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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 managing a substantial digital estate, with nearly 6,000 PDFs comprising more than 134,000 pages. Checking and correcting documents falls largely to Beth alongside wider website and communications responsibilities. The demonstration highlighted underlying accessibility issues that can remain undetected through the current checks, despite the work already being undertaken.
Based on the scale of this estate and the investment required, our recommendation is to prioritise new documents through a three-year Keep Up remediation programme. Remediating the entire historic backlog now would, in our view, be a disproportionate initial investment.
With approximately 17,000 new PDF pages projected annually, Keep Up would establish a funded programme for addressing accessibility as documents are published. Remediation reports and review of the outputs would provide evidence of improvements, reduce repetitive administration and support more consistent access for disabled and vulnerable residents. The three-year term also lowers the annual price compared with the initial estimate.
Historic content would remain subject to a separate review, including what should be retained, removed or prioritised because residents need it. Where the Council’s documented assessment supports a disproportionate burden claim, this should be explained in its accessibility statement, with accessible alternatives available when needed. Historic remediation could be added later as priorities and resources change.
- Will Batchellor, Recite Me
Your estate
Visits a month Pages PDFs
Pages 60,000 across the estate
PDF pages 134,688 ≈ 17,000 new a year
72,000 60,000 5,901
across 1 website
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.
Equality Act 2010 Public sector websites and apps must meet set accessibility standards and publish an accessibility statement.
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
Document Remediation
PDF Remediation (keep-up) £13,660
Remediates new PDFs as they're published, so your backlog stops growing. 17,000 new pages a year a year
Subtotal, year 1 £13,660
Recurring, year 1 £13,660
Year 1 total £13,660
Year 2
Products without a full programme Year 2 continues as year 1.
Document Remediation
PDF Remediation (keep-up) £13,070
Remediates new PDFs as they're published, so your backlog stops growing. 16,263 new pages a year a year
Subtotal, year 2 £13,070
Recurring, year 2 £13,070
Year 2 total £13,070
Year 3
Products without a full programme Year 3 continues as year 2.
Document Remediation
Document Remediation
PDF Remediation (keep-up) £13,070
Remediates new PDFs as they're published, so your backlog stops growing. 16,263 new pages a year a year
Subtotal, year 3 £13,070
Recurring, year 3 £13,070
Year 3 total £13,070
The whole plan
| What's included | Year 1 Products only | Year 2 Products only | Year 3 Products only |
|---|---|---|---|
| Document Remediation | |||
| PDF Remediation (keep-up) | 17,000 pages | 16,263 pages | 16,263 pages |
| Recurring | £13,660 | £13,070 | £13,070 |
| One-off | — | — | — |
| Year total | £13,660 | £13,070 | £13,070 |
Contract total · 3 years £39,800
Year 1, on signature £13,660
Year 2 £13,070
Year 3 £13,070
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 | £39,800 excluding VAT: £13,660 year 1 |
| 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. |