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Proposal

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

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.

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

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.

Products without a full programme

The products you've chosen, without a programme of checks.

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

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

Products without a full programme Year 3 continues as year 2.

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

Contract total · 3 years £39,510

Year 1, on signature £13,170

Year 2 £13,170

Year 3 £13,170

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.

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.

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.