The vendor is required to provide a fully integrated, cloud-based system that supports the following:
1. System requirements
• A centralized platform accessible via desktop, mobile phone, and tablet
• User-friendly interface with role-based permissions
• Configurable workflow and form templates
• Cloud-based, secure infrastructure with data backup and disaster recovery
• Compatibility with single sign-on (SSO) and integration with city systems (e.g., HR, payroll, TPA portals, email)
• Dashboard and reporting tools
2. Incident management features
• Virtual incident reporting (employees, supervisors, third parties)
• Real-time tracking of incidents and follow-up actions
• Customizable forms for incident types, including:
o Employee injuries and illnesses
o General liability
o Auto liability
o Property damage
o Environmental spills
o Near misses and hazards
• Automated alerts and notifications
• Workflow routing for reviews, approvals, and corrective actions
• Dashboards and analytics (customizable)
3. Safety and compliance tracking
• Osha compliance management (300, 300a, 301 forms)
• Safety inspection and audit tracking (configurable checklists)
• Recording of days away, restricted duty, and return-to-work metrics
• Corrective and preventive action (CAPA) management
• Document storage for training records, certifications, and safety data sheets
4. Risk management tools
• Risk assessments and mitigation tracking
• Claim and cost tracking (medical, legal, property damage, etc.)
• Document storage for claims-related documents
• Integration or upload options for insurance and claim data
• Customizable dashboards
• Risk matrices (e.g., risk trends and high exposure risk areas)
5. Reporting and analytics
• Customizable reports with scheduled or on-demand delivery
• Real-time dashboards with key safety and risk metrics
• Data export capabilities (pdf, excel, csv)
• Role-based reporting access for different departments
6. Training, implementation & support
• Project management and implementation plan, including timeline
• Onboarding support, including configuration and system setup
• User training for administrators, managers, and staff
• Ongoing technical support (help desk, ticketing system, knowledge base)
• Regular updates and system maintenance
7. Additional features
• Mobile app for field reporting
• API access for data integration with existing systems
• Contractor and vendor safety tracking
• Anonymous reporting option
• Multi-language support
• Audit trail.
- Contract Period/Term: 3 years
- Not-Mandatory Pre-Proposal Conference Call Date: May 14, 2025
- Questions/Inquires Deadline: May 16, 2025