===== PAGE 1 ===== Proposal # Accessibility proposal for Cotswold District Council PDF Remediation (Keep Up) + HTML Conversion · 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 wants to reduce its reliance on PDFs, but staff continue to favour the format and the website contains a substantial historic estate. Beth is balancing document checks and corrections with reviewing older content, leaving less time for wider website improvements. What matters is giving residents an easier way to access information while reducing the manual effort required from a small team. Beth highlighted that some content currently presented as PDFs would be better suited to a webpage, but converting that content individually would create another significant task. Combining new-document remediation with PDF Intercept would support both priorities. Remediation would improve new PDFs as they are published, while Intercept would provide HTML versions of documents across the agreed website scope without requiring each one to be manually rebuilt as a webpage. This offers a practical way to improve access across the existing estate alongside ongoing remediation. Historic source PDFs would remain unremediated under this option, so any requirement to improve those files would remain part of the Council's wider plan. — 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 Intercept	£10,440
Every PDF, existing and new, as an accessible web page on demand.	a year
5,901 PDFs
PDF Remediation (keep-up)	£13,170
Remediates new PDFs as they're published, so your backlog stops growing.	a year
16,263 new pages a year
	Subtotal, year 1	£23,610
	Recurring, year 1	£23,610
	Year 1 total	£23,610

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

Document Remediation
PDF Intercept	£10,440
Every PDF, existing and new, as an accessible web page on demand.	a year
5,901 PDFs
PDF Remediation (keep-up)	£13,170
Remediates new PDFs as they're published, so your backlog stops growing.	a year
16,263 new pages a year
	Subtotal, year 2	£23,610
	Recurring, year 2	£23,610
	Year 2 total	£23,610

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

Document Remediation
PDF Intercept	£10,440
Every PDF, existing and new, as an accessible web page on demand.	a year
5,901 PDFs
PDF Remediation (keep-up)	£13,170
Remediates new PDFs as they're published, so your backlog stops growing.	a year
16,263 new pages a year
	Subtotal, year 3	£23,610
	Recurring, year 3	£23,610
	Year 3 total	£23,610

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

The whole plan

What's included	Year 1 Products only	Year 2 Products only	Year 3 Products only
Document Remediation
PDF Intercept	✓	✓	✓
PDF Remediation (keep-up)	16,263 pages	16,263 pages	16,263 pages
Recurring	£23,610	£23,610	£23,610
One-off	—	—	—
Year total	£23,610	£23,610	£23,610

Contract total · 3 years		£70,830
Year 1, on signature		£23,610
Year 2		£23,610
Year 3		£23,610

===== 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	PDF Remediation (Keep Up) + HTML Conversion (Products only)
Term	3 years, starting on the date the order form is signed
Contract value	£70,830 excluding VAT: £23,610 a year
Payment	Invoiced annually in advance, starting when the order form is signed.
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.