Environmental Health Data Management System

The vendor is required to provide environmental health (EH) data management system provides a solution to conduct permitting, invoicing, inspections, time and activities tracking, and communication with clients.
- Modernize the client experience and empower clients to efficiently manage permits and inspections requirements through self-service and educational tools
- Increase efficiency of field work and streamline processes through technology
- Enhance environmental health data and transparency for the community
- Maximize productivity and optimize operations through records indexing
- Support full accounts receivable cycle processing
- Maintain compliance with internal and external policies, procedures, rules, and regulations including but not limited to County’s language access policy.
- Data quality and data integrity are reliable throughout the processes (e.g. collection, processing, storage, reporting, integration, etc.)
- The system is a fully secure Software as a Service model in the cloud that complies with all County IT security requirements.
- The system displays the current version it is running on all environments, including the environment label clearly displayed to the user to avoid errors in the production environment.
- The system records and displays transactional history of all record types for additions, edits, and deletions of data or relationships to other records inclusive of user, date, time, and action performed. Allow for auditing and reporting against transactional and historical data.
- System is designed and configurable to minimize data conflict and identify when it happens, e.g., transactions against the same record happening at the same time or different environments.
- System saves and recovers draft entries on a per utility basis.
- System has a look and feel modern, professional and consistent across all modules, be clear, simple and intuitive to both the user, permit holder, and the public. It shall minimize the amount of scrolling, clicking and navigating, and shall be able to adjust scale and layout option of window to display appropriately on any device, regardless of screen resolution, aspect ratio or orientation.
- All system records and record types shall be searchable, either within its own utility or in a location that searches all record types. This shall at a minimum, allow the user to:
• Conduct a broad match search
• Search by any data point allowed by the EH System Administrator, if not all data fields.
• Filter by any data point allowed by the EH System Administrator, if not all data fields.
• Filter null or blank values.
• Sort and group the list as needed.
• Save multiple search parameters for reuse between sessions.
• Export the search list to .pdf, .csv, .xlsx and other common formats.
• Allow EH System Administrators to publish saved search parameters to users within a permissions group.
- Inventorying of Records and Data Collection Design
• EH has various needs for inventorying records, such as for anniversary billing and tracking of volume and growth.
• Some of these records will be regulated entities that need regular inspections of various frequencies; others will be based on a service, such as plan reviews.
- The record type has both required and optional data fields of various types, inclusive of but not limited to dropdowns, multi-select, radio, binary, short response, long response, numeric, date, and email.
- The system is able to enforce conditional logic (e.g., follow-up date must be on or after inspection date).
- The data collection or display areas is dynamic enough to appear, be required, or hide based on record type, program, or other data fields, e.g., pool volume would display for pool permits but not for restaurants.
- The system has the ability to enforce any required relationships, e.g., each restaurant should have a business owner, and each permit should have exactly one financial account
- Allow for one to one, one too many, and many to many relationships across the various record types.
- All records and record types have the capability to allow for notes, ordered by entry date.
- Allow the ability to incorporate and display photos, media, links, and attachments at the violation and/or inspection level.
- Allow for a digital collection of a signature for display on the inspection report.
- Allow for the removal of the collected signature if changes must be made after a signature has been collected, e.g., abatement of violations.
- Allow for the ability to conduct an inspection against a permit independently, and as a selection of multiple permits to consolidate the collection of no unique inspection data fields and printed output, e.g., inspection at a facility with four permits can have four independent inspections, or one report representing four independent inspections.
- Support default values, e.g., today’s date, end user name of person entering the data.
- Compute time entered against a program based on various date ranges selected by the user.
- Provide, in real-time, a fixed computation of average time per inspection at record level, permit type level, and program level based on rolling time period e.g., by months and/or by year(s), and Selected activities while leaving the time period configurable by an admin.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: March 31, 2025