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Proposal
Accessibility proposal for Cotswold District Council
PDF Remediation - Keep Up Only · Selected products
Prepared for Bethany Holder, Cotswold District Council
Prepared by Will Batchellor · will.batchellor@reciteme.com Valid until 4 December 2026
Reference RM-20261104-CDC v1 · issued 4 November 2026 Prepared by Will Batchellor · will.batchellor@reciteme.com Valid until 4 December 2026
Executive summary
What we found, and the option we've prepared
Cotswold District Council is working to improve website accessibility, but checking and correcting PDFs falls largely to Beth alongside wider website and communications responsibilities. Staff continue to submit documents for publication, creating an ongoing workload that is difficult to sustain through manual checks alone.
What matters is making newly published information accessible to residents without placing further pressure on limited resources. With approximately 16,000 new PDF pages projected annually, a more efficient process would free Beth to focus on improving website content, communications and the overall resident experience.
Remediating new documents provides the minimum acceptable level of coverage for this proposal. It establishes a consistent process for addressing accessibility issues in new publications, reduces repetitive manual work and helps prevent the existing backlog from growing. Historic documents would remain a separate workstream, allowing the Council to prioritise that review alongside a more manageable approach to ongoing publishing.
- Will Batchellor, Recite Me
Your estate
Visits a month Pages
PDFs
72,000 across 1 website
PDF pages 134,688 ≈ 16,263 new a year
60,000
5,901
across the estate documents found
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.
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.
A legal duty to make reasonable adjustments so disabled people are not disadvantaged, online included.
Selected products
Products without a full programme
The products you've chosen, without a programme of checks.
Year 1
Products without a full programme Products without a full programme
Document Remediation
PDF Remediation (keep-up) £13,170
Remediates new PDFs as they're published, so your backlog stops growing. 16,263 new pages a year a year
Subtotal, year 1 £13,170
Recurring, year 1 £13,170
Year 1 total £13,170
Year 2
Products without a full programme Year 2 continues as year 1.
Document Remediation
PDF Remediation (keep-up) £13,170
Remediates new PDFs as they're published, so your backlog stops growing. 16,263 new pages a year a year
Subtotal, year 2 £13,170
Recurring, year 2 £13,170
Year 2 total £13,170
Year 3
Products without a full programme Year 3 continues as year 2.
Document Remediation
Document Remediation
PDF Remediation (keep-up) £13,170
Remediates new PDFs as they're published, so your backlog stops growing. 16,263 new pages a year a year
Subtotal, year 3 £13,170
Recurring, year 3 £13,170
Year 3 total £13,170
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 |
| Recurring | £13,170 | £13,170 | £13,170 |
| One-off | — | — | — |
| Year total | £13,170 | £13,170 | £13,170 |
Contract total · 3 years £39,510
Year 1, on signature £13,170
Year 2 £13,170
Year 3 £13,170
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
2 Sign the order form
Tell us which option suits you, or what you'd like changed, and we'll update this proposal.
We send an order form for the agreed option, with your legal and billing details.
3 Onboarding kick-off
4 First check-in
Your customer success manager sets up the products and agrees priorities with your team.
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 Only (Products only) |
|---|---|
| Term | 3 years, starting on the date the order form is signed |
| Contract value | £39,510 excluding VAT: £13,170 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. |