAR 2018 and Equality Act 2010.

PSBAR 2018	Public sector websites and apps must meet set accessibility standards and publish an accessibility statement.
Equality Act 2010	A legal duty to make reasonable adjustments so disabled people are not disadvantaged, online included.

===== PAGE 3 ===== ## Selected products Products without a full programme The products you've chosen, without a programme of checks. ===== PAGE 4 ===== ## Year 1 Products without a full programme Products without a full programme

Document Remediation
PDF Remediation (keep-up)	£13,010
Remediates new PDFs as they're published, so your backlog stops growing.	a year
16,263 new pages a year
PDF Remediation (catch-up)	£25,200
Remediates the documents your services depend on, prioritised by use.	one-off
31,500 pages in active use
	Subtotal, year 1	£13,010
	Recurring, year 1	£13,010
	One-off, year 1	£25,200
	Year 1 total	£38,210

===== PAGE 5 ===== ## Year 2 Products without a full programme Year 2 continues as year 1.

Document Remediation
PDF Remediation (keep-up)	£13,010
Remediates new PDFs as they're published, so your backlog stops growing.	a year
16,263 new pages a year
PDF Remediation (catch-up)	£25,200
Remediates the documents your services depend on, prioritised by use.	one-off
31,500 pages in active use
	Subtotal, year 2	£13,010
	Recurring, year 2	£13,010
	One-off, year 2	£25,200
	Year 2 total	£38,210

===== PAGE 6 ===== ## Year 3 Products without a full programme Year 3 continues as year 2.

Document Remediation
PDF Remediation (keep-up)	£13,010
Remediates new PDFs as they're published, so your backlog stops growing. 16,263 new pages a year	a year
PDF Remediation (catch-up)	£24,800
Remediates the documents your services depend on, prioritised by use. 31,000 pages in active use	one-off
	Subtotal, year 3	£13,010
	Recurring, year 3	£13,010
	One-off, year 3	£24,800
	Year 3 total	£37,810

===== PAGE 7 =====

The whole plan

What's included	Year 1 Products only	Year 2 Products only	Year 3 Products only
Document Remediation
PDF Remediation (keep-up)	16,263 pages	16,263 pages	16,263 pages
PDF Remediation (catch-up)	31,500 pages	31,500 pages	31,000 pages
Recurring	£13,010	£13,010	£13,010
One-off	£25,200	£25,200	£24,800
Year total	£38,210	£38,210	£37,810

Contract total · 3 years	£114,230
Year 1, on signature	£38,210
Year 2	£38,210
Year 3	£37,810

===== PAGE 8 ===== ## In closing Thank you, Beth, for sharing the challenges so openly and taking the time to explore the options. I nese proposals, together with the demonstration examples and portal screenshots, will support your discussion with your manager on Friday 6 November. Our follow-up the following week will be an opportunity to review that feedback, answer outstanding questions and agree whether there is a suitable, affordable route forward. If an option is approved, the next steps will be to confirm document volumes, agree priorities and any phased approach to historic content, and set an implementation timetable with the relevant colleagues. — Will Batchellor, Recite Me ## Next steps ## 1 Agree your option Tell us which option suits you, or what you'd like changed, and we'll update this proposal. ## 3 Onboarding kick-off Your customer success manager sets up the products and agrees priorities with your team. ## 2 Sign the order form We send an order form for the agreed option, with your legal and billing details. ## 4 First check-in Your customer success team reviews how the products are being used and agrees next steps with you. ## Heads of terms

Option	Full PDF Remediation (Keep up + Catch Up) (Products only)
Term	3 years, starting on the date the order form is signed
Contract value	£114,230 excluding VAT: £13,010 a year, plus £75,200 one-off
Payment	Invoiced annually in advance, starting when the order form is signed. One-off fees are included in the first invoice.
Renewal	Remediation volumes are reviewed with your customer success manager at renewal.
Valid until	4 December 2026
Agreement	Subject to the Recite Me Master Services Agreement: one set of terms for every product and programme. Once it's signed, any addition or change is made with a one-page order form.