Safety Data Management System

The vendor is required to provide from experienced proponents for a solution with the capabilities to supply, implement, and support a safety data management system.
- A solution to:  
• Provide a more reliable and user-friendly system that encourages the users to submit health and safety near misses and hazardous condition incidents and concerns, which will help to prevent potential events in the future;
• Reduce the overall cost and maintenance by switching to a cloud solution that will result in less technical risks associated with outdated systems;
• Enhance quality assurance, streamline safety processes, and provide clear guidance for incident investigation, all of which contribute to a safer and more efficient work environment for employees and a more secure community for city;
• Enhance security and lessen system vulnerabilities; and
• Improve incident investigation process by conducting appropriate root cause analysis and inform affected people.
- Safety data management system (SDMS) with a modern, cloud-based, commercial off-the-shelf solution to support the occupational health and safety needs of the city.
• A solution that should enable all city employees to report and submit safety incidents, and licensed users to create, modify, and delete safety incidents, manage investigation workflows, conduct cause analysis, and trigger escalation processes for incomplete corrective actions;
• Proposes a solution capable to create, update, and delete scheduled and unscheduled (ad-hoc) inspections, assign them to system and non-system users, set up their frequency, start and end dates, record responses on inspection and meeting questions;
• Proposes a solution capable of creating, updating, and deleting scheduled and unscheduled safety meetings, setup and modify meeting dates, assignees and frequency;
• Provides a solution to design and generate standardized and customized reports, group reports, calculate average values, capture/filter leading and lagging indicators.
• The solution also includes the ability to export and print reports in various formats (i.e., pdf, csv, word, and excel format);
• Provides a solution capable to create a new clinic visit record, including the reason for the visit, capture employee data, document the purpose of the clinic visit, gather client registration information, select an internal or external therapist, record referral sources, note the work location, log the date of admission and date of referrals, and add or update notes, and generate referrals (both manual and automatically);
• Provides a mobile application solution that enables submission of new incident reports, completion of assigned inspections, and completion of assigned tasks such as incident investigations, corrective actions, and meetings;
• A solution that is intuitive and easy to use, having functionality to configure workflows, layouts, data views, messages and email notifications and other modifications requested by the system users;
• Provides a solution that enables set up, configure, and manage various aspects of a safety application. this includes the ability to update employee data, set up and modify users, profiles, roles, and security, configure system settings, setup email notification and warning/error messages, layouts, and menus, and set up and monitor business rules; and
• Provides training to the system administrators, internal trainers for city users and provide user manuals, and other training related documentation.
• Ability to create employee training record and/or import employee training record from other systems;
• Capacity to manage hazard assessments and risk analysis by creating, updating, and uploading hazard assessments, linking them to employee ids or job descriptions/position, and sending reminders to update them.
• The system also has the ability to link hazard assessments to incident investigations, identify team members, and set up hazard controls;
• Capability for contractors to submit and report on incidents and inspections, and the capability to have a specific workflow for contractor incidents;
• Ability to create, customize, and manage audits in a system, including creating and customizing audit templates, assigning audits, tracking audit progress, and generating audit reports;
• Capability to create, update, and manage work orders using a system.
• This includes setting up work orders with various details, assigning them to users or teams, setting up recurring schedules, and tracking their completion status.
• The system should also provide the ability to trigger an escalation process for incomplete work orders;
• Functionality to develop and customize digital forms;
• Deliver reliable services and maintain an excellent working relationship with the city;
• Engage experienced staff to implement and support SDMS solution; and
• Offer the lowest total cost of ownership.
- Tool deliverables
• Provide the capability to setup and modify access permissions to users and non-users and profiles, roles, site security;
• Give system users real-time data/information - entry and retrieval;
• Have the ability to configure the user interface;
• Provide ability to setup specific incident investigation steps / workflows based on the business unit, incident category, classification and severity;
• Generate notifications for due and overdue tasks assigned to employees;
• Create findings and corrective actions in all modules, and trigger an escalation process for incomplete corrective actions;
• Enable delegation capability for both system-generated and user-created actionable items and lists;
• Have the ability to e-sign any document uploaded into the system;
• Enable the system administrator to create and modify safety inspections and meetings forms;
• Allow uploading documents/photos/videos;
• Enable the setup and modification of the organizational tree (hierarchy), look-up tables;
• Possess the capability to add and update employee demographic information; possess capability to add and update specific demographics information: employee number, employee type, login id, last name, first name, middle name, email address, and city building works in, supervisor name, job position, date of hire, date of termination, job type and union;
• Enable the configuration and adjustment of business rules and business rule actions, as well as track the progress of business rule actions;
• Provide the ability to setup and generate messages and email notifications while user is using the system - standard across all modules;
• Provide ability for system audit by recording when system configuration and data are created, modified, or viewed and by whom;
• Have the ability to do bulk modification of specific safety data in all modules;
• Enable configuration migration (export/import) across different environments or instances;
• Provide configurable multi-level workflow functionality in safety incident and safety inspections and meetings modules; and
• Provide analytics, reporting, tracking, and monitoring capabilities.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: April 9, 2025